schedule-a-prof-services-bidder-box.docx

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SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No. 240000000808 Contract Operations and Maintenance of the Water Treatment System – Burt Lake State Park This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The purpose of this Request for Proposal (RFP) is to secure a contract for a full-service contract operations and maintenance of the Multi-Media Water Treatment System at Burt Lake State Park.

SCOPE

The contractor must provide full-service contract operation and maintenance of the Multi-Media Water Treatment System (MMWS) at Burt Lake State Park. The contractor must do so in a safe, secure, effective, and efficient manner. Operations and Maintenance of Burt Lake State Park’s Multi-Media Water Treatment System (MMWS) was implemented in 2023. The DNR wishes to contract with a business that can provide MMWS Operations and Maintenance.

A point of entry multi-media water treatment system was installed in September 2020 at this water supply to remove iron from the drinking water. This point of entry treatment system uses ten cubic feet of a proprietary multi-media from Hellenbrand in each of four 24-inch diameter tanks, which is designed to treat an estimated peak demand of 83 gallons per minute (gpm). The treatment system peak capacity is 88 gpm. This treatment system is installed for aesthetic reasons and to improve the quality of production water. Air and a 5.5% NSF-60 certified sodium hypochlorite (chlorine) solution is injected into the raw water before the treatment vessels to oxidize iron. Chlorine is injected at a rate needed to produce a free chlorine residual ranging from 0.25 – 0.5 mg/L. Chlorine is used in this treatment system as an oxidant. Compressed air is supplied to a 42-inch aeration tank though a valve’s head space where water is sprayed to be oxygenated. The system must be operated by a D-5 or higher-level certified operator. The certified operator (or other designated staff) must monitor and maintain the system and sample free chlorine residual levels weekly. The certified operator must also sign and submit a monthly operation report (MOR) to the local health department every month of operation.

Burt Lake State Park is a seasonal campground. Flow and demand to the system is expected to be highly variable with low flow and demand in the beginning and end of the season and high flow and demand during the summer months.

1. Requirements

1.1. General Requirements

The Contractor must provide services for the operation, maintenance, and management of the system. The Contractor must provide services in a safe, secure, effective, and efficient manner. The Contractor must provide full-service contract operation and management of the Multi-Media Water Treatment System. Full-Service may include, but is not limited to, provision of:

I. Employ all facility staff and payment of labor and benefits.

II. Pay all chemical, supplies, and related operating expenses.

· The DNR will pay for utilities such as electrical, gas, phone, and internet.

· The DNR will pay for capital equipment expenses as required, all consumables will be the responsibility of the Contractor (i.e. filters, belts, lubricants, chemical tubing, etc.)

· The DNR will be responsible for all building interior and exterior maintenance, except when caused by operational error (i.e. chemical spill).

III. Provide all laboratory and analytical services necessary for permit compliance, or coordinate and pay for the outsourcing of lab work.

IV. Operate the systems in compliance with EGLE Owner and Operator responsibilities for noncommunity water supplies.

V. Report to regulatory agencies, submit all forms, notices, and reports, and meet all legal operating and safety requirements of the regulatory agencies.

VI. Conduct routine maintenance of facilities and associated equipment, including developing and administering a preventative maintenance program.

VII. Establish an Asset Management program for all system equipment.

VIII. Coordinate with the DNR regarding capital improvements.

IX. Provide emergency response within one hour of notification.

· Scope of work shall include up to six (6) emergency responses at DNR’s request annually.

X. Prepare and administer an emergency response plan.

XI. Provide and administer a yearly start-up and shut-down plan for the water treatment facility.

Monthly Operation Report (MOR) Submittal

· Record the water meter reading at least at the beginning and end of the month; measure and record free chlorine residual level at least once a week; measure recommended parameters; visually inspect the treatment system at least once a week; record other relevant information on the MOR; sign the MOR; and submit the MOR to the District Health Department Number 4 within 30 days from the end of the month for which the MOR was prepared.

Weekly System Checks

· Perform a visual check of the treatment System at least weekly and whenever a problem is reported. Mark a “Y” in the “Visual Inspection” column of the MOR on days a visual inspection is performed and sign in the “Analyzed/Inspected By” column for that day.

· Measure free chlorine residual in the treated water with a DPD reagent free chlorine field test kit at least weekly and record in the “Free Chlorine Residual” column of the MOR for that day. If the free chlorine level is near the desired range of 0.25 – 0.50 mg/L, no adjustment of the chlorine feed pump is needed. If the free chlorine level is above or below the desired range, adjust the dial adjustment ring on the variable speed chlorine injection pump down or up slightly, allow several tank volumes of water to flow through the system, measure the free chlorine level again, and adjust again if needed. Two free chlorine residual field test kits that are approved for use are Hach’s Free and Total Chlorine Test Strips, 0-10 mg/L, which is product # 2745050 at hach.com or Hach’s Chlorine (Free) Test Kit, Model CN-66F, Color Disc, 0.1-3.5 mg/L which is product # 223102 at Hach.com. Other test kits can also be approved for use. The free chlorine residual is legally required to stay below 4.0 mg/L.

· Read and record the air pressure being maintained at the aeration tank.

· Perform any needed maintenance (e.g., backwash).

· Call the treatment system installer for service if a problem cannot be easily corrected.

Iron Sampling

· There is no legal requirement to sample iron levels in treated water; however, the operator should periodically sample iron levels in both untreated and treated water to ensure the treatment system is working properly. It is recommended to test at least monthly for iron in the treated water through a certified lab or with a field test kit. These sample results can be recorded on the MOR for future reference.

Water Quality Parameter Sampling

· Burt Lake State Park is classified as a transient noncommunity water supply, and as such, it is excluded from the Lead and Copper rule; however, the use of aeration can increase water corrosivity, as stated in the Recommended Standards for Water Works, and therefore the operator should sample for water quality parameters (WQPs), lead, and copper to assure public health protection. The sampling recommendations of water quality parameters include the following:

· Take at least one sample at the entry point of the distribution system during the startup and the middle of the season of the park.

· Recommended WQC are:

· pH

· Alkalinity

· Calcium

· Conductivity

· Water temperature

· Sulfate, and

· Chloride These recommendation for WQPs are based on Act 399 Administrative Rules, rule 710b(3) and &710b(4)(a).

Lead and Copper

· Although the Burt Lake State Park is not required to sample for lead and copper, lead and copper samples are strongly recommended to be monitored due to potential water corrosivity increase caused by the aeration system. The recommendation is to sample for lead and copper at one drinking water location at the West Bath House (farthest location to the well and treatment) and the Headquarters building (closest location to well and treatment) for a total of two samples for each lead and copper. Take these samples during the startup and the middle of the season of the park.

Maintenance of Chlorine Injection Equipment

· Maintain a supply of 5.5% NSF-60 certified sodium hypochlorite. Fill the chlorine storage tank as needed.

· Replace the peristaltic pump tube in the chlorine pump on a regular basis (usually once or twice a year). This pump tube will wear out and develop a leak eventually due to wear from the rollers. Follow the direction supplied by the manufacturer. Insert the same size pump tube that is being removed. Pump tube sizes # 1, 2, and 7 are available for this pump and will each pump at a different rate.

· The chlorine pump used at your water supply is a Stenner 45MFH1 with a number 1 pump tube. During normal operation, the dial adjustment ring is set to approximately 1 to give the desired free chlorine residual of 0.25 – 0.5 mg/L but may need to be adjusted up or down to produce that level of free chlorine residual in treated water. Spare pump tubes must be maintained on-site and a spare pump, tubing, and injection point should also be maintained on-site.

· Visually check the chlorine injection point and pump weekly to ensure it is not leaking.

· Visually check the air compressor and its air filter weekly to ensure the delivery of pressurized air and filter integrity.

· Note, every time a water supply that injects chlorine takes a total coliform sample in the distribution system, they must also sample and record the free chlorine residual at the same time and the same location in the distribution system and must also take a raw water total coliform sample at the same time the routine coliform samples are collected. This requirement does not change the frequency or location of existing total coliform distribution system sampling requirements. Please remember to label the sampling point as “Raw Water” on the lab slip for raw water samples and label the distribution system sampling point identifying the location the sample was taken (i.e. “Breakroom Sink”).

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.2. Transition

Post Contract Transition: Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

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Bidder must describe how they comply with the above requirement(s):

1.3. Training

The Contractor must provide the following training for their personnel: training for personnel in areas of operation, maintenance, safety, supervisory skills, laboratory, energy management, etc. A proper safety program must be implemented, and all portions of that program shall be adhered to. The Contractor will provide all MIOSHA PPE required safety equipment and maintain proper licensure per regulatory requirements.

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Bidder must explain its training capabilities and any training that is included in its proposal:

2. Acceptance

2.1. Acceptance, Inspection, and Testing

Contract Activities are subject to inspection and testing by the State within 30 calendar days of the State’s receipt of them (“State Review Period”), unless otherwise provided in Schedule A. If the Contract Activities are not fully accepted by the State, the State will notify Contractor by the end of the State Review Period that either: (a) the Contract Activities are accepted but noted deficiencies must be corrected; or (b) the Contract Activities are rejected. If the State finds material deficiencies, it may: (i) reject the Contract Activities without performing any further inspections; (ii) demand performance at no additional cost; or (iii) terminate this Contract in accordance with Section 23, Termination for Cause.

Within 10 business days from the date of Contractor’s receipt of notification of acceptance with deficiencies or rejection of any Contract Activities, Contractor must cure, at no additional cost, the deficiency and deliver unequivocally acceptable Contract Activities to the State. If acceptance with deficiencies or rejection of the Contract Activities impacts the content or delivery of other non-completed Contract Activities, the parties’ respective Program Managers must determine an agreed to number of days for re-submission that minimizes the overall impact to the Contract. However, nothing herein affects, alters, or relieves Contractor of its obligations to correct deficiencies in accordance with the time response standards set forth in this Contract.

If Contractor is unable or refuses to correct the deficiency within the time response standards set forth in this Contract, the State may cancel the order in whole or in part. The State, or a third party identified by the State, may perform the Contract Activities and recover the difference between the cost to cure and the Contract price plus an additional 10% administrative fee.

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3. Staffing

3.1. Contractor Representative

The Contractor must appoint one Contract Representative specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

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Bidder must identify its Contractor Representative:

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

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Bidder must identify its Customer Service Toll-Free Number:

3.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to contact the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST.

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Bidder must identify its toll-free technical support number:

3.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

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3.5. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

3.6. Security

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

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Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

4. Project Management

4.1. Meetings

The Contractor must attend the following meetings:

Kick Off Meeting to be held after awarded.

The State may request other meetings, as it deems appropriate.

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4.2. Reporting

The Contractor must submit to the Program Manager, the following written reports:

· Annual summary report of operating expenses.

· Regulatory permit reports should be submitted to EGLE directly from the Contractor. DNR should be copied on all submittals.

· Monthly written operations summary.

· Annual report of chemicals to be used provided to the DNR.

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Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

5. Pricing

5.1. Price Term

Pricing is firm for a 365-day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

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5.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

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6. Ordering

6.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order.

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7. Invoice and Payment

7.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

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7.2. Payment Methods

The State will make payment for Contract Activities via EFT.

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7.3. Procedure

Contractor must submit invoice to Program Manager for review and approval.

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8. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $10,000 and an additional $1,000 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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9. Additional Requirements

9.1. Environmental and Energy Efficiency Product Standards

The Contractor must identify any energy efficient, bio-based, or otherwise environmentally friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States Department of Agriculture certified bio-based product label. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

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Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

9.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

9.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

9.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

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12.5 Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

OR

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

a. provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

b. indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

c. identify any alternative products that do not contain intentionally added PFAS.

d. provide any additional information that would further the Department’s implementation of ED 2021-08.

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Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

1 Revision Date: 10/2018

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