Chiller and Cooling Tower Water Treatment Services - Canandaigua VAMC

Statement of Work (SOW) / Performance Work Statement (PWS)

This document establishes mandatory design requirements and operational standards for the management of cooling towers at VHA-owned and/or operated facilities, specifically the Canandaigua VA Medical Center. The plan aims to ensure optimal performance and resilience of cooling tower systems, preventing issues like biofouling and corrosion, and mitigating the risk of Legionella growth and transmission.

• Management of cooling tower water systems.

• Water treatment, cleaning, and maintenance.

• Prevention and mitigation of Legionella and other pathogen growth.

• Operations and monitoring of cooling tower systems.

• Water testing and risk analysis.

• Procedures for seasonal shutdown, start-up, idling, and re-start.

• Emergency cleaning and disinfection procedures.

• Maintenance of biocide residuals within VA-approved ranges.

• Routine monitoring of water chemistry (pH, biocide, conductivity).

• Quarterly microbial testing (HPC).

• Legionella testing every 90 days.

• Specific corrective actions based on Heterotrophic Plate Count (HPC) results, including biocide concentration adjustments and potential remediation or disinfection.

• The plan applies to VHA-operated facilities, with specific reference to the Canandaigua VA Medical Center.

• The document itself is dated with a "CURRENT VERSION COOLING TOWER WATER MANAGEMENT PLAN -4-30-2026.pdf", suggesting an ongoing operational plan.

• Adherence to VHA Directive 1061 and VHA Engineering Standard ES-2019-001.

• Use of EPA-listed biocides and approved chemicals.

• Documentation of all actions, with records retained for three years.

• Personnel must use appropriate Personal Protective Equipment (PPE).

• Specific procedures for "On-Line Disinfection" (Hyperhalogenation) and "Off-Line Cleaning & Disinfection" are detailed, including chemical dosages and timeframes.

• Inventory of cooling towers and related equipment (4 towers, 4 chillers, 4 pumps) is provided.

• A Water Management Plan Team is identified, including VA personnel and a contractor (Nalco Water).

Solicitation / RFP / RFQ

This solicitation is for firm-fixed-price chiller plant and cooling tower water treatment services at the Canandaigua VA Medical Center, located at 400 Fort Hill Avenue, Canandaigua, NY 14424. The requirement includes providing all labor, travel, equipment, and materials.

• Water Treatment: Performance of water treatment for the chiller plant and cooling tower, adhering to VHA Directive 1061(1), Federal and State Laws/Regulations.

• Specific Tasks: Includes yearly spring disinfection, chemical treatment throughout the cooling season, monthly chemical testing (including bacterial slide tests), 90-day tower inspections, 90-day Legionella testing, and yearly tower certification.

• Vendor Qualifications: Must comply with NFPA, OSHA, ASHRAE, VHA Directive 1061, and VA Engineering Standard ES-2019-001. Requires a Commercial Pesticide License for New York, proper chemical handling training, and vehicles meeting NYS DOT regulations for chemical transport. Experience treating similar-sized hospital HVAC systems is required.

• Service Reporting: A written report (hard-copy or PDF) is required within five business days of completion, detailing work performed, recommended actions, and including reference materials.

• Contract Type: Firm-fixed-price.

• Period of Performance: Base year from 07/01/2026 to 06/30/2027, with four (4) one-year option periods.

• Estimated Value: Not explicitly stated, but the solicitation includes a price/cost schedule for the base year and option years.

• Submission Deadline: June 18, 2026, 10:00 AM EDT.

• Submission Method: Quotes to be emailed to daniel.zielinski@va.gov with the subject line "RFQ 36C24226Q0642".

• Required Documents: Signed SF1449, a technical narrative (max 20 pages), evidence of licenses/permits, completed Price/Cost Schedule, past performance examples, and statements regarding adverse actions.

• Evaluation Factors: The contract will be awarded to the responsible offeror whose quote is most advantageous, considering price and other factors. Evaluation will be based on Technical Capabilities and Past Performance.

• NAICS Code: 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance).

• Size Standard: $12.5 Million.

• Set-Aside: This acquisition is set aside for Small Business.

• Attachments Referenced: VA 1061 Legionella Directive 2022, Ontario County Wage Determination, Equipment Photos - Chiller and Boiler Plant Water Treatment - 528A6, Current Version Cooling Tower Water Management Plan - 4-30-2026, and Frequently Asked Questions - Chiller and Boiler Plant Water Treatment - 528A6.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act, providing minimum wage rates and fringe benefits for various occupations in specific geographic areas. It serves as a reference for contractors to ensure compliance with labor laws when performing federal contracts.

• Occupational Codes and Titles: Lists specific job titles and their corresponding codes.
• Wage Rates: Specifies the minimum hourly wage for each occupation.
• Fringe Benefits: Indicates that required fringe benefits follow the occupational listing, with specific health and welfare rates provided at the end of the document.
• Geographic Area: Applies to New York Counties of Livingston, Monroe, Ontario, Orleans, and Wayne.
• Revision Information: Includes the Wage Determination Number (2015-4161) and the date of the last revision (5/13/2026).
• Footnotes and Special Provisions: Details specific conditions, such as requirements for computer employees, night/Sunday pay for air traffic controllers, hazardous pay differentials, and uniform allowances.

Bidders must use this wage determination to understand the minimum labor costs associated with performing the contract. It is crucial for accurate cost estimation and proposal development to ensure compliance with federal labor regulations. The listed wage rates and fringe benefits are the minimums required for covered employees.

Amendment / Modification

This document is an amended VHA Directive 1061(1) concerning the Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems. The amendment, dated September 26, 2022, includes the following changes:

• Updates a link in paragraphs 2.f. (Background) and 5.j.(10) (Responsibilities).
• Removes outdated and redundant links in paragraphs 5.d.(3) and 5h.(3).(a).
• Clarifies paragraph 2.a. of Appendix A.
• Corrects the chlorine concentration unit in paragraph 4.a.(2) of Appendix A.
• Corrects paragraph numbering in Appendix D.
• Updates a link in paragraph 3.b.(5) of Appendix D.
• Corrects and clarifies information regarding bacteria testing in paragraph 4.b. of Appendix D.
• Corrects a paragraph reference in paragraph 1 (Background) of Appendix E.

Additionally, as of February 16, 2021, the revised directive:

• Expands and clarifies the scope and applicability of the document.

• Adds provisions for non-potable water.

• Updates provisions on environmental Legionella testing and actions for potable water systems.

• Updates definitions for Legionella disease surveillance.

• Appendix A (paragraph 2.a.)

• Appendix D (paragraph 3.b.(5))

• Appendix D (paragraph 4.a.(2))

• Appendix E (paragraph 1, Background)

• Various paragraphs related to responsibilities and background.

This document is a directive and does not appear to have direct submission or evaluation impacts for bidders. It outlines policy and procedures for VA medical facilities regarding Legionella prevention and scald injury.

Form / Attachment / Pricing Sheet

This document contains photographs related to "Chiller and Cooling Tower Treatment" for a SAM.gov opportunity. The images appear to depict chemical storage and dispensing equipment, including large blue tanks, yellow containment pallets, pumps, and associated piping and controls.

• Photographs of chemical storage tanks (blue barrels and a larger blue tank).
• Images of chemical dispensing equipment, including pumps and tubing.
• Yellow containment pallets designed to hold chemical drums.
• Electrical controls and monitoring equipment.
• Labels and signage indicating "Barclay Water Management, Inc.", "Corrosive", and safety instructions.

These photographs provide visual context for the equipment and setup currently in place for chiller and cooling tower water treatment. Bidders may use these images to understand the existing infrastructure, the scale of operations, and the types of chemicals being handled, which can inform their proposals regarding service requirements, equipment needs, and safety protocols.

Questions & Answers / Clarifications

This document provides answers to frequently asked questions regarding the chiller and cooling tower treatment opportunity.

• Cooling Tower Tonnages and Operation: There are three 400-ton electric chillers that can operate simultaneously, and one 400-ton steam absorption chiller that will not operate. The cooling tower operates from April to October/November.
• Circulation Pump Rate: The tower circulation pump recirculation rate is 1,270 per pump, with a total of 4 pumps.
• Makeup Water Data: Makeup water data is available to the vendor working on the requirement.
• Chilled Water Treatment: The chilled water is already treated with nitrates. A biocide is also used.
• Biocide Usage: The current cooling tower program uses 2 biocides.
• Physical Cleaning: The cooling towers require a physical cleaning in the spring and/or fall. This cleaning is performed in-house during the springtime.
• System Age: The system has been in place for approximately 4 years.
• Automation Equipment: Logical Controls automation equipment is onsite.

These clarifications provide specific details about the existing system, operational parameters, and maintenance practices that may be relevant for bidders preparing proposals.