Water treatment of HVAC water systems services

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

The objective of this contract is to provide preventive maintenance services for the HVAC water treatment systems at the U.S. Consulate General Cape Town. The goal is to preserve the current piping and HVAC equipment, establish a cost-effective water treatment program to control water-related issues like corrosion, scaling, and microbiological fouling, and ensure the proper operation of the water treatment equipment.

• Provide required chemical products and services for application, monitoring, and reporting.

• Preserve the interior waterside of piping and HVAC equipment.

• Reduce operating costs and establish a cost-effective water treatment program.

• Ensure proper operation of water treatment equipment.

• Conduct joint responsibilities with Consulate facility management staff, including routine testing by Consulate staff and technical analysis by the Contractor.

• Perform monthly site visits (1 hour per visit) for analysis and recommendations.

• Provide annual familiarization training for operators.

• Review facility water treatment logs and operating logs.

• Discuss water treatment conditions with the Facility Manager monthly and submit a typed service report within three business days after each visit.

• Maintain HVAC water treatment systems, including closed and open loop systems.

• Inspect systems, complete water analysis, and monitor corrosion coupons.

• Sample and test water for chemical levels, adjust feeds, and record results.

• Test total solids and pH.

• Clean sample bottles and chemical treatment equipment.

• Change corrosion coupons and submit a written corrosion test report within fourteen calendar days after analysis.

• Perform Process Instrumentation Engineer checks and adjustments, including visual inspections, testing of chemical parameters (pH, total dissolved solids, conductivity, aerobic plate count, corrosion inhibitor level, biocide dosage), and calibration of sensors and controllers.

• Maintain specific parameters for corrosion, scaling, and microbiological fouling in open and closed systems.

• Ensure chemicals are within specified operating parameters and control ranges.

• Contractor's performance will be measured against agreed-upon criteria and benchmarks.

• Maintain a quality control process agreed upon by the U.S. Consulate and the Contractor.

• Allow U.S. Consulate access to quality control systems for monitoring and auditing.

• Place of Performance: U.S. Consulate General Cape Town.

• Contract duration is not explicitly stated but implies ongoing service.

• All chemicals, equipment, and testing procedures must be approved by the COR prior to use.

• Submit manufacturer specifications, SDS sheets, and equipment cut sheets in English.

• Use a molybdate-based corrosion and scale inhibitor with specific properties.

• Ensure filter media is rated at 98% efficiency for 20 micrometer particulates.

• Comply with NSF, AWWA, ANSI, SDS, ASTM, NFPA, UL, IEEE, NEMA, OSHA, SABS, and manufacturer O&M requirements.

• Personnel must be knowledgeable and adhere to occupational health and safety legislation and MSDS sheets.

• All electrical equipment must comply with UL requirements.

• Follow NFPA or local fire guidelines.

• Personnel must be adequately trained and certified in safe usage, handling, and operation of materials and equipment.

• Provide technician resumes and training documentation within 20 days of notice to proceed.

• Contractor is responsible for all logistics, including transportation and hotel reservations.

• Contractor must provide 3 customer references of similar scope and value.

• Contractor is responsible for any damage caused by negligence.

• Schedule work to minimize interference with post operations.

• All deliverables and documents submitted remain U.S. Government property.

• Contractor shall limit duplication and dissemination of U.S. Government documents.

• Contractor shall forward any discovered discrepancies, errors, or conflicts to the CO in writing within 3 days of receipt of the SOW.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) from the U.S. Consulate General Cape Town seeks proposals for water treatment services for HVAC water systems. The government intends to award a contract to the responsible company offering the lowest price, potentially based on initial quotations without discussions.

• Comprehensive water treatment for HVAC water systems (closed-loop chilled/hot water, open-loop cooling towers).

• Services include corrosion, scale, and microbiological control.

• Offerors must provide a Water Treatment Services Plan, DBA Insurance, and a Personnel Roster.

• Personnel require background checks; security checks may take 30-120 days.

• Compliance with all applicable laws and regulations is required.

• Contract Type: Firm-fixed-price purchase order.

• Period of Performance: 12 months base period, with four (4) one-year option periods.

• Estimated Value: Not explicitly stated, but pricing is requested for base and option years.

• Quotations are due by February 24, 2026, 17:00 SAST.

• Submissions must be in English and in MS-Word, MS-Excel, or PDF format, not exceeding 30MB per email.

• Required submission documents include SF-1449, Section 1 (Pricing), Section 5 (Representations and Certifications), IRS Form W-14, and proof of SAM registration.

• Award will be made to the lowest-priced, technically acceptable offeror.

• Technical acceptability will be evaluated on a pass/fail basis.

• A pre-quotation conference will be held on February 10, 2026, at 10:00 SAST at the U.S. Consulate General Cape Town. RSVP by February 6, 2026.

• Offerors must be registered in the System for Award Management (SAM) prior to proposal submission.

• No specific set-aside is mentioned; acquisition is listed as "Unrestricted."

• Value Added Tax (VAT) is not included in CLIN rates and will be priced as a separate line item.

• Offerors must submit a completed IRS Form W-14.

• Proof of SAM Registration is required.