Leech and Sandy Lake

SUPPLIES OR SERVICES AND PRICES/COSTS BID SCHEDULE Operation & Maintenance for the Sewage Treatment Plants (STP) at Leech Lake and Sandy Lake Recreation Areas and the Fish Cleaning Facility at Leech Lake. Period of PERFORMANCE: The basic term of contract performance shall begin on 15 April 2013 and continue through 14 April 2014. The base term of on-site contract performance is from 15 April 2013 through 31 October 2013. Base Year 15 April 2013 through 31 October 2013 BID AMOUNT 0001 Sewage Treatment Plant/Fish Tank-Leech: ________________ 0002 Sewage Treatment Plant - Sandy: ________________ Total for Basic period of performance: ________________ Option Year One 15 April 2014 through 31 October 2014 1001 Sewage Treatment Plant/Fish Tank-Leech ________________ 1002 Sewage Treatment Plant - Sandy: ________________ Total for Option Year One Performance: ________________ Option Year Two 15 April 2015 through 31 October 2015 2001 Sewage Treatment Plant/Fish Tank-Leech: ________________ 2002 Sewage Treatment Plant - Sandy: ________________ Total for Option Year Two Performance: _________________ Option Year Three 15 April 2016 through 31 October 2016 BID AMOUNT 3001 Sewage Treatment Plant/Fish Tank-Leech: ________________ 3002 Sewage Treatment Plant - Sandy: ________________ Total for Option Year Three Performance: ________________ Option Year Four 15 April 2017 through 31 October 2017 4001 Sewage Treatment Plant/Fish Tank-Leech ________________ 4002 Sewage Treatment Plant - Sandy: ________________ Total for Option Year Four Performance: ________________ STATEMENT OF WORK WASTEWATER (SEWAGE) TREATMENT PLANT OPERATION & MAINTENANCE Leech and Sandy Lake Dams & Recreation Areas 1. GENERAL. 1.1 Scope. Work shall consist of furnishing all labor, equipment, tools and materials necessary to operate, repair, maintain and perform tests for wastewater (sewage) treatment plants (STPs), bar screens and lift stations in accordance with the work schedule and specifications contained herein. Maintenance and repair work, materials and services not expressly called for in the specifications or shown on the drawings, but which are necessary for completion of the contract requirements shall be performed and furnished at no increased price to the Government. Spare parts required to perform repairs on all components of the STPs will be furnished by the government. All utilities shall be furnished by the government. The contractor shall provide all required labor. All work shall be performed in accordance with all the manufacturer's specifications and to the satisfaction of the Contracting Officer (CO). 1.2 Contracting Officer. For use in this contract, the term "Contracting Officer" means the person executing this contract on behalf of the Government, and any other officer or civilian employee who is properly designated as the authorized representative of a Contracting Officer acting within the limits of their authority. 1.3 Contracting Officer's Representative (COR). The COR is an authorized representative of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer. 1.4 Contract Areas. Areas covered under this contract are as follows: Leech Lake Dam - Sewage Treatment Plant Leech Lake Dam - Fish Cleaning Station/Lift Tank Sandy Lake Dam - Sewage treatment Plant All bidders are encouraged to visit the sites before submitting a bid. Operation and maintenance manuals along with the NPDES permits are available at the sites for review. 1.5 Work Period. The services listed herein shall be performed during the base term of on-site contract performance from April 15 through October 31. MPCA Permit requirements must be met year-round. Work shall be required seven days a week including holidays. The contractor shall respond to an emergency situation as soon as possible but not longer than eight hours after notification. The problem must be corrected as soon as possible after the contractor arrives on the scene. 1.6 Plant Description/Location. The Leech Lake STP is located adjacent to the town of Federal Dam off Cass County Highway 8 twelve miles north of State Highway 200 and 8 miles South of Highway 2. The Sandy Lake STP is located approximately 12.5 miles North on McGregor off State Highway 65. The wastewater treatment plants are extended aeration tertiary treatment systems. The permitted discharge from each treatment system is as follows: Leech Lake - 15,000 gallons per day Sandy Lake - 7,000 gallons per day 1.7 NPDES Permit Requirements. The NPDES permits are effective immediately. The government shall be responsible for annual permit fees and renewing the permits as required. Monitoring and the quality of effluent discharged by each facility shall at a minimum meet the permit requirements specified on the following permits: Leech Lake: Permit No. MN 0110027, expiration date March 31, 2017. Sandy Lake: Permit No. MN 0110035, expiration date April 30, 2014. 1.8 Training. All operators must be familiar with and understand treatment plant handbooks, manufacturer's manuals, checklists, sewer line locations, shop specifications and forms and submission requirements to meet MPCA & NPDES permit standards and requirements. It is the contractor's responsibility to possess the correct background, knowledge, skills, and abilities to operate each plant. 1.9 Safety. All work shall be performed in accordance with OSHA & MPCA regulations and safety requirements set forth in the Corps of Engineers safety manual, EM 385 1 1, entitled Safety and Health Requirements Manual. An electronic copy can be reviewed at http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html All Contractor equipment or materials not in conformity with the safety manual shall be removed from Government property immediately. 1.10 Caution. The work areas are located in heavily used recreation areas. Corps of Engineers personnel or other contractors may be in the plant or other work areas performing routine duties or maintenance services. The contractor shall cooperate fully with all Corps of Engineer employees and other contractors and shall not impede their work in any way. 1.11 Damage to Government Buildings, Equipment and Vegetation. The Contractor shall be responsible for repairing/replacing any damage to Government buildings, equipment and vegetation that are related to the work under this contract. Any MPCA violations or fines that are a direct cause of the Contractor's negligence shall be the responsibility of the Contractor. 2. PERFORMANCE OF WORK. 2.1 Sewage Treatment Plant Operation & Maintenance Work Consists of the Following: 1. Spring Start up 2. Operations & Maintenance 3. Fall Shut Down 4. Leech Lake Fish Cleaning Facility Lift Tank 2.2 Spring Start Up of STP. General: Operation and maintenance manuals, trouble shooting guides and construction drawings shall be provided to the Contractor by the Government at each site. All systems start up work shall be completed and the STP operational by 01 May. 2.3 Coverings. Winter covers shall be removed and replaced with summer coverings. Winter coverings, plastic etc. shall be stored at the direction of the COR. 2.4 Pumps and Equipment. Pumps, blower motors, flow meters, testing equipment, electrical equipment, de-chlorination systems, and all other equipment shall be reinstalled, lubricated, and serviced according to the manufacturers specifications and be operating properly. 2.5 Filters. Filter media, consisting of a combination of sand and anthracite, must be maintained to meet discharge requirements. If necessary, the contractor is responsible for the removal and disposal of the old filter media, which must be disposed of according to all local, state and MPCA regulations. If required, the filter media shall be replenished during spring start up each year. The procurement and cost of the new filter media and the cost of the disposal of the old media will be the responsibility of the Government. 2.6 Pumping. The Contractor shall notify the lead or supervisory ranger to schedule all required pumping. The cost of pumping and disposal will be paid for by the Government. 3. OPERATION & MAINTENANCE OF STP 3.1 All work shall be performed in accordance with all the manufacturer's specifications to the satisfaction of the Contracting Officer (CO) so that all MPCA requirements and NPDES permit parameters are met or exceeded. 3.2 Buildings. Each sewage treatment plant chemical storage & testing building is approximately 8 foot by 12 foot. The STP buildings shall be kept neat and clean at all times. 3.3 Testing Equipment. All STP testing equipment, including annual calibration, and laboratory supplies to perform the tests shall be furnished by the contractor. 3.4 Maintenance. Maintenance shall be performed in accordance with the manufacturer's manuals for all the equipment. The contractor shall report any problems with the collection system to the COR. Spare motors, pumps, belts, etc. shall be furnished by the Government and kept on hand for emergency use. The manhole covers shall be properly installed and secured for safety at all times. 3.5 Tanks. Exterior and interior tank surfaces shall be kept free of rust with no exposed bare metal. Exposed metal areas shall be repaired to prevent further damage and to maximize the life of the tanks. The Government will furnish the primer and top coat. 4. MONITORING, TESTING & REPORTING 4.1 The Contractor is responsible for completing all monitoring, testing and reporting according to MPCA regulations and the NPDES permit requirements. The contractor is responsible for the delivery of test samples to a certified laboratory and for all costs associated with the lab tests. This includes submitting monthly Discharge Monitor Reports (DMRs) and bio-solids reports in accordance with MPCA regulations during the entire Term of Performance. Copies of the test results, DMRs, daily/monthly and bio-solids reports shall be maintained on site in the lab building's file. The contractor may be required to prepare and submit, or assist with the preparation of a Phosphorus Management Plan (PMP) if required in the future by the permit. 4.2 Violations. Failure to meet MPCA or NPDES permit requirements shall be reported to the Contracting Officer in writing immediately. Corrective action shall be initiated immediately according to MPCA regulations and the NPDES permit requirements. The Contractor is responsible for any fines, penalties, assessments, or damages that may be levied because of failure to meet permit requirements due to operator error. 4.3 Monitoring Accuracy. Methods and accuracy of testing and sampling will be inspected frequently by the Contracting Office. Random tests and sampling may be performed by the Government and MPCA to insure contractor testing and sampling is accurate. 4.4 Monthly Reporting to COR. Contractor must submit in writing, in addition to all other reporting requirements, to the COR a monthly summary report that includes at a minimum: general discussion of operations for the period, any violations or state that none occurred, summary of DMR's submitted, mechanical or operational issues/conditions, quantity of bio-solids pumped, and all other pertinent information required for management oversight of the facility. 4.5. Annual Reporting to COR. Contractor must consolidate an annual report summary and provide a written copy to the COR. This report must contain sufficient information, including annual quantity of biosolid removal reported to MPCA, to be utilized as an "all-in-one" report document to satisfy all historical data/record storage, and satisfy future inspections or inquiries that the Government may be subjected to. This document should include general explanations of results in addition to actual results. 5. ELECTRICAL POWER. 5.1 Electrical System. The electrical systems shall be maintained in accordance with manufacturer's recommendations and maintained in a safe and properly operating condition at all times. The contractor shall notify the COR when electrical problems occur and they will schedule a licensed electrician to repair the electrical system. The Government is responsible for cost of the repairs to the electrical system. 6. CONFINED SPACE. 6. Confined Spaces. Entries into lift stations, manholes and other confined spaces shall conform to the latest edition of OSHA Regulations, CONFINED SPACES, 5205.1000 5205.1040 and 5207.0300. All entries into confined spaces required to perform any work covered in this contract shall be class IA, IB, or Class II entries, which are entries where air is known to be safe. Class III entries, or entries into confined spaces where completely safe air supplies have not been verified, shall not be allowed. Entries shall not be allowed until all aspects of the OSHA regulation as stated in 5205.1020 subparts 3 & 4 are accomplished. All safety equipment necessary for entries into confined spaces, including gas meters, tripods, harnesses, etc. shall be furnished by the Contractor. Contractors shall keep a copy of the most current version of the CONFINED SPACES REGULATION posted in the STP test building and be in compliance at all times. 7. FALL SHUT DOWN OF STP 7.1 General. Winterization work and exact closing dates shall be determined by the COR about 1 week in advance as dictated by the weather. Winterization shall be completed no later than 31 October. 7.2 Covers. The summer covering shall be removed and stored at the direction of the Lead Ranger and replaced with the winter covering. 7.3 Tanks. Sludge and the remaining water shall be pumped out and disposed of according to MPCA and section 503 regulations at the expense of the Government. The Contractor shall contact COR who will schedule the pumping. All tanks shall be cleaned free of dirt, debris and organic material after sludge and supernatant are removed. Flakes, blisters and loose rust shall be removed from tank walls. The Government shall provide the primer and top coating for the exposed metal areas and the Contractor shall repair areas to prevent further damage and maximize the life of the tank. 7.4 Pumps. The pumps shall be serviced and winterized according to the owner's manual and stored for the winter in a clean and sanitary condition. 7.5 Electrical Power. The electrical power to the seasonal systems shall be shut down. 7.6 Operating Equipment. All operating equipment shall be disconnected, serviced, winterized and stored according to the owner's manuals. 7.7 Final Inspection. The COR shall be notified when winterization of the STP has been completed. A final inspection will be performed at that time to insure shut down work has been completed properly. 8. LEECH LAKE FISH CLEANING STATION & LIFT TANK 8.1 The Contractor shall perform the operation and maintenance for the fish cleaning facility lift tank, all internal components, and related sewer lines in accordance with the specifications of the Leech Lake STP Operation. The fish cleaning station and lift tank are located at the Leech Lake Recreation Day Use Area. 8.2 Manuals & Spare Parts. The O&M manuals, spare tank filters and a spare lift/grinder pump are available in the park office. 8.3 Start Up & Shut Down. The spring start-up and fall shut down shall be performed in conjunction with the STP start-up and fall shut down. 8.4 Operation. The Contractor is responsible to make sure the fish cleaning tank, lift pump, alarms and filter are operating according to manufacturer's recommendation. The filter in the tank typically needs to be serviced several times a week. 8.5 Maintenance and Repairs. The Contractor is responsible to maintain all equipment in accordance with the manufacturer's recommendations and is responsible to replace broken equipment with new replacement equipment supplied by the government. The Contractor must respond to the lift tank alarm and perform necessary actions to fix the problem within eight hours of notification. Historically, tank alarm responses will be required between 4 and 6 times per year. Examples of such problems would be debris caught in the grinder pump or the tank filter is plugged. 9. CONTRACTOR FURNISHED EQUIPMENT, SUPPLIES, LICENSE & PERSONNEL 9.1 Supplies & Materials. All chemicals, disinfectants, cleaning compounds, lubricants and any other materials required to perform this contract work shall be used in accordance with the manufacturer's recommendations and in such a manner that all requirements of the Corps of Engineers Safety and Health Requirements Manual EM 385 1 1 are met. 9.2 Personnel. The operator(s) responsible for executing this contract must have the appropriate license to meet MPCA regulations and NPDES permit requirements for operating the sewage treatment plants. 9.3 Work Force. Vendors shall include with their offer the number of operators and a copy of each of the operator's current license. 9.4 Work Schedules. A detailed work schedule, indicating the days and approximate times of all work specified herein, shall be submitted to the COR for acceptance within 10 calendar days after receipt of a fully executed contract. 9.6 Work Appearance. Each worker must wear the following uniform type clothing while on duty. a. Long or short sleeve shirt with a collar. b. Full length trousers or knee length shorts. 9.7 Permits and Responsibilities. The Contractor shall, without additional cost to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable federal, state, and municipal laws, codes, and regulations in connection with performance of the work. The Contractor shall be similarly responsible for all damages to persons or property that occur as a result of his/her fault or negligence; shall take proper safety and health precautions to protect the workers, the public and all the property of others; shall also be responsible for all materials delivered and work performed until completion and acceptance of the contract. 9.8 Contractor Notification. The contractor shall notify the COR when government furnished supplies, materials, equipment, spare parts, etc. need to be ordered in order to maintain properly operating systems. Notifications must allow the government enough lead time to insure the procurement process can be completed before the supplies or equipment are required for use unless there is an emergency breakdown of equipment that is not kept on hand. The contractor shall specify suppliers, part numbers, model numbers and quantities required. 9.9 Repair or Replacement. The Contractor must repair or replace any equipment, materials, or supplies that were damaged, lost or destroyed by contractor negligence. 10. GOVERNMENT FURNISHED EQUEPMENT, MATERIALS AND SUPPLIES 10.1 The Government. The Government shall supply the Contractor with the following items in quantities sufficient to perform the work of this contract. a. Filter Media (sand & anthracite) b. Spare Pumps, Motors and Parts c. Emergency Power d. Pumping & Disposal Costs e. Primer & Top Coat f. Electrical Repairs g. Disposal Costs of the Filter Media INSPECTION AND ACCEPTANCE 1. Inspection and Acceptance. The work will be conducted under the general direction of the Contracting Officer and is subject to inspection by his appointed inspectors to insure strict compliance with the terms of this contract. No inspector is authorized to change any provision of the specifications without written authorization from the Contracting Officer, nor shall the presence or absence of an inspector relieve the Contractor from any requirements of the contract. . DELIVERIES OR PERFORMANCE F.1 PERFORMANCE: The basic term of contract performance shall begin on 15 April 2013 and continue through 14 April 2014.