Cold_Storage_PWS_DRAFT_18OCT2016.pdf

Request for Proposal No. TBD

Cold Storage of Reverse Osmosis Membranes

Table of Contents

1. Objective

2. Period of Performance

3. The Requirement

4. Description of Membranes

5. Cold Storage Requirement

6. Insurance Requirements

7. Reports and Invoices

8. Disposition of Membranes

9. Current Location of Membranes

10. Definitions

11. Contractor Quality Control Plan

Performance Work Statement Cold Storage of Reverse Osmosis Membranes

1. Objective

1.1 Contractor shall provide cold storage for Government-owned Reverse Osmosis Membranes to include bearing the responsibility for physical damage or loss thereof, and the required Property Damage Insurance shall be provided in accordance with the addenda to FAR Clause 52.212-4, Department of the Interior WBR 1452.228-70 Liability Insurance (Jul 1996). Contractor shall furnish the items identified in this section, in accordance with the terms, conditions and specification contained in this contract.

1.2 After award of the contract and prior to April 1, 2017, the Contractor shall remove the membranes from the current storage facility (if required) and provide suitable transportation meeting the same cold storage requirements specified in Paragraph 5.0.

1.3 The Government reserves the right to make a pre-award survey of the Contractor’s cold storage facility to ascertain that the facility is reasonably adequate to meet the requirements as stated herein.

1.4 Contract Line Items 0030, 1030, 2030, 3030, 4030, are Optional in accordance with contract clause FAR 52.217-7 Option for Increased Quantity--Separately Priced Line Item and Paragraph 3.5.

2. Period of Performance

The Base Period is from April 1, 2017 through March 31, 2018.

3. The Requirement

3.1 Reverse Osmosis membranes described in Paragraph 4, titled “Description of Membranes”, below shall be cold stored and the required damage insurance shall be provided.

3.2 The Contractor shall provide cold storage for approximately 519 pallets of membranes. The membranes are to be cold stored to retard the natural deterioration of the cellulose acetate component of the membranes as described below.

The Contractor shall not stack the membranes more than two rows high while in storage facility or during transportation.

To minimize the potential for physical damage, no other loose items may be stored within 5’ of the membrane pallets while in storage. The Contractor’s cold storage facility shall include an automatic backup to the primary cooling system and a backup power system capable of meeting the requirements of Paragraph 5.0. The backup power system may consist of either an in-place backup generator or installed, in-place electrical infrastructure which will allow the immediate connection of a portable backup generator.

3.3 During the period of this contract, the Government reserves the right to inspect the Contractor’s cold storage facilities and membranes, after providing the Contractor with a 24 hour notice. The Government shall also have the right to monitor the storage temperature with its own instrumentation to validate the temperature readings obtained by the Contractor. For future contract proposals, the Contractor shall accommodate up to (2) walkthroughs by other Contractors with 2 weeks advance notice.

3.4 The Contractor shall inventory all pallets (using serial numbers) and provide a database to the Government reflecting the storage location. During the contract period, the Government reserves the right to randomly remove membranes for the sake of performance measurement. The Government reserves the right to take the membranes to its facility, test, preserve and return to the Contractor’s storage facility. The Contractor shall provide a means of loading or unloading membranes to accommodate such request.

3.5 If, for any reason, the Government decides to retake custody of any or all membranes, the Government will notify the Contractor in writing 60 days in advance.

3.6

4. TRANSPORTATION

4.1 The Contractor shall implement the Contract Line Items 0030, 1030, 2030, 3030, and 4030 for the transportation and delivery of membranes to the Yuma Desalting Plant, 7301 Calle Agua Salada, Yuma Arizona 85364 when notified per Paragraph 3.5. Contractor shall first submit a transportation schedule to the Government for approval within 3 weeks.

The Contractor shall transport the membranes using a refrigerated semi-tractor and trailer with adequate suspension to not damage the membranes in transportation. The transportation of these membranes will be at a rate of at least three (3) truck loads (96 pallets) per week, unless directed otherwise. Truck loads are based on a trailer size of 48 feet, 32 pallets per load (1 lot) (Contract Line Item Nos. 0030, 1030, 2030, 3030, and 4030). Deliveries must commence 4 weeks after requested, unless instructed otherwise.

5. Description of Membranes

5.1. Each membrane element is constructed of a PVC pipe core around which is wrapped membrane envelopes consisting of cellulose acetate cast on a woven polyester fabric which is separated by tricot knitted polyester. The membrane envelopes are separated by a nylon mesh spacer. The element is wrapped in fiberglass and coated with an epoxy resin. Each element is 305 millimeters in diameter, 1.5 meters long, and weights approximately 70 kilograms. Each membrane is double bagged in polyethylene bags which are heat sealed and taped. Within each bag is approximately 9 liters of a preservative solution containing less than 0.8 percent glutaraldehyde solution at a pH of between 4 and 6. The bagged membranes are placed in Styrofoam blocks and 4 membrane elements are placed in a cardboard box which is placed on a wooden pallet. The box is tapped to the pallet. The box and pallet measure 86 centimeters square by 1.8 meters high and weigh approximately 280 kilograms. These membranes are not perishable, flammable, or hazardous, nor do they have an odor. The material safety data sheet for the preservative solution is attached for your information and review to ensure compliance and understanding of the information on the potential effects on your health from exposure to chemicals.

6. Cold Storage Requirement

6.1. Storage temperature is to be a nominal 10 degrees centigrade, with a normal temperature range of +3 to +15 degrees centigrade. The membranes shall not be exposed to freezing conditions. If the temperature exceeds 15 degrees centigrade or drops below 3 degrees centigrade, the Contractor shall notify the Contracting Officer not later than the next normal business day. The Contractor shall provide a record of the length of time the membranes were exposed to temperatures outside these specified limits. The Government will reduce the monthly rate by $8.87 per day, per pallet times the numbers of days the storage conditions were not met. If the membranes are frozen they shall be deemed to have been destroyed and the Government will seek reimbursement for the value of the membranes as described under Paragraph 6, Insurance Requirements.

3.6 When the temperature of the Contractor’s storage facility falls outside the acceptable range specified in Paragraph 5.0, an alarm system shall notify responsible personnel 24/7.

7. Insurance Requirements

7.1. The Contractor shall maintain adequate Property Damage Insurance for Membrane Elements that remain in cold storage and in the possession of the Contractor. The Contractor shall, during the term of this contract and any extension thereof, procure and maintain property damage insurance for the Government furnished membranes stored at the Contractors Facility. The insurance company shall be acceptable to the Contracting Officer. The named insured parties shall be the Contractor and the United States of America. The amounts of insurance shall cover the present value of the membranes which is a maximum of $2,000,000.

7.2. This insurance shall cover any physical damage or loss of the Government owned membrane elements, due to freezing of the elements, fire, exposure to temperatures in excess of that specified for more than a maximum of 336 hours per year, physical loss of the membranes while in the Contractors possession, and the Contractor’s failure to return to the Government the membranes when directed to do so by the Contracting Officer. Such insurance shall not cover any concealed damage or natural deterioration of the membranes. If the stated temperature limits are met, the Contractor shall have no liability for membrane deterioration. If the cold storage temperatures are not met, damages will be assessed as describe above in Paragraph 5.0, Cold Storage Requirement.

7.3. Each policy evidencing the insurance shall contain an endorsement which provides that the insurance company will notify the Contracting Officer 30 calendar days prior to the effective date of any cancellation, termination, or any modification of the policy which adversely affects the interests of the Government. The notice shall be sent by registered mail and shall identify the contract number, the name and address of the Contracting Officer, the policy number and the name of the insured. Failure to notify the Government may cause a breach of contract.

7.4. Within 10 calendar days after the date of contract award, the Contractor shall furnish to the Contracting Officer acceptable evidence showing that the insurance coverage described above has been obtained in accordance with WBR 1425.228-70 Liability Insurance--Department of the Interior (Jul 1996)

8. Reports and Invoices

8.1. After award of the contract, the Contractor shall inventory, confirm the number of containers, and provide a written report which shall include external damage, if any that is evident to the containers. The written report shall be due within 30 calendar days after the date of contract award (Contract Line Item No. 0004). The Government reserves the right to jointly perform the inspection with the Contractor and the Contractor shall advise the Contracting Officer of the scheduled inspection dates at least three business days before the inspection.

If there is a discrepancy in the number of containers, or if any external damage is evident, the Contractor shall notify the Contracting Officer within two business days of the discovery. During any transportation of the membranes, the Contractor shall maintain the membranes in the storage temperature described above in Paragraph 5.0, Cold Storage Requirement.

8.2. The Contractor shall maintain a continuous chart recording of the cold storage temperatures in the locker(s) in which the membranes are stored. The temperatures shall be recorded in a minimum of two locations. If computer data is used, a maximum time of one hour between readings shall be allowed. The report shall indicate the maximum and minimum temperatures experienced within the cold storage spaces along with the source documentation or plots from the temperature recorders. These monthly reports are to be incorporated as part of the Contractor’s monthly invoice for storage. The Temperature Indicating (TI) devices are required to have an accuracy of at least ± 3 degrees Fahrenheit. At least once a week, the temperature measuring devices shall be checked with a reference instrument having an accuracy of at least ± 1 degrees Fahrenheit, which is calibrated at least monthly. If the TIs are not within their required accuracy, they shall be recalibrated within one week’s time. The weekly TI accuracy checks and the calibration reports for the TIs and the reference instrument shall be included with the Contractor’s monthly invoice. No payment will be made for monthly storage without this documentation and failure to provide the report as specified may constitute grounds for default.

9. Disposition of Membranes

9.1. The Government may take disposition action prior to the expiration of this contract. However, should membrane elements in any quantity remain at the Contractor’s facility upon expiration, the Government will negotiate the removal from cold storage and the loading of pallets on a truck(s). Such charges shall not be included in the offer.

10. Current Location of the Membranes

10.1. The membranes are currently in cold storage at 802 Terminal St, San Diego, California 92101.

11. Definitions

11.1 A loss occurs when some or all of the membranes become missing or cannot be found or are not returned to the Government when the Contractor is directed by the Contracting Officer to return the members to the Government.

11.2 Physical Damage: (1) Includes freezing of the membrane elements, fire or exposure to temperatures in excess of that specified elsewhere in this Contract; and (2) visible damage to the membrane elements to such an extent that they are no longer usable for their intended purpose, as well as deterioration caused by failure to keep them in cold storage or caused by freezing the membrane elements.

12. Contractor Quality Control Plan

Provide the Contractor’s proposed draft Quality Control Plan (QCP) for meeting the Government’s requirement and compliance with the Performance Requirement Summary Table. A “draft” QCP shall be submitted with the proposal. A “draft final” copy QCP shall be submitted no later than 10 days after receipt of award for review by the Government. The Final QCP shall be submitted 15 calendar days after receipt of the Government’s review. The Contractor shall maintain a QCP to assure that the requirements of the work are met; and update the QCP as changes occur and provide revised plans to the Contracting Officer and COR no later than 10 days prior to implementing the change(s).

PERFORMANCE REQUIREMENT SUMMARY TABLE

Performance Task Standard Maximum Error Rate

Surveillance Method Incentive

Cold Storage of 519 pallets of Reverse Osmosis Membranes.

See PWS par. 6.0

Membranes are stored at a temperature no less than +3 degrees Centigrade and no more than +15 degrees Centigrade.

MER – 0 Monthly Temperature Reports

Deduction from monthly invoice of $8.87/day/pallet for deviating from stated standard for each day of nonconformance.*

Temperature Indicating (TI) Devices - Accuracy Check

See PWS par. 8.2

Accuracy of TIs is checked at least weekly with a reference instrument as per Paragraph 7.2.

MER – 0 Monthly Inspection Reports

Deduction from the monthly invoice of $300 per week for deviating from stated standard for each week of nonconformance.*

Temperature Indicating (TI) Devices - Calibration.

See PWS par. 8.2

TIs are recalibrated within 7 days when they fail their weekly accuracy check.

MER – 0 Monthly Calibration Reports

Deduction from the monthly invoice of $300 per week for deviating from stated standard for each week of nonconformance.*

* If the reduction amount exceeds the monthly invoice amount, Contractor shall be responsible for the difference.