HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9130440City of Fort Collins Water Treatment Facility
Fort Collins
Standard Operating Procedure
services
Purchasing Hydrofluosilicic Acid (HFS)
Author: Rita DeCourcey
Section: Administration
Subject: FCWTF SOP for Fluoride Purchases
Revision: Rita DeCourcey
Revision Date: December 17, 2012
Appr Val natures es
Lisa Voytko, P.E. Water Production Manager
Chuck Gross, Plant Superintendent
PURPOSE
Establish guidelines for purchasing Hydrofluosilicic Acid (HFS or FSA) 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." The FCWTF purchases products by determining 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 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
1. HFS is primarily a Corrosive. Other hazard classes include unstable (reactive), toxic, and an
irritant.
2. NFPA Hazard Rating includes:
• Health=2
• Flammability=0
• Reactivity=1
• Special=No water
3. Personal Protective Equipment:
HFS handling requires a level B suit, double gloves, self-contained breathing
apparatus (SCBA) or cascade air system and rubber boots.
A T-bar mask with acid filters is acceptable for upper -level site inspection and work
that does not include the opening of any HFS containers (pump, storage tank, or
valves.)
4.. Leaks and Spills:
Keep staff and visitors away. Stay upwind; keep out of low areas. Isolate hazard area
and deny entry. Wear a NIOSH approved, acid suit with an SCBA. Dike area to
contain material.
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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.
neral ntiir nrttental Ianageme t
• 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.
a erILI
■ 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.
e t a / t1t
■ 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.
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 - tax
tcgov.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 Name: Date:
Contact Phone Number: E-mail address:
✓ 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) 221-6690.
Signature: Date:
City of Fort Collins Water Treatment Facility
Fort Collins Standard Operating eratin Procedure
� �- ucyry
$ENC25
Purchasing Hydrofluosilicic Acid (HFS)
Do not allow solution to enter sewers or surface water. Absorb with sand or non-
combustible material and place in containers for disposal.
INFORMATION FOR THE FORT COLLINS WATER TREATMENT FACILITY (FCWTF)
1. HFS is budgeted in account 502-032201-534140.
2. HFS is used to add fluoride to the drinking water.
3. A commercial grade Hydrofluorsilicic Acid is used.
4. HFS must have a purity of 23 to 24 percent.
5. HFS delivery is to be made in bulk quantities.
6.. Delivery of HFS is to be made within ten days after the order is received.
7. FCWTF will reject any shipments that do not meet its standard in quality or delivery safety.
8. The Supplier will pay the freight for any rejected shipments.
HFS
1. HFS must meet the most current American Water Works Association (AWWA) Standard for
Fluorosilicic Acid. Several items listed in the Standard are listed below:
A. HFS is to contain 23 to 24 percent fluorosilicic acid by weight.
B. The HFS shall be clean and free from all visible suspended matter.
C. HFS supplied under this standard shall contain no mineral or organic substances in
quantities capable of producing deleterious or injurious effects on the health of those
consuming water that has been properly treated with HFS. Potential impurities are the
regulated metals: arsenic, barium cadmium, chromium, lead, mercury, selenium, and
silver. Arsenic concentration must be 50 mg/I or less. Delivery must be from the
"Riverview" source only.
2. HFS must meet the most recent version of National Sanitation Foundation (NSF) Standard 60.
3. HFS must be commercial grade.
SUPPLIER
1. Supplier must guarantee HFS meets or exceeds the most current AWWA Standard for
Fluorosilicic Acid.
2. Supplier must guarantee HFS meets or exceeds the most recent version of NSF Standard 60.
3. Supplier must provide HFS of 23 to 24 percent fluorosilicic acid by weight.
4. Supplier must be able to supply HFS in bulk quantities.
5. Supplier must be able to supply HFS within thirty working days (or sooner if possible) after
order is placed.
6. Supplier will guarantee the safety of the delivery vehicle and delivery containers.
A. Containers must meet industry standard for hauling HFS, including rubber -lined steel,
cross -linked polyethylene, or other structures suitable to prevent corrosion from the HFS.
B. Containers must be structurally sound and designed to withstand all hydrostatic pressures
and other forces encountered.
C. Containers leaving the Suppliers property should not be leaking fluids, have bulging in any
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City of Fort Collins Water Treatment Facility
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Services
Purchasing Hydrofluosilicic Acid (HFS)
portion of the container, and have connectors that are free from damage.
D. Delivery vehicles must meet or exceed all current State of Colorado Department of
Transportation (CDOT) regulations.
7. Supplier must inspect the delivery container prior to loading of the chemical to ensure no
contaminating material or residue exists in the container.
8. Supplier is required to have a method to ensure that tampering has not occurred from the point
of origin to FCWTF unloading point. This is typically done by a metallic, numbered 'tie" which
must be cut to open the hatch or cam lock. All other methods need to be approved by the
FCWTF.
9. 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.
10. Each year in January,the supplier will mail to FCWTF a copy of the NSF Certification.
11. Each year in January, the supplier will mail to FCWTF a signed FCWTF EMS Guide for
Contractors and Vendors Packet.
12. Supplier will be responsible for shipping costs if the shipment is rejected and returned for not
meeting 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
c) the serial number off of the pre -numbered security tag
2. The tanker will be sealed with a pre -numbered security tag at the point of origin, and the serial
number will be faxed after the truck has been loaded and ready for shipping.
3. 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.
4. 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 and escort to the delivery site.
5. 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.
6. The security verification, the supplier's quality assurance analysis, and the City's lab analysis
will be given to the Water Quality Coordinator in order to identify the load in the event of any
problems.
7. Delivery drivers will provide a sample and submit it to the Operator at the time of delivery. The
Operator takes the sample to the on -site Laboratory Technicians for analysis.
8. The delivery driver must wait for the results of the laboratory test before unloading the truck.
F
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City of Fort Collins Water Treatment Facility
Fort Collins
Uti6ry Standard Operating Procedure
Services
Purchasing Hydrofluosilicic Acid (HFS)
9. Delivery drivers are required to provide certified weight tickets for both the empty and loaded
weights of the tractor and trailer unit. All weight tickets should have the tractor and trailer
numbers written on them, as well as the name of the facility, FCWTF.
10. Supplier must be able to supply HFS within ten calendar days after order is placed.
11. Delivery drivers are responsible for off-loading the HFS. FCWTF personnel are not allowed to
connect or disconnect any supply hoses. FCWTF personnel will give instructions to the
delivery driver on chemical off-loading in accordance with FCWTF SOP for HFS Delivery.
12. Delivery drivers will be responsible for chocking trucks during delivery. Chocks will be
provided by FCWTF.
13. The Duty operator reviews the locations of phones, alarms, emergency showers, and SCBAs
or other supplied air systems that are nearest to the off load location with the delivery driver.
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 on 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.
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 Plant 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.
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JAFE P!
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
M
of
F6rt�Coll
Dear Contractor of 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
,, City of
rCollins
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.
L�) : CitS-o1
y Managerl 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
'L Alarm _-_ _ _ option -_-
So
u n d s Employees and visitors may
choose to immediately evacuate
to the Na5onal Guard Armory
t.
Employees and visitors Immediately cease work and move to locations above Parking r al
ground level Prepare forevacuagon by noting wind direction, designating drivers Cal 227-6 return
for all clear a
and passengers, and choosing the best exit /alum.
Suppress all telephone and radio traffic except for communication
directly relating to the possible emergency.
I Operators have 60 seconds to molly employees and visitors that I
he/she is in route to check the cause of the alarm and will designate
a trained employee to standby to call Ml1 if necessary
Notification.. be made vla the PA system using Wephwm Feature No. M
_I Operators have 5 minutes to ratify employees and visitors of the
If the alarm is for a leak status
CONTROLLABLE LEAK, fbMalln wl be made via the PA system using (elephrn Feakae No. 63a
)perators will nobly employees
and visitors that evacualon It the Alarm is for an
is not necessary. UNCONTROLLABLE LEAK,
Nodkcatim Hd be made via the PA the Operators will nobly employees and vis1ors to immediately evacuate
sygm using t6e,imm to the National Guam Armory.
Feature No. 5X...e,.......a..... I..ne1-1. d,, aan
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
Nalional 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 uncontrolable leak.
The person designated to call
9.917wIl wufy employees and
visitors to immediately evacuate
and then car 9-911.
Ndllfcalmn Hill ba made,,. en PA
wslemusing tebphme Fea ie No. 6X
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.
6. Employees and visftors evacuate to the
National Guard Armory, LaPorte Avenue approximately
3110 mile West of Overland Trail.
9. Non -essential employees check out with she 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
evacuate the site
Duty Operator or 9.911 caller standby to
meet the PFA HAZMAT Team