PERFORMANCE WORK STATEMENT - 36C24225Q0356 .pdf

PERFORMANCE WORK STATEMENT

Operation, Testing, Maintenance & Repair Contract for the Water Plant and Wastewater Plants at the Hudson Valley HCS

Background

The Hudson Valley Healthcare System (HVHCS) requires an annual service contract to provide operation, maintenance, repair and testing of the Water Treatment Plant and the Wastewater Treatment Plant at the Castle Point Campus and the Wastewater Treatment Plant at the Montrose Campus.

The water plant at Castle Point campus produces approx. 50,000 gallons of treated water for daily consumption, the system can produce upwards of 100,000 gallons of treated water daily.

The water system consists of two operational Wells producing 55 Gallons per minute (GPM) and 30 GPM and thr.ee inactive wells (awaiting final permitting), and thr.ee raw water holding tanks. The raw water is subsequently pumped from the raw water holding tanks to the Main Water Treatment plant (approx. half a mile away). The Main Water Treatment plant consists of treatment systems for both Well and River Water. Currently the well water system is active and operational, while the river water treatment system is inactive and awaiting post-construction approval. The well water treatment system includes twin water softeners, activated carbon vessel, Pall filtration system, UV treatment system, and two main Cornell distribution pumps.

The Medical Center is currently planning plant upgrades that will affect the Main Water treatment plant. The upgrades include decommissioning the pall system treatment system from the well water side and installing cartridge filters and an Ionic Exchange Filtration system to treat the well water. The plant upgrades are expected to be completed by 2028. After the Water is treated at the Main Water plant, the water is then gravity fed into two 150,000-gallon below grade Clearwell tanks. The treated water is subsequently pumped from the Clearwell tanks into the campus water distribution lines which ultimately fills the campus 300,000-gallon Water Tower.

The wastewater plant at Castle Point Campus is currently designed and permitted for 0.25 million gallons per day (MGD). The plant currently experiences average flows of 0.08 MGD, with maximum monthly average flow of 0.13 MGD. The plant serves a medical center of approximately 2500 patients, staff, and visitors daily. The plant process flows through and consists of a Parshall flume, comminutor, aeration tank, chlorination chamber, primary and secondary settling tanks, tricking filter, equalizing tank w/ aeration blowers, and sludge digester and heater, and laboratory.

The wastewater plant at Montrose Campus is currently permitted for 0.4 MGD. The plant currently experiences average flows of 0.15 MGD. The plant serves a medical center of approximately 3000 patients, staff, and visitors daily. The plant process flows through bar screens, comminutors, primary and secondary settling tanks, anaerobic digester & heat exchanger, chlorine contact chamber (inactive six months out of the year), trickling filter, chemical flocculation tank, TSS monitor, Recirculation Tank, Parshall Flume, and outflow to the UV Plant where the final disinfection is performed before discharging to the Hudson River. The UV plant is only operational by permit six months out of the year. The secondary clarifier tanks are currently under construction, the clarifiers are receiving a new drive system. Construction on the secondary clarifier tanks is expected to be completed and accepted by August 2025.

The water & wastewater treatment facilities are essential to the operation of the medical center providing clean, potable safe water for drinking, food production, bathing and ensuring the waste from the facility is properly treated protecting the environment before being discharged into the Hudson River.

Place of Performance

Department of Veterans Affairs Hudson Valley Health Care System VAMC – Castle Point Campus 41 Castle Point Road Wappinger Falls, New York 12590

Department of Veterans Affairs Hudson Valley Health Care System VAMC-FDR-Montrose Campus 2094 Albany Post Road Montrose, New York 10548

Period of Performance Base Period: April 01, 2025 – March 31, 2026 Option Period One (1): April 01, 2026 – March 31, 2027 Option Period Two (2): April 01, 2027 – March 31, 2028

Purpose

The purpose of this solicitation is to establish a firm fixed price contract with a qualified firm that can provide complete operation, inspection, testing and maintenance of the wastewater treatment facility at Montrose and the water treatment & wastewater treatment facilities at Castle Point.

The procurement & service described herein is required to achieve these objectives.

DEFINITIONS/ACRONYMS:

CLINS – Contract Line Items

CO – Contracting Officer. The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts.

COR – Contracting Officer’s Representative.

DCDOH – Dutchess County Department of Health

FFP – Firm-Fixed Price

M.A.A. - Medical Administrative Assistant. It is the person in charge of the hospital during “WHEN” hours

NFPA – National Fire Protection Association

NYSDEC – New York State Department of Environmental Conservation

NYSDOH – New York State Department of Health

OSHA – Occupational Safety and Health Administration

QCP – Quality Control Plan

SPDES – State Pollutant Discharge Elimination System

VA – Department of Veterans

WCDOH – Westchester County Department of Health

WHEN HOURS – Weekends, Holidays, Evenings and Nights

Environmental Issues

There are no known environmental issues at the building sites.

If the vendor encounters any suspicious material, i.e., lead paint or asbestos; bring it to the attention of the COR immediately.

Environmental Procedures

The vendor shall obtain, maintain, adhere to and pay for the NYSDEC State Pollutant Discharge Elimination System (SPDES) Discharge Permit for both campuses (Castle Point and Montrose).

The vendor shall obtain, maintain, adhere to and pay for the Dutchess County Department of Behavioral and Community Health Water Supply Permit.

The vendor shall adhere to All federal, state, and local codes and requirements for water treatment plants and wastewater treatment plants at ALL times.

The Vendor shall comply with the VA Sustainability and Green Environmental Management procedures.

An inventory list as well as all SDS’ for the chemicals shall be properly maintained in accordance with all federal, state, and local regulatory agencies.

Vendor's Responsibilities

The vendor shall obtain all necessary licenses and/or permits required to perform this work.

The vendor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to him or herself, his/her employees or others, as well as for any damage to personal or public property caused by the vendor or the vendor's employees during the performance of this contract. The vendor shall maintain personal liability and property damage insurance prescribed by the laws of the State of New York.

The vendor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use.

Vendor shall require his/her employees to comply with the instructions pertaining to conduct and other regulations called to the vendor's attention by the Contracting Officer, COR, and Federal Protective Officers.

The vendor shall, at all times, enforce strict discipline and good order among the workers on the project, and shall not employ on the work any unfit person or anyone not skilled in the work assigned to him/her.

VENDOR AND HIS/HER EMPLOYEES ARE STRICTLY PROHIBITED FROM SMOKING ANYWHERE IN

MEDICAL CENTER BUILDINGS.

Vendor is responsible for all costs for transportation, lodging, meals and other personal necessities for its employees and subcontractor.

Vendor is responsible for the shipping costs and logistics for all tools and equipment necessary for the performance of this contract.

VENDOR'S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the vendor or by any subcontractor subject to any chattel mortgage or under a conditional sale or other agreement by which an interest is retained by the seller. The vendor warrants that he has clear title to all materials and supplies for which he invoices for payment.

SUBCONTRACTS: The vendor shall remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

Vendor Use of the Premises USE OF PREMISES AND REMOVAL OF DEBRIS: The vendor expressly undertakes, either directly or through its subcontractor(s):

a) To perform this contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work.

b) To clean up frequently, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance.

HOURS OF OPERATION:

The vendor is responsible for conducting business, between the hours of 8:00AM to 4:30 PM, Sunday thru Saturday.

Vendor may for his/her convenience request authorization in advance from the COR to work outside of regular working hours of regular workdays at no additional cost to the medical center. Authorization shall be at the discretion of the COR

Protection of Public/Staff

The buildings will be occupied & plants will remain operational during the term of this contract.

The vendor shall ensure the job site is protected from unauthorized entry. The building shall remain safe with access and egress for authorized personnel.

Housekeeping

The project site shall be kept in a neat, orderly, and safe condition at all times.

Quality Control Program

The vendor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this contract. The vendor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The vendor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the vendor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

FINAL QC MUST BE SUBMITTED TO THE COR WITHIN FIVE (5) BUSINESS DAYS OF RECEIPT OF AWARD. The QCP shall include:

a) An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections, and the names of the individuals performing the inspection.

b) The checklist shall include every area of the vendor's operation as well as every task required to be performed.

c) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR inspectors point out the deficiencies.

d) A file of all inspections conducted by the vendor and the corrective action taken. This documentation shall be made available to the COR upon request at any time during the term of the contract.

Subcontracts

No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the vendor desires to subcontract some part of the work specified herein, the vendor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). The vendor shall, however, remain fully liable and responsible for the work to be done by his/her subcontractor(s) and shall assure compliance with all requirements of the contract.

Exclusions

The vendor shall not be liable for any loss, damage or delay caused by acts of fire, explosion, floods, riot, civil commotion, war, act of God, or by any cause beyond his/her reasonable control, nor shall he/she be liable for consequential damages from such causes.

The following work is specifically excluded from this contract.

Repair or replacement made necessary due to the negligence or misuse of the equipment by persons other than the vendor, his/her representatives or his/her employees.

The Contracting Officer must approve, in advance, any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval.

Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost.

Security Requirements

Vendors and his/her employees and sub-vendors are required to conform to VHA’s security and privacy requirements as described below.

The Vendor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Vendor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Vendor and any subcontractor while these employees are in federally owned or leased property. The Vendor will ensure the security of all VA and VHA property, building ID badges, key cards and standard keys issued to Vendor staff.

For employees leaving the project permanently or for an extended period, the Vendor will return all badges, property, key cards, parking placards, and keys, etc. the same day the employees leave the project.

Background Investigations:

VHA’s HCA work environment is considered sensitive but unclassified. VHA is required under the Homeland Security Presidential Directive (HSPD) 12 “Policy for a Common Identification Standard for Federal Employees and Vendors” to perform a National Agency Check with Inquiries (NACI) for Vendors. The NACI is a brief form of background investigation that is conducted through the Office of Personnel Management. This investigation will be conducted for Vendor staff assigned to this contract. Vendor staff will be required to provide two forms of acceptable identification, provide a current photograph, and be finger-printed. Successful clearance is required for an employee to continue working under this Contract.

Per the PERSONAL IDENTITY VERIFICATION OF VENDOR PERSONNEL clause of the Federal Acquisition Regulation (FAR 52.204-9):

The Vendor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

Vendor personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers’ license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

Personnel designated to be on station on a regular permanent basis will be subject applying for and obtaining a US Government Department of Veterans Affairs PIV and associated background investigation.

The C&A requirements do not apply and that the Security Accreditation Package is not required.

The Vendor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility or access to a Federal information system.

The Government may, at its sole discretion, direct the vendor to remove any vendor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Vendor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the vendor with a written explanation to support any request to remove an employee.

The vendor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

The vendor shall require all employees, including supervisors, to wear distinctive uniform clothing for easy identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than ten (10) working days from the date an employee first enters on duty. The uniform shall have the vendor's name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram.

Disclosed Information: Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this Contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

Commitment to Protect Sensitive Information: The Vendor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

The Vendor, his/her employees, former employees, sub-vendors and former sub-vendors shall not discuss their work performed under this contract, plant conditions or information relating to VA Hudson Valley to anyone other than the authorized US Government Employees with a specific need to know.

PRIVACY ACT:

a) Disclosed Information: Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this Contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

b) Commitment to Protect Sensitive Information: The Vendor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

c) All contractor employees and subcontractors participating under this contract are required to complete the VA's Privacy training requirement - “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information.”

Contractors must provide certifications of completion to the COR during each year of the contract. Training expires 365 days after the training is taken. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). The COR for the contract is responsible for ensuring the contractor takes the training and to follow up with the annual requirements (see Attachment K).

Progress Meetings

A kickoff meeting will be held within 5 business days of contract award. Thereafter progress meetings will be held between the VA-COR – Engineering Leadership and the Vendors Project Manager on an as-needed basis in order to address issues that arise during the year.

Government Furnished Items, Services & Responsibilities

Space may be assigned to the vendor for the storage of his/her supplies, material and the equipment, which he/she will use in the performance of work under this contract. This space shall be kept in a neat and orderly condition. Space assigned to the vendor may be changed by the Medical Center during the term of this contract, at no additional cost.

The Medical Center will not be responsible in any way for damage to the vendor's stored supplies, materials, replacement parts or equipment Contracting Officer (CO): The Contracting Officer has the overall responsibility for the administration of this contract. He/she, alone, without delegation, is authorized to act on behalf of the Medical Center to: Amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, he/she may delegate certain other responsibilities to his/her authorized representatives.

Contracting Officer's Representative (COR): The COR will be designated at time of award. The COR will assist the CO in the discharge of his/her responsibilities. The responsibilities of the COR include but are not limited to: Determining the adequacy of performance by the vendor in accordance with the terms and conditions of this contract; acting as the Medical Center's representative in charge of the work at the site; ensuring the compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in performance of the work.

DESCRIPTION/SPECIFICATIONS:

GENERAL REQUIREMENTS

The following requirements are applicable to the Water and Wastewater Plants at both campuses.

Vendor shall review, sign, provide all monthly operation reports. These monthly reports must be submitted to the COR on or before the 10th calendar day of each month for the preceding month. These reports shall contain at a minimum: the daily operation, any problems, testing, and water flow for the day, etc. Where applicable vendor shall submit monthly testing reports, any required NYS and/ or any county reports to the NYS DEC, Westchester DOH, and / or Duchess County DOH in the manner required by the respective agency. Vendor shall also be responsible for providing the COR with a summary quarterly report as well as a yearly report for each plant describing the operation and performance of the plants.

The vendor shall furnish all material, labor, supervision, tools, and equipment necessary to provide full management and operation of the water treatment plant and the wastewater treatment plants, including all inspections, adjustments, tests, replacement parts, and repairs necessary to keep both plants in continuous use at their initial performance ability (capacity, safety, and efficiency) as originally specified by the equipment manufacturer, and as modified thereafter. Vendor shall have in his possession, throughout the term of the contract, all diagnostic equipment necessary to fully maintain, test, repair, adjust and/or re-program the systems.

All adjustments, repairs and modifications must be in strict compliance with the current editions of the New York State Sanitary Code and General and Special conditions of the NYSDEC’s State Pollutant Discharge Elimination System (SPDES) Discharge Permit (see attached) for the facility.

Vendor must time in and time out of each plant daily. Vendors must sign in and out with the MAA during WHEN hours and at the Engineering Main Office during normal business hours.

Vendor shall conduct all annual safety test requirements in accordance with the latest codes and requirements of NFPA and OSHA, Dutchess County DOH, Westchester County DOH and

NYSDEC.

When applicable vendor shall consult with regulatory agencies, including the New York State Department of Environmental Conservation (NYSDEC), New York State Department of Health (NYSDOH), and Dutchess County Department of Health (DCDOH), Westchester County Department of Health (WCDOH) as needed with respect to the operation of the water and wastewater treatment plants. This includes any meetings with these agencies as required as well as preparing a Consumer Confidence Report (CCR) as per NYS Department of Health. Fines levied by any regulating agency due to vendor’s negligence shall be the responsibility of the Vendor.

All tests, inspections, or maintenance repairs that will remove equipment from service shall be scheduled in advance with the COR.

OPERATION & TESTING

Vendor shall provide all required chemicals, glassware, laboratory instruments and testing equipment for the proper operation and analytical testing of both plants. Existing VA owned test equipment may be used, but must be calibrated, repaired, or replaced by the vendor at no cost to the VA Hudson Valley Healthcare System.

The vendor is responsible for filling out all New York State reports and providing reports to the VA. Residual chlorine for potable water shall be maintained between 1 and 2 ppm, or other palatable or dietary level deemed by the VA Hudson Valley Healthcare System, at the point of use.

Vendor shall provide daily NYSDEC Licensed operators (minimum one operator at the WTP & WWTP in Castle Point and minimum one operator at the WWTP in Montrose) for plant operations and maintenance for both the water treatment and wastewater treatment plants.

Operators shall be licensed to operate the plants in accordance with the NYS regulations. The operators shall be available to operate the various plants Monday through Sunday from 8:00 am to 4:30 pm. Vendor shall provide operators for a minimum of 56 man-hours per week at each campus.

All safety tests and/or other tests and inspections shall be performed by the vendor at the required frequency and in strict accordance with applicable codes such as SPDES, NYSDEC, OSHA, DCDOH, and NYSDOH, WCDOH. Vendor shall submit a report with test result information.

Vendor shall be required to attach test tags after testing as specified by Code, such as at the pumps, valves, etc.

All tests or inspections that will remove equipment from normal operation shall be scheduled a minimum of forty-eight (48) hours in advance with the COR.

The vendor shall be responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR. This includes the use of "out of service" signs.

The vendor shall make available the uninterrupted services of at least one employee to accompany independent and or regulatory agency inspectors during the course of routine, period inspection and/or any type of inspection.

The inspectors used by the Medical Center on this contract may or may not work for the Medical Center. An outside company may be used to perform inspections.

Vendor shall keep plants clean and in an orderly manner, free of debris. Vendor shall clean plant on a weekly basis or as frequently required to keep the plants in an orderly manner.

WATER PLANT AT CASTLE POINT CAMPUS & WATER MONITORING REQUIREMENTS

The vendor shall furnish all labor, supplies, materials to collect samples and process for analysis by procurement of NYS Certified Laboratory necessary for water system monitoring for the following:

Refer to Attachment D for Castle Point Campus Water Monitoring Requirements and testing requirement. The monitoring and testing requirements are not limited to the items listed in the attachment. The vendor responsibility to comply with additional testing requirements required by regional agencies (NYSDEC, Dutchess County (DOH). Vendor shall be responsible for remaining current in their test methods and testing and monitoring requirements as they amended by the regional agencies. Reports shall be delivered to the COR.

Refer to Attachment F for Campus Hospital Laboratory water testing requirements, testing shall include twice per month (2 / month) collection of water samples for analysis. Reports shall be delivered to the COR. This requirement is applicable for both campus (Castle Point and Montrose) Laboratory.

Vendor shall comply with attachment B for Montrose Campus Water Monitoring Requirements

Vendor shall comply with Attachment I for Castle Point Campus Residual Chlorine Analysis Requirements.

The vendor shall perform and prepare an annual Drinking Water Report on Quality. The annual water quality report shall submit to the VA for review and approval prior to submitting to the Dutchess County. Vendor shall prepare and submit subsequent certification forms to notify the applicable agency that the annual drinking report has been sent to the water customers. The Vendor will be responsible for monitoring requirements as per Part 5 of the New York State Sanitary Code and/or EPA and/or New York State Health Department.

Annually the vendor shall remove five buoys marking the water intake line at the Castle Point Water Treatment plant every fall and re-install the buoys every spring. Vendor shall confirm removal and install dates with VA COR. The buoys shall be stored in the new pump house Building 114 during the winter months.

Vendor shall be responsible for operating all the equipment in the water plant and adjoined buildings that supply water to the main and water tower, a limited list of the major equipment is listed in Attachment H. Within the first 6 months of contract vendor shall submit a more detailed list of the equipment in the plant.

The vendor shall provide all labor, materials, engineering design and testing to incorporate continuous dosing of monochloramine at Castle Point Water Plant & Semi-Annual Hyperchlorination of FDR Buildings 4, 6, 15, 28, 29, and 52 water system. At FDR Campus the vendor shall dose the noted buildings for a minimum 24 hours (or as recommended by the local DOH) and at a concentration level required to eliminate legionella non-pneumophila from the system. Once the vendor has completed the hyperchlorination the vendor shall flush the water system in the building and verify that the chlorine levels throughout the building water system have returned to normal levels.

At Castle Point Campus monochloramine is being injected into the water system to treat the reoccurrence of legionella non-pneumophila in the hospital water system. The monochloramine shall be injected at the Castle Point Water Plant at a continuous concentration of 2 mg/l to 3mg/l. This concentration amount is subject to approval of the local Department of Health (Dutchess County DOH). The vendor shall be responsible for any modifications of the existing piping at the Water Plant and for purchasing and installation of dosing equipment required to maintain the monochloramine in the water system at the required levels. Prior to commencing injection of the monochloramine the vendor shall petition the county DOH for approval to dose the system with Monochloramine. This shall include procuring the services of a third-party engineering firm to perform design calculations and provide engineering specifications as needed and directed by the local DOH to gain final approval. In addition, the vendor shall monitor for potential byproducts of monochloramine such as ammonia and other applicable byproducts, ammonia concentration shall not exceed 0.5 mg/l. The vendor shall collect monthly samples throughout the water system or as directed by the local DOH. The VA has existing Legionella monitoring skids from Phigenics, the vendor shall investigate whether these skids can be modified to provide continuous monitoring of the monochloramine concentrations and the associated byproducts in the water system. The VA may request that the vendor provide a proposal to secure third party services to modify the Phigenics skid to monitor monochloramine concentrations and the associated byproducts, and or research and recommend alternative systems that can provide continuous monitoring of the associated water system. The work required to install the monitoring skid, or the work required to modify the existing Phigenics system will be considered additional to this contract, and will need to be approved by the contracting officer prior to being performed.

The vendor shall monitor well water level in active wells on a quarterly basis and include in the current month’s monthly report. The water level reports shall include well static water level and well level while pump is in in operation for 30 minutes (readings shall be conducted at 5-minute intervals).

There are two planned projects that will be entering construction phase late 2025 / early 2026.

The first project is to upgrade the water plant. The upgrades will include decommissioning of the pall treatment system from the well water side of the plant and installing cartridge filters and an Ionic exchange treatment system to treat the well water. The plant upgrades are expected to be completed by 2028. Once construction is completed on the plant upgrades the vendor will be expected to operate and maintain the new equipment and perform required water test to comply with NYS DOH requirements. The second project is an upgrade of the Campus Water Tower, includes minor repairs of the tower structure, painting, and improvements of the tower water recirculation system. While the project is ongoing the tower will be out of commission and the campus will be on a temporary water storage system. The vendor will be expected to factor in their contract price the labor and material costs associated with the changing nature of the plant and the water distribution system while both projects are ongoing. The vendor shall also attend coordination meetings when requested and provide shutdowns and operate equipment to support the planned construction projects.

WASTEWATER PLANT AT CASTLE POINT CAMPUS

The following performance levels (not limited to the below) shall be maintained at all times:

(1) Daily decanting and pumping to anaerobic digester seven days a week.

(2) Digester to be maintained between 92-95 degrees F.

(3) Influent, primary effluent, and final effluent settable solids test must be performed daily

(4) Monitor and test PH levels every 3 hours during normal plant operating hours.

Vendor shall remove daily all accumulated rags from bar screen and various rag screening devices and dispose of rags in accordance with all federal and local regulations.

Vendor shall be responsible for operating all the equipment in the wastewater plant and adjacent buildings and maintain plant within accepted levels as noted in the plant permit. A limited list of the major equipment is listed in Attachment G. Within the first 6 months of contract vendor shall submit a detailed list of the equipment in the plant.

Refer to Attachment C for current Wastewater plant permit, monitoring, and testing requirements.

WASTEWATER PLANT AT FDR CAMPUS

The following performance levels (not limited to the below) shall be maintained at all times:

(1) Daily decanting and pumping to anaerobic digester seven days a week.

(2) Digester to be maintained between 92-95 degrees F.

(3) Influent, primary effluent, and final effluent settable solids test must be performed daily

(4) Monitor and test PH levels every 3 hours during normal plant operating hours.

Plant Components

The Wastewater plant is currently under construction, vendor shall be required to provide all required laboratory testing and be able to operate the plant while the secondary clarifier upgrade project is ongoing. The project includes the replacement of clarifier drive system components on both clarifier tanks. The components being replaced includes gears, sprockets, flights, flight chains, flight shoes, etc. Once construction is completed the secondary clarifier will be back online and the vendor shall have the ability to operate this system as well as provide required testing. All cost for labor, equipment, and materials related to the changing nature of the plant should be accounted for in the contract. The plant is expected to be under construction until late 2025.

In addition, the vendor shall be able to modify NYSDEC and/or DCDOH required reporting documents to support the changing needs of the ongoing WWTP construction project. The vendor shall also attend coordination meetings when requested and provide shutdowns and operate equipment to support the construction project.

Vendor shall remove daily all accumulated rags from bar screen and various rag screening devices and dispose of rags in accordance with all federal and local regulations.

Vendor shall be responsible for operating all the equipment in the wastewater plant and adjacent buildings and maintain plant within accepted levels as noted in the plant permit. A limited list of the major equipment is listed in Attachment E. Within the first 6 months of contract vendor shall submit a more detailed list of the equipment in the plant.

Refer to attachment A for current Wastewater plant permit, monitoring and testing requirements.

MAINTENANCE & REPAIRS

The vendor shall have all daily maintenance tickets signed by the COR or his/her designee.

The vendor shall furnish all labor, supplies, parts and materials necessary to regularly and systematically clean, examine, adjust and lubricate as required, and if conditions warrant, repair or replace as follows:

The vendor shall furnish all labor, supplies, materials and equipment necessary to regularly perform housekeeping of the facilities, neat appearance of all offices, bathrooms, and equipment rooms. Periodically, clean the water treatment and wastewater treatment plants, including all equipment located in the plants. Clean the floors in both plants as needed.

The vendor shall create a preventive maintenance service guide for each plant. This service guide shall list each component, showing schedule of frequency of inspection of each component on a monthly, semi-annually, annually, or other frequency. Entries shall be made to indicate the status of schedule items of maintenance work performed. The preventive maintenance service guide shall be kept updated at all times and must be initialed and dated by the vendor's employee to indicate that the work has been accomplished. The service guide shall be available anytime for review at the COR's request. Refer to Attachment H for Castle Point Water Plant equipment list, Attachment G for Castle Point Wastewater Plant equipment list, Attachment E for FDR Wastewater Plant equipment list.

When directed by the government the vendor shall perform unscheduled repairs. Unscheduled repairs that incur additional cost to the government, the vendor shall prepare a repair quote and submit to COR for approval.

For clarification, this contract defines preventive maintenance items as parts and components of an equipment listed in the equipment manufacturers maintenance schedule as a regular maintenance item with a designated replacement interval. Cost associated with replacement and repair of these items shall be included in the contract and shall not be reimbursable as an unscheduled repair.

WATER PLANT AT CASTLE POINT CAMPUS

Annually the vendor shall secure the services of a third-party vendor to conduct inspection and CIP service and preventive maintenance of the pall filtration equipment and its appurtenances, appurtenances included all equipment on the Pall skid including but not limited to media.

filtration membrane, compressors, pumps, motors, actuated valves, strainers etc. The third-party vendor shall be a certified representative of the manufacturer and approved by the manufacturer of the equipment to perform these services. The vendor shall also submit the information for the selected vendor to the VA for approval prior to scheduling this work item. A report of the third-party vendor’s findings shall be submitted to the VA COR after each service.

Repairs that will incur additional costs that are not described as operations and maintenance, must be detailed in a quote that must be approved by the contracting officer prior to the commencement of the repair.

Vendor shall secure the services of a third-party vendor to perform semi-annual preventive maintenance and inspection, and calibration of the Aquionic UV system. Vendor shall be certified by the manufacturer to perform these services and approved by the VA COR. Vendor shall replace annually four UV bulbs. in accordance with manufacturers recommendation for the UV system and based on the performance of the system. If the Existing Bulbs are in working order and do not need to be replace, the vendor shall store the excess UV bulbs onsite as spare parts. Vendor shall replace UV lamps, quartz thimble, wiper service kit, seals, tubes, and other misc. components to keep the system in working order. Deutscher Verein des Gas- und Wasserfaches e.V. (DVGW) sensors and Lamp Ballast can be submitted as an unscheduled repair if required to be replaced. A quote must be submitted and approved prior to commencement of the repair. A report of the third-party vendor’s findings shall be submitted to the VA COR after each service.

The vendor shall be responsible for performing preventive maintenance on all the equipment in the water plant and adjoined buildings that supply water to the main and water tower, a limited list of the major equipment is listed in Attachment H.

The vendor shall furnish all the required lubricants specified for the various lubrication needs.

Lubricants are to be of the proper grade for the purpose used.

The vendor shall maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each plant for the performance of routine preventive maintenance.

Vendor shall have the ability to repair water & equipment leaks (water, oil) in the plant buildings, replace fittings as needed on piping to repair leaks.

During the base year of the contract, the Vendor shall supply a Cornell Redi Prime distribution pump for the main water plant, the pump shall be a Cornell TB07141 Model 2.5YH-RP-F85 Bare Pump, a duplicate to SN 147693. The vendor shall remove the existing Cornell pump #1 at the Main Water plant and install the new vendor supplied Cornell pump.

During the base year of the contract, the vendor shall perform a full rebuild of the existing pump # 1 with new bearings, pump shaft, seals, impellers. The pump shall be rebuilt by a manufacturer approved vendor. Once the pump has been rebuilt, the vendor shall install the pump in place of the existing pump #2.

During option year # 1 of the contract, the vendor shall replace the existing pump # 2 oil seals.

The work shall be performed by a manufacturer approved vendor.

WASTEWATER PLANT AT CASTLE POINT CAMPUS

The vendor shall furnish all labor, supplies, parts and materials necessary to regularly and systematically clean, examine, adjust and lubricate as required, and if conditions warrant, repair or replace as follows:

Grease, lube, clean, and repack sludge pumps to digester.

Lube all valves at the wastewater treatment plant.

Replace sludge pump packing.

Remove all debris from orifices of trickling filter arms.

Annually calibrate and have inspected the wastewater treatment plant flow recorder.

Annually draining, cleaning, inspection and adjustment of the clarifier flight and drive mechanisms and report of inspection delivered to the COR.

The vendor shall furnish all labor and procurement of NYS licensed waste hauler for the proper collection and disposal of aged sludge from the digester, grit and scum from the headwork’s screening and aeration and scum basin and as necessary clarifier sludge hoppers during annual inspections. Approximately 7,000 gallons per month.

Furnish all the required lubricants specified for the various lubrication needs. Lubricants are to be of the proper grade for the purpose used.

Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each plant for the performance of routine preventive maintenance.

Vendor shall have the ability to repair water & wastewater, equipment oil leaks in the plant buildings, replace fittings as needed on piping to repair leaks.

During option year # 1 of the contract, the Vendor shall provide and install a Muffin Monster influent grinder model # 30002-0008, SN 9244 or approved equal.

The vendor shall be responsible for performing preventive maintenance on all the equipment in the wastewater plant, a limited list of the major equipment is listed in Attachment G.

WASTEWATER PLANT AT FDR CAMPUS

The vendor shall furnish all labor, supplies, parts and materials necessary to regularly and systematically clean, examine, adjust and lubricate as required, and if conditions warrant, repair or replace as follows:

Grease, lube, clean, and repack sludge pumps to digester.

Lube all valves at the wastewater treatment plant.

Replace sludge pump packing.

Remove all debris from orifices of trickling filter arms.

Annually calibrate and have inspected the wastewater treatment plant flow recorder.

Annually draining, cleaning, inspection and adjustment of the clarifier flight and drive mechanisms and report of inspection delivered to the COR.

Furnish all the required lubricants specified for the various lubrication needs. Lubricants are to be of the proper grade for the purpose used.

Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each plant for the performance of routine preventive maintenance.

The vendor shall have the ability to repair water, wastewater equipment leaks (water, oil) in the plant buildings, replace fittings as needed on piping to repair leaks.

The vendor shall furnish all labor and procurement of NYS licensed waste hauler for the proper collection and disposal of aged sludge from the digester, grit and scum from the headwork’s screening and aeration and scum basin and as necessary clarifier sludge hoppers during annual inspections. Approximately 7,000 gallons per month.

The vendor shall secure the services of a manufacturer approved third party vendor to perform semi-annual preventive maintenance and inspection, and calibration of the Trojan UV system and associated pumps. Vendor shall replace annually 8 UV bulbs. in accordance with manufacturers recommendation for the UV system and based on the performance of the system. If the Existing Bulbs. are in working order and do not need to be replace, the vendor shall store the excess UV bulbs onsite as spare parts. Vendor shall replace UV lamps, tubes, ballast, sensors and other misc. components to keep the system in working order. In addition, vendor shall inspect and repair components of the ActiClean system such as wipes and verify oil levels are acceptable, cooling pumps and other pumps in the UV plant are in working order. A report of the third-party vendor’s findings shall be submitted to the VA COR after each service.

Vendor shall provide callback service to repair the system. A callback response time of two hours is required. It is also expected that a technician will be on site within 24 hours of the time the emergency is called in.

The Vendor shall provide and install a Flygt 3102.070-0243 or approved equal digester pump with the following minimum specifications 230V (3 Phase), fluid leak sensor. Vendor shall confirm the pumping characteristic are sufficient for the application prior to purchase. The vendor shall modify the existing pipe flange and pipe orientation as needed to install the pump at the wastewater plant.

The vendor shall be responsible for performing preventive maintenance on all the equipment in the wastewater plant, a limited list of the major equipment is listed in Attachment E.

CALLBACK SERVICES

The vendor shall provide callback services. Callback service is defined as requests for service from the COR to correct any problem or condition that needs attention before the vendor's next scheduled preventive maintenance visit. Callback service consists of responding to service call and beginning to take corrective action within one (1) hour. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the control of the vendor preclude resolution of the problem that day the COR must be notified with an explanation of the delay.

Emergency callback services shall be provided twenty-four (24) hours per day, seven (7) days per week.

Callback service after normal working hours shall be provided within a maximum of two (2) hours from the time of request.

The vendor shall have service ticket on each service call signed by the COR. Service ticket shall identify the respective piece of equipment, description of the problem, description of corrective measures taken, date, and time the respective piece of equipment was returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR. Failure to do so will result in non-payment for extra charge work.

Emergency service or repairs must be authorized by the CO. If regular time work must be carried over and vendor wishes to continue to work beyond the Medical Center normal hours of operation, authorization for overtime work must be obtained from the CO before proceeding.

The Medical Center shall not be responsible for incidental charges, including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or for overtime work.

THE VENDOR SHALL NOTIFY THE COR BY TELEPHONE OR IN PERSON AFTER COMPLETION OF

EACH REGULAR TIME SERVICE CALL AND CHECK IN AND OUT WITH THE M.A.A. IN BUILDING 15, GROUND FLOOR FOR CALL-BACK SERVICE OUTSIDE OF THE REGULAR WORKING HOURS. THE

STATUS OF REPAIR SHALL BE REPORTED BEFORE DEPARTURE FROM THE MEDICAL CENTER.

If the vendor fails to document trouble calls and maintenance as specified, all or a portion of the monthly payment will be withheld until it is corrected.

No payment will be made for any emergency callback if the vendor is called and finds the plants operating under normal conditions.

Except for emergency callback service, the vendor shall perform all work during regular working hours of regular workdays unless specifically instructed otherwise by the COR.

Under no circumstances will any shutdown or breakdown last longer than two (2) working days, (forty-eight (48) working hours) from initial notification to the vendor, without prior approval of the COR.

The vendor shall comply with the following procedures when equipment is removed from service for any reason:

Notify the COR and Engineering Office, either by phone (will be in the final award), or in person, before removing equipment from service. (If work requires more than one day, daily notification shall be made).

Notify the…