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HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9130265City of Fort Collins Water Treatment Facility Fort Collins Standard Operating Procedure SBMCES Purchasing Polymers Author: Kevin Gertig Section: Administration Subject: FCWTF SOP for Polymer Purchases Revision: Michele Hays -Johnson Revision Date: December 17, 2012 Approvals Sign tures and Dates): a Voytko, P.E., V6ter Production Manager Chuck Gross, Plant Superintendent PURPOSE Establish guidelines for purchasing/delivering Polymers for the Fort Collins Water Treatment Facility (FCWTF). The mission of the Fort Collins Water Treatment Facility (FCWTF) is to "provide the community with a continuous ample supply of treated water that is pleasing, wholesome, free from known health risks, and affordable." Not only does the FCWTF take its role very seriously in providing water of quality and quantity, it takes its fiduciary responsibility very serious. Consequently, the FCWTF purchases products by determining the best value for the City. Best value is calculated by combining the following four components: (1) the chemical has been tested in the Pilot Plant and/or approved by the Sr. Process Engineer and or the Water Treatment Quality Coordinator; (2) the chemical can meet or exceed all FCWTF standards, the AWWA standards, the NSF standards, and any other regulatory agency standards; (3) the supplier can meet all the FCWTF requirements; and (4) the cost is factored in once it has been determined that a supplier can meet items (1), (2), and (3) above. HEALTH AND SAFETY ISSUES For, detailed information, please refer to the MSDS. Polymers, both wet and dry create slip/fall hazard. Polymer dust in an irritant to eyes and skin. Wear an approved full -face respirator. Use caution in ALL areas where polymers are present. Polymers are used to enhance the formation and settling characteristics of the floc formed in coagulation. 1. NFPA Hazard Rating includes: • Health 0 • Flammability 1 • Reactivity 0 • Other 2. Personal Protective Equipment: Rubber gloves for hand protection. Use a full -face shield with dust cartridges. Vacuum all spilled dry material. Clean liquid spill with "Polybreak" and cotton cloths. -Dispose of the cloths in the trash dumpster. 3. Delivery vehicles: Trucks leaking any liquids, powder substances, etc.; will not be allowed on FCWTF property. All trucks must use chock blocks on tires; these blocks will be supplied by FCWTF. Page K:\oti ice\Chemicals\SOP\Po IymerPurchases.doc Environmental Management Procedures The following information is supplied to contractors and vendors who perform work on site for the Water Treatment Facility (WTF). The information presented below has been developed as part of the facility's Environmental Management System (EMS). The intent of this information is to make contractors and vendors aware of the EMS and to ensure conformance to applicable EMS procedures and work instructions. This facility provides drinking water to the public and all contractor and vendor activities can impact drinking water quality. It is imperative that the following guidelines are followed without exception. ene l n�ir ental anag en ■ Minimize idling of vehicles during any work operations. ■ Control fugitive dust emissions during any work operations and activities. ■ Do not excavate without the prior approval of appropriate WTF staff. • Follow all applicable Water Treatment Facility safety procedures. • Label, store, and dispose of any waste materials according to local, state, and federal regulations. NO UNLABELED CONTAINERS ARE PERMITTED ON SITE. ■ Notify appropriate WTF staff if there are any hazardous wastes on site. Recycle or dispose of all wastes in an appropriate manner according to all local, state, and federal regulations. ■ Notify appropriate WTF staff when a regulated material is being used on site (asbestos, PCBs, oil, etc.). ■ Provide Material Safety Data Sheets (MSDS) for all materials upon request. OW-7700-MbIMNes ■ Do not discharge ANY material to storm water drains, sanitary sewer, or onsite holding ponds without approval of appropriate WTF staff. Notify appropriate WTF staff if a state -permitted discharge will occur. ■ Keep roadways and outside areas clean and free of debris. a o tll ■ Obtain approval for outside storage of materials from appropriate WTF staff. Equip storage areas with adequate secondary containment of all regulated materials. • Label and store all materials according to Hazard Communication standard [29CFR1910.1200). • Close all chemical containers except when in use. ■ Have appropriate spill kits available. • REPORT ALL SPILLS OR RELEASES OF MATERIALS IMMEDIATELY to WTF staff (970) 221-6690 and the Special Projects Manager. Contractors will follow up by submitting a completed Spill Reporting Form. O General Contact Number: (970) 221-6690 Water Production Manager: (970) 221-6692 Water Production Division 4316 W.Laporte Ave. Fort Collins, CO 80521 970.221.6690 970.221.6736 - fax lcgov.com Water Treatment Facility EMS Guide for Contractors and Vendors Checklist This form must be completed, signed, and returned to the City of Fort Collins Water Treatment Facility (WTF). NOTE: Please review the enclosed materials prior to completing this form. Contractor/Company N Contact Phone Number: E-mail Date: ✓ Read and understand the signed Environmental Policy for the City of Fort Collins ✓ Read and understand the Significant Aspects for WTF ✓ Read and understand the Emergency Response Policy for Visitors ✓ Read and understand the Environmental Management Procedures Environmental Agreement My company will abide by all environmental regulations and policies when performing work at the WTF. My company will ensure that the requirements of the EMS are adequately communicated to all personnel that may visit WTF. For questions or additional information contact the City of Fort Collins Water Treatment Facility at (970) 22I-6690. Signature: Date: City of Fort Collins Water Treatment Facility Fort Collins Standard Operating Procedure P g Services Purchasing Polymers Delivery Containers: • In accordance with AWWA B-600-96, the shipment method will be in covered trailers and comply with the U.S. DOT regulations for hazardous materials. INFORMATION FOR THE FORT COLLINS WATER TREATMENT FACILITY (FCWTF) 1. Polymers used as flocculent are budgeted in account 032201.534160. 2. Polymers used as filter aid are budgeted in account 032201.534170. 3. Polymers are used in the FCWTF to enhance coagulation, settling and filtration. 4. FCWTF requires that Polymers be delivered within 10 days of an order. 5. FCWTF will reject delivery of any bulk shipments, which appear to be contaminated or breached via the shrink-wrapping. The Supplier will pay the freight charges for any rejected shipments. POLYMERS 1. Polymers must meet the Standard for Acrylamide and Epichlorohydrin level -Colorado Primary Dinking Water Regulation Article 5.2.5 A. Acrylamide = 0.05% dosed at one ppm (or equivalent) B. Epichlorohydrin = 0.015 dosed at 20 ppm (or equivalent) C. Polymers must meet NSF Drinking Water Treatment Chemicals- Health Effects Certification NSF/ANSI 60-2002 and NSF/ANSI Standard 61-Drinking Water System Components — Health Effects. Federal Register (53FR25586). D. Polymers must be pilot tested and approved prior to use to assure that the material meets the criteria for coagulation enhancement for FCWTF. At this time (2004), only NALCO 8170 and NALCO 8110 are accepted based on performance testing. SUPPLIER 1. Supplier must be able to supply Polymers in fifty -pound bags, shrink wrapped on pallets. 2. Supplier must be able to supply product within 10 days of the telephone order. 3. Supplier must provide a letter verifying that the product meets the mandated acrylamide monomer levels. The analysis shall be submitted prior to delivery. The supplier must ensure that the shipment is delivered in trucks that comply with the US DOT regulations. 4. FCWTF requires delivery in covered trailers. 5. The supplier must ensure that each shipment is accompanied with a certified weight ticket. 6. Each year in January, the supplier will mail to FCWTF a new copy of the MSDS sheet and/or the web site location of the most current version. 7. Each year in January, the supplier will mail to FCWTF a copy of the NSF Certification and AWWA conformance letter. 8. Each year in January, the supplier will mail to FCWTF a signed FCWTF EMS Guide for Contractors and Vendors Packet. Page 1 K Ao ffice\ChemicalsS OP\Polym erPurchases.doc City of Fort Collins Water Treatment Facility �F\ort Collins Standard Operating Procedure seM�� Purchasing Polymers 9. Each year in January, the supplier will mail to FCWTF a letter of assurance that the product meets the mandated acrylamide monomer level. 10. Supplier will be responsible for the shipping costs of the shipment if the delivery is rejected and returned because it does not meet the standards expressed in this SOP. DELIVERY 1. All chemical suppliers must fax to the FCWTF (970-221-6736) the following information prior to delivery: a) the name of the driver making the delivery b) the numbers of the tractor and trailer transporting the chemical 2. Delivery trucks must park in the designated area on the north side of LaPorte Avenue outside of the entrance gate. Use a cellular phone to call the facility at (970)221-6690 or walk to the entrance kiosk and press the red call button. Please do not block the facility entrance on LaPorte Avenue. All deliveries are checked by FCWTF personnel prior to entry. 3. The receptionist or person answering the telephone must contact the Duty operator. The Duty operator will verify the delivery from the schedule board. The operator or designee will meet the truck outside the gate. 4. FCWTF personnel will verify that the faxed information matches the driver and the delivery vehicle arriving at the FCWTF. If the driver's ID or the tractor and trailer numbers do not match, the truck will not be allowed to enter the facility. The Plant Superintendent will be contacted and the delivery may be rejected. 5. Delivery must be made within 10 days of the order being placed. 6. Delivery drivers are responsible to assist the off-loading the polymer. FCWTF staff unloads and stores the pallets using a forklift. 7. Delivery drivers are required to chock and un-chock their trucks. 8. Delivery drivers should meet with the operator to become familiar with the location of phones, alarms, and emergency showers that are nearest to the off-load location. 9. FCWTF will reject delivery of any bulk shipments that are leaking, forming ice on the outside of valves or have damaged piping, tubing, hoses, or fittings. PURCHASING 1. All contracts and purchases will be made in accordance with the City of Fort Collins Purchasing Department (FCPD) Purchasing Procedures. A copy can be obtained through the Purchasing Department. The Purchasing Department will ensure adherence to the FCPD Purchasing Procedures. 2. FCWTF requires that all suppliers submit the names, locations, and phone numbers of three current clients as part of any bidding process. 3. FCWTF requires that all suppliers submit a list of intended delivery agents (motor carrier) and a letter from the U.S. Department of Transportation, Federal Highway Administration, stating the Motor Carrier Safety Rating for the company as part of any bidding process. Each listed motor carrier's rating must be Satisfactory or above to be considered in the bidding process. Page 3 K:\o ffice\Ch emicals\S OP\PolymerPurchases.doc City of Fort Collins Water Treatment Facility Fort Collins Standard Operating eratin Procedure serves Purchasing Polymers 4. FCPD representatives are responsible for ensuring that the items noted in this SOP could be met by the supplier before any contract is awarded. 5. The FCWTF and FCPD will establish, at the beginning of each New Year, a Blanket Purchase Order. 6. FCWTF Superintendent or his designee will place delivery orders on that Purchase Order throughout the year. FCWTF must be able to place orders using telephone, fax, or electronic mail. 7. When placing an order, a delivery date will be specified. 8. This SOP can act as the sole -source justification if only one supplier can meet the criteria specified above. Page 4 K:\office\Chemicals\SOP\PolymerPurchms .doc January 7, 2013 Dear City of Fort Collins Water Treatment Chemical Vendor, Congratulations on being awarded City of Fort Collins chemical business for the coming year. As part of the requirement for being a selected vendor, the City requests that you forward the following information as soon as possible: MATERIAL SAFETY DATA SHEET (MSDS), and NSF CERTIFICATION Please forward your information via mail to: City of Fort Collins Water Treatment Facility 4316 W LaPorte Avenue Fort Collins, CO 80521 Attn: Rita DeCourcey Or preferably, e-mail your information in pdf (Adobe) format to rdecourcey@fcgov.com. Thank you for supporting the mission of the City of Fort Collins Water Treatment Facility. Sincerely, Ed Bonnette, C.P.M., CPPB Buyer City of F6rt Collins Dear Contractor or Vendor, Water Production Division 4316 W.Laporte Ave. Fort Collins, CO 80521 970.221.6690 970.221.6736 - fax Icgov.com The City of Fort Collins has adopted an environmental policy that focuses on its environmental responsibility and reflects the community's strong desire to protect the environment. This policy specifies the need to comply with legal requirements and includes a commitment to continually improve environmental performance. With the implementation of this policy, a number of policies and procedures have been adopted at the Water Treatment Facility (WTF). The purpose of this EMS Guide for Contractors and Vendors is to familiarize you with these policies and procedures and to address how you will be affected. An Environmental Management System (EMS) is being implemented at WTF to achieve the City's goal of high environmental performance. In addition to addressing in-house activities, the EMS requires that any party doing work within the WTF fence line adhere to the relevant portions of the EMS. To fulfill this requirement, a list of procedures has been developed for all WTF contractors or vendors to follow while working on site. This guide provides an introduction to the EMS, communicates the environmental policy, and describes how you can help WTF achieve its environmental goals. If you have any concerns or questions regarding the information contained in this guide, please feel free to contact WTF any time at (970) 221-6690. Revised 2/22/12 F, wort Collins 3.1 Environmental Policy The City of Fort Collins is committed to conducting its operations in a manner that is environmentally responsible and reflective of the community's strong commitment to the environment. The City will provide community leadership by reducing its environmental impact while benefiting citizens, the economy, and society. In order to meet or exceed these objectives, the City of Fort Collins will: 1. Comply with all applicable environmental laws, regulations, and other requirements, and implement cost-effective programs and procedures to assure compliance; 2. Educate and train city employees to increase awareness of environmental requirements and improve environmental performance; 3. Identify and implement methods to reduce or eliminate the generation of solid and hazardous waste; 4. Actively identify and implement effective ways to prevent pollution and conserve natural resources and energy; 5. Establish measurable environmental objectives and targets and update as necessary to reflect the changing needs, missions, and goals of city operations; 6. Commit to continual improvement of environmental management through self - assessments, corrective action, and innovation; and make environmental management an integral part of our standard business practices; and 7. Recognize that every manager, supervisor, and employee is responsible for implementing this policy; and management support is essential to empowering each employee to proactively perform work in an environmentally responsible manner. This environmental policy will be communicated to employees and contractors and will be available to the public via the City's website. City Manager/I)a Water Treatment Facility Significant Aspects An EMS requires that a facility identify those activities, products, and services that have the potential to impact the environment. These "environmental aspects" are then rated based on a defined set of criteria to determine their significance. From this list, two of the most significant aspects are identified. Controls are put in place to minimize environmental impacts associated with these activities and objectives and targets are put into place to improve environmental performance associated with these activities. Two of the significant aspects have been chosen for WTF: • The use of chlorine gas at the facility. • The creation of Greenhouse gases through the use of electricity, natural gas and vehicle fuel at the facility. Basic measures such as the limiting of unnecessary idling of vehicle engines are required, and we encourage all of our contractor partners to help us improve our environmental impacts in all aspects of our activities. Please strive to be efficient in your use of resources, and try to recycle and reuse where possible. We welcome any ideas or suggestions which you have to help our partnership be more environmentally friendly. We value your role as our partner in environmental stewardship. CHLORINE LEAK EVACUATION PROCEDURE Alarm Option Sounds Employees and visitors may choose to immediately evacuate to the Natonal Guard Amory Empbyeesand visiors immediately cease work and prove b locations above parking lot. ground level. Prepare for evacuation by noting wind directiogdesgnalmg drivers Cal 221-6 ret90 urn and clear to and passengers, and choosing the best exit retain.. Suppress all telephone and radio traffic except for communication directly relating to the possible emergency. I Operators have 60 seconds to notify employees and visitors that I he/she is in mule to check the cause of the alarm and wig designate a trained employee to standby to call 9.911 if necessary "kation wJ bo made via Iha PA system using biryhort FoA dre Plo. M Operators have 5 minutes to notify employees and visitors of the If the alarm is for a leak status CONTROLLABLE LEAK, Moirk1on A be made viz the PA system lsrp Wei Feaaae M.63b )peratom wig ratify employees and visitors that evacuation - if the Alan is for an - - - - -- s not necessary. UNCONTROLLABLE LEAK, Ni ml be made riot's PA the Operators will notify employees and vsrors to immediately evacuate systwn using tdeprorro to the National Guard Armory. Feature flo. 630 Operators prepare to evacuate by shutting down operations following the Operations SOP for emergency shutdowns. Operator will the immediately evacuate the site and go to the National Guard Armory parking lot. Check in with site supervisor at the National Guard Armory parking lot. If the Operator fails to notify _ _ the staff of the status within 5 minutes, assume the alarm is an unconholable leak. The person designated to call 9-911vd11 nobly employees and visitors b Immediately evacuate and then call 9.911. frdlftawn vdl la made via Ne PA system using lids"re Faalute No. M Designated employee will call 9-911 and identify the following: 1. Uncontrollable Chlorine or Chlorine dioxide gas Leak 2. Hazmat response team is required 3. Location: Fort Collins Water Treatment Plant, 4316 LaPorte Avenue, Fort Collins, Colorado 5. Callers name. 6. Approximate amount of spill. 7. Evacuation is in progress. 8. Employees and visitors evacuate to the National Guard Armory, LaPorte Avenue approximately 3110 mile West of Overland Trail. 9. Non -essential employees check out with site supervisor and leave the area. 10. Identify number of possible victims 11. Relay the duty operators cellular telephone number. Once 9-911 call is made, the caller will immediately I evacuate the site Duty Operator or 9-911 caller standby to meet the PFA HAZMAT Team