Cooling Tower Treatment, Sampling & Related Services Invitation for Bid #25KMM0041 Bids Due 07/17/2026

Deadline for submissions:

07/17/2026, 4:00 pm EST

Designated Contact:

Kristy Mediak Director of Procurement & Strategic Sourcing Buffalo State University 1300 Elmwood Avenue Buffalo, NY 14222 Cleveland Hall, Room 319A smithkm@buffalostate.edu

Version 03092020 Table of Contents of Contents

Summary Information Form

THIS PAGE MUST BE SIGNED AND RETURNED WITH BIDDER’S RESPONSE

Electronic copies of this IFB are available at: NYS Contract Reporter

Key Events

Proposal Due Date and Time (Any proposal received after the deadline will not be considered) 07/17/2026; by 4:00pm est

SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified of any changes in a timely manner

Contact Information

Primary Contact:

Kristy Mediak smithkm@buffalostate.edu

Secondary Contact:

Steve Olsen olsensw@buffalostate.edu Other Contact:

Restricted Period

In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through the State University of New York’s designated contacts only.

Bidder Information

If applicable, place an “x” in the appropriate box: (check all that apply) ☐ Small Business (if checked, provide # of employees ____) ☐ Disabled Veteran Owned Business ☐ Minority Owned Business (NYS Certified) ☐ Women Owned Business (NYS Certified)

If you are not bidding, place an “x” in the box and return this page only. ☐ We are unable to bid at this time because:

By signing this form, Bidder acknowledges (a) that the IFB instructions are understood; (b) that the Bidder is committed to servicing SUNY’s needs in the required time period; and (c) that all information required by this IFB has been included in Bidder’s proposal.

Overview This Invitation For Bid (IFB) is issued by the State University of New York (herein after referred to as “SUNY”) to solicit proposals for Cooling and Heating System Chemical Treatment & Servicing.

The results of this IFB will be used to award a Five (5) year contract to the Bidder determined to be most qualified having the best price.

Background Section 3.1:

About Buffalo State

Buffalo State is one of the largest comprehensive schools in the State University of New York system. As a civically minded, urban-engaged campus community located in the city’s cultural corridor, Buffalo State prides itself as having smaller learning environments coupled with larger university opportunities. Boasting a diverse and inclusive campus, Buffalo State is committed to the intellectual, personal, and professional growth of its students, faculty, staff, and alumni. The school’s mission is to deliver a broad array of high-quality and distinctive academic programs infused with diversity, creativity, and hands-on learning opportunities for hardworking students who seek a personalized and affordable education that engages their minds and advances their careers. Buffalo State is dedicated to excellence in teaching, research, service, scholarship, creative activity, and cultural enrichment. With degree programs in education, the arts, science, arts and humanities, and professional studies, each year over 6,000 students choose Buffalo State.

About SUNY:

The State University of New York (“SUNY”) is the largest comprehensive public university system in the United States, educating more than 400,000 students in more than 7,500 degree and certificate programs on 64 individual campuses with nearly 3 million alumni around the globe. Enrollments are detailed as follows:

· 13 University Centers and Doctoral Degree Granting Institutions offering academic programs through the doctoral level; each enroll between under 1,000 to over 19,000 undergraduate students;

· 13 University Colleges offering academic programs through master’s level; each enrolls between 3,700 to over 9,000 undergraduate students;

· 8 University Colleges of Technology offering academic programs through master’s level; each enroll between 1,600 and 6,000 undergraduate students; and

· 30 community colleges offering academic programs through the associate’s level; each enrolls between 1,700 to over 26,000 undergraduate students. The SUNY Research Foundation works with the academic and business leadership of campuses to support research and discovery at SUNY through efficient and skillful administration of sponsored projects and adept transfer and sharing of intellectual property for public benefit and economic growth.

SUNY is committed to reducing administrative costs, maximizing efficiencies and increasing the amount of resources allocated to academics and student services. As part of this commitment, SUNY is collaboratively sourcing and streamlining procurement efforts. Bidders doing business with SUNY will also benefit from this streamlined procurement approach, as it saves the time and effort of responding individually to separate campuses and managing multiple agreements.

Section 3.2: Project Description There are 5 separate scopes of services or groups of commodities requested in this document for 3 distinct categories of heat exchange systems at the SUNY Buffalo State University. Each is defined in detail in section 5. Scope of Services.

Bidder Qualifications Minimum Bidder Qualifications

Bids will be accepted only from established vendors with a minimum of 5 years with proven experience in providing cooling and heating system chemical treatment & servicing. The University reserves the right to investigate or make any inquiry into the capabilities of any Bidder to properly perform under any resultant contract. All Bidders must complete and submit BSU Bidder Qualifications Submission Form below.

The University reserves the right to contact client for references to validate experience and the scope and quality of work. The Bidder is solely responsible for providing contact information for clients that are readily available to be contacted and will respond to questions. If the University is unable to contact a client, the Bidder will be provided with one opportunity, with a deadline, to assist in obtaining cooperation from those clients that have not responded.

Contractor must utilize a NYS DOH accredited commercial laboratory for Legionella testing.

(in order to meet NYS DOH requirements for maximum allowable water sample holding times and sample testing and reporting timeframes for Legionella.

All chemical pesticides, including water treatment biocide products, brought on campus shall be approved by NYS DEC for use in New York State. Vendors that list pesticide products not approved by NYS DEC will be automatically disqualified.

Due to regulatory sewer use and discharge restrictions, use of chemical products (including but not limited to corrosion inhibitor products) that contain phosphorus or phosphorus compounds, in boiler and cooling water systems on the Buffalo State University campus is prohibited. Vendors that list phosphorus or phosphorus compounds will be automatically disqualified.

Scope of Services

This Invitation for Bid (IFB) solicits proposals from vendors who can provide the following:

Mandatory Products & Services Bidders must address the Required specifications outlined below.

Bidder must ensure that their submitted proposal clearly lists each requirement. Bidders are encouraged to list each requirement and include an affirmative statement as to meeting each requirement with comprehensive information as to how they meet each requirement.

Commodities:

1. Containers of chemical products/additives to treat or condition water in SUNY Buffalo State’s boiler systems and closed and open loop (cooling tower) cooling systems to control corrosion and biological growth. This includes delivery of containerized chemical products to the Buffalo State campus on request.

2. Chemical feed and monitoring equipment (e.g. pumps, tubing, connectors, controllers, timers, ORP and other sensors, readout displays, switches, check valves, shut off valves, etc.) to dose, monitor, and control chemical additions into the campus boiler and cooling water systems as needed.

Services:

3. Testing, measuring, and advising on types and concentrations of chemical additives in Buffalo State’s boiler water and closed and open loop (tower) cooling water systems and providing advisement.

4. Quarterly (every 90-days) inspections, monthly biological sampling testing and 90-day and excursion event sampling and testing for Legionella in campus open loop cooling tower and condenser systems to comply with NYS DOH regulations for controlling legionella.

5. Weekly servicing and maintenance of chemical feed systems for seasonal cooling tower/condenser systems. This includes chemical testing of water, adding chemicals to dosing equipment, making adjustments to chemical dosing equipment, and repairing/replacing malfunctioning dosing and monitoring equipment (e.g. pumps, tubing, connectors, controllers, timers, ORP sensors). This is an optional/seasonal service that Buffalo State University may not exercise and Buffalo State reserves the right to request or terminate this service at any time.

Buffalo State reserves the right to request one or more of the above and is not obligated to request all of the above during the contract term. Additional information is provided as Table 3. Bidders are not required to provide pricing on the template, rather it is to provide a condensed summary of the pricing and information requested.

1. Specifications, Conditions, Responsibilities and Restrictions:

A. Vendor to provide pricing for all water treatment (chemical additive) products on a per container basis, including 55-gallon drum, 30-gallon, 5-gallon, and 1-gallon capacity, whichever container sizes the vendor offers for sale. Also bulk” per pallet” pricing should be provided, if offered, with the size and number of containers per pallet. Each product shall have minimum key or active ingredient concentrations. Provided in Table 1 are required concentrations (minimum or range) for the active ingredients for each product category. Concentration specifications/ requirements may fluctuate due to campus water system and water quality conditions. Note:

1. Substitution or deviations in the types or concentrations of key/active ingredient chemicals outside of that listed in Table 1 shall have equivalent efficacy and be clearly identified with the vendor’s per container pricing.

2. Substitution or deviations in the types or concentrations of key/active ingredient chemicals outside ranges listed in Table 1 are subject to SUNY Buffalo State University approval on a case-by-case basis prior to delivery and use at the campus.

3. Product container dimensions, volume, and chemical agents, including key/active ingredient concentrations for each shall be specified in pricing provided by vendor. Buffalo State reserves the right to request specific container sizes/volumes to address work area dimensional constraints as needed.

B. Vendor to provide pricing for all chemical product feed equipment (hardware, parts, etc.) pricing on a per unit or per replacement part basis or in small bulk numbers.

C. Unless otherwise approved by SUNY Buffalo State, the Vendor shall ensure all chemical product containers are previously unopened and properly labelled in accordance with all applicable OSHA, DOT, EPA and NYS DEC requirements prior to bringing chemicals onto the SUNY Buffalo State premises. Safety Data Sheets for all chemicals shall be provided to the SUNY Buffalo State Facilities Maintenance or their designees and the EH&S Manager prior to initial delivery.

D. The Vendor is responsible for spill prevention and spill/leak cleanup whenever a product spill or leak occurs, whenever the chemical product is in transit with the Vendor or in the Vendor’s custody while on campus (also see item L below);

E. SUNY Buffalo State reserves the right to reject any chemical product for on-site use for any reason. Each liquid container shall be equipped or provided with draw tubes of adequate length to ensure withdrawal of at least 90% of the container’s liquid contents. Where practicable chemicals brought to SUNY Buffalo State should be compatible with existing PPE (respirators, gloves, chemical suits) used or in inventory at SUNY Buffalo State.

F. Vendor, at the request of SUNY Buffalo State, will accept and remove from the campus any chemical products (it supplies) with expired EPA or DEC approvals that occur during the period of this service contract. All removed chemical products shall be properly recycled or disposed of by the vendor in accordance with applicable regulations.

G. The Vendor to accept and remove all used (empty) product containers from the campus;

H. Vendor to transmit all inspection and testing results immediately to the Buffalo State Facilities Maintenance Department operations designee(s).

I. Vendor to ensure all NYS DOH-required Legionella testing of cooling tower water be performed by a laboratory that is accredited by NYS DOH to perform the tests. Vendor to ensure Legionella testing is completed with results provided to SUNY Buffalo State EH&S no later 14 calendar days from the sample collection date (“14-day turnaround”). Vendor to immediately transmit all DOH-required Legionella test results to the SUNY Buffalo State EH&S designee (bleechjp@buffalostate.edu) via email. Written reports for all DOH-required inspections and testing shall be provided to the EH&S designee within two (2) business days of completion.

J. The Vendor to schedule and coordinate all routine on-site (equipment, chemical, etc.) deliveries, testing, and inspections with the SUNY Buffalo State Facilities Maintenance Manager or their designee(s) at least five (5) business days prior to the scheduled on-site visit. Normal business for SUNY Buffalo State Facilities Maintenance operations is 7:30 am - Noon and 1:00 pm - 3:30 pm, Monday through Friday except holidays. It is SUNY Buffalo State’s expectation that the Vendor will provide services within these business hours. The SUNY Buffalo State Facilities Maintenance Manager at their discretion may approve vendor deliveries or service outside normal business hours.

K. Where feasible, chemical products that can be universally used across different equipment/system types are to be given preference by the Vendor in its recommendations for use at SUNY Buffalo State. As a hypothetical example, a molybdenum-based corrosion inhibitor additive that can be used in boilers, closed loop heat exchanges and/or other types of campus systems should be given preference for use over an inhibitor additive that will only be effective in 1 system.

L. SUNY Buffalo State operates a separate storm sewer system and must operate this system in compliance with the requirements of a Municipal Separate Storm Sewer System (MS4) permit, issued by NYS DEC. Accordingly the Vendor shall complete, sign and return the MS4 permit-required, 2-page MS4 Permit Compliance Certification with their bid submission. The purpose of the certification is to ensure the Vendor is aware of restrictions associated with use of the campus storm sewer system. This includes the prohibition of spills, leaks or disposal of chemicals or associated waste residuals directly to drains connected to the storm sewer system or to paved services leading to drains into the storm sewer system.

TABLE-1

Preferred Key/Active Ingredients and Range of Concentrations for Treatment Chemicals at SUNY Buffalo State

(ROM)

* Acetic Acid

* Peroxyacetic Acid 23 – 30% 1 -10% 3 –10%

(24) 5 LB./Gal. Drums & (6) 45 LB. Pails

* Potassium hydroxide 1 - 15% 1 - 5%

(4) 30 Lb. Gal. Drums

* Sodium hydroxide 1- 15% 1 – 5%

(9) 30 LB./Gal. Drums

* Potassium hydroxide 1 -15%

1 – 5%

(2) 30 Lb./Gal Drums & (1) 15 Lb./Gal Drum

* Cyclohexylamine

* Morpholine 15 -40%

5 -30% 5 – 30%

(32) 55 Lb./Gal. Drums

Sulfite solution (oxygen scavenger, corrosion control)

Notes for Table 1:

1. Substitutions or deviations in the types or concentrations of key/active ingredient chemicals outside of that listed in Table 1 shall have equivalent efficacy and be clearly identified with listing of the alternative ingredients and the vendor’s per container pricing;

2. Substitutions or deviations in the types or concentrations of key/active ingredient chemicals outside that listed in Table 1 are subject to SUNY Buffalo State University approval on a case-by-case basis prior to delivery and use at the campus;

3. Vendor to provide test kits & reagents to measure actual concentrations/conditions in campus cooling and boiler water systems.

4. Estimated annual usage is for bidding purposes only; the University is not guaranteeing these quantities.

2. System/Equipment A. Large Boilers – Water Treatment Chemical Products/Additives & Chemical Feed/ Controller Equipment Background (equipment inventory, operating parameters):

Buffalo State operates 2 main water-tube central heating plant boilers and 1 “summer” firetube boiler to generate steam for continuous heating of campus buildings with condensed steam (condensate) collected and returned to the boilers for reuse to augment make-up water.

These boilers were manufactured by Cleaver Brooks and installed within the last 5 years and designed for steam/pressure 62,500 lbs/hr and 145 psig saturated.

The maximum heat input ratings for each boiler is as follows:

* Main boilers: 77mm BTU/hr (each); and

* Summer boiler: 33.5 mmBTU/hr.

Generally, the 2 main boilers operate concurrently during main heating season from December through March to meet steam demand requirements. One boiler generally operates during the other months.

Generally, three types of (3) chemical products/additives are routinely used in the CHP boilers along with associated testing reagents/kits:

* corrosion inhibitors typically amine/ethanol/cyclohexylamine/tolytriazole compounds

* acid neutralizers and pH adjusters (e.g. dilute sulfuric acid);

* oxygen scavengers, typically sulfite-based compounds; and

* dispersants & sludge conditioners.

See note A in Section 1 for more product/chemical specific information. Note other chemical additives (key/active ingredients) may be used for off-normal conditions, but generally not on a routine basis.

Scope and Specifications:

i. Vendor to provide chemical products to maintain water quality used in the boilers to within manufacturer & industry standards for safe boiler operation, including the following types of chemical additives, as needed, to treat the boiler water:

a. corrosion inhibitors;

b. acid neutralizers/pH adjusters;

c. oxygen scavengers;

d. sludge conditioners;

d. dispersants;

e. test reagents, test kits, etc. as needed to measure levels of each chemical additive concentration in the boiler system recirculation water;

f. biocides (approved by U.S. EPA and NYS DEC for use in NYS) have not been needed for SUNY Buffalo State boiler equipment. If conditions change and these are needed the Vendor will be requested to provide pricing at that time.

See note A in Section 1 for more product/chemical specific information.

ii. Vendor to furnish and install all chemical feed process test and control instrumentation (equipment, hardware, and software) including, but not limited to, dosing pumps, storage containers, check valves, drawtubes, inline water quality test equipment, controllers, sensers and replacement parts, as necessary (see General Specifications) to ensure proper delivery/ dosing is maintained to achieve required startup and maintain equilibrium steady-state concentrations of chemicals. Where possible, and at the discretion of SUNY Buffalo State Facilities Maintenance Manager, all chemicals supplied shall be functionally compatible for use with existing instrumentation and chemical feed equipment in place at SUNY Buffalo State;

iii. The vendor to perform on-site inspection, testing (as needed), and observation of the boiler treatment program being performed by SUNY Buffalo State technicians at a frequency of at least once per month and as requested by Buffalo State should an emergent issue arise. The Vendor to provide advisement/recommendations for chemical additives, concentrations, equipment settings and adjustments to the chemical treatment and testing program as necessary to ensure boiler water quality meets industry/manufacturer’s recommended standards.

B. Cooling Towers & Evaporative Condensers (NYS DOH Regulated) Background (equipment inventory, operating parameters):

SUNY Buffalo State operates approximately 20 water spray cooling towers and 1 evaporative condenser system at any given time. These 21 systems are regulated by NYS DOH for prevention and control of Legionella. This includes 20 “summer” towers that generally operate from mid-May through October and 1 ice rink system (evaporative condenser) that typically operates from the end of August to early April. The tower specifications & general operating parameters are listed in Table 2.

Generally, three (3) types of chemical products are routinely used for campus cooling tower/condenser water treatment:

* cleaning agent and dispersant;

* halogen-based (active ingredient) biocide. The biocide must be approved by EPA and DEC) for use in NYS; and

* corrosion inhibitors.

See note A in Section 1 for more product/chemical specific information. Other chemical products have not been used. However, if an off-normal condition or if operating conditions change, the Vendor to provide pricing to SUNY Buffalo State upon request.

Section B covers services for all 21 of these DOH-regulated cooling systems.

TABLE-2

Buffalo State University - Cooling Tower/Condenser Inventory

Capacity (tonnage) Basin Capacity(gal) Volume (gal) & Recirculation Rate (gpm)

* Classroom cooling tower system is under construction. Scheduled to become operational 2026/2027. Values for this system are estimated.

B.1. Cooling Towers/Condensers – Water Treatment Chemical Products/Additives & Chemical Feed & Monitoring Equipment

a. The vendor to provide chemical products to maintain water used in the seasonal towers/condenser to meet manufacturer’s industry standards for safe cooling tower operation and ASHRAE and NYS DOH standards for prevention and control of Legionella:

The Vendor to provide the following types of chemical products, as needed, to treat the boiler water:

i. corrosion inhibitors;

ii. cleaning agents and dispersants to clean towers to DOH, ASHRAE, and other applicable standards;

iii. halogen based (active ingredient) biocides, approved by U.S. EPA, NYS DEC, and NYS DOH for use in NYS, to prevent and control biological growth, including Legionella;

iv. test reagents, test kits, etc. as needed for the Vendor or SUNY Buffalo State HVAC technicians to measure levels of each chemical additive in the tower/condenser recirculation water;

v. pH adjusters and scale inhibitors are generally not used in campus cooling towers, If these are needed, the Vendor will be requested to provide pricing at that time.

b. ii. Vendor to furnish and install all chemical feed process test and control instrumentation (equipment, hardware, and software) including, but not limited to, dosing pumps, storage containers, check valves, drawtubes, inline water quality test equipment, controllers, sensers and replacement parts, as necessary (see General Specifications) to ensure proper delivery/ dosing is maintained to achieve required startup and maintain equilibrium steady-state concentrations of chemicals. Where possible, and at the discretion of SUNY Buffalo State Facilities Maintenance Manager, all chemicals supplied shall be functionally compatible for use with existing instrumentation and chemical feed equipment in place at SUNY Buffalo State;

c. Vendor to perform on-site inspection, spot testing (as needed), and observation of the cooling tower/condenser chemical treatment program being performed by SUNY Buffalo State technicians at a frequency of at least twice per month and in concert with NYS DOH required inspections & testing, as required and as requested by SUNY Buffalo State should an emergent issue arise. Vendor to provide advisement and recommendations to the SUNY Bufalo State Facilities Maintenance Manager or their designee on chemical additives, concentrations, equipment settings and adjustments to the chemical treatment and testing program as necessary to ensure cooling tower/condenser water meets industry/manufacturer’s recommended standards and NYS DOH requirements for cooling tower operation (legionella concentrations < 20 cfu/ml).

B.2 Cooling Towers/Condensers – NYS DOH Required Inspection & Testing Services

a. Vendor to provide inspection, testing and maintenance certification services as specified in NYS DOH regulations at Part 4 of 10 NYCRRR, for the control and prevention of legionella in cooling towers/condenser. The services shall ensure water used in the towers/condenser meets manufacturer’s industry standards for safe cooling tower operation and ASHRAE and NYS DOH standards for prevention and control of Legionella.

At a minimum, the Vendor will provide the following services, required by NYS DOH regulation for Legionella control:

i. Perform pre-startup inspection of each (21) seasonal cooling towers & condenser in accordance with specifications contained in Part 4 of 10 NYCRRR. This routinely occurs in May for the summer season towers and August for the ice rink. This may also occur non-routinely anytime during the year, for example, as a result of an unexpected tower shutdown, repair, and restart event.

ii. Follow-up inspection of each in-use cooling tower/condenser within 90-days from the previous inspection in accordance with specifications contained in Part 4 of 10 NYCRRR;

iii. Bacteriological culture (HPC “dip slide”) testing of each in-use cooling tower/condenser at intervals not exceeding 30 days and as needed to validate cooling system process adjustments.

iv. Collection and testing of representative water samples from each in-use cooling tower/condenser for Legionella (“LDB”) by a NYS DOH accredited laboratory in accordance with Part 4 of 10 NYCRR. Sampling and testing shall be performed in accordance with the following specifications:

Routine:

a) Within and not exceeding 14 days from cooling tower start-up.

b) At intervals not exceeding 90 days from the previous Legionella (LDB) sample collection. The campus reserves the right to request sample collection 83 days prior to previous sampling as a contingency to avert due date non-compliance (for example from emergent conditions, cancellations, etc.);

c) Within 3 to 7 days from initiating a NYS DOH-prescribed immediate “online disinfection” or “system decontamination” action due to any LDB test result that exceeds 20 cfu/ml.

Non-Routine:

d) Collection and testing of samples for Legionella (LDB) testing immediately upon notification from SUNY Buffalo State:

* upon power failure of sufficient duration to allow for growth of bacteria;

* loss of biocide treatment of sufficient duration to allow for growth of bacteria;

* failure of conductivity or other methods used to maintain cycles of concentration;

* a determination by NYS DOH or Erie County DOH that 1 or more cases of Legionellosis is or may be associated with a campus cooling tower/condenser.

Tests by NYSDOH accredited laboratory are to completed withing standard 10-day turnaround and test results reported to SUNY Buffalo State (EH&S Department) within 1 business day of test completion and report transmittal by the NYS DOH accredited laboratory.

v. Advisement and recommendations to SUNY Buffalo State on proper corrective maintenance actions necessary to control Legionella at least monthly and whenever a test result exceeds an action level. This may include increasing online disinfection to achieve Vendor/NYS DOH specified levels, SUNY Buffalo State performing decontamination, system cleaning and draining, changes to chemical additives, concentrations, equipment settings, and other process adjustments under Vendor advisement;

vi. Annual certification that campus cooling towers/ice rink condenser have been properly monitored (tested, inspected, disinfected, etc.) by the Vendor and SUNY Buffalo State in accordance with NYS DOH regulations. The Vendor to provide this compliance certification to SUNY Buffalo State EH&S annually by November 1st .

b. The Vendor to immediately provide all inspection and test results to the SUNY Buffalo State Facilities Maintenance or their operations designee. Written Legionella test result reports shall be immediately provided to the EH&S designee through email notification (bleechjp@buffalostate.edu). Vendor to provide written reports for required inspections and bacteriological testing to the SUNY Buffalo State EH&S designee (bleechjp@buffalostate.edu) within one (1) business day of completion.

B.3 Cooling Towers/Condensers – Optional Servicing (at the option of SUNY Buffalo State)

a. The cooling tower services identified in this section (items b through c) may be optionally requested by SUNY Buffalo State. Should SUNY Buffalo State exercise this service option, where possible, the Vendor will be provided with 14-day advance notice by the SUNY Buffalo State Facilities Maintenance Manager prior to initiating services. Alternate start dates or frequencies for these services may be negotiable at the discretion of the SUNY Buffalo State Facilities Maintenance Manager.

b. The vendor to provide the following services/checks on a routine weekly basis:

i. Ensuring adequate quantities of water treatment products are “on-hand.” Moving and transferring products containers anywhere from 5 gal pails up to 55 gal drums of chemicals;

ii. Calibrating, monitoring product delivery (dosing) systems:

· chemical controller

· sensors

· pumps;

iii. Testing tower/condenser water for:

· conductivity levels

· pH

· hardness concentrations

· inhibitor concentration/limits

· halogen (bromine, chlorine concentrations/ limits

· alkalinity;

iv. Making any adjustments to controllers or pumps to assure chemical additive product limits and control limits are being met;

v. Loading chemicals into chemical delivery/dosing systems;

vi. Repairing or replacing malfunctioning equipment and associated hardware (pumps, tubing connectors, float switches, controllers, sensors).

c. SUNY Buffalo State Facilities Maintenance Manager may optionally request the services described in item b above in response to an emergent situation. In this instance, the Vendor is to provide pricing on a per visit basis;

d. Vendor to ensure wastes generated in providing services in this section are properly disposed of in accordance with all applicable regulations.

C. Small Closed-Loop Heat Exchange Systems – Chemical Products/Additives & Equipment Background (equipment inventory, operating parameters):

SUNY Buffalo State typically operates approximately 35 small closed-loop heating systems. Generally, these systems require heat exchange, glycol-based fluids and corrosion prevention treatments typically using molybdenum-based or other corrosion inhibitors.

i. Vendor to provide the following types of chemical products/additives, as needed, to treat the closed-loop water:

a. corrosion inhibitors;

b. test reagents, test kits, etc. as needed to measure levels of each chemical in the system water. Where feasible the test kit/reagents shall be standardized to enable use for testing in other campus systems (boilers, etc.);

ii. Generally, the following chemical additives are not required. However, if operating conditions change, the Vendor is to provide pricing to SUNY Buffalo State University upon request.

a. cleaning agents and dispersants;

b. pH adjusters;

c. scale inhibitors;

d. biocides approved by U.S. EPA, NYS DEC for use in NYS.

iii. Vendor to provide annual service advisement on the heat exchanger chemical treatment program or more frequently upon request by the SUNY Buffalo State Facilities Maintenance Manager or their designee.

TABLE 3

Additional Information for Providing Pricing on Cost Proposal Submission Form

2.A. Large Boilers (3 boilers systems) - Chemical Products, Chemical Feed and Monitoring Equipment

1. Boiler water system treatment (chemical) products and test kits.

2. Chemical feed and monitoring equipment and instrumentation

3. Service visit and advisement

1. Vendor to provide item-by-item chemical product pricing (list by product) including large quantity discounts as applicable. List pricing for each product category (see Table 1) with container size and key/active ingredient concentration and test kit pricing as needed. If offering in bulk by pallet, list #containers per pallet & container size.

2. Vendor to indicate whether it offers chemical feed/delivery equipment and hardware for the products it has listed. Itemized pricing provided after site visit/advisement (3 below).

3. Vendor to propose provide (cost per visit or per year)

2. Chemical feed and monitoring equipment and instrumentation.

3. Service visit/advisement

1. Vendor to provide item-by-item chemical product pricing (list by product) including large quantity discounts as applicable. List pricing for each product category (see Table 1) with container size and key/active ingredient concentration and test kit pricing as needed. If offering in bulk by pallet, list #containers per pallet & container size.

2. Vendor to indicate whether it offers chemical feed/delivery equipment and hardware for the products it has listed. Itemized pricing provided after site visit/advisement (3 below);

3. Vendor to provide cost per visit or per year)

TABLE 3 (Cont’d)

(Commodity/Service) Category

1.B. Microbiological (“HPC dip slide”) testing of water at each operating tower at least every 30 days with written reports within 7 days of testing.

1C. Advisement and recommendations to SUNY Buffalo State on proper corrective maintenance actions necessary to control Legionella at least monthly and whenever a test result exceeds an action level

1.D. Annual signed certification of proper maintenance of towers by November 1st each year

2. Legionella sampling & testing by NYSDOH accredited laboratory within 14 days of each tower startup, every 90 days thereafter, and within 7 calendar days of equipment malfunction, power failure or test result exceeding NYS DOH action level of 20 cfu/ml. Transmit test result report to Buffalo State within 11 calendar days or 1 business day of report receipt from testing lab.

1.A.B. C, & D Vendor to provide a lump sum (single) price for the entire year to:

- inspect all towers at required frequencies.

- microbiological dip slide testing every 30 days; and

- advise and provide recommendations on maintenance adjustments as necessary

- the annual maintenance compliance certification.

2.. Vendor to provide price per collected sample and sample test. Approximately 40 to 50 samples are typically collected and tested for Legionella each year.

2.B.3 Cooling Towers/Condensers – Optional Weekly Servicing (at the option of SUNY Buffalo State)

1.A.&B. Perform weekly chemical feed monitoring and control system service checks, readings, process adjustments and replacement of malfunctioning hardware as needed to comply with NYS DOH/ASHRAE requirements at each of 14 tower/condenser systems. Charge chemical products into chemical feed/delivery equipment.at each tower system.

1.A. Vendor to provide lump sum yearly and monthly pricing options for labor for weekly servicing checks for 13 tower systems from May to November, and 1 evaporative condenser system from September through April.

1.B. Vendor to provide “per visit” pricing for labor for per service visit/check per tower system

2.C. Small Closed-Loop Heat Exchange Systems – Chemical Products/Additives & Equipment

1. Small closed-loop heat exchange system treatment (chemical) products.

2. Annual service advisement

1. Vendor to provide item-by-item chemical product pricing (list by product) including large quantity discounts as applicable. List pricing for each product category (see Table 1) with container size and key/active ingredient concentration and test kit pricing as needed. If offering in bulk by pallet, list #containers per pallet & container size.

2. To provide lump sum price to perform chemical testing (as necessary) and advisement on treatment of closed loop heat exchange systems on annual frequency.

Cost Proposal

Complete Cost Proposal Submission Form. No modifications may be made to the Cost Proposal Submission Form and Bidders are encouraged to seek clarification during the question-and-answer period. Modifications to the Cost Proposal Response Form may result in disqualification.

Cost proposals must be submitted in separate, sealed envelopes. No mention of cost should appear in the other proposal materials. Failure to adhere to this requirement may result in disqualification.

All costs are required to be submitted on the BSU Cost Proposal Submission Form, and in accordance with the detailed information provided in Section 4.1 Mandatory Products & Services. Bidders are highly encouraged to carefully read Tables 1-3 within Section 4.1 for detailed information regarding substitutions/deviations and estimated annual usages.

· Items: Price shall be in accordance with the items listed or on the Cost Proposal Submission Form, if provided. No other charges, other than those listed in the items or on the Financial Proposal Submission Form shall be allowable under the agreement.

· Cost Adjustments: Adjustments (increase/decrease) of annual costs for the resulting contract shall not exceed inflation guidelines as established by the nationally accepted consumer price index (CPI) for each year. The specific inflation level will be based on the average CPI percentage for the twelve (12) month period ending ninety (90) days prior to contract renewal date. The approval document for this contract will be: U.S. Department of Labor Consumer Price Index, Northeast Urban, all Items.

· FOB: Price shall be FOB (Free on Board) Destination, Freight Prepaid.

· Preparation Costs: Bidder is responsible for all costs, direct or indirect, that it incurs related to the preparation and submission of a proposal in response to this event.

· Prevailing Wage: Bidder agrees that their bid shall be submitted with the requirement that all wages paid to the workers shall be no less than the minimum prescribed by the New York State Department of Labor for the specific crafts used in the area where the work is performed. See https://labor.ny.gov/workerprotection/publicwork/PWContents.shtm.

· Pricing: All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected.

· Quote Hold: The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of [180 Days] days from event close date. Subsequent to such [180 days] days, the proposal is subject to withdrawal communicated in writing and signed by the Bidder.

· Tax Exempt: SUNY is exempt from sales tax. All prices should be quoted without the sales tax.

Travel Costs

Costs must include all travel and out-of-pocket expenses required to perform the contract. SUNY will make no reimbursement for travel or travel-related expenses.

Key Events Bidder Questions If a Question and Answer period is provided for this solicitation, the schedule will be shown on the Summary Information Form, “Key Events,” provided on the first page of this IFB. All questions must be submitted in writing on the BSU Bid Questions Submissions Worksheet, citing the particular IFB page, section, and paragraph numbers where applicable. Bidders should make best efforts to ensure all questions are submitted via email to the Designated Contacts no later than the time listed in the Key Events table in Section 1, Summary Information Form as questions received after the closing date for inquiries may not be responded to prior to the proposal due date. Only written answers are official. All Questions and Answers will be issued as addenda to this IFB and will be provided in writing to all potential Bidders.

It is the responsibility of the Bidder to inquire about any requirement of this event that is not understood.

SUNY will not be bound by oral responses to inquiries or written responses other than addenda.

Bid Opening SUNY reserves the right to not hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified.

Method of Award Evaluation Process This IFB is part of a competitive procurement process designed to serve the best interests of the State University of New York and the People of the State of New York. It is also designed to provide all Bidders with a fair and even opportunity to have their products and services considered. SUNY will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this IFB. Proposals will be evaluated on the basis of “best price”, and shall be conducted in the following steps:

1. Administrative Review Each proposal received by the due date and time will be screened for completeness and conformance of submission in accordance with Section 9, Proposal Submission Requirements.

2. Minimum Bidder Qualifications Review Each proposal remaining after Administrative Review will advance to review responses for a determination of whether the Bidder has met the Minimum Bidder Qualifications.

Information provided in the proposal will be used to validate Minimum Bidder Qualifications and SUNY reserves the right to contact client references to validate required experience. If review of response and reference checks determine the Bidder does not meet Minimum Bidder Qualifications, the proposal will be deemed non-responsive and will not be considered further.

3. Cost Evaluation The Cost Proposals of each bid will be independently reviewed by the designated contract officer.

4. Reserved Rights SUNY reserves the right to:

1. Reject any and all proposals received in response to this IFB, make a contract award in whole or in part.

2. Make no contract award.

3. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this IFB and to make an award for any or all remaining portions.

4. Withdraw the IFB at any time, at SUNY’s sole discretion.

5. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the IFB.

6. Use proposal information obtained through site visits, management interviews and the state’s investigation of a Bidder’s qualifications, experience ability or financial standing, and any material or information submitted by the Bidder in response to SUNY’s request for clarifying information, in the course of evaluation and/or selection under the IFB.

7. Prior to the bid opening, amend the IFB specifications to correct errors of oversights, or to supply additional information, as it becomes available.

8. Request certified and non-certified audited financial statements for the past three (3) completed fiscal years and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports.

9. Request references and contact any or all references and perform other related due diligence.

10. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist.

11. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders.

12. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY.

13. Begin contract negotiations with another Bidder in order to serve the best interests of SUNY should contract negotiations with the Successful Bidder be unsuccessful within a time frame acceptable to SUNY.

14. Require clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and permit revisions from all Bidders determined to be susceptible to contract award prior to award.

Proposal Submission Requirements

A Bidder’s proposal shall address the Bidder’s ability and methodology for providing SUNY with the requested services. To be deemed “responsive” to this IFB, a Bidder must meet all mandatory requirements and qualifications, and its written proposal must address all points and questions appearing in this IFB. In the event a Bidder’s proposal is determined by SUNY to be “non-responsive,” SUNY may disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award.