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HomeMy WebLinkAboutAddenda - RFP - 8428 LIQUID CARBON DIOXIDEADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 8428: Liquid Carbon Dioxide OPENING DATE: 3:00 PM (Our Clock) December 8, 2016 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: 1. The Opening Date has been changed to December 8, 2016 at 3:00 PM (our clock) 2. Additional Information Exhibit 1 – FCWTF EMS Guide for Contractors & Vendors Exhibit 2 – FCWTF SOP for Purchasing Liquid Carbon Dioxide Please contact Pat Johnson, CPPB, Senior Buyer at (970) 221-6816 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Verification Revision Approval Review Status Initials GDS MKK GDS Date 08/10/2016 08/11/2016 08/10/2016 Active Water Production Division 4316 W. Laporte Ave. Fort Collins, CO 80521 970.221.6690 970.221.6736 - fax fcgov.com Dear Contractor or Vendor, 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 Fort Collins Fort Collins Water Treatment Facility (FCWTF). 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), with ISO 14001:2004 certification, has been implemented at FCWTF 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 FCWTF fence line adhere to the relevant portions of the EMS. To fulfill this requirement, a list of procedures has been developed for all FCWTF 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 FCWTF achieve its environmental goals. If you have any concerns or questions regarding the information contained in this guide, please feel free to contact FCWTF any time at (970) 221-6690. EXHIBIT 1 - FCWTF EMS GUIDE FOR CONTRACTORS & VENDORS Fort Collins 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, three of the most significant aspects have been 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. The significant aspects chosen for FCWTF: • Reduce electrical use. • Reduce vehicle fuel use. • Improve landscape management methods • Reduce solid waste stream to landfill Basic measures in responsible environmental management are required, and we encourage all of our contractor partners to help us improve our environmental impacts in all aspects of our activities. Such basic measure include, limiting of unnecessary idling of vehicle engines, striving to be efficient in your use of resources, recycling and reusing where possible, and storage of regulated materials, such as fuel and oil, in compliance with regulatory requirements and our Environmental Management System (EMS). Also, please be advised that our facility is subject to implementation of a Spill Control, Containment, and Countermeasure (SPCC) plan, which requires special handling of petroleum products and other oils being stored on site. We welcome any ideas or suggestions that you have to help our partnership be more environmentally friendly. We value your role as our partner in environmental stewardship. Emergency Evacuation Procedures The Fort Collins Water Treatment Facility uses chlorine gas. Six tons of chlorine gas are stored on site. In the event of a chlorine leak, an alarm will sound, requiring evacuation of the facility. All personnel on site are required to follow the procedures in the flow chart below, provided in English and Spanish, to facilitate safe evacuation and ensure that all personnel are accounted for. Environmental Management Procedures The following information is supplied to contractors and vendors who perform work on site for the Fort Collins Water Treatment Facility (FCWTF). 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. General Environmental Management  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 FCWTF staff.  Follow all applicable Fort Collins Water Treatment Facility safety procedures. Waste Recycling and Disposal  Label, store, and dispose of any waste materials according to local, state, and federal regulations. NO UNLABELED CONTAINERS ARE PERMITTED ON SITE.  Notify appropriate FCWTF 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 FCWTF 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. Water Discharges  Do not discharge ANY material, including water, to storm water drains, sanitary sewer, or onsite holding ponds without approval of appropriate FCWTF staff. Notify appropriate FCWTF staff if a state-permitted discharge will occur.  Keep roadways and outside areas clean and free of debris. Material Storage / Spills  Obtain approval for outside storage of materials from appropriate FCWTF staff.  Equip storage areas with adequate secondary containment of all regulated materials.  Label and store all materials according to Hazard Communication standard [29CFR1910.1200].  Oils, petroleum fuels, and other materials regulated by 40CFR112 to be stored or transferred on site must be incorporated into our SPCC plan. Please notify us of your intention to bring such materials on-site, even temporarily, so that we can evaluate the applicability of 40CFR112. Storage of such materials must provide secondary containment and monthly inspection reports will need to be filed with FCWTF staff.  Close all chemical containers except when in use.  Have appropriate spill kits available.  REPORT ALL SPILLS OR RELEASES OF MATERIALS, OF ANY SIZE IMMEDIATELY to FCWTF staff (970) 221-6690 and the Special Projects Manager. Contractors will follow up by submitting a completed Spill Reporting Form. CONTACTS General Contact Number: (970) 221-6690 Water Production Manager: (970) 221-6692 Technical Services Supervisor (970) 416-2524 office, (970) 217-3514 mobile (Special Projects Manager) Verification Revision Approval Review Status Initials GDS EMS Team GDS Date 11/17/2015 12/03/2015 11/17/2015 Final Water Production Division 4316 W. Laporte Ave. Fort Collins, CO 80521 970.221.6690 970.221.6736 - fax fcgov.com Fort Collins Water Treatment Facility EMS Guide for Contractors and Vendors Checklist This form must be completed, signed, and returned to the City of Fort Collins Fort Collins Water Treatment Facility (FCWTF). 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 FCWTF  Read and understand the Emergency Response Policy for Visitors  Read and understand the Environmental Management Procedures  If you will be storing fuel, oil, petroleum products, or any other material covered by 40CFR112, read and understand the SPCC plan. Agree to comply with requirements to train all staff on the SPCC, cooperate with FCWTF staff in incorporating all fuel and oil storage and transfer operations into our site SPCC plan, and implement applicable sections of the plan (Appendix I). Environmental Agreement My company will abide by all environmental regulations and policies when performing work at the FCWTF. My company will ensure that the requirements of the EMS are adequately communicated to all personnel that may visit FCWTF. For questions or additional information contact the City of Fort Collins Fort Collins Water Treatment Facility at (970) 221-6690. Signature:___________________________________________ Date:_______________ Rev. No. Effective Date Responsible Person Description of Revision 001 11/18/2015 GDS Updated document control box format Revised language regarding SPCC 002 08/10/2016 GDS Updated environmental objectives Updated chlorine leak evacuation flow chart EXHIBIT 2 Fort Collins Water Treatment Facility Standard Operating Procedure Purchasing Liquid Carbon Dioxide • Trucks leaking any liquids, powders, substances, etc.; will not be allowed on FCWTF property. All trucks must use chock blocks on tires; these blocks will be supplied by FCWTF. 5. Delivery Containers: • In accordance with the most current AWWA Standard for liquid carbon dioxide, the CO2 bulk shipment containers will be pressure vessels manufactured to American Society of Mechanical Engineers (ASME) pressure vessel code and comply with the U.S. DOT regulations for hazardous materials. INFORMATION FOR THE FORT COLLINS WATER TREATMENT FACILITY (FCWTF) 1. CO2 is budgeted in account 502-232201-558160. 2. CO2 is used in the FCWTF Corrosion control program. CO2 and Lime are combined at the pre treatment and the clearwell stage to add alkalinity and hardness to the water and thereby provide corrosion control. 3. FCWTF requires CO2 to have a minimum of 99.5 percent purity. 4. FCWTF requires CO2 to be delivered in bulk quantities. 5. FCWTF has storage capacity for 220,000 pounds of carbon dioxide. There are two 80,000 pound liquid storage tanks and one 60,000 pound storage tank. 6. FCWTF requires that CO2 be delivered within 48 hours of an order. A. FCWTF has used over 5,000 lbs. of CO2 in one day. FCWTF protocol requires the container to be between 15,000 and 10,000 lbs. before delivery. A container with only 10,000 lbs. limits FCWTF to 2 days of CO2. 7. FCWTF will reject delivery of any bulk shipments which appear to be leaking, forming ice on the outside of valves, or have any damaged piping, tubing, hoses, or fittings. The Supplier will pay the freight charges for all rejected shipments. CO2 1. CO2 must meet the most current American Water Works Association (AWWA) Standard for liquid carbon dioxide. A. Commercial carbon dioxide suitable for use will have a carbon dioxide content of at least 99.5 percent, by weight. B. CO2 shall contain no soluble inorganic or organic substances in quantities capable of producing deleterious or injurious effects on the health of those consuming the water or that would otherwise render the water that had been treated properly with CO2 unfit for public use. a. Potential impurities include: hydrocarbons, hydrogen sulfide, nitrogen dioxide, ammonia, radon, and sulfur dioxide. C. Water content of CO2 shall not exceed 220 ppm (volume per volume (v/v)-32°F) at the time of delivery. SUPPLIER Page 2 K:/Office/Chemicals/SOP Fort Collins Water Treatment Facility Standard Operating Procedure Purchasing Liquid Carbon Dioxide 1. Supplier must be able to supply CO2 in bulk quantities. 2. Supplier must be able to supply CO2 within 48 hours of the telephone order. 3. Supplier must provide an analysis of impurities with each shipment. The analysis shall be submitted prior to delivery. The analysis should include, but is not limited to: acetaldehyde, benzene, carbon monoxide, carbonyl sulfide, hydrogen sulfide, hydrogen, methane, moisture, other hydrocarbons, oxygen, radon, and sulfur dioxide. This analysis can be faxed ahead of the delivery or delivered by the driver at the time of delivery. 4. The supplier must ensure that the shipment is delivered in tank trucks in pressure vessels manufactured to American Society of Mechanical Engineers (ASME) pressure vessel code and complying with the US DOT regulations for hazardous material transportation. 5. 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. 6. Each year in January, the supplier will mail to FCWTF a copy of the NSF Certification and AWWA conformance letter. 7. Each year in January, the supplier will mail to FCWTF a signed FCWTF EMS Guide for Contractors and Vendors Packet. 8. 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. 9. Supplier will perform an annual inspection of all three of the carbon dioxide storage tanks for a cost determined during the bid process or contract renewal. 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 at the parking area outside the gate. 4. A list of all Praxair drivers is posted in the FCWTF control room. If the driver is not on the list, the truck will not be allowed to enter the facility. The Plant Superintendent will be contacted and the delivery may be rejected. 5. The truck fitting will be sealed with a color coded security tag at the point of origin. 6. The security verification, the supplier’s quality assurance analysis, and the City’s lab analysis will be given to the Plant Superintendent in order to identify the load in the event of any problems. 7. The Plant Superintendent or the duty operator must approve all deliveries. The Plant Superintendent monitors the tank levels and places orders with the supplier, setting the delivery date and quantity. Page 3 K:/Office/Chemicals/SOP Fort Collins Water Treatment Facility Standard Operating Procedure Purchasing Liquid Carbon Dioxide 8. Delivery drivers will provide a sample and submit it to the Operator at the time of delivery. The driver will be instructed on how the samples will be taken: A. The sample draw will be from the main discharge line of the truck. B. Protective gloves are required when taking and delivering the sample 9. The Operator will perform the analysis or take the sample to the on-site Chemist for analysis. 10. The delivery driver must wait for the results of the laboratory test before unloading the truck. 11. 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. 12. Delivery must be made within 48 hours of the order being placed. 13. Delivery may only be made Monday through Friday from 8 A.M. to 5 P.M. 14. Delivery drivers are responsible for off-loading the CO2. 15. Delivery drivers are required to chock and unchock their trucks. 16. 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. 17. 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. 4. FCPD representatives are responsible for ensuring that the items noted in this SOP can 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 Operations/Process Supervisor 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 Fort Collins Water Treatment Facility Standard Operating Procedure Purchasing Liquid Carbon Dioxide Revision History Date Initials Revisions 01/05/2016 GDS  Updated reviser and signatories.  Added document control verification table in header.  Added Revision history table.  Changed reference to, “Water Treatment Quality Coordinator,” to, “Plant Superintendent.”  Changed, “Laboratory Technician,” to, “Chemist.” Page 5 K:/Office/Chemicals/SOP