2-ATT B BD26-41 UV System Maintenance Scope of Work.pdf
PDF 1 MB Posted
- Solicitation number
- BD26-41
- Issued by
- Utah
About this file
This Scope of Work document outlines a five-year maintenance service contract issued by the State of Utah Division of Wildlife Resources for UV system maintenance across multiple state fish hatcheries. The contract covers comprehensive maintenance and repair services for UV systems at three primary locations: Kamas Fish Hatchery (three DeNora Model JS00073-100 units), Springville Fish Hatchery (three Trojan UV 3000 Plus units), and Mammoth Creek Fish Hatchery (two Trojan UVLogic reactors), with potential expansion to Fountain Green and Logan hatcheries. Services include bi-annual preventative maintenance at Kamas and Springville locations, annual scheduled maintenance at Springville, full-service visits in 2027 and 2029 at Mammoth Creek, and on-demand repair support at all locations. A mandatory site visit is not required; however, potential bidders are strongly encouraged to inspect sites at their own discretion. The contract award is anticipated to go to the lowest cost responsive and responsible vendor, with pricing guaranteed for the first two years and price increase requests considered thereafter.
Prospective contractors must demonstrate a minimum of five years of experience with UV vessel units and must coordinate all maintenance activities with hatchery personnel to minimize operational disruption. All replacement parts will be procured through a separate state contract, and service providers are not responsible for parts costs; however, markup limits apply where contractors procure parts (10% maximum for Springville, 15% maximum for Mammoth Creek). Proposals must include comprehensive five-year cost breakdowns itemizing labor costs by service type and hourly rates for additional repairs, as well as detailed travel costs for each hatchery location. Contractors must use manufacturer-approved parts only, provide detailed itemized service reports after each visit, ensure units operate in Auto mode following service, and maintain biosecurity protocols. Phone support for troubleshooting and emergency repair availability are required contractual obligations.
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Scope of Work: Utah Fish Hatchery UV System Maintenance
1. Introduction
This document outlines the scope of work for a five-year service and maintenance contract for the three DeNora UV vessel units at the Kamas Fish Hatchery, the three Trojan UV vessel units at the Springville Fish Hatchery, the two Trojan UVLogic reactors at the Mammoth Creek Fish Hatchery, and any other UV system units within Utah State Fish Hatcheries.
2. Background and System Overview
Utah fish hatcheries and their subsequent UV systems covered in this contract include but are not limited to:
• The Kamas Fish Hatchery utilizes a UV system comprised of three DeNora (Model JS00073-100 2300 GPM reactor) forty-bulb vessel units. These units operate continuously but can be isolated individually for maintenance or repair. They are equipped with an automatic wiper system to clean the sleeves encasing the bulbs and can be run in either auto or manual mode.
• The Springville Fish Hatchery utilizes a UV system comprised of three Trojan UV 3000 Plus units. These units operate continuously but can be isolated individually for maintenance or repair.
• The Mammoth Creek Fish Hatchery utilizes two Trojan UVLogic reactors, which operate continuously.
These units are designed to be isolated individually for maintenance or repair without interrupting water flow.
Each section of the scope will have details regarding the UV units in each location. At the end of the scope of work as well as in the public files section, there will be documentation related to the units at each location as well as their relevant parts.
Section 1: Kamas Fish Hatchery
Three (3) DeNora (Model JS00073-100 2300 GPM reactor) forty-bulb vessel units:
These units operate continuously but can be isolated individually for maintenance or repair. They are equipped with an automatic wiper system to clean the sleeves encasing the bulbs and can be run in either auto or manual mode.
Scope of Services
The contractor will be responsible for comprehensive maintenance and repairs of the UV units, ensuring their continuous and effective operation.
Bi-Annual Preventative Maintenance
Every two years, each unit requires a complete teardown and replacement of critical components. The last service was performed in May 2025. This bi-annual maintenance includes, but is not limited to, the replacement of:
• Wiper rings
• Wiper holders
• Gaskets
• Lamps
• Sleeves
• Wom bearings
• Gears
• Failed ballasts
• Non-functional LED lights
*All replacement parts will be purchased as part of a separate contract, and parts cost will not be factored into the services performed in this maintenance contract.
On-Demand Repairs and Support
In addition to scheduled maintenance, the contractor will provide on-demand repair services. This includes:
• Prompt response to repair needs not covered by the regular maintenance schedule.
• Phone support for troubleshooting and guidance.
Contractor Requirements and Responsibilities
To qualify for this contract, prospective contractors must meet the following criteria:
• Experience: Possess a minimum of five years of experience working with UV vessel units.
• Parts Procurement: Purchase all necessary parts for both scheduled maintenance and unscheduled repairs- parts will be purchased via a separate contract.
• Parts Authenticity: Exclusively use DeNora parts or pre-approved alternatives. No substitutes will be accepted without prior approval.
• Coordination: Effectively coordinate all maintenance and repair activities with Kamas
Hatchery personnel to minimize disruption to operations.
• Isolation of Work: Ensure that only one UV vessel unit is undergoing service or repair at any given time. A unit must be fully operational before work commences on another.
• Operational Handover: After each maintenance or repair, ensure the unit is fully operational and configured to run in Auto mode, hatchery staff will provide support as needed.
• Off-Year Check-up: Conduct a comprehensive check-up of all units in the years between the bi-annual major maintenance.
• Reporting: Provide a detailed, itemized report after each service, including dates of service and a clear description of all work performed and parts replaced.
Quoting and Cost Breakdown
Proposals should include a comprehensive cost breakdown for the five-year contract, clearly itemizing:
• Schedule of Labor Costs: Including the hourly rate for additional repairs and the estimated labor for bi-annual maintenance.
• Schedule of Travel Costs: Covering all necessary travel to and from the Kamas Fish Hatchery.
Section 2: Springville Fish Hatchery
Three (3) Trojan UV 3000 Plus units:
These units operate continuously but can be isolated individually for maintenance or repair.
The contractor will be responsible for comprehensive maintenance and repairs of the UV units, ensuring their continuous and effective operation.
Scheduled Maintenance Activities
The following routine maintenance tasks are required:
• Annually:
o Hydraulic System: Annual inspection and necessary repairs of the hydraulic system center, including checking hoses and fittings.
o Filters: Replacement of hydraulic system filters.
o Communication Cables: Inspection, repair, and general maintenance of communication power cables.
o Wiper System: Perform Acticlean gel cleaning and grease the wiper system (note: hatchery staff will perform an additional cleaning annually).
o Electronic Components: Conduct a walk-through inspection of the electronic component system, including UV sensors, and service as needed.
• Bi-Annually (Every Two Years):
o Hydraulic Fluid: Replacement of hydraulic system fluid.
o Wiper Seals: Replacement of wiper seals (specifically noted for 2026, 2028).
• As Needed/ Based on Usage:
o Bulbs: Replacement of bulbs every 12,000 operational hours using only
Trojan OEM bulbs. (Service only – parts cost on separate contract) o Quartz Tubes: Replacement of quartz tubes as needed. (Service only – parts cost on separate contract)
On-Demand Repairs and Support
In addition to scheduled maintenance, the contractor will provide on-demand repair services:
• Prompt response to repair needs not covered by the regular maintenance schedule.
• Phone support for troubleshooting and guidance.
Contractor Requirements and Responsibilities
To qualify for this contract, prospective contractors must meet the following criteria:
• Experience: Possess a minimum of five years of experience working with UV vessel units.
• Coordination: Effectively coordinate all maintenance and repair activities with
Springville Hatchery personnel, scheduling service in advance to ensure parts availability and minimize operational disruption.
• Isolation of Work: Ensure that only one UV vessel unit is undergoing service or repair at any given time. A unit must be fully operational before work commences on another.
• Operational Handover: After each maintenance or repair, ensure the unit is fully operational and configured to run in Auto mode.
• Parts Markup Limit: Any parts procured by the contractor for repairs or maintenance will be subject to a maximum 10% markup. **Parts will be purchased on a separate contract and not as a part of this contract**
• Reporting: Provide a detailed, itemized service report after each visit, including dates of service, a clear description of all work performed, and a list of all parts replaced.
Proposals should include a comprehensive cost breakdown for the five-year contract, clearly itemizing:
• Schedule of Labor Costs: Including the hourly rate for additional repairs and the estimated labor for all scheduled maintenance activities.
• Schedule of Travel Costs: Covering all necessary travel to and from the
Springville Fish Hatchery.
Section 3: Mammoth Creek Fish Hatchery
Two (2) Trojan UVLogic reactors:
These units operate continuously. These units are designed to be isolated individually for maintenance or repair without interrupting water flow.
The service provider will be responsible for the comprehensive maintenance and repair of the two Trojan UVLogic reactors.
Scheduled Maintenance and Service Visits
Full service will be performed in years 2027 and 2029, or as determined by Hatchery Managers based on lamp life and repair needs. During full-service years, the service provider will perform the following:
• Replacing UV Lamps: All UV 320W (fl-2940-ip) lamps will be replaced during full-service visits (parts will be provided through a separate contract)
• Quartz Tube Maintenance: Clean or replace quartz tubes as needed. The service provider is responsible for providing the necessary cleaning products.
• Electronic Component System Service: Perform service on electronic components as needed.
• Communication Power Cable Inspection: Inspect and maintain communication power cables yearly.
Between full-service years, Hatchery staff will perform labor for inventory and replacement parts covered by this contract.
On-Demand Repairs and Emergency Services
The service provider will be available for unscheduled repairs. The quote must include an hourly rate for repairs not on the regular maintenance schedule, plus travel time costs.
Service of the drum filters may be provided as requested by hatchery manager at the same labor rates
Operational Protocols
To ensure continuous operation and proper system function, the following protocols must be adhered to during all maintenance and repair activities:
• Isolation of Units: Only one UV reactor will be taken offline at a time to prevent interruption of water flow.
• System Recommissioning: After service, filters and reactors must be brought back online. The corresponding CP Panel will be reset, and all alarms cleared.
• Hatchery Supervisor Presence: A Hatchery Supervisor must be present for the final check of the system after any service or repair.
• Auto Mode Operation: Each unit must be operating in Auto mode after each maintenance or repair.
Included Parts and Materials
The following parts and materials will be provided by the hatchery for replacements as needed:
• 36 UV 320W (fl-2940-ip) Lamps
• 2 Ballasts (a-917067) specific to Trojan CP panels
• 36 UV Sleeve Gaskets/O Rings
• Lamp Wires
Requirements for Service Providers
Prospective service providers must meet the following requirements:
• Experience: Possess a minimum of five years of experience with UV vessel units.
• Coordination: Coordinate all maintenance and repairs with Mammoth Creek
Hatchery personnel.
• Maintain biosecurity
• Phone Support: Provide readily available phone support.
• Scheduling: Schedule service in advance to ensure all necessary parts are on hand.
• Documentation: Provide an itemized service report for each visit, including dates and parts replaced.
• Quotation Details: Provide a detailed quote at each service including:
o An hourly rate for additional repairs.
o A comprehensive schedule of labor costs.
o A comprehensive schedule of travel costs.
• Parts Mark-up: Limit mark-up on parts to a maximum of 15%.
Proposals should include a comprehensive cost breakdown for the five-year contract, clearly itemizing:
• Schedule of Labor Costs: Including the hourly rate for additional repairs and the estimated labor for all scheduled maintenance activities.
• Schedule of Travel Costs: Covering all necessary travel to and from the Mammoth
Creek Fish Hatchery.
• Parts cost is not to be factored into the quote or breakdown, as parts will be purchased by the hatchery through a different contract.
Full list of units:
TROJAN:
o Trojan UV - Model: 3000 plus o ISO-Aquafine - Production Order / Serial Number: 165319 / 190211 o Aquafine TrojanUVLogic Model: 03AS20 o Trojan UV1 - Model: 109373 o Trojan UV2 - Model: 109374 o Trojan UVLogic - Model: 06AL30 o Trojan UVLogic - Model: 02AM20
SITA:
o UV 400/12 TC UL o UV 400/8 TC UL
DENORA:
o Model JS00073-100 2300 GPM reactor
ULTRAAQUA:
o MR12-220W o UV-Compact D 220W/2A-PH
ATT B: UTAH HATCHERY UV SYSTEMS MAINTENANCE
SCOPE OF WORK
BD26-41
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