33330223RF0010024.pdf

Smithsonian Institution

Request for Proposals

Solicitation No: 33330223RF0010024

Smithsonian Institution Water Treatment

Smithsonian Institution Washington, DC 20560

Issue Date: March 22, 2023 Due Date: May 8, 2023

Issuing Office:

Smithsonian Institution Office of Contracting & Personal Property Management (OCon&PPM) 600 Maryland Ave., SW, Suite 500E P.O. Box 37012, MRC 1200 Washington, DC 20024

Firms must be registered in the System for Award Management (sam.gov) prior to Contract Award. Submittals must be delivered to the Smithsonian email address of Jasmine E. Price at pricej@si.edu by 2:00 PM EST on May 8, 2023.

Questions pertaining to this Solicitation will be entertained through to April 4, 2023. Additional information may be obtained only by contacting Jasmine E.

Price, Contract Specialist, OCon&PPM, pricej@si.edu.

SMITHSONIAN INSTITUTION WATER TREATMENT CONTRACT

TABLE OF CONTENTS

1 General Description and Summary

2 General Intent, Specifications, Statement of Work and Compliance

2.1 General Intent

2.2 Chemical and Testing Requirements

2.3 Legionella Plan

2.4 Corrosion Coupon Testing

2.5 Ground Water Testing

2.6 Greenhouse Fans/Swamp Coolers

2.7 Cooling Tower Cleaning

2.8 Intervals

2.9 Additional Services

2.10 Management

2.11 Employee Qualifications and Training

2.12 Meetings

2.13 Compliance of Work

2.14 Licensing

2.15 Materials and Deliveries

2.16 Warranties

2.17 Contractor Furnished Equipment, Spare Parts and Tools

2.18 Smithsonian Institution Furnished Tools, Drawings, Diagrams, Manuals, Containers and Inventory

2.19 Joint Inventory

2.20 Safety, Accidents, PPE, LOTO, Fire Protection, Combustible Materials, SDS, Signs, Barricades

2.21 Employee, Identification, Background Checks, Citizenship, Uniforms, Conduct, Eating, Drinking, Smoking, and Illegal Substance and Alcohol Use

2.22 Drilling, Welding, Cutting Grinding, Fabricating and Permits

2.23 Site Protection, Debris Control and Daily Cleanup

2.24 Sub-Contractors

2.25 Museum Hours, Workdays, Government Holidays, Special Events and Work Hours

2.26 Museum Artifacts

2.27 Protection of Historic Properties

2.28 Parking

2.29 Inspection, Testing and Certification

2.30 Scheduled and Unscheduled Outages

2.31 Routine and Emergency Services and Callbacks

2.32 Housekeeping and Deliveries

2.33 Phase-In

2.34 Phase-Out

3 Schedules and Work Control

3.1 Annual Work Schedule

3.2 Monthly Work Schedule

3.3 Work Control

4 Reports

4.1 Reporting

4.2 Monthly Progress Report

4.3 Daily Progress Report

5 Records and Logs

5.1 Records

5.2 Logs

6 Firm Fixed Price Repair Portion (FFP)

6.1 General Intent

6.2 Maintenance

6.3 Reliability Centered Maintenance

6.4 Repair

6.5 Callbacks

6.6 Reports, Scheduling, Logs

6.7 Weather, Acts of God, Vandalism and Abuse

6.8 Wiring Diagrams and Schematics

6.9 Miscellaneous

7 Firm Fixed Price Threshold Limitation for Repair (FFPT)

8 Indefinite Delivery Indefinite Quantity Portion (IDIQ)

8.1 General Intent

8.2 Upgrades and Modernizations

8.3 Delivery/Task Orders

8.4 Proposals

8.5 Acceptance, Notice to Proceed and Payments

1. GENERAL DESCRIPTION AND SUMMARY

The Smithsonian Institution intends to award a Professional and Technical Combination Firm-Fixed Price

(FFP) and Indefinite Delivery, Indefinite Quantity (IDIQ) Contract for all Water Treatment Services throughout the Smithsonian Institution facilities within the Washington DC Metropolitan area, Front Royal

Va., Edgewater Md., and New York City to include a complete and all-inclusive Water Treatment Program, inspection and testing services, maintenance and repair services, routine and emergency service calls, supply of chemical products, flush agents, dyes, filters, lights, application of chemical products, consultation, technical expertise, minor training, and reporting for all cooling towers, steam boilers, Reverse

Osmosis (RO) systems, fountains, sewer and grease pits, glycol loops, closed loop systems, ground water systems and any other system identified in the attached inventory or this Statement of Work located within the Smithsonian Institution Facilities and any other identified spaces that are controlled and/or operated by the Smithsonian Institution.

The Firm-Fixed Price (FFP) contract portion is a fixed-price sum that includes, but is not limited to, the duties to perform all types of annual, biannual, quarterly, monthly and biweekly testing, inspection, supply of chemical products, supply of filters and lights, the application of chemical products, routine maintenance, minor repair services, minor leak repairs, replacement of filters and lights, minor cleaning of strainers, routine service calls, callbacks, minor cleaning and brushing of fountains, housekeeping, provision of materials and salt, storage of chemicals, correction of deficiencies, consultation, technical expertise, minor training, labor, deliveries, and reporting to maintain the listed Smithsonian water systems, where no part of the existing water systems have failed to operate or perform as required and specified by the original equipment manufacturer (OEM) in proper working condition, under the base contract.

The Indefinite Delivery Indefinite Quantity (IDIQ) contract portion is a time and materials sum that includes, but is not limited to, the duties to perform all types of major repairs, overhauls, replacements, emergency service calls, overtime charges, installations, construction, modifications, fabrications, upgrades, application of dyes and flush agents, chemical and/or glycol loss above the identified levels indicated within this contract, major cleanings and/or brushings, training classes, testing, inspections, and labor that the

Smithsonian Institution requests or requires that may be outside of the scope of the Firm Fixed Price (FFP) portion of the base contract; deficiencies that the Contractor identifies as part of their scheduled testing and inspections that would be performed as a preventative measure to prevent a future failure to the existing water system; requests by the Smithsonian for related services, supplies, installations, construction of new systems, etc. that may not be listed in the inventoried SI water systems; or where whole or parts of the listed

Smithsonian water systems have failed to operate or perform as required and specified by the original equipment manufacturer (OEM) in proper working condition, under the base contract that exceeds the Firm

Fixed Price Threshold (FFPT).

The Smithsonian Institution intends to award a one (1) year contract with the right to exercise the option to extend this contract for nine (9) additional one-year period(s).

2. GENERAL INTENT, SPECIFICATIONS, STATEMENT OF WORK AND COMPLIANCE

2.1 General Intent. The Smithsonian Institution intends that the Contractor shall provide a complete and full service water treatment program to be responsible for the total management and work effort, performance, technical, professional, supervision, quality control and quality assurance for all Firm Fixed Price (FFP) and

Indefinite Delivery/Indefinite Quantity (IDIQ) work within this contract to provide, install, deliver, maintain, apply and furnish all personnel, labor, materials, equipment, treatments, programs, chemical products, test kits and/or strips, filters, lights, dyes, salt, flush agents, tools, meters, analyzers, spare parts, and all other services required, including but not limited to, testing, inspection, maintenance, component replacement, repairs, overhauls, cleaning, brushing, vandalism and abuse to equipment and/or systems and components, correction of deficiencies, fabrication, alterations, modifications, construction and installation of new systems, callbacks, routine and emergency services, data collecting and reporting for all water treatment systems on cooling towers, steam boilers, Reverse Osmosis (RO) systems, fountains, sewer and grease pits, glycol loops, closed loop systems, ground water systems and any other system identified in the attached inventory or within this Statement of Work located throughout the Smithsonian Institution facilities throughout the Washington DC Metropolitan area, Front Royal Va., Edgewater Md., New York

City and any identified spaces that are controlled and/or operated by the Smithsonian Institution within the terms of the contract.

The Smithsonian Institution intends that the Contractor shall provide a Water Treatment Program that reduces fuel and electrical consumption through improved heat transfer efficiency, minimizes maintenance and repair costs associated with replacement and/or cleaning of equipment due to scale, corrosion, sludge, deposits, fouling, algae and microbiological growth to provide clean heat transfer between surfaces, minimize unsightly appearances and improve water system operations for all aspects of operation and maintenance. The Contractor shall provide chemicals that have no detrimental effect on metallic, non-metallic, plastic, polyvinyl chloride (PVC), liners, fiber and/or any other materials or surfaces on, around, or within the equipment being treated when used in accordance with the manufacturer’s instructions. The

Contractor shall accurately monitor and test all systems, fountains, sewer, grease pits and ground water in the listed Smithsonian water systems to assure continuous satisfactory results, prevent algae, unsightly growth, odors, smell, discoloration, etc.

The Smithsonian Institution intends that the Contractor shall continually provide competitive water treatment costs to the SI for the lifespan of the contract.

The Smithsonian Institution intends that the Contractor shall provide, at all times, a Water Treatment

Program that maintains the Smithsonian water systems regardless of, but not limited to, changes due to weather, size, capacity, load, occupancy, quality of incoming or returning water, percentage of water losses or gains, fluctuation from Smithsonian personnel or “others” performing maintenance, operations, repairs, additions, or deletions to the existing systems, etc. The amount of equipment and water systems within this

Contract inventory may change throughout the lifespan of this contract, systems and/or facilities may be added or removed due to varying circumstances and create conditions which will require the Contractor and the Smithsonian to adjust the inventoried equipment and costs to maintain a constant level of performance to meet the needs of the Smithsonian water systems.

The Smithsonian Institution intends to award a best value Contract to the Contractor that provides their

Water Treatment Plan in their Technical Proposal that will best achieve the desired results listed for

Smithsonian review during the contractor selection process. The Water Treatment Plan shall identify a schedule, intervals, delivery, inspections, testing, chemicals, applications, filter and light changes, chemical amounts, cleanings, brushing, repairs, replacements, adjustments, and a checklist of all tasks required to maintain all water treatment systems on cooling towers, steam boilers, Reverse Osmosis (RO) systems, fountains, sewer and grease pits, glycol loops, closed loop systems, ground water, swamp coolers, etc. listed in the Inventory throughout the Smithsonian Institution facilities within the Washington DC Metropolitan area, Front Royal Va., Edgewater Md., New York City and any identified spaces that are controlled and/or operated by the Smithsonian Institution within the terms of the contract. The Water Treatment Plan should be equal to or better than the results that are currently in use and may propose different treatments and/or chemicals than those listed but shall provide sufficient details and rational for all specific chemicals and residual levels being proposed. The Smithsonian shall have total and final determination on the chemicals and specific treatments that are technically acceptable in the proposal. This should be labeled “Water

Treatment Plan”.

The Smithsonian Institution intends that the Contractor shall provide adequate and appropriately trained personnel that reside within a 75 mile radius of the listed Smithsonian facilities to perform all aspects of the required work within this contract to provide all operations, service calls, deliveries, routine servicing, testing, inspections, routine maintenance, repairs, including but not limited to, application of chemicals, mixing and/or delusion of chemicals, deliveries, supply of chemicals, treatments, cleaning, brushing, inspections, testing, component replacements, repairs, adjustments, overhauls, correction of vandalism and abuse, correction of deficiencies, fabrications, alterations, installation, construction, callbacks, routine and emergency service calls, data collecting and reporting for all water treatment systems on cooling towers, steam boilers, Reverse Osmosis (RO) systems, fountains, sewer and grease pits, glycol loops, closed loop systems, ground water systems, etc. listed in the Inventory throughout the Smithsonian Institution facilities within the Washington DC Metropolitan area, Front Royal Va., Edgewater Md., New York City and any identified spaces that are controlled and/or operated by the Smithsonian Institution within the terms of the contract. The Contractor shall submit a Staffing Plan to include qualifications, experience, certifications, number of staff residing within the required proximity, etc. with their Technical Proposal addressing the key personnel for all the Smithsonian sites included in this contract. This should be labeled “Staffing Plan”.

The Smithsonian Institution intends that the Contractor shall provide twenty-four (24) hour emergency call services, seven (7) days a week for all water treatment systems on cooling towers, steam boilers, Reverse

Osmosis (RO) systems, fountains, sewer and grease pits, glycol loops, and closed loop systems throughout the Smithsonian Institution facilities, listed in the inventory, within the Washington DC Metropolitan area, Front Royal Va., Edgewater Md., New York City and any identified spaces that are controlled and/or operated by the Smithsonian Institution within the terms of the contract as the Smithsonian Institution deems appropriate. These services are described in Section 2.31.

2.2 Chemical and Testing Requirements. The Contractor shall only utilize chemicals that are manufactured by an ISO 9000 certified manufacturing facility and meet all regulations of the Food and Drug

Administration (FDA), Environmental Protection Agency (EPA), Occupational Safety and Health Agency

(OSHA), the Smithsonian Institution and any other pertinent guidelines as necessary. Proof of certifications shall be provided in the Technical Proposal and upon request.

The Contractor shall have full laboratory evaluation capability, either in house or immediately available, to assist monitoring, control and troubleshooting for all the SI facility water systems listed in the inventory.

The Contractor shall only utilize a CDC Certified Elite Laboratory for general and bacterial testing. Proof of certifications shall be provided in the Technical Proposal and upon request. Laboratory services, analysis and cost shall be provided as part of the Firm Fixed Price (FFP) portion of the contract.

The Contractor shall provide chemicals that have no detrimental effect on metallic, non-metallic, plastic, polyvinyl chloride (PVC), liners, fiber and/or any other materials or surfaces on, around or within the equipment being treated when used in accordance with the manufacturer’s instructions.

The Contractor shall NOT mix or dilute any chemicals onsite.

The Contractor shall deliver all chemicals to the “point of use” and transfer them into the appropriate containment areas or containers at each specific site or location as directed by the SI personnel and/or the

COTR. Onsite mixing of chemicals shall NOT be permitted. All chemicals must be stored on spill containment pallets and/or placed in appropriate containment tanks, areas and/or containers per the manufacturer’s specifications and/or otherwise at a place per the instruction of the Smithsonian facility management at all locations. SI personnel shall not handle any chemicals, in any manner, that are being delivered by the Contractor.

The Contractor shall take samples to test for, but not limited to, pH, conductivity, cycles of concentration, total hardness, P&T alkalinity, chlorides, iron, specific gravity, copper, aluminum, dissolved solids, metallurgical corrosion, legionella pneumophilia, biocide efficacy, LDB growth, corrosion inhibitors, and all chemical treatment residuals in the listed systems as part of the Firm Fixed Price (FFP) portion of the contract.

• Condenser/Cooling Tower Requirements. The chemical product shall contain a blend of carboxylate phosphonate, terpolymer for phosphate, polymaleic copolymer, and additional corrosion inhibitors for systems on pH control and receiving makeup that is consistent with DC-

Metro, NYC, city, state, county, local and municipal waters. The product will also contain a specific copolymer of acrylic and sulfonic monomers to provide maximum deposition control capable of dispersing suspended solids during bleed off. The chemical shall contain a mixture of organic ferrous and yellow metal corrosion inhibitors. The scale and corrosion inhibitor shall be able to maintain a minimum of 3.5 - 4 cycles (depending on seasonal fluctuations) of concentration within the condensing water system under normal water conditions. Cooling tower make-up shall be monitored to ensure that water savings are achieved under normal conditions, where available.

The scale and corrosion inhibitor must control all aspects of deposition and reactions under high stress conditions. The use of acids is prohibited to achieve the desired cycles.

The Contractor shall utilize a dual biocide program consisting of an oxidizing biocide and a non-oxidizing biocide using stabilized bromine. The biocides shall be in a liquid form and fed via automated pump assemblies on a regular basis in conjunction with a bleed-off device. The recommended biocides shall be compared using the price per 10,000 gallons of volume and standard feed rates provided by the manufacturer and the EPA. The PPM dosage range must be stated (min/max feed rate). Use middle feed rates for calculations. Sodium hypochlorite shall not be allowed.

Cooling tower calculations for inhibitors and dispersant shall be determined and based on the inventory list or at a minimum of a thirty percent (30%) load and a minimum of 3.5 cycles of concentration for scale and corrosion. Ingredients and active ingredients must be stated within the product and expected residuals within the cooling tower. The PPM dosage range must be stated

(min/max feed rate). Utilize middle feed rates for calculations.

The Contractor shall identify a schedule that identifies intervals, inspections, testing, chemical applications, minor filter/strainer cleaning and/or replacements, chemical amounts, etc. and a checklist for all tasks required to maintain the systems as part of the Firm Fixed Price (FFP) portion of the contract in the Water Treatment Plan.

Cooling towers shall be tested for, but not limited to, conductivity, cycles, PTSA, hardness, chlorides, pH, and alkalinity.

Control Ranges:

Cooling Tower: Range

Conductivity - uS 1250 - 1400

Inhibitor (organophosphonate) - ppm 4 - 8

Azole - ppm 1 - 3

Bromine - slug dose average 1-2 ppm for 2 hrs.

pH level 8 - 9

PTSA TBD

Cycles 3 - 4

Chilled Water: Range

Nitrite (NO2) - ppm 400 to 800

Molybdate - ppm 80 to 100

Azole - ppm 5 to 8

• Steam/Boiler/Closed Loop Requirements. The chemical product shall contain a blend of phosphates, polymers, sodium molybdate, sodium triazole, polymers, ethanol, or similar amine product, diethylethanolamine and 2 diethylamino. Sludge conditioner shall be integral or added separately to the product in a concentrated liquid form. Liquid sodium sulfite shall be added to eliminate dissolved oxygen in the feed water. Chemicals should be fed via automated pump assemblies and/or shot feeders. Varying amounts of water loss due to leaks, repairs, drain downs and other expected and unexpected events should be considered but an expectation of a one hundred percent (100%) loss rate per year should be calculated. Chemicals shall be compatible with a full temperature range for chilled water, heating water, and dual temperature systems ranging from 38 degrees F to 210 degrees F.

Glycol loops shall contain corrosion inhibitor and be tested for a minimum of 25% glycol level, pH, specific gravity, iron, copper, aluminum, alkalinity, and other total dissolved solids.

applications, chemical amounts, and a checklist for all tasks required to maintain the systems as part of the Firm Fixed Price (FFP) portion of the contract in the Water Treatment Plan.

Closed loops shall be tested for, but not limited to, conductivity, pH, hardness, iron, copper, alkalinity, molybdate, sulfite, nitrate.

Control Ranges:

Steam Boiler Range

Conductivity - uS 4000 to 5000

Sulfite (SO3) 30 to 60

Active Polymer - ppm 10 to 30

Phosphate 30 to 60

Hot Water Range

Nitrite (NO2) - ppm 700 - 1400

Molybdate - (Hazy Expansion, Hazy Main Bldg., HMSG) 80 - 100

Azole - ppm 6 - 10

Steam Condensate Range

Conductivity - uS 10 - 50 pH Level 7.9 - 8.7

Iron - ppm 0 - 1.5

Feedwater Range

Conductivity - uS Record

Hardness - ppm 0 - 1 pH 8.3 - 9

Softener Hardness - ppm 0

RO Systems: Range

Softener Hardness - ppm 0

Carbon Tank Free Chlorine - ppm 0

RO Conductivity - uS Record (Less than 25us)

DI Tank Conductivity - uS Less than 2

• Fountain Requirements. Due to visitor interaction with fountains, only pelletized bromine shall be used. All biocides must be approved by the SI for use. Many fountains have a brominator with ORP control in place. The chemical product shall contain, but not limited to, azole free scale and corrosion inhibitors, and algaecides to maintain a 1-2 ppm free chlorine level at all times. All fountains shall always remain free and clear of algae, microbiological growth, and cloudiness. The

Contractor shall perform minor brushing, vacuuming and/or cleaning upon every visit as necessary to maintain chemical flow, consistency of product, distribution of chemical throughout the total area and to provide for aesthetic appearance of water features as part of the FFP base contract. The

Contractor shall clean and/or replace all filters, screens, strainers, lights, quartz sleeves, etc. on a regular basis as required as part of the FFP base contract. Any screen or strainers that require more than a “normal” amount of tear down or access to clean or replace shall be performed as part of the

IDIQ portion of the contract. The Contractor shall only use chemicals that shall have no detrimental effect on metallic, non-metallic, cement, painted, masonry, plastic, polyvinyl chloride (PVC), liners, fiber, piping, tubing, and/or any other materials, surfaces, plants, surrounding plants, grasses, vegetation, etc. on or within the fountains and systems being treated. The Contractor shall use chemicals in accordance with the manufacturer’s instructions.

applications, filter replacements, cleanings, brushing, light and quartz sleeves replacements, chemical amounts, and a checklist for all tasks required to maintain the fountain as part of the Firm

Fixed Price (FFP) portion of the contract in the Water Treatment Plan.

Control Range:

Fountains: Range

Residual Free Chlorine - ppm 1 - 2

• Sewer & Grease Pit Requirements. The chemical product shall be a biodegradable degreaser and deodorizer, non-petroleum based, containing surfactants to enable the degreaser to remain water soluble and floating characteristics to remain on the surface of the water to dissolve grease that floats to the surface.

applications, chemical amounts, and a checklist for all tasks required to maintain the systems as part of the Firm Fixed Price (FFP) portion of the contract in the Water Treatment Plan.

2.3 Legionella Plan. The Contractor shall provide a Legionella Plan that complies with the most current editions of all applicable codes, directives, laws, procedures, practices, standards, regulations, guidelines, and handbooks including, but not limited to; The American Society of Testing and Materials (ASTM)

D5952-08 Legionella, the Environmental Protection Agency (EPA), Center for Disease Control (CDC), the

Occupational Safety and Health Act (OSHA), the American Society of Heating, Refrigeration and Air

Conditioning Engineers (ASHREA), the Cooling Tower Institute (CTI) Best Practices and Guidelines, the

Association of Water Technologies (AWT) and keep it updated annually and/or any time that new information or techniques become available. The Contractor shall implement a dual biocide program with an oxidizing biocide to control legionella. The Contractor shall perform annual Legionella testing by an independent Third-Party facility with a Center for Disease Control (CDC) Elite Accreditation.

The Contractor shall provide their Legionella Plan in their Technical Proposal for review during the contractor selection process. The Legionella Plan is included as part of the Firm Fixed Price (FFP) portion of the contract. This should be labeled “Legionella Plan”.

2.4 Corrosion Coupon Testing. The Contractor shall perform quarterly corrosion coupon testing, where coupon racks are provided, as part of the Firm Fixed Price (FFP) portion of the contract and ensure that the following corrosion rates are met or better than:

• Condenser/Cooling Tower Water Corrosion Rate:

o Mild Steel: Average less than 2.0 mils per year (MPY) o Copper: Average less than 0.2 mils per year (MPY)

• Closed Loop System Corrosion Rate:

o Mild Steel: Average less than 0.5 mils per year (MPY) o Copper: Average less than 0.1 mils per year (MPY)

2.5 Ground Water Testing. The Contractor shall perform general and quarterly permit required Ground Water

Testing by an EPA Certified Lab at the National Museum of African American History and Culture

(NMAAHC) as part of the Firm Fixed Price (FFP) portion of the contract to inspect for levels of oil, grease, iron, arsenic, pH, total suspended solids (TSS) and any other items that may be required by authorities, agencies, or the Smithsonian. The Contractor shall provide, maintain and/or replace, but not limited to, chemicals, acids, caustics, equipment, controllers, pumps, sensors, lights, quartz sleeves, dyes, as required as part of the Firm Fixed Price (FFP) portion of the contract.

The Contractor shall identify a schedule that identifies intervals, inspections, testing, and a checklist for all tasks required to maintain the system in the Water Treatment Plan.

Control Range:

NMAAHC - Ground water Range pH Level 6 - 8.5

Conductivity Record

2.6 Greenhouse Fan/Swamp Coolers. The Smithsonian Greenhouse, located in Suitland Maryland, utilizes large fan type swamp coolers during certain times of the year; approximately eight (8) months for calculating purposes. The Contractor shall perform testing and provide chemicals for Smithsonian personnel to treat them manually, when in use, with a Smithsonian approved biocide chemical such as Uptake or

Kleengrow or that has, at a minimum, the same chemical makeup; is NOT toxic to animals or humans; does

NOT carry an inhalation risk; and NOT detrimental or corrosive to metals. The Contractor shall test them regularly to prevent algae, microbiological growth and/or legionella as part of the Firm Fixed Price (FFP) portion of the contract.

The Contractor shall identify a schedule that identifies intervals, inspections, testing, type of chemical, chemical applications, chemical amounts, and a checklist for all tasks required to maintain the system as part of the Firm Fixed Price (FFP) portion of the contract in the Water Treatment Plan.

2.7 Cooling Tower Cleaning. The Smithsonian Institution intends that the Contractor shall provide major cooling tower cleaning, upon request, as part of the Indefinite Delivery Indefinite Quantity (IDIQ) portion of the contract. The Contractor shall perform the cleaning per specification and guidelines of the original equipment manufacturer (OEM) to treat for bacteria, descale and clean, but not limited to, dirt, dust, sludge, debris, corrosion, scale, impurities, clogged nozzles, fill media, etc. to improve efficiency, and reduce expenses for heat transfer. When a request is made, the COTR shall notify the Contractor and make a request for proposal (RFP). The Contractor shall provide in their proposal (a) statement of work (SOW) which shall include (b) the nature, details and quantity of the work to be performed or supplies, (c) the location of the jobsite, (d) date of completion, unless it is subject to negotiation, (e) specifications, (f) requirements and (g) cost along with any other Contractor information required in the RFP.

2.8 Intervals. Some minimum intervals for testing are described within this Statement of Work and/or the

Inventory List for specific individual pieces of equipment and/or systems that should be calculated accordingly within the Contractor’s Water Treatment Plan. If the Contractor deems more or less intervals are needed than those listed, the Contractor shall provide sufficient details and rationale, but the

Smithsonian shall have total and final determination of technically acceptable intervals. The Contractor shall identify a schedule that identifies, but is not limited to, intervals, inspections, testing, chemical applications, maintenance, filter replacements, cleanings, brushings, chemical amounts, deliveries, and a checklist for all tasks within this Contract and each system required that will maintain the water systems based on, at a minimum, the OEM specifications. The Inventory Lists provides some load calculations, volumes, etc. and can be used, but not necessarily has to be, used and/or included in the Water Treatment

Plan.

2.9 Additional Services. The Contractor shall be present, on an as needed basis, whenever a boiler, chiller or any part of the water systems are opened for inspection by the Smithsonian or others. The Contractor shall assist, provide technical expertise, consultation, and a written report on the conditions of the equipment as part of the Firm Fixed Price (FFP) portion of the contract as necessary.

2.10 Management. The Smithsonian Institution intends that the Contractor shall provide a designated Project

Manager with the required expertise to supervise and manage the total management, total work effort, quality control and quality assurance for all Firm Fixed Price (FFP) and Indefinite Delivery/Indefinite

Quantity (IDIQ) work within this contract, including all performance requirements associated with all personnel, labor, materials, equipment, tools, spare parts, inventory, routine and emergency services, callbacks, and all other services within this contract required to perform maintenance, testing, inspections, operation and repairs, including but not limited to, application and supply of chemicals, deliveries, component replacement, overhaul, vandalism and abuse, correction of deficiencies, fabrication, alterations, modification, upgrade, construction, inspection, testing, planning, scheduling, oversight of subcontractors, accounting, quality assurance and quality control, reporting, data collecting, disputes, negotiations, and invoicing specified throughout this entire contract. The designated Project Manager is expected to provide, update and implement industry best practices, Reliability Centered Maintenance (RCM), Predictive

Maintenance (PdM) and continuously improve methods and innovative technical approaches for the duration of the contract. The designated Project Manager will be required to work directly with and provide maximum coordination with the Smithsonian Institution thru the COTR. The designated Project Manager shall be identified in the Staffing Plan.

2.11 Employee Qualifications and Training. The Contractor shall provide all their personnel with the required qualifications, expertise, training, and certifications to effectively perform all requirements for the equipment inventory and systems within this contract. The Contractor shall provide an adequate number of staff/employees that reside within seventy-five (75) miles of the inventoried equipment and facilities to perform all requirements for the equipment inventory and systems within this contract. This includes all routine and emergency service calls and callbacks, maintenance, inspections, testing, operations, deliveries, and repairs including, but not limited to, component replacement, overhauls, vandalism and abuse, correction of deficiencies, fabrication, alterations, modifications, adjustments, upgrades, construction, inspection and testing, application of chemicals, delivery of materials and chemicals, consultation, and reporting as specified throughout this contract. The Contractor’s personnel shall have at a minimum, ten

(10) years of satisfactory experience in performing, analyzing, treating, testing, and maintaining water treatment systems, a Certified Water Technician (CWT) Certification from the Association of Water

Technologies (AWT), and at least one (1) personnel, at a minimum, shall be always employed with a

Bachelor of Science Degree in Chemistry, Environmental Science, Chemical Engineering, or similar type of degree. The Contractors personnel shall be current and have always employed at least one person with a minimum certification of each, but not limited to, OSHA 10, HAZWOPER 8 and OSHA 30 training as required per their position(s) being performed under the base contract.

2.12 Meetings. The Contractor shall have daily, weekly, monthly and yearly meetings with the COTR on an as needed basis, to include but not be limited to scheduling, personnel matters, vacations, progress and/or status of Firm Fixed Price (FFP) and Indefinite Delivery Indefinite Quantity (IDIQ) related maintenance and repairs, equipment outages, correction of deficiencies, material and chemical availability, routine and emergency services, callbacks, replacements, overhauls, alterations, invoices, reporting, personnel, and all

Smithsonian Institution or Contractor concerns. The Contractor shall provide the agenda and minutes of the meetings to include all parties present at the meeting. The Contractor shall obtain COTR approval of the proposed agenda format prior to use. The meetings may be in person, verbal, via email, teleconference, MS

Teams, Zoom or any other approved setting deemed appropriate by the Smithsonian.

2.13 Compliance of Work. The Contractor shall comply with the most current editions of all applicable codes, directives, laws, procedures, practices, standards, regulations, guidelines, and handbooks including, but not limited to; The American Society of Testing and Materials (ASTM) D5952-08 Legionella, ASTM D3370-

10 Water Testing in Closed Conduits, ATSM D5464-07 and ATSM D1067-16 (PH and Alkalinity

Measurements), ATSM D4778-15 Corrosion of Cooling Water in Heat Exchangers, the Food and Drug

Administration (FDA), the Environmental Protection Agency (EPA), Maryland Department of Environment

(MDOE), Metropolitan Washington Airports Authority (MWAA), the American National Standards

Institute (ANSI) Codes, the National Fire Protection Association (NFPA) Codes, the American National

Standards Institute Inc. (NEII), The National Electrical Code (NEC), the International Building Code (IBC), the International Existing Building Code (IEBC), the Occupational Safety and Health Act (OSHA), the

American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHREA), the Cooling

Tower Institute (CTI) Best Practices and Guidelines, the Association of Water Technologies (AWT). The

Contractor shall also comply with all Federal, State, City, Local, Municipal, and Smithsonian Institution policies, procedures, and directives applicable to all work performed in the terms of this contract.

2.14 Licensing. The Contractor shall be licensed by the appropriate Federal, State, City, Municipal or Local

Jurisdiction to provide the maintenance and repair services, testing, inspection, and reporting specified within this contract. All work within this contract shall be performed by technicians specifically qualified and trained to work on water treatment equipment of the type listed in the inventory of equipment. Copies of all the required licenses, certifications, as well as documentation of the qualifications and credentials for all personnel performing work on this contract, shall be provided in the Technical Proposal, and to the

COTR prior to award of the contract, and anytime thereafter that there may be a change or addition in personnel.

2.15 Materials and Deliveries. The Contractor shall only provide new original equipment manufacturer (OEM) or factory reconditioned parts and components when providing FFP and/or IDIQ repair and replacement services, when available, as described herein. All replacement units, systems, parts, components, filters, lights, and materials to be used in the maintenance, repair, installation, modification, alteration, fabrication, overhaul, construction, and upgrade of the equipment shall be compatible with the existing equipment. All replacement units, systems, parts, components, filters, lights, and materials to be used in the maintenance, repair, modification, alteration, fabrication, installation, overhaul, construction and upgrade of the equipment shall be “like and kind”, of equal or better quality than original equipment specifications and shall comply with applicable government, commercial or industrial standards. If the original equipment manufacturer (OEM) has been discontinued, updated, stopped production or discontinued the quantity of materials or parts for the equipment supplied under this contract, the replacement parts or materials shall equal or exceed the original equipment manufacture (OEM) quality and kind. Non-proprietary parts and equipment shall always be utilized, unless approved by the COTR, and all work should be approved by the

COTR prior to installation. The equipment shall be free of missing components or defects, which would prevent it from functioning as originally intended and/or designed. The Contractor is required to provide submittals and the proper documentation to support the replaced components, systems, materials, equipment and parts.

When constructing new water treatment systems, the Contractor shall follow all Smithsonian guidelines and the latest version of the SI Design Standards for the appropriate discipline(s), as approved by the COTR.

The Contractor shall provide a warehouse within a fifty (50) mile radius of all the listed Smithsonian facilities to be able to support and supply the amount and type of chemicals needed to maintain the

Smithsonian systems for regular and emergency services in a timely fashion at all times. The Contractor shall provide a properly maintained delivery vehicle located at or within very close proximity to the warehouse to be able to deliver chemicals, materials, and any other required items to maintain and service the Smithsonian in a timely fashion, without delay, regardless of routine or emergency services. Warehouse, location, delivery and vehicle information shall be provided within the Technical Proposal and anytime that it is requested throughout the lifespan of the contract.

2.16 Warranties. At the time of installation of any new components, equipment, pumps, sensors, quills, seals, pipes, tubing, tanks, containers, materials or systems, the Contractor shall submit and furnish to the COTR the written warranty for each piece of equipment, component, part, material furnished under the contract.

With each warranty, the Contractor shall furnish the COTR with the name, address, and telephone number of the guarantor's representative nearest to the location who will provide the services, if other than the contractor, prescribed by the terms of the warranty. It shall be the Contractor's responsibility to execute all warranties on both the equipment provided by the Contractor, and upon Smithsonian furnished equipment under warranty at the time this contract begins. At the time of installation of any new components, the

Contractor shall tag each item of warranted equipment with a durable, oil and water-resistant tag. The tag shall remain on the component until which time the duration of the warranty has expired. The tag shall show the following information:

a. Type of Equipment, Component or Part Replaced.

b. Installed or Accepted Date.

c. Out of Warranty or Warranty thru Date.

d. Contract Number.

e. Name of Installation Company.

f. Name of Person(s) Who Installed Component(s).

All equipment, components, systems, materials, and parts, other than those installed under this contract, shall not be removed, replaced or deficiencies corrected while still under warranty of the manufacturer or the previous installer without prior written approval of the COTR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the

COTR as soon as possible, so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, components, and systems that are covered by warranty and the duration of such warranties.

2.17 Contractor Furnished Equipment, Spare Parts and Tools. The Contractor shall provide all necessary tools, resources, meters, kits, testing agents and equipment to accomplish the requirements specified in this contract. This includes but is not limited to Automated Data Processing (ADP) equipment, computers, laptops, printers, facsimile machines, scanners, radios, cell phones, vehicles, test equipment, containers, tubes, ladders, carts, test meters, gauges, kits, strips, and other specialized tools or equipment needed to replace, install, maintain, repair, test or operate the equipment listed in the inventory and terms of this contract. The Contractor shall assure that all test equipment, meters, gauges, etc. are fully functional and always calibrated while being used on the equipment of the type listed in the inventory of this contract. The

Contractor shall ensure equipment is clearly identified as Contractor owned. The Contractor shall have available on site or in their possession for immediate delivery, a sufficient supply of common spare parts for the repair of the equipment listed in the inventory and terms of this contract.

2.18 Smithsonian Institution Furnished Tools, Drawings, Diagrams, Manuals, Containers and Inventory.

The Smithsonian Institution shall provide or make available to the Contractor any tools, drawings, diagrams, equipment manuals, chemical containers, pumps, etc. that is Owner owned to maintain, operate, test, or repair the equipment within the contract. The Contractor shall maintain the integrity and assume accountability of the said items for the duration of the contract and bring any deficiencies to the attention of the COTR as soon as practical from the time of finding as and no later than 24 hours.

2.19 Joint Inventory. The Contractor and the COTR shall conduct an initial joint inventory/site inspection of all furnished SI equipment, tools, drawings, diagrams, manuals, and materials. The Contractor shall certify the findings of this inventory, and assume accounting responsibility for all equipment tools, manuals and materials accepted for use. The Contractor shall conduct annual inventories thereafter, as necessary, in accordance with FAR 45.508, submitting the annual inventories to the COTR electronically within 15 days after the start of each Option Year. This will include any spare, on-site parts or equipment that may be the property of Smithsonian. The Contractor shall provide the COTR a spreadsheet listing the inventoried items in stock as necessary.

2.20 Safety, Accidents, PPE, LOTO, Fire Protection, Combustible Materials, SDS, Signs, Barricades. The

Contractor shall comply and provide training for their employees on the most current editions of all applicable Safety Codes and Manuals related to federal, state, city, county, local, municipal, environmental and Smithsonian Institution enforced practices, procedures, directives, laws, regulations and standards including but not limited to the Occupational Safety and Health Act (OSHA).

The Contractor shall report all accidents including but not limited to injury, trauma, occupational disease, exposure, accidents resulting in death, accidents defined by OSHA as “recordable”, accidents including

Hazardous Material (HAZMAT) and all incidents resulting in damage to Smithsonian Institution property.

The Contractor shall initially inform the COTR verbally as soon as practical and submit a full report of the injury and/or damage to personnel, Smithsonian Institution property and/or equipment within 24 hours of the occurrence.

The Contractor shall provide all Personal Protective Equipment (PPE) such as but not limited to safety glasses, gloves, uniforms, Tyvek suits, aprons, masks, respirators, safety shoes, etc. and training for its employees and use them as required by such policies, laws, directives, practices, and regulations.

The Contractor shall provide all Lock Out/Tag Out (LOTO) equipment and training for its employees and use them as required by such policies, laws, directives, practices, and regulations.

The Contractor and its employees shall know where fire alarms and extinguishers are located in the areas that they are performing services or occupied by them and be trained how to activate them if required.

The Contractor shall notify the COTR about any flammable, corrosive, or combustible materials prior to bringing them on any Smithsonian Institution Building/Facility. The Contractor shall handle and store all combustible supplies, materials and waste in a manner that prevents fire or hazards to any persons or facilities. The Contractor shall follow the most current policies, laws, directives, practices, and regulations pertaining to storage and waste. The Contractor will provide all containers as per the most current and applicable codes to include fire rated cabinets, rag cans, waste cans, drums, pails, etc.

The Contractor shall provide, maintain, and keep updated copies of the Safety Data Sheets (SDS) for all products used in any Smithsonian Institution Building/Facility to the COTR. The Contractor shall provide copies of all the Safety Data Sheets (SDS) that shall be utilized within this contract to the COTR at the time of award for approval prior to any work or services performed. The Contractor shall keep updated, maintain, and replace the Safety Data Sheets (SDS) anytime thereafter that there is a change in product. The

Safety Data Sheets (SDS) shall remain in each Building/Facility next to, near to as possible, in the USRO

Office or elsewhere approved by the COTR or facility for all products used and/or upon request.

The Contractor shall provide signage on all equipment if it is out of service for any reason, declaring the piece of equipment is “Out of Service”. Signage shall be placed in a manner that is visible and unobstructed. The Contractor shall utilize LOTO procedures to secure the equipment. The Contractor shall provide safety barricades to prevent usage, when necessary, to prevent unauthorized personnel access to the work areas, to create a “buffer zone” and to prevent any hazardous situation if applicable. The Contractor shall provide a safe, secure, stable, fire rated, and aesthetically pleasing barrier. The Contractor shall obtain

COTR approval of proposed signage and barricades prior to use.

2.21 Employee, Identification, Background Checks, Citizenship, Uniforms, Conduct, Eating, Drinking, Smoking, and Illegal Substance and Alcohol Use. The Contractor shall submit the name, date of birth, full address, Social Security Number, place of birth and citizenship of any employee that is employed on the work of this contract, to be submitted for a completed Smithsonian Institution security questionnaire, background investigation and/or any other forms that may be required when requested by the COTR.

The Contractor’s employees shall furnish proof that they are a citizen of the United States or if an alien, that their residence within the United States is legal.

The Contractor shall display the furnished Smithsonian Contractor ID badge while working or present on all

Smithsonian properties. When an employee leaves the Contractor’s service, the employee’s ID badge shall be returned to the COTR within 10 working days. Upon expiration of the contract, the Contractor shall return all employees ID badges to the COTR within 10 working days.

The Contractor shall be easily identifiable with their employer. The Contractor’s uniform shall have on an outer garment an identifying emblem or words of sufficient size to properly identify the name of the

Contractor and the employee. Clothing shall be neat, clean, and suited to the work or situation.

The Contractor employees shall conduct themselves in a proper, efficient, courteous, and businesslike manner. The Contractor shall remove from the site any individual(s) whose removal is requested by the

COTR based on the employee(s) behavior that is deemed inconsistent with the best interest of Smithsonian.

The Contractor shall only eat, drink and smoke in assigned and approved areas designated by the

Smithsonian Institution. Smoking is not permitted in any Smithsonian Institution Building/Facility at any hour, at any time, and under any circumstance. Failure to comply is grounds for the Contractor employee(s) to be removed from the premises.

Under no circumstances should the Contractor use or have in their possession any illegal substance or alcohol while on any Smithsonian Institution Building, property or Facility. Failure to comply will be immediate grounds for the Contractor’s employee(s) to be removed from the premises.

2.22 Drilling, Welding, Cutting, Grinding, Fabricating, and Permits. The Contractor shall notify and schedule with the COTR at least 48 hours in advance to performing all “hot work”, unless otherwise noted by the COTR, in order to acquire all applicable…