964 East Street, Suite 205 / PO Box 910 Pittsboro, NC WATER TREATMENT PLANT LAGOON BIOSOLIDS REMOVAL & DISOPSAL PROJECT

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1 964 East Street, Suite 205 / PO Box 910 Pittsboro, NC WATER TREATMENT PLANT LAGOON BIOSOLIDS REMOVAL & DISOPSAL PROJECT September 2016

2 INTRODUCTION LOCATION Chatham County is seeking proposals for the removal and disposal of bio-solid materials at the Chatham County Water Treatment Lagoon located at 290 Beaver Creek Road, Apex, NC Chatham County Water Treatment Plant 290 Beaver Creek Road Apex, NC WORK TO BE DONE 1) Project consists of furnishing Alum Biosolids Removal and Disposal Service, including licenses, permitting, labor, equipment, parts, materials, testing or other incidental work for one time removal of accumulated wastewater biosolids from an existing wastewater treatment lagoon at the Chatham County Water Treatment Plant. The services shall include removal, dewatering and disposal of biosolids to a permitted disposal site according to the North Carolina Division of Water Resources and Division of Waste Management rules and regulations. 2) Provide all labor, materials, equipment, tools, services and incidentals necessary to complete all work required and specified herein. 3) Complete the work, in place, tested and ready for continuous service. Perform or provide repairs, replacements and restoration required as a result of damages resulting from construction operations. 4) Furnish and install all materials, equipment and incidentals, which are reasonably and properly inferable and necessary for the proper completion of the work, whether specifically indicated herein or not. NOTIFICATION PRIOR TO START 1) Notify Chatham County at least 48 hours prior to starting project. 2) Chatham County is responsible for continuous operation of the Water Treatment Plant during project. Notify Chatham County of all work that will affect the operations. PROJECT 1) The existing lagoon is approximately 57, square feet in surface area and is approximately 14.5 feet maximum depth. There is approximately 578, cubic feet or 4,328,352.27gallons of volume. 2) It is the responsibility of the Contractor to determine the amount bio-solids that need to be removed to get the sludge blanket down to on average 12 in. 2

3 3) Chatham County will provide an analysis performed by an independent lab on the existing sludge that exists in the lagoon as part of this document. 4) The Contractor shall commence the work required within ten calendar days after the date of the Notice to Proceed. Contractor shall be continuously mobilized on site and work shall be complete and ready for payment within 90 calendar days, unless the period for completion is extended otherwise by Chatham County. 5) Time of operation shall be 7:00 AM to 9:00 PM. 6) The Contractor shall furnish all labor, materials, equipment and services necessary for, and reasonably incidental to, preventing pollution of land, air and water and for controlling run-off and erosion of soil. 7) No equipment with wheels or tracks will be allowed in the lagoon. 8) The Contractor's quote shall include all chemical product data intended for use in accordance with the requirements of these Specifications. 9) Examination: After Notice to Proceed and before work at site is started, both the Contractor and Owner shall make thorough examination of pre-existing conditions including existing roads (plant roads), structures, and/or other improvements in vicinity of work, as applicable, which might be damaged by Contractor operations. The Contractor shall prepare, maintain, and submit to Owner photographs, videotape, or other records documenting the pre-existing condition of the project site. These observation documents are intended for use as indisputable evidence in ascertaining whether and to what extent damage occurred as a result of Contractor's operations and are for protection of adjacent property owners, Contractor and Owner. Periodic re-examination shall be jointly performed at the request of either party. Any suspected damage will be mutually addressed by appropriate management personnel on behalf of the Contractor and Owner. 10) The Contractor shall provide a complete and detailed description of the proposed work procedures and methodology to the county within 10 calendar days of the Notice to Proceed, including, but not limited to the following: 1. Residuals removal methods 2. Residuals dewatering methods 3. Residuals transportation methods off site 4. Description of watertight containers used in hauling operation 5. Residuals disposal method, including location(s) 6. Haul route(s) 7. Accidental spill containment and cleanup plan 8. Operations area and dewatering area location plan 9. Equipment requirements Sludge Removal and Disposal 10. Template of the uniform manifest document that will accompany each truckload from the Water Treatment Plant to the final disposal/reuse site. At a minimum, the manifest shall provide the following information: a. Date and time of pick-up and delivery b. Volume or tonnage of residuals 3

4 c. Location and name of disposal or reuse site d. Signature of recipient e. Truck identification f. Driver's name 11. If the Contractor plans to dispose of residuals in a municipal or private landfill, the Contractor shall submit documentation that the landfill meets the requirements of the applicable state regulations. 12. If the Contractor plans to beneficially reuse residuals, the Contractor shall submit documentation that all federal, state, and local guidelines or requirements are being complied with. 11) Under normal conditions supernatant from the dewatering process can be returned to the lagoon for treatment. The Contractor shall contain all wastewater without spillage or runoff. 12) The Contractor shall appropriately prepare the surface of the operations area to accommodate their worksite as approved by the Owner. Any cement, concrete, or lumber placed by the Contractor to accommodate an operations area must be removed by the Contractor prior to payment. The term "operations area" shall not be interpreted to mean a storage area for residuals. The Owner will authorize an operations area sufficient to accommodate operating equipment and transportation vehicles only. Residuals are to be "live-loaded" into transportation vehicles for immediate removal from the Owner's property. 13) No digging or trenching will be permitted without the consent of the Owner. 14) The Contractor shall be responsible for the removal of biosolids and shall be licensed for sludge hauling, land application, composting or solid waste disposal according to the methods utilized. 15) Any rock found to be present in the lagoon shall be left undisturbed as much as practicable. The Owner is not responsible for damage to the Contractor's equipment due to rock or other debris. 16) The Contractor shall dispose of the biosolids in a permitted WWTP, permitted land application site, permitted compost facility or permitted landfill according to the applicable permit conditions and shall be responsible for all permit modifications, permit fees, disposal fees or tipping fees as required by the selected disposal method. 17) The Contractor shall hold the appropriate environmental liability insurance to the method of transport and disposal. The Contractor shall provide evidence of the license and letters of acceptance of the wastes from the permitted facilities prior to removal of the wastes and the chain of custody documentation for final disposal. The Contractor shall be responsible for all environmental permitting for the project. 18) The Contractor's operations shall not impede or interfere with the Owner's ability to meet all the requirements of the NCDEQ National Pollution Discharge Elimination System (NPDES) General Permit. 19) The Contractor shall obtain all permits or agreements required for any part of the work. The Contractor shall pay all fees for permits, easements, or agreements that he obtains and all fees shall be included in the Quote. 20) Chatham County has sampled the biosolids and results are attached. 4

5 21) Access and work space at the site is limited. The Contractor shall schedule and coordinate work as needed to minimize interference with the Owner's operation of the Water Treatment Plant and to allow the Owner to maintain continuous operation of the Water Treatment Plant. 22) The Contractor shall not trespass on any property adjacent to the Project Site. It shall be the Contractor's responsibility to verify with the Owner the geographical boundaries of the project site and contain all activities thereto. MEASURMENT AND PAYMENT 1) Mobilization: The lump sum price shall be full compensation for items related to preparing for work and associated operations including but not limited to the necessary movement of personnel, equipment, supplies, erosion control, grading and incidentals to or near the project site; for establishing an offices and facilities as may be required for the work; and all other cost which the Contractor may incur for the work which excluded from other quote line items. 2) Sludge Removal: The price shall be full compensation for items related to removal of accumulated sludge from bottom of lagoon including but not limited to labor and equipment to slurry, pump, dredge, excavate or scrap pending the selected removal method. 3) Dewatering: The price shall be full compensation for items related to dewatering biosolids including but not limited to labor, pumps, fuel, bypass piping, polymer tanks, mixing tanks, settling tanks, polymer pumps, polymer needed for the completion of the sludge removal and sludge disposal methods and all incidentals required for operation. 4) Sludge Disposal: The price shall be full compensation for items related to disposal of dewatered sludge including but not limited to labor, scheduling, trucks, fuel disposal equipment and incidentals for disposal of the sludge to an appropriate disposal site pending the selected disposal method. 5) Permitting: The lump sum price shall be full compensation for items related to permitting including but not limited to sampling, testing, permit applications, permit fees, disposal or tipping fees, environmental consulting services, environmental license costs, environmental insurance costs, NCDOT hauling permit and fees and incidentals needed to dispose of the biosolids from the lagoon. Copies or other documentation of the Contractor s license, permits or final acceptance of disposal shall be provided and accepted by Chatham County prior to payment. 6) De-Mobilization: The lump sum price shall be full compensation for items related to removal of personnel, equipment, supplies, and incidentals from the work site at the completion of project and all other costs which the Contractor may incur for the work which are excluded from other bid items. 7) Cleanup: The lump sum price shall be full compensation for items related to cleanup of work site including but not limited to labor, final grading, temporary seeding and mulching, final seeding and mulching, removal of erosion control measures, and all incidentals for proper cleanup of work site. 5

6 PROPOSAL INSTRUCTION 1. Proposal Deadline: Must be received by Chatham County no later than 4:00 PM EST on NOVEMBER 1, Submission of Proposals: Vendors must submit both an electronic PDF version of the proposal (excluding any materials that are non-electronic) and three hard copies with all attachments, including signatory pages, and received by the deadline above to be considered responsive. The hard copies must be sent to one of the following delivery addresses: a. Postal Address: Cacie Langley, Chatham County Finance Office, P. O. Box 608, Pittsboro, NC b. Street Address: Cacie Langley, County Finance Office, Courthouse Annex, 12 East Street, Pittsboro, NC The electronic PDF version of the proposal (excluding non-electronic materials) must be submitted by the deadline above to: or may be included in the bid packet on digital media. 3. Withdrawal of Proposals: Proposing vendors may withdraw their proposals any time before the deadline for submission at 4:00 PM EST on November 1, 2016, but the withdrawal must be submitted in writing and signed by the proposing vendor. 4. Inquiries and Corrections All inquiries relating to this request should be in writing and addressed to: Cacie Langley, Chatham County Finance Office P.O. Box 608; Pittsboro, NC They also may be faxed to or ed to: If a proposing vendor finds discrepancies in or omissions from the specifications or should require additional clarification of any part, a written request for interpretation shall be submitted to Cacie Langley. Any interpretation of or changes made to the RFP will be made by written addendum to each proposing consultant and shall become part of the request for any contract awarded. The County will not be responsible for the accuracy of any other oral explanations, interpretations, or representations. All written inquiries must be submitted by 12:00 Noon, on Tuesday, October 25, It shall be the responsibility of each proposing organization or individual to verify that every addendum has been received prior to submitting proposals. 5. Vendor Certification: The submission of proposal shall be deemed a representation and certification that the proposing vendor: a. Has carefully read and fully understands the information provided by Chatham County in this RFP; b. Is financially solvent and has the capability to successfully undertake and complete the responsibilities and obligations of the proposal submitted; c. Represents that all of the information contained in the submitted proposal is true and 6

7 correct; d. Did not in any way collude or conspire with any other parties, directly or indirectly, in regard to the amount, terms, or conditions of this proposals; e. Acknowledges that Chatham County has the right to make any inquiry it deems appropriate to substantiate or supplement information provided by proposing vendors and hereby grants Chatham County permission to make these inquiries; and f. Acknowledges that any proposal cannot be modified after its submission for any reason. 6. Format and Deadline of Proposals: Late proposals will not be accepted under any circumstance and will not be opened or reviewed. We will not accept proposals by fax or any method other than is outlined under item B. The sender must allow ample delivery time for the selected shipment or transmission methods. 7. Definition and Context: Unless otherwise specified in this document, all words shall have a common meaning unless the context in which they are used clearly requires a different meaning. Words in the singular number include the plural, and in the plural include the singular. PROPOSAL CONTENT These instructions cover the format, content, and development of the proposals. Only that information deemed essential to convey the proposing vendor s understanding of Chatham County s requirements for this RFP should be submitted. Items not listed below and not explicitly related to the RFP (i.e. general marketing materials) will not be considered in the evaluation process. All proposals should include the following items in the order listed below and must be organized as shown below: Section 1 - Proposal Summary: This should include the highlights of the proposal, such as an overview of the vendor organization, most relevant experience of the proposing vendor, and specific staff and facilities involved in servicing Chatham County, including subcontractors. Section 2 Staff Resumes Include detailed resumes for all staff that will be working or involved with the proposed Chatham County project. Be sure and include licenses, training and certificate details. Section 3 - Proposal Schedule: This should include a schedule of project milestones including but not limited to the initial meeting/conference to kick off the program implementation, periodic progress meetings and program/project completion. Section 4 - Practices and Description: Vendors must submit a description of their process, including labor and equipment used. Include reportable safety incidents for the last five (5) years. Section 5 - References: Vendor must provide a list of projects or clients served within the last five (5) years that demonstrate the applicants skills and capabilities with the type of service being requested. Please include the project name, location, client contact name, and telephone number. 7

8 Section 6 - Vendor Information & Signature Form: This form is provided as Attachment A. The form should be completed and signed by the person with authority to approve contracts with Chatham County. Section 7 Pricing Proposals: Vendor must provide pricing proposal(s) based on the data provided in the RFP. REVIEW AND SELECTION PROCESS Companies submitting an RFP to complete Chatham County s Water Treatment Plant Lagoon Bio-Solids Removal and Disposal Project will be evaluated based upon certain considerations. The following considerations will be utilized to rank each service provider/contractor and to select One (1) service provider/contractor from those submitting an RFP. If the County is unable to reach an agreement with the chosen service provider/contractor in the conditions to execute the notice to proceed and completion of the project, the County reserves the right to enter in negotiation with the next consecutive companies by order of qualification. Evaluation criteria: Experience, qualifications and past performance of the proposing firm. Discussion of past projects of a similar nature to those desired by the County. Persons proposed for the project, facilities and resources: staff, licenses, certificates and training. Please include detailed resume(s) of proposed staff for the County s project showing the requisite experience. Understanding of the overall needs of the County as presented in the narrative proposal, including proposed methodology to accomplish the required work. Discussion of the types and variety of services that can be provided and the firm s availability to attend meetings without excessive cost to the County. Firm s responsiveness and responsibleness based on submitted references. Estimated cost to the County. The above listing does not indicate the order of importance. The selection committee shall establish a priority ranking for the final list of criteria for the project. INSURANCE AND LEGAL REQUIREMENTS Insurance Requirement Chatham County requires selected contractors and any subcontractors to obtain and maintain, at their own expense, all insurance required by state and federal law. If requested, the selected organization agrees to provide Chatham County with evidence of required policies, certificates and/or endorsements upon the award of the contract. At a minimum, contractors and subcontractors are required to have the following coverage related to any contract work for Chatham County: Workers compensation as required by the State of North Carolina. 8

9 Professional liability, including errors and omissions, malpractice (if applicable) and negligent performance at least $1 million for all damages. Comprehensive general liability, including personal injury, broad form property damage blanket contractual and fire legal liability--$1 million combined limit for bodily injury and property damage. The County shall be named as an additional insured on both the professional liability and comprehensive general liability coverage. Contractor shall furnish copies of all such policies and all renewals, terminations and alterations to the County on a current basis. E-VERIFY Effective September 4, 2013 North Carolina local government units are prohibited from entering into certain contracts unless the contractor and the contractor s subcontractors, if any, comply with the requirements of N.C. Gen. Stats (a). Prior to providing any services hereunder, Contractor and Contractor s subcontractors, if any, are subject to the provisions of N.C. Gen. Stats (a). Contractor agrees to fully comply with such statute and require Contractor s subcontractors, if any, to fully comply with such statute. IRAN DIVESTMENT ACT Effective October 1, 2015 North Carolina local government units are prohibited from entering into certain contracts unless the contractor and the contractor s subcontractors, if any, comply with the requirements of 143C-6A-5. Contractor agrees to fully comply with such statute and require Contractors subcontractors, if any, to fully comply with such statute. 9

10 COUNTY CONDITIONS All proposing firms or individuals shall comply with all conditions, requirements, and specifications contained herein, with any departure constituting sufficient cause for rejection of the proposal. However, Chatham County reserves the right to change the conditions, requirements, and specifications as it deems necessary. The proposal must be signed by a duly authorized official of the proposing organization or individual submitting the proposal. No proposals will be accepted from any person or organization that is in arrears for any obligation to Chatham County, or that otherwise may be deemed irresponsible or unresponsive by county staff, the Chatham County Board of Commissioners, or the Chatham County Economic Development Corporation. Chatham County is not obligated to enter into any contract as a result of the RFP. All prices quoted must be firm for a period of 90 (ninety) days following the proposal deadline. Chatham County reserves the right to reject any and all proposals or any part thereof and to select the most responsive proposal that is deemed in the best interest of Chatham County. One proposal may be awarded as the result of the RFP. Chatham County may approve or disapprove the use of specific proposed subcontractors in any proposals. Chatham County reserves the right to enter into an agreement with another proposing vendor in the event that the originally selected vendor fails to execute a contract with the County or defaults on their contract. All proposals shall be prepared in a comprehensive manner as to content, but we do not require specific types of binders or promotional material for submissions. Promotional material will not be considered part of the proposal and will not affect the evaluation of proposals. Chatham County reserves the right to negotiate with any, none, or all of the proposing vendors. All costs, including travel and expenses, incurred in the preparation of this proposal will be borne solely by the proposing company. The County will not return proposal materials to those submitting proposals. No agreements with any selected vendor shall be binding until a contract is approved by the Chatham County Board of Commissioners and signed and executed by the County Manager and authorized representatives of the vendor. The County of Chatham is an Equal Opportunity Employer and does not discriminate on the basis of sex, marital status, race, color, creed, national origin, age, or disability. 10