Request for Proposal - Connecticut...Request for Proposals . Operations and Maintenance Services ....

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1 Request for Proposals Operations and Maintenance Services Town of Orange Sanitary Sewer Collection System I. General The Town of Orange is seeking proposals from qualified firms capable of operating and maintaining the Town of Orange’s Sanitary Sewer Collection System commencing on or about October 1, 2018. The scope of work to be performed includes full-service contract operations and maintenance (O&M) of all Town-owned sanitary sewer facilities and equipment. The time frame covered by this proposal is anticipated to be for an initial period of two (2) years, renewable for up to two (2) additional optional two (2) year extensions, subject to approval by the Town of Orange WPCA and budget appropriations. Full service contract operations require the Contractor to be fully responsible for all aspects of facility management, operation, and maintenance of the Town of Orange sanitary sewer collection system, including pumping stations, force mains, and gravity sewers. It is expected that each firm interested in providing the services shall evaluate and inspect all pump stations and other sanitary sewer collection system facilities and review data which the Town will make available, including construction plans and specifications, design reports, shop drawings, operation budgets, and other pertinent data. Arrangements for the inspection of facilities and review and/or copying of documents shall be coordinated through Robert Brinton, Town Engineer at 203-891-4741 or [email protected]. II. Description of Sanitary Sewer System The Town of Orange sanitary sewer system consists of a sanitary sewer collection and conveyance system, consisting of approximately seven (7) miles of sewer lines, five (5) pumping stations, and related appurtenances. The Town’s sanitary sewer system discharges into two (2) abutting municipal sanitary sewer systems for further conveyance and treatment. The primary sanitary sewer service area is essentially the Boston Post Road (Route 1) and area south of Route 1, which discharges to the City of West Haven. The town also maintains a small section of gravity sanitary sewer from a single residential development at the southeast corner of Derby Turnpike (Route 34) and Grassy Hill Road (Route 121) which discharges to the City of Derby north of Route 34. See Attachment E for sanitary sewer system overview maps. During the 6 month period from January 01, 2018 to June 30, 2018, the town received approximately 100 Call Before You Dig (CBYD) notifications within the sewer service area, including approximately 10 emergency CBYD notifications. During this period, the town inspected approximately 4 sanitary sewer system connection applications and read approximately 12 water meters to adjust sewer billing for irrigation water use. During this period, there were approximately 12 pump station alarms, 3 of which occurred at outside of normal business hours.

Transcript of Request for Proposal - Connecticut...Request for Proposals . Operations and Maintenance Services ....

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Request for Proposals Operations and Maintenance Services

Town of Orange Sanitary Sewer Collection System I. General The Town of Orange is seeking proposals from qualified firms capable of operating and maintaining the Town of Orange’s Sanitary Sewer Collection System commencing on or about October 1, 2018. The scope of work to be performed includes full-service contract operations and maintenance (O&M) of all Town-owned sanitary sewer facilities and equipment. The time frame covered by this proposal is anticipated to be for an initial period of two (2) years, renewable for up to two (2) additional optional two (2) year extensions, subject to approval by the Town of Orange WPCA and budget appropriations. Full service contract operations require the Contractor to be fully responsible for all aspects of facility management, operation, and maintenance of the Town of Orange sanitary sewer collection system, including pumping stations, force mains, and gravity sewers. It is expected that each firm interested in providing the services shall evaluate and inspect all pump stations and other sanitary sewer collection system facilities and review data which the Town will make available, including construction plans and specifications, design reports, shop drawings, operation budgets, and other pertinent data. Arrangements for the inspection of facilities and review and/or copying of documents shall be coordinated through Robert Brinton, Town Engineer at 203-891-4741 or [email protected]. II. Description of Sanitary Sewer System The Town of Orange sanitary sewer system consists of a sanitary sewer collection and conveyance system, consisting of approximately seven (7) miles of sewer lines, five (5) pumping stations, and related appurtenances. The Town’s sanitary sewer system discharges into two (2) abutting municipal sanitary sewer systems for further conveyance and treatment. The primary sanitary sewer service area is essentially the Boston Post Road (Route 1) and area south of Route 1, which discharges to the City of West Haven. The town also maintains a small section of gravity sanitary sewer from a single residential development at the southeast corner of Derby Turnpike (Route 34) and Grassy Hill Road (Route 121) which discharges to the City of Derby north of Route 34. See Attachment E for sanitary sewer system overview maps. During the 6 month period from January 01, 2018 to June 30, 2018, the town received approximately 100 Call Before You Dig (CBYD) notifications within the sewer service area, including approximately 10 emergency CBYD notifications. During this period, the town inspected approximately 4 sanitary sewer system connection applications and read approximately 12 water meters to adjust sewer billing for irrigation water use. During this period, there were approximately 12 pump station alarms, 3 of which occurred at outside of normal business hours.

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III. Scope of Work The scope of work to be provided by the selected firm under this RFP and any resulting contract shall include, but not be limited to, full-service wastewater contract operations including staffing with properly trained and certified personnel and all materials, labor, tools, equipment, and supplies necessary to operate and maintain the system, including but not limited to, the following:

• Providing complete operations and maintenance services for the Sanitary Sewer Collection System, including all gravity sewer lines, force mains, pumping stations, and all other components of the Town of Orange Sanitary Sewer Collection System to ensure a free flowing system conveying all sanitary sewerage to existing connections to sanitary sewers in West Haven and Derby. • All pumping stations, including electrical and mechanical equipment, shall be maintained per manufacturer’s recommendations and per generally accepted practices to ensure a properly operating system and to minimize or eliminate disruption to the system. Wet wells at pumping stations shall be cleaned as required to eliminate any potential problems and to ensure a properly functioning facility. Flow meters shall be calibrated a minimum of once every year to ensure a true and accurate reading of flows at each facility. Emergency generators shall be maintained in working condition at all times. Verification of annual service maintenance to all emergency generators shall be provided to the Town. Routine operation and maintenance shall include, but not be limited to, those items listed in Attachment B. Provide baseline voltage and current readings at least quarterly of all appropriate equipment as part of the preventative maintenance program, or other method or frequency meeting the approval of the Town. • Preparation and submittal to the Town of a written operations and maintenance plan within three (3) months of entering into an agreement with the Town detailing routine and non-routine operation and maintenance to be performed at each facility in accordance with equipment manufacturer’s recommendations and generally accepted practices, and the monthly/quarterly/annual/other schedule for said maintenance. The plan shall be renewed and updated if required on an annual basis by both parties. Said plan, at a minimum, shall address all items listed in Attachment B. • Preparation and submittal of monthly operations reports in both electronic and hard copy format. Said reports shall include a description of all work performed within each month at each facility, metered flows, and anticipated or recommended repairs or upgrades to be made to any facility or equipment. Reports shall generally be submitted within 15 days after the end of each monthly period.

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• Maintain a spare parts inventory for the system. An inventory shall be prepared at the commencement of work under the contract, and a listing of existing and recommended additional spare parts shall be presented to the Town within three (3) months. The actual cost of the required initial spare parts shall be invoiced by the Contractor after town approval of the recommendations. • Contractor shall provide the Town with an emergency operation plan for the system within three (3) months of signing a contract with the Town. • Contractor shall promptly report any deficiencies of the system to the Town for required action. Deficiencies not covered under operations and maintenance requirements shall be corrected and invoiced if requested and authorized by the Town. • Contractor shall provide for maintenance and cleaning of all buildings and facilities within the system. Included in this work shall be snow removal and grounds maintenance including vegetation trimming and removal within the gated perimeters of each facility. The Town will provide snow removal and grounds maintenance outside of the fenced area. The Contractor shall also be responsible for all costs associated with trash disposal, including disposable equipment and materials during the period covered by this proposal. Major upgrades or replacements, if required to any facilities, shall be identified by the Contractor and funded and authorized by the Town as described elsewhere herein. • Contractor shall report any overflow violations to the Town and the Connecticut Department of Energy and Environmental Protection during the life of the contract, and shall take all necessary corrective measures to resolve the cause of the problem. • Contractor shall also provide all other services as listed in Section IX. B, “Sample Contract Provisions” section of this Request for Proposal. • Contractor shall provide all labor, materials, tools, equipment, and supplies for correcting any maintenance and operational problems, and shall be available during emergencies to resolve any occurrences requiring unanticipated emergency response. • If authorized by the Town, Contractor shall provide design and/or construction improvements and/or major upgrades, for capital improvements and other specific tasks not otherwise included in the scope of work, as recommended by the Contractor and/or the Town, and as authorized by the Town.

• If authorized by the Town, work shall include cleaning and flushing of 25% of all sanitary sewer lines each year.

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• If authorized by the Town, work shall include closed circuit television inspection (CCTV) of 25% of the municipal sanitary sewer lines and manholes each year. The sanitary sewer lines that are CCTV inspected shall by PACP (National Association of Sewer Service Companies - Pipeline Assessment Certification Program) defect coded and manholes shall be MACP defect coded for planning and programming future repairs and modifications to said facilities. • If authorized by the Town, Contractor shall provide Call Before You Dig (CBYD) markout services of Town-owned sanitary sewer lines for 1) routine CBYD markout notifications and 2) after hours emergency calls (4:30 pm – 8:30 am Monday through Fridays, and weekends, Saturdays and Sundays and Town observed holidays). • If authorized by the Town, Contractor shall provide inspection services for sewer connections. • If authorized by the Town, Contractor shall annually read and record water meters for irrigation systems during the summer for use in adjusting sewer billing. • If authorized by the Town, Contractor shall administer a Fats, Oils, and Grease (FOG) Compliance Program for the Town of Orange. There are approximately 50 grease traps in Town that discharge to the Town’s sanitary sewer system. It is anticipated that the Contractor will inspect FOG establishments within the first three (3) months of entering into the contract to establish a baseline inspection for each and an introduction to the FOG program to the business owner/operator. Also, it is anticipated that the Contractor will perform additional follow-up inspections of each business within the same contract year, and provide a report of findings to the Town. It is anticipated that annually the Contractor will perform an inspection and any necessary follow-up inspections to ensure compliance with original inspection and enforcement findings. The Contractor will prepare annual reports to the Town of the inspections completed and any relevant and pertinent information gathered including, an inspection report form for each inspection, any sampling data, review and analysis, scheduling of inspections, and enforcement or customer compliance data.

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IV. Town Responsibilities

The Town shall be responsible for the following items under any contract between the Town and the firm selected to perform the services requested under this Request for Proposal:

1. The Town shall pay the Contractor monthly for costs associated with the operations

and maintenance of the Sanitary Sewer System. Town shall pay separately for all expenditures for capital and other expenditures that are authorized by the Town, and which are not included in the collection system O & M scope of work. The Town shall also pay directly for all utility costs, including telephone, electricity, water, natural gas, and diesel fuel costs for generators.

2. Maintain and renew, with respect to all sewer facilities, warranties, guarantees,

easements, permits, authorizations and licenses that have been granted to the Town, to the extent the maintenance thereof is not a responsibility of the selected firm.

3. Town will provide to the selected firm all data in the Town’s possession relating to

the sewer facilities.

4. The Town will fund major replacements, upgrades, and additional expenditures, as authorized by the Town, separate from annual operations and maintenance costs required under this Request for Proposal.

V. Facilities and Equipment Owned by the Town of Orange All land, buildings, improvements, and equipment that are presently in place or new facilities and equipment that will be added by Town construction projects or purchases shall remain property of the Town of Orange. All such facilities shall be made available to the Contractor for his use in providing the services under the contract. Attachment A includes a listing of major facilities and equipment and details of said facilities and equipment. Expendable supplies and spare parts that are on-hand on the day and date of the contract execution shall be inventoried. The Contractor shall have access to these materials during the duration of the contract, but shall maintain the inventory such that at the end of the contract period, The Town of Orange’s inventories shall be replenished unless otherwise authorized in writing by the Town.

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VI. Information to Be Provided by Orange / Clarifications / Addenda Each qualified firm shall schedule a specific time to visit the facilities as established in Section I of the RFP. In addition, each firm will have access to data and documents for inspection and copying at any time during the selection process. Arrangement to visit facilities and to inspect and/or copy documents must be made by contacting the Robert Brinton, Town Engineer at 203-891-4741 or [email protected], weekdays 8:30 AM - 4:30 PM. Documents that are available include, but are not limited to, the following: • Construction plans and specifications • Operations and maintenance manuals • Summary of operations reports • Copies of various reports, studies, evaluations, and other documents related to the design,

construction, operation, and maintenance of the facilities. The Town of Orange will provide duplicate copies of any of the above listed documents, if requested by the Contractor. The cost of duplication will be borne by the Contractor, and duplicate copies will be provided as soon as possible after the request for copies is made. However, delays in obtaining duplications shall not be considered as valid for requesting any time extensions. Proposal Document Holders may submit Requests for Information in writing via email to: Robert Brinton, Town Engineer at [email protected]. Oral questions will not be accepted. Responses to Requests for Information will be made in writing and posted on the Town’s website, www.orange-ct.gov and the state contracting portal www.das.ct.gov. Any Request for Information to the Town received within seven (7) calendar days of the date and time specified in the Request for Proposal advertisement for receipt of Proposals will not be responded to. During the period provided for preparation of Proposals, the Town may issue Addenda to this RFP. These Addenda will be numbered consecutively and will be posted on the Town’s website, www.orange-ct.gov and the state contracting portal www.das.ct.gov. Addenda shall be considered to be an integral part of the Proposal, and shall be considered in preparation of Proposals. It is the responsibility of the vendor to view the website for any addenda. Each Proposal shall acknowledge, in its Transmittal Letter, receipt of all issued Addenda at the time of submittal of its Proposal in response to the Request for Proposals.

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VII. Required Standards for Contractor Qualification This section of the RFP establishes certain standards of experience and financial capability that the Town requires for a Contractor to be deemed qualified. Proposals from firms that do not meet the prescribed standards will be considered by the Town to be nonresponsive. The Town, in its sole discretion, will decide if a Contractor meets the standards. Each firm must provide responses to the following requests for information honestly and completely. An incomplete or inaccurate response will preclude the firm from further consideration for work described in this RFP.

• Contractor must have been in the business of providing O&M services for wastewater facilities with vendor maintained pumping stations, especially collection systems similar in size and scope to the Orange Sewer System, for at least ten (10) years. Provide the client name, contact, address, and phone number of up to three full-service water and/or wastewater contract operations projects that you have operated during the last ten (10) years.

• Contractor must currently be providing full-service contract operations for

at least three (3) wastewater facilities which include collection systems with vendor maintained pumping stations. In order to be responsive to this requirement, Contractor must supply, at a minimum, the client name, contact, address, phone number and a description of the respective facilities’ size and complexities. Do not list any facilities operated by Contractor’s current or past employees while employed by firm(s) other than Contractor.

• Contractor must furnish public liability and property damage insurance of

not less than $1,000,000 combined single limits for bodily and/or property damage. Provide a certification of insurance from an acceptable insurance company indicating such coverage.

• Contractor must furnish the Town of Orange a Certificate of Insurance for

the following coverage:

a. Comprehensive General Liability b. Property Damage & Bodily Injury Liability c. Automobile Liability d. Workman’s Compensation and Employees Liability e. Professional Liability

• Contractor must submit evidence of bonding capability in the annual contract amount.

• Contractor must have experience in the implementation of a Fats, Oils, and Grease (FOG) Program in conformance with the Connecticut DEEP requirements for wastewater collection systems.

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• Contractor must have experience with the design, construction, and contract management of improvements to sanitary sewer collection systems.

VIII. Contractor Profile (See Attachment C) Each qualified Contractor must respond to each of the following requests/questions in a clear, concise, and comprehensive manner. An incomplete or inaccurate response may preclude the firm from further consideration for work described in the RFP. Responses may be submitted on Attachment C or on additional pages containing the same information and format as illustrated on Attachment C. A. Provide the full name, tax identification number, and main office address of the entity

(hereinafter referred as the “Contractor”) that would ultimately enter into a contract with the Town of Orange (owner).

B. Identify when the Contractor was organized and, if a corporation, where incorporated

and how many years engaged in providing full-service contract operations under that name. Provide a comprehensive description of Contractor’s corporate ownership history including all mergers and acquisitions. Provide a list of officers of the parent company responsible for the Contractor including name, title, address (street, city, state or country), and phone number.

C. Provide a comprehensive listing of all facilities where the Contractor currently

provides full-service wastewater contract operations and contract management. For each facility, list the contract start date; the name, address, contact person, title and the telephone number of the owner, the size and type of facility; and a brief scope of services provided.

Full-service contract operations are defined as where the Contractor employs all facility O&M staff and is fully responsible for all aspects of facility management, operation, and maintenance. Contractor shall not include any listings on the reference list that are:

• Facilities where the Contractor provided facility startup or operations troubleshooting only (i.e., startup for facility that was designed by Contractor’s parent engineering firm).

• Facilities where the Contractor provides “management consulting” services only

(i.e., Contractor provides plant manager only, with the majority of plant staff being provided by the client).

• Facilities operated by Contractor’s current or past employees while employed by

firm(s) other than Contractor.

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D. Identify whether any officer, employee, or person living in or associated in any way with the Town of Orange has any direct or indirect personal interest in the Contractor. If so, describe the circumstances.

E. Identify whether the Contractor has ever been terminated, fired, or replaced on a

project. If so, name the owner and describe the circumstances.

F. State whether the Contractor, parent company, subsidiaries, or any of the current or past officers thereof, in the past or currently is, or has been, under investigation by local, state, or federal enforcement jurisdictions for any reason. Describe the circumstances of any such investigation in detail. Provide name of current or past company, affiliate, and/or officers under investigation. Describe findings of any past investigation, or status of any ongoing investigation.

G. Provide a detailed organization chart and proposed staffing plan indicating the names

of proposed employees, and their title and role in the Project. Resumes including relevant education, experience, training, licenses, and certifications (especially wastewater collection system operations and maintenance certifications) for all proposed staff should be provided.

H. Provide a detailed listing of vehicles and equipment owned by the Contractor that are

anticipated to be used in the performance of this contract.

I. Identify whether the Contractor has programs in place for operations and maintenance. Please describe programs and provide examples.

J. Describe the Contractor’s approach to Project Management. Please provide

information on how the firm approaches: Safety and Health; Quality Control/Quality Assurance; Management Review and Supervision; Preventative Maintenance Programs; Cost Accounting Procedures; Procurement Procedures; Emergency Response Procedures; and any additional information on the firm’s corporate policies and objectives for wastewater contract operations.

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IX. Proposal Format and Content

The submitted Proposal must contain the following as a minimum: Two (2) hard copies and One (1) electronic (PDF) copy on a USB flash drive of the items listed below and as described in this Request for Proposals, submitted in a sealed envelope bearing the name and address of the respondent, and clearly marked with the words: Proposal for Operations and Maintenance Services, Town of Orange Sanitary Sewer Collection System. Transmittal Letter Required Standards for Contractor Qualification Contractor Profile Subcontractors Sample Contract Operating Plan Cost Proposal

The following is further detail/relative to each of the required sections of the proposal: Transmittal Letter – To include, as a minimum, a commitment by respondent, if selected, to enter into good faith negotiations. Letter must be signed by an officer of the respondent firm and acknowledge receipt of all issued addenda. Required Standards for Contractor Qualification – Response to requests contained in Section VII of this document. Contractor Profile – Response to requests contained in Section VIII of this document. Subcontractors – Response to Section IX “A” of this document. Sample Contract – Include a draft agreement for the Town to review, which shall include the provisions as outlined in Section IX, “B”. Operating Plan – Include a response to Section IX, “C”. Cost Proposal – Include a cost proposal in response to Section IX, “D” of these documents, for the two (2) year period. A. Subcontractors The Contractor shall provide the names and qualifications of any and all subcontractors that it proposes to use during the performance contract, as well as the services proposed to be subcontracted. If the Contractor is unable to provide the names of subcontractors at the time of submission of this proposal, it shall identify the services that it intends to subcontract out.

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B. Sample Contract Provisions The Contractor shall include a sample contract containing the following provisions, at a minimum: Provisions of liability for the payment of fines and/or civil penalties levied against the Contractor and/or Town of Orange by any regulatory agency having jurisdiction, as a result of failure to comply with the terms and conditions of any duly authorized permit, court order, administrative order, law, statute, ordinance, etc. for reasons resulting from the Contractor’s negligence during the period of contract. Provisions for compliance with water quality requirements, specifically noting effluent and/or water quality and monitoring/reporting requirements and a process control system which furnishes complete and accurate records. System should be capable of readily providing historical data and trends. Provisions of indemnification and hold harmless of the Town of Orange and its agents, officers, assigns, employees, etc. from any loss or liability for claims, damages, lawsuits for reasons resulting from the Contractor’s negligence during the period of the contract. Such indemnification shall cover indirect consequential and pollution damages. Provisions of comprehensive liability insurance policies naming Orange as additional insured, including for bodily injury and property damage, in an amount of not less than One Million Dollars ($1,000,000); a certificate of such insurance from a carrier licensed in Connecticut shall be submitted to Town of Orange prior to signing of the O&M contract. Provision for maintenance of a Performance Bond for the value of the work for the duration of the contract. Provision for Town reimbursement of Contractor expenditures for parts, materials, supplies, tools, and equipment, as well as subcontracted and specialized services, that are not otherwise included in the scope of work of the contract. Authorization of reimbursable expenditures must be approved by the Town in advance, except in emergencies. Provision that the Contractor shall be responsible for maintaining all manufacturers’ warranties on new equipment purchased by Orange and assist Orange in enforcing existing equipment warranties and guarantees. Provision that the Contractor shall provide a sufficient number of certified qualified personnel, including management, administrative, operational, technical, laboratory and clerical, who meet relevant State of Connecticut requirements for wastewater collection system operations and maintenance certification and are capable and demonstrate experience necessary to operate and maintain the facility as required to comply with all local, state and federal requirements for work to be performed under the contract.

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Provision that the Contractor shall operate all facilities such that pollution, odor, and noise shall be effectively controlled and that no disruption of adjacent properties, neighborhoods, watercourses, water bodies, and wetlands shall result. Provision that all facilities must function properly and be maintained over a 24-hour per day, 7-day per week period. The facilities shall be staffed as necessary with provisions for emergency coverage on nights, weekends, and holidays. Provision that Contractor will respond to blockages, alarms, or other emergencies within one (1) hour of notification. Provision that a sewer line cleaning and flushing program shall be developed by the Contractor to provide for cleaning of 25% of all sewer lines each year, which shall be performed by the Contractor’s employees or outside forces retained by the Contractor. The Contractor shall provide equipment and personnel for emergency situations in the event of a blockage in sewer lines. Provision that Contractor shall have available on a continuous basis a combination water jet and vacuum tank type sewer cleaning truck within 50 miles of Orange with capabilities to respond to sewer blockages during the life of the contract. Provision that Contractor shall perform closed circuit television inspection (CCTV) of 25% of the municipal sanitary sewer lines and manholes each year. Provision that the Contractor shall provide training for personnel in areas of wastewater collection system operations and maintenance, safety and health, etc. A proper safety and health program must be implemented, and all portions of the program shall be adhered to. Provision that the Contractor shall comply with the requirements of the Town of Orange regarding equal opportunity/affirmative action provisions for hiring. Provision that the Contractor shall provide Orange with a monthly invoice including a full accounting of all expenditures at monthly intervals generally within 15 days of the end of each month, and in sufficient detail as may be determined by Orange, and assist Orange in preparation of annual operating budgets. Provision that Contractor shall invoice Town monthly for services provided, such invoice shall include reimbursement for Contractor purchases as authorized by the Town. Provision that the Contractor shall provide Orange with full documentation monthly that preventive maintenance is being performed on all Orange owned equipment in accordance with manufacturers’ recommendations at intervals and in sufficient detail as may be determined by Orange. Such a maintenance program must include documentation of corrective and preventive maintenance and a spare parts inventory.

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Provision that within the first three (3) months, the Contractor shall provide Orange with a listing of any recommended capital improvements the Contractor believes will be required for any of the facilities covered under the contract. Said provision of capital improvements will be at the expense of the Town of Orange and shall not be included in the annual cost proposal developed by the firm. The Contractor will not be relieved of its responsibilities to perform operations and maintenance if the capital improvement recommendations are not implemented. The Contractor will be responsible for the implementation of capital improvements if requested and approved by the Town. Provision that the Contractor shall oversee capital improvement projects that have been requested and authorized by Orange. Provision for the Contractor to provide a maintenance management system with operational reporting and tracking capability, including sample report(s). Provision for contract termination if the level of performance is unsatisfactory. Provisions for duration of the contract shall include the following:

a. The contract shall be for two years, to commence on or about October 1, 2018 and to terminate September 30, 2020, provided that the contract is not terminated for just cause by the Town prior to this date.

b. The Town reserves the right to extend the contract for up to two (2) additional two (2)

year periods. Any extension shall be by mutual consent of the Town and the Contractor, and be subject to negotiation.

c. The continuation of the contract shall be contingent upon the appropriation of funds

for each successive fiscal year. The Town of Orange reserves the right to cancel the contract without penalty upon 60 days written notice.

C. Operating Plan 1. Provide a listing of the specific individuals the Contractor would assign to this contract

and provide their name, title, and role. The relevant background, education, experience, training, licenses, and certifications of these individuals must be provided as part of the Contractor Profile.

2. The Contractor shall provide a detailed breakdown of the type and quantity of the various positions necessary to provide the services requested. 3. Provide a brief operating plan for the facilities that indicates the Contractor’s approach to

providing O & M services, including a sample listing of tests to be performed and at what frequency level.

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4. Provide a brief operating plan for the Contractor’s planned approach to provide a Fats, Oils, and Grease compliance program in accordance with the Connecticut DEEP requirements.

D. Cost Proposal The submitted cost proposal shall include costs for the specific items identified below for each annual period, as specified below, and as listed in Attachment D. 1. Wastewater Facilities Operations and Maintenance Services

The cost for the Comprehensive Facility Operations and Maintenance Program shall be submitted as a complete lump sum price per annual period (to be billed in equal monthly installments) as outlined in the RFP, including, but not limited to, all personnel services, chemicals, equipment, tools, materials and supplies, maintenance and repairs, outside services, other costs, overhead, and profit as further described as follows: - Personnel Services Including, but not limited to, salaries, wages, overtime, pay differential, longevity, unemployment compensation, medical, dental plans, life insurance, retirement contributions, sick leave, and other costs directly attributable to employees. - Chemicals Including, but not limited to, activated carbon, bleach, and other such chemicals needed for odor control, disinfection, etc. - Equipment and Tools Including, but not limited to, office equipment, laboratory equipment, safety and health equipment, tools, communication equipment, maintenance equipment, vehicles, mechanical equipment, and manually operated equipment and depreciation of Contractor furnished capital. - Materials and Supplies Including, but not limited to, gasoline and diesel fuel, vehicle supplies and parts, vehicle accessories, office supplies, duplication and photo supplies, medical supplies, chemicals, laboratory supplies, clothing and uniforms and other materials and supplies. - Outside Services Including, but not limited to, solid waste and sludge removal and disposal, contractual services, equipment rentals, service agreements for equipment, temporary and/or part-time help, legal fees, registrations, dues, subscriptions, postage and freight charges, advertising, printing and binding, insurance on vehicles, structures and equipment, and other professional services. -Maintenance and Repairs Shall consist of routine and non-routine maintenance and repair. The Town will reimburse the Contractor for expenditures for parts, materials, supplies, tools, and equipment, as well as subcontracted and specialized services, that are not otherwise included in the scope of work of the contract, where such parts, materials, supplies, tools, and equipment become property of the Town. Authorization of reimbursable expenditures must be approved by the Town in advance, except in emergencies.

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- Other Costs Includes amortization of Contractor furnished capital and startup costs and any and all expenses not identified in any other specific cost category. - Overhead/Profit Includes anticipated overhead and profit for each year of the contract period.

2. Perform Sewer Line Cleaning

Provide an annual cost for cleaning and flushing of 25% of the municipal sanitary sewer pipes and manholes.

3. Perform CCTV Inspection

Provide an annual cost to perform CCTV inspection of 25% of the municipal sanitary sewer pipes and manholes.

4. Administer Fats, Oils, and Grease (FOG) Program Provide an annual cost for administrating the Fats, Oils, and Grease (FOG) program, as outlined in this RFP.

5. Call Before You Dig Mark Out Services Provide cost per markout for a) routine mark outs and b) emergency mark outs.

6. Inspection of Sanitary Sewer Connections

Provide cost per inspection for sewer connection inspections.

7. Read Irrigation Water Meters Provide annual cost to annually read and record water meters for irrigation systems during the summer for use in adjusting sewer billing.

8. Hourly Rates for Capital Improvements and Other Extra Work Provide hourly rates for wastewater collection system technicians and other classifications of Contractor’s employees to perform work not included in the above tasks, if requested and authorized the Town.

9. Hourly Rates for After-Hours Emergency Response Provide hourly rates for wastewater collection system technicians and other classifications of Contractor’s employees to respond to pump station alarms, sewer line blockages, and other emergencies that occur outside of normal business hours.

X. Exclusions It is understood that the Contractor shall submit the Qualifications and Cost Proposal to provide only those services described in this RFQ/RFP. However, Orange reserves the right to negotiate for additional services.

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XI. Schedule of Events Each Contractor must submit Two (2) hard copies and One (1) electronic (PDF) copy on a USB flash drive of a complete Proposal no later than 4:00 PM local time on Friday, August 31, 2018, addressed to: Town of Orange Public Works Office, 617 Orange Center Road, Orange, Connecticut 06477. The outside of the envelope must be clearly marked Proposal for Operations and Maintenance Services, Town of Orange Sanitary Sewer Collection System.

Orange may interview prospective contractors. Inasmuch as the preparation of the Proposal will depend in part upon an onsite evaluation of Orange’s facilities (as well as a review of various reports, studies, and other documents), qualified contractors will have access to the facilities. The Town Engineer will schedule time for each qualified contractor upon request. To minimize disruption of existing facility staff, all scheduling and communication between Orange and Contractor shall be coordinated with Town Engineer. No exceptions to this will be tolerated. Selection of the Contractor is anticipated by September 14, 2018. It is anticipated that the Contractor will commence services on or about October 1, 2018. XII. Negotiation/Review of Proposals All proposals submitted in accordance with the requirements of the RFP will be reviewed for completeness and responsiveness. Selection of a Contractor to perform the contract operations services will be based on proven technical and financial capability. In addition to the data and documentation being submitted by the Contractor in response to this request, Orange reserves the right to make an on-site inspection and evaluation of any facility at which contract operations services are currently being performed by the Contractor. If Orange chooses to exercise this right, the Contractor shall provide a representative, with notice, to accompany Orange or its delegated representatives on any on-site inspection. The inspection is not limited to only one facility. All costs for transportation and subsistence to inspect any facilities incurred by Orange personnel shall be borne by Orange. XIII. Evaluation and Selection of Contractor A. Evaluation Process

All Proposals will be subject to a review process developed by the WPCA. The evaluation will be based on the written documentation as submitted, but may include an oral interview. The WPCA will make the award based upon the proposal which best meets its need.

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B. Evaluation Criteria 1. Initial Review – Analysis of mandatory submittal requirements. All Proposals will be

initially evaluated to determine if they meet the following requirements:

a) The submittal must be complete, in the required format, and be in compliance with all the requirements of the RFP.

b) Proposers must meet the requirements as stated in the Required Standards for Contractor

Qualification as outlined in Section VII. Failure to meet all of these requirements will result in a rejected proposal. No proposal shall be rejected, however, if it contains a minor irregularity, defect, or variation if the irregularity, defect, or variation is considered by the WPCA to be immaterial or inconsequential. In such cases the proposer will be notified of the deficiency in the proposal and given an opportunity to correct the irregularity, defect or variation or the WPCA may elect to waive the deficiency and accept the proposal.

2. Final Review Proposals meeting the above requirements will be evaluated on the basis of the following criteria: Proposer’s response and plan to meet all items listed in Section III Scope of Work, Section VIII Contractor Profile, and Section IX Proposal Format and Content, including, but not limited to the following:

a) Qualifications and experience in handling wastewater collection systems of a size and complexity similar to the Town of Orange.

b) Ability to provide services in a timely manner.

c) Proposed staff, in particular the Project Manager and staff who will be involved with operation and maintenance of Orange’s facilities on a day-to-day basis.

d) References.

e) Cost.

C. Evaluation The evaluation will be performed by representatives from the WPCA and various Town departments as deemed appropriate by the WPCA. Final selection will be based upon the firm that best meets the needs of the Town as specified herein. The Town will consider the cost proposals submitted by qualified responding firms, but cost will not be the sole deciding factor in making the final selection unless all other evaluation considerations are deemed to be equal.

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ATTACHMENT A LISTING OF MAJOR FACILITIES

PUMPING STATIONS 1. Boston Post Road Pump Station (Station 4) – 412 Boston Post Road

• Type: Dry Pit • Pumps: (2) 50 HP Allis Chalmers • Control Panel: Control Systems Inc. duplex pump control / alternating pumps • SCADA: Mission Communications • Generator • Flow Meter • Muffin Monster Grinder • Odor Control System

2. Indian River Road Pump Station (Station 2) – 204 Indian River Road • Type: Submersible • Pumps: (2) 20 HP Hydromatic S4L • Control Panel: Control Systems Inc. duplex pump control / alternating pumps • SCADA: Mission Communications • Generator • Flow Meter

3. Woolco Pump Station (Station 1) – 538 Boston Post Road • Type: Submersible • Pumps: (2) 10 HP Hydromatic S4M • Control Panel: Control Systems Inc. duplex pump control / alternating pumps • SCADA: Mission Communications

4. Saab Pump Station (Station 3) – 2 Executive Boulevard • Type: Submersible • Pumps: (2) 15 HP Hydromatic S4M • Control Panel: Control Systems Inc. duplex pump control / alternating pumps • SCADA: Mission Communications

5. Smith Farm Pump Station (Station 5) – 352 Smith Farm Road • Type: Submersible • Pumps: (2) 5 HP Hydromatic S4S • Control Panel: Control Systems Inc. duplex pump control / alternating pumps • SCADA: Mission Communications

EQUIPMENT 1. Trailer Mounted Bypass Pump 2. Trailer Mounted Generator 3. Crane Truck

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ATTACHMENT B PREVENTIVE MAINTENANCE PLAN REQUIREMENTS

A. GENERAL

The Contractor shall prepare and provide a preventative maintenance plan outlining how the Contractor will provide preventive maintenance to all mechanical, electrical, and electronic equipment within the listed facility as necessary to maintain the equipment in good operating condition. Preventive maintenance shall include inspection, testing, and if necessary repair or calibration of equipment to maintain the facilities in good operating condition. Preventive maintenance items shall be performed on a monthly basis as a minimum, including an inspection of all items, and follow-up repair, calibration, adjustment or other appropriate action as necessary to maintain the facilities in good working condition. Preventive maintenance shall include, but not be limited to the following: 1. Repairs of wires, cables, terminals, cleaning of circuit boards, edge connectors, relay

contacts, potentiometers, switches, and any other electrical/electronic devices, as required to maintain the facilities in good working condition.

2. Calibration of electronics per manufacturer’s written instructions and specifications. 3. Engineering modifications and updates to equipment, which require up to one (1)

hour to complete. 4. Adjustments to relay contacts, potentiometers, voltage levels, and any other electro-

mechanical devices requiring adjustment. 5. Check and calibrate power supply voltages, oscillator circuits, and any other timing

circuit in the system. This work shall be performed at least once annually at a time meeting the approval of the Town.

6. Pump and motor performance checks including flow tests to check impeller

efficiencies and pipe conditions by reviewing available flow data, and voltage and current checks to detect any excessive load problems and to check motor efficiency. This work shall be performed quarterly, at times meeting the approval of the Town.

7. Check and calibrate flow meters, including totalizers, transmitters, and flow

recorders. As a minimum these items shall be calibrated annually, at times approved by the Town, or as required to maintain them in good working condition.

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B. EQUIPMENT COVERED

The following is a listing of locations of facilities, the major items to be worked on, and a brief listing of work to be performed on these items. This list is intended to be descriptive rather than restrictive. Other equipment not listed but located at the site shall be considered as covered under these requirements, including services to emergency generators and transfer switches.

4. Boston Post Road Pump Station (Station 4) – 412 Boston Post Road a) Pumps & Motors

1. Lubrication 2. Flow Data 3. Motor Data 4. Check operation & physical integrity

b) Valves

1. Lubricate 2. Exercise 3. Check operation & physical integrity

c) Flow Meters/Recorders (Maintenance and Calibration)

1. Boston Post Road (Station 4) 2. Indian River Road (Station 2)

d) Control Panel

1. Pump Controls 2. Motor Controls 3. Alarms

e) Telemetry

1. SCADA System f) Generator

g) Grinder

h) Wet Well

i) Odor Control System

j) Building

k) Grounds

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2. Indian River Road Pump Station (Station 2) – 204 Indian River Road

a) Pumps & Motors 1. Flow Data 2. Motor Data 3. Check operation and physical integrity

b) Valves

1. Lubricate 2. Exercise 3. Check operation & physical integrity

c) Flow Meters/Recorders (Maintenance and Calibration)

1. Indian River Road (Station 2) d) Control Panel

1. Pump Controls 2. Motor Controls 3. Alarms

e) Telemetry

1. SCADA System f) Generator

g) Wet Well

h) Grounds

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3. Woolco Pump Station (Station 1) – 538 Boston Post Road a) Pumps & Motors

1. Flow Data 2. Motor Data 3. Check operation and physical integrity

b) Valves

1. Lubricate 2. Exercise 3. Check operation & physical integrity

c) Control Panel

1. Pump Controls 2. Motor Controls 3. Alarms

d) Telemetry

1. SCADA System e) Wet Well

f) Grounds

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4. Saab Pump Station (Station 3) – 2 Executive Boulevard a) Pumps & Motors

1. Flow Data 2. Motor Data 3. Check operation and physical integrity

b) Valves

1. Lubricate 2. Exercise 3. Check operation & physical integrity

c) Control Panel

1. Pump Controls 2. Motor Controls 3. Alarms

d) Telemetry

1. SCADA System e) Wet Well

f) Grounds

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5. Smith Farm Pump Station (Station 5) – 352 Smith Farm Road a) Pumps & Motors

1. Flow Data 2. Motor Data 3. Check operation and physical integrity

b) Valves

1. Lubricate 2. Exercise 3. Check operation & physical integrity

c) Control Panel

1. Pump Controls 2. Motor Controls 3. Alarms

d) Telemetry

1. SCADA System e) Wet Well

f) Grounds

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ATTACHMENT C QUESTIONNAIRE FOR CONTRACTORS

(Attach Additional Pages As Needed)

CONFIDENTIAL

1. Name:_______________________________________________________________ (FULL BUSINESS TITLE) 2. Business Address:______________________________________________________

_____________________________________________________________________ 3. Telephone Number:_______________________________ 4. Do you operate as an Individual________Corporation__________Partnership________

(a) If a Corporation, in what State are incorporated? State of________________________________ (b) If a Partnership, list names of all Partners:

______________________________ __________________________________

______________________________ __________________________________ ______________________________ __________________________________

5. Officers authorized to execute contracts:______________________________________

_______________________________________________________________________ _______________________________________________________________________

6. (a) Major area of business:__________________________________________________

(b) History of firm:________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

7. (a) Local facilities currently being provided contract operations

Size & Type Contract Phone, Title of Length of Scope of of Facility Facility Start Date Contact Person Contract Services

__________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________

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(b) Other Facilities under Contract

Size & Type Contract Phone, Title of Length of Scope of of Facility Facility Start Date Contact Person Contract Services __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________

(c) Scope of Services Provided ______________________________________________________________________________

______________________________________________________________________________ (d) Local Subcontractors you are using or have used:

Name Location Type of Work

__________________ _____________________ _____________________ __________________ _____________________ _____________________ __________________ _____________________ _____________________ __________________ _____________________ _____________________

8. Are there any judgements, suits, or claims pending against your firm?______________ 9. Are there any liens for labor or material filed on any of your work?________________ 10. Have you any contingent liability?___________________________________ 11. What officials of your firm may be contacted during emergencies when your office is

closed?

(a) Name:___________________________ Title:__________________________

Residence Address:________________________________________________ Telephone Number:_______________________________________________

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We take exceptions to the following: DATE:_________________________________ NAME OF COMPANY:___________________________________ ADDRESS:______________________________________________ ______________________________________________ NAME & TITLE OF INDIVIDUAL SUBMITTING PROPOSAL:_______________________________________ SIGNATURE OF AUTHORIZED OFFICIAL SUBMITTING PROPOSAL:_____________________________________________________ TELEPHONE:__________________________________ EMAIL:________________________________________ FAX:___________________________________________

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ATTACHMENT D COST PROPOSAL

Item # Item Amount Unit

1 Wastewater Facilities Operations and Maintenance Services $ Annual Lump Sum

2 Sewer Line Cleaning 25% of System $ Annual Lump Sum

3 CCTV Inspection 25% of System $ Annual Lump Sum

4 Fats, Oils, and Grease (FOG) Program $ Annual Lump Sum

5 Call Before You Dig Mark Out Services

a) Routine Mark Out $ Per Mark Out b) Emergency Mark Out $ Per Mark Out

6 Inspection of Sanitary Sewer Connections $ Per Inspection

7 Read Water Meters $ Annual Lump Sum

8 Hourly Rates for Capital Improvements and Other Extra Work

Attach List of Hourly Rates and Job Classifications/Titles

9 Hourly Rates for After-Hours Emergency Response

Attach List of Hourly Rates and Job Classifications/Titles

DATE:_________________________________ NAME OF COMPANY:___________________________________ ADDRESS:______________________________________________ ______________________________________________ NAME & TITLE OF INDIVIDUAL SUBMITTING PROPOSAL:_______________________________________ SIGNATURE OF AUTHORIZED OFFICIAL SUBMITTING PROPOSAL:_____________________________________________________

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ATTACHMENT E Town of Orange

Sanitary Sewer System Overview Maps

Page 30: Request for Proposal - Connecticut...Request for Proposals . Operations and Maintenance Services . Town of Orange Sanitary Sewer Collection System . I. General . The Town of is seekingOrange

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DRAFT MAP - 08/13/2018
Page 31: Request for Proposal - Connecticut...Request for Proposals . Operations and Maintenance Services . Town of Orange Sanitary Sewer Collection System . I. General . The Town of is seekingOrange