Cooling_Tower_Water_Treatment_Services.pdf

INVITATION FOR BID

IFB 27-FMD-013

COOLING TOWER WATER TREATMENT SERVICES

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: July 7, 2026

DEADLINE FOR QUESTIONS: July 20, 2026

RESPONSE DEADLINE: July 29, 2026, 11:00 am

City of Phoenix

INVITATION FOR BID

IFB 27-FMD-013

Cooling Tower Water Treatment Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

B - Attachment B Performance Record

Invitation For Bid #IFB 27-FMD-013 Title: Cooling Tower Water Treatment Services

1. Introduction

1.1. Contact Information

Audrey Mims

Public Works

Email: audrey.mims@phoenix.gov

Phone: (602) 256-4361

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Audrey Mims) at (602) 256-4361/Voice or 711/TTY, or audrey.mims@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: July 7, 2026

Pre-Offer Conference (Non-Mandatory): July 15, 2026, 1:00pm

Microsoft Teams Meeting https://teams.microsoft.com/meet/27345435

122768?p=afKiZnMYPH75RTOh9v

Meeting Id: 273 454 351 227 68

Passcode: yF6Sh22a

Written Inquiries Due Date: July 20, 2026, 11:00am

Offer Due Date: July 29, 2026, 11:00am https://teams.microsoft.com/meet/27345435122768?p=afKiZnMYPH75RTOh9v https://teams.microsoft.com/meet/27345435122768?p=afKiZnMYPH75RTOh9v

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites electronic offers for Cooling Tower Water Treatment Services.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be on or about October 1, 2026, which is on or after the ordinance approved start date or the contract term start date that the Phoenix City

Council approves or the Effective Date, whichever is later.

The term of this Agreement will be for three (3) years, beginning on the Commencement Date, with two 1-year options to extend, which may be exercised by the City in its sole discretion.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/264204. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Public Works Department, 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/264204

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

The City of Phoenix Public Works Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

Offers shall be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/264204. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-

4a21-bb0d-715edb7794ed.

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/264204 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

Offeror agrees that this posting of the award recommendation to the City's Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

https://procurement.opengov.com/portal/phoenix/projects/264204 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/264204

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of five (5) years. The Offeror’s normal business activity during the past five (5) years will have been for providing the goods or services in this solicitation.

Offeror must have a minimum of three (3) years of experience in the service, maintenance, and repair of MIOX generating systems.

Offeror must provide documentation stating that biocides are registered with the State of

Arizona chemists and be approved for intra-state use.

Offeror must provide documentation of being ISO 9001 certified for product manufacturing, analytical service, and customer service (customer satisfaction).

Offeror must provide documentation of safety training and certification in all aspects of chemical handling associated with water treatment, to include training completion date and follow-up ongoing training.

Offeror must provide a two (2) page summary of how your firm administers and manages a water treatment program, including a sample of your Administration Notebook and its contents.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.14. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.23. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. PURPOSE:

The City of Phoenix (“City”) Public Works Department, Water Services Department, and

Phoenix Convention Center Department require services from a Contractor experienced in providing Cooling Tower Water Treatment Services, which includes all chemicals and services necessary to maintain the water treatment of small, medium, and large chilled water, heating hot water and condenser water loops. "Full Service" shall mean: the providing of all chemicals, testing, complete cleaning of cooling towers on a quarterly basis, replacement of parts and repairs when deemed necessary. The existing controls, chemical pumps, and delivery systems will continue to be utilized at the facilities under the resulting contract.

3.2. BACKGROUND:

3.2.1 The Public Works Department (“PWD”) is responsible for maintaining cooling towers and closed loop. systems to ensure the safe, efficient, and reliable operation of the building air conditioning equipment in City-owned facilities.

3.2.2 The Water Services Department (“WSD”) is responsible for ensuring the cooling towers remove heat from the condenser water loop of chillers and for ensuring the cooling towers work in conjunction with the chillers and air handling units to provide consistent air conditioning.

3.2.3 The Phoenix Convention Center Department ("PCCD") is responsible for maintenance, repair, and water treatment of two (2) cooling towers, include the cooling towers open loop water systems, four (4) closed loop chilled water systems, and three (3) closed loop hydronic hot water systems.

3.2.4 The water treatment shall prevent the fouling of the systems due to scale formation, limit corrosion, biological growth, slime and other general fouling of all water surfaces, passages, storage tanks, basins, heat exchangers, piping, pumps, valves, and other associated equipment during the contract term.

3.3. CHEMICALS:

3.3.1 "Smart Release TM" Dry Feed Cooling Tower Chemical Treatment regimen is currently utilized at many of City of Phoenix facilities and is the preferred method of meeting the performance criteria in this specification.

3.3.2 The chemicals used shall be non-chromate and comply with the maximum allowable limits for discharge into the Phoenix Sanitary Sewer System, P-53 Ordinance G-1049, December 22, 1970, Section 28-21, 28-22, City Code and Maricopa County, State and Federal Waste Control

Standards or its most current version.

3.3.3 The City has adopted "Best Management Practices" to reduce Molybdenum as a waste product in all water treatment products. Therefore, Contractor will not be allowed to utilize

Molybdenum, even as a trace element in the application of water treatment under this contract.

3.3.4 The City will be responsible to purchase additional chemical products "only" when a chemical loss was caused by a large water leak in the systems and is deemed beyond the

Contractor's control.

3.3.5 City of Phoenix will also be responsible for purchasing conductivity controllers, minor system components, and chemical pumps that fail due to wear and tear. The City will be responsible for determining wear and tear after the warranty period has ended.

3.3.6 The Contractor will be responsible for providing the salt required to support the MIOX systems at all location installations.

3.4. COOLING TOWER CHEMICALS:

The scale inhibitor shall have the ability to prevent scale from forming without Ph control. The tower chemicals shall also include a corrosion inhibitor, sludge dispersant, and anti-foulant.

Biocides must be registered with the State of Arizona chemists and be approved for intra-state use. This documentation must be provided with the bid submittal. Alternating biocides with unrelated bases are to be used in the recommended treatment. Hot water boiler chemicals shall have the ability to prevent scale and corrosion. All boiler chemical shall conform to the boiler water additives published in the Federal Register, March 5, 1968, 33.F.R. 4138;

May 1, 1980, F.R. 6654. Closed system chemicals shall be non-chromate, protective film forming treatment for the prevention of corrosion in chilled and hot water systems. The treatments deployed by Contractor must be compatible with the existing treatment. City of

Phoenix reserves the right to have any product used during the contract period independently analyzed to verify the chemical content and active ingredient.

3.5. SERVICE:

3.5.1 At all "Full Maintenance Service" locations, Contractor shall provide a weekly electronically generated service report to the Contractor Representative and other personnel as designated, consisting of the water testing results and system conditions. This report shall also contain any recommendations necessary to maintain properly functioning water treatment program.

3.5.2 The Phoenix Convention Center's cooling towers require testing and treatment three times per week from May 1st through September 30th, and twice per week October 1st through April

30th. The Phoenix Convention Center's closed loops require testing and treatment quarterly.

3.5.2.1 Contractor is to conduct an annual lab analysis report for water analysis testing through an independent ISO 9001 certified testing lab on all chill water and hot water closed loop systems, and cooling tower water. Upon completion of this annual testing, a report of the results along with a narrative of the results and recommendations must be given to the contract manager or his authorized representative.

3.5.2.2 Contractor will be responsible for annual cleaning and descaling of chiller condenser tubes.

3.5.2.3 Contractor shall maintain 2.2 – 2.5 cycles of concentration and at no time exceed 3.0 cycles on the cooling tower water.

3.6. REPAIRS:

3.6.1 Contractor will notify the City Representative immediately upon finding any equipment requiring repair. All repairs must be approved by the City Representative prior to the repair being made.

3.6.2 Contractor shall have the ability to repair or replace chemical feed and control equipment, dump valves.

3.6.3 Contractor shall be able to repair or install closed loop filtration and corrosion coupon equipment.

3.7. TESTING:

3.7.1 Any testing other than what is mentioned below will be conducted at no additional cost to the City of Phoenix. Regular testing shall include, but is not limited to, the following as applicable to each system.

3.7.2 Contractor shall conduct service visits and perform the following field analysis at a minimum of once per week:

3.7.2.1 Make up and blow-down of each cooling tower system

3.7.2.2 Total hardness, PPM as CaCO3

3.7.2.3 Calcium hardness, PPM as CaCO3

3.7.2.4 "P" alkalinity, as PPM as CaCO3

3.7.2.5 Total alkalinity, as PPM as CaCO3

3.7.2.6 Chlorides, as PPM NaCl

3.7.2.7 Phosphate, as PPM total and ortho PO4

3.7.2.8 pH

3.7.2.9 Conductivity

3.7.2.10 Biological activity, i.e.; aerobic ATP

3.7.2.11 Flushing of all splash eliminators where applicable (induced draft counterflow towers)

3.7.3 The following tests shall be performed at least monthly on Chilled Water Loops, Closed

Loops and Phoenix City Hall Thermal Storage Reservoir:

3.7.3.1 Conductivity

3.7.3.2 pH

3.7.3.3 Closed system inhibitor, in PPM active

3.7.3.4 Biological \activity

3.7.4 Field Calculations

Based on the circulating condenser water chemistries, the pH and saturation for CaCO3 and

Langelier Saturation Index (LSI) for each system must be calculated and included in the service report.

3.7.5 On-site Testing

All on-site testing recommended shall be performed by Contractor and recorded on the system log sheet provided by Contractor. Contractor shall, at no additional cost to the City, provide all necessary test kits, test reagents, and test procedures used by City personnel.

3.8. SYSTEM CONDITIONS AND PERFORMANCE LIMITS - FULL

SERVICE:

Recirculated Cooling Water

(CoolingTower) specifications

In Control Out of control

Corrosion - Steel < 2 MPV > 5 MPY

Corrosion - Copper < 0.2 MPY > 0.5 MPY

Biological - TBC < 104 > 105

ATP/ RUL < 750 > 1500

Deposit - Scale < 2 FF > 3 FF

Turbidity < 10 NTU > 25 NTU

Cycles of Concentration > 3 (BD / MU

Ratios)

< 3, > 4 (BD / MU

Ratios)

Closed Loop In Control Out of control

Corrosion - Steel < 0.2 MPY > 0.4 MPY

Corrosion - Copper < 0.1 MPY > 0.2 MPY

Biological - TBC 10 k to 100 k > 200 k

ATP/ RUL < 500 > 2500

Deposit - Scale (1*) (1*)

Turbidity < 5 NTU (2*) > 20 NTU (2*)

3.8.1 The following definitions are provided for the acronyms identified in the tables above:

MPV - Multiport Valve: The control valve found on media filters like sand or diatomaceous earth, used to shift water flow between modes like filtering, backwashing, and rinsing.

MPY - Mils Per Year: A measurement of corrosion rate, indicating how many thousands of an inch of metal deteriorates per year in pipes or equipment.

FF - Filter Flow or Formicary Corrosion: In plumbing, this usually refers to the speed of water passing through a filter. It can also stand for "Friction Factor" in hydraulic calculations.

NTU - Nephelometric Turbidity Unit: The standard unit used to measure the cloudiness or haziness of water caused by suspended particles.

BD - Blow Down: The process of discharging a portion of water from a boiler or cooling tower to remove accumulated minerals and prevent scaling.

MU - Make-up (Water): Fresh water added to a system, such as a swimming pool or cooling tower, to replace water lost to evaporation, splashing, or blowdown.

3.8.2 (1*) Deposit is measured by decay of the heat transfer coefficient using NACE methodology and utilizing matching conditions, water velocity and temperature of the operating systems heat exchanger.

3.8.3 (2*) Turbidity measurements are accomplished using ASME methodology tolerable levels that are specific to every system and based on system tolerances to suspended materials.

3.8.4 If the Contractor is unable to meet the performance specification (quality control limits identified in the above table), a penalty of a 20% credit/month per system, may be assessed and calculated. In addition, a system considered "out of control" as stated in the above table for more than 60 days could result in termination of the contract.

3.8.5 Public Works will not hold Contractor accountable to performance penalties above for system operations that are out of the Contractors control due to equipment malfunctions (i.e., leaks, overflow, etc.).

3.9. SUPPLIER/MANUFACTURER ISO 9001 CERTIFIED:

Supplier and Manufacturer shall be ISO 9001 certified for product manufacturing, analytical service, and customer service (customer satisfaction). Contractor must provide quarterly review of program performance, service program implementation, problem correction/response and program improvement objectives. A formal annual review of these areas and documentation of customer satisfaction for compliance is ISO 9001 standards will be performed. The ISO 9001 certification must be provided with the bid submittal.

3.10. FULL MAINTENANCE SERVICE PROGRAM CAPABILITIES:

3.10.1 Contractor shall supply all labor, materials, parts, tools, equipment, and supervision necessary for treating and maintaining the water treatment for various facilities identified by the

City of Phoenix.

3.10.1.1 Contractor shall provide all chemical delivery, handling and disposal of containers.

3.10.1.2 Contractor must provide cleaning of all cooling towers. Towers shall be cleaned quarterly. Proper cleaning includes the following:

3.10.1.2.1 Suction debris from tower basins.

3.10.1.2.2 At any time between cleanings there should be no more than .5 inch of dirt or debris in the cooling tower basins.

3.10.1.2.3 Clean water distributors and spray heads, remove debris and ensure water is flowing freely.

3.10.1.2.4 Inspect and clean tower fill/media.

3.10.1.3 Contractor must keep hot water distribution pans, tower fill, splash eliminators and sumps clean of debris, foreign material and scale build up. Sumps may be cleaned by means of siphoning, filtering, etc. Contractor shall maintain no more than .5 inch of sludge/debris in the tower basins at all times.

3.10.1.4 Contractor will be held responsible for properly remediating any excessive tower scale accumulations resulting from their failure to provide proper service under this contract.

Remediation should be completed within forty-eight (48) hours of discovery.

3.10.1.5 Contractor staff must be able to clearly speak and understand direction regarding critical shutdown aspects, lock-out/tag-out procedures in order to rotate equipment out of service before cleaning can commence.

3.10.1.6 Contractor shall supply all tools, hoses, water nozzles, high-pressure sprayers, inflatable balloon plugs, brooms, squeegees, lock-out/tag-out kits, etc. necessary to properly clean the cooling towers.

3.10.1.7 Contractor must be in direct communication with the Building Equipment Operator prior to and after the completion of tower cleaning, to properly coordinate the rotation of equipment back into service.

3.10.1.8 Contractor will be held responsible for excessive corrosion, scale or biological conditions that are out of the control limits, and the resultant scaling or fouling of tube bundles.

Contractor will have the option to remediate the problem themselves or will pay for the City to perform the repairs. Repairs should be performed within one (1) week.

3.10.1.9 Contractor must be capable of deploying bore scope technologies and provide pictures and report analysis to the Public Works Department as needed.

3.10.1.10 Provide filtration systems to filter closed loops until loops are clean of particulate and organic matter down to 5 microns, at no additional cost to the City of Phoenix. The Public Works

Department and Contractor shall work in a partnership to determine the necessity of loop cleaning based upon standards of turbidity and clarity of water samples.

3.10.1.11 Contractor will be responsible for correction of deficiencies.

3.11. CONTROLS, MONITORING SYSTEMS AND SAFETY EQUIPMENT

- FULL MAINTENANCE SERVICE:

3.11.1 Contractor shall maintain the monitoring and control systems for all chemical additions and water conservation requirements.

3.11.2 Contractor shall control residual chemistry in loops for scale and corrosion inhibition.

Contractor shall maintain biological control standards as specified under system conditions and performance limits.

3.11.3 Contractor shall provide usage inventory to the Public Works Department. This data must be contained in the Contractor's weekly/quarterly reports.

3.11.5 Contractor shall inform the Contract Representative or designee of any defective equipment that would hinder the ability to control or maintain the water treatment program.

These items shall include, but not limited to:

3.11.5.1 Chemical feed pumps

3.11.5.2 Liquid level controls

3.11.5.3 Tanks and containment basins

3.11.5.4 Flowmeters

3.11.5.5 Controllers

3.11.5.6 Solenoid valves

3.11.5.7 Coupon racks

3.11.6 Replacement cost of monitoring and control system components listed above shall be the responsibility of the City. Contractor shall provide an itemized written proposal or quote for the replacement equipment. One line price quotes on multiple items will not be acceptable.

Contractor shall invoice the replacement equipment at cost with no mark-up. Contractor will submit copies of receipts for replacement equipment with their invoice.

3.11.7 Labor for the repair or replacement of the above parts shall be incurred by Contractor as part of the "Full Maintenance Service."

3.11.8 Repair or replacement of components that have been damaged due to negligence by the

Contractor (i.e.; allowing feed pumps to run dry, etc.) shall be the full responsibility of the

Contractor.

3.12. REQUIRED REPORTING:

3.12.1 Contractor shall provide reports as follows:

3.12.1.1 Report generation for: weekly service action, system conditions and recommendations.

3.12.1.2 Efficiency monitoring report annually.

3.12.1.3 Equipment inspection and documentation reports, digital images for critical equipment as needed.

B.

3.13. CONTRACTOR EXPERIENCE:

3.13.1 Contractor's service representatives must have a minimum of five (5) years of experience in the deployment of water treatment services, shall be fully trained in all aspects of water treatment protocols commonly used in the water treatment industry in the state of Arizona.

Safety training and certification in all aspects of chemical handling associated with water treatment, to include training completion date and follow-up ongoing training, must be provided with the bid submittal.

3.13.2 In addition, Contractor shall have a support staff for assisting in troubleshooting of various water treatment issues, should they arise. Technical support staff shall be available for on and off-site consultation and must have a minimum of a Bachelor of Science degree, with full training in all treatment programs and control systems required.

3.14. PROGRAM ADMINISTRATION:

Organization is critical to a well-run water treatment program. In order to have quick access to all technical and safety information regarding the water treatment program, the City's PWD, WSD, and PCCD require that the Contractor provide an Administration Notebook. At the minimum, the notebook must contain an outline of the chemical program, all-chemical control test procedures, log sheets, product bulletins, Safety Data Sheets, Feed and Control Equipment specifications and service reports. A two- (2) page summary of how your firm administers and manages a water treatment program, including a sample of your Administration

Notebook and its contents, will be required with the bid submittal.

3.15. MATERIAL COMPATIBILITY:

Contractor shall ensure that the chemicals used in the water treatment program shall have no detrimental effect on the metallic or non-metallic materials in the equipment being treated when used in accordance with the supplier's instructions. The proposed chemical products must also be completely compatible with the existing chemical treatment program.

3.16. MONITORING AND CONTROL:

Contractor must provide a comprehensive chemical testing program with written instructions and test procedures for all control tests. Contractor will provide a summary chart with frequency and time of day for each test in their weekly report.

3.17. IDLE SYSTEMS:

Contractor representatives shall be responsible for recommending treatment dosages and methods for protecting idle systems such as laying up chillers, flat plates and other various systems maintained by the Contractor.

3.18. SPECIAL STUDIES:

Upon request, Contractor shall conduct corrosion studies in all systems; (i.e.; chilled water loops, condenser water loops, hot water loops, etc.) to ensure program performance. Contractor must outline other studies it might recommend, (i.e., coupon analysis). Reports shall be written by an ISO 9001 Certified Lab.

3.19. HEALTH AND SAFETY:

Contractor must provide Safety Data Sheets (SDS) for a safe work environment for personnel and to comply with all state and federal laws concerning the handling of hazardous materials.

City of Phoenix requires that an SDS accompany all first-time orders and that Contractor maintain an in-house, 24-hour, 7 day per week, emergency phone number that can be called for emergency information regarding chemical spills and/or accidents involving your products.

Contractor shall provide a two-page summary of Contractor's SDS program including an emergency phone number and a sample copy of its SDS for any BIOCIDE that might be used at

City's facilities.

3.20. TROUBLESHOOTING CAPABILITIES:

Contractor must have an American Chemical Society (ACS) certified laboratory facilities capable of performing a wide array of analytical work to facilitate monitoring, control, and troubleshooting the City's systems. Contractor shall provide all ACS-Certified laboratory services at no additional cost to City of Phoenix. Subcontracted work or the use of independent laboratories is not allowed unless specifically authorized in writing by the

City Representative. Laboratory services that must be available include but is not limited to:

corrosion coupon analysis, water analysis, deposit analysis, microbiological analysis, and metallurgical analysis.

3.21. CHEMICAL DELIVERY REQUIREMENTS:

3.21.1 Chemical transport equipment must comply with Department of Transportation (DOT) requirements for transporting hazardous material.

3.21.2 No chemical transport equipment is to be stored on site.

3.21.3 Deliveries must be made by chemical handlers who are:

3.21.3.1 Certified in Hazardous Materials (HAZMAT) compliance.

3.21.3.2 Equipped with Personal Protective Equipment (PPE) on site for delivery and transfer of chemical.

3.21.3.3 Equipped with items required to handle spills and any unexpected incidents.

3.21.4 Chemicals must be transportable up steps if needed.

3.21.5 CONTRACTOR SHALL REMOVE ALL EMPTY CONTAINERS AND DISPOSE OF

PROPERLY IN ACCORDANCE WITH ALL LAWS AND REGULATIONS.

3.22. MATERIALS REQUIRED:

3.22.1 Tower Inhibitor

3.22.2 Tower Dispersant

3.22.3 Tower Antifoam

3.22.4 Algaecide

3.22.5 Microbiocide

3.22.6 Loop Inhibitor

3.22.7 Test Reagents

3.22.8 Test Equipment

3.22.9 Chemical Feed Equipment

3.22.10 Corrosion Coupon

3.23. ADDING OR DELETING JOBSITES:

The City of Phoenix reserves the right to add or delete job sites as may be required during the contract term. The Contractor will provide a quote for a job site(s) that is identified to be added to the contract. As new facilities are constructed, additional cooling towers may be added to the facility list by the City and the Contractor will be required to provide a quote for service at the new job site. The adding or deleting of job sites will be identified in a contract amendment that will be signed by the Contractor and the City.

3.24. EMERGENCY SERVICE:

3.24.1 Contractor must be able to respond to emergency call-outs within two (2) hours of request for service.

3.24.2 An emergency shall be declared if equipment is not capable of maintaining proper cooling of occupied facilities because of improper water treatment or missed routine service.

3.24.3 An emergency shall be declared if the system is operational but eminent danger of equipment failure is apparent to City personnel because of improper water treatment.

3.25. REQUIRED DOCUMENTS:

3.25.1 The following documents are required to be submitted within 10 days of notification of a

Notice of Award:

3.25.1.1 Two (2) page summary of Contractor's SDS program, emergency phone number, and a sample copy of the SDS for any BIOCIDE that might be used at City facilities (Refer to para.

3.20, Health and Safety).

3.25.1.2 Identification of an ACS certified laboratory (Refer to para. 3.21, Troubleshooting

Capabilities).

3.25.1.3 Support literature for all control equipment and proposed chemicals

3.25.1.4 Sample Corrosion analysis

3.25.1.5 Sample Biocide holding time and feed rates

3.25.1.6 Copy of pesticide registration

3.25.1.7 Training program

3.26. SITE STANDARDS/INITIAL CONDITIONS - FULL MAINTENANCE

SERVICE:

On the initial visit by the awarded Contractor, the PWD and the Contractor shall ascertain what services are required to be performed in order to bring all sites to a mutually agreed upon

"standard". These costs will be a separate and one-time charge, based upon the labor rate and chemical/material discount in the Price Schedule. After the mutually agreed upon "standard" is established, the Contractor shall be responsible for keeping these standards consistent at no additional cost to the City.

GROUP A: PUBLIC WORKS AND WATER SERVICES LOCATIONS

Item Location Tons Type/SN

Arizona Science Center

600 E. Washington St.

Phoenix, AZ 85004

600 tons

Water cooled central plant

(2 x 300 ton open…