I. SCOPE OF WORK

The Commonwealth of Pennsylvania (Commonwealth), Department of Environmental Protection (DEP), Bureau of Waste Management, Northeast Regional Office (NERO), requires a Contractor to perform post-closure monitoring services of a closed municipal waste landfill located on Rosencranse Road, Beach Lake, Berlin Township, Wayne County, Pennsylvania. These services include, but are not limited to, groundwater monitoring, site access maintenance, and maintenance of drinking water treatment system for four homes/businesses.

Mandatory Pre-Bid Conference:

There will be a mandatory pre-bid in-person on-site meeting scheduled for (Wednesday August 12th at 10:30 AM) at the landfill located at (165 Rosencranse Rd. Beach Lake, PA. 18405). Please RSVP to Brian Franklin via email (brfranklin@pa.gov) to request attendance. Requests to attend the pre-bid meeting must be received no later than (Tuesday August 11th at 12:00 PM). Failure to participate in this mandatory pre-bid conference shall cause your bid to be rejected as non-responsive.

Background:

Under a 2003 Consent Order and Agreement, Rosencranse Corporation, Incorporated (Rosencranse) conducted the post-closure care of the landfill. In a letter dated February 27, 2015, Rosencranse notified DEP that after the first quarter 2015, Rosencranse no longer had sufficient funds to continue paying the costs of post-closure care. DEP then requested bids for post-closure maintenance services. BAI was awarded the bid and had a contract with DEP through June 30, 2026. The landfill gas collection system was deactivated in July 2020 to determine if a return to passive gas management was safe and effective. As of this date, there are no indications that the LFG collection system needs to be reactivated.

A. Groundwater sampling, analytical, and reporting:

This scope of work consists of periodic sampling of 15 groundwater monitoring wells located at the site. Some wells are monitored quarterly while other wells are monitored semiannually. See attachment B1 – Quarterly Parameters and attachment B2 – Annual parameters. The table below lists each well, which quarter(s) that the well should be sampled for both B1 and B2 parameters, and the parameter list to be sampled. The quarters are defined as follows: first quarter – January, February and March; second quarter – April, May and June; third quarter – July, August and September; fourth quarter – October, November and December. See Attachment C for locations of the monitoring wells.

Monitoring point

1. Contractor responsibilities:

The Contractor is required to sample each monitoring well. Form 19 – Municipal Waste Landfill Quarterly and Annual Water Quality Analyses (Attachment D), along with groundwater monitoring reports, must be submitted to DEP within 30 days of the end of the quarter. The following tasks shall be performed to complete the sampling:

a. Measure and record static water level;

b. Calculate groundwater elevation and well volume;

c. Purge the well volumes, or until dry;

d. Measure field parameters, pH, SC and temperature;

e. Collect samples;

f. Verify proper labeling of samples;

g. Preserve samples;

h. Complete field documents; and

i. Ship samples to laboratory via overnight courier.

The analytical results shall be compared to the criteria contained in Attachment E – Groundwater Monitoring Data Evaluation Spreadsheet. An “observed increase” is considered to have occurred if the concentrations of any two organic compounds that have a standard exceed their respective standard in any one well or if the concentration of one compound, exceeds both its standard and Maximum Contaminant Level (MCL)(). If an observed increase is identified, the increase should be noted in the quarterly report.

2. Payment – Groundwater sampling, analytical, and reporting:

Payment shall be made quarterly on a reimbursement basis for actual services performed. Water quality sample results submitted to DEP shall be compiled into one document and shall include the following:

a. A cover letter identifying the facility and sampling event. If necessary, the cover letter shall also describe anything unusual or noteworthy about the particular sampling and analysis event. This should include if a sample was not obtained or analyzed;

b. The applicable submitted forms shall be accurate and complete;

c. For any analyte which falls below its individual detection limit, the individual detection limit shall be noted and included in the applicable form; and

d. A copy or the actual lab analysis sheet must accompany Form 19 – Municipal Waste Landfill Quarterly and Annual Water Quality Analyses (Attachment D), unless otherwise specified by DEP.

B. Maintenance and inspection of the deactivated landfill gas collection system:

The landfill gas (LFG) collection system was deactivated in July 2020 to determine if a return to passive gas management was safe and effective. As of this date, there have been no indications that the LFG collection system needs to be reactivated. Ground water monitoring of parameters (especially the Volatile Organic Compound (VOC ) parameters) were reviewed and an evaluation of this data determined that the LFG collection system does not need to be reactivated. The current LFG collection and control system consists of 29) vertical extraction wells piped to an LFG Specialties, Inc. skid-mounted blower and utility flare (Model PCF41814). During the deactivation, the blower/flare has been shut down, the condensate drained, and the Kanaflex hose has been separated from the underground header pipeline on each well. See attachment C for location of extraction wells. As part of the maintenance of the 29 vertical extraction wells, DEP expects the Contractor to modify the wells for permanent passive vent including elbows and hard screening to keep out rain, animals, and bees.

1. Contractor responsibilities:

a. The Contractor shall modify the wells for permanent passive vent including elbows and hard screening to keep out rain, animals, and bees.

b. The Contractor shall visit the site quarterly to inspect the separation points in the Kanaflex and conveyance piping to ensure screening is intact and complete repairs to damaged screening as necessary; and

c. Measure percent methane in each of the three permanent gas probes.

d. Inspect each groundwater monitoring well. The gas vents and permanent gas probes should also be inspected for any deficiencies. The landfill perimeter should be walked and inspected for signs of significant deterioration, erosion, or drainage.

2. Payment – Maintenance and inspection of the deactivated (LFG) collection system:

Payment shall be on a reimbursement basis for actual services performed. A copy of the daily site log must be submitted with the invoices for the maintenance and inspection of the deactivated (LFG) collection system and associated tasks as outlined above. Any significant invoices for repair parts will be reimbursed under task H. Extra Work (non-emergency).

C. Granular activated carbon (GAC) unit maintenance:

The Contractor shall provide yearly maintenance/carbon change-outs, which usually occur in July or August, at four treatment systems (Thompson, Beach Lake Sprinkler Co., Vera Shield, and Waste Management Transfer Station), described in the table below:

1. Contractor Responsibilities:

The Contractor shall be responsible for contacting a vendor to provide the annual maintenance of the GAC units.

2. Payment – GAC Unit Maintenance:

Payment shall be on a reimbursement basis for actual maintenance performed. Any materials required for the maintenance shall be itemized on the submitted invoice.

D. Extra Work (non-emergency):

Any work provided by the Contractor above and beyond the work described herein will be considered extra work.

1. Contractor Responsibilities:

Prior to doing extra work, the Contractor shall provide DEP with a proposed work specification and maximum price. No work will be performed until DEP has given its written approval to a proposal. If the Contractor is unable to perform the extra work and if a subcontractor is required, the Contractor will provide a bidder’s list subject to DEP’s approval. The Contractor will then proceed with the contracting process to obtain a subcontractor. All extra work will be inspected and supervised by the Contactor. Extra work may include, but is not limited to, repairs due to catastrophic failure of GAC units or LFG collection system, damage to property due to acts of god, weather, etc. In the event that it is determined that the LFG collection system must be reactivated, the cost of reactivation will be reimbursed under this category. The reactivation activities may include, but are limited to, reconnecting the Kanaflex hoses to the underground conveyance piping, the initial rebalancing of the well field, reconnecting and restarting the blower/flare system.

2. Payment – Extra Work (non-emergency):

Any work provided under this Section will be reimbursed on a lump sum basis as mutually agreed upon between DEP and the Contractor.

II. WORK SITE CONDITIONS:

The Contractor shall be responsible for conducting the work in a good, workmanlike manner and shall keep the premises free and clear of waste material and rubbish.

III. SAFETY AND COMPLIANCE:

All work performed under the Contract shall be in accordance with all applicable federal, state, and local statutes, ordinances, rules and regulations, including those of the Occupational Safety and Health Administration (OSHA).

The Contractor shall provide safety controls for protection of the life and health of employees and visitors. The Contractor shall utilize methods for the prevention of injury, and for prevention of damage to property, material, supplies and equipment. The Contractor shall maintain operations free from and violations of applicable regulations. If, at any time, any regulatory authority determines that there is a violation related to the Contactor’s operation, the Contractor must immediately take all steps necessary to ensure the prompt abatement of the identified violation.

The Contractor shall provide DEP with a list of any hazardous chemicals or materials to be utilized or kept on site. The Contractor shall also ensure full compliance with all applicable state and federal regulations pertaining to storage, use, and disposal of such chemicals or materials. Material Safety Data Sheets (MSDS) must be available on-site for each identified chemical or material, and that MSDS are available for review upon request by the Contractor’s employees, in addition to other contractors and subcontractors working on the site.

IV. INSURANCE REQUIREMENTS:

The Contractor shall purchase and maintain, at its expense, the following types of insurances, issued by companies acceptable to the Commonwealth:

A. Workmen’s Compensation Insurance sufficient to cover all of the employees of the contractor working to fulfill this Contract.

B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the Contractor from claims arising out of the performance of the Contract. The amount of public bodily injury insurance shall not be less than $1,000,000 per occurrence. The amount of property damage insurance shall not be less than $500,000 per occurrence. If the policy is issued for bodily injury and property damage combined, the amount shall not be less than $1,500,000 per occurrence. Coverage shall include underground, explosion and collapse hazards.

C. Automotive Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the Contractor from claims arising out of the performance of the Contract. The amount of automobile bodily insurance shall not be less than $500,000 per person and $1,000,000 per occurrence. The amount of automobile property damage insurance shall not be less than $500,000 per occurrence. If the policy is issued for bodily injury and property damage combined, the amount shall not be less than $1,500,000 per occurrence.

The required insurances shall be of the Contractual Liability type, and the named party shall include the Commonwealth. The Insurance shall not contain any endorsements, or any other form designed to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to the work performed by the Commonwealth. Prior to the commencement of work under this Contract, the Contractor must provide the Commonwealth with current Certificates of Insurance. These certificates shall contain a provision that coverage afforded under the policy shall not be cancelled or changed until at 30 days’ written notice has been given to the Commonwealth.

V. CONTRACTOR QUALIFICATIONS:

After bid opening and prior to award of the Contract, DEP shall request the Contractor to provide proof of a minimum of five years’ experience in the services outlined in the Scope of Work. The Contractor shall also provide DEP with a minimum of three references where the same services were performed as outlined in the Scope of Work.

VI. CONTRACT TERM:

The Contract shall commence upon execution of the Purchase Order (PO) and terminate on June 30, 2029. The Contract may be renewed for up to two additional one-year terms by mutual agreement between the Contractor and DEP, with a final termination date of June 30, 2031. If the Contract is renewed, the Contractor may request an increase in the unit price by an amount not to exceed three percent (3%) of the current unit price in affect at the time of renewal. DEP shall provide the Contractor with at least 90 days’ written notice of DEP’s intent to renew. If the Contractor does not wish to renew, DEP must receive written notification no later than ten days after receipt of DEP’s notice of intent to renew.

VII. BID AWARD:

The Contract shall be awarded to the lowest most responsible and responsive bidder in accordance with Attachment A – Bid Award. Attachment A – Bid Award is for informational purposes only but must be attached and submitted as part of your bid. DEP reserves the right to remove/decrease any line item, either in whole or in part, if the item is deemed no longer necessary.

VIII. ESTIMATED QUANTITIES

Quantities contained within the Scope of Work are estimates only and may increase or decrease depending on DEP’s needs. Ancillary items may be added to this acquisition (Purchase Order) at the discretion of both parties at a mutually agreed upon price.

IX. BID SUBMISSION:

A. All bids must be submitted electronically through the Commonwealth’s Department of General Services’ (DGS) eMarketplace website. The eMarketplace website is located at http://www.emarketplace.state.pa.us. DEP is not responsible for the maintenance of DGS’s eMarketplace website.

B. DGS’s Supplier Service Center http://www.dgs.pa.gov. is available to assist vendors with registration, bidding and account management. For questions regarding registration help, send an email to RA-PSC_Supplier_Requests@pa.gov or call (877) 435-7363, choose option 1. For questions regarding bidding help, send an email to srmhelp@pa.gov or call (877) 435-7363, choose option 2.

C. DEP is not responsible for the support or functionality of any DGS website. SB Procurement Reference Guide

Attachment A

Bid Award

Total amount bid

Please note that task D shall be reimbursed by invoice submission. These items must be reviewed/approved by DEP prior to invoice submission to be considered for payment.