User Guide for Area 5 chemical contract 2018-2019.pdf

Contract Name: Water Treatment & Services Area - 5

Contract Number: 505ENT-M14-WTRTRTMHAC-00

Date: September 14, 2018

1.0 SCOPE:

The State of Wisconsin’s qualified vendors provides long term, cost effective comprehensive water treatment program for heating and cooling systems located in WI. This water treatment service includes chemicals, laboratory /test equipment, other items and technical services from a water treatment contractor to treat, protect and to produce clean heat transfer surfaces for:

1. Steam boiler systems and steam distribution systems.

2. Condensate return system.

This program is based on appropriate recommendations with quantifiable justification and training for plant personnel on the implementation of the program by water treatment representatives.

2.0 AGENCY ABBREVIATION:

The following is a listing of agency names and agency abbreviations as shown on the bid pages:

1. NWC Northern Wisconsin Center - Chippewa Falls

2. UWEC University of Wisconsin Eau Claire - Eau Claire

3. UWLC University of Wisconsin La Crosse – La Crosse

4. UWRF University of Wisconsin River Falls - River Falls

5. UWST University of Wisconsin Stout – Menomonie

6. UWSU University of Wisconsin Superior -Superior

2.1 OVERVIEW OF PROCURING AGENCY:

All State agencies, including University of Wisconsin campuses, will purchase from the statewide contract resulting from this procurement. State agencies may be located within a single city or have remote locations statewide. Contractor shall bill individual agencies directly.

Under Wisconsin Statutes, the State is authorized to enter into contracts and extend those contracts to Wisconsin municipalities. In submitting your response, please indicate your willingness to make the product(s) or service(s) available to Wisconsin municipalities on the enclosed Wisconsin Cooperative Purchasing Service Agreement form.

3.0 VENDOR:

For Areas 5

* FREMONT INDUSTRIES INC.

4400 VALLEY IND.BLVD.N.

Shakopee, MN 55379 Phone: (952) 445-4121 Fax: (952) 496-3027

FEIN: 411-548943

email:

4.0 CONTRACT TERM:

Contract term is for one (1) year only. October 1, 2018 through September 30, 2019.

During the contract period, the Division of Facilities Development & Management reserves the right to eliminate individual heating plants from the terms and conditions of the contract due to sale or lease of the bid area and/or heating plant. Termination of contract water treatment services and contractual obligations for specific bid areas and/or heating plants will become effective upon written 30-day notice by the Division of Facilities Development & Management.

5.0 FIRM PRICES:

Pricing must remain firm for the initial contract term. Any proposed price increases after the initial contract term must be submitted to DOA/DFDM in writing. All increases in pricing for future contract periods must be fully documented by contractor, shall be based upon industry-wide effects, and must be approved or rejected by DOA/DFDM 90 days prior to the renewal of the next contract term.

5.1 The total Price Guarantee: The vendor shall guarantee the total cost stated for each location and each area for the operating conditions stated.

The quantity & quality of make-up water will have an effect on the total cost. Any variation in make-up quantity in any system 5% above /below the specified amount make-up quantity will result in a price adjustment. Refer to respective CONTRACT SUMMARY AND TERMS ADJUSTMENT pages for price adjustment computation.

5.2 All bid prices and subsequent price adjustments are based on make-up water and/or steam use in each system.

5.3 All agencies are responsible for ensuring that all systems have accurate make-up water meters/steam meters. Mechanical defects that cause the plant not to meet the bid’s operating specifications must be identified and repaired as soon as possible. State of Wisconsin has the responsibility to ensure that all defective meters are immediately identified and repaired as soon as possible.

5.4 Complete and accurate documentation of equipment failure as detailed above, will be used to determine any necessary contract price adjustment.

6.0 F.O.B. DESTINATION:

Per attached STANDARD TERMS AND CONDITIONS, products are to be delivered FOB to our dock(s) at NWC, UWEC, UWLC, UWRF, UWST, UWSU, address indicated on the agency purchase order.

Delivery should be F.O.B. and there shall be no additional charges for packing, transportation, delivery into on-site storage tanks and insurance charges.

7.0 INSURANCE RESPONSIBILITY:

Insurance will be required from the contractor (see Standard Terms and Conditions of Bid, paragraph #23.0.)

8.0 MUNICIPAL COOPERATIVE PURCHASING:

*FREMONT INDUSTRIES INC. has agreed to participate in Municipal Cooperative Purchasing.

9.0 CONTRACT AREA:

This contract is divided into four geographical areas. These areas are as follows:

AREA 5

Northern Wisconsin Center Chippewa Falls U.W. Eau Claire Eau Claire U.W. La Crosse La Crosse U.W. River Falls River Falls U.W. Stout Menomonie U.W. Superior Superior

10.0 PRICE:

Cost shown below for each location is an annual cost. The vendor shall submit monthly invoices with a constant figure equaling to 1/12 the Total bid cost for each specific individual location with in the bid area.

AREA 5

Vendor: Fremont Industries

Northern Wisconsin Center Chippewa Falls $1,298.54 $108.21

U.W. Eau Claire Eau Claire $2,113.31 $176.11

U.W. La Crosse La Crosse $2,609.81 $217.48

U.W. River Falls River Falls $1,082.12 $90.18

U.W. Stout Menomonie $1,183.96 $98.66

U.W. Superior Superior $1,133.04 $94.42

Total $9,420.78 $9,420.78

11.0 PRODUCTS:

FREMONT INDUSTRIES INC. shall promptly notify the State of Wisconsin DOA/DFDM, in writing, of proposed new or discontinued items.

At the discretion of the State of Wisconsin DOA/DFDM, new products proposed by contractor in writing may be added to this contract without an increase in the guaranteed price. Products the contractor proposes to discontinue may be deleted from this contract with the approval of

DOA/DFDM.

Contractor shall be responsible for:

(a) Monitoring the inventory of the various chemicals required.

(b) Assuring that adequate quantities of each chemical are available on-site for field use.

(c) All liquid chemicals must be available in (i.e. 5, 15, 55, 200-gallon etc.) reusable and/or returnable containers and improve or match same method of storage and feed as existing at each site.

(d) All permanent containers provided by the vendor for hazardous chemicals must include spill containment. The vendor must collect and dispose of chemical containers at no cost to the State of Wisconsin. Type & size of the container actually used will be determined to serve the best interests of State of Wisconsin.

12.0 PURCHASE ORDERS/INVOICES

The using agency shall issue a purchase order to the successful contractor. Contractor is advised not to make delivery until such purchase order has been received. Contractor shall submit a copy of the original invoice to respective agency.

Please note: There is to be no more than a three-month inventory of each product in storage at the plant. This shall be a common responsibility of contractors and owner to see that no excess product is ordered or delivered.

Invoices shall be submitted monthly to the address indicated on the purchase order so that the State of Wisconsin meets the thirty-day invoice payment commitment. The invoice shall indicate the address to which the payment is to be forwarded.

The monthly Invoices shall be a constant figure equaling to 1/12 the total bid for each specific individual location within the bid area.

The Contractor will submit to the State the “Contract Summary and Terms Adjustment” sheet within 30 days of the completion of each year of this contract (refer to respective pages) for any cost adjustments.

Any location that has annual make-up water use that deviates more than 5% from specified amount of make-up for that location will result in a cost adjustment that either credits the State of Wisconsin or provides additional payment to the contractor.

If the contract is extended any outstanding rebate to State of Wisconsin, rebate shall be applied to the following contract period. In case of any major upsets/emergencies at a given location due to system operation or changes in water chemistry, cost adjustments shall be made in the subsequent invoice period.

13.0 SUSPENSION AND TERMINATION:

13.1 If contractor fails to meet the performance standards, the State of Wisconsin may terminate this Agreement at any time for convenience, with or without cause, by delivering 30 days written notice to the Contractor.

13.2 Upon termination, the State of Wisconsin's liability will be limited to the pro rated cost of the chemicals used and the services performed by contractor as of the date of termination as determined under Contract Summary and Terms Adjustment.

Unopened product shall be returned to the contractor at contractor's expense.

13.3 Contract obligations of the contractor shall continue during the notice period as if the contract were in full force.

13.4 The bid document contains historical data referring to steam production and feed water make-up for each plant or by system. Your contract is based on a specific amount of chemicals to treat a system, boiler or cooling systems, at a designated cost.

13.5 The plant superintendent (or designee) must approve any variance from the recommended concentration ratio before DOA/DFDM approves any changes in the original program cost. Failure to meet these requirements will result in immediate contract termination.

14.0 ON-SITE SERVICE:

14.1 Routine Service: Scheduled service by a qualified representative must be conducted monthly at each site. If the boilers/Towers are off line for the season, no visits are required unless requested by the Plant Superintendent.

14.2 The purpose of these service visits will be to prevent potential problems from arising that will reduce equipment efficiency and/or result in equipment damage.

14.3 Emergency Service. Response time for the service person for emergency problems shall not exceed four (4) hours after notification on the same day.

14.4 For in-plant testing and analysis relative to boiler/cooling chemical treatment primary service representative will spend a minimum of one hour per visit at the plant and will provide the following:

Plant visits may include:

a.) In plant sample collection of boiler feed water, boiler water, condensate, softener, and / or hot water loop system and cooling water systems for field analysis. Perform all tests necessary to evaluate performance of treatments used in the program that assures the protection of the systems.

b.) Checking quality of plant's field-testing reagents c.) Review of plant's field test results/records. Calibration of RO, Cooling water controllers, OH meter and Conductivity meter.

d.) Provide, dissolved oxygen testing – onsite (quarterly)

15.0 Research, Laboratory back-up and Problem solving:

15.0.1 The qualified bidder must have an in-house laboratory or access to a contract laboratory capable of assisting in solutions of problems that may arise and cause loss of efficiency or equipment damage. When samples are taken for resolution of problem issues and submitted for analysis, results must be reported to the end-user within three weeks.

15.0.2. Examples of written laboratory reports which are representative of the above types of analysis capability are to be submitted when requested. For contract laboratory services, submit appropriate laboratory equipment inventory which support the ability to perform the above-mentioned analyses.

15.0.3 Problem solving:

To solve any specific problem, and at the request of the plant superintendent, vendor must provide analysis for the following analyses. Analysis reports shall be submitted, within ten days from the date of collection, to the Plant Superintendent and a copy sent to the State Heating Plant Engineer at P.O. Box 7866, Madison WI 53707-7866.

HEATING SYSTEMS:

a). Complete elemental water analysis Boiler(s), raw water, and make-up & feed water as needed.

b). Deposit analysis Boiler waterside as needed.

c). Corrosion coupon analysis for boilers Feed Water, Condensate.

d). Metallographic analysis as needed for specific problems.

e). Zeolite resin analysis as needed for specific problems.

f). Remote condensate testing Twice per year- as needed (UWMIL only) g). Fuel oil testing as needed h). Boroscope inspection as needed for specific problems i). Oxygen level Deaerator, as needed for a specific problem

j) Amine studies as needed for specific problems

k) Steam quality studies as needed for specific problems

16.0 Technical Requirements and/or performance standards:

16.0.1 Use of the bidder's products in strict accordance with instructions must result in clean heat transfer surfaces and low corrosion rates in condensate lines, boiler and chiller systems. These criteria will be monitored by the bidder using:

Corrosion coupon monitoring with rates not to exceed .0005" (.5 mil per year) on non-ferrous metals and .002" (2 mil per year) on mild steel. Bidder shall supervise the installation of the corrosion coupons. Failure to meet corrosion goals may result in contract termination.

16.0.1.0 INSPECTION.

When units are opened for annual inspection, perform boiler internal inspection a minimum of once per year on each boiler. Provide deposit analysis and inspection report for each unit. Plant personnel shall provide reasonable advance notice to schedule inspection with the service representative.

Along with the plant staff, collect (existing) corrosion coupon of boiler feed water & condensate for laboratory analysis. Reinstall coupons for subsequent operating periods.

For each plant visit, written report results of that visit must be discussed with the Plant Superintendent or with the Assistant Superintendent. In the absence of both Superintendents, reports shall be discussed with the Supervisor/ Operator in charge on duty. A copy must be left with the Plant Superintendent and a copy sent to the State Power Plant Engineer at P.O. Box 7866, Madison WI 53707.

These formal written reports must be received no later than 10 calendar days after the plant visit/inspection date.

Annual boiler inspections will be conducted by the boiler inspector. Boilers shall have clean tubes and headers. Every contract year photographs or videos shall be taken by the contractor of the boilers waterside and fireside. Formation of any new scale or deposits in tubes or headers may result in contract termination.

16.0.1.1 The contractor shall be responsible for all-cleanup costs and repair due to any failure of contractor's treatment program, products, or service.

Such clean up and repair will be limited to restoring condition of boiler, condensate to condition as found by contractor as described as by the initial inspection report.

16.0.1.2 Return of Unused Chemicals. If the contract is terminated at any time, the contractor shall be responsible to collect and take back all surplus chemicals, testing hardware, and all surplus chemical testing reagents that had been provided by the contractor and purchased by individual agencies.

16.0.1.3 Termination of contract can occur at any point of the program if owner cannot maintain control of the boiler, condensate or chiller tower system.

The water conditions of the heating systems and cooling System must remain under control and within the target values of the contractor per the contract program.

16.0.1.4 Return of Unused Chemicals. If the contract is terminated at any time, the contractor shall be responsible to collect and take back all surplus chemicals, testing hardware, and all surplus chemical testing reagents that had been provided by the contractor and purchased by individual agencies.

17.0 PRIME CONTRACTOR:

Contractor will be responsible for contract performance whether or not subcontractors are used.

No subcontracting will be allowed without the prior approval of the Contract Officer managing this contract.

Any relocation of chemical feed point, and or purchase of test kits & reagents, pumps, piping and any other changes required to meet bidder's proposed treatment program needs, shall be provided and installed by the contractor at no cost to the owner. Cost shall be included in the bid. No installation of any such equipment to be made without express written approval by owner.

18.0 TRAINING:

18.0.1 For each plant, a formal training program shall be conducted once a year. This training program shall include the test instructions, analytical procedures and handling/feeding methods of chemicals. During the training program, analytical procedures must be performed by owner's operating staff in order to carry out the proposed contract program efficiently. This requirement can be satisfied by providing a formal off-site seminar.

18.0.2 One month in advance, Contractor must schedule the training sessions with the Plant

Superintendent so that he can have all operators he wishes to be present.

18.0.3 As part of the training sessions, Representative may provide an audit (blind) sample to test each operator to perform analyses. The results of the operators' performance shall be submitted in writing to Plant Superintendent. As an alternative to this procedure, representative may compare his test results to the operator’s test results for that day.

18.0.4 Contractor will discuss with the Plant Superintendent, based on the test results, whether additional training is required to establish operator competency for carrying out uniform water treatment program testing and treatment procedures.

18.0.5 For each plant, the audit testing procedure shall be done twice during the contract period. The contractor must provide two copies of a chemical treatment manual to each plant. Audit testing procedures on actual plant samples may be satisfied by comparing representative test results to the operator’s test results for that day

18.0.6 Contractor shall provide a briefing resulting in a basic understanding of the new chemical treatment program by plant personnel prior to beginning of the contract period. Method of presentation is optional. Provide chemical testing procedures for the chemical treatment program.

18.0.7 Chemical Testing Program

18.0.7.1 Provide updated electronic written instructions and testing procedures for all control tests.

18.0.7.2 Provide Test equipment bulletins pertinent to control test.

18.0.7.3 Vendor shall supply one Hach DR890 Colorimeter per facility per five-year contract for boiler-only facilities.

18.0.7.4 Vendor shall supply two Hach DR890 Colorimeters per facility per five-year contract for combined boiler & cooling facilities.

18.0.7.0.5 If the DR890 is damaged by misuse, it shall be the responsibility of the

State to pay for the replacement of the DR890.”

18.0.7.0.6 Provide O2 test kit for Deaerator.

BOILER CHEMICAL SPECIFICATIONS:

19.0. Feed points of any chemical shall be as existing at plant. Cost for relocation of feed point, laboratory equipment, including all reagents, pumps, piping and any other changes, shall be included in the bid.

20.0. All chemicals must be in liquid form except for Oxygen scavenger and coal fire side treatment.

Liquid oxygen scavenger shall be provided for UW Milwaukee.

21.0. Products Types:

21.0.1 Powdered Oxygen Scavenger:

Inorganic Catalyzed Product with a 98% active and a minimum of 0.15% Cobalt

Liquid Oxygen Scavenger: (for UWM, TCI & WCI) Sodium Metabisulfite: 15% minimum Erythorbate: 0.2% minimum

21.0.2 Resin Cleaner: Sodium Hydrosulfite or Citric acid/phosphonic acid or industry approved equivalent (for annual cleaning).

21.0.3 Boiler internal chemicals: Solubalizing technology

The program shall include one or more following type of chemicals.

21.0.3.1 Scale inhibitor: Polymer program for all locations unless it is specified.

A single blend Polymer chelant program, chelant not to exceed 5%, is acceptable.

21.0.3.2. Organic based Dispersant: Polymer based or Organic based.

21.0.3.3. Sludge conditioner: If needed shall be organic only.

21.0.3.4. Anti-foam: If needed shall be compatible with other boiler compounds.

Tannins and Lignin's are acceptable as tracers only.

The following programs are not acceptable:

Chelants, Phosphates, Polyphosphates, Chelant/Phosphate blends and Polymer chelant blends where chelant exceeding 5%. Phosphates, Polyphosphates or organophosphonates are not acceptable where the makeup water contains orthophosphates or polyphosphates.

21.0.4. Return (Condensate) System:

21.0.4.1. Neutralizing: Blended amine product is required at all locations unless it is specified. (Minimum of 8.0 pH should be maintained in the Condensate system).

Blends must have the following three ingredients:

a. A minimum of 5% Morpholine.

b. A minimum 10% Cyclohexylamine.

c. A minimum of 5 % Diethylaminoethanol (DEAE)

Active ingredients percentages must be shown in the MSDS. All products must be F.D.A approved.