SOW for Water Treatment Facility 2026.pdf

SCOPE OF WORK FOR WATER AND WASTEWATER TREATMENT FACILITY

1. GENERAL REQUIREMENTS: The work consists of providing all labor, materials and equipment as required to and from USCG STA Milford Haven located at 63 Mill Point Rd.

Hudgins, VA 23061.

2. COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK: Upon award the contractor shall commence work NLT five (5) calendar days after notice to proceed and work diligently to complete the entire work ready for use by 30 working days after contract award.

3. SCOPE OF WORK:

Provide operation, maintenance, repairs, testing, training, monitoring and reporting services for the Water and Wastewater Treatment Facility located at the U.S. Coast Guard Station Milford Haven, 63 Mill Point Road, Hudgins, Virginia 23061.

4. DESCRIPTION OF FACITLITY:

The Water treatment facility consists of a drilled well, well pump, water softening system, chlorine injection pump, treated storage tank, two (2) pressure pumps, and one (1) pressure tanks.

The Wastewater treatment facility consists of an extended aeration treatment plant, (package plant) which after treatment, discharges effluent overboard via a sand filter bed and a UV disinfection system.

5. CONTRACTOR QUALIFICATIONS:

The contractor shall currently be a licensed Class IV or higher Virginia Certified Water and Wastewater Treatment Plant Operator. The contractor shall submit a photocopy of certification to the contracting officer.

6. DESCRIPTION OF WORK:

6.1. The contractor shall be responsible for the following: Routine operations and maintenance services; daily operational testing; cleaning of sand filter beds, disposal of sewage sludge, annual internal inspections of tanks and pressure vessels and submit Condition Found Reports to the Engineering Petty Officer (EPO). Making repairs as noted in section 10; procuring and submitting mandatory test samples for laboratory analysis required by Virginia Department of Health; preparing for U.S.

Coast Guard submission, monthly reports on facility operation in accordance with the Commonwealth of Virginia, Virginia Department of Health (VDH), preparing monthly report on facility operation in accordance with the Virginia Pollution Discharge Elimination System (VPDES) permit and the training of U.S. Coast Guard personnel in routine daily plant operations.

6.2. The Contractor must be on site and sign in with the watch stander a minimum of three (3) days per week and must remain on site for a sufficient time to meet the requirements of routine operations and maintenance services, and daily operational testing. The contractor must prepare for U.S. Coast Guard signature and submission, the monthly reports on facility operation in accordance with the Virginia Department of Health, no later than the 5th of each month and provide the U.S. Coast Guard with an Annual Drinking Water Report, required by Virginia State Law.

6.3. The contractor shall be responsible for the disposal of sewage sludge. No sewage sludge waste will be disposed of on or in any Coast Guard owned property or waste disposal container.

6.4. The contractor shall respond to Emergency Situations within a four (4) hour period.

6.5. The contractor shall provide copies of employees’ licenses proposed to operate the plant. These people must be approved by the State prior to any resulting work under this contract.

6.6. The contractor shall provide current copies of issuance for the services provided under this contract.

7. CONTRACTING OFFICER: All orders from the U.S. Coast Guard shall be transmitted and communicated through the Contracting Officer.

8. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR): The COTR shall work with the contractor on a daily basis in scheduling and coordinating services, answering questions in conjunction with the scope of work (SOW), and provide general direction under the resulting contract: MK1 Michael Aguirre at (804) 725-7330.

9. INCURRED COSTS:

9.1. The contractor shall furnish all supplies including salt, chlorine, consumable materials, and testing equipment necessary to operate and test the Water Treatment Facility Plant in a safe and effective manner. Consumable items to include all consumable-testing materials used in the course of performing all testing required by Virginia State Law.

9.2. The contractor will procure and submit the mandatory test samples for laboratory analysis required by Virginia Department of Health.

9.3. The contractor will also provide all consumables that are integral components of the wastewater treatment plant, to include UV lights, ballast, and fuses.

10. DESCRIPTION OF TECHNICAL SERVICES:

10.1. The contractor shall assume the responsibility for the operation and maintenance of the U.S. Coast Guard Station Milford Haven Water Treatment Facility. The contractor shall provide or assure the following services are accomplished.

10.2. The Water Treatment Facility must be inspected daily and necessary action taken for the proper operation of the system. The inspection must include testing for Iron, Manganese and Chlorine residual and the recording of all results. Necessary action must be taken to maintain a chlorine residual of at least 0.2 mg/l at the farthest end of the system. The contractor is also responsible for procuring and submitting mandatory test samples that are required by Virginia Department of Health. A written report if the inspection, the mandatory test results from the Department of Health and actions taken for the proper operation of the system is to be submitted to the COTR no later than the 5th of each month.

10.3. Daily inspections, operational maintenance, and monitoring to comply with the provisions of the VPDES permit, and the latest edition of the Operation and Maintenance Manual (O&MM) and Virginia Sewage Regulations.

10.4. Prepare the monthly Discharge Monitoring Report for U.S. Coast Guard signature and submission as stated in the VPDES permit and notify COTR of efforts concerning all letters of noncompliance. The COTR must be notified concerning all communications with regulatory agencies.

10.5. The contractor shall be responsible for the environmentally acceptable removal and disposal of the sludge generated through the sewage treatment process.

10.6. Water meter readings must be taken at least once per day and reading recorded.

10.7. Identify and recommend any major equipment repair and/or replacement.

10.8. Provide necessary laboratory analysis monthly to comply with Virginia

Department of Health testing requirements and perform daily operation test as required and provide the U.S. Coast Guard with the Annual Drinking Water Report.

10.9. The contractor will conduct an inside visual main holding tank inspection once annually and proceed the COTR with the inspection report and recommended repairs.

This inspection is to ensure the water is not being contaminated by loose coating materials, corrosion and other foreign materials.

10.10. The contractor must be available to respond to Emergency situations seven (7) days a week, twenty four (24) hours a day. Response time to an Emergency situation shall be within four (4) hours.

11. MONITORING AND ANALYTICAL SERVICES

11.1. The contractor shall perform or have performed specific monitoring and analytical services and shall be responsible for the completion of the Discharge Monitoring Report as well as any other report required by the VPDES permit. Specific Monitoring and Analytical are listed below;

Effluent Characteristics Frequency Flow Once per Day Dissolved Oxygen Once per Day PH Once per Day Fecal Coliform Once per Week (Between 10am and

4pm) BOD (Biochemical Oxygen Demand) Once per Month TSS (Total Suspended Solids) Once per Month Ammonia Once per Month Enterococci Bacteria Once per Month (Between 10am and

4pm)

12. PERSONNEL

12.1. The contractor will perform or have performed all operational, maintenance and laboratory analysis, and supervise/direct the training of Coast Guard personnel to be able to perform basic testing in the event of emergency.

12.2. The contractor is to be, or supply, personnel certified (Class IV or higher) as a wastewater treatment plant operator. The operator shall be experienced in the operation of wastewater treatment facilities and bench testing.

12.3. Contractor or contractor personnel shall be onsite daily and must remain on site for sufficient time to meet the requirements of routine operations and maintenance services; daily operation, testing, submitting samples for laboratory analysis;

preparing, for U.S. Coast Guard signature and submission, the monthly reports on facility operation in accordance with the VPDES permit.

13. MAINTENANCE

13.1. The contractor is required to complete all maintenance and repairs (those costing under $500.00 for each instance) to pumps, piping, UV disinfectant system, tank cleaning and filtration medium as recommended by the equipment manufacturer to ensure compliance with state specifications. Employee wages are not to be considered a factor for maintenance and repair costs unless an outside service must be utilized.

The total annual cap will be set at $2500.00 maximum, after which the station will be responsible for all costs after the cap has been met. The contractor will be required to provide copies of all maintenance and repair item receipts to the Engineer Petty Officer for verification and accountability.

14. DESIGNATED CONTRACTING OFFICER’S QUALITY ASSURANCE

EVALUATOR (QAE) REPRESENTATIVE: The designated contracting officer’s QAE representative and Point of Contact for this project is MK1 Michael Aguirre at (804) 725-7330.

Inquiries concerning any phase of the specification before or after award shall be made to MK1 Michael Aguirre.

15. CONDITIONS AFFECTING THE WORK: The Offeror should visit the site and take such other steps as may be reasonably necessary to ascertain the nature and location of the work, the general and local conditions which can affect the cost of the work thereof. Failure to do so will not relieve bidders from responsibility for estimating properly the difficulty or cost of successfully performing the work. The government will assume no responsibility for any understanding or misrepresentations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in the request for quotes, the specification or related documents.

16. AFTER AWARD OF THE CONTRACT: The contractor must immediately notify the contracting officer’s QAE representative of his intended start date. The work shall be done in accordance with the specification.

17. ORAL MODIFICATION: No oral statement of any person other than the contracting officer shall in any manner or degree, modify or otherwise affect the terms of this contract.

18. WORKMANSHIP: All work shall be accomplished with the best standard practices, and by workmen thoroughly experienced in the required trades. The work shall be supervised by experienced personnel and shall be satisfactory to the Contracting Officer.

19. PERMITS: The contractor shall without additional expense to the government, obtain all appointments, licenses, and permits required for the prosecution of the work. The contractor shall comply with all applicable federal, state and local laws.

20. CLEAN UP: All trash and debris shall be removed from the site daily. The job site shall be left in a clean and neat manner.

21. WORK OUTSIDE REGULAR HOURS: If the contractor desires to carry on work on Saturday, Sunday, holidays or outside the station’s regular hours, he may submit his request in writing to the Contracting Officer’s QAE Representative for approval consideration. The contractor shall allow ample time to enable satisfactory arrangements to be made by the government for inspecting the work in progress.

22. UPON COMPLETION OF WORK: Contact the Contracting Officer QAE Representative to arrange for inspection/acceptance of work.

23. IDENTIFICATION OF CONTRACTOR PERSONNEL AND VEHICLES: The contractor shall provide a detailed list of all employees to the QAE Representative five (5) days prior to commencing work. The employee list shall contain the employee’s full name, date and place of birth, current address and last four (4) of SSN. The USCG STA Milford Haven Security

Officer will be given a copy of the employee list and a pass will be issued for entry. Each contractor provided vehicle or towed trailer shall show the contractor’s name so that it is clearly visible on the vehicle. A valid state license plate and safety inspection sticker is required. All vehicles operated on government property shall be maintained in a good state of repair.

24. SAFETY REQUIREMENTS:

1. Responsibilities:

a. All contractors working on USCG STA Milford Haven shall abide by all federal safety regulations as published by the Occupational Health and Safety Administration, 29 CFR 1910 (series), 29 CFR 1925 (series) and 29 CFR 1926 (series). Contractor written safety programs shall be reviewed by the Base Safety Officer prior to starting work.

b. Lock Out/Tag Out requires notification and coordination with facilities and will not be conducted by a contractor on USCG STA Milford Haven. A Facilities Division representative is required for all contractor Lock Out/Tag Out needs.

25. ENVIRONMENTAL PROTECTION REQUIREMENTS: Hazardous materials used by a contractor are required to be disposed of by that contractor. Disposal must be in accordance with federal, state, and local guidelines.

26. REQUIRED TIMES

BASE YEAR: 7/1/26 - 6/30/27

OPTION YEAR 1: 7/1/27 – 6/30/28

OPTION YEAR 2: 7/1/28 – 6/30/29