Draft Statement of Work.doc

STATEMENT OF WORK

Boiler plant maintenance and Water analysis

A. GENERAL

A.1 GOAL:

Contractor shall provide White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) located at 8495 Crater Lake Hwy, White City, OR 97503 with monthly maintenance including all chemicals for water analysis treatment of Boiler Plant water.

A.2 BACKGROUND:

The chemical water treatment contractor shall provide all supplies and technical advisory services for proper chemical treatment of boiler plant water and steam to achieve satisfactory results. In addition, the contractor shall, at the request of the Boiler Plant Supervisor, verify the proper operation of non-chemical water treatment systems which serve the boiler plant including feedwater deaerator, water softener and continuous blowdown.

Contractor shall be in business at least five years providing chemical treatment of boiler plant and steam distribution systems similar in design and annual steam production rates to that of the VA SORCC facility. A list will be provided of at least five customers similar to VA who have utilized the services for boiler chemical treatment for at least three years. One water treatment specialist who has a bachelor’s degree in chemical engineering or the physical sciences from an accredited college or university shall be assigned to this contract. The water treatment specialist must have at least five years successful experience with boiler water treatment programs and shall furnish references from at least three customers who utilize boiler water treatment programs.

The water treatment specialist assigned must be located within 100 miles of the VA SORCC site to enable reasonable response times to request for the site visits. Contractor must operate (or continuously maintain a contract with) a state certified laboratory to perform complete scientific analyses of water chemistry, deposits, metallic materials affected by corrosion and provide recommendations for correction of problems related to the chemical and mechanical water treatment program. A professional chemist shall supervise the laboratory. This service will be provided for Veterans Affairs as follows.

Performance Monitoring: The contractor’s ability to provide ninety nine percent (99%) uptime, Technician response time, shall be the performance indicators for this contract.

A.3 LOCATION OF SERVICES:

VA SORCC

8495 Crater Lake Hwy

White City, OR 97503

A.4 DVA – FURNISHED PROPERTY OR SERVICES:

NA

A.5 CONTRACTOR-FURNISHED PROPERTY OR SERVICES:

Contractor is to provide all necessary services to complete the items required by this contract. No pick-up.

A.6 DEFINITIONS:

NA

A.7 DOCUMENTATION:

See B.4 SPECIFIC REQUIREMENTS

A.8 TRAINING:

NA

A.9 PATIENT Confidentiality:

NA

B. TECHNICAL APPROACH/TASK

B.1 HOURS OF OPERATION:

1. Contractor to work at the VA SORCC between the hours of 7:00am and 4:30pm, Monday through Friday, excluding federal holidays.

B.2 DELIVERY/PICK-UP POINT:

VA SORCC

8495 Crater Lake Hwy

White City, OR 97503

B.3 METHODS TO BE USED:

1. The vendor shall use standard methods and procedures for the items required to be collected/delivered to the VA SORCC.

2. All work shall be in conformance with State, local and/or Federal laws.

B.4 SPECIFIC REQUIREMENTS:

The tasks described below shall ensure a 99 percent uptime. Uptime shall be accomplished by necessary preventive maintenance and timely response to repair service calls.

4.1 Task 1 – Chemicals and Testing Supplies

Contractor shall provide an uptime of ninety nine percent (99%) through proper maintenance of the system in accordance with the manufacturer’s specifications. Proper maintenance shall be accomplished by the following:

Provide all chemicals, test kits, test reagents, corrosion coupons, and instructional material as necessary to comply will all contract requirements. Deliver to the boiler plant supervisor or their designate.

Chelant-based chemicals are not permitted.

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

Furnish on site chemical storage containers with secondary containment. Provide bulk delivery service.

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

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

All chemical containers shall be labeled with complete information on contents and shall be returnable. Containers with missing labels shall not be removed.

4.2 Task 2 – Requests for Proposals (RFP)

Prospective contractors are required to submit proposals for a complete chemical treatment program required for this SORCC. Completely respond to the “Qualification Requirements” in this “Statement of Work” including qualifications and experience of the water treatment company and the water treatment specialist, and information on the state certified testing laboratory that will be utilized.

For informational purposes, submit breakdown of costs to include proposed chemicals, feed rates, annual projected usage and unit casts based on the above requirements and previous usage.

Visit the site and meet with the boiler plant supervisor and COR to discuss the existing conditions and the proposed plan for chemical treatment and monitoring results.

4.3 Task 3 – Administrative Requirements

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

All work to be performed during the normal daytime working hours of the boiler plant supervisor, Monday through Friday (excluding national holidays).

B.5 TECHNICAL APPROACH:

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

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

Prevent embrittlement of boiler pressure vessels.

Condition the boiler sludge to obtain effective bottom blowoff. Boiler residual of sodium sulfite, 30-60 ppm.

Boiler phosphate residual, 30-60 ppm.

Total dissolved solids (TDS) in boilers as high as possible without exceeding 4000 ppm.

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

Maximum suspended solids in boilers 350 ppm, maximum silica 250 ppm. Boiler polymer dispersant residual as recommended by supplier.

There shall be no “pitting” corrosion.

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

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

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

Provide steam amine treatment to provide condensate pH of 8.0 - 9.0 at each condensate receiver throughout the facility and in the condensate storage tank in the boiler plant.

Feed the amines into the boilers instead of the steam header in order to achieve even dispersal throughout the distribution system.

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

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

B.6 ID Badge:

Contractor shall wear an identification badge at all times while on station. Badge will be obtained in building 229 when signing in and will be returned at the end of the visit when signing out.

B.7 PERSONNEL:

The contractor is responsible for providing a fully qualified on-site contract manager. The contract manager shall be responsible for management and coordination of the contract and shall be the point of contact with all government representatives. The contractor shall notify the contracting officer in writing prior to contract start date the names of the Contract Manager and an alternate contract manager.

The Contract Manager shall be available for the Government to reach. During normal business hours, the contract manager shall respond within one business day from the time of notification. During non-business hours, the Contract Manager shall respond within one business day.

B. 8 Services Delivery Summary:

On-Site Services:

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

Provide two, one-hour training sessions within two months of the start of a new contract if the vendor has not previously provided services to the facility. The first session shall be within one week of the start of the contract. Provide one, one-hour training session every six months after the new contract has been in FORCE for six months if requested by the plant supervisor.

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

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

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

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

Boiler water: total dissolved solids, suspended solids, sulfite, phosphate, and alkalinity. Continuous blowdown systems: check calibration and settings monthly.

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

Visit the plant monthly, perform tests listed above and review daily logs of tests performed by boiler plant personnel. Discuss test results with the plant supervisor. Provide recommendations on treatment methods and consult on boiler plant, steam, and condensate distribution systems problems as requested. Send water samples to the laboratory as necessary to resolve problems and questions.

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

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

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

Test corrosion coupons from condensate lines once per year and provide report. VA personnel will install, remove and deliver the coupons to the water treatment specialist.

Any deficiencies or problems noted with VA test results or with the water treatments specialist’s test results are to be reported immediately to the plant supervisor. If problems are found, corrective actions must be recommended immediately, chemicals provided as necessary, and tests performed as necessary to confirm that desired results are achieved.

C. SPECIAL CONTRACT REQUIREMENTS

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

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

A laboratory certified by the State shall perform laboratory work.

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

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

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

Failure to achieve required performance goals will be justification for termination of this contract. Immediately prior to commencing the chemical treatment contract, VA SORCC will arrange for an internal inspection of each boiler by the boiler plant supervisor and the contractor’s (chemical supplier) field representative. A visual and written record of the condition of each boiler will be signed by the contractor and SORCC representative.

Upon termination of this contract, a similar inspection will be conducted. Any deterioration in the boiler conditions attributable to the contractor’s program shall be corrected by the contractor at no additional cost to the VA.

C.3 Government Remedies:

The Contracting Officer is responsible for following Contract Terms and Conditions.

C.4 Recognized Holidays:

The contractor is not responsible to provide services on the following days but must provide frequent enough service prior to and after these holidays:

New Years Day, Martin Luther Kings Day, President’s Day, Memorial Day, Fourth of July, Juneteenth, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas.

C.5 Personnel Identification:

Before working on the contract and must check in at building 229 every time prior to working on site.

C.6 Personnel Policy:

The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for their personnel:

1. Worker’s compensation, Professional Liability Insurance, Income tax withholding, and Social Security payments.

2. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

C.7 Laws & Ordinances:

The Contractor shall comply with all applicable laws, ordinances and regulations (Federal, state, city or otherwise) covering his operations under the contract.

C.8 TWO WAY RADIOS:

The use of two-way radios is prohibited in all VA SORCC buildings. The equipment shall be turned off upon entering either of those buildings.

C.9 Invoices:

All payments shall be made in arrears upon receipt of a proper invoice. Invoices will provide the following minimum information:

· Contract Number

· Date of Service

· Itemized Charges

· Authorizing Official

D. TECHNICAL EXHIBITS

NA