Sources Sought - Wilmington 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. Wilmington VAMC in Wilmington, DE 19805 is seeking potential sources for the following services for Chiller and Boiler Chemical Treatment.

ALL WORK TO BE COMPLETED AT THE FOLLOWING LOCATION:

Wilmington VAMC 1601 Kirkwood Hwy Wilmington, DE 19805

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.

http://www.sam.gov/ https://veterans.certify.sba.gov/

Please provide answers to all questions below regarding your firm’s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 238220:

1. Is your business a small business under NAICS 238220? 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 Wednesday, August 27, 2025, at 12:00 pm EST.

mailto:Jennifer.Beiswenger@va.gov

STATEMENT OF WORK

The contractor shall provide all chemical products and technical expertise necessary for optimum performance of the chilled water system, boiler plant, and associated steam distribution system. Preventative maintenance shall include both scheduled and unscheduled visits as needed, to control scale, corrosion, and microbiological growth in all water systems.

PLACE OF PERFORMANCE:

Wilmington, DE VA Medical Center (VAMC) 1601 Kirkwood Hwy Wilmington, DE 19805

All work shall be performed during the normal working days and hours of the Wilmington, DE VAMC chiller plant and boiler plant. These normal working days are Monday through Friday, excluding national holidays. Normal working hours for the chiller/boiler plant are from 7:00am- 5:00pm. The Wilmington, DE VAMC chiller plant supervisor and technical point of contact (TPOC) 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, any other holiday specifically declared by the President of the United States to be a national holiday.

DESCRIPTION:

The contractor shall provide all the necessary resources to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The chemical water treatment contractor shall provide all supplies and technical advisory services for proper chemical treatment of the chiller plant and boiler plant water to achieve specified results.

ESTIMATED PERIOD OF PERFORMANCE:

Base Year: 11/1/2025 - 10/31/2026 Option Year 1: 11/1/2026 - 10/31/2027 Option Year 2: 11/1/2027 - 10/31/2028 Option Year 3: 11/1/2028 - 10/31/2029 Option Year 4: 11/1/2029 - 10/31/2030

1.0 EQUIPMENT:

The Wilmington DE VAMC has three (3) 300-ton Trane Centrifugal water-cooled chillers and a cooling tower. The approximate chilled water circuit capacity is 7,000 gallons and a condenser water circuit of approximately 6,000 gallons. The yearly average make-up water is approximately 4,000,000 gallons. Boiler Plant: Three (3) Cleaver Brooks Water Tube boilers at

18,000 /hr. and One (1) Cleaver Brooks Fire Tube boiler at 12,000 /hr. Annual Make-up water volume: 4 million gallons. Annual lbs. of steam usage: 65 million pounds of steam.

2.0 CHILLER PLANT AND BOILER PLANT CHEMICALS AND TESTING SUPPLIES

2.1 The contractor shall provide all chemicals, test kits, test reagents, corrosion coupons, transportation, and instructional materials as necessary to comply with all contract requirements. All deliveries shall be to the chiller/boiler plant supervisor or his/her designate.

2.2 Chelant-based chemicals are not permitted.

2.3 All chemicals utilized must conform to FDA guidelines: CFR 21, 173.310, BOILER WATER

ADDITIVES PERMITTED IN PLANTS WERE STEAM CONTACTS FOOD. In addition, the chemicals shall conform to all local, state, and federal government regulations on water pollution and have appropriate EPA registration. The VAMC utilizes boiler steam for food preparation and for humidification.

2.4 The contractor shall furnish chemicals that are compatible with piping system components and connected equipment of the central chiller plant.

2.5 System Cleaner: Liquid alkaline compound with emulsifying agents and detergents to remove grease and petroleum products from the central chiller plant.

2.6 Biocide: Chlorine release agents or microbicides.

2.7 Closed-Loop, Water Piping Chemicals: Sequestering agent to reduce deposits and adjust pH, corrosion inhibitors, and conductivity enhancers.

2.8 Open-Loop, Condenser Water Piping Chemicals: Sequestering agent to inhibit scaling, acid to reduce alkalinity and pH, corrosion inhibitor, and biocide.

2.9 The contractor shall furnish on-site chemical storage containers with secondary containment. The contractor shall provide a bulk delivery service which delivers the chemicals directly into the onsite storage containers with no assistance necessary from VA employees other than to provide access.

2.10 All existing chemicals which are suitable for the contract program shall be utilized prior to the use of any new chemicals.

2.11 The contractor shall submit MSDS sheets to the TPOC for all chemicals utilized during the performance of services under this contract. The MSDS sheets shall accompany delivery of the chemicals.

2.12 All chemical containers shall be labeled with complete information on contents and shall be returnable, Containers with missing labels shall be removed from the site. All containers remain the property of the contractor and must be immediately removed from the site when they are no longer needed at the site.

2.13 Electrical Components, Devices, and Accessories must be listed and labeled as defined in

NFPA 70, Article 100, by a testing agency acceptable to authorities having jurisdiction, and marked for intended use.

2.14 The contractor shall provide complete chemical water treatment systems for both the closed loop chilled water and the open loop cooling tower water.

2.15 The contractor shall provide chemicals as required to control scale, corrosion, biological fouling, and biological foaming in the central chiller plant.

2.16 The contractor shall coordinate tap and sensor locations with drawings and the water treatment manufacturer’s requirements.

2.17 The contractor shall provide supervision of the water treatment program including on-the-spot analysis of all systems treated with submissions of written reports to the chiller plant supervisor or his/her Technical Point of Contact (TPOC) stating current conditions and recommendations for maintaining optimal controls. This shall be performed monthly.

2.18 The contractor shall repair or replace all chemical lines that might end up being compromised such as pin holes from chemicals.

2.19 The contractor shall repair or replace all check valves that are associated with treatment system if they start failing.

2.20 The contractor to replace or rebuild failing chemical pumps if not working properly.

2.21 The contractor shall establish a layer of magnetic iron oxide (black or dark gray in color) on all steel surfaces as a corrosion barrier.

3.0 PERFORMANCE REQUIREMENTS: CHILLER PLANT

3.1 The contractor shall maintain water quality for Chiller systems that control corrosion and buildup of scale and biological growth for maximum efficiency of installed equipment without posing a hazard to operating personnel or the environment.

3.2 The contractor shall base chemical treatment performance requirements on the quality of water at the Erie, PA VAMC Chiller system equipment material and operating personnel capabilities, and the capability of personnel and guidelines of authorities having jurisdiction at the project site.

3.3 Closed System: Maintain system essentially free of scale, corrosion, and fouling to sustain the following water characteristics:

3.4 Conductivity: 1200 to 2500 ohms (nitrite raises system conductivity).

3.5 Acceptable pH: Not less than 7.5 or greater than 8.5 10.0 (except for piping flush and clean step where the pH level is in the alkaline range of 9.5 to 10.5).

3.6 Hardness: < 5 ppm. (when closed loops have soft water make-up water)

3.7 Condenser Water, Medium-to-Large Cooling Tower System: Maintain system essentially free of scale and total suspended solids to sustain the following water characteristics:

3.8 Silica ASTM D 859

3.9 Acidity and Alkalinity ASTM D 1067

3.10 Iron ASTM D 1068

4.0 ON-SITE SERVICE: RELATING TO THE CHILLER PLANT

4.1 The contractor shall provide complete written instructions, supplemented by oral instructions and demonstrations, to chiller plant personnel for their performance of routine water tests and for feeding the chemicals into the systems. The instructions cover all aspects of safe chemical handling and safe and accurate testing, and proper chemical feed quantities and methods to suit the plant operating parameters and water treatment performance requirements.

4.2 As a minimum, the contractor shall perform the following tests monthly for the chiller plant, provide complete written reports with all test results and recommendations, and review reports with the chiller plant supervisor:

4.3 Condensate return systems: pH' hardness, dissolved iron and copper, total dissolved solids (conductivity), amine. Condensate conductivity at a steam trap near the boiler steam outlet. Test the condensate for pH at representative samples of condensate receivers throughout the facility at least twice per year. Vary the sample sites every year.

4.4 Make-up water including soft water, water from dealkalyzer: pH, alkalinity, hardness, total dissolved solids, suspended solids, and silica.

4.5 Continuous blowdown systems: Check calibration and settings monthly.

4.6 The contractor shall visit the plant weekly during the first three months of a new contract.

4.7 After three months, the contractor shall visit the plant monthly, perform tests listed above, and review daily logs of tests performed by chiller plant personnel.

4.8 The contractor shall discuss the test results with the chiller plant supervisor and provide recommendations on treatment methods and consult on chiller plant systems problems as requested.

4.9 The contractor shall send water samples to the laboratory as necessary to resolve problems and questions.

4.10 The contractor shall make additional visits at the request of the chiller plant supervisor to handle problems.

4.11 VA personnel will prepare equipment for inspection.

4.12 The contractor shall test corrosion coupons from condensate lines once per year and provide report. VA personnel will install, remove and deliver the coupons to the water treatment specialist.

4.13 Any deficiencies or problems noted with VA test results or with the water treatment specialist's test results shall be reported immediately to the chiller plant supervisor.

4.14 If problems are found, corrective actions must be recommended immediately, chemicals as necessary provided, and tests performed as necessary to confirm that desired results are achieved.

4.15 VA Chiller Plant Staff Responsibilities: The plant personnel shall perform routine testing for chemical residuals, conductivity, hardness, alkalinity, pH, chloride, silica, iron and copper, and other tests as recommended by the water treatment specialist.

5.0 PERFORMANCE REQUIREMENTS: BOILER PLANT

5.1 Total hardness in feedwater shall be less than one part per million (ppm). The contractor shall advise VA personnel on proper softener and reverse osmosis monitoring and operation,

5.2 Dissolved oxygen in the feedwater shall be 7 parts per billion (ppb) maximum with oxygen scavenger treatment temporarily suspended. If it exceeds 12 ppb, the contractor shall provide a recommendation to the boiler plant supervisor that the deaerator must be inspected and repaired.

5.3 The contractor shall prevent embrittlement of boiler pressure vessels,

5.4 The contractor shall condition the boiler sludge to obtain effective bottom blowoff,

5.5 Boiler residual of sodium sulfite, 30-60 ppm.

5.6 Boiler phosphate residual, 20-40 ppm.

5.7 Total dissolved solids (TDS) in boilers as high as possible, but not to exceed 4000 ppm.

5.8 Total alkalinity in boilers 800 ppm maximum (1/5 x solids TDS).

5.9 Maximum suspended solids in boilers 350 ppm, maximum silica 250 ppm.

5.10 Boiler polymer dispersant residual as recommended by supplier.

5.11 There shall be no "pitting" corrosion.

5.12 There shall be no scale and deposit formation in the boilers.

5.13 Moisture content of the steam shall not exceed one percent. The contractor shall perform condensate conductivity tests at a steam trap near the boiler steam outlet (at a point with no amines) to evaluate the moisture content of the steam. If necessary, utilize an antifoam agent to limit solids carryover in the steam from the boilers and to control boiler priming, foaming, and misting.

5.14 The contractor shall control boiler water chemistry to minimize blowdown and thus improve efficiency.

5.15 The contractor shall provide steam amine treatment to provide condensate pH of 8.0 — 8.5 at each condensate receiver throughout the facility and in the condensate storage tank in the boiler plant. The contractor shall feed the amines into the boilers instead of the steam header in order to achieve even dispersal throughout the distribution.

5.16 Control corrosion rates. Steel corrosion rates shall be less than 2.0 mils per year. Copper corrosion rates shall be less than 0.2 mils per year,

5.17 The contractor shall establish layer of magnetic iron oxide (black or dark gray in color) on all steel surfaces as a corrosion barrier.

6.0 ON-SITE SERVICE: RELATING TO BOILER PLANT

6.1 The contractor shall provide complete written instructions, supplemented by oral instructions and demonstrations, to boiler plant personnel for their performance of routine water tests and for feeding the chemicals into the systems. The instructions cover all aspects of safe chemical handling and safe and accurate testing, and proper chemical feed quantities and methods to suit the plant operating parameters and water treatment performance requirements.

6.2 The contractor shall provide three two-hour training sessions within two months of the start of a new contract. The first session shall be within one week of the start of the contract. The contractor shall provide one two-hour training session every six months after the new contract has been in force for six months.

6.3 As a minimum, the contractor shall perform the following tests monthly for the boiler plant, provide complete written reports with all test results and recommendations, and review reports with boiler plant supervisor:

6.4 Condensate return systems: pH' hardness, dissolved iron and copper, total dissolved solids (conductivity), amine. Condensate conductivity at a steam trap near the boiler steam outlet. Test the condensate for pH at representative samples of condensate receivers throughout the facility at least twice per year. Vary the sample sites every year.

6.5 Make-up water including soft water, water from dealkalyzer: pH, alkalinity, hardness, total dissolved solids, suspended solids, and silica.

6.6 Boiler feedwater: Dissolved oxygen, pH, alkalinity, hardness, total dissolved solids, suspended solids, and silica. Feedwater dissolved oxygen shall be tested twice per year with oxygen scavenger chemical treatment temporarily suspended. so that feedwater deaerator performance can be evaluated.

6.7 Boiler water: Total dissolved solids, suspended solids, sulfite, phosphate, and alkalinity.

6.8 Continuous blowdown systems: Check calibration and settings monthly.

6.9 The contractor shall visit the plant weekly during the first three months of a new contract.

6.10 After three months, the contractor shall visit the plant monthly, perform tests listed above, and review daily logs of tests performed by boiler plant personnel.

6.11 The contractor shall discuss the test results with the boiler plant supervisor and provide recommendations on treatment methods and consult on boiler plant and steam and condensate distribution systems problems as requested.

6.12 The contractor shall send water samples to the laboratory as necessary to resolve problems and questions.

6.13 The contractor shall make additional visits at the request of the boiler plant supervisor to handle problems.

6.14 The contractor shall conduct waterside inspection of boilers, feedwater deaerator and condensate storage tank at least once per year.

6.15 Through the TPOC, the contractor shall coordinate the boiler and feedwater deaerator inspection to coincide with the inspection by the Qualified Professional Inspector (boiler inspector).

6.16 VA personnel will prepare equipment for inspection.

6.17 The contractor shall provide recommendations on proper operation of continuous boiler blowdown systems and boiler bottom blowoff procedures.

6.18 The contractor shall test corrosion coupons from condensate lines once per year and provide report. VA personnel will install, remove and deliver the coupons to the water treatment specialist.

6.19 Any deficiencies or problems noted with VA test results or with the water treatment specialist's test results shall be reported immediately to the boiler plant supervisor.

6.20 If problems are found, corrective actions must be recommended immediately, chemicals as necessary provided, and tests performed as necessary to confirm that desired results are achieved.

6.21 VA Boiler Plant Staff Responsibilities: The plant personnel shall perform routine testing for chemical residuals, conductivity, hardness, alkalinity, pH, chloride, silica, iron and copper, and other tests as recommended by the water treatment specialist.

7.0 VENDOR RESPONSE

7.1 The contractor shall provide emergency response, including a site visit if requested, within 4 hours of request, 24 hours a day, 365 days per year. The contractor shall maintain a toll-free (800) telephone number, e-mail, and pager system for 24-hour access.

7.2 The contractor shall respond to routine communications within 48 hours with a visit as necessary.

8.0 REPORTS

8.1 A written report of each analysis and inspection shall be submitted immediately upon completion of each analysis and/or' inspection to include a summary report of treatment recommendations based on the analysis report.

8.2 Each report shall be submitted to the chiller plant supervisor and to the TPOC.

8.3 Immediately prior to commencing the chemical treatment contract, VAMC will arrange for an internal inspection of each chiller tower by the chiller plant supervisor and the contractor. Depending on the time of the year, the contractor may have to depend on the last inspection report rather than conducting an internal inspection.

8.4 A visual and written record of the condition of each of the chiller towers will be signed by the contractor and the VAMC representative. Any deterioration in the chiller conditions attributable to the contractor's program shall be corrected by the contractor at no additional cost to VA.

8.5 A written report of findings during inspection of field-assembled components and equipment installation, including piping and electrical connections

8.6 Prior to the completion of all weekly work activities, the contractor shall exclusively supply the Chiller Plant Supervisor and TPOC, with his/her company’s work documentation (daily logs).

8.7 The contractor shall supply the Chiller Plant Supervisor and TPOC with any product literature and maintenance requirements for all items installed under this contract

9.0 GENERAL REQUIREMENTS

9.1 Situations requiring more frequent analysis and/or special testing other than the specified requirements may arise.

9.2 The contractor shall not perform any extra cost work without written authorization from the Contracting Officer (CO).

9.3 A separate purchase order will be issued to cover the costs associated with these extra tests upon request and justification from the contractor. This is not a promise of additional work, and the Government reserves the right to obtain these services from any source.

9.4 The contractor shall provide information on the normal delivery time for chemicals and on a method for emergency chemical deliveries.

9.5 A laboratory certified by the State shall perform laboratory work.

9.6 Supervision/Communications. The Superintendent shall be available to the TPOC via cellular phone throughout the period of performance.

9.7 TPOC must be present for any work performed within information technology communication closets.

10.0 QUALIFICATIONS:

10.1 The contractor must operate (or continuously maintain a contract with) a state-certified laboratory to perform complete scientific analyses of water chemistry, deposits, metallic materials affected by corrosion and provide recommendations for correction of problems related to the chemical and mechanical water treatment program.

11.0 Contractor Responsibilities:

11.1 The contractor is responsible for verifying all site conditions prior to performing any work under this contract.

11.2 The contractor shall adhere to all Occupational Safety and Health Administration (OSHA) regulations.

12.0 Security Requirements:

12.1 Prior to the commencement of any work under this contract, upon arrival to the Erie, PA VAMC, contractor personnel shall first check-in with the VA Police (Building 1) to obtain a VA visitor badge.

12.2 The contractor employee shall be responsible for safeguarding the badge and immediately report if the badge has been lost, stolen, or destroyed to the VA Police.

12.3 Contractor personnel shall properly display their employee identification badge and VA visitor badge while on VA property so that their name, photo, and the company they work for can easily be seen.

12.4 All contractor personnel shall properly sign out with the VA Police upon the completion of all daily work activities.

13.0 Required Contractor Notifications:

13.1 Contractor personnel shall inform the TPOC of the need to gain access to secured areas.

If access is required to secured areas, prearranged scheduling will be coordinated between the contractor and the TPOC.

13.2 The contractor shall coordinate all equipment shutdowns with the TPOC.

14.0 WARRANTY: All services provided by the contractor, as well as parts replaced shall come with a one (1) year warranty (minimum). All labor, tools, supplies, transportation, and equipment associated with the replacement of warranty items shall be provided by the contractor at no additional cost to the Government.

15.0 Interference in Performance Requirements: The following provisions shall be adhered to by contractor personnel throughout the duration of this contract:

15.1 The contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, e.g. utility services, emergency responses, the passage of facility patients/personnel, etc.

15.0 Cleanup and Disposal:

15.1 Housekeeping:

15.2 The contractor shall maintain a clean work environment, ensuring the area is free from debris after the completion of all services provided under this contract.

15.3 If the TPOC finds the area where services were provided to be unacceptable, the contractor at his/her own cost shall re-clean the area until acceptance is gained.

15.4 Disposal of Trash and Hazardous Waste:

15.5 The contractor shall be responsible for the removal of all trash and debris from VA property after the completion of all services provided under this contract.

15.6 The contractor shall comply with the Occupational Safety and Health Administration (OSHA), the United States Environmental Protection Agency (EPA), the Department of Transportation (DOT), State, and all other applicable regulations governing the proper handling, disposal, and removal of waste.

16.0 Training:

16.1 The first session shall be within one week of the start of the contract. The contractor shall provide one two-hour training session every six months after the new contract has been in force for six months.

16.2 The contractor shall train the Wilmington VAMCs maintenance personnel on procedures and schedules for starting and stopping, troubleshooting, servicing, and maintaining equipment and schedules.