Industrial/Commercial Water Purification Systems Maintenance and Services

Objective: The purpose of this RFI is to determine potential Small Business sources (i.e. SDVOSB, SDB, 8(a) certified, HUBZone, etc) to acquire Industrial/Commercial Water Purification Systems Maintenance and Services. The contractor will have frequent contact with the project officer who is responsible for all work accomplished under this contract. Adequately fulfilling the requirements of this contract demands frequent on-site visits by the contractor for the purpose of repair and/or preventive maintenance. The potential contactor may already be servicing the North Carolina or be in close proximity or plan to establish service in the area. The performance location of the NIEHS site: 111 TW Alexander Drive, Research Triangle Park, Durham, North Carolina, 27709. Background: The National Institute of Environmental Health Sciences (NIEHS) is one of 27 Institutes and Centers of the National Institutes of Health (NIH), which is a component of the Department of Health and Human Services (DHHS). The mission of the NIEHS is to reduce the burden of human illness and disability by understanding how the environment influences the development and progression of human disease. To have the greatest impact on preventing disease and improving human health, the NIEHS focuses on basic science, disease-oriented research, global environmental health, and multidisciplinary training for researchers. LOCATION: NIEHS is located on 375 rolling acres of rhododendron, oak and pine in Research Triangle Park (RTP). RTP, a science and technology hub was created by the state of North Carolina between Raleigh, Durham and Chapel Hill. NIEHS' main administrative offices and laboratories are on a large lake. Capability Statement: The capabilities needed to meet these requirements have traditionally been provided through contractual relationships with firms that specialize in providing Industrial/Commercial Water Purification Systems Maintenance and Services. In order to fulfill this requirement we are requesting capability statements from firms capable of the type of services requested. NAIC is 423720 Plumbing and Heating Equipment and Supplies (Hydronics) Merchant Wholesalers This contract shall provide for preventive maintenance, emergency repairs and relocations of Government-owned Hydro Service and Supplies, Inc., Laboratory Water Purification Systems, as needed, to insure full operating condition for all covered equipment at the NIEHS. The services which the Contractor shall provide specifically include those described or specified herein. However, the performance as described and specified, shall not be deemed to constitute a detailed specification having the effect of excluding other needed work not specifically mentioned that will be necessary for the successful completion of this project. The Contractor is required to furnish all services necessary to successfully fulfill the overall objectives in this contract. III. Description of Requirements It is anticipated that up to 188 systems will be covered under this contract during the first year, six (6), of which will be reverse osmosis systems. The equipment to be supplied must meet or exceed the following specifications. The parts are designated as AType@ and the anticipated number of units for the first year is in parenthesis. 1. Service carbon tanks. Highly activated carbon with high surface area (1000 m2/g) and low ash content (10% maximum) is used for best overall organics removal. Typical TOC (Total Organic Carbon) levels from the carbon/deionization equipment, non-recirculating, are 35 ppb. The tank is made of fiberglass with an ABS lining to protect the water from fiberglass leachables. The tank head and internals are made from polypropylene plastic (PVC head and internals are not acceptable due to organic leaching). A 200 mesh, stainless steel screen is heat fused to the inlet and outlet manifolds to prevent carbon fines from entering the product water stream. Five different size service carbon tanks are used at the NIEHS. • Type A (330 tanks) Tank dimensions are 6” diameter x 18” tall and contains 0.28 cubic feet of carbon media. • Type B (4 tanks) Tank dimensions are 8” diameter x 44” tall and contains 1.2 cubic feet of carbon media. • Type Z (2 tanks) Tank dimensions are 6” diameter x 12” tall and contains 0.18 cubic feet of carbon media. • Type P (6 tanks) Tank dimensions are 12” diameter x 36” tall and contains 2.2 cubic feet of carbon media. • Type X (2 tanks) Tank dimensions are 12” diameter x 47” tall and contains 3.60 cubic feet of carbon media. 2. Service mixed-bed deionization tanks. The tank is made of fiberglass with an ABS lining to protect the water from fiberglass leachables. The tank head and internals are made from polypropylene plastic (PVC head and internals are not acceptable due to organic leaching). A 200 mesh, stainless steel screen is heat fused to the inlet and outlet manifolds to prevent resin fines from entering the product water stream. Type I strong base anion resins are mixed in a 50/50 ratio with acid cation resins. Typical resistivity is 18.3 megohm. Four different size service mixed-bed deionization tanks are used at the NIEHS. • Type C (358 tanks) Tank dimensions are 6” diameter x 18” tall and contains 0.28 cubic feet of ion-exchange resins. • Type AA (2 tanks) Tank dimensions are 6” diameter x 12” tall and contains 0.18 cubic feet of ion-exchange resins. • Type D (4 tanks) Tank dimensions are 8” diameter x 44” tall and contains 1.2 cubic feet of ion-exchange resins. • Type Q (6 tanks) Tank dimensions are 12” diameter x 36” tall and contains 2.2 cubic feet of ion-exchange resins. 3. Type G (36 filters) 10 micron fibrous mat micro filter, 20” long. 4. Type H (4 filters) 0.2 micron, absolute rated, polysulfone micro filter. This filter is designed to thread into the high purity water faucet. The inlet connection is ¼” NPT. Overall length is 9.1 cm and the diameter is 6.3 cm. 5. Type I (20 filters) 0.45 micron, nominal rated, pleated (for higher flow rate and throughput) micro filter, 10” long. 6. Type J (310 filters) 10” long; Type K (2 filters) 20” long: 0.2 micron, absolute, o-ring seal, pleated, highly asymmetric (for higher flow rate and throughput) micro filter. This filter is manufactured in a certified clean room and pre-flushed with ultrapure 18 megohm water. 7. Type M (28) Ultraviolet lamp, 11 ¾” long x 4 prong x single end, 185 nm. 8. Type N (13) Quartz jacket to house Type M (#10) ultraviolet lamp. Single open end. 9. Type R (78) Ultraviolet lamp, 6” long, 254 nm, TF-6. 10. Type S (56) Ultraviolet lamp, 6” long, 185 nm, TF-6 11. Type T (70) Quartz jacket to house Types R and S ultraviolet lamps. Single open end. 12. Type V (21) .04 micron ultra filter, 10” x 10” 13. Type Y (24) Micron pre filter, 10” x 1” In addition, as part of maintaining the water purification systems and selecting the proper configuration of equipment to achieve the required level of water quality for the laboratory, the contractor will perform on-site water quality validation by testing for dissolved solids, organics, bacteria, etc. as required. If necessary, the contractor will temporarily attach a water meter to the Laboratory system to monitor water usage to determine if the configuration needs to be adjusted or if more frequent service visits need to be scheduled. Service on each non-reverse osmosis system will be on a six (6) month rotating schedule unless the equipment requires service at shorter intervals due to a variety of circumstances, including but not limited to equipment failure (i.e., leaks), special laboratory water requirements, or high water usage which exceeds the purification capabilities of the units resulting in Alight outs@. Reverse-osmosis systems will be serviced monthly. Service will involve routine preventive maintenance by a trained service technician who will replace filters, carbon tanks, resin tanks, inspect tubing and fittings, and inspect the operating parameters to verify that the system is consistently producing quality water. In addition, the Contractor will respond within 24 hrs or less to any emergency calls. The cost for replacement of Government owned hardware, such as faucets, due to wear and tear, age, or abuse, will not be covered under this contract. The cost for these calls and replacement of any required Government owned parts will be borne by the individual Laboratory. The Contractor shall upon award of the contract, establish dates for maintenance of the existing systems after discussions with the Project Officer. Arrangements will be made for the orderly transfer of equipment belonging to the previous contractor through discussions between the Project Officer, the previous contractor and the Anew@ contractor. Specific Requirements Task 1 - Preventive Maintenance The Contractor shall provide regular preventive maintenance service which shall consist of a minimum of two (2) inspections per year. These inspections shall be made semi-annually, not less than four (4) months apart. A system may require service at shorter intervals due to a variety of circumstances including, but not limited to, equipment failure, special laboratory water requirements, or high water usage which exceeds the purification capabilities of the filters. All necessary adjustments and corrections shall be accomplished at the times of inspection. Adjustments may require that the system be completely dismantled, parts replaced, re-assembled, and thoroughly tested and calibrated. As part of maintaining the water purification systems and selecting the proper configuration of equipment to achieve the required level of water quality for the laboratory, the Contractor shall perform on-site water quality validation by testing for dissolved solids, organics, bacteria, etc. If necessary, the Contractor shall temporarily attach a water meter to the system to monitor water usage to determine if the configuration needs to be adjusted or if more frequent service visits need to be scheduled. Equipment shall be 100% maintained by the Contractor in accordance with the manufacturer’s original specifications, and any applicable technical updates. Task 2 - Emergency Repair The Contractor shall perform all repairs, as required, to restore the systems to the optimum operating capacity. When repair is required, an NIEHS employee will contact the Contractor by telephone to report the need for service and will indicate the system in need of repair and its location. The Contractor shall inspect the instrument in need of repair, and initiate the steps necessary to make the repair within twenty-four (24) hours after the call for repair has been received. Repairs shall normally be completed within twenty-four (24) hours after receipt of the notice of the need for service. The Contractor shall not have any instrument out of service for more than seven (7) work days, unless it has been necessary to return the system to the factory for repair. In the event factory service is required, prior approval must be obtained from the authorized Government official prior to removal of the system from the NIEHS premises. A properly executed NIH Form 368, Property Pass, shall be obtained by the Contractor prior to the removal of any Government-owned instrument. The Contractor shall be liable for all costs relating to factory service. All parts and materials necessary for both maintenance and repair of the systems covered in this contract shall be furnished at no additional cost to the Government. The Contractor shall furnish only replacement parts which have been approved by the manufacturer. Replacement parts used by the Contractor must be warranted against defect for at least one year. The cost for replacement of Government-owned hardware, specifically faucets, due to wear and tear, age, or abuse, will not be covered under this contract. The cost for these calls and replacement of any required Government-owned parts will be borne by the individual Laboratory. Task 3 - Relocation, Reinstallation and Service At the request of the Government Project Officer, the Contractor shall provide the necessary services to install systems covered by this contract which have been relocated by the Government. The Contractor shall be responsible for any tests, adjustments, or calibrations necessary due to the movement and reinstallation of the system. Whenever appropriate, the Contractor shall combine the preventive maintenance inspection with the installation of the system following relocation. Equipment The Contractor shall furnish all necessary personnel, labor, equipment, facilities, tools, parts, materials, and supplies required in the performance of this contract. Contractor Personnel The Contractor shall provide trained personnel, with experience in the repair and maintenance of the equipment types listed herein. Personnel must be fully qualified to perform the required services of preventive maintenance and repair of all listed equipment as well as installation of relocated systems. In the event the service representative is unable to rectify the situation, the Contractor shall provide a senior service engineer, or other expert, to resolve any problems. All workmanship performed by the Contractor shall be of acceptable quality to the Government and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government. Time and Place of Performance All services and repairs shall be performed at the location of the instrument, unless extreme repairs are necessary which require the instrument to be removed. When removal is necessary, approval by the authorized Government official (the Government user responsible for the system) is required in advance. All work shall be performed during the regular working hours of 8:00 a.m. - 5:00 p.m., Monday through Friday, exclusive of Government holidays. The objective of this RFI is to obtain capabilities statements, based upon the requirements outlined above, from all small businesses interested in this opportunity. Respondents should identify any information they consider to be sensitive or proprietary. Responses will assist the Government in determining whether to set-aside, restrict competition in some way or solicit offers from all responsible sources. All interested businesses are hereby invited to submit a capabilities statement of no more than 10 pages (not including past performance information) to demonstrate their ability to provide the services outlined above. The capabilities statement should be tailored to this request and identify the source(s) capabilities to complete the requirements listed above, including information on key staff experience, a description of experience with similar projects, and present and past performance information. For each reference listed include the name of a contact person, telephone number, e-mail address, type of contract awarded and date. In addition to addressing the requirements listed above respondents must provide information concerning gross revenue, number of employees in company, number of years in existence and primary focus of business. In order for the NIH to assess acquisition strategy and set-aside possibilities, interested parties shall also include a cover letter that includes company name, points of contact, telephone numbers, fax numbers, e-mail addresses, prime or sub-contractor interest, and identifies the company as one or more of the following: 1) small business; 2) 8(a) business; 3) HUBZone small business; 4) small disadvantaged business; 5) woman-owned small business; (6) veteran-owned small business; (7) service-disabled veteran-owned small business. Please note: This Sources Sought/RFI is not a Request for Proposals (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately to award a contract on the basis of this Sources Sought/RFI or otherwise pay for the information requested. Response to the request will not serve as proposals, bids, or offers, which could be accepted by the Government to form a binding contract. Address responses to: All responses to this Sources Sought/RFI must be received by 4:00 P.M. EST on June 4, 2009 Point of Contact: Kyle A. Turner, Contracting Officer, [email protected] .