Water and Wastewater Facilities Services

3. General Scope of Work: Work to be performed under the resulting contract consists of furnishing all labor, materials, equipment and transportation necessary to operate and maintain the district's water and wastewater treatment plants and lift stations as described in the solicitation specifications. There are three (3) water treatment plants, three (3) wastewater treatment plants, and thirteen (13) lift stations facilities. 4. Rules, Regulations, and Codes: The contractor, including his authorized agents, must be presently engaged in the business of contracting, operating, and maintaining water and wastewater treatment facilities. The awarded vendor shall comply with all rules, regulations and codes in accordance with all applicable Florida Statutes and Administrative Codes that may affect the services being requested in this solicitation, including but not limited to: Florida Statutes- Chapter 120 and Chapter 403 Drinking Water Standards Florida Administrative Code- Chapter 62-550 Monitoring and Reporting Florida Administrative Code- Chapter 62-551 Control of Lead and Copper Florida Administrative Code- Chapter 62-600 Domestic Wastewater Facilities Florida Administrative Code- Chapter 62-601 Domestic Wastewater Treatment Plant Monitoring Florida Administrative Code- Chapter 62-604 Collection Systems and Transmission Facilities Florida Administrative Code- Chapter 62-640 Domestic Wastewater Residuals Florida Administrative Code- Chapter 62-699 Treatment Plant Classification Staffing NOTE: It is solely the awarded Vendor's responsibility to ensure that all applicable rules, regulations, laws, and codes listed within this solicitation and unlisted are complied with throughout the full term of the resulting contract. 5. Vendor's Knowledge of Project: The vendor, by and through the submission of his proposal, agrees he shall be held responsible for having examined the proposed work, completely familiarized himself with the nature and extent of the work to be performed, the equipment, and materials and labor required. The vendor also agrees he has carefully examined the specifications to inform himself regarding any and all conditions and requirements that may in any manner affect the work. Failure to be so informed will not relieve the awarded vendor of his obligation to furnish all labor, material, equipment and transportation necessary to carry out the provision of the contract and to complete the contemplated work for the consideration set forth in his proposal response sheets. 6. Chlorine Application: The amount of chlorine varies from application to application. When flow rates are high, the application requires more chlorine. The application of chlorine depends upon the operator servicing each site, the design, capacity, and water levels at each site. The water quality can be different from site to site. From one year to the next, the chlorine application can change, as there are many variables that influence the amount of chlorine needed at the time of application. NOTE: On average the District utilizes a total of 1,000 gallons of chlorine annually and additionally an average of 10-12 buckets of 3" chlorine tablets annually. 7. Operation and Maintenance: The work proposed for this contract includes two categories: routine operation and maintenance activities; and emergency operations, equipment repair and/or replacement. The routine operation and maintenance activities include but are not limited to regulatory required plant visits, supply and addition of chemicals, regulatory required testing, proper record keeping, coordination with regulatory agencies, cleaning equipment, inspection of all mechanical and electrical equipment, maintain debris free tank, check and add oil to equipment, and all other routine operation work described in the specifications. The routine operation activities will be paid on a monthly basis for all site locations as described on the solicitation response sheets. Fees for emergency services will be paid per hourly rate as described on the solicitation response sheets. Payment of any fines resulting from improper operations of the facilities will be the responsibility of the awarded vendor. The emergency operations, equipment repair and/or replacement activities include all non-routine work or equipment replacement. This work will be paid at the rates and mark-ups specified in the solicitation response sheets. If it is determined that work or equipment replacement is required due to improper operation or failure to maintain the equipment at a facility by the awarded vendor, the labor and materials required to remedy the situation shall be provided by the awarded vendor at no cost to the District. 8. Routine Operation and Maintenance: No work or services are to begin without following the procedure as outlined below: In as much as the water systems, lift stations and wastewater plants covered under this contract agreement are essential to the operation of each of the facilities in which they serve, the vendor will be required to constantly evaluate any and all conditions and circumstances in both equipment and sewage, and take steps to correct, change or modify those conditions in an immediate or long range manner as needed to enhance the performance of the facilities, requiring immediate service or repair. A call should be placed to the Environmental Department at (386) 947-8786, ext. 50839 with a verbal description of the problem and an estimate of service and parts needed to repair and correct the problem. This will be followed by a cost estimate sent via email, in order that the District can immediately initiate a purchase order, so the work can be accomplished. The awarded vendor is to provide a sufficient amount of maintenance and testing to assure that each facility owned by the District is in proper operating condition and will meet or exceed all requirements of any regulatory agency. Payment of any fines resulting from improper operations of the facilities will be the responsibility of the awarded vendor. If it is determined that work or equipment replacement is required due to improper operation or failure to maintain the equipment at a facility by the awarded vendor, the labor and materials required to remedy the situation shall be provided by the awarded vendor at no cost to the Board. 8.1 Routine operation and maintenance usually begins at 7:00 a.m. to 5:00 p.m. EST, Monday through Friday and weekends at those locations requiring 6 days of monitoring. The awarded vendor shall ensure that all routines including maintenance sampling, and reporting are handled before 5:00 p.m. each workday. Payment for routine maintenance activities shall be on a monthly basis for all District sites as listed on the solicitation response sheets. 8.2 The awarded vendor shall manage and provide the necessary maintenance, operation and materials needed to complete the following tasks at each of the designated water treatment plant sites in accordance with the aforementioned criteria. Tasks to be performed by the awarded vendor include, but are not limited to: 8.2.1 Perform general maintenance and cleaning, 8.2.2 Check all equipment (pumps, motors, overloads, etc.) and report problems to the Board`s authorized personnel, 8.2.3 Maintain chlorine residual levels between 0.5 mg/Land 2.0 mg/L, 8.2.4 Perform chlorine residual test(s) daily and record the test(s) as required, 8.2.5 Obtain meter readings and record as required, 8.2.6 Perform other tests necessary to assure proper operation of the facility, 8.2.7 Check chlorinator for proper operation daily, 8.2.8 Record log entries for daily reports with any difficulties noted, 8.2.9 Check for and maintain adequate levels of liquid chlorine for plant operations, 8.2.10 Furnish, update and maintain logbooks, 8.2.11 Check electrical control panel(s), 8.2.12 Report any and all problems to the Board`s authorized personnel, 8.2.13 Submittal of monthly operation reports to regulatory agencies and the Board, 8.2.14 Water quality testing and monitoring as described in Exhibit 1, and any additional testing required by all regulatory agencies, 8.2.15 Provide personnel to escort inspectors for scheduled visits, 8.2.16 Provide annual calibration of the flow meters per the requirements of the regulatory agencies. 8.3 The awarded vendor shall manage and provide the necessary maintenance for operation and materials needed to complete the following tasks at each of the designated wastewater treatment plant sites in accordance with the aforementioned criteria. Tasks to be performed by the awarded vendor, include, but are not limited to: 8.3.1 Perform, general maintenance and cleaning, 8.3.2 Clean sidewalls down to water line, 8.3.3 Hose down decks and weirs, 8.3.4 Check all equipment (pumps, motors, overloads, etc.) and report problems to the Board`s authorized personnel, 8.3.5 Check and clean diffuser as needed and at least annually, 8.3.6 Check sludge return, 8.3.7 Inspect air blower(s) for proper air distribution, 8.3.8 Perform pH test(s) as required for monitoring, 8.3.9 Perform chlorine residual test(s) daily & record the test(s) as required, 8.3.10 Obtain meter readings and record as required, 8.3.11 Perform other tests to include, but not limited to, weekly Dissolved Oxygen and Sludge Volume Index (all to be recorded in the Daily Logbook) to assure proper operation of the facility, 8.3.12 Inspect chlorinator for proper operation daily, 8.3.13 Record log entries for daily reports with any difficulties noted, 8.3.14 Check for and maintain adequate levels of liquid chlorine for plant operations, 8.3.15 Furnish, update and maintain logbooks, 8.3.16 Scrape settling tank using steel brush and pole, brush walls, bottom, weirs and piping in settling tank/clarifier, 8.3.17 Check blower oil level and change quarterly with 30 weight non-detergent oil and add grease as needed or at least quarterly. Log event in Daily Logbook. NOTE: Grease and oil to be provided by vendor, 8.3.18 Remove floating trash and dispose of the trash as per regulatory requirements, 8.3.19 Test all equipment and controls to assure proper operation, 8.3.20 Report any and all problems to the Board`s authorized personnel, 8.3.21 Submittal of monthly operation reports to regulatory agencies and the Board, 8.3.22 Clean trash and grit chamber(s) and dispose of material as per regulatory requirements, 8.3.23 Water quality testing and monitoring as described in Exhibit 1, and any additional testing required by all regulatory agencies, 8.3.24 Provide personnel to escort Inspectors for scheduled visits, 8.3.25 Provide annual calibration of the flow meters per the requirements of the regulatory agencies, 8.3.26 Check air filters on blowers monthly and change as needed. To be changed at least annually. 8.4 The awarded vendor shall manage and provide the necessary maintenance for operation and materials needed to complete the following tasks at each of the designated lift station sites. Tasks to be performed by the awarded vendor, include, but are not limited to: 8.4.1 Perform, general maintenance and cleaning, 8.4.2 Run each pump during each site visit, 8.4.3 Remove floats from wet well and test them for proper operation under all control conditions, 8.4.4 Inspect all equipment (pumps, motors, overloads, etc.), 8.4.5 Obtain and record pump run times, 8.4.6 Perform the following: AMP tests, voltage tests (for each leg and across legs), elapsed time meter readings and the average running time per day, 8.4.7 Clean grease off floats and cables, 8.4.8 Test all equipment and controls to assure proper operation of the facility, 8.4.9 Record log entries for daily reports with any difficulties noted, 8.4.10 Furnish, update and maintain logbooks, 8.4.11 Check electrical control panel(s), 8.4.12 Report any and all problems to the Board`s authorized personnel, 8.4.13 Provide personnel to escort inspectors for scheduled visits, 8.4.14 Clean-out LS grease debris, 8.4.15 Provide a written quarterly report showing the date/time of each visit and the data readings for the following: amps. Voltage (for each leg and across legs), elapsed time meter reading and the average running time per day plus any recommendations. 8.5 The awarded vendor shall be responsible for notifying the Board when pumping is required for wastewater residuals or at lift stations. The Board will provide pump outs, as required, for the sludge tanks at each facility for each year of the contract. 8.6 The awarded vendor shall perform these tasks as indicated and shall be responsible for maintaining daily status reports for monthly submittal to the Board and the Federal Department of Environmental Protection (FDEP). 8.7 The awarded vendor shall be responsible for meeting all the reporting requirements as outlined in Chapter 62-601.300 and 62-550.500 of the F.A.C. 8.8 The awarded vendor and/or the testing laboratory shall possess, on file, an FDEP approved Comprehensive Quality Assurance Plan (COMP QAP) for appropriate water and wastewater sample collection for laboratory analysis. Sampling and testing methods shall be in accordance with Chapter 62-601.400 and 62-550.540 of the Florida Administrative Code (F.A.C). 9. Emergency Operations, Equipment Repair or Replacement: Emergency visits, equipment repair, and equipment replacement shall be made only with written approval of the Board`s authorized personnel. In the event written approval cannot be given, the Board may give the verbal approval for emergency visits or repairs. For non-emergency work, the contractor shall provide a quote to provide the materials and necessary work using the prices shown on the solicitation response sheets. The Board, may at its option, issue a purchase order for the work, or perform the work using the Board`s own equipment and labor. 9.1 The contractor shall have a manned telephone number Monday through Friday 8:00 a.m. to 5:00 p.m. EST excluding holidays. Qualified personnel shall promptly return emergency calls during normal working hours. The maximum arrival time at the site in the event of an emergency shall be two (2) hours after the telephone response. Emergency call outs during normal working hours shall be charged at the hourly rate specified for normal working hours in the proposal price sheet. If the call out cannot be scheduled as the normal site visit, the contractor shall not charge travel time. 9.2 For after hour calls (Monday through Friday, weekends and holidays) a primary and a backup telephone number shall be provided at which a voice message can be left if the person is not immediately available. The contractor shall have a maximum thirty (30) minute response time to return phone calls to Board personnel. The maximum arrival time at the site in the event of an emergency shall be two (2) hours after telephone response. Emergency call outs during off hours shall be charged at the off-hour rate specified in the solicitation response sheets and shall include travel time. 9.3 Parts used shall be equipment manufacturer`s replacement parts or, if unavailable, parts must be equal in quality (the Board reserves the exclusive right to determine equivalents). All rebuilt components used as replacements must be of the same make and model as the original equipment. Used equipment is only to be utilized with the prior approval of the Board`s representative. · All copies of invoices and awarded vendor`s billings shall be submitted for review before approval. The original supplier`s invoices shall be available upon request by the Board for review. The maximum amount allowed for parts and supplies provided under the resulting contract is 10% over actual cost. 9.4 The contractor shall follow the manufacturer`s and the Board`s recommended maintenance procedures. When, in the contractor`s judgment, a piece of equipment has deteriorated beyond the point where economic repair is no longer possible, the contractor shall notify the Board in writing. 9.5 The contractor shall be responsible for maintaining an adequate stock of service parts consistent with normal and emergency requirements. In addition to such stock, the contractor shall maintain sources of supply for items that may be required for any equipment maintenance. 10. Documentation and Reporting Requirements: The contractor must supply the following for each plant and lift station: Daily Status Operation Forms to be used for the required reports, meeting all regulatory requirements for the water plants, wastewater plants, and lift stations. NOTE: The awarded contractor shall collaborate with VCSB Contract Administrator and provide a Board approved written Standard Operating Procedures (SOP) within thirty (30) days after contract award. 10.1 The contractor shall report any and all problems, operational or mechanical, to the Board`s authorized personnel. 10.2 The contractor shall provide electronic copies of ALL reports to the Contract Administrator each month and shall maintain records on-site for each facility for at least five (5) years after contract ends. 10.3 The contractor shall submit monthly operation reports to regulatory agencies, meeting all requirements of the regulatory agency. 10.4 The contractor shall submit all records of operation with each monthly invoice to the Board. 10.5 The contractor shall notify the Board in writing a minimum of eighteen (18) months before permit renewals are required and be available for assistance with the permit renewal. 10.6 The contractor shall supply the Board with required discharge monitoring reports (DMR) and monthly monitoring reports (MMR) electronically. 10.7 The contractor shall supply the Board with a Condition Report for each site (water, wastewater, and all lift stations) at least annually. This report shall contain a full inspection and report detailing any violations (potential or existing), repairs needed, upgrades needed or that would be helpful, any other electrical, equipment, structural or safety concerns. 10.8 The contractor shall respond to all reports and inspections from DEP and health department agencies after providing the Contract Administrator with a rough draft for approval. NOTE: ALL reports shall be sent electronically, via email to both of the following Board representatives: Tasha Merrell trmerrel@volusia.k12.fl.us and Alexander Ulin, aulin@volusia.k12.fl.us. 11. Contractor's Responsibilities: If, during the course of work, the contractor encounters unforeseen conditions which impact the work, and which could not initially be evaluated, the contractor shall not proceed without written authorization of the Board`s authorized representative(s). 11.1 The contractor shall have sufficient number of personnel, materials, transportation and an adequate inventory of tools and equipment to perform work at the job site. The contractor shall be held responsible for the on-site supervision, scheduling, receiving and placement of materials. 11.2 Emergency Work Requests may be needed from time to time. The contractor shall within two (2) hours' notice meet the Board`s personnel at the job sites, review the scope of work, provide an estimate, proceed with work without delay and in general be responsive to the emergency request. 11.3 The contractor shall, and in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper work, without cost to the Board, within twenty-four (24) hours after receipt of notification of such faulty labor or workmanship. If the contractor fails within this time line to correct defects, the Board shall be entitled to have such work remedied and the contractor shall be fully liable for all costs and expense reasonably incurred by the Board. Payments on full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the work by the Board. 11.4 Precautions will be exercised at all times for the protection of persons (including employees) and property. The contractor, at contractor`s expense, will provide barricades when work is performed in areas traversed by people or vehicles, or when deemed necessary by the Board`s representative. 11.5 The contractor shall conform to all federal, state, county and local municipality regulations during the performance of the agreement. Any fines levied due to inadequacies or failure to comply with any and all requirements shall be the sole responsibility of the contractor. Any person found not in conformance with any laws, statutes, rules or regulations will not be allowed on the job site. Continued violations by a contractor shall constitute cause for immediate termination of this contract. 11.6 All existing structures, utilities, services, roads, trees, shrubbery, etc., shall be protected against damage or interrupted service at all times by the contractor. The contractor shall be held responsible for any damage to property caused by reason of his operations on the property. 11.7 Should any disruption of the water/wastewater service occur and is determined to have been caused by the contractor for whatever reason, said contractor shall provide any and all necessary bottled water and portable toilets for that campus, at no cost to the Board. 11.8 A current permit and monitoring records must be on site at each facility that requires them. 11.9 A current license for each certified operator that services out facilities must be on site at each facility that requires one. 11.10 Residue holding records must be on site and up to date for each facility that requires one. 11.11 The operating logbook must note the date and time of each inspection and must be kept up to date at all times. 11.12 Flow records and discharge monitoring reports must be properly kept up to date at sites requiring them. 11.13 Flow calibration devices must be calibrated at least annually, or more frequently if required. 11.14 Grates and grated walkways over the aeration basin must be in good repair and be in place at all times. 11.15 Floatable materials from the sewage treatment plant must be properly disposed of and notification given to the Waste Management Representative to pump. 11.16 To visit all plant sites as identified in the contract documents. 11.17 Perform system equipment cleanings to meet all requirements. 11.18 Perform operational testing to meet all requirements. This includes collecting and processing samples. 11.19 Provide onsite chemicals as required including chlorine. 11.20 Solution replenishment. 11.21 Service to pumps, motors, blowers, chlorination, belts, etc., as required. (Oil, grease, lubricants) 11.22 Complete all reports as required in a timely manner to comply with all regulations and governmental requirements. 11.23 Report system equipment conditions and needs, when observed, to the Board. 11.24 Institute repairs as needed or upon call-out by owner. 11.25 Skimmers, including supply hoses, should be checked on each visit. 11.26 All trash and debris must be placed in covered containers and dumped in on-site containers weekly. 11.27 Perform all other preventative maintenance required by the Board and the EPA regulations to ensure proper operation of water, wastewater facilities, and lift stations. 11.28 Awarded vendor will be responsible for any fines/penalties assessed against the Board if the fine is directly attributable to the non-performance of awarded vendor`s responsibilities. 11.29 As monitoring agency for the Board, awarded vendor shall respond to FDEP violations issued to the Board with corrective action and time frames for the correction of the problem within a seventy-two (72) hour time period. 11.30 Supply information and copies of tests, calibrations and other documentation to assist designated engineers when permitting or re-permitting a wastewater treatment plant. 11.31 Awarded vendor will be responsible for maintaining a minimum ten-foot (10`) clearance of weed and grass around and near the water treatment plant site area in order to allow the mosquito control agency to appropriately service the site area. 12. Qualifications of Employees: All employees assigned by the contractor to the performance of work under this contract shall be physically able to do their assigned work. It shall be the contractor`s responsibility to ensure that all employees meet the physical standards to perform the work assigned. 12.1 The personnel employed by the contractor shall be capable employees. age 18 years or above. qualified in this type of work. 12.2 It is the contractor`s responsibility to ensure that all employees are legally allowed to work in the United States in accordance with Immigration Policies. 12.3 The contractor`s employees shall be required to dress neatly and commensurate with the tasks being performed. 12.4 All our schools are smoke free. Smoking on school grounds is prohibited. 12.5 The contractor shall provide the Board within ten (10) days after the start of the contract, a list of all contractor employees assigned to work on the Board's premises. Similar data shall be submitted for all new hires. The contractor shall be held responsible for the accuracy of the data provided and shall ensure updated changes are provided immediately upon their effective date. 12.6 The contractor shall see that every employee on the contractor`s work force is provided an identification badge. The contractor shall see that all employees wear their identification badge on the outside of their uniform at all times when on the Board`s premises. 12.7 The contractor shall require employees to be dressed in their work attire when reporting for duty, as locker space is not available. 12.8 The contractor shall require employees to comply with the instructions pertaining to conduct and building regulations, issued by duly appointed officials, such as the building managers, guards, inspectors, etc. 12.9 The contractor shall adhere to security standards and shall check in with the school office or security and receive a visitor`s badge each time a site is visited. 12.10 If keys are provided and lost, the contractor will be responsible for the cost of replacement keys at a re-key charge of $25.00 each. 12.11 When requested, the contractor shall cooperate with any on-going School Board investigations involving economic loss or damage to Board`s buildings, or Board or personal property therein. The Board reserves the right to require any employee of the contractor to submit to a polygraph test if the Board has a reasonable suspicion that the employee is or was involved in the incident or activity under investigation. The contractor shall obtain a waiver from the employee authorizing the release to the Board of information acquired by the contractor from the polygraph test. The Board, at its discretion, may require that the contractor immediately remove the employee under investigation from working within Board`s buildings for: 1.) an employee`s refusal to submit to a polygraph test, or 2.) an employee`s refusal to sign the waiver referenced above, or 3.) an analysis of the polygraph test indicates that the employee is or was involved in the incident under investigation. If the test results show involvement on the part of the contractor`s employee, the contractor will be obligated to cover the cost of the examination. If the test results indicate that the contractor`s employee was not involved in the incident, then the Board will pay for the cost of the examination. 12.12 The School Board of Volusia County, Florida, is committed to the education and safety of its students and employees. To that end, any contractor awarded a contract will be required to assure that the personnel assigned to the project. Do not possess criminal records that would violate the Board`s standards for employment as set forth by the Florida Department of Education. Each offeror must certify that the company and its employees are or will be in compliance with those standards for the project awarded. 12.13 The contractor shall strictly prohibit interaction between their employees and the student population. 12.14 The contractor`s employees may not solicit, distribute or sell products while on the Board`s property. 12.15 Friends, visitors or family members of the contractor`s employees are not permitted in the work area. 12.16 The contractor is hereby notified that the unlawful manufacture, distribution. dispensation. possession or use of a controlled substance or alcohol is prohibited on any School District property, or at any Board activities. Violations may subject the contractor and/or the contractor`s employee(s) to prosecution, fines, imprisonment and/or cancellation of this or any other contract(s) that this contractor presently holds. The contractor is required by the Board to take appropriate disciplinary action in such cases and/or require that the employee(s) satisfactorily participate in a rehabilitation program. Any contractor`s employee convicted of violating a criminal drug statute in the workplace must report the conviction to the employer within five (5) workdays. The contractor is required to report such convictions to the Board within ten (10) working days of receiving this information.