Statement of Work Contractor to provide boiler water treatment products, chilled and cooling tower water treatment products, domestic water treatment products, and all other treatment products to include, but not limited to the products identified in the attached schedule of supplies/services. Contractor will provide and deliver required treatment products including deionized water tanks and carbon filter tanks within 36 hours of receiving notification of need for listed products. Removal of all empty chemical containers will be the responsibility of the contractor. Testing reagents and bacterial dip slides will be supplied at no charge for boiler water, cooling water, closed loop testing, raw water, finished domestic water, swimming pool, softened water, and continuous monitoring equipment. Repairs and/or equipment requirements will be negotiated separately under separate task orders. Contractor shall furnish all supplies and tools necessary to perform any repairs. In addition, parts shall be of the original manufacturers design and specification or equal thereto. Contractor to provide products and services to maintain the life of the equipment, reduce and control overall water usage, recommend and install automated monitoring and chemical feed equipment where necessary, improve corrosion and scale control in cooling, domestic water, softener, and steam generating systems, and develop methods to monitor and report the effectiveness of the water treatment program. Contractor will provide hard copies, with all deliveries, of Material Data Safety Sheets (MSDS) for all treatment products, testing reagents, and chemicals that contractor supplies to the VA to ensure updated MSDS sheets are available for VA local MSDS binders. Contractor will assign two or more representatives to become fully knowledgeable of the facility and water treatment requirements. One will be a primary and the others as backup. Qualifications of key personnel will be submitted in writing to the contractor officer with the offer. Contractor will visit the facility every two (2) weeks beginning October 1, 2024. Written reports, product, and chemical inventories, as well as in-plant discussions, will be part of the program. Contractor will ensure that no treatment product levels fall below 1/3 of treatment product storage tank capacity in-between site visits. Contractor will conduct all water treatment analysis on-site during routine service. Additional samples may be occasionally submitted to contractor s lab for other test determinations. VA will have full support of lab service department for specific analytical work. All samples taken to a lab for analysis must be analyzed by a state certified lab for that analysis. Contractor will clean and disinfect the cooling water systems. Clean and disinfection of cooling water systems shall be based on industry best practice and supported by the experience and technical knowledge of the service provider. A Service Provider will provide all chemicals, equipment, and labor necessary to complete the clean and disinfection. Modification may be made to the clean and disinfect process based on site/system conditions. Cleaning to take place during the months of January or February and must be coordinated with the Chiller Plant Supervisor for appropriate scheduling All work shall be performed per OSHA, local or facility guidelines. The working area should where necessary be cordoned off with barrier tape or equivalent and warning notices erected. It is essential that site personnel do not enter the vicinity of the working area unless suitable precautions to safeguard their health are taken. In compliance with Health and Safety requirements, all personnel involved with the protocol will comply with the following: Wear positive pressure respiratory equipment or half-face respirators with HEPA filtration during critical states of the protocol. Individuals must have respiratory protection certification Wear protective clothing such as Tyvek suits, hard hats, eye protection, rubber gloves, rubber safety shoes/boots or equivalent Utilize fall protection harnesses and other related equipment where required when working at heights exceeding OSHA guidelines or local requirements Utilize confined space procedures, air monitors, and other related equipment where required Utilize Lock Out Tag Out (LOTO) procedures as required Individuals performing work on the system must have the following safety training: Respiratory protection and certification Fall protection Confined space entry Lock Out Tag Out Use of personal protective equipment Contractor will provide Ultra Low Sulfur Diesel (ULSD) fuel oil testing on two (2) 75,000-gallon fuel oil storage tanks semi-annually. Minimum testing requirements to include: flash point 7. viscosity water & sediment 8. lubricity ash 9. conductivity sulfur 10. thermal stability cetane density 11. microbial contamination gravity API density Contractor will provide testing for Legionella bacteria within the cooling towers condenser water loop four (4) times a year. Testing dates will be at the discretion of the COR and will be dependent on cooling tower operation. Contractor will provide technical services at no additional cost. Contractor will provide a minimum of twice per month service calls. A sales engineer will visit each plant to test each system and review the treatment control tests results, as well as current operating conditions, recommend and/or improvements to the water treatment program, when warranted. Most routine analytical work will be conducted on-site and supplemented by the contractor s analytical laboratory when necessary to achieve the objectives of the treatment program. Written reports will be submitted for each service call and will consist of comment/recommendations resulting from the evaluations of plant control test records, as well as contractor s own test data and observations at the time of the call. Complete operator instructions regarding the safe and proper use of contractor s products and control test will be provided. A continual review of the plant s operations will be conducted by the contractor s service engineer, and will include equipment inspections to eliminate heat, water, and treatment loss. A 24-hour emergency response line will be provided to report spills and/or accidents related to contractor s products. Special projects, services, and equipment will be provided at no extra cost. Corrosion monitoring, low level continuous hardness monitoring, steam purity analysis, ion exchange elution studies, and resin analysis will be made available upon request by the VA at no cost. Training: Contractor will provide a complete training course in industrial water treatment covering boiler, chilled, cooling tower, softened water, and domestic water systems for all operations and maintenance personnel. The purpose of these courses is to provide insight into the basic principles and fundamentals of water treatment for those who have not had the advantage of chemistry training. Training will be provided on as-needed basis but no less than two (2) times a year for operations and maintenance personnel responsible for water handling equipment. The course is provided in addition to normal program startup instructions, which are limited to the application and handling of the products and control test equipment. Customized instruction booklets will be provided for this purpose. Contractor supplied manuals: Three (3) copies of the below manual will be provided by the contractor for each plants testing criteria. Operator/Engineer Reference Manual As a minimum, the following sections to be included are: A program summary detailing product identification, control ranges, control tests, and operating procedures. Chemical testing procedures. Safety procedures for handling, transferring, and disposing of all chemicals, including 24-hour emergency telephone numbers and first-aid procedures. Procedures for equipment lay-up, wash-down, and maintenance. Appropriate TechTips covering a wide range of water treatment topics. Classroom style training topics will include as a minimum: Purpose of water treatment Purpose of water chemistry and testing Water impurities and the problems they cause Treatment chemicals and their function Water analysis Cooling water treatments (scale and corrosion inhibitors, micro biocides, legionella bacteria, water analysis) Closed loop heating and cooling systems and their treatment Domestic water treatments Chemical handling and safety Chemical feed and control equipment On-site visit discussions (one-on-one) Water testing Corrective actions Quality Assurance: Contractor and/or their designated appointee will ensure QA is performed on all cylinders under this contract that are delivered to the VAMC. QA will at a minimum include: Ensurance that any internal and external screens or filters are installed and properly in place, all cylinders arrive with appropriate capping devices, and all cylinders are tested prior to delivery to ensure media is within proper range values. Report of Services: Upon completion of any services, the contractor shall report to the COR with a written report of services performed. Such reports shall advise of any repairs or repair parts not required to be furnished under the contract but determined to fall under a separate task order. Worker s Compensation: The contractor before commencing performance under this contract shall provide and therefore maintain for the duration of the contract Workmen s Compensation and employer s liability insurance in accordance with the laws of the State of WV. Hours of Operation: Normal business hours are 8 a.m. to 4:30 p.m., Monday through Friday, excluding all federal holidays. Badging Procedures: The contractor shall be required to provide all required information that is necessary for VAMC badging to the COR 15 calendar days prior to the start of work. Contractor will be given a date and time to report to Security Service in Bldg. 217 PIV Office and obtain an ID badge. Contractor will insure that contractors personnel report at their assigned times for badging. Contractor may then proceed and report to the COR in FMS, Bldg. 320, during normal working hours. This check-in is mandatory. At this time, contractor personnel will be issued a contractor's identification badge which will always be displayed while on VAMC property and surrendered upon completion of the job. Interested & Capable Responses: NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Martinsburg VA Medical Center. Please respond to this RFI/Sources Sought 36C24525Q0168 with your: Business name (including Unique Entity ID (SAM.gov)  Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and  Person of contact (including telephone number & email address).   Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities.  Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) Brief Summary of categories of services that your company can/cannot provide. Certification(s) / Licenses for meeting the local requirements to provide these services at the DC VAMC (if applicable) Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response:   Do you intend to self-perform this effort? If you are located outside the immediate area, how will you self-perform? Or do you intend to subcontract work under this contract? If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?  Response Instructions: Responses must be submitted by 10:00 AM (ET) 12/18/2024. Responses to the information requested above must be submitted via email to John Ritter at John.Ritter2@va.gov. This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred as a result of a vendor s attendance to the Site-Visit nor the preparation of responses submitted as a result of this notice. John Ritter Contracting Officer VHA, NCO 5 John.Ritter2@va.gov
