Request for Proposals Water Treatment Services RFP #3259 · Mt. SAC is a Top 10 California Transfer...

1100 North Grand Avenue Walnut, CA 91789

Date Issued: August 2019

REQUEST FOR PROPOSALS

WATER TREATMENT SERVICES

RFP #3259

ADVERTISE PERIOD: August 8, 2019 & August 15, 2019

PRE-PROPOSAL MEETING (Mandatory):

Location:

12:00 p.m., August 21, 2019

Building 46 – Room 1050

REQUESTS FOR INFORMATION

CUTOFF: 2:00 p.m., August 28, 2014

ISSUE ADDENDUM, if any: September 3, 2019

SUBMIT PROPOSALS NO LATER THAN: 10:00 a.m., September 10, 2019

PROPOSAL SCREENING: Sept. 11, 2014 – Sept. 18, 2019

COMMITTEE REVIEW MEETING: September 19, 2019

INTERVIEWS, if any:

Location: TBA September 24,2019

RECOMMENDATION FOR AWARD: Planned for December 11, 2019

CONTRACT TO START: January 1, 2020

Submit RFP in a sealed envelope to:

Mt. San Antonio College

Purchasing Department

1100 N. Grand Avenue, Room 4-1385

Walnut, CA 91789

Mark Envelope: RFP #3259 Request for Proposal

Water Treatment Services

INTRODUCTION

About Mt. San Antonio College (Mt. SAC) (College):

Mt. San Antonio College is one of the largest community colleges in California. The campus sits on 420 rolling acres in Walnut, California, located on the eastern edge of the Greater Los Angeles Area. We proudly serve more than 50,000 students from all walks of life. Roughly, half of the students are seeking degrees and certificates, the other half are enjoying community programs, workforce development classes and other non-credit

courses.

Mt. SAC is a Top 10 California Transfer College 240+ degree and certificate programs to choose from 200+ professional development and community courses Bachelor’s degrees Designed for Mt. SAC students State-of-the-art facilities, classrooms, and workshops Best technology and top-of-the-line equipment to help students learn More than 50 student clubs 22 athletic programs (with more than 60 state and national titles) 25+ free support programs to help students succeed in college

Section 1: Purpose of the RFP

Mt San Antonio College is considering a (3) year “Full Service” agreement with options to renew for (2) additional years for the services of a water treatment firm that can provide a comprehensive, service-oriented water treatment program for both cooling tower, closed loop (chilled and hot water) and TES systems.

The goal of the program is to provide a service-oriented water treatment program that meets or exceeds the following:

Minimize or eliminate chemical handling and safety hazards to plant personnel.

Provide professional, knowledgeable service personnel.

Accurately monitor the program’s results and communicate appropriate recommendations with quantifiable, business-oriented justifications. All service reports shall provide the required data to indicate that the water treatment program is meeting the requirements as outlined later in the RFP.

Thoroughly train plant personnel on the implementation and control of the water treatment programs, as applicable.

Reduce the overall water and energy consumption through improved heat transfer efficiency and maximize cooling tower cycles. This is accomplished by improving the make-up quality and reducing system contaminations, as well as minimizing scale, corrosion, fouling, and microbiological growth, which create deposits on heat transfer surfaces.

RFP #3259 Water Treatment Services

Minimize the repair and maintenance costs associated with the replacement and cleaning of equipment due to scale, corrosion, fouling, or microbiological activity.

Provide competitive water treatment program costs.

Section 2: Evaluation Criteria

The agreement shall be awarded to the supplier that best satisfies all of the Colleges water treatment needs at optimum cost performance. The cost shall not be the sole criteria for determining this agreement award.

Evaluation Criteria.

The following criteria will be used, in no particular order, to evaluate this proposal:

Firm having at least 10 years’ experience providing water and Thermal Tank storage treatment services, automation water treatment systems via cellar modem to monitor daily water treatment for all cooling towers, and service involvement with large open and close loop systems

Experience of primary account manager and proximity to the District;

Experience of service team members and proposed response time as outlined in the RFP;

Proposed fees;

References from current or previous clients, with preference given to Community College Districts, Colleges, Universities and K-12 School Districts.

Selection Process.

The RFP must be submitted prior to 10:00 a.m., September 10, 2019

The College will evaluate the responses from the RFP and establish a short list of the most qualified respondents for possible interviews. Responses that do not provide the information requested may be considered non-responsive and rejected.

During the evaluation process, the District may request proposal clarifications, explanations and answers, best and final offers, interviews, and other information from an Offeror. The District, including its Board of Trustees, may request an Offeror to make a presentation and make itself available for an interview.

Approval of the Water Treatment Services Firm by the Board of Trustees is anticipated to take place on December 11, 2019.


Section 3: RFP Instructions and Schedule

Submittal Requirements

All submittals shall address the applicant’s proposals in each of the areas outlined above in both the Scope and Selection Criteria.

One (1) Original copy of the proposal, plus one copy in PDF on a flash drive must be provided with all materials submitted in in 8.5” x 11” format. Proposals shall not exceed twenty (20) pages in length, including sketches, drawings, photographs, or other graphic material.

Electronic or facsimile offers and modifications will NOT be considered.

Each proposal/offer must be an irrevocable offer, and remain open and valid for College acceptance anytime within 90 days after the bid opening dates.

All prices and quotations shall be typewritten or printed in ink. No erasures are permitted. Mistakes may be crossed out and corrections inserted adjacent to and shall be initialed in ink by the person signing the bid. Verify your bids before submission as they cannot be withdrawn, corrected, altered or signed after public opening. The Board of Trustees will not be responsible for errors or omissions on the part of the Firms in making up their bids. Bid on each item separately; prices must be stated in units specified hereon. Wherever practicable, prices quoted shall be net including all trade discounts. Bids shall remain open and valid and subject to acceptance any time within 90 days after the bid opening dates unless otherwise stipulated. The College may issue a purchase order for an individual item or combination of items whichever is to the best interest of the College; reject any or all bids or any part of a bid; or may waive any informality in a bid.

Prices quoted shall not include CALIFORNIA STATE SALES OR USE TAX. Said tax will be added and paid by the College where applicable AND do not include FEDERAL EXCISE TAX. The College is not subject to it. An exemption certificate will be furnished upon request.

Subject to approval by the District’s Board of Trustees, it is anticipated that the District will award a one (1) year contract with four (4) additional one-year extension periods, which shall be options exercisable at the sole and exclusive discretion of the District. Prices bid must be fixed prices for the first year of the contract. The firm may adjust the Fee Proposal Rate on an annual basis for the following renewal term to reflect any increase in such costs. The Fee Proposal Rate Schedule may be adjusted to reflect increases in the LA/Riverside Consumer Price Index, or 3%, whichever is lower, and this change shall not be made more than once per year. College must be notified of any rate changes at least 60 days prior to the new renewal term.

Proposals must be received by the date and time specified on the bid forms. Proposals delayed in the mail and not received by the time established by the College


cannot be accepted. Any proposal received after the scheduled time of opening shall be returned unopened to the Firm.

By submitting a proposal, each Firm agrees that the College, in determining the successful firm and its eligibility for the award, may consider the Firm’s experience and facilities, conduct and performance under other contracts, and financial performance of the work.

The Firm is responsible to ensure that its proposal is actually received by the College prior to the time and due date deadline and at the designated College location.

Stop at the Parking Control Booth at the entrance on Grand Avenue and San Jose Hills Road to receive guest parking directions.

In order to be considered for selection, responses must be submitted no later than 2:00 p.m., September 10, 2019. Proposals delivered to the wrong location, or after the date and time stated in this request will be considered non-responsive.

The College reserves the right to accept a proposal and enter into an agreement as a result of the initial proposals received, or alternatively, it may elect to conduct negotiations with those Firms as determined by the College, to be within an acceptable competitive range, or alternatively, to negotiate separately with any Firm when it is determined to be in the best interest of the College. In addition, the College may request that Firm provide a best and final offer. The College may negotiate any proposal or best and final offer at any time after the deadline for the submission of proposals.

The College may request to meet with the Firm’s authorized representative to request answers and clarifications or it may request that the Firm answer specific questions in writing, or to make a presentation to the College staff or to its Board of Trustees.

The College may reject any or all proposals and may waive informalities and minor irregularities in any proposal received.

Inquires

Questions and inquiries concerning this RFP should be submitted in writing to Rondell Schroeder, Procurement Specialist, at [email protected]. The deadline to submit a request for information or clarification is 4:30 pm, August 28, 2019. The College will advise all Firms known to have received a copy of the RFP of the explanation or clarification, either by letter or formal RFP Addendum by electronic e-mail as the College may, at its sole discretion, deem appropriate.

If a Firm discovers any error such as an ambiguity, conflict, discrepancy, omission, or other error in the RFP, then the Firm shall immediately notify the College in writing.

Job Walk


mailto:[email protected]

mailto:[email protected]

The College will conduct a Mandatory Job Walk at the time and place designated in the Call for Proposals schedule. The College may, in its sole and exclusive discretion, elect to conduct one or more Job Walks in addition to that set forth in the Call for Proposals, in which event the College shall notify all Firms who have obtained the Contract Documents pursuant to the Call for Proposals of any such additional Job Walk. If the College elects to conduct any Job Walk in addition to that set forth in the Call for Proposals, the College shall, in its notice of any such additional Job Walks, indicate whether Firms’ attendance at such additional Job-Walks is/are mandatory; in the event that any such additional Job-Walks is/are designated as being mandatory.

Format for Submittals A Firm shall submit its proposal with each page clearly numbered on the bottom. Each section, 1 - 7 listed below, shall be tabbed. The proposal must contain a wet signature by a person authorized to bind the Firm.

Responses to this RFP must adhere to the submittal format described below with the information as identified in the following table. The cover letter is to be signed by an authorized representative of your organization.

Your RFP response should be clearly indexed and organized. All sections, pages, figures, and tables must be numbered and clearly labeled. Focus should be on accuracy of content, clarity, and conciseness.

The content and sequence of each proposal must comply with the following format, including and identifying the following:

Tab 1. Cover Letter: The Cover Letter shall include a brief general statement of interest, availability, intent to perform services, and signature of an authorized officer of the firm who has legal authority in such matters;

Tab 2. Table of Contents: The Table of Contents shall identify the contents of the proposal in a format consistent with the RFP requirements stated herein;

Tab 3. Statement of the Firm: Prepare your technical response in the following order. o Experience. Provide Firm’s experience providing water treatment

services. Also state that you have surveyed Mt. SAC’s systems and are familiar with the treatment requirements.

o Training. Give a detailed description of the operator training program to be provided to Mt. SAC personnel.

o Account Manager. Provide a detailed biography of account manager showing his/her experience on how he/she plans to manage/service the Mt. SAC water treatment program.

o Service Team. Provide information on the experience of the service team and their responsibilities to meet the RFP specifications.


o Deliveries. Provide a detailed outline of how deliveries are made including the mini bulk tank system. All tanks will be provided by the supplier.

o Start-up Plan. Provide a 90-day start up plan for the transition to your products and services.

o WEB Based Database. Provide a detailed description of your electronic WEB based database and its capabilities.

o Equipment. Provide a list of all the equipment and individual prices that will be provided per location. The equipment will remain the property of the supplier. Please include a statement that you will install the equipment. Please provide an outline of how the controller interfaces wirelessly to the WEB based program where the tower program can be monitored, alarmed, and daily dashboards can be produced.

o System Monitoring. Prepare a list of the items that shall be monitored periodically (i.e. particle size distribution studies, biological profiles, system volume/leak tests, system audits, elution studies, and deposit analyses). Please state the periodicities for each in your annual service plan.

o Borescope. State that you have borescope capabilities and you will comply with the requirements.

o Solids Based Program. Provide a detailed summary of the solids based program including equipment required to treat the towers at Building 2 and 9A.

o Biocide. Provide how much biocide (in lbs) will be introduced into the chilled water system per application.

o Health and Safety. Provide Product Bulletins and MSDS on each product being proposed. Include the information required in the RFP for each product.

Tab 4. Client References: Firm shall list at least three (3) references in California handled by the representatives listed above. The District reserves the right to contact or visit customers so listed. Submittal of reference list is required even if your company is a current vendor of the District. Include Business Name, Address, Contact Name, and Phone Number. Preference may be given to references from Community College Districts, Colleges, Universities and/or K-12 School Districts.

Tab 5. Cost Proposal: Bidder must use the attached Cost Proposal Form. Cost proposals submitted in any other form may be deemed non-responsive.


Tab 6. Documentation: Provide the following information with your bid. Safety Date Sheet (SDS) and Product Bulletin for each product Statement as to what the minimum guaranteed phosphonate

(minimum 3 parts per million (PPM) as the specific phosphonate) levels

Statement as to what the minimum guaranteed free and available azole (minimum of 2 PPM) levels

Guaranteed Cycles of Concentration

Tab 7. Authorized Statement Documents: All respondents must include a fully executed copy of an authorized officer of the organization on the attached “Non-Collusion Declaration” (Attachment C) and “Acknowledgement Statement” (Attachment D). Submittals that do not comply with proposal requirements as described above may be deemed non-responsive.

Section 4: Scope of Work The following specifications are required to manage the water treatment program at the Mt. San Antonio College.

Provide all chemicals to treat cooling towers, chilled & hot water closed loop systems and steam boilers at the facility, delivered to point of feed. The supplier will provide mini bulk tanks or double walled tanks for all liquid chemicals used. The tanks will be maintained and owned by the supplier. No chemical drums will be allowed as part of the chemical feed approach.

All testing reagents, supplies, lab hardware and testing procedures outlined in a Program Operations Manual to be provided by the Water Treatment Supplier as needed.

All operator log sheets and operator training. Please provide an in depth training program that you will be providing Mt. San Antonio College.

All chemical feed equipment. The equipment currently on-site is the property of Mt San Antonio College with exception of modem providing cellular data for remote monitoring capabilities. The Mt San Antonio College wishes to maintain use of the equipment as described in the RFP. Mt San Antonio College will provide power, drain and all pipe taps. The college will install any water meters provided. In most cases all the piping and electrical is already present.

The primary water treatment account manager will have at least 5 years of water treatment experience and reside within (2) hours of the facility. Please provide a detailed biography of the account manager and his/her experience on how he/she plans to manage/service the Mt San Antonio College water treatment program.

Please provide information on the service team and their responsibilities to meet the RFP specifications. The service team representative(s) shall be available for emergency service within (2) hours (by cellular telephone) and if needed within 24 hours in person.


Services will be provided on a weekly basis the first month as a minimum to transition the program. After the transition phase monthly service as a minimum is expected. Please provide a 90-day start up plan for the transition to your products and services.

Service must be interpreted as the testing of all treated systems, the review of written and/or computerized log sheets, inventory review, inspection of chemical feed equipment, calibration and repair of all equipment and general inspections. A written report must be completed during each and every service call and submitted to plant personnel within 24 hours as well as be posted to a WEB based management program and dashboard site provided by the water treatment vendor.

The water treatment supplier will provide a WEB based electronic database that stores and manages all service reports, operator log data ( if applicable), downloaded cooling tower controller key data, water meter usage and other important data. Please provide a detailed description of your electronic WEB based database and its capabilities. The database must be able to upload daily information from the operator’s tests, water treatment suppliers service reports and have alarm features for out of specification data. The program will also have the following capabilities;

o Manage customized statistical trends that can be evaluated to improve the water treatment program on each system.

o Provide simple daily dashboards to the management at Mt San Antonio College on all key data including alarms and statistical trends.

o Have easy access for Management

The following are the minimum required tests that must be performed during each scheduled service visit:

Cooling and Closed Loop Chilled & Hot Water Systems

Raw Water: o pH o Conductivity o M-alkalinity o Calcium or Total hardness

Tower Water: o pH o Conductivity o M-alkalinity o Calcium or Total hardness o Traced levels or phosphonate active o Phosphonate (by UV method required Quarterly) o Iron (Quarterly) o Copper (Quarterly) o Azole (Quarterly) o Free halogen o Biological count (by strip method inoculated 48 hours)


Chill Water: o pH o Conductivity o Silicate / Nitrite o Iron (Quarterly) o Copper (Quarterly) o Azole (Quarterly) o Ammonia (Quarterly) o Turbidity o Biological count (by strip method inoculated 48 hours prior)

Closed Hot Loop Water: o pH o Conductivity o Nitrite o Copper (Quarterly) o Iron (Quarterly) o Azole (Quarterly)

Corrosion coupon testing shall be conducted each quarter for both the cooling towers, chilled water and closed loop hot water systems and include the following metallurgies:

Mild steel

Copper If corrosion coupon racks are needed, please supply and install them with your equipment.

The vendor shall be responsible for cleaning scaled or fouled equipment that arises as a direct result of the poor implementation of the water treatment by the vendor. It is the supplier’s responsibility to inspect all equipment and evaluate conditions prior to initiating treatment. Any deficiencies must be stated in writing within the first 60 days of implementing the program.

The vendor must maintain adequate chemical inventories at all times to avoid equipment damage from scale or corrosion.

Prepare a list of the items that shall be monitored periodically (i.e. particle size distribution studies, biological profiles, system volume/leak tests, system audits, elution studies, and deposit analyses. Please state the periodicities for each in your annual service plan.

The successful bidder shall be available for quarterly reviews scheduled at the discretion of Mt San Antonio College Management.

Each year the condenser and some evaporators are open for inspection. All waterside equipment must be inspected and photographed when available for inspection with a Borescope. All final reports will be provided with key pictures to verify the effectiveness of the water treatment program. All inspection reports will be submitted within 30 days of each inspection. Please state that you have this capability and will comply with the requirements.


Performance Standards (KPI’s – Key Performance Indicators): The following acceptable performance shall be achieved using the products and services of your company. Each quarterly a summary of the test results will be compiled and reviewed as to how the KPI’s were achieved.

Cooling Towers: Corrosion rates mild steel < 1.5 mpy Corrosion rates copper < 0.1 mpy Phosphonate Level / Traced > 90% compliance – 3-6 ppm as phosphonate TDS – Cycles of Concentration > 90% compliance – 5 cycles pH – Acid Control > 90% compliance - 8.0-8.3 Biological Aerobic Counts < 10,000 cfu

Chilled and Hot Water Systems Corrosion rate mild steel < 0.5 mpy Corrosion rate copper < 0.1 mpy Molybdenum Levels > 90% compliance 40-60 ppm Silica Levels > 90% compliance 40-60 ppm Azole Levels > 90% compliance 10-20 ppm Biological Levels – Bulk Water< 1000 cfu Water Usage per month

Any deviation from the performance standards will require corrective action quarterly if not on each service visit. Continued out of performance results will be grounds for termination of contract.

System Equipment Requirements

Water treatment supplier shall provide and install a complete water treatment feed, monitoring and control equipment package. The equipment package is designed to be completely automated with a safe chemical delivery system. While the college requests all new equipment, please feel free to use any equipment that is on site that meets the RFP requirements. It will be the responsibility of the supplier to maintain all chemical feed equipment during the course of the contract period. Any new equipment required (except for pot feeders) will be the responsibility of the supplier.

Cooling Towers- Main System

Containment systems for all chemicals must be a minimum of 10% greater than the volume of chemicals. The use of bulk or mini bulk tanks will be required. NO CHEMICAL DRUMS WILL BE STORED ON PROPERTY. All deliveries will be made by the water treatment supplier directly to the bulk or mini bulk tanks.

Make-up (MU) meter and blow down (BD) water meter must be compatible to send a pulse signal(s) to the controller to manage the city/well water usage rates. Tower scale and corrosion inhibitor measurement is required through traced technology. The college install any supplier provided contacting water meters for water usage monitoring and inhibitor feed if needed. The water meters will become the property of the college after the first year.


Motorized blow down valve for automatic blow down control

Water treatment chemical feed controller for Main Cooling Tower shall have the following features. o Internet ready with continuous wireless connectivity to supplier WEB based Data

Management program to include alarming capabilities. All wireless charges should be included in your yearly price.

o Tower conductivity probe o Support for 2 water meter inputs (Make up and Bleed) o pH probe for acid feed o Biocide lock-out o Dual biocide timer to automatically feed two biocides based on a timer. o ORP probe o Traced inhibitor sensor o Output signals to control feed pumps

Water treatment chemical feed controller for Towers in buildings BUILDING 2/9A will have the following capabilities.

o Tower conductivity probe o Support for 2 water meter inputs (Make up and Bleed) o Biocide lock-out o Dual biocide timer to automatically feed two biocides based on a timer. o Output signals to control feed pumps o Solids chemical feeders

Two-position corrosion coupon racks with rotameter. The goal is to have 3-5 feet-per-second flow rate at all times.

Pumps (Eductors can be used for Building 2/9A tower systems) o To feed scale and corrosion inhibitor o To feed acid o To feed a liquid bromine or halogen product; the pump must have a degasifying

head to prevent priming problems or use a peristaltic pump. o To feed a non-oxidizing biocide pump capable of delivering the required dose in

one hour

Please provide a list of all the equipment and individual prices that will be provided per location with the RFP. The pricing of the equipment will be part of your total contract price.

Analytical Services Each quarter (4 times per year), the Mt San Antonio College requires a complete in-house laboratory analysis of each cooling tower, chilled water loop, hot water loop systems. This complete analysis should include but not limited to; Bacteria levels both aerobic and anaerobic, 26 elemental analysis, conductivity, pH and the chemical actives that are being used. A Report must be provided within (3) weeks of taking the samples.


COOLING TOWER WATER SYSTEMS TREATMENT – MAIN CHILLED WATER PLANT

Scale Inhibitor: The cooling tower scale inhibitor will be a Phosphonate / Azole / Polymer based program to provide scale protection at a minimum of 5.0 cycles of concentration. Acid is required and will be provided by the supplier as part of their program.

Sulfuric Acid – May be needed to maintain the cooling tower at a minimum of 5 cycles of concentration. The pH should be maintained between 8.3-8.6 in order to keep the LSI between 2.1-2.6. Under no circumstances should the LSI exceed 2.6 or go below 2.0. The program is to be an alkaline program with pH trim.

Oxidizing Biocide 1 – Feed an oxidizing biocide to maintain 0.2-0.4 ppm free halogen residual. Daily shocks can be done as an alternative as long as the KPI’s are met. Weekly shocks should be implemented to minimize the risk of Legionella where the tower system runs the free halogen level above 1.0 ppm for (4) hours.

Non-Oxidizing Biocide –The biocide of choice is either Gluteraldhyde or Isothiazoline to be fed twice per month to maintain the desired biological levels as outlined in the Key Performance Indicator section.

COOLING TOWER WATER SYSTEMS TREATMENT – BUILDING 2/9A

There are (2) smaller cooling tower systems on campus. Given the locations the college requests that the chemical program be a solids based water treatment program. No liquid chemicals and no acid will be used for these locations. The cycles of concentration should be no less than 3.0 cycles.

The program will consist of a phosphonate/azole/polymer based scale inhibitor and a bromine based oxidizing biocide. The inhibitor will be controlled based on water meter activation.

Please provide a summary of the solids based program you plan to use for these towers with your response including the equipment that is needed to manage the program to achieve the KPI requirements.

Documentation: Provide the following information with your bid. Any bidder not providing the following information will be considered non compliant and be disqualified.

MSDS and Product Bulletin for each product Statement as to what the minimum guaranteed phosphonate (minimum 3 PPM

as the specific phosphonate) levels Statement as to what the minimum guaranteed free and available azole

(minimum of 1 PPM) levels Guaranteed Cycles of Concentration


TES/CHILLED WATER SYSTEM TREATMENT

The program required is as follows:

Corrosion Control Program A Molybdate/Silica/Azole-Based Treatment will be used. The Molybdate will be maintained between 40-60 ppm, silica levels will be maintained between 40-60 ppm. The azole will be maintained at 10-20 ppm.

Biological Control Program

Mt San Antonio currently has a monochloramine system in place. This the preferred treatment method and the continued use of this system is required. NO EXCEPTIONS. The following parameters must be closely monitored and documented:

Monochloramine: 1.5 – 4.0 ppm Ammonia: 0.5 ppm maximum Free Chlorine: 1.6 ppm maximum Total Chlorine: 4 ppm maximum

Note: We require total aerobic biological counts of 1,000 cells/ml or less, anaerobic biological counts of 50 cells/ml or less, and corrosion rates of 0.5 MPY or less for mild steel and 0.1 MPY or less for copper.

CLOSED LOOP HOT WATER SYSTEMS:

There are (22) hot water systems throughout the campus. A list is provided later. The system chemistry is required as follows:

A Nitrite/Azole-Based Treatment will be used. The Nitrite levels will be maintained between 500-750 ppm as NO2. The azole will be maintained at 5-10 ppm. At this point assume that each loop is NOT treated properly and that each system will have to be charged annually.

Documentation:

Provide a chart listing the control limits for the above, including, but not limited to, the following:

SDS and Product Bulletin for each product

Statement as to what the minimum guaranteed Nitrite (minimum 250 ppm as NO2) levels.

Statement as to what the minimum guaranteed free and available azole (minimum of 5 PPM) levels

All loops are to be tested and treated on a monthly basis. There are pot feeders installed for each

loop. If there are any pot feeders missing or not properly operational, the college will make such

repairs so that chemicals can be applied safely.


Cooling, Closed Loop and Steam System Data

Provide a plan on how each system will be tested on a monthly basis. This is critical in the evaluation

of the suppliers.

It is anticipated that some of the loops will need to be cleaned, flushed and treated. Please provide a

procedure to do such including a cost per loop assuming each loop is 3,000 gallons in capacity. Also

provide a cost including labor to perform s uch a cleaning. This is NOT part of th e RFP but should be

stated separately.

Central Plant (Services 19 Buildings)

Tower 1 Estimated Annual Water Usage 10,000,000 gallons per year Estimated To wer Volume 15,000 gallons

Tower 2 Estimated Annual Water Usage 8,000,000 gallons per year Estimated To wer Volume 10,000 gallons

Building 2 Cooling Tower Estimated An nual Water Usage 8,000,000 gallons per year Estimated To wer Volume 5,000 gallons

Building 9A Cooling Tower Estimated An nual Water Usage 5,000,000 gallons per year Estimated To wer Volume 5,000 gallons

TES/Chilled Water System Estimated V olume 2,135,000 gallons Estimated An nual Makeup 20,000 gallons

Closed Loop Hot Water Sy stem - Combined Estimated V olume 100,000 gallons Estimated An nual Makeup 15,000 gallons


Section 5: General Terms

Cost of Preparing Proposals and Oral Presentations Costs for developing the proposals and any subsequent activities prior to contract award are solely the responsibility of the Firm. Reimbursement will not be provided for these costs.

Preparation of Offers

Firm is expected to follow all specifications, terms, conditions, and instructions in this Request for Proposal.

Deviations from the Request for Proposal

The stated requirements appearing elsewhere in this RFP shall become a part of the terms and conditions of any resulting contract. Any deviations must be specifically defined in the proposal response and accepted in writing by the College to become effective.

Amendments

Firms are advised that the College reserves the right to amend this RFP at any time. Amendments will be done formally by providing written Addenda to all potential Firms known to have received a copy of the RFP. If, in the sole and absolute discretion of the College, the change is of such nature that additional time is required for Firms to prepare proposals, the College will change the due date deadline and notify all known Firms in writing of the revised due date.

Firms must acknowledge receipt of any and all RFP addenda. This shall be done by any one of the following means:

a. In the cover letter or proposal. b. By signing and returning a copy of the addendum by letter, fax or

email, but NOT by telephone.

Any addenda or instructions issued by the College prior to the time for receiving proposals will become a part of this RFP. No changes to this RFP or responses to Firm questions by the College will be binding unless documented in writing by the College in a duly issued addendum.

Proposal Scoring & Selection

The evaluation of the Water Treatment Services will be a three-stage process.

1. The first stage will be based on analysis principally focusing on specific

experience and qualification and cost for the services. Proposals will be

scored as a means of assisting the selection committee in assessing which

Firm(s) fully meet the requirements of this RFP.


2. The second stage may include an interview of the Firm’s full understanding of, and responsiveness to, this Bid and their specific experience and

approach.

3. The third and final stage is successful contract negotiations.

Prior to presenting a recommendation to the Board of Trustees, College staff will engage in contract negotiations with selected Firm. If negotiations with the first bidder selected is unsuccessful, negotiations will commence with the second bidder and so on until an agreement has been successfully negotiated or Mt. San Antonio College rejects all proposals.

Award at Sole Discretion of the College and is contingent upon funding

By issuing this request for proposals, the College does not commit itself to award a contract, or to otherwise pay for information solicited. The College reserves the right to accept the proposal it deems to be in its best interest or to reject all proposals.

College’s Right to Negotiate

The College reserves the right to negotiate with each Firm submitting a proposal on any aspect of the products and services which this document stipulates or implies and/or which the Firm provides, in connection with the specifications. Respondents are cautioned, however, to submit proposals initially on a most favorable basis, since an award decision may be made without any award negotiation, based on best meeting the evaluation criteria.

The College reserves the right to negotiate with any Firm at any time in its sole discretion. In the event that information or pricing submitted by a Firm is unclear to the College, the College may request additional information and/or pricing breakdowns from that Firm. The Firm must answer, in writing, such requests for additional information and/or clarification; these responses will become part of the Firm’s proposal.

Respondents failing to provide adequate information on any issue in a timely manner necessary to allow a comprehensive evaluation by the College will be considered unresponsive and their proposals may be subject to rejection at the College’s sole discretion.

Debriefing

Mt. SAC will not provide debriefing to RFP applicants who were not selected for recommendation of award to the Board of Trustees. This practice helps maintain the confidentiality of the selection process. The College appreciates your honoring this practice and looks forward to future opportunities for doing business with your Firm.

Termination

College may terminate this Contract upon ten (10) days’ notice without cause and Firm shall be entitled to compensation for work adequately performed up to the date of


termination based on College’s satisfactory acceptance. College may terminate immediately upon default and may withhold from payments due on this contract the amount necessary to complete the work as scheduled.

Insurance

Firm shall procure and maintain from an insurance company that is admitted to write insurance in the State of California or that has a rating of or equivalent to an A: VIII by A.M. Best and Company the following insurance:

Commercial general liability equivalent in scope to ISO form CG 00 01 10 93 in an amount not less than Two Million Dollars ($2,000,000) per occurrence. Such coverage shall include but shall not be limited to broad form contractual liability, cross liability protection, sudden and accidental pollution and cleanup liability, and products and completed operations liability. DISTRICT, its officials, employees, and agents shall be named as additional insureds by endorsement equivalent in scope to ISO form CG 20 10 11 85 or CG 20 26 11 85, and this insurance shall contain no special limitations on the scope of protection afforded to DISTRICT, its officials, employees, and agents and shall be primary and not contributing to any other insurance or self-insurance maintained by DISTRICT, its officials, employees, and agents.

Firm's Pollution Liability insurance in an amount not less than Two Million Dollars ($2,000,000) per claim. Such insurance shall include but shall not be limited to cross liability protection and any coverage required to meet all state and Federal requirements relating to the removal, transfer, use or other activity involving hazardous or contaminated materials. DISTRICT, its officials, employees, and agents shall be named as additional insureds by endorsement, and this insurance shall contain no special limitations on the scope of protection afforded to DISTRICT, its officials, employees, and agents and shall be primary and not contributing to any other insurance or self-insurance maintained by DISTRICT, its officials, employees, and agents and shall contain cross liability protection.

Commercial automobile liability equivalent in scope to ISO form CA 00 01 06 92 covering Auto Symbol 1 (Any Auto), in an amount not less than Two Million Dollars ($2,000,000) combined single limit. Such coverage shall include but shall not be limited to sudden and accidental pollution and cleanup liability and any coverage or limits required to meet all state and Federal requirements relating to the transfer of hazardous or contaminated materials in excess of the requirements herein. DISTRICT, its officials, employees and agents shall be named as additional insureds by endorsement, and this insurance shall contain no special limitations on the scope of protection afforded to DISTRICT, its officials, employees, and agents.

Workers' compensation as required by the Labor Code of the State of California and employer's liability insurance in an amount not less than One Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer's right of subrogation against DISTRICT, its officials, employees, and agents.


Any self-insurance program or self-insurance retention must be approved separately in writing by DISTRICT and shall protect DISTRICT, and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party except after twenty (20) days prior written notice to DISTRICT, and shall be primary and not contributing to any other insurance or self-insurance maintained by DISTRICT.

Warranty Firm shall diligently and carefully perform all work required hereunder in a good and workmanlike manner according to the standards observed by a competent practitioner of the profession in which Firm is engaged in the geographical area in which Firm practices its profession, and shall furnish all labor, supervision, materials, equipment, and supplies necessary.

Force Majeure Neither party to this Agreement will be liable to the other for any failure or delay in performance under this Agreement due to circumstances beyond its reasonable control including without limitation, Acts of God, accident, labor disruption, acts, omissions and defaults of third parties, and official, governmental and judicial action not the fault of the party failing or delaying in performance.

Attorney’s Fees

If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.

Indemnification – General

Each party hereto shall be solely responsible for, and shall indemnify and hold the other party free and harmless from, any and all claims, damages, costs or lawsuits (including reasonable attorneys’ fees), relating to bodily injury or tangible property damage arising out of the intentional or negligent act or omission of such Party or its employees, agents or Firms.

Governing Law

The Agreement shall be governed, construed, and enforced in accordance with the laws of the State of California.

Jurisdiction

The state courts within Los Angeles County, California, and respective federal courts, shall have exclusive jurisdiction to adjudicate any dispute arising out of the


Agreement. Each Party expressly consents to the personal jurisdiction of, and venue in, such courts.

Specific Inclusions

*Attachment A – References *Attachment B – Cost Proposal Form *Attachment C – Non-Collusion Declaration *Attachment D – Acknowledgement Statement Attachment E – Sample Agreement

* Attachment must be submitted with proposal


Request for Proposals Water Treatment Services RFP #3259 · Mt. SAC is a Top 10 California Transfer...

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Transcript of Request for Proposals Water Treatment Services RFP #3259 · Mt. SAC is a Top 10 California Transfer...