Z1NE--Sources Sought Water Treatment Services for Boiler Plant - Cooling Tower - Closed Loop System - Water Softener Huntington VAMC Base Year Plus Four Option Years Must Completely Provide Responses to Page 18

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this Sources Sought Notice to identify potential qualified vendors that are interested in and capable of performing this requirement. This requirement is for Water Treatment Services for Boilers, Cooling Tower, Closed Loop Systems, and Water Softeners at the Hershel Woody Williams VA Medical Center located at 1540 Spring Valley Drive Huntington, WV 25704.

STATEMENT OF WORK PART A GENERAL INFORMATION

A.1 INTRODUCTION

The Hershel Woody Williams VAMC (VAMC) located at 1540 Spring Valley Drive, Huntington WV, has a requirement for a vendor to perform Water Treatment Services for the Huntington VAMC Boilers, Cooling Tower, Closed Loop Systems and Water Softeners.

A.2 BACKGROUND

This procurement will establish the formation of a base plus two option year, firm-fixed price contract for the Hershel Woody Williams VAMC in Huntington (VAMC). The contract will require a water testing and treatment services for four boilers, two high temperature hot water heating boilers, and an HVAC system including the chillers, condenser, and cooling towers that supplies hot water, steam, and heating. The contract also includes 26 closed loop systems and some chiller plant maintenance.

Note: The VAMC owns the chemical feed systems (Pumps and Controller s)

containments and electronic monitoring equipment currently being used on the system

and the VA will purchase any additional or replacement equipment as needed or required

to include containment and testing equipment.

A.3 SCOPE OF WORK

The vendor will provide all containers, labor, equipment, material, chemicals, reagents, all test kits (including weekly kits for use by medical center personnel), corrosion coupons, instructional materials, bag filters, and supervision to perform the work as listed in the work requirements (section 3-work requirements) below.

All chemicals utilized must conform to FDA guidelines: CFR 21, 173.310, BOILER WATER ADDITIVES PERMITTED IN PLANTS WHERE STEAM CONTACTS FOOD. In addition, the chemicals shall conform to all local, state, and federal government regulations on water pollution and have appropriate EPA registration. The VAMC utilizes boiler steam for food preparation and for humidification.

The vendor shall provide all labor and supervision to conduct water treatment services for:

Four (4) boilers in the Boiler Plant

One (1) high temp hot water heating boiler at the Building 20 (BRAC)

One (1) high temp hot water heating boiler at the Fisher House

One (1) Cooling Tower.

Other water softener and closed loop systems outlined in the scope of work.

The Vendor will provide water testing services and provide recommendations for the proper operation of 26 Closed Loop and Open Loop systems per VA requirements.

The Vendor will provide quarterly preventive maintenance services for three (3) water softener systems (Boiler Plant, Bldg. 2, BRAC) and provide recommendations in writing via email to the Program Office Point of Contact and maintenance and operations supervisors for the proper operation of each. (October, January, April, and July)

The vendor will provide comprehensive repair service for all Water Softeners as requested by the VA. The additional maintenance and repair not specifically outlined in this contract will be paid for under separate purchase order. The recommendations for this maintenance and repair must come from the vendor in writing with a quote, and will be request by the VAMC if deemed necessary.

Chemical Water Treatment Contractor Qualifications:

The contractor shall have been in business at least three years providing chemical treatment of boiler plant and steam distribution systems, cooling water systems, closed loop systems and water softener systems similar in design and annual production rates to that of the Huntington VAMC facility. Provide a list of at least three customers similar to the Huntington VAMC who have utilized the vendor s services for chemical treatment in the at last three years.

One water treatment specialist who has a bachelor s degree in chemical engineering or the physical sciences from an accredited college or university shall be assigned to this contract. The water treatment specialist must have at least three years successful experience treating water systems listed in this Statement of Work. The water treatment specialist assigned must be able to respond to requests for assistance within 24hrs of notification. To ensure that any problems that may arise will be promptly taken care of, the Vendor will maintain a twenty-four hour means of contact via answering service or cell phone seven days per week.

The contractor must operate (or continuously maintain a contract with) a state certified laboratory. This laboratory must be capable of performing complete scientific analyses of water chemistry, deposits and metallic materials affected by corrosion. The laboratory and or Water Treatment Company must also provide recommendations for correction of problems related to the chemical and mechanical water treatment program. A Professional Chemist shall supervise the laboratory.

Laboratory Certifications (Required):

Proof of CDC-ELITE certification for Legionella testing from a culture-based method, such as ISO 11731 Spread Plate Method. Currently, VHA adheres to the CDC recommendation of a 1-liter water sample per test; therefore, the laboratory must be able to test for Legionella using this sample size.

STATEMENT OF WORK PART B WORK REQUIREMENTS

B.1 Tasks to be accomplished:

GENERAL TASKS FOR ALL SYSTEMS:

(Water Softeners, Boilers, Cooling Tower, Closed Loop Systems and Chillers)

Set up all safety equipment necessary when working on VA property.

Vendor must chemically treat all systems listed in this Statement of Work and maintain proper residual levels as recommended by the Vendor.

Vendor will provide monthly water treatment service and testing, and provide VA with a written report within 10 business days following scheduled service.

The monthly written report will describe all work performed, test results and recommendations. (Consulting reports of treatment procedures, testing and general operating conditions) The Vendor must make necessary adjustments to

the chemical feed systems on site the same day the service is conducted.

Vendor will be responsible for keeping chemical feed and salt tanks with a sufficient amount of chemical by transferring chemical from drums or other containers into the chemical feed tanks. The Vendor is responsible to ensure that the chemical feed tanks never run empty.

Perform all necessary mechanical and chemical testing of the chemical feed system on a monthly basis. Tests will be used to reduce the likelihood of a major system failure, extend the life of the system, reduce repair costs, protect against downtime, and increase energy efficiency.

Inspect the waterside of treated systems, as systems are made available by the VA, to monitor performance and results.

The Vendor will furnish all chemicals, reagents and labor necessary to perform the services listed in this Statement of Work.

The Vendor shall inspect and, to the extent that may be necessary, test all items of the chemical feed system and controls used by the Vendor. The VAMC will make arrangements so that Vendor personnel will have access to the Systems being treated for each scheduled preventative maintenance service visit.

Maintain all chemical feed and control equipment for the System. VA will

purchase any new equipment or replace worn and broken equipment. Vendor

will submit a quote for their installation costs of additional equipment as

purchased by the VA.

Provide operator training twice per year for general maintenance and operations of the cooling tower.

Deliver all products at no additional charge. Vendor shall deliver required products specified within the statement of work during approved work times.

All products and services provided beyond the contract scope of work will be billed on a time and materials basis via written quote to the M&O General Supervisor. Such work must be approved in advance, in writing, by the VAMC Engineering Department before work can begin.

All chemicals must be in containment. (Material/supplies will not be left on rear loading dock for days or weeks at a time)

Provide all chemicals, test kits, test reagents, corrosion coupons, and instructional materials as necessary to comply with all contract requirements.

Submit SDS sheets for all chemicals utilized during the performance of

services under this contract. The SDS sheets will accompany delivery of the chemicals. A list of chemicals must also be submitted to the facility Industrial Hygienist.

All chemical containers shall be labeled with complete information on contents and shall be returnable. Containers with missing labels shall be removed from the site by the Vendor. All shipping containers, to include empty chemical totes, drums and pails, remain the property of the Vendor/Contractor and must be immediately removed from VA Property when they are no longer needed at the site.

Provide complete written instructions, supplemented by oral instructions and demonstrations, to boiler plant and or HVAC personnel for their performance of routine water tests and for feeding the chemicals into the systems. The instructions shall cover all aspects of safe chemical handling and safe and accurate testing, and proper chemical feed quantities and methods to suit the plant operating parameters and water treatment performance requirements.

Provide 2, two-hour training sessions within two months of the start of a new contract. The first session shall be within one week of the start of the contract.

Visit the plant weekly during the first two months of a new contract. After two months, visit the plant monthly and perform tests listed in this Statement of Work. Review daily logs of tests performed by boiler plant and HVAC personnel. Discuss the test results with the Work Leaders and M&O Supervisors as well as the M&O General Supervisor. Provide recommendations on treatment methods and consult on boiler plant steam and condensate distribution system problems, Cooling Tower problems, Closed Loop System problems and Water Softener problems as requested or needed. Send water samples to the laboratory as necessary to resolve problems and questions. The cost of shipping samples and laboratory services will be included in this contract. Make additional visits at the request of the M&O Supervisors to handle problems.

Test corrosion coupons quarterly and provide a report. Vendor will install, remove, have tested and submit a written report to the M&O Supervisor responsible.

Any deficiencies or problems noted with VA test results or with the water treatment specialist s test results are to be reported immediately to the M&O Supervisor responsible. If problems are found, corrective actions must be recommended immediately.

Contractor must apply for all applicable construction permits, and receive them before beginning work.

All work must be completed in accordance with all local, State, and Federal regulations.

Contractor shall provide daily cleanup of work area and trash removal from site including all empty drums, totes, barrels or other empty chemical storage containers. The vendor is responsible to dispose of all empty drums, totes, barrels or other empty chemical storage containers when they become empty or no longer used or needed at the Medical Center.

Remote Access: Contractor will respond and make adjustments to alerts the same business day

WATER SOFTENERS:

In the Boiler Plant, the Huntington VAMC has 3 Marlo Commercial Softeners ranging from 96,000 to 1,200,00 grains of hardness with flow rates up to 280gpm. We have 3 top Mount Fleck Timers and Controls with two high density polyethylene brine tanks. The Huntington VAMC uses approx 9,000 gallons of Soft Water per day in the Boiler Plant. The Softener is located in the Boiler Plant (Bldg #3)

In Building 2, The Huntington VAMC has Pentair NXT2 Microprocessor/Digital Controller, 3 Fleck Model 3900 Control Valves, and a Model MST-900-3 Twin Alternating Softener System (Side Mounted) Manufactured by Marlo Inc. This softener can support an estimated facility capacity rate of 19,000 gal/hr.

In Building 20 (BRAC), the Huntington VAMC has one water softening unit working in conjunction with the high temp hot water heating boiler which provides Bldg. 20 with heat and hot water.

Vendor must:

Provide and have delivered all softener salt. Salt pellets are the only acceptable form of salt to be used. At no time will granulated salt be acceptable.

Conduct Quarterly Preventive Maintenance Service on the Softeners that provide soft water to the Laundry and Sterile Processing Supply (SPS). The Quarterly Preventive Maintenance Service must be conducted during the months of October, January, April and July. The Softener is located in Building 2. Provide Documentation of work completed including amount of chemicals added and any recommendations for upcoming repairs or work.

Conduct Quarterly Preventive Maintenance Service on the Softeners that provide soft water make-up to the Boilers located in Building 3. (Boiler Plant) The Quarterly Preventive Maintenance Service must be conducted during the months of October, January, April and July. Provide Documentation of work completed including amount of chemicals added and any recommendations for upcoming repairs or work.

Provide comprehensive repair service, as requested by the VA, at additional cost under a separate Purchase Order for items and/or repairs not covered under Preventive Maintenance. This comprehensive repair service will cover both Water Softener Systems (Boiler Plant and Bldg 2)

BOILER PLANT:

The VA has the following boilers that require treatment:

Boiler #1 400 HP Johnston

Boiler #2 350 HP Kewanee

Boiler #3 300 HP Kewanee

Boiler #4 350 HP Cleaver Brooks

All chemicals utilized must conform to FDA guidelines: CFR 21, 173.310, BOILER WATER ADDITIVES PERMITTED IN PLANTS WHERE STEAM CONTACTS FOOD. In addition, the chemicals shall conform to all local, state, and federal government regulations on water pollution and have appropriate EPA registration. The VAMC utilizes boiler steam for food preparation and for humidification.

Conduct waterside inspection of boilers, feed water, deaerator and condensate storage tank at least once per year. Through the Program Office Point of Contact, coordinate the boiler and feed water. deaerator inspection to coincide with the inspection by the Qualified Professional Inspector (boiler inspector). VA personnel will prepare equipment for inspection.

Provide recommendations on wet and dry boiler lay-up procedures and provide chemical treatment for the boilers laid-up. The Huntington VAMC typically has one or two boilers laid-up during the Summer Months. Vendor must also monitor boilers not in service (laid-up) during the monthly visit.

Provide recommendations on proper operation of continuous boiler blow-down systems and boiler bottom blow-down procedures.

The charts below shows 2024 historical records of usage.

2024 historical usage

Pounds of Steam

Makeup Water (Gallons)

City Water (Million Gallon)

January

8,953,606

312,900

3.1

February

7,750,565

254,200

2.5

March

7,174,490

241,500

3.5

April

7,395,352

223,400

2.7

May

5,678,958

188,700

2.6

June

6,117,017

242,690

3.8

July

5,180,509

252,700

5.7

August

5,266,259

264,000

5.4

September

5,385,166

244,022

2.9

October

5,618,767

207,300

2.7

November

7,302,891

269,500

2.5

December

7,184,823

261,400

2.7

Total:

79,008,403

2,962,312

40.1

Vendor must treat the facility City Water supply with Phosphate to maintain a residual level of 1 -3 ppm.

Perform the following tests monthly and provide complete written reports with all test results and recommendations. Tests are to be taken on water and steam to compare. Review reports with M&O Supervisor responsible to meet the following:

Softener Hardness