Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JULY 23, 2025 SAM #8640
SOURCES SOUGHT

J -- Water Treatement and Water Chemistry Services for Cooling Towers and Chillers Base plus 4 Year

Notice Date

7/21/2025 10:29:16 AM
 

Notice Type

Sources Sought
 

NAICS

325998 — All Other Miscellaneous Chemical Product and Preparation Manufacturing
 

Contracting Office

247-NETWORK CONTRACT OFFICE 7 (36C247) AUGUSTA GA 30904 USA
 

ZIP Code

30904
 

Solicitation Number

36C24725Q0843
 

Response Due

8/7/2025 8:00:00 AM
 

Archive Date

08/12/2025
 

Point of Contact

Terri Hudson, Contracting Officer, Phone: ***Email Only****
 

E-Mail Address

terri.hudson@va.gov
(terri.hudson@va.gov)
 

Awardee

null
 

Description

The Central Alabama Healthcare Systems anticipates a Base, plus four-year option period to provide Water Treatment and Water Chemistry Services for Cooling Towers/Biomedical Service at the Ralph H. Johnson VA Medical Center Charleston, South Carolina. Water Treatment and Water Chemistry Services for Cooling Towers and Chillers Base Plus 4 Year Contract Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleson, SC 29401-5799 Introduction: 1. The RHJ VAMC Chiller Plant consists of three (3) water-cooled chillers (1000 tons each), located on the mezzanine level of C-104, and three (3) two-cell variable-speed fan cooling towers. The Primary Chilled Water loop contains three (3) 50 horsepower Primary Chill Water pumps dedicated to each chiller and The Condenser Water loop consists of three (3) 75 horsepower Condenser Water pumps located in a pump house below the cooling towers. The Secondary Chilled Water system is comprised of three (3) 100 horsepower variable speed pumps located on the mezzanine level in the old chiller room (C105). The Primary Chill Water Loop contains additional cooling for the Operating Room(s) Chill Water loop from two (2) 25 horsepower Chill Water pumps. A Chilled Water to Domestic Cold Water Conditioning Plant (L-Building) contains a package roof top closed loop chiller system with a capability of operating on the Chiller Plant s Chill Water System as a backup. Statement of Work: 1. The chemical water treatment contractor shall provide all supplies and technical support services for chemical treatment of condenser water (cooling towers) and the closed loop chilled water systems throughout the medical center/campus to ensure compliance with VHA standards and requirements (MCP 138-23-40; VHA Directive 1061(1)). 2. VAMC chiller plant employees will be responsible for continuous feeding of chemicals and performing water tests with oversight by the contractor. 3. The contractor shall verify the proper operation of all water treatment systems which serve the chiller plant including the cooling tower water and chilled water loops by testing samples on or around the tenth (10th) day of each month. 4. The contractor shall follow and meet all water quality standards and parameters indicated in the cooling tower and chiller manufactures operations and maintenance instructions, industry standards and best practices. 5. The contractor shall provide and install any required chemical feed equipment, bleed, blowdown system and controllers necessary in the system. Chemical Water Treatment Contractor Qualifications: 1. The contractor shall have been in business at least five years providing chemical treatment for cooling tower water and chilled water distribution systems similar in design to that of the VA facility. Provide a list of at least five customers that have utilized their services for chemical treatment of cooling tower water and chilled water systems for at least three years. 2. Contractor must be or must employ at least one water treatment specialist with a minimum of 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 five years of successful experience with water treatment programs and shall furnish references from at least three customers who utilize condensing water and chilled water treatment programs. 3. The water treatment specialist assigned must be located within 100 miles of the site to enable reasonable response times to a request for site visit service. 4. The contractor must operate (or continuously maintain a contract with) a state certified laboratory to perform complete scientific analyses of water chemistry, deposits, metallic materials affected by corrosion and provide recommendations for correction of problems related to the chemical and mechanical water treatment program. Chemicals and Testing Supplies: 1. Contractor must provide all chemicals, test kits, testing reagents, corrosion coupons, and instructional materials as necessary to comply with all contract requirements. 2. Chemicals used to treat cooling tower water must be compatible with the currently existing chemical additional equipment being used at the facility. 3. Chemical testing equipment must provide results that are electronic or digital in nature. The test results shall not rely on an operator s interpretation of color or lack of their ability to accurately distinguish colors. 4. Chelant-based chemicals are not permitted. 5. All chemicals utilized must conform to FDA guidelines, in addition to all local, state, and federal government regulations on water pollution and have the appropriate EPA registration. 6. The chemical manufacture must be ISO certified with proper quality controls in place to ensure no variances in the chemical mixtures straight and or concentration from one run to the next run of the same chemical. Copies of the quality control test sheets will be supplied with each delivery. 7. NO blending of several treatment chemicals into one mixture. Each Chemical treatment must remain separate from the others and feed into the system as an individual chemical. 8. There will be no mixing of chemicals by the operators or in the utility plant. 9. On site chemical storage containers will be provided with secondary containment as required. 10. Must provide bulk delivery service which delivers the chemicals directly to the site storage containers with no assistance necessary from VA employees other than to provide access. 11. All existing chemicals, which are suitable for the contract program, will be utilized prior to the use of any new chemicals. 12. Submit SDS sheets for all chemicals utilized during the performance of services under this contract. The SDS sheets will accompany delivery of the chemicals. 13. All chemical containers shall be labeled with complete information of contents. Containers with missing labels shall be removed from the site. All containers remain the property of the contractor and must be immediately removed from the site when they are no longer needed at the site. Performance Requirements: 1. Water samples shall be tested monthly from the makeup water supply, the cooling towers, and the chilled water loop. Reports should include the following analysis: Makeup Conductivity (Record) pH (Record) Total Alkalinity (Record) Total Hardness (Record) Cooling Tower Conductivity (1000 - 1500) pH (7.5 - 10) Total Alkalinity (400) pH (9 - 10.4) Nitrite as ppm NO2 (400 800) Total Hardness (Record) 2. Contractor must ensure, and demonstrate in the required monthly reports, that all water quality parameters are within specified parameters at least 90% of the time. 3. Results from the testing must be provided to the utility plant supervisor or a designated plant representative prior to the last day of the month. 4. Check water quality for biological contamination and all water quality parameters 5. Design a site-specific water treatment protocol based on equipment including all metallurgies in the cooling system, location, makeup water quality and usage. 6.Investigate evaporative cooling equipment requirements for a bleed or blowdown line. 7. Properly remove any unneeded components to the cooling tower and chiller water treatment system and dispose. 8. Install any new equipment, feeders, components necessary to maximize water efficiency to the system. 9. Remove all debris and restore work area, including before and after photos, test results, and any recommendations for ongoing maintenance. Hours of Work: 1. Normal working hours are 8:00am-5:00pm Monday through Friday, except for federal holidays. All work during normal working hours shall be completed at the end of the working day. The contractor shall provide a detailed schedule to meet the requirements. All schedules and work hours shall be requested, coordinated, and approved through the COR. FEDERAL HOLIDAYS: New Year s Day, Martin Luther King Jr. Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day. Site Visit: A site visit is scheduled for July 30, 2025 at 10:00am EST. Please contact Jack Cruz at either jack.cruz@va.gov or (843) 577-5011 extension 207707 for more information. All questions must be submitted on or before 10:00am EST, August 1 2025. Safety and Compliance: 1. The contractor shall adhere to VA safety policies and OSHA regulations. Attend VA safety training on-site. Submit SDS s for chemicals used. 2.Personnel protective equipment (PPE) shall be always used during work activities. 3. The contractor shall coordinate with VA personnel to minimize disruption to hospital operations. Period of Performance: September 1, 2025 to August 31, 2026 Base Year September 1, 2026 to August 31, 2027 Option Year One September 1, 2027 to August 31, 2028 Option Year Two September 1, 2028 to August 31, 2029 Option Year Three September 1, 2029 to August 31, 2030 Option Year Four The contractor shall complete all work within 365 from the start date, as agreed upon with the VA contracting officer. Deliverables: 1. Pre-work assessment reports. 2 Water quality and water chemistry work plan and schedule. Monthly water quality reports. 3. Testing and commissioning results. RECORDS MANAGEMENT OBLIGATIONS A. � Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. � B. � Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. � The term Federal record: includes [Agency] records.� does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. may include deliverables and documentation associated with deliverables. C. � Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.� In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.� In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.� [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of � any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.� The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.� The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.� The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. � All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.� Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]� D. � Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.� Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. This contract shall not require access to a VA system or VA sensitive information (e.g., system administrator privileged access to a VA system, or contractor systems or processes that utilize VA sensitive information). RECORDS MANAGEMENT AND CONTRACT SECURITY A. Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at: https://www.va.gov/vapubs/search_action.cfm?dType=2 **Note: This link is the complete list of VA Handbooks and are in sequential order. **Instructions for accessing VA Handbooks at link listed above: Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1. Once there, go to the PDF Format Column and click on PDF. VA Handbook 6300.1 will then ask you to open or save the document. B. Please follow the same instructions listed above for accessing VA Handbook 6500.6. All contractor employees working on this requirement are required to complete mandatory annual training entitled, VA Privacy and Information Security Awareness and HIPPA Training prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link: https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas. IDENTIFICATION, SMOKING AND VA REGULATIONS The Contractor's FSE shall wear visible identification always while on the premises of the Augusta VA Medical Center. Contractor shall contact the Contracting Officer s Representative (COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Augusta VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources-sought synopsis only. Questions should be submitted by email to terri.hudson@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders, and/or large business). POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE: 1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and UEI Number. 2) Provide a Statement of Capability that demonstrates the offeror's past performance in providing this type of service. 3) Submit Capability Statements via email to terri.hudson@va.gov by August 7, 2025. Responses should be received no later than 10:00 AM CST. NO CAPABILITY STATEMENTS MAY BE SUBMITTED AFTER AUGUST 7, 2025. AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED. 4) Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. (5) No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/07225642b38046749b8895fa6f241206/view)
 

Place of Performance

Address: Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street, Charleston, SC 29401-5799, USA

Country: USA
 

Record

SN07517968-F 20250723/250721230048 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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