Webster CO LF Leachate Hauling.pdf

REQUEST FOR QUOTATION

Webster County Landfill Leachate Hauling

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Department of Environmental Protection to establish an open-end contract for pumping, hauling and disposing of leachate from the Webster County Landfill to the Cowen PSD Wastewater Treatment Plant near Cowen, WV., or to the nearest DEP approved Wastewater Treatment Plant as directed by the DEP.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below and on the Pricing Pages.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.4 “WVDEP” means the West Virginia Department of Environmental Protection

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide

Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

3.1.1 Leachate Hauling and Disposal.

3.1.1.1 The WVDEP shall be responsible for payment of the

treatment charges to the Wastewater Treatment Plant.

These costs will not be included in the amount bid.

3.1.1.2 The vendor shall submit Load Receipts to the WVDEP

Project Manager from the Wastewater Treatment Plant indicating date, time and amount disposed. These receipts must have the signature of the agent of the

Wastewater Treatment Plant and will be the basis for payment. Stamped signatures are not accepted.

3.1.1.3 The vendor is responsible for the pumping, hauling and delivery of leachate from the Webster County Landfill to the Cowen PSD Wastewater Treatment Plant, or to the nearest DEP approved Wastewater Treatment Plant as directed by the DEP.

3.1.1.4 The WVDEP shall be responsible for payment of the

sampling, testing and reporting the leachate constituents as may be required by the Wastewater Treatment Plant.

Currently, each load is sampled at the Wastewater Treatment Plant, Composite samples are created and the samples analyzed. The vendor is required to assist in collecting these samples as required.

3.1.1.5 The vendor shall comply with all common carrier

requirements of the West Virginia Public Service Commission to haul leachate in the state of West Virginia.

3.1.1.6 The vendor shall be solely liable for any damages, or claim thereof resulting from the firm’s conduct in loading, transporting or unloading leachate, and agrees to fully indemnify the WVDEP from any such claims brought against it.

3.1.1.7 The vendor shall only haul and dispose of leachate at the times designated by the Wastewater Treatment Plant.

This contract shall require the vendor to haul from the tank as directed by the WVDEP.

3.1.1.8 The vendor is required to abide by the rules and codes of the Cowen PSD Wastewater Treatment Plant. Currently, disposal cannot exceed 30,000 gallons per day and restricted to daily plant operation hours.

3.1.1.9 The vendor shall lock the discharge valve while not in use. The valve will remain locked to prevent any unauthorized use. All keys to the locks at the facility will be furnished by the WVDEP Project Manager.

3.1.1.10 The vendor will have approved gauges or meters (site glasses or manometers, etc.) on the hauling equipment to be used for easy verification of the amount of each load by the attendant at the disposal site. The vendor will verify and document the actual capacity of the equipment used to haul leachate.

3.1.1.11 The vendor shall maintain a liquid level in the leachate storage pond as low as possible to comply with 2’ freeboard storage capacity requirement, as well as the zero discharge limitations in effect for the storage pond.

3.1.1.12 In case of emergency, the vendor must respond and be on-site to haul within 4 hours of being contacted by DEP.

3.1.1.13 The vendor shall notify the WVDEP Project Manager if the liquid level in the storage pond exceeds the 2’ freeboard of the pond, based upon the gauge readings of the pond contents.

3.1.1.14 The vendor shall be responsible for payment of all costs associated with snow removal necessary during periods of inclement weather to assure compliance with this contract.

3.1.1.15 The WVDEP will otherwise maintain the access road to the landfill site, which shall include repair of potholes, soft areas, maintenance of drainage control devices and all other incidentals required.

3.1.1.16 The vendor shall provide equipment suitable to the

WVDEP for performing the work.

3.1.1.17 The tanker (s) shall have adequate capacity to transport the volumes required.

3.1.1.18 The WVDEP shall provide a form and the vendor shall

complete the form, in accordance with the graduated scale, indicating the beginning feet to the inch and corresponding number of gallons and the ending feet to the inch and corresponding number of gallons for every truck load and attach the form (s) to the invoices submitted to the WVDEP for payment.

See Attachments “A”

3.1.1.19 For any future meters or totalizer instruments installed, the vendor shall maintain and submit all records reflecting any volumes of liquids removed from the tank.

3.1.1.20 Any and all drivers hauling leachate under this contract are required to have and maintain a Commercial Driver’s License (CDL) with Tank Vehicle Endorsement. A copy of the current license of all drivers must be submitted before issuance of this contract. Upon expiration of any licenses, renewed licenses shall be submitted. Any new, substitute of temporary drivers must submit their licenses before hauling under this contract.

3.1.1.21 Within 30 days of the issuance of this contract, any and all trucks used to haul leachate under this contract may be required to submit to a safety inspection by the Public Service Commission of West Virginia. Any means of leachate transport utilized for this contract are required to meet and maintain the safety requirements of the Public Service Commission of West Virginia.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Item meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

4.2 Pricing Pages: Vendor should complete the Pricing Pages by bidding on the price per 100 gallon. Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume of each item represents the approximate volume of anticipated purchases only. No future use of the Contract of any individual item is guaranteed of implied.

Vendor should electronically inter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: beth.a.collins@wv.gov

5 Ordering Procedure:

5.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website.

If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver standard orders within 1 working day after orders are received. Vendor shall deliver emergency orders within 4 hours after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B.

destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

mailto:beth.a.collins@wv.gov

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses.

If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition.

Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Reports: Vendor shall provide quarterly reports and annual summaries to the

Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

8.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________