SOW INSTALLATION OF XL REPORTER.doc

Calibrate Boiler Instrumentation

DHS Polk Center

I.

WORK OBJECTIVE

The contractor will configure spreadsheets and test run the installation on the installed XL Reporter program and provide assistance at no further costs for 1 year at the water plant at Polk Center.

II.

PHASES

The contractor will configure spreadsheets on XL Reporter to gather information from the SACDA program. Test the program for accuracy and functionality.

The contractor will provide non-emergency service during regular working hours Monday thru Friday 7:00AM to 3:00PM within twenty-four (24) hours after request for service. For service request made preceding the weekends or the holidays, the contractor shall arrive at the facility on the morning of the next working day, unless otherwise requested or approved by the Contract Monitor. And deviation from regular working hours must be pre-approved by the Contract Monitor.

The contractor shall designate a person who shall be familiar with the contract and authorized to act on the contractor’s behalf in resolving any issues relating to the contract and who shall be available to the facility during regular business hours 8:30am to 4:00pm Monday thru Friday:

The contractor’s contact person shall be: _______________________

Telephone No.: ________________________

Emergency Telephone No.: ________________________ Contractor will provide a copy of the data report listing results of the installation to the Facility Maintenance Manager upon completion of service.

III.

BACKGROUND INFORMATION

LOCATION: Polk Center, Main Street, Polk, PA 16342 LENGTH OF AGREEMENT: The anticipated term of the contract will be October 25, 2021 to October 24, 2022 or upon receipt of an approved contract.

The beginning date of the length of the contract is an estimate only. The contract will not be valid or enforceable until fully executed, approved and delivered to the contractors. No payment can be made for services provided prior to delivery of the contract to the contractor.

PAYMENT PROVISION: The contractor shall agree to allow at least forty-five (45) days for payment of invoices and to waive all late charges, interest and penalties for the late payment except as provided under Act 266 of 1982 to qualified small business concerns.

Failure to submit invoices in compliance with the following instructions may result in the invoice being returned to the contractor and substantially delay processing of payment. The contractor shall be paid upon satisfactory completion of work performed and submission of an invoice on the contractor’s letterhead, in triplicate.

1. Contract Number

2. Contractor’s Federal Employer’s Identification Number (EIN)

3. Date of invoice

4. Date(s) on which service was provided

5. Description of service provided

6. Number of hours of labor charged and rate per hour

7. Itemized list of parts used with part number, description, unit price

8. Total amount charged.

Invoices will be verified and approved by the Contract Monitor prior to payment being processed.

The contractor shall be paid only for services and/or materials accepted by the facility Mileage and travel time costs are to be included in the bid price. No additional reimbursements will be made to the contractor other than for the bid prices.

IV

TECHNICAL REQUIREMENTS

The definitions of the following terms shall apply:

Facility – Polk Center, a center operated by the Pennsylvania Department of

Human Services.

Contractor – the party that has been awarded a contract based on this specification.

Bidder – a party submitting an offer to provide services specified herein

All services shall be provided by fully qualified persons with appropriate education, training, and experience in accordance with prevailing standards. The facility has the right to request proof of qualifications for all persons performing services under the contract.

V. MEASURES

All reports will be set-up to run midnight to 11:59 pm to capture a full calendar day.

Create Reports

Report creation includes but not limited to developing the reports, internal testing, remote installation onto the two PC(s) and after installation support and modifications. System devices will be sampled every 5 minutes while active to provide 24-hour min/max and average values.

Attached are the three additional reporting forms that will have to be filled out and submitted monthly. One of the reports will be set-up to match the Membrane Filtration Monthly Direct Integrity Pressure Decay Testing Report Form (attached). Be sure that all fields are there, including the header items that are pre-filled out for contractor.

In addition to the above, the following guidelines will need to be set-up for reporting to comply with Special Condition No. 10 that include:

Reports:

· Amount of Water Withdrawn from Little Sandy Creek (gpd)

· Amount of Water Withdrawn from the Springs (gpd)

· Minimum, Average, and Maximum Flow to Water Treatment Plant (gpm)

· Minimum, Average, and Maximum Flow Leaving the Treatment Plant (gpm)

· Minimum, Average, and Maximum Flow Leaving the Reservoirs (gpm)

· Minimum, Average, and Maximum Flux Rates through Each Filter (gfd)

· Minimum, Average, and Maximum Transmembrane Pressure for Each Filter (psi)

· Minimum, Average, and Maximum Permeability for Each Filter (gfd/psi)

· Minimum, Average, and Maximum LRV for Each Filter (log)

· Minimum, Average, and Maximum ALCR for Each Filter

· Minimum, Average, and Maximum Individual Filtrate Turbidity for Each Filter (NTU)

· Minimum, Average, and Maximum Combined Filter Effluent Turbidity (NTU)

· Minimum, Average, and Maximum Entry Point Free Chorine and Times (mg/L)

· Minimum Giardia Log Inactivation and Time (log)

· Inputs for Giardia Calculations or Worst-Case Criteria for Each Segment (i.e. Lowest Temperature, Highest Flow, Highest pH, etc.)

Reports or Manual (if not able to configure)

· Daily Amount of Each Chemical Added and Dosages

· Frequency, Duration, and Volumes of Backwashes, Clean in Place, and Maintenance Wash Processes

· Dates of Maintenance Wash and Clean in Place Processes, Type (i.e. Acid Maintenance Wash, Acid CIP, etc.), Recoveries, etc.

Manual

· Records of Water Quality Analyses

· Operational Problems and Equipment Failures

The reports will need to calculate the number of hours of plant operation.

Regarding the above items, be sure that all data is excluded by flow, valve position, filter state, etc. For instance, if a filter is in backwash or undergoing a cleaning process, the turbidity data should not be utilized in generating the reports. This applies to all above parameters and is absolutely critical to ensuring data integrity. The operators will have access to all the trends and background data.

The above information can be organized in a fashion that makes sense for the system. For instance, you could have a flow report, a membrane report for each skid, a PDT report for each skid, an entry point report, a Giardia inactivation report, etc. The information needs to be in a format that makes sense and that is able to be utilized by the operators.

The contractor shall report to the Contract Monitor upon arrival at the facility or logging in remotely. Each service visit/log in shall be recorded on a service acknowledgement or other acceptable form, prepared by the contractor, which shall provide the following information:

a. Contractor’s name

b. Date service provided

c. Time serviceman arrived at the facility

d. Time serviceman left the facility

e. Total time serviceman spent at the facility

f. Description and location of equipment serviced

g. Description of service performed

h. Itemized list of parts used

i. Signature of Serviceman

j. Signature of Contract Monitor or designee

A copy of the service acknowledgement shall be submitted to the Contract Monitor and shall be used to verify the contractor’s invoice.

The contractor shall notify the Contract Monitor for prior approval for parts exceeding $500.00.

All parts replaced shall be equipment manufacturer’s genuine replacement parts or equivalent. All parts removed from the equipment shall remain the property of the facility, unless otherwise requested or approved by the Contract Monitor. Polk Center reserves the right to furnish any parts required to make repairs.

Unless otherwise requested or approved by the Contract Monitor, only one serviceman shall be provided.

VI.

MISCELLANEOUS ISSUES

The Contract Monitor on behalf of Polk Center will be:

Frank Korinko Acting Facility Maintenance Manager Polk Center

Polk, PA 16342 Telephone: 814.432.0443

PROPOSAL INQUIRIES:

Jennifer Owens

814-432-0423 The facility requires all bidders to visit job site which will include visual inspections. Contact Frank Korinko, 814.432.0443 to schedule an appointment. A completed signed visit must accompany bid package.

It will be the responsibility of each bidder to make a complete survey of the services as covered and requested in the Invitation for Bid. The prospective bidder must visit the site and carefully note all existing conditions. Any additions or items noted on his/her site visit not clearly defined in the specification must be called to the attention of the Contract Monitor.

Due to concerns over privacy, confidentiality, security, and sensitivity.

1. Living areas where individuals reside cannot be accessed unless accompanied by a facility representative.

2. And the use of the photographic capabilities of personal camera, picture, or video cellular telephones is prohibited by contractors or vendors at Commonwealth owned/leased work sites. This policy does not forbid normal voice use of cellular phones that have photographic capabilities; however, it prohibits the use of the camera-related technology while in Commonwealth work settings.

Violations of this policy may result in termination of contract.