Management Services for Carroll County Wastewater System

Request for Quotes (RFQ) - Management Services for Carroll County Wastewater SystemCarroll County (hereinafter referred to as the County) is soliciting quotes from qualified and experienced companies to provide comprehensive management services for the on-campus Wastewater Treatment Facility (WWTF) located at the Carroll County Campus, Ossipee, New HampshireThis RFQ outlines the County's requirements for the professional management of its on-campus WWTF to ensure the effective and compliant treatment and discharge of wastewater generated by the County Campus. The initial term of the agreement is anticipated to be two years, with the option for renewal.Description of the Wastewater Treatment Facility:The Carroll County Campus Wastewater Treatment Facility generally consists of:• Treatment Processes: The systems treatment process starts with a grinder building, then the wastewater flows into a separation tanks, is then pumped in three clarifiers before being send out to the sand filtration bed and finally discharged in the overflow area.• Discharge Method: Ground water discharge/ subsurface disposal of water.• Permits: Operation is governed by State of New Hampshire DES Permit Number (GWP-198404044-0-006)• Supporting Infrastructure: This system has two lift stations each with two pumps, nine pumps in the three clarifiers, and four different control panels. Five septic tanks plus the 40,000 gallon separation tank, four grease tanks and ten fields in the sand filtration system, in the system.Scope of Work:The Contractor shall provide comprehensive management services for the WWTF, including but not limited to the following:Facility Operation and Maintenance:• Operation and maintenance of all treatment units, pumps, lift stations, control systems, and other appurtenances in accordance with applicable regulations, permit requirements, and best practices.• Regular inspections at least three times a week, testing, and preventative maintenance of all facility components.• Prompt response to and repair of equipment malfunctions and operational issues.• Management of chemical supplies (if applicable) and ensuring adequate inventory for treatment processes.• Monitoring and control of the treatment process to ensure effluent quality meets permit limits.Regulatory Compliance and Permitting:• Ensuring compliance with all applicable federal, state (including the New Hampshire Department of Environmental Services), and local regulations and permit conditions related to wastewater treatment and discharge. o Preparation and submission of all required regulatory reports, including Discharge Monitoring Reports (DMRs) and other periodic reports.• Maintaining up-to-date knowledge of regulatory changes and implementing necessary adjustments to operations.• Assisting the County with permit renewals and modifications as needed.Effluent Monitoring and Testing:• Developing and implementing a comprehensive effluent monitoring and sampling program in accordance with permit requirements. Bi weekly testing of influent and effluent required. Currently groundwater testing is done twice a year as well.• Collecting and analyzing wastewater samples through a certified laboratory.• Maintaining accurate records of all monitoring data.• Promptly identifying and addressing any effluent quality issues and implementing corrective actions.Solids Management:• Management of sludge or other treatment residuals, including removal, transportation, and disposal in accordance with applicable regulations.• Maintaining records of solids generation and disposal.• Separation tanks get pumped twice a year, primary tank at MVC is every other month, and the rest of the tanks are on a set schedule.Chemical Handling and Safety:• Safe handling, storage, and application of any chemicals used in the treatment process, in accordance with safety regulations and manufacturer recommendations.• Maintaining Safety Data Sheets (SDS) for all chemicals used.Record Keeping and Reporting:• Maintaining accurate and up-to-date operational logs, maintenance records, monitoring data, and other required documentation.• Providing regular operational reports to the County, including effluent quality data, maintenance activities, and any compliance issues.• Yearly annual reports for DES, ongoing reports for permit renewal, and any other reporting required by the discharge permit.Emergency Response Planning:• Developing and maintaining an emergency response plan for the WWTF, including procedures for addressing spills, equipment failures, and other potential emergencies.• Participating in emergency response exercises as needed.• Have staff available 24/7 for emergencies that occur in the treatment plant.Staffing and Training:• Providing qualified and experienced personnel to manage and operate the WWTF. Our permit requires two licensed individuals.• Ensuring that all personnel possess the necessary licenses and certifications required by regulatory agencies for wastewater treatment plant operation in New Hampshire.• Implementing ongoing training programs for staff.Communication:• Maintaining effective communication with the County on all significant operational, financial, and regulatory matters.Service Requirements:• Experience: The Contractor shall have a proven track record of successfully managing similar-sized wastewater treatment facilities, preferably in the State of New Hampshire, and experience with the specific treatment processes in place at the County's facility.• Personnel: The Contractor shall provide at least two licensed qualified personnel with the necessary expertise in wastewater treatment plant operation, maintenance, regulatory compliance, effluent monitoring, and safety. Resumes of key personnel proposed for this contract should be included in the quote, highlighting relevant licenses and certifications.• Licensing and Certifications: The Contractor and its personnel shall possess all required licenses and certifications to operate and maintain a wastewater treatment facility in New Hampshire. Please specify the level of operator certification held by proposed personnel. Grade one is required for both individuals.• Insurance: The Contractor shall maintain adequate insurance coverage, including professional liability, general liability, and worker's compensation, and provide proof of insurance upon request. Specific coverage amounts may be required by the County.• References: The Contractor shall provide a list of at least three (3) references from previous or current clients for whom they have provided similar wastewater treatment facility management services.• Local Presence: Preference may be given to firms with an established presence and understanding of the local conditions in the Ossipee, New Hampshire area.Quote Submission Requirements:Interested companies are requested to submit a detailed quote that includes the following information:• Company Name, Address, Phone Number, and Email Address.• Contact Person for this RFQ.• Detailed description of your company's experience in managing wastewater treatment facilities, including the size, type of treatment processes, and discharge methods of facilities managed.• Resumes of key personnel proposed for this contract, including their relevant experience, licenses, and certifications (specify level of wastewater operator certification).• Proposed staffing plan for the Carroll County Campus WWTF.• Detailed pricing for the management services, including:• Fixed monthly management fee.• Hourly rates for additional services or personnel, if applicable.• Proposed fee structure for any anticipated non-routine maintenance or repairs.• Specify if laboratory testing costs are included or will be billed separately. If separate, provide your proposed process for managing these costs.• Specify your approach to solids management and associated costs (if not included in the base fee).• Any other relevant fees or charges.• A description of your approach to each element of the Scope of Work outlined above, including your proposed operational procedures, maintenance schedules, and approach to regulatory compliance.• Examples of past performance and success in areas such as maintaining permit compliance, optimizing treatment processes, and cost control.• List of references as requested above.• Proof of insurance (certificate of insurance).• Copies of relevant company and personnel licenses and certifications (wastewater operator certifications are critical).• Any additional services or value-added propositions your company offers.• Any exceptions or clarifications to the requirements outlined in this RFQ.All quotes must be submitted in a sealed envelope and addressed to:County of WTF Management RFQ95 Water Village Road, Box 1Ossipee NH 03864Please submit quotes by Friday, May 16, 2025, at 4:00 PM.Questions:Any questions regarding this RFQ should be directed to Carroll County DPW Director Will DeWitte at +1 (555) 000-0000 or For security reasons, you must enable JavaScript to view this E-mail address.