9-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting offers from qualified vendors for a term contract to provide water treatment chemicals, services and related items for Harris County for one (1) year beginning approximately January

1, 2026.

MANDATORY PRE-PROPOSAL CONFERENCE AND SITE VISIT

A MANDATORY pre-proposal conference will be held October 8, 2025, 11:00 a.m. CST, local time

Houston, TX at the Harris County Heating and Cooling Facility, 1303 Preston St., Houston, TX 77002. SITE

VISITS will immediately follow the pre-proposal conference for vendors to inspect the facilities in the RFP specifications as detailed in attachment titled Site Visit Schedule. Attendance is mandatory so that all vendors have a better understanding of the requirements of this RFP. The pre-proposal conference and site visit will not be rescheduled due to tardiness or any other issues that may arise, no exceptions.

Persons with disabilities requiring special accommodations should contact the Purchasing Office at (713)

274-4400 at least two (2) days prior to the pre-proposal conference.

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this

RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time based on the same terms and conditions with future pricing for labor only revised according to attachment titled

CPI-U Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. Renewal is subject to approval by the Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

SPECIFICATION INDEX

I. Cooling Tower Systems Water Treatment Program

II. Condenser Water Treatment Automation

III. Chilled Water and Hot Water Systems Water Treatment Program

IV. Closed Loop Specifications (Closed Loop Water Treatment Chemicals

V. Steam Boiler Systems Water Treatment Program

VI. Equipment Maintenance

VII. Chemical Storage and Handling

VIII. Staffing and Schedules

IX. Uniforms and Safety Equipment

X. Payments & Deductions

XI. Liquidated Damages

XII. Harris County BOS Facilities

Water Treatment Chemicals, Services and Related Items for Harris County

SPECIFICATIONS

The vendor shall provide all material, equipment, labor, and supervision to provide water treatment chemicals, services, and related items to include but not limited to all locations listed in section titled Harris

County BOS Facilities, Operating Data, all in accordance with Federal, State or Local governmental regulations, laws, standards, and codes regarding this RFP.

Vendor shall provide details regarding how it intends to manage the program. The details shall include information on furnishing, delivering, and maintaining chemicals and equipment specifically designated for each system including the chemical treatment of cooling water, chilled water, hot water, and boiler systems that will maximize the life of the equipment listed in section Harris County BOS Facilities. The treatments supplied shall be those that are specifically designated for the water used in each system. All pumps, valves, controllers, tubing, and any incidentals associated with the chemical program will be provided by and maintained by the vendor.

Vendor shall warrant that the chemicals used in the water treatment program shall have no detrimental effects on the metallic or non-metallic materials in the equipment being treated as well as the health of any person who comes into contact with these chemicals. Current Safety Data Sheets (SDS) and product bulletins must be included with RFP submittal. If awarded this contract, vendor shall be responsible for maintaining current

MSDS sheets and product bulletins at each location serviced.

Vendor shall provide routine training on chemicals and systems being used in program to ensure maximum program effectiveness.

The vendor's service representative shall provide a summary of all bi-monthly service reports and lab testing on all the cooling towers, boiler systems, chilled/hot water systems and review all results with the designated

Harris County Representative. Quarterly reports shall be provided on testing of condensate system verifying adequate corrosion protection. Semi-annually, vendor shall conduct a detailed review of the then current water treatment program with the designated Harris County Representative, evaluating the current program and setting goals for the next six (6) month period. Annual inspection, tested by fiber optic borescope of chiller tubes at each location shall be performed and written documentation of results shall be provided to the designated Harris County Representative.

Vendor shall be responsible for selecting and advising which chemicals to use in each system and monitoring the system to make sure it is operating at its fullest capacity as well as administrating all chemicals. Vendor shall have a qualified service representative that shall make regular trips to each facility at least two (2) times each month, or more often if required by the designated Harris County Representative, to analyze water samples, to inspect the equipment and to make any changes that will improve the water treatment program described in items below.

In the event vendor or Harris County terminates the contract, Harris County will become sole owner of all equipment.

I. Cooling Tower Systems Water Treatment Program

a. The intent of this water treatment program is to prevent the buildup of adherent mineral deposits on cooling system surfaces, control microbiological growth, prevent premature deterioration of equipment and prevent inefficient operation resulting in increased energy, water, and/or maintenance costs.

i. Vendor shall clean cooling towers at least once a year or as requested by the designated

Harris County representative.

ii. Vendor shall provide a cooling water treatment program with scale inhibitors, corrosion inhibitors and bio-dispersant. The product must contain phosphonate for scale inhibition, azole as a copper corrosion inhibitor, and a polymeric dispersant. The product furnished shall not contain sulfuric acid. At a minimum, the vendor shall provide a biocide program consisting of both an oxidizing and a non-oxidizing type of biocide. The oxidizing biocide must be a bromine base and must be liquid or pellet. The bromine program must maintain a chlorine free residual of .2 to .5. The non-oxidizing biocide shall be a broad-spectrum biocide effective at alkaline Potential of Hydrogen (pHs).

iii. Vendor shall include the Environmental Protection Agency (EPA) registration numbers for each biocide being used for this service.

iv. Vendor shall maintain aerobic bacteria levels below 500,000 Colony Forming Units

(CFUs) and anaerobic bacteria levels below ten (10) CFUs. Bi-monthly biological testing of the water system for anaerobic and aerobic bacteria levels will be performed by the vendor and results will be provided to the designated Harris County representative.

v. Vendor shall inspect all cooling towers during the site visit at each facility. Sodium

Hypochlorite along with all chemicals will be supplied and added by the vendor.

II. Condenser Water Treatment Automation

a. A controller must be provided for direct control of the scale and corrosion inhibitor levels in the cooling tower system.

b. A conductivity controller utilizing bleed/feed, percent time/bleed, or contacting head meter is not an acceptable alternative.

c. A computerized monitoring and control system must be furnished that has the capability of controlling the cooling water chemical inhibitor level ±5 ppm of total product and active product.

d. The control/monitoring system must be able to identify total product as well as active product.

e. This can be achieved with a combination of a HACH Molybdate (Mo04) Analyzer (or Lil Dipper in conjunction with) with a HACH Series 5000 High Range Phosphate Analyzer and a WalChem

WebMaster One, or a 3DTrasar.

i. Vendor shall provide a sample report with graphs that show this capability of control.

1. The real-time data must be continuously fed to a computer system that is capable of permanently storing the data.

2. The data must be always accessible from a safe internet site.

f. Halogen levels must be controlled by either an on-line analyzer with continuous measurement or real-time control of microbiological activity.

i. Oxidation-Reduction Potential (ORP) control by itself is not acceptable.

1. The real-time data must be continuously fed to a computer system that is capable of permanently storing the data.

2. This data must be always accessible from a safe internet site.

3. Actual microbiological levels (both bulk water and surface bacteria counts) are to be tested at least two (2) times per year to verify effectiveness of the program.

g. Real-time corrosion measurement of mild steel and copper must be utilized.

i. The corrosion meters must be able to always show real-time corrosion rates locally as well as sent to a computer system for data logging.

1. This data must be always accessible from a safe internet site.

h. Halogen levels must be controlled by either an on-line analyzer with continuous measurement or real-time control of microbiological activity.

i. Oxidation-Reduction Potential (ORP) control by itself is not acceptable.

1. The real-time data must be continuously fed to a computer system that is capable of permanently storing the data.

2. This data must be always accessible from a safe internet site.

3. Actual microbiological levels (both bulk water and surface bacteria counts) are to be tested at least two (2) times per year to verify effectiveness of the program.

i. Real-time corrosion measurement of mild steel and copper must be utilized.

i. The corrosion meters must be able to always show real-time corrosion rates locally as well as sent to a computer system for data logging.

1. This data must be always accessible from a safe internet site.

j. The controller from above must also be able to measure pH, turbidity & ORP.

i. The data must be always accessible from a safe internet site.

k. All controllers must be capable of notifying the chemical vendor and operations staff via an electronic/computer device during any alarm or upset condition.

i. This data must be always accessible from a safe internet site.

l. The controllers and data collection/storage must be stand-alone units, completely separate from the facility controls.

m. Regular reports of key performance parameters (relative polymer consumption, corrosion rates and microbiological stresses) are to be automatically generated and sent to the designated Harris

County Representative.

n. Additional Statistical Process Control (SPC) software should be available to accept manual testing results as well as controller measured data.

III. Chilled Water and Hot Water Systems Water Treatment Program

a. A single product treatment will be used which contains toly triazole as a copper corrosion inhibitor and nitrite/borate as a metal inhibitor.

b. The chilled loops must maintain 400 – Parts Per Million (PPM) nitrite at a minimum and I 00-ppm Mo04 and hot loops must maintain 600-ppm nitrite at a minimum.

c. Biocides must be fed to the closed systems as needed to achieve the microbiological control.

IV. Closed Loop Specifications (Closed Loop Water Treatment Chemicals

a. Closed loop systems should have a nitrite-based inhibitor program. Alternate programs should be available for those loops that may have bacteria issues.

b. The main chilled loop system at Facilities A & B, see attachment Operating Data, should be treated with a non-nitrite-based inhibitor. This inhibitor shall be Phosphino Carboxylate (PSO) blends with azole and polymer to treat these loops.

V. Steam Boiler Systems Water Treatment Program

a. The intent of this water treatment program is to prevent the buildup of adherent mineral deposits on boiler internals, premature deterioration of boiler system-components (feed-water equipment, condensate system equipment, boiler tubes, etc.) and inefficient operation resulting in increased energy, fuel, water, or maintenance cost.

i. A liquid catalyzed, non-volatile oxygen scavenger will be used for oxygen corrosion protection. Sulfite levels must be maintained at thirty (30) – sixty (60) ppm in the boiler water.

ii. A liquid non-phosphate based synthetic organic polymer boiler scale and corrosion inhibitor will be used to provide maximum scale inhibition.

iii. Vendor shall provide a liquid condensate system corrosion chemical program containing morpholine and cyclohexylamine for maximum corrosion protection in all portions of the condensate system. Condensate pH should be maintained at 8.2 – 9.2 in all portions of the condensate system.

iv. Vendor shall make sure all offline equipment is treated properly for protection.

VI. Equipment Maintenance

a. The vendor shall provide all conductivity controllers, inhibitor controllers, biocide timers, corrosion coupon racks, hot taps, tubing, piping, and pump and feed equipment, etc., that will be needed to fulfill the water treatment program.

b. Vendor shall provide a list of equipment to be used and any installation cost if applicable.

VII. Chemical Storage and Handling

The facilities are concerned with chemical storage, drum handling and disposal. To reduce the facility's risk associated with drum handling, all product deliveries shall be made to the point of feed.

To eliminate chemical handling by site personnel, all products must be capable of being fed neat

(without dilution or contact) by operators.

To minimize liability in this regard, Harris County requires the following regarding chemical delivery and storage:

a. Storage container construction material shall be stainless steel for chemical storage.

i. It must have an appropriate internal lining if used to store corrosive chemical material.

ii. Where applicable, and with the approval of, large bulk containers may be of chemical proof materials, other than stainless steel, with cross-link fiber reinforced plastic construction.

b. Storage tanks must have bottom drain capabilities to ensure positive flooded suction for chemical pumping and injection and to allow complete emptying of the vessel.

c. Storage containers must have a clear sight glass with inventory and drawdown capabilities for monitoring and control of the chemical program.

i. With approval, other methods of level indication and drawdown may be substituted.

d. The supplier must retain ownership of tanks and pumps and will be responsible for all repairs and replacements.

e. Tanks must be vented and fitted with fume suppression equipment during delivery.

f. If vendor subcontracts the delivery of chemicals.

i. The subcontractor must provide spill containment.

ii. The spill containment will remain the property of the subcontractor and must be sized appropriately.

iii. The vendor or their subcontractor shall provide all fittings, etc.

iv. The vendor or their subcontractor shall provide all pickup equipment and shall be required to meet all the conditions set forth for the vendor concerning compliance with the provisions of this RFP.

g. Chemical deliveries and transfers must be made with minimal risk of spill or failure. Drum less deliveries and/or transfers made without any mechanical components are required.

h. All tanks and pump skids must have secondary containment with positive seal to prevent spillage.

i. The vendor shall provide a description of all proposed containers, their secondary containment, pumps, pump skids, level indication and draw-down capabilities with their RFP submittal.

j. All transportation personnel must be Hazmat trained and certified.

k. All transportation personnel must ensure the service unit arrives with the materials and equipment to satisfy a service call.

VIII. Staffing and Schedules

The vendor shall provide the County with a local service representative (name, location, local phone number and email address).

a. The service representative shall provide a bi-annual and annual usage report, as requested by

Harris County.

b. The vendor shall have a complete and functional local office within the Houston-Metro area. The vendor's office shall be staffed during normal business hours, 7:30 AM to 5:00 PM, CST Monday through Friday, excluding Harris County recognized holidays.

c. The customer service department/warehouse and contact information shall be a local or toll-free number and available Monday through Friday, 8:00 a.m. – 5:00 p.m. CST.

d. Vendor shall provide the Harris County Representative with an employee roster and Service

Schedule on the 1st of every month.

e. Vendor shall be responsible for all background checks on employees assigned to Harris County facilities.

f. The service representative(s) shall return calls made by the Harris County Representative or

Upper Management within one (1) hour and be on-site, if requested within two (2) hours from notification and available seven (7) days per week for after hours, weekend, and any emergency situations, including holiday emergencies.

g. The service representative(s) shall have a minimum of five (5) years of experience in the water treatment field.

h. Vendor shall have someone employed within their company, who possesses a degree in the field of engineering or chemistry with at least five (5) years of experience in the water treatment field and that will be available for Harris County.

i. The vendor shall have an expert center that operates twenty-four (24) hours a day/seven (7) days a week to ensure that someone is always watching the controlled system.

j. These expert centers should be able to take immediate action on alarms and routinely make recommendations for operational improvements.

k. This service team should be comprised of chemical, petroleum, and environmental engineers, chemists, and microbiologists.

l. This expert center should have real world experience in water treatment to form a team of highly trained specialists.

m. The vendor shall provide a cellular gateway to allow the controller to be connected to the internet for real time alarm notifications to be sent out. In addition, connecting the controller to this gateway should allow the vendor and facility engineer to view data and graphical reports on the internet and through scheduled email reports.

n. This gateway should also allow for transmission of at least one (1) tank level monitoring probe.

The tank level should be visible on the internet site and provide alarms and data for feed rates and inventory levels.

o. The vendor shall be required to provide to the Harris County Representative in writing within

(1) hour of any changes of personnel assigned to work on this contract.

p. The Harris County Representative will have the option to request the removal of any vendor personnel due to lack of performance for this contract.

IX. Uniform and Safety Equipment

a. During contracted service, each employee of the vendor must be outfitted with a uniform and a visible Harris County badge, which clearly identifies the employee as with the vendor. Each employee must be wearing OSHA compliant safety gear while on site and have the equipment necessary to perform the services of the contract, and that he/she is legally authorized to carry.

X. Payments & Deductions

a. Payments

i. Payments will be made upon receipt of invoices and verification of services rendered in accordance with the scheduled water treatment, and on a calendar month basis unless there are deductions for non-performance or unsatisfactory performance to be administered.

ii. There will be a one (1) month delay in adjusting amounts of payment when deductions for unsatisfactory performance and/or work not performed.

1. For example, deductions for unsatisfactory performance and/or work not performed during January will be made from the payment for February's service.

b. Deduction for unsatisfactory performance and/or work not performed may result in 20% of the daily amount due to the vendor for each day’s work is not rectified.

c. Harris County will inform the vendor in writing of the type and dollar amount of proposed deductions, including date, time, location and amount of proposed deduction.

d. The vendor may, within ten (10) working days of receipt of the notification from Harris County of the proposed deductions, present to Harris County the specific reasons why any of the proposed deductions are not warranted.

e. Reasons must be solidly based, and must provide specific facts, which justify reconsideration and adjustment of the proposed amount to be deducted.

f. Failure to respond within the ten (10) day period may be constituted as acceptance of the deductions proposed.

XI. Liquidated Damages

Should the vendor fail to complete any requirements set forth in this solicitation, the vendor shall pay Harris County, as liquidated damages, the following:

a. Vendor shall pay Harris County, as liquidated damages per incident, $200.00 per calendar day for failure to provide the following in accordance with the requirements of this bid.

i. Service schedule

ii. Employee Roster

b. Vendor shall pay Harris County, as liquidated damages per incident, $300.00 per calendar day for failure to complete the following in accordance with the requirements of this bid.

i. Proper background checks

ii. Callbacks

The vendor shall be required to adhere to the Harris County BOS Facilities schedule listed below.

Failure to comply with the schedule listed thereof without proper notification to the Harris County

Representative will result in an automatic deduction as listed on Section X, Payments and

Deductions, Part a.

XII. Harris County BOS Facilities

Facility A: Harris County Heating and Cooling Facility, 1303 Preston St., Houston, TX Total Cooling System Size: 7200 tons Total Annual Condenser Water Make-up (gal): 43,000,000 Total Annual Condenser Water Blow-down (gal): 7,000,000 Total Condenser Water Volume (gal): 30,000 Total Chilled Water Volume (gal): 128,000 Total Steam Production Capacity (/hour): 189,000

Facility B: Buffalo Bayou Plant, 1207 Baker, Houston, TX Total Cooling System Size: 9300 tons Total Annual Condenser Water Make-up (gal): 43,000,000 Total Annual Condenser Water Blow-down (gal): 7,000,000 Total Hot Water Capacity: 36,822,000 btu/hr output

Facility C: Congress Plaza Annex 46, 1019 Congress, Houston, TX Total Cooling System Size: 1200 Gallons per Minute (gpm) Total Annual Condenser Water Make-up (gal): 1,800,000 Total Condenser Water Volume (gal): 5,000

Facility D: Anderson Clayton Building, 1310 Prairie, Houston, TX System #1 Total Cooling Tonnage: 700 tons System #1 Total Annual Condenser Water Make-up (gal): 1,650,000 System #1 Total Condenser Water Volume (gal): 3500 System #2 Total Cooling Tonnage: 500 tons System #2 Total Annual Condenser Water Make-up (gal): 1,100,000 System #2 Total Condenser Water Volume (gal): 3500

Facility E: Youth Village Clear Lake, 210 J.W. Mills, Seabrook, TX Total Cooling System Size: 320 tons Total Annual Condenser Water Make-up (gal): No meter Total Condenser Water Volume (gal): 1,333 Total Chilled Water Volume (gal): 22,200

Facility F: RTC Building Annex 83, 2221-2223 W. Loop South, Houston, TX Total Cooling System Size: 300 tons Total Annual Condenser Water Make-up (gal):

Total Condenser Water Volume (gal): 1,800 Total Chilled Water Volume (gal): 20,830

Facility G: Annex 2, 1302 Preston St., Houston, TX Hot and Chill Water Loop Hot and Chill Water Pot Feeder No Corrosion Coupon Rack

Facility H: Jury Assembly Plaza, 1201 Congress St., Houston, TX Hot Water Loop Pot Feeder No Corrosion Coupon Rack

Facility I: Juvenile Justice Center, 1200 Congress, Houston, TX Hot Water Loop Pot Feeder No Corrosion Coupon Rack

Facility J: Criminal Justice Center, 1201 Franklin St., Houston, TX Chill and Hot Water Loop Pot Feeder No Corrosion Coupon Rack

Facility K: Civil Courthouse, 201 Caroline St., Houston, TX Hot and Chill Water Loop Hot and Chill Water Pot Feeder No Corrosion Coupon Rack

Facility L: Annex 21, 49 N. San Jacinto, Houston, TX Chill Water Loop Pot Feeder No Corrosion Coupon Rack

Facility M: Annex 27, 600 N. San Jacinto, Houston, TX Hot Water Loop Pot Feeder No Corrosion Coupon Rack

Facility N: 1910 Courthouse, 301 Fannin St., Houston, TX Hot Water Loop Pot Feeder No Corrosion Coupon Rack

Facility O: Annex 18, 406 Caroline St., Houston, TX Hot Water Loop Pot Feeder No Corrosion Coupon Rack

Facility P: Annex 84, 1111 Fannin, Houston, TX Total tonnage: 1740 Total Condenser water make up: No Data Total Condenser water volume: 7,200

Facility Q: Annex 48, 1010 Lamar, Houston, TX Total tons 1000 Total Condenser water make up: No Data Total Condenser water volume: 4,200