Solicitation 36C24426Q0890 final.docx

36C24426Q0890

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

562-26-4-5137-0031

08-14-2026 Chris Clements 205-349-9891 08-26-2026

10:00 AM EST

EDT

36C244 Department of Veterans Affairs Network Contracting Office 4 Services 2 1010 Delafield Rd Pittsburgh PA 15215

X

Y 561210 $47.0M N/A

N/A

Erie VAMC

135 East 38th Street Boulevard Erie PA 16504 36C244 Department of Veterans Affairs Network Contracting Office 4 Services 2 1010 Delafield Rd Pittsburgh PA 15215

Austin Payment Center Department of Veterans Affairs

PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429

See CONTINUATION Page This is a new requirement to provide maintenance Chemical Water Treatment (maintenance and service) to the Boilers & Chillers at the Erie VAMC in Erie, PA.

This is a SDVOSB set-aside. The solicitation will result in one Firm Fixed Price Purchase Order, and will be award as a Base Year, plus Four (4) 12-month Option Periods.

A site visit will be held on Tuesday 8/18/26 at 10:00AM EST.

See the Statement of Work and Schedule for complete Details.

WD: 2015-4223 Rev. 33, dated 5/13/2026 applies.

All questions must be emailed to the Contract Specialist at christopher.clements1@va.gov, no later than Wed, 8/20/2026 at 10:00 AM EST.

Quotes shall be submitted by email Wed, Aug 26, 2026 at 10:00AM EST to christopher.clements1@va.gov.

All quote submission requirements and evaluation factors can be found below in the RFO provisions 52.212-1 and 52.212-2.

See CONTINUATION Page

Jennifer Beiswenger Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Department of Veterans Affairs Network Contracting Office 4 Services 2 1010 Delafield Rd Pittsburgh PA 15215

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

All invoices shall be submitted to Tungsten at https://authentication.tungsten-network.com/login ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Annual Water System Analysis IAW SOW Section 4.0

Contract Period: Base POP Begin: 09-07-2026 POP End: 09-06-2027 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: H268 - Equipment and Materials Testing - Chemicals and Chemical Products

Monthly Heating & Steam, and Cooling System Maintenance IAW SOW Section 6.0 and Section 7.0

Contract Period: Base POP Begin: 09-07-2026 POP End: 09-06-2027

Monthly Legionella Testing, Remediation, and Adjustment IAW Section 7.0 (captures seasonal, monthly, quarterly, and annual requirements) Contract Period: Base POP Begin: 09-07-2026 POP End: 09-06-2027

Annual Water System Analysis

Contract Period: Option 1 POP Begin: 09-07-2027 POP End: 09-06-2028

Monthly Heating & Steam, and Cooling System Maintenance

Contract Period: Option 1 POP Begin: 09-07-2027 POP End: 09-06-2028

Monthly Legionella Testing, Remediation, and Adjustment IAW Section 7.0 (captures seasonal, monthly, quarterly, and annual requirements) Contract Period: Option 1 POP Begin: 09-07-2027 POP End: 09-06-2028

Annual Water System Analysis

Contract Period: Option 2 POP Begin: 09-07-2028 POP End: 09-06-2029

Monthly Heating & Steam, and Cooling System Maintenance

Contract Period: Option 2 POP Begin: 09-07-2028 POP End: 09-06-2029

Monthly Legionella Testing, Remediation, and Adjustment IAW Section 7.0 (captures seasonal, monthly, quarterly, and annual requirements) Contract Period: Option 2 POP Begin: 09-07-2028 POP End: 09-06-2029

Annual Water System Analysis

Contract Period: Option 3 POP Begin: 09-07-2029 POP End: 09-06-2030

Monthly Heating & Steam, and Cooling System Maintenance

Contract Period: Option 3 POP Begin: 09-07-2029 POP End: 09-06-2030

Monthly Legionella Testing, Remediation, and Adjustment IAW Section 7.0 (captures seasonal, monthly, quarterly, and annual requirements) Contract Period: Option 3 POP Begin: 09-07-2029 POP End: 09-06-2030

Annual Water System Analysis

Contract Period: Option 4 POP Begin: 09-07-2030 POP End: 09-06-2031

Monthly Heating & Steam, and Cooling System Maintenance

Contract Period: Option 4 POP Begin: 09-07-2030 POP End: 09-06-2031

Monthly Legionella Testing, Remediation, and Adjustment IAW Section 7.0 (captures seasonal, monthly, quarterly, and annual requirements) Contract Period: Option 4 POP Begin: 09-07-2030 POP End: 09-06-2031

Page 1 of Page 1 of B.3 Statement of Work Boiler and Chiller Chemical Water Treatment

1.0 Purpose

1.1 The Erie Pennsylvania Veterans Affairs Medical Center has a requirement for boiler and chiller chemical water treatment services at 135 West 38th Street, Erie, PA 16504.

1.2 Services will include both scheduled and unscheduled service visits as needed, to control scale, corrosion and microbiological growth, including Legionella, and chemical imbalance in all Erie Pennsylvania VAMC HVAC Mechanical, Boiler, Chiller and cooling tower water systems.

2.0 Facility Information:

2.1 Erie Pennsylvania Veterans Affairs Medical Center at 135 West 38th Street, Erie, PA 16504.

2.2 All work shall be performed during the normal daytime working hours of the boiler plant supervisor, Monday through Friday, excluding National Holidays. Normal working hours of the boiler plant supervisor are Monday through Friday and range from 7:00am- 5:00pm. Specific contact for the boiler plant supervisor and technical point of contact (TPOC) for each site will be furnished upon award.

National Holidays: The eleven holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Washington’s Birthday, Thanksgiving Day, Christmas. The VAMC will also observe any other holiday specifically declared by the President of the United States to be a National Holiday.

2.3 Facility Equipment Boiler/Chillers

2.3

2.3.1 Three (3) Williams- Davis fire tube boilers:

2.3.1.1 Boiler 1 rated at 200 Boiler Horsepower (BHP).

2.3.1.2 Boiler 2 rated at 400 Boiler Horsepower (BHP).

2.3.1.3 Boiler 3 rated at 400 Boiler Horsepower (BHP).

2.3.2 Two (2) centrifugal chillers:

2.3.2.1 Chiller 1 rated at 700 tons of cooling.

2.3.2.2 Chiller 2 rated at 700 tons of cooling.

2.3.3 Cooling towers:

2.3.3.1 Tower 1: 800 tons & 2100 GPM

2.3.3.2 Tower 2: 800 tons & 2100 GPM

2.3.4 Approximately 4800 gallons of chilled water capacity.

2.3.5 Boiler make up water is Erie, PA municipal water, softened and de-alkalized on site in the boiler plant. Boiler soft water makeup is approximately 1,400 gallons per day. Condensate return is approximately 80%. Boiler makeup water demand is dependent on condensate return system, humidification, and sterilization usage.

2.3.6 Chiller systems, cooling towers, and associated glycol systems shall be maintained to control corrosion, scale, fouling, microbiological growth, and glycol degradation. Cooling tower makeup water is Erie municipal water. Associated glycol systems shall be tested annually to identify inhibitors degradation products, contaminants, scale promoters, and corrosion.

3.0 General Requirements

3.1 The Contractor shall provide the following services:

3.1.1 Complete water treatment program services, which include all chemistry, reagents, test kits, corrosion coupons, laboratory services, training, tracking and reporting, and 4-hour emergency response for cooling towers, boilers, steam and condensate systems, feedwater systems, chiller systems, and associated glycol systems.

3.1.2 Seasonal cooling tower layup services, as applicable and as coordinated with the Boiler Plant Supervisor and/or Government POC.

3.1.3 Seasonal boiler layup service, including recommendations for wet and dry boiler lay-up procedures.

3.2 The Contractor shall designate a primary and alternate service representative for all services listed in this contract. This information shall be provided to the designated Government POC, and any changes are required to be reported immediately to the Government POC.

3.2.1 The Contractor’s representative(s) shall conduct scheduled site visits weekly during the first month of the contract, semi-monthly during months two and three, and monthly after three months.

3.3 The Contractor shall, when requested by facility, recommend commonly used chemical feed equipment and water testing analysis items. The Contractor shall provide all test equipment, test kits, reagents, corrosion coupons, containers, laboratory services and supplies necessary to perform the required water treatment program.

3.3.1 Facility is responsible for repairs and repair parts for permanent VA owned chemical feed equipment.

3.4 The Contractor shall only use FDA and USDA approved treatment products which meet required specifications for use in steam, heating and cooling systems, including 21 CFR 173.310 Boiler Water Additives where applicable, and which meet all local, state and federal environmental protection regulations. Chemicals shall have appropriate EPA registration where required.

3.4.1 The Contractor shall remove empty treatment product drums and containers from facility property immediately.

3.5 The Contractor shall follow all applicable local, state and facility guidelines when transporting, handling and storing treatment products.

3.6 The Contractor shall provide the applicable safety information and Safety Date Sheets (SDS) for all chemicals used during the performance of this contract. SDS sheets shall accompany each chemical delivery.

3.7 Laboratory Requirements

3.7.1 The Contractor shall be responsible for providing all required laboratory services for the life of the contract.

3.8 Laboratory services shall provide the following analyses:

3.8.1 Corrosion coupon

3.8.2 Deposit

3.8.3 Ion exchange resin

3.8.4 Metallurgical

3.8.5 Microbiological

3.8.6 Water

3.8.7 Legionella

3.8.8 Glycol Analysis

3.8.9 Boiler water chemistry analysis

3.8.10 Condensate analysis

3.8.11 Soft water and makeup water analysis

3.9 The laboratory shall be equipped with the following items:

3.9.1 Atomic Absorption Spectrophotometer (AA)

3.9.2 Fluorescence

3.9.3 Gas Chromatograph/Mass Spectrometer (GCMS)

3.9.4 High-Pressure Liquid Chromatograph (HPLC)

3.9.5 Infrared Spectrophotometer (IR)

3.9.6 Microscopes

3.9.7 Nuclear Magnetic Resonance Spectrophotometer (NMR)

3.9.8 Particle Size Analyzer

3.9.9 Scanning Electron Microscope-Energy Dispersive Spectroscope (SEM-EDS)

3.9.10 Spectrophotometer

3.9.11 X-ray

4.0 Water System Analysis

4.1 The Contractor shall perform a complete water system analysis and provide a written report of the results to the Technical Point of Contact (TPOC), Boiler Plant Supervisor within 30 days. The written report shall be sent via email. This annual analysis does not replace the monthly testing, monitoring, reporting, Legionella testing, glycol testing, or corrosion coupon requirements stated elsewhere in this SOW.

4.2 The analysis will include the following information:

4.2.1 Alkalinity

4.2.2 Chemical treatment residuals

4.2.3 Chlorides

4.2.4 Conductivity

4.2.5 Control maximum and minimum ranges for cycles of concentration

4.2.6 Coupon or probe corrosion rate

4.2.7 Dissolved solids

4.2.8 Maximum and minimum product usage range guidelines

4.2.9 Maximum evaporation rate

4.2.10 Microbial count

4.2.11 pH

4.2.12 Water hardness

4.2.13 Dissolved Oxygen

4.2.14 Silica

4.2.15 Suspended solids

4.2.16 Sulfite

4.2.17 Phosphate

4.2.18 Iron

4.2.19 Copper

4.2.20 Glycol inhibitor concentration, pH, degradation products, contaminants, scale promoters, and corrosion indicators.

4.2.21 Legionella screening and laboratory testing results, as applicable.

4.3 The Contractor shall maintain a trend analysis record of all test results that it collects throughout the life of the contract.

4.3.1 A trend analysis report shall be made available in the 1st week of each new quarter to the TPOC, Boiler Plant Supervisor, Government POC, and a trend analysis summary report shall be made available within 2 weeks of a new period of performance.

4.3.2 The contractor shall design and submit a complete water treatment and quality control program for designated steam boilers, steam and condensate systems, feedwater systems, chillers, cooling towers, and associated glycol systems for Government review and approval. Upon Government acceptance, the Contractor shall implement the approved program.

5.0 Heating and Steam System Requirements

5.1 The Contractor shall conduct monthly inspections to determine and maintain the appropriate chemical feed, blowdown and makeup water rates for all designated boiler plant, steam, condensate, and feedwater systems to ensure proper operation.

5.2 Facility shall provide the Contractor seven days’ notice to schedule an inspection visit and will have the system open for inspection and a facility representative available, if needed.

5.3 The Contractor’s inspections shall include a visual inspection, water analysis, review of daily logs of tests performed by VA personnel, and any treatment regimen changs or recommendations.

5.4 The Contractor shall notify the TPOC immediately upon discovery of any condition that presents an immediate risk to system operation, equipment integrity, or patient care. All other mechanical or treatment related deficiencies and recommendations shall be documented in the monthly inspection reports.

5.5 The Contractor shall provide an electronic written report (PDF format via email) of each month’s test results to the TPOC and Boiler Plant Supervisor within ten (10) business days following the completion of the monthly testing.

5.6 The Contractor shall provide the TPOC and Boiler Plant Supervisor with recommendations for changes to equipment or the service regimen that would improve system efficiency.

5.7 The Contractor shall verify facility inbound water supply, makeup water, soft water, feedwater, boiler water, and condensate test results using Contractor owned test equipment. The test results will include readings for conductivity, hardness, alkalinity, chlorides, pH, dissolved oxygen, total dissolved solids, suspended solids, silica, sulfite. Phosphate, iron copper, and amine residuals, as applicable.

5.8 The Contractor shall perform feed water analyses to determine and maintain a proper chemical feed level. This will maximize cycles of concentration and reduce chemical products and energy costs. Feedwater dissolved oxygen shall not exceed 7 parts per billion. If feedwater dissolved oxygen exceeds 12 parts per billion, the Contractor shall provide a recommendation to VA boiler plant personnel that the deaerator must be inspected and repaired.

5.9 The Contractor shall monitor condensate steam lines to identify corrosion and develop an effective chemical treatment plan which results in a minimum of corrosion exposure and damage.

5.9.1 This shall be conducted using appropriate corrosion coupons, when warranted by the results of vacuum deposit testing. Corrosion coupons from condensate lines shall be tested once per year and report shall be provided to the TPOC and Boiler Plant Supervisor.

5.9.2 If ferric type deposits are discovered, the Contractor shall adjust their treatment regimen accordingly to eliminate the deposits.

5.9.3 All treatment regimen adjustments require facility approval.

5.10 The Contractor shall have available the chemical treatment products required for preparation of heating systems for wet and dry standby, or for the lay-up of boilers for long periods of non-use.

5.11 The Contractor shall have available to them, at a minimum, the following boiler, steam, condensate, and feedwater system chemical treatment products:

5.11.1 Antifoam

5.11.2 Coordinated phosphate/polymer treatment

5.11.3 Sulfite oxygen scavenger

5.11.4 Amine treatment for condensate pH control

5.11.5 Alkalinity booster/control

5.11.6 Boiler polymer dispersant

5.11.7 Corrosion inhibitor, as required

5.11.8 Softener salt to maintain softener brine tank throughout the year

5.11.9 Resin cleaner, if required

5.11.10 Test reagents and titration supplies necessary to verify treatment performance

5.12 The Contractor shall test and treat to maintain levels at the following recommended ranges:

Boiler Plant Systems

Suspended solids

Not to exceed 350 ppm

Monthly

Feed Water, Condensate and Softener Systems:

Monthly

5.13 Condensate pH shall be tested at representative condensate receivers throughout the facility at least twice per year, with sampling locations varied annually.

6.0 Cooling System Requirements

6.1The Contractor shall conduct monthly inspections to determine and maintain the appropriate chemical feed, blowdown and makeup water rates for all designated cooling systems, chillers, cooling towers, associated glycol systems, and associated equipment to ensure proper operation.

6.2 Facility shall provide the Contractor seven days’ notice to schedule an inspection visit and will have the system open for inspection and a facility representative available, if needed.

6.3 The Contractor’s monthly inspections shall include a visual inspection, water analysis, chemical level analysis, bacteria monitoring, including Legionella screening, glycol system monitoring as applicable, corrosion monitoring, and any treatment regimen changes or recommendations.

6.4 The Contractor shall report any system mechanical or treatment related problems, or potential problems, to the TPOC and Boiler Plant Supervisor.

6.5 The Contractor shall provide a written report of each month’s test results to the TPOC within 10 business days of testing.

6.6 The Contractor shall provide the TPOC and Boiler Plant Supervisor with recommendations for changes to equipment or the service regimen that would improve system efficiency. Any equipment repairs, or alterations made to the system are the responsibility of The Erie VAMC unless otherwise authorized by the Contracting Officer.

6.7 Facility is responsible for all permanent VA owned chemical feed equipment repairs and repair parts. Contractor owned containers, test equipment, reagents, test kits, corrosion coupons, and treatment supplies shall remain the responsibility of the Contractor.

7.0 Legionella Testing

7.1 In the event of a positive Legionella test result, the Contractor shall provide disinfection support, chemicals, technical guidance, and documentation for unscheduled cooling tower/chiller system cleaning and remediation.

7.2 The Contractor shall provide chemical treatment support for up to a total of six additional cooling tower cleanings/remediations each year. The additional remediation guidelines are as follows:

** Legionella samples must adhere to the following requirements:

1. Sampling of each cooling tower for Legionella by culture methodology must be performed within 7 days of startup and every 90 days during periods when the cooling tower is operational or operational-ready (i.e., cleaned, disinfected, full of water and ready for operation).

2. At a minimum, samples must be collected from each basin/sump, and the supply to and return from the chiller(s). If the chillers are on a common header, only one sample is required.

3. At the time that cooling tower water samples are collected for Legionella detection, also collect the following information for each sample: pH, biocide level and temperature.

4. Once collected, samples are to be processed for Legionella detection by a testing laboratory with proficiency in microbial testing of cooling tower water using Legionella culture method (not PCR).

36C24426Q0890

8.0

Culture Process Triggered by Test Results

to <1000 CFU/mL

· Review system operations including chemical treatment system.

· Perform immediate Remediation for cooling towers:

· Remediation for cooling towers. Treat the cooling tower water system with either a different biocide or a similar biocide at an increased concentration than what is currently used. Treatment must be maintained for a minimum of 2 hours, or longer if required to ensure the chemical is circulated throughout the system fully.

· For chlorine treatment, the pH should be 7.0 – 7.6; and for bromine treatment, the pH should be 7.0– 8.7. For higher pH values treatment times may need to be extended.

· Stabilized halogen products should not be used for remediation or disinfection.

· Retest the cooling tower 3-7 days after completion of Remediation. If retest is ≥10 CFU/ml and <1000 CFU/ml, repeat Remediation for cooling tower (at increased concentrations) and retest at same interval until <10 CFU/ml is attained. If retest is ≥1,000 CFU/ml see Level 3 instructions.

· Submit a report containing all test results, description of actions taken, PPE used for remediation, materials and equipment used for remediation.

CFU/mL

· Review system operations including chemical treatment system.

· Perform immediate Disinfection for cooling towers:

· Disinfection for cooling towers. Dose cooling tower water system with a minimum of 10 mg/L of free residual halogen and dispersant for at least eight hours. Then the system is drained and flushed with clean water and the wetted surfaces are cleaned (cooling tower sump, fill, drift eliminators, etc.). Following this, the system is refilled, dosed to 1 to 5 mg/L of free residual halogen and circulated for 30 minutes, then drained. Finally, the system is refilled, routine treatment is re-established, and retesting is done for verification of treatment.

· For chlorine treatment, the pH should be 7.0 – 7.6; and for bromine treatment, the pH should be 7.0 – 8.7. For higher pH values treatment times may need to be extended.

· Stabilized halogen products should not be used for remediation or disinfection.

· Retest the cooling tower 3-7 days after Disinfection. If retest is ≥10 CFU/ml and <1000 CFU/ml, conduct Remediation for cooling tower and retest at same interval until <10 CFU/ml is attained. If retest is ≥1000 CFU/ml: Immediately perform Disinfection for cooling tower at an increased concentration/duration AND retest and repeat actions until <10 CFU/ml is attained.

· Submit a report containing all test results, description of actions taken, PPE used for remediation, materials and equipment used for remediation.

8.0 Water System Biological Growth

8.1 The Contractor shall provide treatments to control water system biological growth. This shall include the use of biocides, algicides, chlorine and bromine in the cooling towers, and corrosion, dispersants and biocide in the chilled water-cooling system. In the event of high biological growth, the contractor shall temporarily change the water treatment protocol per the following guidelines:

CFU/mL

· Maintain water chemistry and biocide levels.

CFU/ml to <100,000 CFU/mL

· Within 8 hours, increase the biocide concentration and/or chemical treatment to mitigate the issue. Magnitude of increase in level and duration must be documented with basis of review and decision.

· Review treatment program and facility plan and revise as required; retest water within 3-7 days.

· Continue retesting and interpret in accordance with this Table until level 1 is reached.

· Submit a report containing all test results, description of actions taken, PPE used for remediation, materials and equipment used for remediation.

CFU/mL

· Within 8 hours, increase the biocide concentration and/or chemical treatment to mitigate the issue. Magnitude of increase in level and duration must be documented with basis of review and decision.

· Within one week, perform remediation of the cooling tower by removing cooling tower from service, hyperhalogenating, cleaning, and flushing.

· Review treatment program and facility plan and revise as required; retest water within 3-7 days.

· Continue retesting and interpret in accordance with this Table until level 1 is reached.

· Submit a report containing all test results, description of actions taken, PPE used for remediation, materials and equipment used for remediation.

8.2 The Contractor shall check the adjustment on the tower basin float valves and report any malfunctions to the TPOC and Boiler Plant Supervisor.

8.3 The Contractor shall monitor the tower water system for corrosive conditions and develop an effective treatment regimen which limits corrosion exposure and damage.

8.3.1 Monitoring shall include corrosion coupons. The Contractor shall remove and replace mild steel and copper corrosion coupons twice per year, submit used corrosion coupons to a certified laboratory for corrosion rate analysis, and provide the corrosion rate analysis results to the TPOC and Boiler Plant Supervisor with recommendations for chemical adjustments, if applicable. The Contractor shall maintain a supply of new corrosion coupons on-site to ensure uninterrupted monitoring.

8.4 The Contractor shall provide water analysis of makeup water to ensure an effective chemical treatment regimen is being used. Cooling tower makeup water is Erie municipal water.

8.5 If the draining of a water tower is necessary, the Contractor shall provide the chemicals required for layup treatment and advise the TPOC and Boiler Plant Supervisor on any mechanical requirements needed to maintain system integrity.

8.6 The Contractor shall inspect the cooling towers before season start-up, during high-load, and during end of season shutdown, and monthly as required. Cooling tower inspection shall include review for scale, corrosion, fouling, biological growth, Legionella related risks conditions, and operational issues affecting chemical treatment performance.

8.6.1 Inspection shall be performed according to the following schedule:

Inspect and the tower sump of debris and buildup

Check the integrity of the tower sump, spray nozzles and distribution plates X

X

Recharge condenser system with treated water, if stored wet, to prevent the formation of corrosion

Adjustment of float valves to maintain proper basin water level

X

Check the spray nozzles, distribution plates and main pump intake for fouling or obstruction

X

X

X

Inspection, cleaning and adjustment of the flow control valve(s) and equalization valve(s)

Inspect and clean chemical injection quills

X

X

X

Inspect and clean strainers

X

8.7 The Contractor shall have available to them, at a minimum, the following cooling system chemical treatments:

8.7.1 Bromine, or blend

8.7.2 Condenser scale corrosion inhibitor

8.7.3 End of season lay-up (sodium silicate, sodium polyacrylate, organic corrosion inhibitor)

8.7.4 Nitrate, non-oxidizing biocide and iron dispersant for closed-loop systems

8.7.5 Non-acid chemistry program

8.7.6 Non-oxidizing biocide/algicide

8.7.7 Oxidizing biocide chlorine

8.7.8 Glycol treatment and inhibitor products, as required

8.7.9 Scale and corrosion inhibitor for chiller/cooling tower systems

8.7.10 Primary oxidizing biocide

8.7.11 Non-oxidizing biocide

8.7.12 Dispersant

8.8 The Contractor shall test and treat to maintain levels at the following recommended ranges:

Cooling Tower Makeup Water:

Cooling Tower Systems - Automatic Blow Down Controls:

Chilled Water Loop Systems:

8.9 The Contractor shall annually test, collect, and analyze chiller glycol samples to identify inhibitors, degradation products, contaminants, scale promoters, and corrosion present. Annual chiller glycol results shall be used to inform the Boiler Plant Supervisor and TPOC adjustments needed to ensure glycol is at full performance level.

9.0 VA Healthcare Directives

1.1 The Contractor shall comply with the requirements of the following VA Healthcare Directives:

9.1.1 Tuberculosis Screening- VHA Directive 2011-036, Safety and Health During Construction. Contractors must certify annually to the TPOC(s) that all Contractor employees working at VAPHS facilities have documented screening for latent Tuberculosis within the last 12 months. If screening for latent Tuberculosis is positive, clearance from a physician is required prior to working at VAPHS. Contractor employees that fail to meet this requirement will not be permitted to work at VAPHS facilities and may be asked to leave VAPHS property without notice until the requirement is met.

9.1.2 Seasonal Influenza Vaccination - VHA Directive 1192, Seasonal Influenza Prevention Program for VHA Health Care Personnel. Contractor will certify annually to the TPOC(s) that all employees working at VAPHS facilities have received a seasonal influenza vaccination.

10.0 Privacy Requirements:

10.1 The TPOC is responsible for ensuring that all Contractors comply with physical security policies. A compliant ID badge must be always worn by Contractors while on VA premises.

10.2. Contractors may not have access to the VA network or any VA sensitive information under this contract. All Contractors must receive Privacy training annually using one of the following methods:

10.3 Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/SecureAuth35/).Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The TPOC must ensure that all contractors are validated in the PIH domain.

10.4 Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to TPOC. Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the TPOC.

11.0 Records Management Requirements

11.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

11.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

11.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

11.4 VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

11.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

11.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

11.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

11.8 The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

11.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11.10 The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark, or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable;

(D) Contractor point of contact; and

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(5) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by FAR part 33 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see FAR part 32).

(iv) If a…