Water_Testing-RFP-FY25-REV.pdf

ODVA Water Testing RFQ 10/2024

ODVA RFP for Water Testing

1.0 Statement of Needs

1.1

2.0 2.1 2.2

2.3 2.4 2.5 2.6 2.7

2.8

3.0 3.1

3.2

3.3

3.4

3.5

The purpose of this RFP is to establish a contract for furnishing water testing and treatment services to assist Oklahoma Department of Veterans Affairs’ (ODVA), staff in an on-going cooling tower and closed loop system water treatment program to keep equipment in efficient working condition with minimal down time. This service is being requested for five of our Veterans Homes in Oklahoma.

Definitions:

Agency: The entity for which the contract has been issued.

Business Day: Any day in which normal business operations are conducted. Monday through Friday from 8 a.m. to 5 p.m. CST.

FMS: Facility Maintenance Supervisor to include assigned personnel in the absence of FMS.

ANSI: American National Standards Institute.

ODVA: Oklahoma Department of Veterans Affairs.

OSHA: Occupational Safety and Health Administration.

State: State of Oklahoma

Contract Term The Contract term, which begins on December 1st, 2024 as the effective date of the Contract, is through June 30th, 2025.

ODVA TERMS

The Bidder is encouraged to read the Solicitation documents very carefully, as the ODVA shall not be responsible for errors and omissions on the part of the Bidder. The Bidder is also encouraged to carefully review their final submittal documents, as the Evaluation Committee is not required to make interpretations or correct detected errors in calculations.

The Bidder shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

SITE VISIT: Bidders are strongly encouraged to visit the facility sites prior to submitting a bid and take other steps as may be reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve bidders from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting the FMS on Exhibits A – E and site visits must be completed no later than November 1st, 2024.

SAFETY: Safety of the Contractor’s employees, employees of the State, as well as the public is a prime concern of ODVA and the Contractor must take all necessary steps to assure proper safety during the performance of the contract.

CONDUCT: The Contractor shall be fully responsible for the actions of their employees while they are at the job site. Contractor employees shall be fully qualified to perform skillfully all the work as required for this contract and shall conduct themselves in a courteous, professional manner at all times while on state property.

3.6 ODVA reserves the right to have any employee of the Contractor removed from the job site and replaced if they are not compliant with contractual requirements.

3.7 DRESS CODE: The Contractor shall assure that all workers assigned to perform service and/or repairs on state property shall be dressed in an appropriate company uniform with the company name, and a photo ID in their possession.

3.8 DAMAGE TO STATE OWNED PROPERTY: The Contractor shall perform all work so that no damage to the building or grounds occurs. The Contractor shall repair any damage to buildings or grounds caused by gross negligence or any other means to the satisfaction of ODVA at no cost to the State.

3.9 HOUSEKEEPING: All materials, tools, equipment, etc. shall be removed or safely stored by the Contractor. ODVA is not responsible for theft or damage to the Contractor's property. All safety hazards to workers or the public shall be corrected immediately and the site shall be left in a safe condition at the end of each day. The Contractor shall be responsible for restoring the building or grounds area where work has been performed back to the former or an improved state prior to final acceptance.

3.10 The Contractor shall keep the premises clear of all debris generated by the work involved.

3.11 Additional Locations: ODVA reserves the right, at any time (including after an award hereunder), to add or remove to the contract as the need arises due to changes in the amount of buildings.

3.12 If a cooling tower site is deleted, the service charge for that site will be deleted from the Total

Invoice Amount. As new buildings are constructed, it may be necessary to add cooling towers to the inventory list. Price shall be commensurate with similar sites already being serviced.

3.13 If the Contractor is unable to respond to the needs of ODVA for any reason, ODVA reserves the right to call in another qualified, licensed Contractor to perform the work required at that time.

4.0 MANDATORY BIDDER REQUIREMENTS: Failure to include these documents with your bid may deem your proposal non-responsive.

4.1 Company Information: The bidder shall furnish documentation with bid packet that demonstrates five (5) years continuous previous experience treating industrial, commercial, and institutional cooling systems. The bidder shall have performed this work as the same organizational Contractor during those previous five (5) years.

4.2 The bidder shall have a representative of the company, who holds a degree in chemistry or chemical engineering that has a MINIMUM of five (5) years’ experience in the field of water testing, and who is available to participate in all scheduled inspections of the treated equipment.

Documentation of this representative’s qualifications shall be provided when submitting your bid.

5.0 CONTRACTOR REQUIREMENTS

Contractor shall provide monthly testing service at each site listed in Attachment Price Sheet to collect and test samples for cooling tower and closed loop systems. Ardmore service is Quarterly.

Capacities of each closed loop system are unknown. The only way to know is to trace the lines which is beyond the ODVA’s capabilities.

Please refer to Exhibits A - E which contains the latest test reports from each facility.

Contractor shall provide all treatment chemicals needed for the closed system and the chilled water closed system.

5.1 Contractor shall add the needed treatment chemicals to the closed systems and provide test results.

5.2 The cooling tower treatment chemicals will be purchased by the ODVA separate from the chilled water chemicals.

5.3 The cooling tower treatment will be purchased from chemical wholesalers chosen by the state of Oklahoma.

5.4 Contractor shall make regular monthly service calls to ODVA Veterans Centers, with the exception of the Ardmore facility, at which time the Contractor shall sample and test the various treated waters.

5.5 At the end of each inspection, Contractor shall compose a complete report on the status of the water treatment program. This report will include analyses of the water along with observations and recommendations to improve the water treatment program. This report will be submitted via email or faxed to the FMS fifteen (15) business days after testing is completed. All necessary corrective actions, due to test results are to be in writing in addition to a timeline for needed results.

5.6 HAZARDOUS MATERIALS: All hazardous materials used by the Contractor shall be marked as such.

The Contractor shall provide the FMS at each site the appropriate Material Safety Data Sheet (MSDS) before the work begins to include identification of any hazardous chemicals provided by the Contractor prior to bringing them on ODVA property. Adequate ventilation shall be used at all times during the application of approved chemicals. In conjunction with OSHA, Subpart-Z Toxic and Hazardous Substances, and Section 1910.1200 Hazard Communication, Contractors are hereby informed of the presence of (or possible presence) of chemicals in the area where the work requested will be performed. It is the responsibility of all selected Contractor to contact the ODVA for specific information relative to the type of chemicals present and location of appropriate MSDS.

5.7 The Contractor is responsible for the proper disposal of chemicals, empty chemical drums and materials from state property in accordance with all applicable laws, guidelines, regulations and codes.

5.8 Contractor shall furnish and provide all tools, equipment, materials and labor required to fulfill this contract.

5.9 The Contractor shall, without additional expense to the state, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations, in connection with the execution of the work.

5.10 The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI and OSHA laws, rules and regulations and all other applicable regulations for the term of the contract.

5.11 Upon arrival at building, the Contractor shall notify FMS and, at an area designated by ODVA, sign in before work is to start. Document and report any existing damage to equipment or malfunction immediately to the FMS prior to beginning work. Sign out when work is complete. Before leaving the site, the Contractor shall report to FMS.

5.12 Within the first thirty (30) calendar days of issuance of a Purchase Order, the Contractor shall inspect each site for proper operation and setup of chemical feed stations, piping and all other areas within the scope of the contract. If deficiencies are found, a written report is to be given to the FMS for corrective action to be taken by the ODVA.

5.13 Contractor will train the ODVA Center personnel on the testing and treatment of the various waters at each facility.

5.14 Hours of Operation: Testing will be during normal business hours 8:00 a.m. to 5:00 p.m. (CST), Mondays through Fridays, excluding state holidays, or mutually agreed between Contractor and FMS. There may be situations that require the contractor to work at times other than normal working hours. When the contractor’s work schedule conflicts with ODVA’s requirement, advise the FMS and reschedule the work to minimize disruption.

5.15 The Contractor shall provide point of contact phone number(s).

5.16 Work Orders: Upon completion of the service, both FMS and the Contractor will legibly sign the completed work order, and a signed copy will be provided to designated ODVA personnel.

5.17 Invoice Accuracy: Original invoices will be electronically submitted to ODVA_AP@odva.ok.gov for services delivered and completed.

All invoices shall include the following:

a) Purchase Order Number,

b) Complete remittance address,

c) Building where work was performed,

d) Date(s) work was performed.

e) Description of services performed,

f) Services billed hours,

g) Itemized materials list if any that the Contractor used for job completion.

5.18 Invoicing is due no later than 15 days from when the service was completed.