Town of Manchester, Connecticut General Services Department. Request for Proposal for

Transcription

1 Town of Manchester, Connecticut General Services Department Request for Proposal for Emergency Action Plan and Hazardous Waste Operations and Emergency Response Training RFQ# 16/17-39 Proposals Due: October 18, 4:00 p.m. General Services Department 494 Main St. Manchester, CT (860) Fax (860)

2 I. INTRODUCTION Town of Manchester, Connecticut General Services Department Request for Proposal Emergency Action Plan and Hazardous Waste Operations and Emergency Response Training The Town of Manchester Water & Sewer Department has identified the need to update its Emergency Action Plan (EAP) and train the Staff in Hazardous Waste Operations and Emergency Response (HAZWOPER). We are seeking proposals for a comprehensive Emergency Action Plan for our Water Treatment Facility, Waste Water Treatment Facility, Laboratory, Field Maintenance group and all supporting infrastructure including wells, storage tanks, pump stations, remote treatment facilities and reservoirs. All employees are to be trained on the EAP based on their level of involvement. The Town also wants to train all necessary Staff to the required levels of HAZWOPER 29 CFR (q) based on the duties and responsibilities of the Staff. (See section 4) The target implementation date for this service is Fall II. BACKGROUND INFORMATION A. Copy of Organization Chart B. Water Treatment 5 operators, 1 superintendent 1. Daily Flow- 6 MGD 2. Population served 57, Service Connections- 16, Reservoirs (7) 5. Wells- (11) 6. Storage Tanks- (10) 7. New State Road Treatment Facility - Satellite water treatment and distribution facility with wells and chemical treatment including chlorine addition. 8. Pump Stations (4) 9. Globe Hollow Treatment Plant - Bulk Chemicals on site Sodium Hypochlorite 2 X 2450 gallon tanks, Lime Silo 60,000 lbs. Polyaluminum Chloride 2 X 5000 gallon, Zinc Orthophosphate 1 X 5000 gallons, Fluorosilicic Acid 1 X 5000 gallons, Liquid Oxygen 6000 gallon and Ozone 10. Processes Ozone generation, chemical addition, flocculation, sedimentation and filtration 11. Generators 1 Main plant, 3 remote 12. Staff- see organization chart 13. Hours of operation- Staffed 7:00 a.m. - 3:30 p.m. every day, on call for remaining hours.

3 II. BACKGROUND INFORMATION continued C. Hockanum River Water Pollution Control Facility 10 operators, 1 process control technician, 1 superintendent. 1. Daily Flow 6 MGD 2. Population served 3. Service connections- 10, Pump Stations- (4) 5. Bulk chemicals on site- Ferric Chloride 2X 6150 gallon tanks, Sodium Hypochlorite 1X 4000 gallon tank, Potassium Permanganate 1X 325 gallon IBC tote, Various Polymers 2x 3000 gallon and 1X 1600 gallon, Glycerin based supplement 2X 4000 gallon for nitrification 6. Processes Activated sludge with UV sterilization, nitrification and phosphorus removal 7. Generators (1) Main plant, 3 remote 8. Staff see organization chart 9. Hours of operation 7:00 a.m. - 5:00 p.m. every day, on call remaining hours D. Charter Oak Field Maintenance 8 transmission and distribution operators, 1 T&D supervisor, 8 sewer line maintenance operators, 1 supervisor, 1 field maintenance supervisor. 1. Basic operations Maintenance of water and sewer infrastructure including forestry and water shed management 2. Miles of infrastructure- 258 (water) (sewer) 3. Equipment- see attached 4. Staff- see organization chart 5. Hours of operation 7:00 a.m. - 3:30 p.m. Monday Friday, on call remaining hours E. Globe Hollow Laboratory 2 chemists, 1 lab director 1. Water and Wastewater Samples processed 2. Chemicals on site- Standard lab chemicals in containers < 2.5L 3. Equipment- Standard water/waste water lab equipment 4. Staff- see organizational chart 5. Hours of operation 7:00 a.m. - 3:30 p.m. III. F. Administration 1. Customer Service Manager (1) 2. Billing (2) 3. Meter Reading and replacement (1) 4. Environmental Technician (1) 5. Dispatch (1) 6. Accounts payable (1) 7. Administrative support (1) 8. Project and Technical Support Manager (1) 9. Safety and Compliance Coordinator (1) 10. Staff- see organization chart 11. Hours of operation 8:00 a.m. - 4:30 p.m. SCOPE OF WORK

4 The scope of services includes preparation of a comprehensive EAP which meet the EAP minimum requirement and address all requirements of 29CFR including but not limited to: A. EAP Minimum Requirements 1. Procedures for reporting emergencies 2 A description of the alarm systems 3. An evacuation policy, procedure and escape routes. 4. Procedures for shelter in place. 5. Procedures for employees who remain after the evacuation alarm. 6. Procedures to account for employees after the evacuation. 7. A description of how employees will be informed of the plan and a training outline. 8. Contacts for information on the plan. 9. A list of key personnel who should be contacted during off hour emergencies. 10. Alternate communications center. 11. Analysis of capabilities and hazards. 12. Identify critical products, services and operations. 13. List potential emergencies. Including fire, explosion, chemical release, biological and radiological contamination, tornado, hurricane, severe storm, lightning, earthquake, drought. Extreme cold, blizzard, heating, ventilation or air conditioning failure, power outage, disease epidemic/ pandemic, bomb threat, active shooter, intruder, terrorism and sabotage. 14. Assess the impacts of business interruption, employees unable to report to work, interruption of critical supplies and interruption of product distribution. 15. Evaluation of internal and external resources including personnel, equipment, facilities, organizational capabilities and backup systems. 16. Coordination with local police, fire, hospital and ambulance personnel. 17. Development of a Chain of command with an emergency response coordinator and back up personnel. 18. Determine the need for emergency response teams to support this activity. 19. Determine the need for a Fire Prevention Plan 29 CFR B Plan Components 1. Executive summary to include the purpose of the plan, our emergency management policy, authority and responsibilities of key personnel, types of emergencies that could occur, and where response operations would be managed. 2. Emergency management elements brief description of approach to emergency management including direction and control, communications, life safety, property protection, community outreach and recovery and restoration.

5 3. Emergency response procedures develop procedures to quickly determine actions necessary to assess the situation, protect people, equipment, records and other assets for at least three (3) days, get the utility back up and running, warning employees and customers, communicating with personnel and community leaders, evacuating and accounting for all personnel in the facilities, managing response activities, activating and operating emergency operations center, fighting fires, shutting down operations, protecting vital records and restoring operations. 4. Development of resource lists, emergency call list and building and site maps. 5. Records preservation 6. Public information and media relations 7. Resuming operations 8. Ensuring communication including family communications and employee support services. C. Evacuation Planning 1. Conditions which require evacuation, include assembly location(s) 2. Conditions which require shelter in place 3. Specific evacuation or sheltering procedures, including route and exits 4. Procedures for assisting visitors and employees, including those with disabilities or who do not speak English. 5. Identify personnel who will remain to shut down critical operations 6. A plan to account for employees, contractors and visitors after evacuation 7. Creation of maps showing exit locations, assembly points and emergency equipment (such as fire extinguishers, first aid kits and spill kits). D. EAP Training Requirements 1. Individual roles and responsibilities. 2. Threats, hazards and protective actions. 3. Notification, warning, and communication procedures. 4. Emergency response procedures. 5. Evacuation, shelter, and accountability procedures. 6. Location and use of common emergency procedures. 7. Emergency shutdown procedures. 8. Perform an evacuation drill at all locations. E. HAZWOPER Training Requirements 1. The vendor is to provide written plan development and training options to the Water & Sewer Department for minimum required HAZWOPER training and best practices HAZWOPER training based on personnel, chemicals on site, processes and infrastructure, and requirements to maintain the level of training selected and PPE required to execute the response.

6 2. Once the particular training option and written plan (if necessary) is elected the vendor will provide initial training including drills to affected Staff over a period of time (several dates) that is acceptable to the Water & Sewer department. IV. SUBMISSION DEADLINE All proposals must be received by 4:00 p.m., October 18, Five (5) copies shall be placed in a sealed envelope and clearly marked RFQ 16/17-39: Emergency Action Plan and Hazardous Waste Operations and Emergency Response Training for the Town of Manchester. Proposals shall be addressed and delivered to the Director of General Services as indicated: HAND DELIVERY U.S. POSTAL SERVICE MAIL DELIVERY Town of Manchester, Connecticut Town of Manchester, Connecticut Mr. Gerald R. Dupont Mr. Gerald R. Dupont Director of General Services Director of General Services Lincoln Center Lincoln Center 494 Main Street 494 Main Street Manchester, CT P.O. Box 191 Manchester, CT All proposals shall be opened publicly and recorded as received. There will be no public reading of proposals. Proposals received later than time and date specified will not be considered. No proposal may be withdrawn within 30 days after the submission due date. V. QUESTIONS AND ADDENDA Questions about this RFP may be directed to Gerald R. Dupont, Director of General Services, by gensvcs@manchesterct.gov or fax (860) or no later than seven (7) days prior to the date proposals are due. All information given by the Town except by written addenda shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any Proposer or prospective Proposer against the Town. Answers to these questions will be addressed in an addendum which will be issued on the Town of Manchester Web site at It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. No addendum will be issued less than 2 (two) calendar days before the scheduled bid opening unless it is to postpone the bid.

7 VII. CONTENT OF PROPOSAL Consultants are requested to provide the following information with their submission. A. Title page that includes the project name, firm name, address, telephone and fax numbers, names of primary contacts and date. B. Table of Contents. C. Letter of Transmittal that will state the firm s understanding of the project and indication of their commitment to perform the work. D. The following information is requested in the Proposal: 1. Background statement on the firm, discipline capabilities, principals, staff availability, location, and financial stability. Federal GSA Form SF330 may be used but not required. 2. Qualifications and positions within the firm(s) of all technical individuals who will be assigned to the project. Include resumes of these personnel. 3. List and discuss at least three similar projects by individuals assigned to the project and reference names and addresses for these projects. 4. All interested firms must submit a detailed statement including the organizational structure under which the firm proposes to conduct business. 5. The relationship to any parent firm or subsidiary firm, with any of the parties concerned, must be clearly defined. In case of multiple firms, the firm of record and the party responsible for the coordination shall be identified. 6. Proposed sub-consultants shall be clearly identified and the principal contact listed. 7. Concluding statement as to why your firm is the best qualified to meet the needs of the Town and why your firm should be selected. 8. A fee proposal which includes a unit price for each EAP and HAZWOPER proposal in a sealed envelope separate from the proposal to be opened after the proposal have been ranked. VIII. SELECTION PROCESS Proposals will be reviewed by a selection committee of three or more. Proposals will be evaluated based on the following criteria: Quality of the proposal Demonstrated experience of the firm and personnel on similar projects Understanding of the project scope Fee The committee will select a successful consultant based on the above criteria IX. LIVING WAGE ORDINANCE This RFP is subject to the provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Firms are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

8 X. GENERAL PROVISIONS A. The Town of Manchester is an equal opportunity employer, and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order By submitting a Proposal for this Request for Proposal, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. B. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. C. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished. D. The Town reserves the right to reject any and all proposals, to waive any informalities or technical defects in any proposal or discontinue this process at any time and to negotiate fees and final scope of service with selected firm. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Town of Manchester or that no proposal was accepted. E. The Town will not be liable for any costs incurred in the preparation of the response for this Request for Proposal. All proposal submissions and materials become property of the Town and will not be returned. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act after evaluation and award decisions have been made. F. These specifications in their entirety are the property of the Town of Manchester. The Proposer shall not copy or disseminate any portion of these specifications without express written authorization from the Town of Manchester, except as necessary in the preparation of a proposal. Any authorized copies of these specifications or portions thereof shall include a similar paragraph prohibiting further copying or dissemination. G. Assignment by the successful respondent to a third party of any contract based on the Request for Proposal or any monies due is prohibited and will not be recognized by the Town of Manchester unless approved by the Town in writing.

9 H. Selected consultants shall at its own expense and cost, obtain and keep in force, insurance per the attached limits during the duration of the project. Insurance coverage shall cover the consultant, all of its agents, employees, subcontractors and other providers of services. 1. Firms providing professional services must provide A., B., or C. below, along with the following: Errors and Omissions-aggregate limit of liability $1,000,000. A. General Liability and Property Damage - $2,000,000 aggregate $1,000,000 each occurrence B. Workers Compensation as required by Connecticut State Statute C. Auto Liability and Property Damage - $500,000 each occurrence $1,000,000 aggregate (necessary if automobiles/trucks are used by contractors) The contractor shall indemnify and hold harmless the Town of Manchester and their agents and employees from and against all claims, damages, losses, and expenses, including attorney s fee of counsel selected by the Town of Manchester, arising out of or resulting from the performance of the work, and/or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom and (b) is caused in whole or in part by any negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.

10 APPENDIX 1 ORGANIZATION CHART

11 Manchester Water & Sewer Organizational Chart September 22, 2016 Pat Kearney Administrator Linda Bouchard Sr Acct Associate Marilyn Smith Sr Adm Secretary Michael Emond WWTP Superintendent Scott Simard WTP Superintendent Kevin Tait Field Main Manager Mike Raymond Health and Safety Coordinator Fran Taylor Cust Serv Manager Mark Pantages Lab Director Bob Dusza Project & Tech Support Manager Ray Weaver Process Control Supervisor Doug St. Peter WWTP Operator Vacancy WTP Operator Peter Connorton Field Main Supervisor Joey Cyr Field Main Supervisor Katherine Barniak Acct Associate Michael Todd Chemist I Paul Locke WWTP Operator Dan Carrigan WWTP Operator Joe DeMeo WTP Operator Joel Karnolt SLM Oper II Vacancy SLM Oper I Paul Peck T&D Oper I Fred Lea T&D Oper I Sandy DeCampos Acct Associate Brenda Williams Chemist I David Geng WWTP Op/Mntnr Vacancy WWTP Operator Jim Olson WTP Operator Mel Inferrera SLM Oper I Jeff Romano SLM Oper I Tom French T&D Oper I Paul Martocci T&D Oper I Vacancy Environmental Technician Eric Hooper WWTP Op/Mntnr Ken Levesque WWTP Operator Dave Syme WTP Operator Craig Rothhammer SLM Oper I Michael Wilfore SLM Oper I Rich Charry T&D Oper I Paul Muszynski T&D Oper I Ken Deal Meter Technician Paul Nolan WWTP Operator Jim Raboin WWTP Operator Vacancy WTP Operator Jim Keily Watershed Oper Dave Constantino Watershed Oper Michael Janangelo T&D Oper I Vacancy T&D Oper II Rhonda Tremblay Secretary Joe Bedus WWTP Operator Vacancy PT Battery Tech Michael Garcia PT Battery Tech

12 APPENDIX 2 LIVING WAGE SUMMARY DESCRIPTION & LIVING WAGE CERTIFICATION FORM

13 Summary Description for Vendors Regarding Manchester s Living Wage Ordinance Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance. LIVING WAGE REQUIREMENT: The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year. The living wage is currently calculated to be $13.44/hour for employees that are provided comprehensive health care benefits, or $17.29/hour for employees that are not provided comprehensive health care benefits. The living wage and health benefit requirements are adjusted annually each July, effective July 1, Companies will be required to pay the applicable living wage rate in effect during the term of their contracts. COVERED EMPLOYERS AND EXEMPTIONS: The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows: - Non-profit organizations as defined by the ordinance, and - Entities that employ less than 25 eligible employees. ELIGIBLE EMPLOYEES: Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement: - Employees with a normal work week of less than 30 hours. - Seasonal or temporary employees. - Employees under the age of Employees hired as part of a school-to-work program. - Students who serves in a work-study program or as an intern.

14 - Trainees participating for not more than six months in a training program. - Employees enrolled in a governmentally funded vocational rehabilitation program. - Volunteers working without pay. - Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities. - Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate. EMPLOYER OBLIGATIONS: Covered Employers are required to do the following pursuant to the ordinance. - Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, - Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance. - This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year. - Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them. - Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance. PROHIBITED PRACTICES: - Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements. - Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

15 ENFORCEMENT: The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts. WAIVERS: The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded. Requests for waivers must be made by the Covered Employer, in writing, to the General Manager. The General Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted. The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire Living Wage Ordinance. It can be found online at on the left side of the page. Click on Document Center, scroll to General Services and click on Living Wage Ordinance.

16 TOWN OF MANCHESTER LIVING WAGE CERTIFICATION FORM The Town of Manchester has determined that this contract may be subject to the provisions of the Manchester Living Wage Ordinance, Chapter 212 of the Manchester Code of Ordinances, Sections through Bidders are required to indicate whether they are a Covered Employer as defined by the Manchester Living Wage Ordinance or are exempt from the requirements by marking the appropriate section below. FAILURE TO INDICATE MAY RESULT IN THE REJECTION OF YOUR BID. Or that: I/We are a covered employer and shall pay the required living wage to eligible employees and comply with the requirements of the ordinance during the term of the contract. I/We are not a Covered Employer and therefore not subject to Manchester s Living Wage Ordinance for the reason indicated below: Charitable foundations, charitable trusts or nonprofit agencies or nonprofit corporations, provided that the foundation, trust or nonprofit agency or corporation is exempt from federal income taxation and may accept charitable contributions under Section 501 of the Internal Revenue Code of 1986, or any subsequent corresponding internal revenue code of the United States, as from time to time amended. Bidder employs less than twenty five (25) eligible employees. Annual contract value is less than $25,000. I, of do hereby certify Officer, Owner, Authorized Rep. Company Name that the representations made above are accurate for : Bid Name or RFP Name Signed by: Dated: TO BE RETURNED WITH BID OR RFP SUBMISSION.