5-Specs RFP 26-549.pdf

SPECIFICATIONS FOR RFP 26-549

WATER TREATMENT SERVICES

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking an experienced and qualified vendor to provide water treatment services.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000. The college’s main campus at 80 Vandenburgh Avenue in Troy is the location where the crematorium is located.

SECTION C - SCOPE OF WORK

PART 1 - GENERAL

1.1 SUMMARY

A. Extent of water treatment system work required by this contract is indicated below and includes necessary equipment, chemicals and services to prevent corrosion, scale and algae growth in the following systems:

1. Administration Building

a. Heating System – 2 Aerco pulse combustion hot water boilers, natural gas, 140 - 200°F operating temperature

b. Heat Pump Loop – approximately 875,000 BTUH

c. Chilled Water System – approximately 100 tons

d. Tower Water System – approximately 100 tons

2. Amstuz Hall

a. Lab Steam System – 25 hp steam boiler, natural gas, 1,046,000 BTUH input, 26 psi operating pressure

b. Lab Heating – natural gas boiler

c. Heating System – fed from Fitzgibbons

3. Brahan Hall

a. Chilled Water System – 165 tons, 45-55°F operating temperature

b. Condenser (Tower) Water System – 165 tons, 85-95°F operating temperature

4. Bulmer Technology Center

a. Heating System – 5 Fulton Pulse hot water boilers, 1,000,000 BTUH input each, 100-200°F operating temperature

b. Chilled Water System – McQuay chiller, 400 tons, 45-55°F operating temperature

c. Condenser (Tower) Water System – Imeco tower, 400 tons, 70-95°F operating temperature

5. Campus Center

a. Heating System – 6 Triad firetube hot water boilers, natural gas, 800,000 BTUH input each, 200°F operating temperature

b. Chilled Water System – McQuay chiller, 200 tons, 45-55°F operating temperature

c. Condenser (Tower) Water System – Marley tower, 200 tons, 70-95°F operating temperature

6. Day Care Building

a. Heating System – 2 hot water boilers, natural gas, 650,000 BTUH input each, 180°F operating temperature

7. Electric Generating Facility

a. Aftercooler loop – Evapco ATW 179-3I (quantity of two) closed circuit coolers, 45 tons each, 90-103°F operating temperature, operated for the entire year

8. Fitzgibbons Hall

a. Heating System – 2 Aerco pulse combustion hot water boilers, natural gas, 2,000 MBH each, 140-200°F operating temperature

9. Guenther Hall

a. Heating System - 3 Triad firetube hot water boilers, natural gas, 800,000 BTUH input each, 180°F operating temperature

b. Heat Pump Loop – 875,000 BTUH

c. Chilled Water System – 125 tons

d. Evaporative Condenser (Tower) Water System – 125 tons, 40% glycol

10. Hudson Hall

a. Heating System – 3 Triad firetube hot water boilers, natural gas, 600,000 BTUH input each, 200°F operating temperature

11. Lang Hall

a. Heating System - 3 hot water boilers, natural gas, 3,000,000 BTUH output total

12. LaPan Services Building

a. Heating System – 601,200 BTUH 180 degree F operating temperature

b. Evaporative Condenser (Tower) Water System – Marley condenser, 80 tons, 78°F wet bulb

13. McDonough Complex

a. Heating System – 2 Weil-McLain sectional hot water boilers, glycol heat recovery coils, natural gas, 2,724,000 BTUH output each, 100-180°F operating temperature

b. Evaporative Condenser (Tower) Water System – Baltimore AirCoil counterflow, blow-through evaporative condenser, 154 tons, 78°F wet bulb

c. Condenser (Tower) Water System – Evapco AT112-414 tower, 200 tons, 85-95°F operating temperature

14. Marvin Library

a. Heating System – 3 Triad firetube hot water boilers, natural gas, 900,000 BTUH input each, 200°F operating temperature

b. Chilled Water System – McQuay chiller, 200 tons, 45-55°F operating temperature

c. Condenser (Tower) Water System – Marley NC2221CS tower, 200 tons, 70-95°F operating temperature

15. Science Center

a. Heating system – 4 Aerco International Benchmark 3.0 condensing boilers, natural gas 3.0 MBH input each

b. Chilled Water System – Approximately 200 tons

c. Reclaim Water System

d. Cooling Tower – BAC model 3473C/Q, 1300GPH

16. HVCC North STEM building;

a. Heating system - (1 ) Lochinvar hot water boiler, natural gas, 140-200f operating temperature, Input rating 1,500,000btu

b. Heat pump loop (4 ) water to water ground source , water furnace heat pumps, 30 ton each **main loop **

c. (1) Tower water system; Evapco Adiabatic Fluid Cooler, condenser with glycol loop.

d. Dual temp loop Glycol

Tech Smart building;

a. Heating system - ( 1 ) Cleaver Brooks boiler, natural gas, 140-200f operating temperature, input rating1,500,000btu

b. Heat pump loop - ( 2 ) Climate Master water to water ground source heat pumps **main loop**

c. Dual temp loop Glycol

B. Service Period: Provide chemicals and service program for period of contract September 1, 2026 through August 31, 2029, with an option to extend for an additional two (2) years. Service should include the following:

1. Initial water analysis and recommendations.

2. System start-up.

3. Training of College personnel.

4. All required chemicals.

C. The college receives its water from the City of Troy.

Water analysis is included as Attachment A.

Saratoga Water Service (HVCC North)

1.2 QUALITY ASSURANCE

Codes and Standards:

1. All equipment used shall have UL and NEMA compliance: provide all electrical components required as part of water treatment equipment, which are UL-listed and labeled, and comply with NEMA Standards.

2. NEC Compliance: Comply with NEC as applicable to installation and electrical connections of ancillary electrical components of water treatment equipment.

3. Chemical Standards: Provide only chemical products which are acceptable under state and local pollution control regulations.

1.3 SUBMITTALS

A. Product Data: Provide all safety data and product literature as required by State and Federal Agencies.

PART 2 – PRODUCTS

2.1 PERFORMANCE OF EQUIPMENT

A. General: Provide system sized and equipped with proper amounts of chemicals to treat raw water available at equipment fill.

1. Supplier will be responsible for all chemical feed pumps and automatic feed systems. Supplier may utilize existing chemical feed systems or replace with new systems.

2.2 MATERIALS AND EQUIPMENT

A. General: Provide water treatment system manufacturer’s standard materials and components as indicated by published product information, and as recommended by manufacturer for application indicated.

B. Open Systems, Cooling Tower (Condenser)

1. Provide chemicals for control of scale and corrosion in the open recirculating system. Provide two separate formulas for prevention of microbial growth in the same system. Biocide products recommended shall be properly registered with the Environmental Protection Agency and New York State Department of Environmental Conservation. EPA registration number shall be clearly shown on all product literature and drum labels. All biocides and other chemicals used in cooling tower treatment shall not contain tin. Solid chemical systems will not be permitted.

2. Dual biocide feed program: condenser water bleed-off shall be locked out during biocide feed period.

a. Update or replace existing controllers to handle lockout/pre-bleed during biocide feed period.

3. Provide legionella testing and treatment to meet applicable NYS regulations. HVCC has developed a water management program and has surveyed cooling towers. Testing and treatment shall be in accordance with HVCC’s water management program.

C. Closed Systems

1. Provide chemicals for control of scale and corrosion in all closed systems listed above.

D. Glycol Systems

1. Provide testing twice per year for percentage of glycol in McDonough, Electric Generating Facility and Guenther system. Glycol is not included as part of this contract.

E. Off Season/Lay over Chemicals

1. Provide the college 100 gallons of passivator and 75 gallons of cooling tower detergent.

PART 3 – EXECUTION

3.1 INSPECTION

A. Perform monthly checks on boilers during the heating season with college personnel (October through April).

B. Perform monthly checks on open systems with college personnel: Electric Generating Facility (January through December); McDonough Ice Rink (October through April); Guenther (January through December); all other open systems (June through September).

C. Inspect equipment internals as required to ensure adequate treatment programs. Provide inspection reports. Inspection must be done at least annually. Adjust chemical treatment as required due to changing conditions.

D. Provide written testing results of all water tests. Testing methods and results should be consistent with the requirements of NYS and EPA standards.

3.2 REPAIRS AND MAINTENANCE

A. Perform repairs on all water treatment equipment as required.

SECTION D – VENDOR QUALIFICATIONS

Supplier: Water treatment chemical and service supplier must have experience in the field of institutional water treatment for not less than 5 years, Vendor must have full-time service personnel located within 50 miles of the college.

Vendor must provide names of 3 local clients (within 50 miles of college) with references.

Licensing:

1. Treatment company and personnel employed by treatment company shall be commercially licensed and have current New York State pesticide license.

2. The company and product shall be registered in New York State.

Failure to comply with all requirements listed here will be grounds for rejection of your proposal. The college reserves the right to determine that a vendor has substantially met the proposal requirements and/or to ask for additional information, to interview vendor and/or to visit vendor’s office(s) and disposal sites.

SECTION E – CONTRACTORS RESPONSIBILITIES

Vendor must follow all OSHA rules and regulations.

Vendor must receive purchase order prior to performing services.

Vendor must receive permission from the college to enter into any agreements with sub- contractors.

Schedule of Work Prior to the commencement of any work under this Agreement, the Contractor’s designated Project Manager shall provide Hudson Valley Community College (“HVCC”) Facilities Department with advance written notice of the proposed work schedule. On the initial day of mobilization, all Contractor personnel shall be required to check in with the HVCC Department of Campus Public Safety and shall provide an estimated duration of their presence on site. Additionally, the Contractor shall furnish the contact information of both the onsite foreman and the Project Manager to the Campus Public Safety office.

Self-Performance of Work The Contractor agrees to self-perform all work described in this Agreement using its own employees.

Subcontracting of any portion of the Work is strictly prohibited without the prior written consent of HVCC, which may be granted or denied at the sole discretion of the College.

Project Manager The Contractor shall assign a qualified and competent individual to serve as the Project Manager for the duration of the Agreement. This individual shall act as the primary point of contact and shall be responsible for the coordination and execution of the Work.

Final Cleaning Upon completion of the Work, and prior to demobilization, the Contractor shall remove all equipment, tools, excess materials, and debris from the site. The Contractor shall notify the designated HVCC Facilities representative to perform a final site inspection and approval.

Campus Operations and Access The College campus shall remain open and operational throughout the duration of the Work. Any activity that may impact internal services, utilities, or college operations must be pre-approved and coordinated with HVCC personnel to minimize disruption.

Prevailing Wage Requirements As a public institution, HVCC requires that all Contractor personnel engaged in work on site be compensated in accordance with applicable New York State prevailing wage laws. The Contractor shall provide certified payroll documentation and applicable wage rate schedules upon request by the College.

Quotes and Invoicing Requirements All services performed under this Agreement shall be preceded by the submission of a written quote or invoice to the designated HVCC representative. Quotes and invoices must include the contract bid number, applicable and approved labor rates, detailed material costs, and any approved material mark-ups. Lump sum pricing for labor or materials will not be accepted. Invoices shall be submitted only after services are completed and formally approved by HVCC.

Work Zone Traffic Control The Contractor shall implement appropriate safety measures to protect pedestrians, vehicles, and College property during performance of the Work. This includes, but is not limited to, the use of cones, barrels, barricade tape, or other suitable traffic control devices to delineate active work zones.

SECTION F – EVALUATION CRITERIA -PRICE, EXPERIENCE, ETC.

Proposals will be evaluated based on the following criteria:

Pricing :50% Past Experience and Qualifications: 40% References: 10%

Pricing should include hourly emergency response rates when applicable

SECTION G– TERM OF CONTRACT

This is a 3-year contract running from September 1, 2026, through August 31, 2029, with an option to extend for an additional two (2) years at the discretion of the college.

SECTION H- TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

Evaluations for awards shall be completed within 30 days of bid submission deadline.

SECTION I – SUBMISSION INFORMATION

Questions regarding the RFP must be submitted through the Bonfire portal.

HVCC prefers proposals be submitted our online application system, Euna Solutions (Bonfire), located at:

https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

Proposals can also be mailed or hand delivered must be sealed and have the RFP name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

SECTION J – CONTACTS

Issuing Office

Facilities d.seaman@hvcc.edu https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com mailto:d.seaman@hvcc.edu

ATTACHMENT A

PART 1 - GENERAL