REQUEST FOR PROPOSAL. Development and Implementation of the City s Industrial Pretreatment Program

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1 2012 REQUEST FOR PROPOSAL Development and Implementation of the City s Industrial Pretreatment Program Terry Hagen, Director of Public Works City of El Centro 307 West Brighton Avenue El Centro, CA (760)

2 Request for Proposals Development and Implementation of the City s Industrial Pretreatment Program The City of El Centro is requesting proposals from qualified firms to develop and implement the City s Industrial Pretreatment Program (IPP) and prepare the submission package for the Regional Water Quality Control Board-Colorado River Basin (RWQCB-CRB). MINIMUM PROPOSAL REQUIREMENTS The minimum information required in the Proposal includes: General statement of the understanding of the scope. An approach to the work. The firm s experience in providing requested services for projects of similar size and scope. The experience of the proposed project manager and key individuals who will be involved in the construction management and inspection. A proposed task list and level of effort for each task. Statement of current time commitment. Approach to managing and completing the project. Approach to communicating with the client, design consultant and contractor. Submittals shall be 10 pages or less of 12 point font. Three (3) copies and one (1) CD of the submittal shall be delivered to the City of El Centro, 307 W. Brighton, El Centro, CA 92243, Attn: Terry Hagen. Questions concerning this solicitation should be directed electronically to Randy Hines, Wastewater Treatment Plant Supervisor, at rhines@ecpw.org PROPOSALS DUE: Wednesday, January 11, 2012 by 4:00 PM BACKGROUND: During the last ten years, the nature and volume of industrial discharges to the City s 8.0 MGD capacity (4.0 MGD current flow) wastewater treatment plant has substantially increased. In response, the City began taking steps to implement the IPP in 2008 and now has a 2 P age

3 Pretreatment Coordinator overseeing the beginning of the Program. A Pretreatment Compliance Inspection conducted in early 2011 identified some deficiencies and the Regional Board has indicated that they would like the City to implement a complete IPP by no later than September 30, ANTICIPATED SCOPE OF SERVICES INCLUDES, BUT IS NOT LIMITED TO: There are nine Chapters that comprise the IPP Submission Package; the work required to accomplish the tasks identified are each discussed in the following paragraphs. Chapter 1 Introduction This chapter describes the overall IPP structure as well as background information regarding the City. The chapter will also include: A brief description and organizational chart of the City as a whole and the Wastewater Treatment Plant specifically. A brief description of the treatment plant, collection system, reclamation systems and the service areas including political boundaries. A brief description of activities to meet and comply with the compliance order for copper, nickel and selenium. Chapter 2 Legal Authority (Ordinance) The City currently has an IPP ordinance chaptered as part of the City Code; however it does not meet the General Pretreatment Regulations requirements. Several Changes to the National Pretreatment Regulations made as a result of the 2007 Streamlining Rule are more stringent than the previous Federal requirements and therefore are considered required modifications for the City. The current ordinance, however, won t require a significant amount of modification, but we do expect that there will be at least two meetings with the City s upper management/attorney and the City Council to explain the changes and necessity for them. The sewer use ordinance would necessarily be submitted as a final draft ready for adoption and implementation pending approval of the Local Limits by either EPA or the Regional Board. PCI Issue: The Submission Package will include the following items from the PCI: 1) Statement from the city solicitor or a city official (40 CFR 403.9(b)(1)) attesting to the City s legal authority to apply and enforce section 307(b) and (c) and section 402(b)(8) of the Clean Water Act. 3 P age

4 2) Copy of statutes, regulations, agreements, or other authorities (40 CFR 403.9(b)(2)) 3) Incorporate the use of NonSignificant Industrial User (NSCIU) and/or middle-tier CIU classifications into the Ordinance Chapter 3 Local Limits This chapter would contain the technical basis for the local limits which can be numerical concentrations, loading limits prohibitions or control strategies. The technical basis includes the analysis necessary to determine the Maximum Available Headworks Loadings (MAHLs) for both the wastewater treatment plant as well as the maximum pollutant levels protective of the collection system, NPDES, WDR and by-products permits and air quality requirements, as well as a safety factor for future. Consultant will oversee the design of the sampling program, assist with the bidding of the sample collection and analyses, provide a schedule of public hearings and outreach as well as overall coordination of the chapter. The design of the sampling program will be critical in the ultimate defensibility of the Local Limits. The design must not only identify all pollutants of concern via a survey of permit requirements and other factors affecting the treatment plant; but special emphasis must be accorded to copper, nickel and selenium for which the City is currently under a compliance order. PCI Issue: 1) Slug discharge control plan evaluation (40 CFR 403.8(f)(2)(vi)) Chapter 4 Identification of Non-Domestic Users This chapter will contain the procedures used to develop the initial industrial user survey (IU survey) as well as the procedures to be used for on-going updates. The Pretreatment Coordinator has been active in accessing the City s Business License files and reviewing these for Categorical, Significant and potentially Significant Dischargers. If possible, this list will be imported into an Excel spreadsheet (or dedicated pretreatment software program) and used as the baseline for the IU survey. Furth identification efforts will include inspection of storage units, on-line searches as well as searching the Yellow Pages. This chapter would also include the current inventory of industrial users, by non-domestic sewer connection, and of the zero-discharging categorical industrial users who comply with their Federal standards by not discharging process wastewaters. The inventory will also indicate the following for each industrial user and zero-discharging categorical industrial user: 1. Whether it qualifies as a significant industrial user; 2. The average and peak flow rates; 4 P age

5 3. The SIC code; 4. The pretreatment-in-place, and; 5. The local permit status. PCI Issues: 1) Procedures for identifying nondomestic users (40 CFR 403.8(f)(2)(i)(ii) and (40 CFR.8(f)(6)) 2) Industrial user notification procedures (40 CFR 403.8(f)(2)(iii)) Chapter 5 Permits and Fact Sheets This chapter will describe the permitting procedures, including a fact sheet and final draft permit for each significant industrial user that will be issued upon approval of the Local Limits and revised ordinance by either EPA or the Regional Board. The fact sheets will indicate the following for each significant industrial user and zero-discharging categorical industrial user: 1. The industry name, address, owner or plant manager; 2. The permit expiration date (not to exceed five years in duration); 3. A description of the facility including the products made or services provided, building names, the process in each building, and when current operations began; 4. The identification of each sewer connection; 5. A description of the contributing waste streams that comprise each identified nondomestic discharge into the sewers; 6. The pretreatment-in-place for each identified non-domestic discharge to the sewers; 7. The classification by Federal point source category and the reasons justifying this classification, if applicable; 8. The applicable Federal categorical pretreatment standards (adjusted if necessary to account for dilution), supporting production data (if necessary), and the compliance sampling point(s) where the standards apply; 9. The pollutants of concern and the compliance sampling point(s) where the local limits apply; 5 P age

6 10. A site map indicating the locations of all compliance sampling point(s), sewer connections, and sewer laterals; 11. The sampling frequency by regulated pollutant for by regulated pollutant for each compliance sampling point, and the supporting statistical rationale, to ensure that the sampling is representative of the wastewater discharge variability over the reporting period; 12. The sampling protocol by regulated pollutant for each compliance sampling point to ensure that the samples collected to determine compliance with Federal standards are representative of the sampling day s discharge. PCI Issues: 1) Procedures for receipt and analysis of reports (40 CFR 403.8(f)(2)(iv)) 2) Permitting procedures (40 CFR 403.8(f)(1)(iii)) 3) Compliance monitoring procedures (40 CFR 403.8(f)(2)(v) and (40 CFR 403.8(f)(2)(vi)) 4) Pharmaceutical Take-Back Program 5) Dental Mercury Reduction 6) Develop SIU for Taylor Farms 7) Permit: Temple-Inland as a Zero Discharge Chapter 6 Compliance Monitoring This chapter will describe the industrial user self-monitoring program and the City s oversight monitoring program, and any training that may be required to enhance the existing program. The compliance monitoring program will ensure that all sampling is representative over the reporting period and that each sample collected to determine compliance with Federal standards is representative of the sampling day s discharge. The compliance monitoring program will also set analytical detection limits that are sufficiently below Federal standards and local limits to allow the determination of non-compliance. Chapter 7 Enforcement The Enforcement Response Plan will be provided in this Chapter and will be used address, at a minimum, each of the following types of violations: 1. Isolated and chronic violations of permit effluent limits; 2. Violations of permit effluent limits that result in any adverse impacts upon the treatment works such as pass-through, interference, sludge contamination, sewer line degradation, explosive or inflammability risks, or worker health and safety risks; 6 P age

7 3. Failure to self-monitor or report; 4. The bypassing of pretreatment necessary to comply with permit effluent limits; 5. Dilution as a substitute for treatment necessary to comply with Federal categorical pretreatment standards; 6. The bypassing of compliance sampling or the tampering with sampling equipment; 7. Willful or negligent violations. PCI Issue: 1) Enforcement procedures (40 CFR 403.8(f)(2)(vii) and (40 CFR 403.8(f)(5)) Chapter 8 Resources This chapter would identify the budget, revenue sources, staffing and equipment needs of the pretreatment program. Adequate funding and resources are essential for carrying out the authorities and procedures identified in the IPP. Pretreatment needs typically include such things as personnel, vehicles, sampling equipment, training, etc. Also included in this chapter is the development of the administrative procedures handbook that would detail all of the administrative tasks and requirements for conducting the IPP, as well as documenting its implementation. The identification and procurement of the IPP software would also be included as well as the initial setup and input of program data. The IPP software procured would be incorporated into this element, as well as the development of an IPP Handbook, which would detail all of the administrative tasks and requirements for conducting the IPP. The objective of this Handbook would be a plain language document that would provide clarity and continuity to those persons charged with administering the Program 30 hours FOG Program The Fats, Oils and Grease Program will also be included in this chapter. The FOG Program must 1) reduce FOG related sewer overflows, 2) reduce blockages, 3) be efficient and cost- effective program. This task involves reviewing the City s Sewage System Management Program (SSMP) and the FOG control program contained therein, your current Sewer Use Ordinance and then adapting the IPP program to complement the SSMP. Chapter 9 Public Participation and Confidentiality The General Pretreatment Regulations encourage public participation by requiring public notices and/or hearings for program approval, removal credits, program modifications, local 7 P age

8 limits development modifications, and IUs in SNC. Additionally, this chapter will describe the administrative procedures required under 40 CFR 403.8(f)(1)(vii) and 403.8(f)(2)(vii) including: 1. Annual and Semi-Annual Report templates listing all IUs including names, addresses, pretreatment standards applicable to each user; IUs subject to categorical pretreatment standards or a brief explanation of deletions and a list of additions (with the aforementioned information) keyed to a previously submitted list; 2. A summary of the status of the IU compliance during the reporting period, including the names and addresses of all SIUs which violated any discharge or reporting requirements during the semi-annual reporting period; a description of the violations and whether they were for categorical or Local Limits; 3. A summary of compliance and enforcement activities (including inspections) conducted by the City during the reporting period and the status of prior enforcement activities; 4. A summary of changes to the IPP that had not been reported the Regional Board; 5. A copy of the publication of any IU in non-compliance in a newspaper of general circulation in the City; 6. The status of any IUs required to prepare and/or implement a Pollution Prevention Plan pursuant to CA SB 709 and SB 2165; 7. Written procedures outlining the provisions of 40 CFR , Confidentiality, providing that any information submitted to the City in compliance with the IPP, may be claimed as confidential by the submitter. 8. Written procedures outlining the public noticing requirements for a substantial IPP modification. This chapter will also include procedures for the submission of reports, including the requirement that all reports must be signed by a principal executive officer of the City and include the self-certifying statement pursuant to 40 CFR 403.6(a)(2)(ii). PCI Issue: 1) Public participation and confidentiality procedures (40 CFR 403.8(f)(2)(vii) and ) 8 P age

9 Meetings At a minimum, the Consultant should plan for one monthly meeting and associated workday in El Centro to review the status of the implementation of the program and to perform such other work as may be necessary to attend to in person. DELIVERABLES The Consultant will be required to verify and defend that all information submitted as services rendered is accurate and current. Furthermore, the Consultant will be required to document the source(s) of all compiled information. All information generated as part of the Consultant's or sub-consultant's work shall become part of City of El Centro record on the project. The Consultant shall submit the following items to the City for review in three stages of the design % Complete submittal 2. 99% Complete submittal % Complete submittal Upon review of the 100% submittal and incorporating all of City's review comments, the Consultant will submit three (3) complete sets of the IPP and submission package for the Regional Water Quality Control Board-Colorado River Basin (RWQCB-CRB). Note: All products will be submitted through the period of performance according to the agreed schedule. City of El Centro will review the products to ensure that it meets the terms of contract and scope of work. If the product is not acceptable, the Consultant will be advised not to proceed with the next phase of the contract until the product is determined "acceptable", by the City and any required revisions have been performed at no additional cost to the City of El Centro. It is the Consultant s responsibility to research all information such as existing records and documents in order to complete this project. CORRECTIONS Corrections or revisions to the Design of the IPP and Submission Package and other documents prepared by the Consultant are anticipated and shall be considered as part of the normal design 9 P age

10 process. No extension of time or fees shall be allowed for corrections as described herein above. Proposing Consultants are encouraged to amplify the scope of services, to identify any supplemental tasks necessary, and to recommend any alternatives that may enhance the project or reduce costs. Where applicable, consultant is encouraged to describe the anticipated level of effort for each task. SCHEDULE Proposal Due Date January 11, 2012 Selection Date * January 13, 2012 Award Date * January 17, 2012 Notice to Proceed January 18, 2012 Final Submittal of Design Package* August 31, 2012 Completion of Construction * To Be Determined *Anticipated Dates PROPOSAL REQUIREMENTS Proposal Format: Letter Proposal, limited to 10 pages. Proposal sections to include 1. Cover Letter (single page) 2. Introduction and Project Understanding (2-pages) 3. Scope of Work 4. Project Personnel Organizational Chart and Team Qualifications (3 page and 3 project limit) 5. Schedule 6. Estimated Level of Effort per Scope Task, itemized by labor classification. 7. Company standard schedule of charges. 8. Fee estimate, including labor, subconsultants and projected reimbursable costs to be included within the proposal inside a separate sealed envelope. 10 P age

11 9. Include resumes of any proposed team members not already part of the as-needed consultant contract. SELECTION CRITERIA Proposals will be evaluated according to the following criteria: Responsiveness to RFP. Does the proposal meet all the requirement in this RFP?; Competency and experience of consultant staff assigned to manage and to develop and implement the City s Industrial Pretreatment Program indentified herein; Completeness of the proposal; Demonstrated recent experience with similar cities; Litigation History Errors and Omissions; Willingness to accept the terms and conditions of the City of El Centro Agreement for Professional Services (minor modification may be permitted) attached as Appendix A. SELECTION PROCESS Proposals will be reviewed by a selection committee; The selection committee will rank the consultants based on the materials submitted. Top ranked firms MAY BE chosen to interview. The recommendation of the selection committee will then be taken to City Council for approval. The City of El Centro reserves the right to reject any and all proposals submitted and/or request additional information for clarification. Clarification desired by a respondent relating to definition or interpretation shall be requested in writing with sufficient time to allow for a response and prior to the date RFP s are due. Oral explanation or instructions shall not be considered binding on behalf of the City. Any modifications to this solicitation will be issued by the City as a written addendum. The City will not consider proposals received after the specified time and date. An amendment is considered a new proposal and will not be accepted after the specified time and date. Any contract resulting from this RFP will be financed with funds available to the City from private development projects and/or local funds. This RFP does not commit the City to award a contract or pay any costs associated with the preparation of a proposal. The City reserves the right to cancel, in part or in its entirety, this solicitation should this be in the best interest of the City. 11 P age

12 Questions concerning this proposal should be directed to Randy Hines, Supervisor, City of El Centro Department of Public Works at (760) , Fax (760) or via electronic mail to RESPONSIBILITIES OF THE CITY OF EL CENTRO The City will direct the development of individual project plan checks and engineering services in writing, provide management oversight, coordinate with clients as needed and conduct administrative arrangements. The City will pay an agreed upon amount normally within thirty (30) days after receipt of an invoice(s). The City will not be able to provide dedicated workspace facilities, i.e. office space. The City reserves the right to perform any portion of the scope of work with City personnel and/or by other Consultants. The City shall furnish all applicable policies, procedures, and reference materials that represent the City minimum requirements for plan checking and engineering services. The City shall furnish the Consultant all necessary submittal items for plan check and engineering services by consultant with special instructions. REQUESTED SUBMITTAL An original and three (3) copies along with one (1) electronic copy (CD) of the proposal must be received prior to 4:00 p.m. on Wednesday, January 11, 2012 at: City of El Centro Public Works Department 307 West Brighton Avenue El Centro, Ca The proposals shall be enclosed in a sealed envelope and be plainly marked in the upper left hand corner with the name and address of the bidder and bear the following: City Engineer Development and Implementation of the City s Industrial Pretreatment Program January 11, :00 PM 12 P age

13 SEALED FEE SCHEDULE Develop costs and fees for the services based on hourly rates of staff equivalent to the City of El Centro Plan Checking staff positions. Provide a clear breakdown of these costs by phase including staff or by item, by hour. List all professional services expenses anticipated including insurance, printing, communications and travel. Costs and fees are to be submitted in a separate sealed envelope. Cost should be based hourly rates of plan checking staff, including clerical positions. Such hourly rates should be fully burdened or loaded, including full compensation for all overhead and profit. Billing rates shall include provision for normal supplies and materials, in-house reproduction services and local travel costs. Submit itemized hourly fee schedule for additional services beyond the scope of work. Costs and fees must be provided within a separate sealed envelope within the submittal of the proposal and marked as follows: City Engineer Development and Implementation of the City s Industrial Pretreatment Program January 11, :00 PM 13 P age