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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... 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 The VAMC has a four-boiler plant, two high temperature hot water heating boilers located at the BRAC and in the Fisher House, and an HVAC System that supplies hot water, steam, and heating. It is necessary to have the water tested regularly to maintain safe, normal operation of Boiler Plant equipment. Left unchecked, other elements inherent to the water in this area will degrade pipes, pumps, and other delivery equipment. 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 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. The Vendor will provide quarterly preventive maintenance services for three (3) water softener systems (Boiler Plant, Bldg. 2, BRAC) and provide recommendations 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. This additional maintenance and repair, if requested by the VA, will be paid for under separate purchase order. 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. 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 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 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 Contracting Officer s Representative (COR), 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 list 2021-2022 historical records of 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 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 <10 Boiler Conductivity 4,000-5,000 Boiler P-Alkalinity 300-600 Boiler M-Alkalinity 800 Max Boiler OH-Alkalinity 200-400 Boiler Sulfite 30-60 Boiler Polytrak 20-40 Condensate pH 8.2-8.8 Condensate Conductivity <50 City Water Phosphate 1-3 ppm COOLING TOWER: The Huntington VAMC has one Cooling Tower with 3 Cells. Vendor must provide the following: Maintenance, Inspection and Documentation: Inspect and adjust chemical metering pumps monthly Inspect and clean sample lines monthly Inspect and calibrate continuous water chemistry analysis equipment monthly Inspect and clean chemical injection quills quarterly Inspect and clean secondary chemical containment semi-annually Inspect and calibrate instrumentation annually Inspect, clean and disinfect cooling tower annually Provide VA with a written report within 10 business days following the cleaning. * The cleaning must be conducted during the month of March each year of the contract and during a time frame when the temperature is below 50 degrees during the entire cleaning process. The cleaning must include physical cleaning/power washing of the Cooling Tower exterior and interior to include the Pans, Louvers, fan blades, motor and dispersion nozzles and all debris cleaned from the bottom of the pan. The vendor will be responsible for all aspects of the cleaning. Provide quarterly Legionella testing on the Cooling Tower water and condenser water. * Quarterly Legionella testing will be conducted during the months of October, January, April and July. The Vendor must make any needed chemical feed adjustments on site the same day the service is conducted. Provide the Huntington VAMC with a written report within 10 business days following Legionella testing sample acquisition. Provide Bag Filters Monitoring and Data Collection: The following operational conditions must be monitored, documented and alarmed by a building control system or equal. All alarms must be documented, and operational conditions must be documented at least hourly and upon significant change in state: Biocide levels in the system Water Chemistry including pH and conductivity Corrosion inhibitor levels Vendor must chemically treat the Cooling Tower water to keep the water and Cooling Tower working as designed. The water in the cooling tower system must be continuously treated based on measured levels of biocide in the system (dosing based on flow is prohibited). At a minimum the treatment must include the following: Use of one or more biocides to effectively control the growth of pathogens including Legionella Chemical or other agents to minimize scale formation, corrosion and fouling A bio-dispersant must be used in conjunction with the biocide to ensure proper treatment CLOSED LOOP SYSTEMS: The Huntington VAMC has 26 Closed Loop Systems as indicated below: Buildings With Close Loop HOT Chill Building 1 1 0 Building 1 Energy Recovery 3 0 Building 1 West 1 1 Building 1 West Energy Recovery 1 1 Building 1 South 1 1 Building 1 South Energy Recovery 4 0 Building 1A 1 0 Building 2 1 1 Building 4 1 1 Building 5 1 1 Building 6 1 0 Building 12 1 0 Building 23 R 1 2 Vendor must test each Closed Loop System per the below listed schedule and make written recommendations as to what work needs completed and or chemicals need added in order to maintain the system in proper operating condition. The vendor will be responsible to provide and add the chemicals to each system as needed to maintain chemical residuals as recommended by the vendor. These chemicals and labor costs will be covered under this contract with no additional cost to the VA (With the exception of Glycol). Glycol will be purchased by the VA under separate PO. Building / System Hot Cold Month Building 1 1 0 Oct Building 1 Energy Recovery #1 1 0 Oct Building 1 Energy Recovery #2 1 0 Oct Building 1 Energy Recovery #3 1 0 Oct Building 7 1 1 Nov Building 8 1 1 Nov Building 5 1 1 Jan Building 6 1 1 Jan Building 1 South 1 1 Feb Building 1 South Energy Recovery #1 1 0 Feb Building 1 South Energy Recovery #2 1 0 Feb Building 1 South Energy Recovery #3 1 0 Feb Building 1 South Energy Recovery #4 1 0 Feb Building 1A 1 0 Mar Building 2 1 1 Apr Building 4 1 1 May Building 1 West 1 1 Jun Building 1 West Energy Recovery 1 0 Jul Building 12 1 0 Aug Building 23 R 1 2 Sep The Vendor must provide all test kits and reagents for VAMC HVAC Technicians to conduct weekly testing on all Closed Loop Systems for proper Corrosion Inhibitor levels as well as any other chemical levels deemed necessary by the Water Treatment Vendor. CHILLERS: Chillers Chiller #1 350 Ton Chiller #2 350 Ton Chiller #3 600 Ton Emergency 155 Ton Provide Semi-Annual condenser water corrosion analysis and provide VA with a written report within 10 business days following the analysis. This testing will be conducted in the months of October and April of each year of the contract. Vendor must make any needed chemical feed adjustments the same day the service is provided. STATEMENT OF WORK PART C SUPPORTING INFORMATION C.1 Place of Performance Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington, WV 25704. C.2 Period of Performance The Contractor shall perform all services immediately upon contract award. The Contractor shall perform all work during normal business hours, (unless other times are stipulated by the Contracting Officer s Representative (COR). POP: 1/1/2025-12/31/2025 The following holidays are observed by the Federal Government (as well as any other day that is declared a national Holiday per an Executive Order issued by the President): New Year's Day Martin Luther King's Birthday (3rd Monday in January) Presidents Day (3rd Monday in February) Memorial Day (last Monday in May) Independence Day (July 4th) Labor Day (1st Monday in September) Juneteenth (June 19) Columbus Day (2nd Monday in October) Veterans Day (November 11th) Thanksgiving Day Christmas Day Note: If the holiday falls on a Saturday, it is officially observed on the Friday before the holiday. If the holiday falls on a Sunday, it is officially observed on the Monday following the holiday. C.3 Special Considerations C.3.1 Contractor Furnished Materials All labor, materials, equipment and supervision to perform all aspects of the contract. When furnish , provide , install , or similar term is used it shall mean a complete installation, ready for use. The work will include all items as described in the Scope of Work listed above. C.3.2 Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property. C.3.3 Qualifications of Key Personnel Contractor s employees should be knowledgeable of standards associated with this type work. C.3.4 Supervision/Communications. At all times during the performance, the Contractor s Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor s Competent Person that meets OSHA training guidelines, is capable of making decisions and acting on behalf of the Contractor shall be physically located on site at all times during performance of the contract. If the Contractor s Competent Person is absent from the job site for an extended period of time, the COR may send all Contractor/sub-contractor employees off the job. C.3.5 Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Hours of operations are 8am-4pm EST. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be worn above the belt at all times while on Medical Center property. Contractor s employees shall return all I.D. badges to designated personnel at time designated in the task order. C.3.6 The Contracting Officer s Representative (COR), or Subject Matter Expert (SME) designee, is responsible for the inspection of the work called for in this job. Inspections made by the COR/SME are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities. C.3.7 Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings are deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the Contracting Officer for approval as soon as practical. No such departure shall be made without proper written permission of the Contracting Officer. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the task order. C.3.8 Verification of Dimensions The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen. C.3.9 Smoking Policy. We are a smoke free facility. C.3.10 Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators at all times. Seat belt use is mandatory on the VA grounds.