WATER SUPPLY & WASTEWATER TREATMENT SYSTEM MAINTENANCE & OPERATION Statement of Work
I. General
a. The Pennsylvania Department of Transportation, hereafter referred to as The Department, requires the complete maintenance and operation of the drinking water supply and wastewater treatment system at the area listed below consistent with standard operating procedures and applicable Federal, state, and local rules and regulations for the protection of public health and the environment.
b. This service will be for a period of one (1) year. By mutual consent of both parties, this service shall be renewable one (1) time, for a period of two (2) years and six (6) months ending on December 31, 2018. A four percent (4%) increase shall be applied to the renewal period. The renewal period will take the service through to the end of the current NPDES Permit. The Commonwealth reserves the right, upon notice to the Contractor, to extend the term of the service for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in service coverage and only for the time necessary, up to three (3) months, to enter into a new service agreement.
c. The rest area is open to the public 24 hours a day 7 days a week including all holidays. All work should be performed with minimal disruption to the public. In the event the contractor needs to interrupt service in order to complete needed repairs, the District Roadside Specialist shall be notified immediately.
d. See attachment “A” for the National Pollutant Discharge Elimination System permit relevant to the Site which also includes Discharge Monitoring Report (DMR) templates and DMR instructions.
e. Location of Services
1. Crescent Lake Roadside Rest Area (Site – 41) located at Mile Post 295 of interstate 80 in the east bound lanes Pocono Township, Monroe County.
f. Description of the System
1. Services will include performing all necessary operation procedures, maintenance, trouble shooting, and repairs of the above specified water supply and wastewater treatment facilities, which include, but are not limited to supplying required chemicals, discharge and process control sampling, laboratory analyses, record keeping, report preparation and submission, equipment operation and preventive maintenance, and responsible, efficient and effective on-site management, supervision and staffing for the facilities.
2. The rest area has a 9,000 GPD extended aeration sewage treatment plant with the following components:
i. In-line flow equalization tank with transfer pumps
ii. Duplex aeration tanks and clarifiers
iii. Waste activated sludge holding tank
iv. Intermittent tertiary sand filter
v. Chlorine contact tank
vi. Post aeration
3. The rest area drinking water supply system is a transient, non-community public water supply having the following components:
i. Groundwater well with submersible well pump
ii. Sodium hypochlorite disinfection system
iii. Hydropneumatic tank
g. Qualifications of Contractor
1. In the event of an emergency, the contractor shall be prepared to proceed with the work within two (2) hours of authorization by the Department. The contractor shall be able to perform emergency work on a 24-hour basis. The contractor shall supply The Department with a phone number and contact person for a 24 hour callout.
2. To receive consideration as a bidder for this contract, provide written documentation of the Contractor’s capability to satisfactorily handle all aspects of the services covered under the scope of this contract. The following documentation shall be either attached to the bid electronically or provided to the purchasing representative within 5 business days of the bid opening:
i. Copy of the lead or chief operator’s wastewater certification and certificate number.
ii. Copy of the backup operator’s wastewater certification and certificate number.
iii. Contractor’s Accredited Environmental Laboratory identification number and name as registered with the Department of Environmental Protection (DEP)
h. Liability
1. The contractor will be responsible for taking all reasonable precautions, in accordance with sound industrial practices, to safeguard and protect from damage, all Department property and issued Department equipment. The contractor will be responsible for the repair or replacement, in kind, of any lost or damaged property or issued equipment, excluding loss resulting from normal equipment wear in performing operation and maintenance duties.
2. The contractor shall report all acts of vandalism to the District Roadside Specialist or other designated Department representative and the Pennsylvania State Police within three (3) hours of the contractor’s knowledge of the occurrence.
3. The contractor shall purchase and maintain insurance as per the attached document, during the term of this contract and any renewals or extensions thereof.
i. Laws, Ordinances, and Fees
1. The contractor shall comply with all federal, state, and local laws, ordinances, rules, and regulations as applicable and as may be set forth by the Department covering specified contract work.
2. The contractor shall acquire and maintain the necessary permits, licenses, and certifications and assume all financial responsibility for acquisition. The Department will be responsible for renewing all wastewater treatment plant National Pollutant Discharge Elimination System (NPDES) permits.
j. Materials and Payment
1. Upon award of the contract, the contractor is responsible for taking an inventory of all operating equipment and items at the facility. The inventory will serve as a guide for potential repair items required on each call out to the facility.
2. Payment for maintenance and operation will be made monthly as stated on the invitation for bids. This monthly rate will include incidental operational equipment, materials, supplies, and incidental routine and supplementary water and wastewater sample collection and analyses as specified herein. Each visit by site technician will be documented in the log book and Roadside Activity Report (Form M-609).
3. All labor and materials used for work performed must be documented on the “Daily Roadside Activity Report” (Form M-609) supplied by. This report must be signed by the contractor’s representative and the District Roadside Specialist. This report will serve as basis for payment.
4. The cost of parts, materials and equipment needed for major repairs and mechanical equipment replacements billed under the contingency provision shall be invoiced at the contractor’s cost plus 15%. Any specialized subcontractors or equipment rental needed for the completion of major repairs shall be billed at the subcontractors invoiced price plus 5%. A copy of the supplier’s invoice must be attached to the monthly statement for payment. No material purchase in excess of one hundred dollars ($100.00) may be initiated without approval of the District Roadside Specialist. Upon request, the contractor shall furnish a written estimate for repairs of labor and materials.
5. The wastewater treatment plant’s waste sludge pumping, removal and disposal will not be incidental to the operation’s contract lump sum price, but will be paid for at the unit price bid per gallon of sludge removed from the plant. The quantity (gallons) of disposed sludge must be indicated on all sludge haulers’ invoices.
6. Upon submitting invoices for payment to the Comptroller Office, a copy must also be submitted to the District Roadside Specialist. This will include:
i. A “Confirmation of Service” (form OS-501) referencing specific M-609 forms and designates the specific Purchase Order line items for which the work/repairs were based. Failure to provide the specific line items for which the work/ repairs were based on the OS-501 documentation will result in invoices being returned to the contractor and delay of payment for work completed.
ii. Copies of the M-609 forms.
iii. Contractor invoices for labor and materials must also accompany the OS-501 form.
7. NO PAYMENT WILL BE MADE FOR UAUTHORIZED REPAIRS OR TRAVEL TIME.
8. Repairs made without the authorization of the proper personnel are subject to non-payment. Prior to the effective date of the contract, The Department will provide a list of authorized personnel responsible for requesting repair work.
9. Travel time is not included as hours of service and cannot be charged for any work performance under this contract. Contractor’s time begins upon arrival at site and ends upon departure from site. No additional time allowance is made.
k. Safety Requirements
1. All work shall be conducted in a manner to insure the safety of the public and plant operators.
2. The contractor shall provide all safety equipment necessary for the plant operators to perform the routine and specialized work in operating, repairing, and maintaining the water and wastewater facilities. Equipment shall include, but is not limited to, safety belts, aprons, goggles, disposable rubber gloves, disinfectant soap, locks and tags for control panels and other equipment and material as is appropriate for specific work tasks.
3. The contractor shall comply with the latest Federal, State, and local laws and safety regulations when entering confined spaces and shall not enter any tank, lift station wet well, or enclosed treatment structure, or perform any activity that would be considered “Confined Space Entry” as defined by 29 CFT 1910.146 without the proper equipment, appropriately trained personnel and permits if necessary.
4. All necessary equipment and provisions required for Confined Space Entry compliance shall be furnished by the contractor and will be incidental to the contract lump sum price
l. Penalty Damages
1. Penalty damages shall be applied per occurrence to the next invoice for any of the below circumstances:
i. Should the contractor fail to properly sample and perform any of the required tests designated herein, or fail to submit tests before the date stipulated.
ii. Split sample test results, which verify improper sampling, handling or storage.
iii. Failure to comply with any permit requirements.
iv. Failure to perform scheduled water and wastewater quality testing.
v. Failure to immediately notify the District Roadside Specialist in the event of operational or mechanical failure.
vi. Incomplete discharge monitoring reports (DMRs) for two consecutive months.
vii. Failure of the contractor to maintain a 5-day schedule for operation of the facility.
viii. Failure of the operator to comply with sign-in procedures of attendant’s master diary.
ix. Failure of contractor to provide all necessary routine maintenance, including but not limited to , maintenance of sand filter and general maintenance of wastewater building and surrounding grounds.
x. Failure to comply with the DEP discharge permit limits for two or more consecutive months. More than three months of non-compliance may result in termination of the contract.
2. On the second, and all subsequent occurrences, where the contractor has failed to follow testing and reporting procedures as outlined above, a $500.00 assessment will be made for each occurrence.
3. Failure of the contractor to respond to an emergency call out within 2 hours shall result in liquidated damages totaling $500.00. $250.00 shall be assessed for each additional hour that the contractor does not respond to an emergency call out beyond two hours.
m. Mechanical Failure and System Repairs
1. The contractor shall prepare and implement a preventive maintenance program for maintaining and preserving the facility and system equipment and will be liable for repairs resulting from lack of effective preventive maintenance.
2. The contractor shall be capable of responding to an emergency call 24 hours a day and 7 days a week. Response should be within a reasonable period of time, but no later than two (2) hours after proper notification of problem.
3. The Department will be responsible for all major repairs and capital improvements to the facilities. In the event any system failure or major mechanical breakdown occurs, the contractor is to evaluate the situation, determine the degree of repair required, and immediately contact the District Roadside Specialist or the designated representative with a plan of corrective action. Upon request, the contractor shall furnish a written estimate for repairs for labor and materials.
4. When notifying the District Roadside Specialist of such required repairs, the contractor shall indicate the urgency of the repair and designate vendors who may accomplish such work in an expeditious, efficient, and economical manner.
5. Major repairs and mechanical replacements will require Department approval. Repairs shall be made only after a cost estimate is prepared and the District Roadside Specialist or designated representative verbally authorizes the work. The contractor will notify the District Roadside Specialist of the date and time repairs will be performed.
6. The contractor will be liable for all ensuing regulatory fines, sanctions, and/or equipment repair costs should the outcome of contractor’s failure to properly notify the District Roadside Specialist of the needed repairs, or perform repairs in a timely manner, result in a violation of the operating permits or subsequent mechanical or electrical breakdown.
7. The Department retains the option to refuse any proposal for repairs and reserves the right to have repairs performed by Department personnel or by another contractor.
8. Unless otherwise directed, the contractor shall immediately remove all damaged parts from the site following a repair or replacement and retain the manufacturer’s warranties in a file on site for all newly installed equipment.
n. Site Security
1. The contractor shall properly secure the water supply and wastewater treatment facilities within the limits of the existing security devices provided and insure that all gates, electrical control panels, and buildings are secure following each site visit.
o. OPERATION OF WASTEWATER TREATMENT FACILITIES
a. Personnel
1. Lead or chief, operating and monitoring the wastewater treatment facilities, shall have a minimum Class D and E1 sewage treatment plant operator certification in accordance with 25 PA Code §303 (Certification of Operators) and as issued by the State Board for Certification of Sewage Treatment Plant and Waterworks Operators. In addition, the contractor shall provide and designate a back-up operator to be responsible for operation when the lead or chief operator is not available.
2. The contractor shall not allow unlicensed personnel to perform the duties of certified operators. Only certified operators will make process control decisions. All trainees shall be under the direct, on-site supervision of an appropriate Class D and E1 sewage treatment plant operator. Violations of this provision will be sufficient grounds for termination of this contract.