Sources Sought - Lebanon VAMC.pdf

The following is a Sources Sought/Request for Information notice. This posted notice is not a Pre- Solicitation or Solicitation document. The government is not currently soliciting bids, quotes or proposals at this time; however, reserves the right to do so at a later date. The Lebanon VAMC in Lebanon, PA 17042 is seeking potential sources for the following services for Chiller and Boiler Chemical Treatment.

ALL WORK TO BE COMPLETED AT THE FOLLOWING LOCATION:

Lebanon VAMC 1700 S Lincoln Avenue Lebanon, PA 17042

ALL INTERESTED PARTIES MUST ALSO HAVE AN ACTIVE REGISTRATION IN THE SYSTEM

FOR AWARD MANAGEMENT (SAM) DATABASE. TO REGISTER, PLEASE VISIT

WWW.SAM.GOV.

Responses to this notice shall include:

Company Name Address Point of Contact Phone Number Email Address UEI Number CAGE Code Tax ID Number

** Note: In accordance with the U.S. Supreme Court decision regarding Kingdomware, service disabled veteran owned (SDVOSB) and veteran owned (VOSB), who are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services shall be verified in Veteran Small Business Certification (VetCert) as follows to be considered: https://veterans.certify.sba.gov/

Process in 38 U.S.C. 8127(d) whereby a contracting officer of the “Department ” shall award contracts on the basis of competition restricted to small business concerns owned and controlled by veterans, if the contracting officer has a reasonable expectation that two or more small business concerns owned and controlled by veterans will submit offers, and that the award can be made at a fair and reasonable price that offers the best value to the United States.” For purposes of this VA specific rule, a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB), must meet the eligibility requirements in 38 U.S.C. 8127(e), (f) and VAAR subpart 819.7003 and be listed as verified in the Vendor Information Pages (VIP) database.

Please provide answers to all questions below regarding your firm’s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 541620:

1. Is your business a small business under NAICS 541620? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ______ NO ______

4. Is you firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS schedule for these items? YES______ NO______

Schedule Number: ___________________

Expiration Date: _____________________

Please provide a capability statement as well as any relevant literature addressing your organizations ability to supply the required items. Also, please include a point of contact name, phone number and email address.

Note: Questions regarding this notice should be addressed to Jennifer Beiswenger via email only. NO

PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Please submit all responses to this notice via e-mail to:

Jennifer Beiswenger Contract Specialist Jennifer.Beiswenger@va.gov

Responses to this Sources Sought Notice are required by no later than Monday, January 06, 2025 at 12:00 pm EST.

STATEMENT OF WORK

1.0 Scope of Work: The contractor shall provide all labor, materials, equipment, supervision and quality assurance necessary to perform services. The contractor shall provide all chemical products and technical exper se necessary for op mum performance of the chilled water system, the boilers, and associated steam distribu on system. Preventa ve maintenance shall include both scheduled and unscheduled visits as needed, to control scale, corrosion, and microbiological growth in all water systems.

Campus Informa on:

Lebanon VA Medical Center 1700 South Lincoln Ave Lebanon, Pa 17042.

All work shall be conducted Monday through Friday between the hours of 7:00am and 4:00pm excluding federal holidays.

2.0 Equipment

Three (3) High Pressure steam water tube boilers o Rated at 20,000 lbs/hr o Annual Make‐up volume: 1 million gallons o Annual lbs of steam: 100 million pounds of steam

Two (2) Centrifugal Chillers o Rated at 1,000 tons (with roof‐top cooling towers) o Total Volume: 2000 Gallons o Annual Make‐up Volume: 6.5 million gallons

Volume of Closed loop: 15,000 gallons

3.0 General Requirements: The Contractor shall provide the following:

3.1 The contractor shall provide all labor, materials, equipment, supervision, and quality assurance necessary to perform a complete water treatment program service contract.

Which shall include all chemical products, reagents, annual training, delivery service to Lebanon VAMC provided storage tanks, monthly comprehensive site service (at a minimum), tracking, repor ng, and technical exper se necessary for op mum performance of the chilled water system, the boilers, and associated steam distribu on system.

3.1.1 The contractor shall provide the Water treatment Program Services PRODUCTS por on of this contract (see above), unless otherwise noted in this statement of work (SOW), on a monthly firm‐fixed price cost basis.

3.1.2 Any addi onal water treatment program products provided up to ten (10) percent above the monthly firm‐fixed price shall be provided at Contractor expense.

3.1.3 Addi onal water treatment program products costs above ten (10) percent shall be acquired via other means by the government.

3.2 The Contractor shall designate a primary and alternate service representa ve for Lebanon VA Medical Center, for all services listed in this contract.

3.2.1 The Contractor’s representa ve(s) shall conduct scheduled site visits once per month and will also provide 24‐hour emergency products and services as needed. The number of monthly treatments required shall vary.

3.2.2 The Contractor shall, when requested by Lebanon VA Medical Center, recommend commonly used chemical feed equipment and water tes ng analysis items.

3.2.3 Feed and tes ng items will be purchased via other means by the Government.

3.2.4 Lebanon VAMC is responsible for all chemical feed equipment repairs and repair parts.

3.2.5 The Contractor shall only use FDA and USDA approved treatment products which meet required specifica ons for use in steam, hea ng and cooling systems, and which meet all local, state and federal environmental protec on regula ons.

3.2.6 The Contractor shall deliver and transfer all chemical treatment products directly to approved Lebanon VA Medical Center storage containers located at the facili es’ boiler and chiller plants.

3.2.6.1 No shipping of chemical treatment products to Lebanon VA Medical Center Campus is permi ed.

3.2.6.2 Lebanon VA medical Center employees shall not be permi ed to handle chemical treatment products or to accept chemical treatment products that have been shipped.

3.2.6.3 Reagent kits may be shipped to Lebanon VA Medical Center boiler and chiller plant loca ons.

3.2.6.4 The Contractor shall remove empty treatment product drums and containers from Lebanon VA Medical Center property.

3.2.6.5 The Contractor shall follow all applicable local, state and Lebanon VA Medical Center guidelines when transpor ng, handling and storing treatment products.

3.2.6.6 The Contractor shall provide the applicable safety informa on and Material

Safety Data Sheets (MSDS) for all chemicals used during the performance of this contract.

3.3 Water System Analysis

3.3.1 Upon award of the contract, and annually therea er, the Contractor shall perform a complete water system analysis and provide a wri en report of the results to the Boiler Plant Supervisor (717)272‐6621, ext. 4710.

3.3.2 The analysis will include the following informa on:

Alkalinity Chemical treatment residuals Chlorides Conduc vity

Control maximum and minimum ranges for cycles of concentra on Coupon or probe corrosion rate Dissolved solids Maximum and minimum product usage range guidelines Maximum evapora on rate Microbial count pH Water hardness

3.4 Laboratory Requirements:

3.4.1 The contractor shall be responsible for providing all required laboratory services for the life of the contract.

3.4.2 At a minimum, laboratory services shall provide the following analysis:

Corrosion Coupon

Deposit

Ion exchange resin

Metallurgical resin

Microbiological

Water

3.5 Test Kits and Reagents:

3.5.1 The contractor shall provide the Lebanon VA Medical Center with the test kits and reagents needed to perform tes ng of the following parameters:

Alkalinity

Free and total chlorine

Iron

Nitrate

Organophosphate pH calibra on solu ons pH test reagents

Sulfite

TDS boiler conduc vity standard (3,000 Micromhos)

Total dissolved hardness

3.6 Hea ng and Steam System Requirements:

3.6.1 The contractor shall conduct monthly inspec ons to determine and maintain the appropriate chemical feed, blowdown, and makeup water rates for all designated steam and hot water systems to insure proper opera on.

3.6.2 The contractors’ monthly inspec ons shall include a visual inspec on, water analysis, and any treatment regimen changes or recommenda ons.

3.6.3 The contractor shall report any system mechanical, or treatment related problems, or poten al problems to the Boiler Plant supervisor (717)272‐6621, ext. 4710.

3.6.4 The contractor shall provide a wri en report of each months’ test results to the Boiler Plant supervisor within ten (10) business days a er tes ng.

3.6.5 The contractor shall provide the Boiler Plant supervisor (717)272‐6621, ext.

4710 with recommenda ons for changes to equipment or the service regimen that would improve system efficiency.

3.6.5.1 Any equipment repairs, or altera ons made to the system are the responsibility of Lebanon VA Medical Center.

3.7 Addi onal inspec ons may be requested and performed a er gaining approval from the Lebanon VA Medical Center.

3.8 The Contractor shall perform feed water analysis to determine and maintain a proper chemical feed level. This will maximize cycles of concentra on and reduce chemical product and energy costs.

3.9 The contractor shall monitor condensate steam lines to iden fy corrosion and develop an effec ve chemical treatment plan which results in a minimum of corrosion exposure and damage.

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

3.9.2 All treatment regimen adjustments shall require Lebanon VA Medical Center approval.

3.10 The contractor shall provide, at a minimum, the following hea ng and steam system chemical treatment products:

Alkalinity Control (Caus c)

Corrosion Inhibiter

Oxygen scavenger (Sulfite) pH control (condensate corrosion inhibitor)

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

Control Test Recommended Range Frequency

Boiler Systems’ Automa c Blow Down Controls:

Conduc vity < 5000 umhos Monthly

Phosphonate/Polymer 1‐2 ppm phosphonate Monthly

Sulfite 50‐70 ppm SO3 Monthly

P‐Alkalinity 400‐600 ppm Monthly

Feed Water, Condensate and So ener Systems:

Conduc vity 250 umhos maximum Monthly pH 8.0‐9.0 pH Monthly

Hardness 0 ppm Monthly

Iron < .3 ppm Monthly

3.12 Cooling System Requirements

3.12.1 The contractor shall conduct monthly inspec ons to determine and maintain the appropriate chemical feed, blowdown and makeup water rates for all designated cooling systems, chillers and associated equipment to insure proper opera on.

3.12.2 The contractors’ monthly inspec ons shall include a visual inspec on, water analysis and any treatment regimen changes or recommenda ons.

3.12.3 The contractor shall report any system mechanical, or treatment related problems, or poten al problems, to the Boiler Plant supervisor.

3.12.4 The Contractor shall provide a wri en report of each months’ test results to the Boiler Plant supervisor (717)272‐6621, ext. 4710 within ten (10) business days of tes ng.

3.12.5 The contractor shall provide the Boiler Plant supervisor (717)272‐6621, ext.

4710 with recommenda ons for changes to equipment or the service regimen that would improve system efficiency. Any equipment repairs, or altera ons made to the system are the responsibility of the Lebanon VA Medical Center.

3.12.6 Lebanon VA Medical Center is responsible for all chemical feed equipment repairs and repair parts.

3.12.7 Addi onal inspec ons may be requested and performed a er gaining approval from the Lebanon VA Medical Center.

3.12.8 The contractor shall monitor the tower water system for corrosive condi ons and develop an effec ve treatment regimen, which limits corrosion exposure and damage.

3.12.8.1 Monitoring shall require the use of corrosion coupons.

3.13 The contractor shall provide water analysis of makeup water to ensure an affec ve chemical treatment regimen is being used.

3.14 The contractor shall provide, at a minimum, the following cooling system chemicals.

Condenser scale corrosion inhibitor.

Nitrate, non‐oxidizing biocide and iron dispersant for closed‐loop systems.

3.15 Legionella test performed once annually of the tower water.

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

Control Test Recommended Range Frequency Cooling Tower Systems - Automatic Blow Down Controls:

Conductivity 800-1000 umhos Monthly Scale/corrosion inhibitor Per recommendations Monthly Hardness Per recommendations Monthly Iron < 0.2 Monthly Bacterial cultures < 10,000 cfu Monthly

3.17 Water Treatment Program Training Requirement

3.17.1 The contractor shall provide Lebanon VA Medical Center with annual water treatment program training.

The training will be provided at the Lebanon VA Medical Center and will address the compa bility of the chemical treatment products used, and the overall importance of having an effec ve water treatment program.

3.18 The contractor shall make the training available to the Lebanon VA Medical Center on‐ line and will issue cer ficates of comple on to individuals that have completed the training.

3.19 Contract Award Mee ng

3.19.1 A kick‐off mee ng with the customer is required prior to the start of performance. This kick‐off mee ng shall be scheduled within 10 days a er award of the contract or alternate me as approved by the Government.