Statement of Work - SOW.docx

B.2 STATEMENT OF WORK (SOW)

Chemical Treatment for Cooling Towers, Boiler Plant Systems, Closed Loop Systems, Brine Tanks, Reverse Osmosis, Water Softener, and Deionizing Units SECTION A – General Information

1. Scope of Work: the contractor must provide Water Chemistry Testing and Monitoring, supply of chemicals, basic laboratory equipment, modifications of chemical injection systems for Government owned steam boilers, cooling towers, water & Glycol closed loop systems, Water Softeners, Dealkalyzers, Condensate Polisher, Reverse Osmosis (RO), and Deionizing (DI) Units (see attached equipment/maintenance list, section B.

The C&A requirements do not apply, and that a Security Accreditation Package is not required.

2. Location: VA Salt Lake City Healthcare System (VA SLCHCS), 500 Foothill Blvd., Salt Lake City, Utah 84148.

3. Period of Performance:

4. Hours of Operation: All services must be scheduled with the Contracting Officer’s Representative (COR) to prevent facility operational scheduling conflicts during normal business hours listed below:

7:00 a.m. to 4:30 p.m., mountain time, Monday through Friday, except the following Federal holidays: New Year’s Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veteran's Day, Thanksgiving, and Christmas Day.

Note: Scheduled visits shall not be canceled once scheduled without the express consent of the COR.

Response time – contractor’s representative shall respond with a phone call to the COR or designed alternate within 2 hours after receipt of telephoned notification. A qualified technician must respond on-site within 12 hours after of the initial request for service, unless specified otherwise by the COR or designated alternate.

5. Access Requirements: All contractor personnel working onsite at the VA facility must check in and out with the on-duty Boiler Plant Operator in Building 6. The COR shall ensure contractor personnel are badged IAW applicable VA Policy.

SECTION B

1. Contractor Qualification Requirements and Performance Deliverables Required:

a. The contractor firm must be registered with the Utah Division of Occupational and Professional Licensing (DOPL) in the license classification applicable to water treatment, mechanical, or boiler-related services. The contractor must maintain active, unrestricted licensure throughout the period of performance and provide proof of current licensure to the COR upon request.

b. The contractor’s chemical engineer or chemist who must oversee work performed by the contractor’s technicians must have a Bachelor of Science degree in chemistry, chemical engineering, or a closely related field such as environmental engineering or industrial/applied chemistry, from an accredited US University. In addition, the contractor’s chemical engineer or chemist must have a minimum of three (3) years of experience in water treatment services and supervisory roles related to servicing of Boilers, Cooling Towers, RO, DI, Water Softeners, and Closed Loop Systems. The chemist/chemical engineer must additionally hold one of the following, or an equivalent industry-recognized credential:

i. Certified Water Technologist (CWT) — Association of Water Technologies (AWT), or

ii. AMPP/NACE Corrosion Technologist certification, or The contractor must maintain on file, and provide to the COR upon request, the resume, degree/transcript, and current professional certification for the designated chemist/chemical engineer.

c. The contractor’s technicians must have at minimum one of the following verifiable credentials:

i. AWT technician-level certification, or

ii. A manufacturer-issued water treatment training certificate specific to the equipment types serviced under this contract, or

iii. A state-recognized water treatment operator certification (where applicable), or

iv. An equivalent certification that must be approved in writing by the Contracting Officer.

d. In addition, the contractor’s technicians must have a minimum of three (3) years of experience or be directly supervised by a technician with a minimum of three (3) years of experience in collecting samples, testing & analysis, and servicing of Boilers, Cooling Towers, RO, DI, Water Softeners, and Closed Loop Systems. Documentation of experience (e.g., employer verification letter, resume, or reference letter) must be submitted with the proposal in lieu of self-attestation alone. All contractor personnel working onsite must additionally hold current certifications in:

i. OSHA 10 or OSHA 30 (General Industry), and

ii. Bloodborne Pathogens training, given onsite access to the Blood Pathogens Lab RO/DI system, and

iii. Hazard Communication (HazCom)/GHS training, consistent with the SDS and chemical-handling requirements in Section C.

The contractor must maintain current copies of these certifications for all onsite personnel and provide them to the COR upon request, and prior to any individual's first day performing work onsite. Note: Any changes in contractor personnel during the awarded contract must be communicated via e-mail and approved by the COR prior to the performance of any service and testing. Should the need arise for unapproved contractor personnel who meet the qualification requirements to provide testing on Government owned equipment, the contractor must email a copy of the above required documentation to the COR prior to the performance of any testing.

No unqualified individual shall be allowed to perform services under this contract. Technician trainees or other unqualified individuals may assist or observe; however, they shall not be allowed to do so if their presence delays the progress of the servicing to be accomplished. The Government shall NOT pay for unqualified individuals or technician trainees present.

2. Deliverables: All communications, recommendations and design calculations must be performed and prepared by the contractor’s Chemist or Chemical Engineer. Additionally, in case of emergencies, all chemicals must be capable of being delivered to the VA SLCHCS within 12 hours of notification.

a. EQUIPMENT / MAINTENANCE LIST

Once every 2 Weeks

b. BOILER PLANT AND COOLING TOWER SYSTEMS

i. The CONTRACTOR must provide the following information and services:

· The contractor must supply a formulation summary with percentage (%) actives disclosed for each of the products intended to treat the cooling tower and boiler systems. A one-gallon sample of each formulation should be sent with the proposal. These should include a safety data sheet(SDS) and certificate of compliance so that the % actives can be verified by the COR or VA technical designee. The VA may, at their discretion, have the samples analyzed for formulation accuracy.

· Condensate treatment must be fed in accordance with the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) guidelines while maintaining an iron level in the condensate less than 0.10ppm as Fe.

· The contractor must provide Testing Chemicals (reagents, titrants, indicators, etc.) at no additional cost to the VA Medical Center.

· The contractor must deliver and pump Chemicals into the VA SLCHCS’ bulk tanks.

· The contractor must perform Water Testing and Service of both the Boiler and Cooling Systems once every two weeks. (The tests in the tables below should be done at a minimum. If the contractor believes additional testing is needed, they must coordinate with the COR prior to performing the work, so that the COR can make the decision.

· Provide chemical treatment and sampling/reporting for the Combined Heat and Power (CHP) Boiler and cooling tower.

· Provide Boiler Plant Operator with a record sheet for recording Operator’s Daily water test, as needed.

· On testing visits check differences in test results. Give recommendations to improve water treatment.

ii. The monthly test results shall be given in the following manner:

· Contractor must provide an analysis of water samples, inorganic and organic deposits, metallurgical samples, and scanning electron microscope (SEM) energy dispersive spectroscopy (EDS) analysis of inorganic samples as a part of this contract once a year.

· Contractor must provide inspection of boilers and chillers as they become available or are open. Written report of observations and recommendations for improved treatment must be made with each inspection.

· Contractor must provide onsite testing for bacteria in cooling water system with each month testing. Written report will be given before leaving station.

3. Reporting. The contractor must provide a detailed report within 24 hours of each visit to the Contracting Officer’s Representative (COR) via email, and include the result of each sample taken, clear indication of any out of specification conditions, details on how each out of specification was remedied, chemical tank levels and usage, and recommendations for improvements. Additionally, the contractor will provide a report at the end of each month, with detailed summaries for each system, and will include charts and graphs showing trends for each system. Failure to provide will result in a delay of payment.

4. Testing. The following tests are required, and the results will be given in the format shown below. Another format can be proposed, but results must include the following tests at a minimum.

Table 1. Steam Boiler System Testing

Table 2. Cooling Towers and Chilled Water Plant

Cooling Tower and Chilled Water Plant Systems Test the cooling tower and chilled water plant systems every 2 weeks. The testing in Table 2 shall be performed, at a minimum, during each of the service visits.

Table 3. Glycol Systems

Glycol Systems Testing on closed loop glycol systems will be performed quarterly. Table 3 will be the minimum set of tests that should be performed. Testing will be coordinated with the COR for access to the glycol systems. There are a total of 19 glycol systems across the campus currently.

Table 4. Reverse Osmosis Systems

Reverse Osmosis Systems Research RO System The Research RO system will be tested once each month. The salt rejection percent, normalized pressure drop, normalized permeate flow and normalized salt rejection will be tracked and trended to determine when the RO membranes will need to be replaced. The replacement of membranes will be quoted to the VA and upon approval of the quote will be performed by the contractor.

In addition, the DI bottles will be replaced within 90 days.

SPS RO System The SPS RO system will be tested once each month. The salt rejection percent, normalized pressure drop, normalized permeate flow and normalized salt rejection will be tracked and trended to determine when the RO membranes will need to be replaced. The replacement of membranes will be quoted to the VA and upon approval of the quote will be performed by the contractor.

In addition, the SPS RO UV bulb will be replaced once annually.

Blood Lab RO/DI System This system will be maintained by the contractor. The annual preventative maintenance parts and labor will be provided and performed by the contractor. Unique system failures will be quoted to the VA for repair and replacement. Once approved, the contractor will perform that work.

Table 5. Hydronic Systems

Closed Hydronic Systems Testing on closed loop water systems will be performed monthly. Table 5 will be the minimum set of tests that should be performed. Testing will be coordinated with the VA Medical Center staff for access to the glycol systems. There is a total of 18 hydronic systems across the campus currently.

The VA will notify the contractor in the event of a system leak or other unique condition requiring attention and treatment. Testing will be provided in the instance of a leak, or other urgent condition.

Plant Softeners The annual forecast of 800,000 LBs of Salt shall be supplied and delivered to the VA for the plant softeners. There are hospital water softener systems in building 42, Building 14, Building 6 and Building 2. The salt will be delivered and added into the water softener systems. Additionally, design considerations and analysis for softeners necessary to meet the VA Hospital’s process needs will be provided prior to supply and delivery.

Miscellaneous Consultation: The contractor shall participate, as required, as a technical consultant on the VA Hospital’s Water Safety Committee, which is minimal around 2-3 times per year that can be done remotely and that are short in duration.

Unscheduled Maintenance. The contract shall allocate an allowance of $10,000 for critical parts, supply of chemicals (not routine salt resupply for softeners), and services & testing for unscheduled maintenance (not preventive maintenance) troubleshooting and repairs. The contractor must provide their company’s quote of parts, chemicals, and/or labor rates that must include the quote from their supplier to the COR. The COR shall review the contractor’s quote for price reasonableness and ensure there are funds available from the unscheduled maintenance allowance. These critical parts and services must be delivered and invoiced as a separate line item only when requested and approved by the COR. The remainder of this separate line item will be defunded at the end of each contract period.

Note: If there is insufficient funds remaining for required unscheduled maintenance, only the Contracting Officer (CO) shall approve additional funding through a contract modification.

List of Misc critical parts, chemicals include but are not limited to the following:

Boiler Chemical Feed Pumps

Cooling Tower Chemical Feed Pumps

Chemical Feed Injectors

Motorized Boiler Blowdown Valves

Boiler Conductivity Sensors

Cooling Tower pH, Conductance, ORP or Flow Sensors

Laboratory Glassware (breakers, flasks, pipets, graduated cylinders, vials, etc.)

Corrosion Inhibitor for Hydronic Systems

Chemical Storage Tanks

Reverse Osmosis Membranes, Pressure Gauges, Filters, etc.

Chlorine Dioxide Generating Chemicals

Chlorine Dioxide Analyzing Reagents

Note: The VA will notify the contractor in the event of a system leak or other unique conditions requiring attention and treatment. Testing will be provided in the instance of a leak, or other urgent condition.

Annual Training: The contractor shall provide annual training to all boiler operators, the COR, and COR’s designated representatives at a minimum based on the contractor’s inspection checklists, record sheets, the contractor’s test equipment, and proper handling/use the chemicals supplied by the contractor. The purpose of the training is to establish the same continuity of processes and standards from the contractor’s technicians and VA operators for daily operations. Moreover, the training also requires review of common issues found by the contractor’s technicians to establish preventive controls and best practices. The training will be coordinated by the COR with the contractor at the beginning of the contract award and coordinated annually thereafter as a refresher to reinforce the standardization of testing and inspection procedures. Finally, the training shall consist of both formal classroom training followed by onsite practical hands-on training on the VA equipment with the contractor’s provided equipment and supplies.

SECTION C

SPECIAL CONTRACT REQUIREMENTS

1. HAZARDOUS MATERIAL IDENTIFICATION AND MATERIAL SAFETY DATA

a. DEFINITION. "Hazardous material" is defined in Federal Standard No. 313B. (Federal Standards are sold to the public through: General Services Administration (3FFN), Room 6622, 7th & D Sts., S.W., Washington, D.C. 20407).

b. GENERAL

(1) The Occupational Safety and Health Administration (OSHA) is responsible for issuing and administering regulations that require Government activities to apprise their employees of:

(a) All hazards to which they may be exposed.

(b) Relative symptoms and appropriate emergency treatment; and

(c) Proper conditions and precautions for safe use and exposure.

(2) Contractors and their subcontractors of any tier are required to submit hazardous materiel data for all hazardous materials that they bring on site or have delivered to the medical center. Federal Standard No. 313B (Safety Data Sheets, Preparation, and the Submission of) includes criteria for identification of hazardous materials. The Standard also prescribes Department of Labor Form OSHA-20 for use with Government contracts.

(3) Contractors shall submit hazardous material identification on the following:

(a) All items in or ordinarily catalogued under, the Federal Supply Classes listed in Table 1 of Appendix a of Federal Standard No. 313B.

(b) Items having hazardous characteristics in the Federal Supply Classes listed in Table II of Appendix A of Federal Standard No. 313B.

(c) Any other material designated by a government technical representative as potentially hazardous and requiring safety controls.

c. COMPLIANCE FAILURE. Failure to comply with the above requirements in this section could be cause for termination in accordance with Default clause listed within the contract.

2. PERSONAL PROTECTIVE EQUIPMENT (PPE)

Contractors and their subcontractors of any tier are required to wear personal protective equipment (PPE) in accordance with OSHA Act, 1971 and other Federal, State and Local regulations. Personnel observed in violation of these regulations may be subject to removal from the medical center. The Government assumes no responsibility for injury of contract personnel or subcontractors of any tier if the injury is a direct result of noncompliance or disregard for these regulations.

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