CITY OF BENTON HARBOR
NEAR TERM AND LONG TERM
FACILITY MANAGEMENT SERVICES
FOR THE CITY’s WATER FILTRATION PLANT
Sealed Bids will be received by City of Benton Harbor at the City Hall located at 200 East Wall Street, Benton Harbor, Michigan 49022 until 2:00 PM, Monday, June 2, 2008 at which time and place said Bids will be opened and publicly read aloud for the work:
The City recently learned it is losing its ‘F-1’ certified waterworks operator. The long-term objective is to replace this vacancy with a permanent hire. However, in the near-term, recognizing that ‘F-1’ operators are a rare commodity, an acceptable near-term action plan needs to be developed and implemented that will allow the City time to make the right full-time hire for the vacant position. The intent is to acquire temporary management services until such time as a final solution can be identified.
Near-Term Scope of Services
The Contractor shall provide a suitable facility manager to perform the following services:
1. Make periodic site visits at a frequency to be determined to review the over-all operation and interact with the plant operators. These site visits are to cover current status, priorities and communication of the same to the City Manager. The involvement of an F-1 operator at some level is desired during the near-term period. During periods when not on site be available by phone to assist with technical and emergency situations.
2. Direct the City staff and provide review of operating parameters and make control decisions necessary to ensure the system operates in compliance with rules and regulations of the Michigan Department of Environmental Quality (MDEQ), Water Bureau, governing such systems.
3. Direct corrective and preventive maintenance activities and conduct inspections of the water treatment system.
4. Prepare, certify and submit compliance reports to the MDEQ on the frequency established by the rules and regulations governing the facilities.
5. Provide a monthly communication of activities to the City.
6. Assist the City in seeking a long-term solution to the operator vacancy.
Long-Term Scope of Services
The CONTRACTOR shall provide the following services:
1. Provide a full-time on-site Facility Manager who will work with the City Manager to manage the City’s water treatment plant and distribution system. The Facility Manager shall meet the certification requirements of the State of Michigan for a class “F-1” waterworks system operator, who will supervise CITY staff in order to operate and maintain the facilities in accordance with generally accepted industry principles and practices, and within the FACILITY's design capacity and capabilities.
CONTRACTOR will cooperate with the CITY in the assignment of the Facility Manager to the project and will accommodate the CITY’s reasonable requests, recommendations or objections regarding the person assigned to this position.
2. Provide 24-hour per day, seven-day per week emergency supervisory response to water operational problems that threaten the proper operation of the systems and regulatory compliance.
3. Assist the CITY in the administration of any applicable vendor contracts affecting the FACILITY throughout the term of any such contract.
4. Prepare and submit the following reports:
a. Monthly operating reports as required by the governing agencies for the water systems.
b. A monthly report to the City describing the previous month’s activities, FACILITY performance, and budget expenditures.
I. Provide the CITY with a proposed capital improvement plan annually or as requested by the CITY, supervise and administer capital upgrading and replacement projects when specifically directed to do so by the CITY.
II. Supervise and direct all Preventive Maintenance for the FACILITY in accordance with CONTRACTOR's comprehensive computer-based preventive maintenance Program to be implemented by CONTRACTOR within 60 days of commencement of this AGREEMENT
III. Provide and maintain computer-based records of all maintenance and repairs for the FACILITY. CITY shall retain title to and have the right to inspect and copy these records during normal business hours.
IV. Assist CITY in making a physical inventory of CITY vehicles, equipment, spare parts, chemicals, fuel, and general supplies within 48 hours after CONTRACTOR begins service.
V. Provide a written safety program, which shall consist of conducting annual safety audits, development and maintenance of safety policies and procedures (which shall be compiled in a Safety Manual for the FACILITY), and development and delivery of such training to its and the CITY’s staff as is necessary to comply with all applicable MIOSHA regulations.
VI. Meet at least once per week with the designated representative of CITY to review and discuss operations and maintenance activities, plans, and priorities for the FACILITY.
VII. Perform other services that are beyond the Scope of Services, as directed by the CITY. Reimbursement, invoicing, and payment for same shall be by separate written agreement.
VIII. Assist the CITY in enforcing existing equipment warranties and guarantees and maintaining warranties on any new equipment purchased by or on behalf of CITY.
The CITY shall provide the following:
1. Maintain and employ, a mutually agreed number of hourly staff at the FACILITY and pay all applicable wages, benefits, dues and membership fees, except for positions to be filled by the CONTRACTOR under an agreement.
2. Provide 24 hours per day, 365 days per year access to all equipment, structures, and facilities under its ownership for the water system.
3. Obtain and maintain existing easements, licenses, permits, and warranties, except for such licenses as the CONTRACTOR is required to obtain in order to perform the services, including, by way of example and not limitation, drivers’ licenses, operators licenses and similar permits or endorsements.
4. Make any necessary Capital Expenditure at the FACILITY. CONTRACTOR will cooperate with the CITY to determine the necessity and cost for these Capital Expenditures.
5. Perform all functions and retain all responsibilities and obligations related to FACILITY not expressly assumed by the CONTRACTOR.
6. Pay all property, and use, franchise and other taxes and similar charges associated with operation and maintenance of the FACILITY.
7. Pay for all utility costs for plant and booster stations.
8. Purchase and maintain an inventory of chemicals and supplies.
9. Provide supplies and materials required for routine, preventive maintenance of the FACILITIES as directed by the CONTRACTOR.
10. Pay for all Preventive Maintenance and Corrective Maintenance and Repairs.
11. Implement and enforce any applicable Water Use Ordinance with assistance from CONTRACTOR.
Copies thereof for bidding purposes may be examined and obtained at the Benton Harbor City Hall; 200 East Wall Street; Benton Harbor, Michigan 49022, starting on May 29, 2008.
The City of Benton Harbor reserves the right to accept or reject any or all bids and to waive any informality in any bids should it consider same to be in its best interest.
Bids may not be withdrawn for the period of 60 DAYS after date of receiving bids.
Joyce A. Taylor, City Clerk
City of Benton Harbor
200 East Wall Street
Benton Harbor, Michigan 49022