REQUEST FOR PROPOSALS FOR CONSULTANT SERVICES
FOR OPERATION AND MAINTENANCE OF THE
CITY OF TANGENT PRESSURE SEWERAGE SYSTEM (STEP) & LAGOON TREATMENT SYSTEM.
1. PURPOSE OF RFP
The City of Tangent, Oregon is requesting proposals from qualified firms for operating and maintaining the Citys Lagoon Treatment Plant and Septic Tank Effluent Pumping (STEP) system. This RFP is intended to provide interested firms with sufficient information to prepare and submit proposals for consideration by the City. The City intends to accept the most advantageous proposal based on the evaluation criteria stated in this RFP. The City will not reimburse Proposers for any costs incurred in the preparation and presentation of their proposals.
2. PROJECT DESCRIPTION
The City of Tangents Pressure Sewerage System is comprised of a lagoon treatment plant, and tank/pump facilities located on private property. The system is owned and operated by the City of Tangent, Oregon.
1. The treatment plant rated for 0.11 MGD dry weather flow and 0.16 MGD wet weather flow. The Plant incorporates two lagoons with capacity of 25.6 million gallons for each lagoon, with chlorine disinfection and de-chlorination. The NPDES permit limits discharge quality to 30 MG/l CBOD5 monthly and 50 mg/l TSS Monthly into the Calapooia River during the months of November through April. .
2. Residential tank/pump on-lot facilities generally consist of an electrical pump control panel, a 1,000 gallon concrete or fiberglass tank (in some cases the tank may be larger) incorporating a pump vault that contains a pump and level control system. Effluent is pumped from the vault and conveyed to the collection system by way of small diameter PVC service lines. The on-lot facilities remain the property of the City and are located on private property through blanket easements granted to the City . Sludge and scum buildup measured and removed from tanks as necessary. Facilities serving commercial establishments are pumped once or twice per year. Currently over 314 tank/pump installations are on line.
3. Design capacity is approximately 856 equivalent dwelling units (EDUs) for the plant and STEP system. Currently, approximately 532 EDUs are in service.
3. SCOPE OF SERVICES
1. The contract operator will provide services for Operation and Maintenance of the Lagoon System.
2. Scope and Services are set by the City of Tangent, as set forth in Attachment A.
4. INFORMATION CONCERNING RFP AND PROJECT
1. The City of Tangent, Oregon is the sole point of contact for this selection action. All correspondence pertaining to this RFP should be directed to Georgia Edwards, City of Tangent, PO Box 251, Tangent, OR 97389. Telephone: 541-928-1020.
2. Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of the RFP. Proposers should request clarification if needed. Every request for information on, or clarification of, the RFP must be submitted to the above in writing by May 5, 2017.
3. Any prospective Proposer who contends that the provisions of this RFP or any aspect of the procurement process will encourage favoritism in the award of the contract for services or substantially diminish competition must file a written protest to the RFP by May 5, 2017. Failure to file a protest will be deemed a waiver of any claim by a Proposer that the selection procedure violates any provision of ORS Chapter 279A or B, or the City's Public Contracting Rules and Procedures.
4. All proposals shall be submitted to the City of Tangent in a sealed package or envelope and clearly identified on the exterior the envelope or package as follows
PROPOSALS FOR CONSULTANT SERVICES FOR CITY OF TANGENT SEWER SYSTEM by May 22, 2017 by 4:00 p.m. Proposers who mail proposals should allow mail delivery time to ensure timely receipt of their proposals. Proposals received after the specified time and date may be rejected.
5. Proposals shall be opened on May 23, 2017 at 9:00 a.m.
6. Proposals should be submitted in the format described in Attachment A.
7. In order to be considered for selection, a Proposer must submit seven (7) copies of a complete, succinct response to this RFP.
8. The contents of the proposal will become part of the contract if accepted by the City.
Attachment A
Scope of Services
Wastewater Treatment Plant
a. Management, operation and maintenance of the treatment plant (structures, equipment, laboratory and other facilities.)
b. Adequate staff of qualified personnel with appropriate certifications and licenses (currently Oregon Class I and II Treatment Systems Certification)
c. Supervision of plant operators.
d. Management services for planning, organization, procurement, reporting and coordination with the City.
e. Maintain effluent quality in compliance with NPDES Permit requirements and revisions thereto.
f. Materials inventory and inventory control system.
g. Safety program for all applicable regulatory controls.
h. Odor and noise control program.
i. Seepage and sludge disposal.
j. Use all City owned equipment including rolling stock available at the plant. Notify the City of and coordinate maintenance of equipment. The City pays for the maintenance of the rolling stock.
Collection System
a. Management, operation, and maintenance of the pressure sewer collection system (mainline piping and appurtenances, bridge crossings, air release valves, pressure sustaining standpipes, pump/tank facilities and appurtenances).
b. Adequate staff of qualified personnel with appropriate certifications and licenses (Oregon Class I and II Collection Certification).
c. Supervision of collection system personnel.
d. Management services for planning, organization, procurement, reporting in coordination with the City.
e. Proactive maintenance program (manual air release, exercising gate valves, flushing automatic air release valves, bridge crossings).
f. Corrective maintenance for pump/tank facilities, and main and service line breaks. A quarterly corrective maintenance report will be submitted to the City.
g. Tank pumping program (scum/sludge removal).
h. Locate sewerage system components to identify potential construction conflicts (one call program).
i. Construction inspection of new installations of tank/pump facilities including building sewers and inspection of system (mainline) piping extensions.
j. 24/7 on-call staffing for response to WWT facilities alarms.
k. Be primary contact for customers of the sewerage system regarding maintenance needs, misuse of the system, facilities locations, and new connections.
l. Assemble tank/pump facilities components (level controls, miscellaneous apparatus) as necessary for corrective maintenance.
m. Materials inventory and inventory control system.
n. Safety program for all applicable regulatory controls.
o. Coordinate and oversee all emergency repairs of the STEP system, including, but not limited to, line breaks, pump replacement and/or repairs, screen cleaning, etc. The Consultant shall also acquire any contract services to perform repairs and/or installations in coordination with the city.
Administrative Services
The administrative services include, but are not limited to, the following categories:
a. Become familiar with the Citys ordinances and resolutions, as well as applicable legal requirements for public bodies. Ensure that administrative services are provided consistent with the Citys rules and procedures and applicable state laws.
b. Ensure that all correspondence to and from the City goes through the Citys Administrative office.
c . Process sewer connection permit applications. Coordinate necessary communications for sewer system disconnection and reconnections. Handle customer questions and complaints and coordinate with city as necessary.
e. Prepare and provide reports for Council meetings, attend meetings as requested,
f. Assist the Citys Budget Officer in the preparation of the annual operating and capital budget.
g. Provide the costs for any supplies necessary to perform the services described to be purchased by the City and provide the packing lists
CONTENT AND FORMAT OF PROPOSALS
1. The proposal must identify any confidential information that the Proposer contends is exempt from disclosure under ORS 192.501 or 192.502. The City will endeavor in good faith to honor appropriate requests for exemption from disclosure, but the City reserves exclusive discretion to determine whether information qualifies for a statutory exemption. The City's obligation under this subsection shall survive selection of the Consultant.
2. Proposals shall contain sufficient information for the City to determine which proposer will be most qualified to furnish the services that are contemplated by this RFP. The proposal shall include the following information and shall be for a three (3) year period:
a. The proposer's name, address and telephone number and Employers Identification Number (EIN).
b. The number of years the proposer has been in business.
c. The resumes of the proposer's key personnel who will be assigned to the Project, including proof of licenses as needed to perform work under any ensuing contract.
d. Resumes documenting project personnels experience in operating and maintaining a pressure sewer collection system.
e. A description of the companys organizational stru
