SOW_-_Industrial_Water_Treatment.pdf

Industrial Water Treatment and Preventive Maintenance Services

Phoenix Indian Medical Center 12/05/2018

RFQ-19-PHX-16

STATEMENT OF WORK

1. GENERAL: The Phoenix Indian Medical Center (PIMC) located in Phoenix, Arizona, oversees the delivery of health care to approximately 140,000 Native Americans. The Tribes that comprise the Phoenix Service Unit are the Fort McDowell, Yavapai Nation, Salt River Pima- Maricopa Indian Community, and San Lucy District of the Tohono O’odham Nation, Tonto Apache Tribe, Yavapai-Apache Indian Tribe and the Yavapai-Prescott Indian Tribe. Tribe members who receive care at PIMC hail from Tribes throughout the U.S., and also greater Phoenix area. PIMC also provides specialty care to rural and remote reservation health care facilities in Arizona, Nevada and Utah.

Our healthcare is based in Phoenix, Arizona. Our system of care includes Indian Health Service (IHS) and tribally-operated health care facilities that serve tribal communities as well as three Urban Indian health programs. These services are comprehensive and range from primary care (inpatient and outpatient) to tertiary care and specialty services.

2. BACKGROUND: The Phoenix Indian Medical Center (PIMC) currently has a need for preventive maintenance (PM) and repair services for an existing water treatment system located in Phoenix, AZ. The PIMC is located at the following address:

2.1. Phoenix Indian Medical Center

4212 N. 16th St.

Phoenix, AZ 85016

Phoenix Indian Medical Center

3. DESCRIPTION OF EQUIPMENT: Water Treatment system equipment listed below:

No Device Name Make Serial # Model # Area # Department

1 Deaerator Tank HD64 B990284 PFC-1-GR Plant Maintenance

2 Boiler Feed Pumps Grundfos 0002 A96523176-P118220002 Plant Maintenance

3 RO system Allen Bradley S1250-150-139 N/A Plant Maintenance

4 Steam Boiler #1 Hurst S1000-150-246 S1000-150-246 Plant Maintenance

5 Steam Boiler #2 Hurst Illegible S1250-150-139 Plant Maintenance

6 Chiller #1 Carrier 2796J53641 19XL-4243 Plant Maintenance

7 Chiller #2 Carrier 49817 19XL-5353 Plant Maintenance

8 Water heater #1 Armstrong 504623 WSX-56-2 Plant Maintenance

9 Water heater #2 Armstrong 503523 WSX-56-2 Plant Maintenance

10 Water Softener #1 Ultra-Soft LI N/A N/A Plant Maintenance

11 Water Softener #2 Ultra-Soft LI N/A N/A Plant Maintenance

12 Heat Exchanger #1 Armstrong 90T79371-01 SU-126-2 Plant Maintenance

13 Heat Exchanger #2 Armstrong 581390 WS-126-8-RSA Plant Maintenance

14 Flat Plate SC 12412 08-V09-241 Plant Maintenance

15 Boiler Chem Control Walchem 308272110 WDB -300-421 Plant Maintenance

16 Chiller Water Filter Siemens 067306-01 KFZMS012FXZFBX Plant Maintenance

17 Hot Water Filter Flo-Max 98622 FM4X3 Plant Maintenance

18 Cooling Tower - North Marley SPX 100018842-A2-

NC8407SM-10

NC8407RAN2SMF Plant Maintenance

19 Cooling Tower - South Marley SPX 10018842-A1-

NC8407SM-10

NC8407RAN2SMF Plant Maintenance

20 Tower Chem Controller Walchem 709191675 WCT310-1N2 Plant Maintenance

Phoenix Indian Medical Center

4. DESCRIPTION OF SERVICE: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, maintenance, and equipment necessary to provide required PMs, repairs, annual inspection, certifications and calibration/calibration verification on the items listed in SOW Section 3 above.

4.1.The contractor shall provide monthly, quarterly, and annual water quality testing on the following systems:

4.1.1. Central Plant Condenser Water (Cooling Tower)

4.1.2. Central Plant Chilled Water (Closed Loop)

4.1.3. Central Plant Steam with Condensate Return

4.1.4. Central Plant RO (Boiler Feed Water)

4.1.5. Central Plant Deaerator Tank

4.2. Water treatment chemical controls, displays, blow down, bleed off and feed systems (including vats and trays) must be optimally and efficiently calibrated, cleaned, painted, tested, inspected and maintained.

4.3. Systems shall be maintained to have chemical feed, water bleed off or blow down to be 100% automatic, self-monitoring with feedback control and capability of DDC interface through the existing building management system.

4.4. The system shall provide a calibrated 0-20 mA signal as indicator of conductivity for tower and boiler water.

4.5. Contractor furnished equipment shall be leak free.

4.6. Heat exchange systems will be maintained free of fouling deposits resulting from poor water quality (with the exception of dirt from cooling tower). Any fouling deposits that have formed during the performance period must be cleaned at no additional charge to the government. The government must consent to any cleaning process the contractor intends to utilize.

4.7. Heat exchange systems to be maintained to prevent corrosion.

4.8. Contractor must ensure that all government Plant Operators are trained to understand and follow chemical testing and treatment methodologies and retrain, as necessary, to maintain performance expectations.

Phoenix Indian Medical Center

4.9. Provide inspection of systems as they are brought off-line for annual preventive maintenance.

4.10. Third party laboratory water quality testing to be completed on a semi-annual basis.

4.11. Microbiological Testing:

4.11.1. PIMC is concerned with bacteria control in cooling towers and requires microbiological control without overfeeding biocide. Therefore, we require the vendor to have the capability of quantitatively determining organism levels of a water sample.

4.11.2. Legionella testing of the water is to be completed by the vendor quarterly

4.12. Third party program development for appropriate water temperatures and chemical treatment of water for Legionellosis prevention for Hospital drinking water systems and cooling towers.

4.13. The contractor shall provide testing reagents and chemicals to PIMC necessary for daily/weekly monitoring and maintenance to be performed by PIMC staff.

4.14. Performance shall be in according to the SOW and supporting documents shall also conform with:

4.14.1. Original Equipment Manufacturers (OEM) specification requirements

4.14.2. The Safe Drinking Water Act

4.14.3. National Fire Protection Association (NFPA) 99 and 101

4.14.4. Standards for Health Care Facilities

4.14.5. American Society of Heating, Refrigerating and Air-Conditioning Engineers

(ASHRAE) Guideline 12-2000

4.14.6. ANSI/ASHRAE standard 188-2018, Legionellosis: risk management for building water systems

4.14.7. Occupational Safety and Health Administration (OSHA) Section II:A.

4.14.8. Department of Transportation (DOT)

4.14.9. Environmental Protection Agency (EPA)

4.14.10. The Joint Commission standards

4.14.11. Federal, Tribal, State and local regulatory guidance and ordinances in regards to bio hazardous waste, disposal, and applications.

Phoenix Indian Medical Center

4.15. The Contractor shall have ready access to new OEM parts. All parts replaced shall be

OEM.

4.16. Required work is in a hospital environment. Contractor shall comply with HIPAA security requirements for safeguarding patient information.

4.17. EMERGENCY REPAIRS

4.17.1. Contractor shall perform emergency repairs as required to meet the performance standards.

4.17.2. Contractor is responsible for ensuring that chemical feed systems are continuously operational.

4.17.3. Contractor is responsible for ensuring that repairs required for water treatment systems that have gone in to complete failure are to be operational within five working days of notification of failure.

5. PREVENTIVE MAINTENANCE (PM):

5.1. The contractor shall

5.1.1. Provide all labor, equipment, supplies, materials, parts, services, permits, and licenses necessary to provide water treatment at the Phoenix Indian Medical Center.

5.1.2. Register with the State of Arizona and personnel performing the work must be licensed to perform work on the equipment specified in this statement of work in accordance with industry practice.

5.1.3. Utilize the OEM established procedures and checklists or Contractor-supplied equivalent; satisfactory to the designated Point of Contact/Contracting Officer Representative (POC/COR).

5.1.4. Test and replace faulty and worn parts.

5.1.5. Reduce fuel and electrical consumption through improved heat transfer efficiency. This is accomplished by minimizing scale, corrosion, fouling and microbiological growth which create deposits on heat transfer surfaces

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

Phoenix Indian Medical Center

5.1.7. Provide professional, knowledgeable and involved sales/service personnel to ensure program success

5.1.8. Accurately monitor program results and communicate appropriate recommendations with quantifiable business oriented justifications

5.1.9. Annual borescope inspection of chiller tube bundles

5.1.10. Annual tube cleaning of tube bundles acid wash only with prior approval

5.1.11. Inspect/replace electrical wiring and cables for wear and fraying.

5.1.12. Return the equipment to operating condition defined in OEM specifications.

Complete OEM field service updates for operational reliability and engineering change notices.

5.1.13. Perform remedial maintenance of non-emergent nature.

5.1.14. Perform annual test to meet the manufacturer’s specified requirements and standards.

5.1.15. Inspect all mechanical components, including, but not limited to, mounting hardware, pumps, seals, belts, sensors, controls, bearings, hoses, and motors for operational integrity.

5.1.16. Replace any OEM labels, decals, or warning tags that are not legible.

5.1.17. Warrant all services performed and shall remain free from defects 30 days from the date of acceptance.

5.1.18. Clean equipment and work area after work is completed

5.1.19. Drum Handling And Disposal

5.1.19.1. It will be the responsibility of the vendor to handle and dispose of the chemical drums/containers. Your response must outline your firm’s program as to how this is to be handled.

Phoenix Indian Medical Center

6. CORRECTIVE MAINTENANCE OR REPAIR: Prior to proceeding with any work considered outside the scope of this contract, the contractor shall request and receive pre-approval from the Contracting Officer.

6.1. Within 1 business day of discovery the contractor shall submit a quote for repair work that falls outside of the scope of this contract. Contractor shall complete this work only following Contracting Officer Approval.

7. VALIDATION OF QUALIFICATIONS, LICENSURE, and CERTIFICATION:

Contractor shall submit valid documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/repair on the items listed in SOW Section 3. (Shall be submitted with offer). The contractor shall obtain, maintain and submit all required Federal, State, and Local licenses and certifications associated with the performance of the services required.

8. OPERATING HOURS: The contractor shall perform all work during normal business operating hours Monday through Friday from 8:00 a.m. to 5:00 p.m. excluding federal holidays.

Contractor shall respond to repair requests no later than the following business day during normal business hours to ensure continuity of patient care services. The regular service date schedule shall be submitted to and pre-approved by the designated Government Point of Contact (POC).

9. PERSONNEL SECURITY REQUIREMENTS: Contractor shall comply with PIMC visitation policies. The Contractor’s personnel shall report to the PIMC Engineering Department at the beginning and end of their visitation, to sign-in and receive a facility "Guest" ID badge.

10. DOCUMENTATION/REPORTING REQUIREMENTS: The Contractor shall submit a legible field service report and test reports, which shall include detailed descriptions of the preventive maintenance, test inspection, certification and/or repair services performed, including replaced parts and detailed estimated prices required for recommended repair/replacement work not included in the PM Service.

10.1. The contractor shall regularly visit the site on a monthly basis and provide progress reports of the water treatment systems. Activities to include providing necessary training and assessment of PIMC staff water testing competencies, water treatment chemical analysis and effectiveness, and inspection of system functionality. Copies of all records/reports shall be maintained onsite.

10.2. Equipment or system problems with in PIMC must be clearly documented and reported if the contractor is to claim additional cost as a result of poor on-site conditions.

Phoenix Indian Medical Center

10.3. Periodic/random verification of onsite documentation.

10.4. Emergency repairs (if found during inspection) to be reported immediately to the

USRO supervisor and the COR

10.5. Quality:

10.5.1. An organization’s commitment to quality is an indication of their ability to satisfy customer needs. A vendor’s dedication to quality means fewer problems and less risk for PIMC. Please provide a summary of your company’s Quality Improvement Process. Include an outline of the quality education which your firm’s employees receive and how many have received it. Supporting literature or pamphlets may be included if placed at the back of your proposal.

10.5.2. Digital regular reports shall be furnished within three working days of work completion.

10.5.3. Reports shall clearly designate items checked, adjusted or repaired and any water chemistry out of tolerance, proposed correction methodology and consequences of being out of tolerance.

10.5.4. Chemical tests shall be documented and maintained on-site, indexed, tabulated, legible and easy to follow.

10.5.5. Copies of Safety Data Sheets (SDS’s) shall be maintained in the report book or a separate, clearly labeled binder.

10.5.6. Provide report of inspection of systems that were brought off-line for annual preventive maintenance.

10.5.7. Laboratory certified metallurgical corrosion analysis of failed or failing components of the systems.

10.5.8. Third party laboratory sample water analysis if field analysis are in question.

10.5.9. Biological growth within systems shall be inhibited without compromising corrosion protection.

Phoenix Indian Medical Center

10.5.10. To ensure that PIMC receives quality products, your firm should be practicing statistical process control (SPC) or its equivalent in the manufacture of your products. In addition, vendors should have a SPC program specifically designed for monitoring and controlling heating/cooling systems and cooling towers. Submit a summary of your firm’s capability in these areas along with a sample computer printout of both your manufacturing and your SPC programs.

If you do not manufacture the products that you sell, then so indicate and provide a copy of your reply from the manufacturer for this requested information.

11. TRAVEL EXPENSES: Travel expenses shall comply with the GSA Federal Travel

Regulation (FTR) https://gsa.gov/portal/category/21222.

12. SCHEDULING: The Contractor shall submit a detailed schedule to the USRO supervisor or COR for approval prior to the commencement of any work. Exceptions to the schedule shall be arranged and approved in advance with the designated POC.

12.1. Contractor shall notify

12.2. USRO supervisor or COR prior to starting services and upon completion of services.

12.3. The contractor shall be authorized to park only in areas opened to the public.

12.4. The contractor shall be allowed minimal use of government space to store supplies and/or equipment.

12.5. The Contractor shall be responsible for any repair or damage incurred to the building system as a result of contractor errors or poor workmanship.

13. EQUIPMENT CERTIFICATION OF INSPECTION: The contractor shall label all equipment serviced upon completion, identifying the date(s) of service, time, company name and the initial of the service technician. The contractor shall perform services in designated area(s) only.

13.1. The Contractor shall notify the designated COR or USRO supervisor of the existence or development of any defects or repairs to the equipment which the Contractor considers is not applicable to terms of preventative maintenance (such as operator misuse).

https://gsa.gov/portal/category/21222

Phoenix Indian Medical Center

14. SUBMITTALS: Submittals are due seven (7) calendar days after receipt of contract award notification unless otherwise noted below. Government review comments shall be returned within seven (7) calendar days after receipt of submittals.

14.1. Contractor supplied checklist as detailed in SOW Section 4.

14.2. Documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/repair perform maintenance and repair of the water treatment system as detailed in SOW Section 7. (Shall be submitted with offer)

14.3. Detailed PM Schedule as detailed in SOW Section 12.

15. DELIVERABLES: Deliverables are due fifteen (15) calendar days after completion of work.

15.1. Report(s) as detailed in SOW Section 10.

16. ADDITIONAL REQUIREMENTS

16.1. All shipments of materials, equipment and/or supplies to PIMC shall be addressed to the Contractor and not the Indian Health Service or PIMC. Preservation, packaging and packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Service.

16.2. Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.

17. POINTS OF CONTACT

17.1. The Contracting Officer’s Representative (COR) and the local point of contact (POC) information will be provided upon contract award. The Supervisory Facility Operations Specialist (SFOS) represents the end user and may be contacted for local issues such as scheduling work, access to the site, security of the site, establishing a staging area, etc. Contact information will be provided at contract award.

17.2. The onsite Utilities System Repair/Operator (USRO) Supervisor contact information will be provided at contract award. All technical questions should be directed to the

USRO.

17.3. Communication including issuing reports shall be sent to the COR and the USRO supervisor.