5.1.1 Semi-annual Business Review The Vendor shall provide a semi-annual (written) report and participate in a semi-annual review of the water treatment program. Vendor’s representatives shall meet with the designated representatives of the Department of Adult Correction and a place, date and time specified by the Department to discuss all treatment programs and their effectiveness and establish future objectives. 5.1.2 Program Administration The Vendor shall provide and maintain an Administration Notebook for each designated facility (site) containing, at a minimum, the signed statement (as described in ATTACHMENT A - PRICING) documenting the quantity of scale (mineral buildup) in each piece of equipment, an outline of each facility’s chemical program, all chemical control procedures, log sheets, product bulletins, material safety data sheets, feed and control equipment recommendations, service reports, photographs from equipment inspections, and the contractor’s administration and management plan. This notebook shall become the property of the North Carolina Department of Adult Correction at the end of the contract. 5.1.3 Training The Vendor shall provide training, included in pricing submitted in ATTACHMENT A – PRICING FORM, for Department staff to include the proper handling, storage and disposal of all recommended chemical products, how to perform tests and monitor chemical program results, and general training regarding heating and cooling systems as needed. 5.1.4 Chemical Inventory, Drum Handling and Disposal The Vendor shall be responsible for the chemical inventory at each correctional facility. The Vendor shall supply chemicals at least two (2) weeks before an anticipated need arises. Excessive amounts of chemicals shall not be stored at any correctional facility. The Vendor shall be responsible for handling, removing and disposing of all empty chemical drums. Empty chemical drums shall be removed during the service visit after they become empty. At the end of the contract, the Vendor shall have thirty (30) days to remove all remaining full, partially full and empty chemical drums and equipment that the Vendor has furnished to each correctional facility. The Vendor shall remove and dispose of all drums, packaging and waste products associated with this contract in accordance with industry standards and local, state and federal laws and regulations including those of the Environmental Protection Agency. 5.1.5 Unscheduled Visits Unscheduled visits shall be provided under this water treatment program at no additional cost to the Department of Adult Correction. However, an invoice may be submitted for an unscheduled visit resulting from improper or inadequate daily maintenance when such an invoice is supported by sufficient documentation and testing reports provided by the Vendor for the Department to sustain such findings. The Vendor representatives shall be available to the DAC on twenty-four (24) hour notice and shall be able to visit the facility within twenty-four (24) hours after notice.
