849149vauxPha.pdf

PHA Solicitation P-005531 Chemical Water Treatment C-1

Statement of Work Chemical Water Treatment Services at Vaux Site

About the Philadelphia Housing Authority

The Philadelphia Housing Authority (PHA) is organized under the laws of the Commonwealth of Pennsylvania to develop, acquire, lease and operate low-rent housing programs. The PHA is the largest housing agency in the commonwealth, and the fourth largest in the Nation. It has approximately 80,000 residents in 33 conventional developments and approximately 5,500 scattered site units. The US Department of Housing and Urban Development (HUD) is the primary funding agency for the Authority's housing operations, housing choice program, as well as all new construction, modernization and rehabilitation of the Philadelphia Housing Authority's housing units. PHA has an operating budget in excess of $300 million/year plus additional Section 8 revenues and comprehensive grant rehabilitation activity of approximately $75 million per year. PHA also receives Federal Title, Office of Aging, and other Federal, State, and private funding for operation of various social services for public housing residents.

PHA reserves the right to procure supplies or services on behalf of its affiliated entities and subsidiaries including several limited partnerships (Related Entities). In such case, PHA will generally advise the Contractor that the contract or task/delivery order is being issued on behalf of a Related Entity and provide any special instructions. However, failure of PHA to do so does not negate the Contractor's obligation to provide the supply or service ordered.

A. Purpose PHA has determined there is a need for chemical water treatment at Vaux School located within the City of Philadelphia. PHA has indicated its best estimate of need, but cannot guarantee any level of work beyond the Guaranteed Minimum purchase.

Other units not listed below may be added during the term of the contract.

B. Scope of Work

1. Chemical water treatment shall include all labor, supervision, equipment, tools, supplies and travel required to perform the work.

2. Contractor responsibilities for each visit, which shall occur at least once a month, are as follows:

a. Technical service for chilled water systems, steam boilers, hot water boilers and heating hot water closed loops (system or systems);

b. On-site water analysis of all boiler and water and glycol systems in operation; Glycol maintenance is applicable to

Wilson Park-ISM Building dual temperature/chilled water systems only;

c. Monitor, adjust, maintain, repair and calibrate automatic chemical feed and water softeners equipment;

d. Furnish and fill-out chemical treatment operating log sheets at each piece of equipment and during each service visit, also forward reports electronically to PHA;

e. Test and check operation of water softener system on steam boilers;

f. Review in-house testing programs, and log sheets, and record water meter readings. Any short-falls with the in-house testing programs or insufficient logs should be reported electronically to PHA;

g. Prepare a complete field service report detailing test results and recommendations and review with management;

h. Supply, deliver, and apply filters for shot feeders, all water treatment chemicals including water softeners salt, and test reagents necessary to treat all steam boilers, heating hot water boilers, and closed loop hot/chilled/glycol water system;.

i. Provide chemical treatment acceptable to the boiler manufacturer;

j. Maintain a chemical inventory including: water shot feeders; and softeners salt and ethylene/propylene glycols sufficient to ensure uninterrupted treatment. Glycol maintenance is applicable to Wilson Park-ISM Building dual temperature/chilled water systems only;

k. Maintain/repair automatic blow down (drain) valves at steam boilers, where installed;

l. Provide to PHA staff Material Safety Data Sheets for supplied chemicals;

m. Instruct/train the operating personnel in the proper methods of treatment application, water testing, equipment adjustments, and safety procedures;

n. Waterside inspection of all plant equipment when such equipment is open (usually in the summer);

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o. Laboratory assistance for deposit analysis, biological studies, and corrosion coupon analysis;

p. Report to PHA, within 8 hours of field visit, excessive system water loss and/or other abnormal operating conditions.

3. Deliverables (Reports and Review Meetings):

a. Submit, within three days from the visit, reports of your findings, and recommended procedures, electronically to PHA;

b. Schedule, and have meetings with management on a quarterly basis to discuss the findings, procedures and recommendations;

c. Every six (6) months, vendor is to establish in writing, goals based on test results for the following six (6) months;

d. Training:

Vendor shall provide four (4) hours of training for PHA personnel twice a year, including hands-on training on procedures for steam boiler blow downs, on site testing, field adjustments to control boiler water chemical readings, and boiler inspection. This should be scheduled in advance with PHA.

While hot water boilers and closed chilled/heating loops are operating, the Vendor shall visit each site with hot water boilers and closed loops for a minimum monthly service visit. Note: the frequency of visits may be changed (increased) as required by the quality of water and as approved by PHA.

Boilers and addresses are listed in Appendix A. This list is subject to change based on PHA’s digression and should be verified during the mandatory pre-bid site visits.

e. Reports Vendor shall provide reports electronically, as specified in "Deliverables" above, to PHA (AFM Engineer Combustion Crew Supervisor), Gregory Martyak, gregory.martyak@pha.phila.gov, (Director of Maintenance) detailing the work performed and delivered/applied materials during the previous visit. During each visit vendor's technician will perform field tests and compare the results with the results posted in the operating Jog by PHA operators. Vendor's technician will review and discuss any recommendations at that time. Vendor's account manager will review lab results and field reports and will forward a complete report (including Jab reports) to PHA's designated representatives for review and discussion. The reports, at minimum, shall include information regarding conductivity, PH, total hardness, "P" alkalinity, sulfate and boiler inhibitor.

4. Optional (at PHA’s request)

a. Provide staff (may be a 3rd party contractor) to perform testing of water and meter readings of boilers on a weekly or biweekly (every other week) basis (in lieu of PHA in-house testing)

b. Log all readings in site log book and provide PHA with an electronic copy

c. The frequency (weekly or biweekly) and sites needed will be determined by PHA based PHA’s current in-house staffing and capabilities.

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C. Scheduled Work:

Contractor will perform all scheduled work during normal business hours between 8:00AM and 5:00 PM Monday through Friday. The Contractor must sign in and sign out at the manager's office or at the security desk.

D. Parts/Materials:

If any additional parts/materials are required for the services, Contractor must obtain written approval from PHA's Contracting Officer before purchasing any parts/materials for water treatment systems and softeners services. Contractor must submit documentation to support parts/materials purchase, attached to the invoice, identifying the cost incurred to the Contractor, ("Contractor's Cost"). Contractor will be allowed to place a surcharge, no greater than ten percent (10%) of Contractor's Cost, in addition to Contractor's Cost. Contractor's failure to provide sufficient documentation to support Contractor's Cost will be grounds for the PHA's disapproval of the associated charge for parts/materials. PHA will monitor all invoices regularly to ensure that the maximum ten percent (10%) surcharge is enforced.

E. Performance:

If the Contractor fails to maintain the quality of water in all the systems for two consecutive weeks and more, his payment for that time will be reduced by 50%.

F. Warranty:

Contractor shall provide a minimum ninety (90) day warranty ("Warranty Period") on all replacement parts and repairs performed by Contractor. If any installed part breaks or fails to perform properly during the Warranty Period, Contractor shall replace such part at no charge to PHA (including no charge for installation). If any repair work performed by Contractor fails within the Warranty Period, Contractor will re-perform the repair at no additional charge to PHA. Contractor will assign all manufacturer warranties to PHA.

G. Employees:

The Contractor shall assign only competent personnel in sufficient number(s) to perform the required services efficiently and in a manner satisfactory to PHA. If the Contract Administrator or designee notifies the Contractor in writing that any person assigned to perform work under this contract is incompetent, disorderly, or otherwise unsatisfactory as solely determined by PHA, such person shall not again be assigned in the execution of this contract without the written consent of the Contract Administrator. The Contractor will be held personally responsible for the actions of their employees while on/in PHA premises.

H. Supervision:

The Contractor agrees to work closely with the owner or his agents to ensure proper management of the work. Contractor must ensure effective supervision and work with PHA to proactively resolve any potential service issues.

I. Condition and Care of Property and Protection of the Work:

The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury or loss.

J. Submission Requirements:

K. There are mandatory site visits with PHA to be completed before bid can be accepted. During the visit, the Contractor is responsible for confirming the boiler count and boiler information for each site.

L. Offers and modifications thereof shall be submitted electronically in Euna

(https://pha.bonfirehub.com/portal/?tab=openOpportunities), To be considered responsive, a proposal must contain the following, referenced by number and in the order below

1. A brief description of the history and organization of the offeror's firm, and of any proposed subcontractor.

2. Copies of business licenses, professional certifications or other credentials, together with evidence that offeror, if a corporation, is in good standing and qualified to conduct business in Pennsylvania.

3. Qualifications, credentials, and background and experience of the project director and other staff proposed to work on the project (key personnel).

4. References with contact information from organizations that have used the offerer' s services within the last 12-18 months.

5. Performing plan and approach to the RFP service.

6. Submit sections F (excel file of proposed pricing) thru M.

7. Provide unit price for each unscheduled service visit for each system at each site.

Mandatory Site Visits will be held on Monday, Oct 26th starts at 9am @ Holmecrest 8133 Erdrick Place, Philadelphia, PA 19136.

Please RSVP with James Davis @ James.Davis@pha.phila.gov

Appendix A (PHA Sites)