SOW - Water Softeners revised 9-21-26.docx

STATEMENT OF WORK

SCI-PHOENIX

WATER SOFTENER INSTALLATION

I. SCOPE OF WORK

The Commonwealth of Pennsylvania, Department of Corrections requires the installation and delivery of two complete commercial Non-ASME water softener systems for Phoenix State Correctional Institution (SCI) at 1200 Mokychic Drive, Collegeville, PA 19426.

II. ISSUING OFFICER

Questions regarding the bidding or contracting procedures should be directed towards Ron Schlotzhauer at 610-409-7890, x1470 or at rschlotzha@pa.gov.

III. SITE INSPECTION

A Mandatory Site Visit will be held September 29 at 9:00 a.m. for contractors who have not previously attended the site and viewed the equipment. Prospective bidders shall contact Wilson Charlot at 610-409-7890, x1443 or at wcharlot@pa.gov to schedule the site inspection and receive your vendor clearance, no later than September 25 at 3:00 p.m. Non-scheduled visits by representatives of bidders will be denied on reception. Bids received by vendors who do not attend this site visit, or have not attend a previous site visit will be deemed non-responsive and bids will be rejected.

IV. CONTRACT REQUIREMENTS

A. Equipment The water softener system shall include:

· Two (2) 36-inch diameter fiberglass softener tanks (Non-ASME).

· Each tank equipped with 20 cubic feet of water-softening resin.

· 3-inch inlet and outlet connections.

· Two (2) control valves for automatic operation and regeneration.

· Each unit rated for approximately 185 GPM peak flow.

· Combined system capacity of approximately 370 GPM when both units are in service.

· Each unit capable of treating approximately 71,000 gallons before regeneration.

· Approximately 500,000 grains of total capacity per unit.

· Regeneration time of approximately two (2) hours.

· Salt dosage of 10 lbs. per cubic foot of resin, approximately 200 lbs. per unit per regeneration.

· One unit shall remain in service while the other unit is regenerating.

· Brine tank and associated salt-handling equipment.

· Relief valves for each softener.

· Vacuum breaks for each softener.

SCI Phoenix shall provide a suitable installation area in the rooftop mechanical room with:

· Minimum area of 4 feet x 7 feet for the two softener tanks.

· Minimum clear height of 9 feet for the softener tanks.

· A nearby area of approximately 3 feet 6 inches x 3 feet 6 inches for the brine tank.

· Minimum clear height of 6 feet for the brine tank.

· Adequate access for delivery, installation, operation, inspection, and future maintenance.

· Adequate floor/support capacity for the equipment and operating loads.

B. Piping and Installation The contractor shall:

· Install approximately 3-inch copper piping using ProPress fittings.

· Provide flexible connectors at each softener unit.

· Connect the water softener system to the existing kitchen water supply piping.

· Provide all necessary valves, fittings, supports, and accessories required for a complete and operational installation.

· Properly support and secure all new piping and equipment.

· Complete all connections in accordance with applicable plumbing codes and facility requirements.

C. Startup and Commissioning Upon completion of installation, the contractor shall:

· Inspect all piping and equipment connections.

· Verify proper operation of both softener units.

· Verify automatic regeneration operation.

· Verify that one softener remains operational while the other regenerates.

· Check for leaks.

· Program the control system for the required operating and regeneration parameters.

· Verify proper operation of relief valves and vacuum breaks.

· Place the system into service.

· Provide basic operational instructions to SCI Phoenix maintenance personnel.

V. CONTRACTOR REQUIREMENTS

The contractor shall coordinate delivery of the water softener equipment prior to the scheduled installation date. SCI Phoenix will be responsible for coordinating the movement of the equipment into the rooftop mechanical room as required.

All work shall be performed in accordance with applicable federal, state, local, plumbing, mechanical, and facility requirements. Any required permits, inspections, or regulatory modifications shall be identified before installation.

The contractor shall purchase and maintain, at its expense, Workmen’s Compensation Insurance and Public Liability and Property Damage Insurance. Additional insurance requirements are provided in the associated terms and conditions.

The Contractor shall abide by all Department of Corrections rules and regulations while on state property.

The contractor’s services shall be scheduled at the time acceptable to the Institutions staff.

VI. CONTRACTOR QUALIFICATIONS

After the bid opening, and prior to awarding the contract, the Department has the right to request references (name, addresses and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this contract.

VII. CONTRACT TERM:

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified on the Contract, subject to other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Contractor and the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the “Valid from” date printed on the contract, whichever is later.

VIII. BID AWARD

It shall be understood and agreed that any quantities listed in the solicitation are estimated only and may be increased or decreased in accordance with the actual requirements of the Department of Corrections.

Unless otherwise indicated, the unit price must include all labor, materials, equipment, tools, insurance, delivery fees and all items necessary for the completion of the project. In cases of discrepancies in prices, the unit price will be binding unless the unit price is obviously in error and the extended price is obviously correct, in which case the erroneous unit price will be corrected.

The Commonwealth reserves the right to award by item or on a total Bid basis, whichever is deemed more advantageous to the Commonwealth.

IX. INVOICING

Contractors must follow the following invoicing requirements:

a. Accurately bill the Commonwealth for actual services rendered on all invoices.

b. Submit invoices to appropriate resource account within 10 business days of completed service.

c. Comply with Commonwealth / Department of Correction’s practices for supplier payments

d. The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as a PDF for to email address 69180@pa.gov. The following link will provide more information regarding the Office of the Budget’s invoicing requirements and resources: https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx