RFQ 15JPSS20QFAS00013.docx

RFQ 15JPSS20QFAS00013

Department of Justice Robert F. Kennedy Building Water Treatment/Chemicals Services Statement of Work

GENERAL

The Department of Justice (DOJ), Facilities and Administrative Services Staff, has a requirement for a contractor that can provide a water treatment program that is designed to minimize scale, corrosion, deposits, sludge formation, foaming and microbiological growth in the systems to be treated. The contractor's treatment program shall consist of chemicals that conform to all existing local, state and federal regulations and have appropriate EPA and Washington, DC registration and USDA/FDA approval, where applicable.

SCOPE OF WORK

This specification describes the water treatment equipment, types of water treatment desired and the minimum required service to be provided on an annual basis. Our facilities require specialized expertise and chemical products from a recognized water treatment consulting organization.

The Department of Justice believes that water treatment is a performance-oriented service. The impact of a properly optimized program on our bottom line has significance beyond the cost of service. The DOJ's service-oriented water treatment program goals are to:

1. Minimize overall energy/utility consumption through continued maximized heat transfer efficiency and water quality. This is accomplished by preventing systems contamination while minimizing scale, corrosion, fouling and microbiological growth. Corrosion rates must be less than 2.0 mills per year (mpy) on mild steel and 0.2 mpy on copper.

2. Eliminate repair and maintenance costs associated with replacement and cleaning of equipment due to scale, corrosion, fouling or microbiological activity.

3. Comply with local, state, federal codes and DOJ standards for chemical storage and discharge.

4. Provide competitive water treatment program costs.

5. Provide experienced, professional, knowledgeable and involved service personnel.

6. Accurately administer and monitor the water treatment program and communicate appropriate recommendations with quantifiable business-oriented justifications. Reports shall provide required data to indicate the systems compliance with all applicable water characteristics and control limits.

7. Eliminate chemical handling by and safety hazards to plant personnel.

8. Provide Freeze protection to -5 degrees / Glycol for HTP’s #3 - #4 - #5 -#6 -#7

DELIVERY OF CHEMICALS/PRODUCTS/STORAGE TANKS

The vendor is responsible for providing all chemicals in a manner that is safe. The vendor may provide all products in a bulk delivery method. Whatever deliver method the contractor proposes must consider that there will be limited to no handling of the products by DOJ personnel. The DOJ Government Technical Representative (GTR) must approve the delivery method for products. The cost for delivery must be included in the program cost.

The contractor shall furnish DOJ with product bulletins for each product proposed that includes a complete description of the product and its purpose. For every product recommended, the contractor shall provide percent activity; estimated annual consumption (in pounds); ppm dosage; and, cost per pound of products.

We require a minimum of eleven (11) storage tanks for this award. All tanks are to become the property of DOJ at the expiration of this contract. Tanks shall be translucent, cylindrical, double cross-linked polyethylene, with complete secondary containment and flooded suction. The use of pressurized delivery containers is strictly forbidden.

HOURS OF COVERAGE

All service and repairs shall be performed during normal business hours. Normal business hours are 7:00AM to 4:00PM Monday through Friday excluding federal holidays.

OPERATIONAL DATA

For the purpose of this water treatment chemical specification, use the following data to determine the annual cost of the program. Volume in gallons is approximate.

1. Four (4) cooling towers, B.A.C. Series 3000.

2. Four (4) Trane Centravac chillers.

3. One (1) open condenser water system - 18,750 gallons volume.

4. One (1) closed chilled water system split into two (2) secondary loops - 34,770 gallons volume.

5. Seven (7) closed Heat Transfer Package (HTP) heating water systems

· HTP-1 - 13,300 gallons volume

· HTP-2 - 6,610 gallons volume

· HTP-3 - 191 gallons volume

· HTP-4 - 960 gallons volume

· HTP-5 - 191 gallons volume

· HTP-6 - 191 gallons volume

· HTP-7 - 191 gallons volume

SAFETY AND HANDLING PROCEDEDURES

The chemical supplier shall provide handling forms for each chemical proposed, including OSHA Material Safety Data Sheets (MSDS). These shall include updates as applicable.

EQUIPMENT INSPECTION

All equipment will be inspected annually with the results reported to the GTR during the next visit.

As applicable, the contractor must meet OSHA confined space entry requirements and must provide any necessary monitoring equipment.

A fiber optic scope may be utilized, if necessary, for inspection of equipment too small to enter. The supplier representative must have in-depth experience with inspections.

Corrosion coupons will be inspected and sent to the laboratory for rate analysis at this time. All coupons are to be returned to DOJ. (Third party inspections like the elevators).

Desired coupon rack stations, controllers, metering pumps and feeders should be operational and in place before the commencement of this contract.

Any existing coupon racks found inadequate or racks not presently installed shall be provided to the government.

All racks shall include 30- and 90-day coupon holders for both mild steel and copper.

The contractor shall furnish and install 5 - Cartridge Filter canisters on HTP 3 through 7. The contractor will supply and install new filters to eliminate sludge and contamination in the system.

SERVICE VISITS

During every bi-weekly regular service visits, the contractor representative will:

1. Review daily log books.

2. Discuss in-depth any operating or water related questions or problems.

3. Inspect any open water handling equipment.

4. Run analysis of pertinent samples from all treated systems.

5. Submit a complete written report of all findings and recommendations to designated management and operating personnel.

6. Submit water or deposit samples to company's R&D laboratory to identify any unusual conditions that exist.

7. Check inventory and calculate a material balance to ensure proper dosing of all systems

8. Meet with appropriate personnel for a review of the overall water treatment program(s).

PERIOD OF PERFORMANCE

The period of performance will be for a base year with four (4) one-year option periods. The period of performance is stated as follows:

GOVERNMENT TECHNICAL REPRESENTATIVE

A Government Technical Representative (GTR) will be designated to coordinate the technical aspects of this contract and inspect items /services furnished hereunder; however, he/she shall not be authorized to change any terms and conditions of the resultant contract, including price. The GTR, who is also the Project Manager, is authorized to:

1. Act as liaison and to coordinate contractor/government activities;

2. Arrange for and coordinate the use of government resources (personnel, space, documents, etc.);

3. Provide technical guidance in the performance of the contract; and

4. Receive, review and approve (but not reject or deny) progress reports, selected in invoices and final reports or other functions of a technical nature. The authority to reject performance and deny associated invoices is expressly reserved for the Contracting Officer.

5. Authorized to certify (but not to reject or deny) invoices for payment. The authority to reject or deny performance and associated invoice payment is expressly reserved for the Contracting Officer.

The GTR does not have the authority to alter the Contractor's obligations under the contract; direct changes that fall within the purview of the clause entitled "Changes" and/or modify any of the expressed terms, conditions, specifications, or price of the contract. If as a result of technical discussions, it is desirable to alter/change contractual obligations or the Specification/Work Statement, the Contracting Officer shall issue such changes in writing.

The GTR assigned cognizance of this contract is:

TBD

950 Pennsylvania Avenue, NW Washington, DC 20530 @usdoj.gov

INVOICING

The contractor will invoice in arrears on a monthly basis. All invoices must be submitted electronically within the first five (5) days of the month for the previous month. DOJ will not accept invoices for services that have not been rendered. The e-mail addresses to submit the invoices is ntate@jmd.usdoj.gov 145 N Street, NE, 2CON Building Room 9E.301Washington, DC 20530.

NOTICE OF CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

The contractor employees who will be performing the services at the RFK building will be required to pass the below security clearance process and granted an "unescorted badge". This badge will allow the contractor employees access to the building in order to perform the required services without having to be escorted by a DOJ employee each visit.

Compliance with Homeland Security Presidential Directive 12 (HSPD 12) and Federal Information Processing Standard Publication 201 (FIPS 201) entitled "Personal Identification Verification (PIV) for Federal Employees and Contractors," Phase I.

1. Long Term Contractor Personnel:

In order to be compliant with HSPD 12/PIV I, the following investigative requirements must be met for each new long term contractor employee whose background investigation (BI) process begins on or after October 27, 2005:

a. Contractor Personnel must present two forms of identification in original form prior to badge issuance (acceptable documents are listed in Form I 9, 0MB No. 1615 0047," Employment Eligibility Verification , " and at least one document must be a valid State or Federal government issued picture ID);

b. Contractor Personnel must appear in person at least once before a DOJ official who is responsible for checking the identification documents. This identity proofing must be completed sometime during the clearance process but prior to badge issuance and must be documented by the DOJ official;

c. Contractor Personnel must undergo a BI commensurate with the designated risk level associated with the duties of each position. Outlined below are the minimum BI requirements for each risk level:

· High Risk Background Investigation (5 year scope)

· Moderate Risk Limited Background Investigation (LBI) or

· Minimum Background Investigation (MBI)

· Low Risk National Agency Check with Inquiries (NACI) investigation

d. The pre appointment BI waiver requirements for all position sensitivity levels are a:

1) Favorable review of the security questionnaire form;

2) Favorable fingerprint results;

3) Favorable credit report, if required;

4) Waiver request memorandum, including both the Office of Personnel Management schedule date and position sensitivity/risk level; and

5) Favorable review of the National Agency Check (NAC) portion of the applicable BI that is determined by position sensitivity /risk level.

A badge may be issued following approval of the above waiver requirements. If the NAC is not received within five days of OPM's scheduling date, the badge can be issued based on a favorable review of the Security Questionnaire and the Federal Bureau of Investigation Criminal History Check (i.e., fingerprint check results).

e. Badge re validation will occur once the investigation is completed and favorably adjudicated.

If the BI results so justify, badges issued under these procedures will be suspended or revoked.

2. Short Term Contractor Personnel:

It is the policy of the DOJ that short-term contractors having access to DOJ information systems and/or DOJ facilities or space for six months or fewer are subject to the identity proofing requirements listed in items 1a. And 1b. Above. The pre appointment waiver requirements for short-term contractors are:

1. Favorable review of the security questionnaire form;

2. Favorable fingerprint results;

3. Favorable credit report, if required; and

4. Waiver request memorandum indicating both the position sensitivity/risk level and the duration of the appointment. The commensurate BI does not need to be initiated. A badge may be issued following approval of the above waiver requirements and the badge will expire six months from the date of issuance. This process can only be used once for a short-term contractor in a twelve-month period. This will ensure that any consecutive short-term appointments are subject to the full PIV I identity proofing process. For example, if a contractor employee requires daily access for a three- or four-week period, this contractor would be cleared according to the above short term requirements. However, if a second request is submitted for the same contractor employee within a twelve month period for the purpose of extending the initial contract or for employment under a totally different contract for another three or four week period, this contractor would now be considered) long term) and must be cleared according to the long term requirements as stated in this interim policy.

3. Intermittent Contractors:

An exception to the above-mentioned short-term requirements would be intermittent contractors.

a. For purposes of this policy, intermittent is defined as those contractor employees needing access to DOJ information systems and/or DOJ facilities or space for a maximum of one day per week, regardless of the duration of the required intermittent access. For example, the water delivery contractor that delivers water one time each week and is working on a one-year contract.

b. Contractors requiring intermittent access should follow the Department’s escort policy. Please reference the August 11, 2004, and January 29, 2001, Department Security Officer policy memoranda that conveys the requirements for contractor facility escorted access.

c. Due to extenuating circumstances, if a component requests unescorted access or DOJ IT system access for an intermittent contractor, the same pre-employment background investigation waiver requirements that apply to short-term contractors are required.

d. If an intermittent contractor is approved for unescorted access, the contractor will only be issued a daily badge. The daily badge will be issued upon entrance into a DOJ facility or space and must be returned upon exiting the same facility or space.

e. If an intermittent contractor is approved for unescorted access, the approval will not exceed one year.

4. An individual transferring from another department or agency shall not be readjudicated provided the individual has a current (within the last five years), favorably adjudicated BI meeting HSPD 12 and DOJ's BI requirements.

The DOJ's current escorted contractor policy remains unchanged by this acquisition notice. Notes:

1) FIPS 20I is available at www.csrc.nist.gov/publications/fips /fips201/FIPS201.

2) Under HSPD 12, long-term contractors are contractors having access to DOJ information systems and/or DOJ facilities or space for six months or longer. The identity proofing process, including initiation and adjudication of the required background investigation, is required for all new long-term contractors regardless of whether it is the current practice to issue a badge. The second phase of HSPD 12 implementation (PIV II) requires badge issuance to all affected long-term contractors.

3) For contractors in position sensitivity/risk levels above level 1, a favorable review of a credit check is required as part of the pre appointment waiver package.

4) In order to avoid a delay in the hiring process, components should request an Advance NAC Report when initiating investigations to OPM. Per OPM's instructions, to obtain an Advance NAC Report, a code 3 must be placed in Block "B" of the "Agency Use Only" section of the investigative form. This report is available for all case types.

5) For contractors in position sensitivity/risk levels above level 1, a favorable review of a credit check is required as part of the pre appointment waiver package.

FAR CLAUSES

FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) - This Request for Quotation incorporates the following clauses by reference with the same force and effect as if they were given in full text. The Contractor shall complete any required information items below in applicable provisions/clauses.

· 52.213-4 Terms and Conditions—Simplified Acquisitions (Other Than Commercial Items) (JAN 2020)

· 52.217-8 Option to Extend Services (NOV 1999)

· 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

· 52.232-18 Availability of Funds (APR 1984)

· 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)

BASIS FOR AWARD

Award will be made based on meeting the stated requirements and price. Quotes must be firm-fixed price and include Contractor’s DUNS. Contractor must have a current registration in the governmentwide System for Award Management at https://beta.sam.gov/.

This is a small business set-aside with the NAICS code is 325998 and the size standard is 500 employees. Quotes are to be sent to Michele B. Spencer at michele.b.spencer@usdoj.gov by 4:00pm ET on August 17, 2020.