DEPARTMENT OF EMERGENCY AND MILITARY AFFAIRS
DEMA Procurement Office, Building #M5800
5645 East McDowell Road
Phoenix, Arizona 85008-3495
Telephone: 602.267.2699 Fax: 602.267.2576
MG MICHAEL MCQIRE
THE ADJUTANT GENERAL
SCOPE OF WORK
DEMA17-00006854 / M16-0076
Water Treatment and Maintenance Program for Cooling Towers at Bldg. 10 & 21
1.0GENERAL
1.1.The contractor shall provide a monthly full service HVAC chemical water treatment program, including ancillary equipment cleaning service, and all management, labor, material, parts, equipment, transportation, tools, and applicable taxes necessary to maintain, service, calibrate, and repairs in accordance with ASHRAE Standard 12-2000. The systems to be treated, serviced, and cleaned consist of two each open-loop cooling tower water systems and chiller condenser bundles.
If repairs are required a written quote/proposal shall be provided by the contractor and approved by CES representative(s) and a PO issued prior to commencing.
1.2.Contractors may collect their own water samples and visually inspect the facility at the scheduled site visit only.It is required for all attendees to email Brian Alexander and Steven with company name and person(s) name who will be attending the site visit by 3:00 pm November 21, 2016. Proper ID (driver’s license) is required when entering into the facility.
1.3.Contractor will utilize maintenance practices using diagnostic equipment at regular intervals to detect the onset of deterioration of machinery with the aim of extending service life through controlling degradation.
1.4.Contractor shall ensure their test instruments are calibrated annually and methods of calibration are traceable to the Bureau of National Standards.
1.2. INITIAL SURVEY OF EQUIPMENT
1.2.1. The awarded Contractor shall conductan initial plant survey of each system that details the chemistry, equipment and automation that will be used. Each system shall have a simple line diagram outlining key performance metrics from a mechanical, chemical, and operational view. Contractor shall evaluate all equipment and determine the need for repairs, replacements, improvements or upgrades.If the contractor fails to provide this report within fifteen (15) days after award of this contract, it will be assumed that the contractor has accepted all equipment in satisfactory condition.
1.2.2. Upon receiving the reportfrom the contractor, owner will provide upgrades or improvements identified in the initial plant survey.
1.3. WATER TREATMENT AND MAINTENANCE PROGRAM
1.3.1. The contractor's main goal is to reduce fuel and electrical consumption through improved heat transfer efficiency. This is accomplished by minimizing scale, corrosion, fouling, and microbiological growth, which create deposits on heat transfer surfaces. The vendor shall make an effort to maximize cycles of concentration in both cooling towers to minimize water, energy and chemical consumption.
1.3.2. A program manual shall be provided on-site by the contractor for customer review. The manual shall be used to collect all data on the program and provide a source for information on program details. The following data shall be contained in the manual.
. Contractor contact information
. SDS sheets and emergency contact numbers
. System survey information
. Test procedures and quality control plans
. Sample log sheets and logged data
1.3.3. A written plan shall be provided to the owner monthly,detailing work to be completed by the contractor. The plan shall detail routine testing, special projects, and opportunities for improvement. The contractor shall evaluate condenser performance on an annual basis and report the results. Efficiency calculations shall be made where the data is available.
1.3.4. Contractor is responsible for maintaining the cleanliness of cooling towers, and condenser bundles. Towers shall be cleaned at a minimum of once every other month (six times a year) and more if needed. Tube bundles will be cleaned two (2) times a year (every six months) as determined by the contractor and 161st CES personnel.
1.3.5. Systems (identified in Exhibit A) of the scope of work) shall be tested a minimum of once per month. The basic testing requirements are detailed below:
. Conductivity of tower water vs. the Make Up (Cycles)
. Scale inhibitor levels
. Calcium Balance
. Biocide levels (biweekly)
. Alkalinity Balance
1.3.6. Contractor is responsible for maintaining inventory levels of products being used. Contractor will provide storage containers for all products being used. The contractor shall use the safest technology available to limit exposure of hazardous chemicals. Inventories will be recorded monthly for each system.
1.3.7. It is expected that the contractor will communicate new technologies that decrease exposure/use of hazardous chemicals. The contractor will also provide any new technology that improves the operation of the responsible equipment.
1.3.8. Should the contractor neglect to follow the contract requirements which in turn causes damage to the equipment, a review team will be assembled to determine the extent of damage, an acceptable means of repair (or replacement). The team shall consist of representatives from 161st Civil Engineering Squadron, the contractor, and possibly representatives from the equipment manufacturer or a designated repair contractor.
1.3.9. The effectiveness of the treatment program shall be reviewed every six (6) months based on:
a. The timeliness and accuracy of reports.
b. Adherence to proper addition and maintenance of chemical levels in all systems.
c. The service personnel's ability and attitude, professional performance and dedication to maintaining the building 10 and 21 open-loop cooling tower water systems and chiller condenser bundles.
d. Ability to correctly analyze problems and apply corrective actions.
If any question arises as to the accuracy of the tests results, the161stCES will utilize the services of another water treatment company to take samples and provide a laboratory analysis of the results at the cost of the contracted water treatment supplier.
1.4. REPORTS
1.4.1. The contractor shall electronically submit to the designated 161stCES representative(s) monthly reports as specified herein. The reports are due no later than the 10th of the following month and shall include:
1.4.2. List all current issues and recommendations for improved operation. It is the contractor’s responsibility to alert 161st CES representative(s) of any immediate actions that need to be taken.
1.4.2.1. All the collected data from the month in the original, raw format and data compilation reports.
1.4.2.2. The results from any laboratory testing.
1.4.2.3. Identified metrics on treatment performance.
1.4.3. Any required measurement data, summary and detail reports and other requested information will be provided in a timely manner by the Contractor at no additional cost to the State.
2.0. SERVICE DELIVERY SUMMARY
Performance Objective / SOW Paragraph / Performance MeasureGENERAL REQUIRMENTS / 1.0 / Provides a full service HVAC chemical water treatment program and all management, labor, material, parts, equipment, transportation, and tools necessary to maintain, service, calibrate, and repair equipment when requested.
WATER TREATMENT AND MAINTENANCE PROGRAM / 1.3 / Control scaling, corrosion, microbiological growths, and deterioration of metal piping and equipment. Piping and associated equipment connected to chemically protected systems are clean, free from scale and biological growth, with minimal corrosion. All treatment schemes shall be based upon the monitoring and treatment of the water within each entire system.
REPORTS / 1.4 / Provide monthly documentation of inspection with notes of condition or maintenance requirements, monthly written reports submitted no later than the 10th of the following month.
3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES
3.1. See SOW Exhibit B.
4.0. QUALITY CONTROL AND ASSURANCE
4.1. The Contractor shall develop and maintain a quality program to ensure the chemical water treatment systems are properly maintained in accordance with the contract, appropriate standards, product literature, utility code, and commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Quality Control Program (QCP) shall fully address the service requirements in paragraph 2, Service Delivery Summary as a minimum. The Contractor shall submit the proposed plan to the 161st CES representative(s) for determination of acceptance within ten (10) days after the contract has been awarded. The contractor shall have a specific designated Quality Control Inspector to notify in case of customer complaints regarding this contract.
4.2. The 161st ARW will periodically evaluate the contractor’s performance by appointing a CESrepresentative(s)to monitor performance to ensure services are received. The QAP will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's QCP and receipt of complaints from base personnel. The 161st CES representative(s) may inspect and examine chemically treated systems without notice and increase the number of quality control inspections if deemed appropriate due to repeated failures discovered during quality control inspections or repeated customer complaints. Likewise, the 161st CES representative(s)may decrease the number of quality control inspections if performance dictates. The 161stCES representative(s) will also receive and investigate complaints from various customers located on the installation. The 161stCES representative(s) shall be responsible for initially validating customer complaints. However, the 161stCES representative(s) shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).
5.0. HOURS OF OPERATION
5.1. The contractor shall establish a work schedule which requires work to be performed during normal duty hours 5:30 AM to 4:00 PM,Tuesday through Friday. These hours are concurrent with the local Base Civil Engineer maintenance shops. The Contractor shall notify the CES representative(s)in writing three (3) days in advance of his intention to work during non-normal hours.
6.0. SECURITY REQUIREMENTS
6.1.Employees will be subject to background checks.After the contractor has received the notice of intent to award a contract, the contractor shall submit a DD369 for all personnel, vehicles, and equipment to be used during this contract period to the CES representative(s) for coordination with the Security Police, Fire Department, and other base organizations a minimum of five (5) working days prior to first work under this contract. Updates to the list shall be provided to the CES representative(s)when changes occur.
6.2. The contractor shall complete all necessary documents from the CES representative(s) to obtain a base DBIDS card from Security Police at the Pass and Identification Office. The contractor shall ensure that all employees have personal identification verifying affiliation with the contractor.
6.3. Contractor shall be responsible for ensuring the worksite is safe and/or secure prior to leaving at the end of the workday.
6.4. Contractor personnel while on duty shall be easily recognized as contractor employees with clean company uniforms and name tags.
7.0. QUALIFICATIONS
7.1. Contractor and any subcontractor(s) shall be subject to all of the requirements of the contract. The contractor or subcontractorshall have a minimum of five (5) years experience in the treatment of industrial cooling water systems, steam boiler systems and chilled water systems. Employees will be subject to background checks. The quality control program manager/inspector assigned by the contractor will have a minimum of a bachelor's degree in an engineering field and five (5) years working directly in water treatment. The contractor shall be able to act as a consultant on related boiler, cooling tower, closed loop chilled and hot water treatment problems. All service representatives (hands-on) shall posses a degree in engineering, chemistry or related field or minimum of five (5) years documented experience in the Water Treatment Industry.
7.2.At the time of bid, contractor shall attach in ProcureAZ the following; diploma / degree and experience resume for each designated contractor representative that will service facilities identified by this SOW.
7.3. At the time of intent to award the contractor shall providedocumentation to include background investigation applications (DD369), to the CES representative(s)no later than seven (7) days after receipt of the notice.
7.4. During the term of this contract, if any designated contractor representative(s)requires replacement, the contractor shall submit the new representative(s) background investigation application,diploma / degree and experience resumein accordance with the SOW to the CES representative(s) and the Contracting Officewithin five (5) days of the appointment. The contractor and/or any representative of the contractor who does not pass a background investigation will not be permittedaccess to the facilities, operations, or to work under this contract.
7.5.The contractor shall commit the same designated contractor personnel to the continual maintenance/service of theBuildings.
7.6. The contractor may be asked to remove persons who pose a threat to the health, safety, or security of the installation.
8.0. Environmental Requirements
8.1. The contractor shall maintain all applicable licenses, be knowledgeable of, and comply with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations/requirements change the term of this contract, the contractor shall comply with such law/regulation as changed. If there is an increase or decrease in service cost as a result of the environmental change, the contractor shall immediately inform the CO to discusspotential modification of the contract.
8.2. Contractor shall use chemicals that meet or exceed all Arizona State and Federal EPA laws and guidelines. Contractor shall dispose of all unused chemicals off base (i.a.w. all Federal, State and local regulations).
8.3. Environmental and Hazardous Materials Handling. The contractor is responsible for advising his employees of all Environmental and Hazardous Materials Handling and is also required to have and maintain Safety Data Sheets (SDS) on all materials that are required by State and Federal Laws and/or Regulations. (Reference AFI 91-301 and OSHA requirements).
8.4. Notification of Environmental Spills. If the contractor spills or releases any substance listed in 40 CFR 302 into the environment, the contractor shall immediately report the incident to the 161stCES representative(s). The contractor shall be liable for the spill or release of such substances.
8.5. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.
8.6. The Federal Government has targeted the chemicals listed below for reductions in use. Please avoid use of these items plus any confirmed human carcinogens, sensitizers, teratogens, mutagens or extremely toxic materials when possible.Benzene, Cadmium (and compounds), Carbon Tetrachloride, Chloroform, Chromium (and compounds). Cyanides, Dichloromethane or Methylene Chloride, Lead (and compounds), Mercury (and compounds), Methyl Ethyl Ketone, Methyl Isobutyl Ketone, Nickel (and compounds), Toluene, Tnonicroethane, Tnchloroethylene, Xylene, Tetrachlorcethylene or T.
8.7. The contractor shall provide all personal protective equipment (PPE) such as harnesses, hardhats, safety glasses, breathing protection, etc., and ensure the service personnel are all trained, and qualified
in their proper use.
9.0Hazardous Materials and Hazardous Wastes (HM/HW)
9.1. Hazardous material includes all material hazardous to health, safety, or the environment, such as but not limited to, hazardous chemicals, hazardous substances, toxic chemicals, and extremely hazardous substances, as defined by any of the following:
29 Code of Federal Regulation (CFR) 1910.1200
40 CFR Part 302, Table 302.4
40 CFR Part 355 with Appendices
40 CFR 372.65
The government’s policy is to reduce the use of hazardous materials in keeping with federal pollution prevention goals. 161st Air Refueling Wing operates a Hazardous Material Pharmacy (HMP) to control and reduce the use of hazardous materials and to maintain a hazardous chemical inventory in accordance with policy and regulatory requirements. The contractor shall use non-hazardous materials whenever possible.
9.2. All hazardous materials must be approved by the 161stHMP prior to being brought onto the installation. The contractor shall submit a list of all hazardous materials intended for use, along with corresponding material safety data sheets (MSDS), to the HMP, through the COR, at least thirty (30) days prior to beginning work or bringing hazardous materials onto the installation. The listing shall include product name, chemical type, and quantity to be brought onto the installation, process for which it will be used, and disposal method for empty containers and any resulting hazardous or non-hazardous waste.
9.3. The contractor shall report how and when approved hazardous materials are used, including any amount spilled, evaporated as an air emission, or properly disposed of as solid or hazardous waste. The contractor shall submit to the HMP, through the CES representative(s), an inventory of approved hazardous materials brought onto the installation within five (5) days after initial job start. The inventory shall include product name, chemical type, quantity on-hand, and quantity to be used. An updated monthly inventory shall be submitted to the HMP, through the QAP, not later than the 10th of the month following the previous month listing quantities used during the previous month, total quantities used since job start (on an annual basis), and any amount disposed of as hazardous or non-hazardous waste. The awarded contractor shall be provided a form by the 161st ARW to report inventory information.
9.4. The contractor shall be responsible for knowing which materials are considered hazardous and shall comply with federal, state, and local requirements pertaining to the proper use, labeling, storage, transporting, and disposal of hazardous materials and hazardous wastes.
9.5. Any costs or fines levied against the installation due to the contractor’s failure to comply with applicable federal, state, or local laws shall be borne by the contractor.
10.0. Spill Prevention and Response
10.1. The contractor shall ensure all employees are knowledgeable of spill prevention and response procedures. If a spill does occur, the contractor shall take immediate action to contain it and report the incident to the Environmental Office by dialing 302-9254 from any base phone. The contractor shall also notify CES at 302-9262 (base telephone) or (602) 302-9262 (commercial). The spill shall also be reported in writing to the Civil Engineering/HVAC representative within 48 hours.