Statement of Work - Chemical Treatment for Chiller Plants and Boiler Plant.docx

Statement of Work - Chemical Treatment and Service Program for Bay Pines and Lee County

10000 Bay Pines Blvd St Petersburg, FL 33744

AND

Lee County Healthcare Center 2489 Diplomat Parkway East Cape Coral, FL 33909

1The following buildings have heat exchangers with a building re-heat loop: B100, B111, B102, B101, B71, B37, B2, B20, B1, B23, B23A. Condensate and steam sampling shall be taken at each of these buildings. The following buildings have hot water boilers with chemical pot feeders: B24, B107, B11/54, B13.

General A qualified Contractor will provide a water Chemical Treatment Program and Service Program consisting of any required services, products, supplies, and equipment for the Systems described above. The Programs are to be designed to meet mutually agreed upon objectives based upon maintenance of key operating conditions and control parameters.

Introduction

1) The water chemical treatment contractor shall provide all supplies and technical support services for chemical treatment of boiler plant water, cooling towers, steam, condensate water systems throughout the medical center/campus to ensure compliance with VHA standards and requirements.

2) VAMC boiler plant employees will be responsible for continuous feeding of chemicals and performing water tests with oversight by the contractor. See Service Program Example.

3) In addition, the contractor shall verify the proper operation of all water treatment systems which serve the boiler plant including feedwater deaerator, water softener, dealkalyzer and continuous blowdown at least semiannually.

4) The goals are safety, reliability and longevity of the steam and condensate piping and equipment in the boiler plant, in the steam distribution system, the cooling towers and in the various buildings of the VA facility.

Chemical Water Treatment Contractor Qualifications

1) The contractor shall have been in business at least five years providing chemical treatment of boiler plant, steam, cooling tower, and water distribution systems similar in design and annual steam production rates to that of the VA facility. Provide a list of at least five customers similar to VA who have utilized the services for boiler & cooling tower chemical treatment for at least three years.

2) One water treatment specialist who has a bachelor’s degree in chemical engineering or the physical sciences from an accredited college or university shall be assigned to this contract. The water treatment specialist must have at least five years successful experience with boiler water treatment programs and shall furnish references from at least three customers who utilize boiler water treatment programs.

3) The water treatment specialist assigned must be located within 100 miles of the site to enable reasonable response times when a site visit is requested. 24-hour response for emergencies, as deemed an emergency by the boiler plant staff, are required.

4) The contractor must operate (or continuously maintain a contract with) a state certified laboratory to perform complete scientific analyses of water chemistry, deposits, metallic materials affected by corrosion and provide recommendations for correction of problems related to the chemical and mechanical water treatment program.

Chemicals and Testing Supplies

1) Provide all chemicals, test kits, test reagents, corrosion coupons, and instructional materials as necessary to comply with all contract requirements. Deliver to the boiler plant supervisor or his/her designate.

2) Chemical test equipment to the greatest extent possible, chemical test results will be electronic or digital in nature. The test results shall not rely on an operator’s interpretation of color or lack of their ability to accurately distinguish colors.

3) Chelant-based chemicals are not permitted.

4) All chemicals utilized must conform to FDA guidelines: CFR 21, 173.310, BOILER WATER ADDITIVES PERMITTED IN PLANTS WERE STEAM CONTACTS FOOD. In addition, the chemicals shall conform to all local, state, and federal government regulations on water pollution and have appropriate EPA registration. The VAMC utilizes boiler steam for food preparation and for humidification.

5) All chemicals shall be in a liquid state when shipped from the manufacture. The manufacture must be ISO certified with proper quality controls in place to ensure there is no variances in the chemical mixtures straight and or concentration from one run to the next run of the same chemical. Copies of the quality control test sheets will be supplied with each delivery.

6) NO blending of several treatment chemicals into one mixture. Each Chemical treatment must remain separate from the others and feed into the system as an individual chemical. The Blending of Amines are acceptable (Neutralizing and Filming amines)

7) There will be no mixing of chemicals by the operators or in the boiler plant.

8) Furnish on site chemical storage containers with secondary containment. Provide bulk delivery service which delivers the chemicals directly into the on-site storage containers with no assistance necessary from VA employees other than to provide access.

9) Provide chemical metering pumps as required, plus one spare. Example:

a. DA Tank one pump.

b. Boiler 1 one pump for each chemical being added to the boiler.

c. Boiler 2 one pump for each chemical being added to the boiler.

d. Boiler 3 one pump for each chemical being added to the boiler, etc.

e. All boilers will have an extra injection point for laying up a boiler wet. Boiler treatments must go to the individual boilers, it is impossible to control the chemistry of two boilers with one common chemical injection point.

f. Steam line treatment one pump for each injection point. Steam line treatment may require remote injection points on a large campus. Reference keynote 1 on page 1.

g. Cooling Towers one pump for each chemical being added.

h. Each chiller plant shall have its own chemical treatment system and pumps as necessary.

10) All existing chemicals, which are suitable for the contract program, will be utilized prior to the use of any new chemicals.

11) Submit SDS sheets for all chemicals utilized during the performance of services under this contract. The SDS sheets will accompany delivery of the chemicals.

12) All chemical containers, pumps, hoses and other required accessories shall be labeled with complete information on contents and shall be returnable. Containers, pumps, hoses and other required accessories with missing labels shall be removed from the site. All containers, pumps, hoses and other required accessories remain the property of the contractor and must be immediately removed from site when they are no longer needed at the site.

Performance Requirements

1) Total hardness in feedwater shall be less than one part per million (ppm). Advise VA personnel on proper softener //and reverse osmosis// monitoring and operation.

2) Dissolved oxygen in the feedwater shall be 7 parts per billion (ppb) maximum with oxygen scavenger treatment temporarily suspended. If it exceeds 12 ppb, provide recommendation to boiler plant supervisor that deaerator must be inspected and repaired.

3) Prevent embrittlement of boiler pressure vessels.

4) Condition the boiler sludge to obtain effective bottom blowoff.

5) Boiler residual of sodium sulfite, 30-60 ppm.

6) Boiler phosphate residual, 20-40 ppm.

7) Total dissolved solids (TDS) in boilers shall be as high as possible, but no less than 3000 ppm and not to exceed 4000 ppm.

8) Total alkalinity in boilers 800 ppm maximum (1/5 x solids TDS).

9) Maximum suspended solids in boilers 350 ppm, maximum silica 250 ppm.

10) Boiler polymer dispersant residual as recommended by supplier.

11) There shall be no “pitting” corrosion.

12) There shall be no scale and deposit formation in the boilers.

13) Moisture content of the steam shall not exceed one percent. Perform condensate conductivity tests at a steam trap near the boiler steam outlet (at a point with no amines) to evaluate the moisture content of the steam. If necessary, utilize an antifoam agent to limit solids carryover in the steam from the boilers and to control boiler priming, foaming, and misting.

14) Control boiler water chemistry to minimize blowdown and thus improve efficiency.

15) Provide steam amine treatment to provide condensate pH of 8.0 – 8.5 at each condensate receiver throughout the facility and in the condensate storage tank in the boiler plant. Feed the amines into the boilers instead of the steam header in order to achieve even dispersal throughout the distribution system.

16) Control corrosion rates. Steel corrosion rates shall be less than 2.0 mils per year. Copper corrosion rates shall be less than 0.2 mils per year.

17) Establish layer of magnetic iron oxide (black or dark gray in color) on all steel surfaces as a corrosion barrier.

18) Contractor must ensure, and demonstrate in the required reports, that all water quality parameters are in compliance with specified parameters at least 90% of the time.

19) Cooling Tower testing requirements – Comply with VHA Directive 1061 Appendix D and ES-2019-001, which includes but is not limited to:

a. Water chemistry must be continuously monitored for biocide, corrosion control, pH, conductivity and turbidity. Water temperature also must be continuously monitored.

b. Data on the water quality must be collected hourly and upon alarms.

c. Biocide and corrosion control additions must be automated and based on monitoring input.

d. Water chemistry must be manually tested each month to confirm and recalibrate the accuracy of the continuous monitoring systems.

e. Chemical treatment shall meet or exceed the requirements listed in paragraph 4 of VHA Directive 1061 Appendix D.

1. A third party will conduct the biological sampling. Upon unfavorable results, this contractor is required to respond within 24 hours to achieve compliance.

20) The Program is to be designed and maintained to provide the following level of performance based on the chemical residuals and operating conditions being in control a minimum 90% of the time.

On-Site Services

1) Provide a complete analysis and report with recommendations of all aspects of the boiler/steam/condensate system/cooling tower water for each of the 6 Systems, to include:

a. Influent water quality

b. Soft water

c. Condensate return quality and percentage of the return [where applicable]. Report any metals in the return such as iron, copper, etc.

d. Boiler Feed Water

e. Boiler Water

f. Steam line treatment.

g. A third party will perform internal inspection of the boilers, DA tank and internals, and the condensate tank, in compliance with the VHA Boiler Directive 1810. Documentation of the condition of each piece of equipment and photos will be supplied. This contractor is required to be present for the inspections, to review the documentation, and to provide corrective action relative to this scope of service.

h. Cooling tower water analysis

1. Must include municipal water supply quality to ensure the planned chemical treatment regime provides the desired cooling tower water quality, optimize blowdown, makeup and treatment options.

2) Provide complete written program with instructions, supplemented by oral instructions and demonstrations, to boiler plant personnel for their performance of routine water tests and for feeding the chemicals into the systems. The instructions shall cover all aspects of safe chemical handling and safe and accurate testing, and proper chemical feed quantities and methods to suit the plant operating parameters and water treatment performance requirements. This shall be for both the boilers and cooling towers.

3) Provide three two-hour training sessions within two months of the start of a new contract. The first session shall be within one week of the start of the contract. Provide one two-hour training session every six months after the new contract has been in force for six months.

4) Yearly refresher training or when new chemicals or test procedures are added or changes are made to the treatment program.

5) As a minimum, perform the following tests monthly, provide complete written reports with all test results and recommendations, and review reports with plant supervisor:

a. Condensate return systems to the boiler plant: pH, hardness, dissolved iron and copper, total dissolved solids (conductivity), amine. Test the condensate for pH at representative samples of condensate receivers throughout the facility. Vary the sample sites every year.

b. Make-up water including soft water, water from dealkalyzer: pH, alkalinity, hardness, total dissolved solids, suspended solids, and silica.

c. Boiler feedwater: Dissolved oxygen, pH, alkalinity, hardness, total dissolved solids, suspended solids, and silica. Feedwater dissolved oxygen shall be tested twice per year with oxygen scavenger chemical treatment temporarily suspended so that feedwater deaerator performance can be evaluated.

d. Boiler water: Total dissolved solids, suspended solids, sulfite, phosphate, and alkalinity.

e. Continuous blowdown systems: Check calibration and settings monthly.

f. Chemical feed systems: Advise plant supervisor on adjustments to maintain proper chemical dosage and feed rates and blowdown rates.

g. Monitor and trend each chemical usage to establish a base line. Notify the supervisor of any increase in chemical usage that cannot be explained.

h. Reorder chemicals when needed and notify the supervisor. Every chemical shall have a readily available back up on site. It is not acceptable to run out of chemical.

i. Each month, the contractor shall provide a report that indicates the percentage of time that the above parameters are actually within control range for condensate, make-up, feedwater, and boiler water. In addition, provided six-month trending analysis based on the data collected over the last 6 months.

6) Visit the plant weekly during the first three months of a new contract. After three months, visit the plant bi-weekly (2X/month), perform tests listed above and review daily logs of tests performed by boiler plant personnel. Discuss the test results with the plant supervisor (Boilers & Cooling Towers), plumbing shop supervisor (steam distribution), HVAC shop supervisor (chilled water distribution), and Assistant Chief of FMS. Provide recommendations on treatment methods and consult on boiler plant and steam and condensate distribution systems problems as requested. Send water samples to the laboratory as necessary to resolve problems and questions. Make additional visits at the request of the plant supervisor to handle problems.

7) Conduct waterside inspection of boilers, feedwater deaerator and condensate storage tank at least once per year. Through the Contracting Officer’s Representative (COR), coordinate the boiler and feedwater deaerator inspection to coincide with the inspection by the Qualified Professional Inspector (boiler inspector). VA personnel will prepare equipment for inspection.

8) Provide recommendations on wet and dry boiler lay-up procedures, including monitoring, of boilers not in service.

9) Provide recommendations on proper operation of continuous boiler blowdown systems and boiler bottom blowoff procedures.

10) Any deficiencies or problems noted with VA test results or with the water treatment specialist’s test results are to be reported verbally and in writing immediately to the plant supervisor. If problems are found, corrective actions must be recommended immediately, chemicals as necessary provided, and tests performed as necessary to confirm that desired results are achieved. All reports are to be provided in PDF format and all data shall be presented in a format that can allow for sorting and trending. Submit samples of intended reports for approval prior to contract reporting.

VA Boiler Plant Staff Responsibilities

1) The plant personnel will perform routine testing for chemical residuals, conductivity, hardness, alkalinity, pH, chloride, silica, iron and copper, and other tests daily. If directed by the water treatment specialist twice a day.

2) Make minor adjustments to the chemical feed pump rates to maintain proper chemical levels.

a. Record any adjustments in a logbook so they can be reviewed by the chemical treatment vendor.

3) Preform bottom blows as required on the boilers.

4) Make adjustments to the surface blow.

5) Assist the water treatment specialist when on site.

6) Notify the plant supervisor of any abnormal conditions and the supervisor shall decide if the water treatment specialist needs to be called in.

Administrative Requirements

1) All on site work is to be coordinated with the boiler plant supervisor at least seven (7) days prior to performance of services.

2) All work to be performed during the normal daytime working hours of the boiler plant supervisor, Monday through Friday, excluding National Holidays.

3) Situations requiring more frequent analysis and/or special testing other than the specified requirements may arise. Do not perform any extra cost work without written authorization from the COR. A separate purchase order will be issued to cover the costs associated with these extra tests upon request and justification from the contractor.

4) Provide information on the normal time delivery time for chemicals. Provide method for emergency chemical deliveries.

5) A laboratory certified by the State shall perform laboratory work.

6) A written report of each analysis and inspection shall be submitted immediately upon completion of each analysis and/or inspection to include a summary report of treatment recommendations based on the analysis report. Each report will be submitted in duplicate to the boiler plant supervisor, the COR, and to the Chief of Facilities Management.

7) Provide a procedure/plan for emergency action related to biological exceedances. The plan must include:

a. Procedures to address positive biological findings during testing.

b. Standard operating Procedures for remediation of equipment in addition to procedure for operating the system equipment during remediation process.

c. Process to confirm if remediation was successful and if not, what further action is to be taken.

d. Required personal protective equipment (PPE) during remediation.

e. Required material, equipment and supplies to properly remediate.

f. Details on what the intended outcome is, as well as method of documentation and evaluation.

g. Process to address any deficiencies or concerns raised in a report from any person related to the remediation process.

8) Provide emergency response, including a site visit if requested, within 4 hours of request, 24 hours a day, 365 days per year. Maintain a toll-free (800) telephone number and email and pager system for 24-hour access.

9) Respond to routine communications within 48 hours with a visit as necessary.

10) Failure to achieve required performance goals will be justification for termination of contract.

11) Immediately prior to commencing the chemical treatment contract, VAMC will arrange for an internal inspection of each boiler by the boiler plant supervisor and the contractor’s (chemical supplier) field representative. A visual and written record of the condition of each of the boilers will be signed by the contractor and the VAMC representative. Upon termination of the contract, a similar inspection will be conducted. Any deterioration in the boiler conditions attributable to the contractor’s program shall be corrected by the contractor at no additional cost to VA.

Submittals Required for all Chemical and Service Programs

1) Three hard copies of all information required for program.

2) Complete specification of all products: name, ingredients, control range, test procedures, physical state (liquid, powder, etc.), container size, method of delivery, compatibility with present materials being used, catalog data, MSDS sheets.

3) Products, quantities and projected yearly costs.

4) Personnel: Names, office address, resumes.

5) List of at least five customers with contact information.

Analytical Services

Per Year

System 1: Bay Pines Plant 1 Cooling Tower and Chilled Loop + Campus Reheat Loops

System 2: Bay Pines Plant 2 Cooling Tower and Chilled Loop

System 3: Bay Pines Boiler Plant

System 4: Lee County Cooling Tower (Marley Model NC8405LN)

Operating Conditions The Program requirements, and therefore the cost, is based upon the contractor providing the following operating criteria:

Biocide

Corrosion Control pH

Conductivity

Turbidity

Hardness

Dissolved Iron & Copper

Total Dissolved Solids

Changes in Scope – Only after initial baseline is established.

If changes in operating conditions exceed +/- 10%, then the pricing can be adjusted to reflect the changes. Proof of operating conditions must be provided to justify the additional cost.

If chemical usage exceeds the control range more than 10% of the time, then the pricing can be adjusted to reflect the changes. Proof of increased chemical usage must be provided to justify the additional cost.

Possible Extra Scope Services These items shall be included in the Service Program. However, it is understood that the Customer may request these additional services above and beyond what the Contractors Program requires. Please provide unit costs for the items below. These costs will be used in determining contract award.

Attachments:

A. VHA Directive 1061, March 4, 2024 (59 pages).

B. VHA Directive 1061 Appendix D, February 16, 2021 (7 pages).

C. VHA Directive 1810, January 4, 2023 (28 pages).

D. Engineering Standard ES-2019-001 Cooling Tower Water Systems, February 2021 (19 pages).

E. EXAMPLE - Service Program Description (4 pages).

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bay Pines VA Healthcare System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Bay Pines VA Healthcare System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Bay Pines VA Healthcare System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Bay Pines VA Healthcare System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Bay Pines VA Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Bay Pines VA Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Bay Pines VA Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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