3. SOW V2 - Water Treatment Services.pdf

INDIAN HEALTH SERVICE

PHOENIX INDIAN MEDICAL CENTER

Statement of Work: Water Quality Testing

1. BACKGROUND:

The Phoenix Indian Medical Center (PIMC) is a 1.2M SF campus comprised of a hospital tower and numerous outpatient care and support buildings. The campus is located at 4212 North 16th Street, Phoenix, Arizona 85016. The PIMC hospital tower (Building 233) is a five-story, Joint Commission (TJC) accredited, 127-bed hospital employing 1,200 staff that primarily serves a patient population of 140,000 Native Americans in the Phoenix metropolitan area. The hospital tower was built in 1970 and is approximately 163,000 SF.

In 2018, ANSI/ASHRAE released standard 188 for Legionellosis: risk management for building water systems. In 2019 PIMC modified an existing contract to comply with ASHRAE 188. In January 2021, TJC implemented water management standards that PIMC is required to follow to maintain accreditation.

PIMC has the following water treatment system equipment:

No Device Name Make Serial Model Area Department

1 RO System Allen Bradley S1250-150-139 N/A Plant Maintenance 2 Chiller #1 Carrier 2796153641 19XL-4243 Plant Maintenance 3 Chiller #2 Carrier 49817 19XL-5353 Plant Maintenance 4 Water Softener #1 Ultra-Soft LI N/A N/A Plant Maintenance 5 Water Softener #2 Ultra-Soft LI N/A N/A Plant Maintenance 6 Flat Plate Superchanger SC 12412 08-V09-241 Plant Maintenance 7 Walchem Controller Walchem 2002060124 WCT900PADNNNN-

PAPNNN

Plant Maintenance

8 HACH CL 17

Controller

HACH 210966025513 SC200 Plant Maintenance

9 Cooling Tower 2 (North)

Marley SPX 100018842-A2- NC8407RAN2SMF Plant Maintenance

10 Cooling Tower 1 (South)

Marley SPX NC8407SM-10 NC8407RAN2SMF Plant Maintenance

2. OBJECTIVE: The objective of this contract is to comply with ASHRAE 188 (2018) and the TJC Environment of Care Standard 02.05.02: The hospital has a water management program that addresses Legionella and other waterborne pathogens.

To comply with ASHRAE 188 and TJC standard, the contractor shall provide monitoring, periodic testing of chemical feed systems for open and closed loop hydronic circulation systems utilized for industrial air conditioning, steam generation, and heating systems at PIMC.

The contractor shall provide all labor, equipment, supplies, materials, parts, services, permits, and licenses necessary to perform industrial water treatment at the Phoenix Indian Medical Center. The contractor must be registered with the State of Arizona and personnel performing the work must be licensed to perform work on the equipment specified in this statement of work in accordance with industry practice.

The contractor shall provide reports acceptable to TJC to meet accreditation requirements and shall provide reports documenting compliance will all aspects of ASHRAE 188-2018.

4. Period of Performance

Contract performance shall be for a base year and four (4) one (1) year option for renewal. If the Government exercises its option pursuant to FAR 52.217-9, “Option to extend the term of the contract”, the performance period will be extended in accordance with the following schedule:

Base – September 15, 2025 – September 14, 2026

Option Year 1 - September 15, 2026 – September 14, 2027

Option Year 2 - September 15, 2027 – September 14, 2028

Option year 3 – September 15, 2028 – September 14, 2029

Option year 4 – September 15, 2029 – September 14, 2030

5. CONTRACT AWARDEE RESPONSIBILITIES AND TASKS: The contractor shall provide monthly, quarterly, and annual water quality testing on the following systems:

• Central Plant Condenser Water (Cooling Tower)

• Central Plant Chilled Water (Closed Loop)

• Water Management Plan Services

Water treatment chemical controls, displays, blow down, bleed off and feed systems (including vats and trays) must be optimally and efficiently calibrated, cleaned, painted, tested, inspected and maintained.

Systems shall be maintained to have chemical feed, water bleed off or blow down to be 100% automatic, self-monitoring with feedback control and capability of DDC interface through the existing building management system.

The system shall provide a calibrated 0-20 mA signal as indicator of conductivity for tower and boiler water.

Contractor furnished equipment shall be leak free.

Chiller heat exchange systems will be maintained free of fouling deposits resulting from poor water quality (with the exception of dirt from cooling tower). Any fouling deposits that have formed during the performance period must be cleaned at no additional charge to the government. The government must consent to any cleaning process the contractor intends to utilize.

Chiller heat exchange systems to be monitored via corrosion coupons and maintained to prevent corrosion.

Contractor must ensure that all government Plant Operators are trained to understand and follow chemical testing and treatment methodologies and retrain, as necessary, to maintain performance expectations.

Provide inspection of systems as they are brought off-line for annual preventive maintenance. IHS will notify Contractor when annual preventive maintenance is performed.

Third party laboratory water quality testing to be completed on an annual basis.

Microbiological Testing:

• PIMC is concerned with bacteria control in cooling towers and requires microbiological control without overfeeding biocide. Therefore, we require the vendor to have the capability of quantitatively determining organism levels of a water sample.

• Legionella testing of the water is to be completed by the vendor annually.

Third party program development for appropriate water temperatures and chemical treatment of water for Legionellosis prevention for Hospital cooling towers systems.

The contractor shall provide testing reagents and chemicals to PIMC necessary for daily/weekly monitoring and maintenance to be performed by PIMC staff.

Performance shall be in according to the SOW and supporting documents shall also conform with:

• Original Equipment Manufacturers (OEM) specification requirements

• The Safe Drinking Water Act

• National Fire Protection Association (NFPA) 99 and 101

• Standards for Health Care Facilities

• American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) Guideline

12-2000

• ANSI/ASHRAE standard 188-2018, Legionellosis: risk management for building water systems

• Occupational Safety and Health Administration (OSHA) Section II:A.

• Department of Transportation (DOT)

• Environmental Protection Agency (EPA)

• The Joint Commission standards

• Federal, Tribal, State and local regulatory guidance and ordinances in regards to bio hazardous waste, disposal, and applications.

• The Contractor shall have ready access to new OEM parts. All parts replaced shall be OEM.

• Required work is in a hospital environment. Contractor shall comply with HIPAA security requirements for safeguarding patient information.

EMERGENCY REPAIRS

• Contractor shall perform emergency repairs as required to meet the performance standards.

• Contractor is responsible for ensuring that chemical feed systems are continuously operational.

• Contractor is responsible for ensuring that repairs required for water treatment systems that have gone in to complete failure are to be operational within five working days of notification of failure.

PREVENTIVE MAINTENANCE (PM):

The contractor shall

• Provide all labor, equipment, supplies, materials, parts, services, permits, and licenses necessary to provide water treatment at the Phoenix Indian Medical Center.

• Register with the State of Arizona and personnel performing the work must be licensed to perform work on the equipment specified in this statement of work in accordance with industry practice.

• Utilize the OEM established procedures and checklists or Contractor-supplied equivalent;

satisfactory to the designated Point of Contact/Contracting Officer Representative

(POC/COR).

• Monthly test and replace faulty and worn parts of the water treatment system.

• Reduce fuel and electrical consumption through improved chiller heat transfer efficiency.

This is accomplished by minimizing scale, corrosion, fouling and microbiological growth which create deposits on heat transfer surfaces

• Minimize repair and maintenance costs associated with replacement and cleaning of equipment due to scale, corrosion, fouling or microbiological activity. High-powered pressure washing is not an acceptable means to clean equipment.

• Provide professional, knowledgeable and involved sales/service personnel to ensure program success

• Accurately monitor program results and communicate appropriate recommendations with quantifiable business-oriented justifications

• Annual borescope inspection of chiller tube bundles

• As needed tube cleaning of tube bundles acid wash only with prior approval

• Inspect/replace electrical wiring and cables for wear and fraying.

• Return the equipment to operating condition defined in OEM specifications. Complete

OEM field service updates for operational reliability and engineering change notices.

• Perform remedial maintenance of non-emergent nature.

• Perform annual test to meet the manufacturer’s specified requirements and standards for water treatment system equipment.

• Inspect all water treatment mechanical components, including, but not limited to, mounting hardware, pumps, seals, belts, sensors, controls, bearings, hoses, and motors for operational integrity.

• Replace any OEM labels, decals, or warning tags that are not legible.

• Warrant all services performed and shall remain free from defects 30 days from the date of acceptance.

• Clean equipment and work area after work is completed

• Drum Handling and Disposal

• It will be the responsibility of the vendor to handle and dispose of the chemical drums/containers. Your response must outline your firm’s program as to how this is to be handled.

DELIVERABLES

Contractor is to provide a quarterly report documenting compliance with ASHRAE 188 (2018) and individual quarterly reports for each TJC Environment of Care Standard 02.05.02 Element of Performance (EP):

• EP 1: The water management program has an individual or a team responsible for the oversight and implementation of the program, including but not limited to development, management, and maintenance activities.

• EP 2: The individual or team responsible for the water management program develops the following:

- A basic diagram that maps all water supply sources, treatment systems, processing steps, control measures, and end-use points Note: An example would be a flow chart with symbols showing sinks, showers, water fountains, ice machines, and so forth.

- A water risk management plan based on the diagram that includes an evaluation of the physical and chemical conditions of each step of the water flow diagram to identify any areas where potentially hazardous conditions may occur (these conditions are most likely to occur in areas with slow or stagnant water) Note: Refer to the Centers for Disease Control and Prevention’s “Water Infection Control Risk Assessment (WICRA) for Healthcare Settings” tool as an example for conducting a water-related risk assessment.

- A plan for addressing the use of water in areas of buildings where water may have been stagnant for a period of time (for example, unoccupied or temporarily closed areas)

- An evaluation of the patient populations served to identify patients who are immunocompromised

- Monitoring protocols and acceptable ranges for control measures Note: Hospitals should consider incorporating basic practices for water monitoring within their water management programs that include monitoring of water temperature, residual disinfectant, and pH. In addition, protocols should include specificity around the parameters measured, locations where measurements are made, and appropriate corrective actions taken when parameters are out of range.

• EP 3: The individual or team responsible for the water management program manages the following:

- Documenting results of all monitoring activities

- Corrective actions and procedures to follow if a test result outside of acceptable limits is obtained, including when a probable or confirmed waterborne pathogen(s) indicates action is necessary

- Documenting corrective actions taken when control limits are not maintained Note: See EC.04.01.01, EP 1 for the process of monitoring, reporting, and investigating utility system issues.

• EP 4: The individual or team responsible for the water management program reviews the program annually and when the following occurs:

- Changes have been made to the water system that would add additional risk.

- New equipment or an at-risk water system(s) has been added that could generate aerosols or be a potential source for Legionella. This includes the commissioning of a new wing or building.

Note 1: The Joint Commission and the Centers for Medicare & Medicaid Services (CMS) do not require culturing for Legionella or other waterborne pathogens. Testing protocols are at the discretion of the hospital unless required by law or regulation.

Note 2: Refer to ASHRAE Standard 188-2018 “Legionellosis: Risk Management for Building Water Systems” and the Centers for Disease Control and Prevention Toolkit "Developing a Water Management Program to Reduce Legionella Growth and Spread in Buildings" for additional guidance on creating a water management plan. For additional guidance, consult ANSI/ASHRAE Guideline 12-2020 “Managing the Risk of Legionellosis Associated with Building Water Systems.”

CORRECTIVE MAINTENANCE OR REPAIR: Prior to proceeding with any work considered outside the scope of this contract, the contractor shall request and receive pre-approval from the Contracting Officer.

• Within 1 business day of discovery the contractor shall submit a quote for repair work that falls outside of the scope of this contract. Contractor shall complete this work only following Contracting Officer Approval.

VALIDATION OF QUALIFICATIONS, LICENSURE, and CERTIFICATION: Contractor shall submit valid documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/repair on the items listed in SOW Section 3. (Shall be submitted with offer). The contractor shall obtain, maintain and submit all required Federal, State, and Local licenses and certifications associated with the performance of the services required.

OPERATING HOURS: The contractor shall perform all work during normal business operating hours Monday through Friday from 8:00 a.m. to 5:00 p.m. excluding federal holidays. Contractor shall respond to repair requests no later than the following business day during normal business hours to ensure continuity of patient care services. The regular service date schedule shall be submitted to and pre-approved by the designated Government Point of Contact (POC).

PERSONNEL SECURITY REQUIREMENTS: Contractor shall comply with PIMC visitation policies. The Contractor’s personnel shall report to the PIMC Engineering Department at the beginning and end of their visitation, to sign-in and receive a facility "Guest" ID badge.

DOCUMENTATION/REPORTING REQUIREMENTS: The Contractor shall submit a legible field service report and test reports, which shall include detailed descriptions of the preventive maintenance, test inspection, certification and/or repair services performed, including replaced parts and detailed estimated prices required for recommended repair/replacement work not included in the PM Service.

• The contractor shall regularly visit the site on a monthly basis and provide progress reports of the water treatment systems. Activities to include providing necessary training and assessment of PIMC staff water testing competencies, water treatment chemical analysis and effectiveness, and inspection of system functionality. Copies of all records/reports shall be maintained onsite.

• Equipment or system problems with in PIMC must be clearly documented and reported if the contractor is to claim additional cost as a result of poor on-site conditions.

• Periodic/random verification of onsite documentation.

• Emergency repairs (if found during inspection) to be reported immediately to the USRO supervisor and the COR

• Quality:

• An organization’s commitment to quality is an indication of their ability to satisfy customer needs. A vendor’s dedication to quality means fewer problems and less risk for PIMC.

Please provide a summary of your company’s Quality Improvement Process. Include an outline of the quality education which your firm’s employees receive and how many have received it.

Supporting literature or pamphlets may be included if placed at the back of your proposal.

• Digital regular reports shall be furnished within three working days of work completion.

• Reports shall clearly designate items checked, adjusted or repaired and any water chemistry out of tolerance, proposed correction methodology and consequences of being out of tolerance.

• Chemical tests shall be documented and maintained on-site, indexed, tabulated, legible and easy to follow.

• Copies of Safety Data Sheets (SDS’s) shall be maintained in the report book or a separate, clearly labeled binder.

• Provide report of inspection of systems that were brought off-line for annual preventive maintenance.

• Laboratory certified metallurgical corrosion analysis of failed or failing components of the systems.

• Third party laboratory sample water analysis if field analysis are in question.

• Biological growth within systems shall be inhibited without compromising corrosion protection.

• To ensure that PIMC receives quality products, your firm should be practicing statistical process control (SPC) or its equivalent in the manufacture of your products. In addition, vendors should have a SPC program specifically designed for monitoring and controlling heating/cooling systems and cooling towers. Submit a summary of your firm’s capability in these areas along with a sample computer printout of both your manufacturing and your SPC programs. If you do not manufacture the products that you sell, then so indicate and provide a copy of your reply from the manufacturer for this requested information.

TRAVEL EXPENSES: Travel expenses shall comply with the GSA Federal Travel Regulation (FTR) https://gsa.gov/portal/category/21222.

SCHEDULING: The Contractor shall submit a detailed schedule to the USRO supervisor or COR for approval prior to the commencement of any work. Exceptions to the schedule shall be arranged and approved in advance with the designated POC.

Contractor shall notify

USRO supervisor or COR prior to starting services and upon completion of services.

The contractor shall be authorized to park only in areas opened to the public.

The contractor shall be allowed minimal use of government space to store supplies and/or equipment.

The Contractor shall be responsible for any repair or damage incurred to the building system as a result of contractor errors or poor workmanship.

EQUIPMENT CERTIFICATION OF INSPECTION: The contractor shall label all equipment serviced upon completion, identifying the date(s) of service, time, company name and the initial of the service technician. The contractor shall perform services in designated area(s) only.

The Contractor shall notify the designated COR or USRO supervisor of the existence or development of any defects or repairs to the equipment which the Contractor considers is not applicable to terms of preventative maintenance (such as operator misuse).

SUBMITTALS: Submittals are due seven (7) calendar days after receipt of contract award notification unless otherwise noted below. Government review comments shall be returned within seven (7) calendar days after receipt of submittals.

14.1. Contractor supplied checklist as detailed in SOW.

14.2. Documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/repair perform maintenance and repair of the water treatment system as detailed in SOW Section 7. (Shall be submitted with offer)

14.3. Detailed PM Schedule as detailed in SOW

ADDITIONAL REQUIREMENTS:

All shipments of materials, equipment and/or supplies to PIMC shall be addressed to the Contractor and not the Indian Health Service or PIMC. Preservation, packaging and packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Service.

Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.

CONTRACTING OFFICER AUTHORITY

Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved for the Contracting Officer.

Contracting Officer’s Representative (COR) The person identified below is hereby designated as the Contracting Officer's Representative (COR) for this contract.

Contacts: Ronald Allison 602-859-2227 Ronald.Allison@ihs.gov

Invoice Submission and Payment The Contractor shall submit its original invoice to the Phoenix Indian Medical Center, Finance Dept., Aztec Building 1616 East Indian School Road, Suite 360E, Phoenix AZ 85016 and or via email to PHX_PIMCAPInvoice@ihs.gov. The Contractor agrees to include the following information on each invoice. (1) Contractors name, address; (2) Contract Number (entire contract number must be included);

(3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. Phoenix Indian Medical Center, Finance Dept., Aztec Building 1616 East Indian School Road, Suite 360E, Phoenix, AZ 85016, shall make payment.

mailto:Ronald.Allison@ihs.gov mailto:PHX_PIMCAPInvoice@ihs.gov