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Wastewater Treatment Plant Operations for NYSDOT – Region 8

Wastewater Treatment Plant Operations for NYSDOT – Region 8. Contract #C037710 Pre-Proposal Conference (Optional) NYS Department of Transportation June 29, 2018 @ 9:00 – 11:00AM(EST). Housekeeping/Agenda. In Attendance from NYSDOT:

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Wastewater Treatment Plant Operations for NYSDOT – Region 8

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  1. Wastewater Treatment Plant Operations for NYSDOT – Region 8 Contract #C037710 Pre-Proposal Conference (Optional) NYS Department of Transportation June 29, 2018 @ 9:00 – 11:00AM(EST)

  2. Housekeeping/Agenda • In Attendance from NYSDOT: • Micheleen Gregware, Contract Management Specialist, Contract Management Bureau, Main Office, Albany, NY • Bill Lane, Project Manager, Regional Facilities Engineer, R8, Poughkeepsie, NY • Webinar is being recorded: • Please mute phones • Agenda • RFP Overview • RFP Attachment Overview • RFP Questions Please send an e-mail with the names of the attendees from your firm to: Micheleen.Gregware@dot.ny.gov Thank you for your interest in this project and in the NYS Department of Transportation.

  3. Designated Contact Potential Proposers are advised that under New York State Finance Law Section 139-j and 139-k, any communications regarding this procurement must be made to the following designated contact person only: Micheleen Gregware, CMS2 New York State Department of Transportation Contract Management Bureau 50 Wolf Road, 6th Floor Albany, NY 12232, USA Ph. (518) 485-8620 E-mail: Micheleen.Gregware@dot.ny.gov ***Restricted Period is in Effect***

  4. RFP Response Form All potential proposers must submit the RFP Response Form (Page 2 of the RFP) and the required Procurement Lobbying Law forms (links to forms are located in Attachment 4 of this RFP) before any questions or other communications can be initiated. Please use the Rich Text document to access the links to the Procurement Lobbying Law Forms. Add a footer

  5. RFP/Contract Term Dates and Deadlines TENTATIVE DATES AND DEADLINES June 15, 2018: RFP Release June 25, 2018: Mandatory Facility Inspection (Site Visit) June 29, 2018: Pre-Proposal Conference (Optional) July 9, 2018: Deadline for submission of questions at 12:00 PM (Eastern Time) July 20, 2018: Release of Responses to RFP questions August 1, 2018: Deadline for submission of Proposals at 12:00 PM (Eastern Time) August/September 2018: Proposal Evaluations August/September 2018: Recommendation & Designation (tentative) September 2018: Contract Finalization (tentative) December 2018: Contract Award CONTRACT TERM The base term or duration of the resulting contract is three (3) years with two (2) optional one-year extensions upon written agreement of both parties and subject to final approval by the NYS Attorney General and the NYS Office of the State Comptroller. The resulting contract will begin on January 1, 2019 and expire on December 31, 2021. Add a footer

  6. Background New York State Department of Transportation (DOT) operates one Wastewater Treatment Plant (WWTP) and one Water Treatment System (WTS) at the I-684 Brewster Rest Area (northbound) in the Town of Southeast, Putnam County, New York; one WWTP and one WTS at the I-84 Stormville Rest Area (westbound) in the Town of East Fishkill, Dutchess County, New York (which also services the State Police building on the property and wastewater from the East Fishkill Rest Area); one WTS at the I-84 East Fishkill Rest Area (eastbound) in the Town of East Fishkill, Dutchess County, New York and one WTS at the Bedford Rest Area in the Town of Bedford Hills, Westchester County, New York. The Brewster WWTP discharges to a tributary within the New York City (NYC) watershed, therefore, must comply with all applicable NYC Department of Environmental Protection (NYC DEP) requirements. The Brewster WWTP is rated for 12,000 gallons per day and has the following treatment components: • Septic tanks for primary treatment • Flow equalization • Rotating Biological Contactor and clarifier for secondary treatment • Sand filtration and micro-filtration for tertiary treatment • Liquid chlorine and de-chlorination for disinfection The Stormville WWTP discharges to a tributary of the Fishkill Creek and is not within the NYC watershed. The Stormville WWTP is rated for 24,000 gallons per day and has the following treatment components: • Septic tanks for primary treatment • Rotating Biological Contactor and clarifier for secondary treatment • Liquid chlorine for disinfection The Stormville Rest Area, East Fishkill Rest Area, Brewster Rest Area and Bedford Rest Area WTS has the following system components:  • Wells and hydro pneumatic tanks • Liquid chlorine feed system Add a footer

  7. Project/Contract Objectives Project Objective The New York State Department of Transportation (“NYSDOT” or the “Department”) seeks to retain the services of one (1) qualified, responsive, responsible and experienced Operations Management Consultant for the provision of operating and maintaining the Department’s two (2) Wastewater Treatment Plants (WWTP) and four (4) Water Treatment Systems (WTS) located in various locations in NYSDOT’s Region 8 (Hudson Valley area) in a manner that is compliant with all applicable permits and regulations. Contract Objectives The contract objective is to obtain the services of a qualified, responsive, responsible and experienced Operations Management Consultant via a fair and equitable Best Value RFP. A single contract award will be made with only one (1) Prime Consultant for Contract #C037710 and to get the resulting contract underway on or before January 1, 2019.  Add a footer

  8. Scope of Services/Tasks RFP Section 4

  9. Scope of Services Categorization of Work Project work is generally divided into the following Sections: • Plant Operations which includes: • Plant Maintenance Routine Maintenance Preventative Maintenance Emergency Maintenance/Coverage • Sample Collection, Analysis & Reporting of Results Laboratory Requirements • Reports/Record Keeping Monthly Quarterly Annual Add a footer

  10. WWTS & WTS Locations Brewster Rest Area WWTS & WTS I-684 NB between Exits 8 & 9 Stormville Rest Area WWTS & WTS I-84 WB between Exits 17 & 16 East Fishkill Rest Area WTS I-84 EB between Exits 17 & 16 Bedford Rest Area WTS I-684 SB between Exits 5 & 4 Add a footer

  11. PROPOSAL SUBMISSION Proposers shall submit one (1) originally signed copy and six (6) printed and bound hard copies of Part I and one (1) originally signed copy and two (2) printed and bound hard copies of Part II. Proposers shall also submit one (1) complete copy of both Parts I & II on CD/Thumb drive in Adobe PDF compatible format. Your Proposal must be received by NYSDOT by August 1, 2018 at 12:00 PM (EST).The proposal must be addressed to: Micheleen Gregware NYS Department of Transportation 50 Wolf Road, 6th Floor Albany, NY 12232 Attention: #C037710 “Rest Area Wastewater Treatment Plant Operations and Maintenance Services for NYSDOT (Region 8)” Add a footer

  12. Proposal Submission Cont’d… Minimum Proposal Requirements Per Section 6.2 of the RFP, any proposal which does not include all of the following by the RFP deadline, may be determined to be non-responsive. Any proposals deemed non-responsive shall be removed from further consideration (prior to the technical evaluation of proposals): • Part 1 of the Proposal - Complete Technical and Management proposal submission. 2. Part 2 of the Proposal - Complete Cost and Administrative proposal submission, which includes Attachment 11 - Cost Proposal. 3. Attachment 2 – Consultant Information and Certification Forms for both the Prime Consultant and each subconsultant, if any. 5. Attachment 3 – Procurement Lobbying Law Compliance Forms. • Attachment 6 – New York Business Reporting. • Attachment 7 – Form AOR (Acknowledged receipt of any and all RFP Modifications). • Attachment 8 – Non-Collusive Bidding Certification. • Attachment 9 – Key Personnel Resumes and References. • Attachment 10 – Vendor Assurance of No Conflict of Interest or Detrimental Effect. Hard copies of the following certificates included in a separate, labeled and tabbed section of Part I of the Technical Proposal: • The Chief Operator of Brewster WWTP/WTS: minimum NYSDEC Grade 3 Certification. • The Chief Operator(s) of Stormville WWTP/WTS, East Fishkill WTS, and Bedford WTS: minimum NYSDEC Grade 2 and NYSDOH Class C Certifications. Add a footer

  13. CONTRACT REQUIREMENTS • Accept Terms & Conditions of draft contract (Attachment #1) • Insurance: • Workers’ Comp – C105.2 • Disability – DB-120 • RFP Modifications & Acknowledgement • Form A (Attachment 19 of RFP) • Vendor Responsibility • PLL Forms • ACORD 25 – Certificate of Liability Insurance • ST-220-CA & ST-220-TD Add a footer

  14. CONTRACT APPROVAL PROCESS  Award shall be made to the offeror whose proposal receives the highest total score after considering all technical and cost/price evaluation factors. • Contract Negotiations/Finalization • Consultant Review & Signature • Contract Management Signature • Funding • Procurement package to Attorney General for approval • Procurement package to Office of State Comptroller for final approval Add a footer

  15. QUESTIONS RECEIVED (during Mandatory Facilities Inspection) AND THE DEPARTMENT’S RESPONSES Question #1 – Is this contract subject to prevailing wage rates? Response – Public Works type work may be required under this contract and prevailing wages would apply. Question #2 – Is the alarm set up for SCADA system? Does it go to a remote location? Response – Brewster (only) SCADA, dials out to designated number chosen by Contractor. Stormville – Alarm only, no dial out. Question #3 – Is there a replacement hydromate (?) tank? Response – If this question is referencing the below grade Hydro-Pneumatic water storage tank, NYSDOT would be responsible for the replacement of the tank if the tank itself fails. Question #4 – Does NYSDOT replace tank if broken? Response – Yes. Question #5 – Are all of the doors keyed alike? Response – “BEST” Lock System Sub-Masters, two keys are necessary. One for the RA buildings and one for the wastewater plant buildings. Question #6 – Are sample reports going to be provided for the past year? Response – No. Proposers should not be guided by the current Contractor’s performance or usage of chemicals; they should use their knowledge and expertise to develop their own work plan. Add a footer

  16. Prevailing Wage Rate – PRC #2018007418 Add a footer

  17. Questions??? Email all questions to: Micheleen.Gregware@dot.ny.gov REMEMBER Deadline for submission of proposals is Wednesday, August 1, 2018 at 12pm (EST) Add a footer

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