Single Source - Chemical Treatment & Water Management Plan

NOTICE OF SINGLE SOURCE TO THE PUBLIC
Shelby County Government has identified a single source purchase for the goods/services as
listed below. This notice is not a request for bid, proposal, or qualifications.
Single Source - Chemical Treatment & Water Management Plan
The identified vendor will:
Enter Specifications/Scope of Work Below - Note: Specifications MUST be the department's
written specifications and not a vendor/manufacturer's specifications. They will be rejected if
they are vendor's specifications and not the Shelby County Government Department
specifications. This includes and is not limited to, drawings, plans, etc.
A. Background
Shelby County Government is seeking a qualified vendor to enter into a multi-year contract to
provide comprehensive water treatment services for cooling towers, boilers, and closed loops for
the buildings set forth in the scope of work. The objectives of the water treatment program are
set forth in Paragraph 3 of the Scope of Work. The successful proposer will also be asked to
provide water management plans and legionella testing for the Shelby County Justice Center and
the Health Department, and will need to be capable of providing remediation services as needed.
1. Locations of Services and Equipment to be Treated
201 Poplar 271 Poplar Jail Annex
* Memphis, TN * Memphis, TN
* One (1) Chilled Loop - 2 Chillers: Trane, * One (1) Chilled Loop - 1 Chiller: York, 240-
1250-ton ton
* One (1) Hot Loop - 2 Cleaver Brooks boilers * One (1) Hot Loop -2 boilers: Cleaver Brooks
* One (1) Cooling Tower System - 3 Cells * One (1) Cooling Tower System - 2 Cells
157 Poplar Avenue 637 Poplar Avenue
* One (1) Chilled Loop 1 Chiller: Trane 600- * One (1) Chilled Loop
ton, Main chiller for district loop (157 Poplar, * One (1) Hot Loop - 2 boilers
150 Washington, 140 Adams)
* One (1) Cooling Tower System - 2 cells
* One (1) Hot Loop - 2 Boilers: Lochinvar
280 Washington Jail Kitchen 150 Washington
* One (1) Chilled Loop - 2 Chillers: York 127- * One (1) Hot Loop - 2 Boilers: Thermific
ton * One (1) Chilled Loop - 1 Chiller:
* One (1) Hot Loop * One (2) Cooling Tower Systems - 1 cell
* One (1) Cooling Tower System - 2 Cells each - Redundant system for building
* One (1) Steam System - 2 Boilers: Cleaver

Brooks Steam
140 Adams 616 Adams
* One (1) Chilled Loop - 1 Chiller: 350-ton * One (1) Chilled Loop - 2 Chillers: Trane
* One (2) Cooling Tower Systems - 1 cell each * One (1) Cooling Tower System - 2 cells
- Redundant system for building * Two (2) Hot Loops - 5 boilers
* One (1) Hot Loop - 2 boilers: Camus DRH * One (1) Hot Loop - 1 boiler - not treated
3000 * One (1) Steam System Boiler: Smith Cast
* One (1) Steam System Boiler: 1.75M BTU Iron 19a Series-S/W-12 | 51 HP | 2.165M
BTU
160 N. Main 814 Jefferson
* One (1) Chilled Loop - 2: 300 - ton Chillers * One (1) Chilled Loop - 2 Chillers: Daikin
* One (1) Cooling Tower System - 2 Cells 200-ton
* One (1) Hot Loop - 4 boilers * One (1) Hot Loop
* One (1) Cooling Tower - 2 cells
1060 Madison Ave. 7200 E. Shelby Drive
* One (1) Chilled Loop * One (1) Chilled Loop
* One (1) Hot Loop - 2 Boilers: Fulton Endura * One (1) Hot Loop - 1 Boiler: Weil Mclean
Refer to Section IX. PURPOSE / SCOPE OF WORK for additional information.
2. Vendor will be responsible for point-of-use delivery of all chemistry products to the
following locations:
201 Poplar 271 Poplar 157 Poplar
280 Washington 150 Washington 140 Adams
616 Adams 160 N. Main 814 Jefferson
3. Vendor shall also be responsible for managing delivery of all chemistry products to
584 Adams for the following locations:
637 Poplar 1060 Madison Ave. 7200 E. Shelby Drive
4. Vendor shall be responsible for moving chemical product from 584 Adams to point-
of-use as needed. Vendor shall follow all hazardous regulations set forth by the
Hazardous Materials Transport Act of 1975, as amended.
5. Product prices must be F.O.B. destination, freight prepaid. Prices quoted will be
considered to include all charges for transportation, packaging, pallets, containers,
etc. necessary to complete delivery on an F.O.B. destination basis.
6. Vendor shall be responsible for all Permits and Permit Costs.
B. Scope of Contract
The County wishes to engage in a contractual relationship with the best-qualified proposer
selected through a competitive process that will work well with the County's personnel in the

performance of the Services in a manner that is cost-effective and practical of which price is but
one of the selection criteria.
C. Time Frame
The initial contract term will begin immediately upon execution of the contract through June 30,
2026 Commented [CL1]: Section needs to be completed.
D. Reservation of Rights
The County reserves the right, for any reason to accept or reject any one or more proposals, to
negotiate the term and specifications for the services provided, to modify any part of the RFP, or
to issue a new RFP.
The County may at any reasonable time, at its expense, make an audit of the Vendor's books
relative to the Accounts.
E. Selection Criteria
Each proposal response will be evaluated on the criteria outlined in this RFP document,
including Sections IX, XI, and XII. Each proposer should set out in its response to this RFP to
clearly identify the qualifications of its company and each individual who will work on this
project.
I. Award of Contract
Shelby County Government reserves the right to reject all bids, or any part thereof, waive any
informality in the bids to make an award in the best interest of the County and to request
additional information, an interview, or a demonstration of the bid goods/services proposed.
Shelby County Government reserves the right to award this bid based on individual
goods/services, groups of goods/services, or the entire list of goods/services, whichever is in the
best interest of the County.
All decisions are made at the discretion of the County, including the Mayor and the
Administrator of Purchasing (and the Board of Commissioners, if above $50,000). The proposers
whose proposals do not meet the mandatory minimum requirements will be considered non-
responsive, and not eligible for Department evaluation or award. The proposers whose proposals
do not meet the Department specifications/requirements will not be eligible for the award.
Shelby County Government intends to award this bid based on a competitive selection of
responsive proposals received, i.e. to the overall responsive low Bidder(s) meeting specifications
& requirements, while applying SCG LOSB Ordinances (including applying
preferences/discounts).

Proposers are advised that the lowest cost-responsive proposal will not necessarily be awarded
the contract, as the selection will also score on professional and technical completeness, per the
scorecard attached to this bid. The evaluation/selection process may exceptionally include a
request for additional information (from Purchasing only), to support the written proposal.
After the evaluation of the proposals and selection of the successful Vendor(s), all proposers will
be notified in writing.
Upon notice of a bid award, bidders may protest the award by submitting their protest in writing
to the Administrator of Purchasing. Only a bidder submitting a bid may protest an award
decision. The protest must be received within two (2) calendar weeks of the award selection. If
there are any questions regarding the bid protest process, please contact the buyer for the
respective bid.
The contents of the proposal of the successful proposer will become contractual obligations and
failure to accept these obligations in a contractual agreement may result in the cancellation of the
award. The County reserves the right to negotiate any portions of the successful proposer's fees
and scope of work or utilize their resources for such work.
No Purchase Order against this bid until formal Award and/or signed Contract.
II. PURPOSE / SCOPE OF WORK
The purpose of this RFP is to select the best-qualified proposer (hereinafter referred to as
"Vendor) and award a County-approved contract to perform the Services and to satisfactorily
complete all activities associated with the Goods/Services.
Department Specific Requirements
Vendor shall describe its capabilities, resources and approach for meeting the following
requirements:
1. VENDOR AND REPRESENTATIVE EXPERIENCE
The vendor shall have experience in providing water treatment services and in creating water
management plans for facilities similar to those Facilities included in the scope of work. The
vendor shall appoint a member of his/her company, with a minimum of 5 years industry
experience who resides within a one-hour drive distance to the Facilities, to represent the
company in dealings with Shelby County. The representative shall be familiar with all aspects of
water treatment and troubleshooting and have experience in managing governmental/ municipal
accounts. The primary representative shall possess ASSE 12080 certification and a company
representative located in the greater Memphis region shall possess a Tennessee Category 14
pesticide certification and provide documentation of completion of this certification. List name,
educational background, years in water treatment industry and years with the vendor for
appointed representative.

2. references
Vendor shall submit a list of three (3) current customers and one (1) former customer in the
Greater Memphis region. Shelby County reserves the right to contact or visit customers so
listed. Please include the customer's name, address, contact name and contact phone number.
3. Proposed water treatment program will include all products,
any required equipment and professional consulting services to
accomplish the following:
* Reduce fuel and electrical consumption through improved heat transfer efficiency. This is
accomplished by minimizing scale, corrosion, fouling and microbiological growth which
create deposits on heat transfer surfaces
* Minimize repair and maintenance costs associated with replacement and cleaning of
equipment due to scale, corrosion, fouling or microbiological activity
* Provide professional, knowledgeable, and involved sales/service personnel to ensure
program success
* Accurately monitor program results and communicate appropriate recommendations with
quantifiable business-oriented justifications
* Provide comprehensive services to include cooling tower cleanings, equipment repairs,
closed loop cleanings, disinfections, legionella remediation
* Access to a local analytical laboratory for troubleshooting purposes
* Thoroughly train Shelby County personnel on the implementation and control of the
water treatment program in all locations
* Provide comprehensive water treatment program costs and monthly service report
documentation
* An online database for service reports and monitoring
* Water treatment programs must be in compliance with Association of Water
Technologies (AWT) best practice recommendations.
WATER TREATMENT OPERATING PARAMETERS
Vendor shall provide products and services designed to maintain the following system
parameters:
Cooling Towers
pH 7.0 - 9.0 units
Free Halogen 0.5-1.0 ppm
Cycles Minimum 4
Closed Loops (Hot, Chilled)
pH 8.0 - 10.0 units
Nitrite
Chilled 400 - 800 ppm
Hot, Dual Reheat 800 - 1200 ppm

Steam Systems
Sulfite 30 - 60 ppm
P-alkalinity 300 - 600 ppm
Conductivity 2500 - 3000 S
PROGRAM GOALS
The water treatment program should provide scale and corrosion protection for steam systems,
condenser water systems (including towers), chillers and chilled water closed loop systems, and
closed hot water loops (including hot water boilers) while maximizing efficiency and
performance. All expectations should meet industry best practices scoring "good" as lowest
acceptable limit.
CHEMICAL PRODUCTS
COOLING TOWERS
Inhibitor product shall be a multifunctional blend of corrosion and scale inhibitors designed to
obtain the stated treatment parameters. The treatment must include inhibitor feed control by
PTSA control. The treatment must include an alternating biocide program verified by ORP
sensor.
CLOSED LOOPS

Vendor shall provide inhibitors to maintain specified parameters.
Nonoxidizing biocide shall be applied as required to maintain biological control.
STEAM SYSTEMS
Inhibitor product shall be a multifunctional blend of corrosion and scale inhibitors designed to
obtain the stated treatment parameters.
REGULATORY COMPLIANCE
Products supplied shall comply with all regulations pertaining to chemicals. This will include
DOT, OSHA, NIOSH and local and state regulatory agencies. SDS Sheets shall be displayed for
all products on site at the point of application. Boiler water additives shall meet FDA
compliance requirements.
Certain systems do not currently have water treatment as indicated on the bid spreadsheet. Please
provide information as to how you would approach providing chemistry to these systems.
Solid chemistry must be used for 271 Poplar Jail Annex and 280 Washington Jail Kitchen
because of restricted access to these areas.
CHEMICAL INVENTORIES, DELIVERY, AND STORAGE
All chemical inventories (including test reagents) are to be maintained by the Vendor. Any
excessive usage or unaccounted for treatment product needs to be communicated to the
appropriate Facility Manager. In facilities that have separate satellite areas for boilers and
towers, vendor will supply chemical in recyclable containers. Vendor shall be responsible for
the removal of all empty containers and any unused chemistry at the end of the contract term. If
vendor should install onsite containers for chemicals, that equipment will belong to Shelby
County upon the completion of the contract.
Vendor shall be responsible for delivery of all material to the point of use. Due to the type of
facilities, trucks shall be properly equipped and drivers trained in safe and proper handling of
chemicals to be supplied.
Vendor must supply a 24-hour, 7 day per week emergency response group who can be called for
emergency information regarding chemical spills and/or accidents involving Vendor's products.
The Vendor shall submit the name and emergency phone number of the response group with its
submission.
WATER TREATMENT, EQUIPMENT AND MAINTENANCE
Shelby County does not own all the water treatment equipment currently in place. The vendor
shall furnish and install a complete and operational water treatment system as part of its
proposal. This shall include all items necessary to complete the installation and normally
included in similar work whether specifically mentioned in the contract documents or not.
Equipment shall be furnished and installed by the vendor for the length of the contract.
Equipment should be able to adequately maintain and control all systems within the designated
operating parameters listed below. Equipment should also provide the following capabilities:
* Integrated remote communications including cell modem and cloud connectivity.

* Integrated real time monitoring of pH, conductivity, ORP, traced product, tagged
polymer, turbidity sensor, mild steel corrosion rate, and copper corrosion rate with 24/7
cloud monitoring capability.
Proposal shall include all necessary water treatment chemicals/devices, testing equipment testing
reagents, feeders, racks, pumps, piping and tubing, piping inserts, electrical service, training, and
supplier support as required.
All work shall be scheduled and performed without interfering with the existing operations.
The vendor shall be responsible for maintaining all control and chemical feed equipment. Vendor
shall provide a list of covered equipment, recommend spare parts, and any exceptions or
qualifications to a comprehensive maintenance service contract with their bid. Unless an
exception is taken, vendor shall be responsible for any repairs necessary to cover equipment to
maintain equipment in proper operating condition. Trained technicians shall be employees of the
vendor. Vendor shall respond to service calls for maintenance or repair within twenty-four (24)
hours.
ON SITE SERVICE AND REPORTING
ON SITE SERVICE
Vendor shall provide service to the Facilities at least once per month. All vendor personnel must
notify the designated supervisory personnel upon arrival, for any purpose at the facility. Vendor
shall provide onsite testing of the water systems to determine compliance with the parameters
previously set forth, inspect all application equipment, and check chemical product inventory.
Vendor must be capable of providing the following on-site testing:
* Microbiological studies
* Corrosion studies using corrosion coupons or online corrosion probes
* Fiber-optic equipment inspections
* Elution studies
* Dissolved oxygen studies
* Spectrophotometric and titrimetric testing
FIELD REPORTS
A detailed report shall be submitted to the designee electronically within 48 hours after
completion of services. Reports of monthly field service shall include test results, work
performed, discussion of conditions found, and recommendations. Vendor shall provide a
sample copy of a field report as part of this bid submission.
ONLINE PORTAL
Vendor shall provide service reports, studies, test results, and business reviews through an online
portal made available to designated representatives of Shelby County. This portal will be
provided within 90 days from the start of the contract and will be kept up to date on a monthly
basis.
SERVICE LEVEL AND RESPONSE TIME

Vendor representative must be available for calls for specific problems should they occur. The
representative should be able to respond within 2 hours after being notified in the case of an
emergency, and within 24 hours otherwise. Please indicate compliance with this requirement.
WATER MANAGEMENT PLANS (WMP)
Vendor must be capable of providing and implementing a Water Management Plan (WMP),
including legionella testing and remediation services if needed. WMPs should be proposed
independently of Water Treatment Services in response to this bid for the Shelby County
Criminal Justice Center (201 Poplar, 271 Poplar Jail Annex, 280 Washington Jail Kitchen) and
for the Shelby County Health Department (814 Jefferson Ave.) as set forth on the bid
spreadsheet.
Legionella Testing must comply to ASHRAE Standard 188.
WMP format should be an online cloud-based platform and supported by a local ASSE 12080
certified representative.
Water Management Plan should include Points of Entry(s), Hot water storage tanks, Points of
Use(s), and cooling towers to encompass all domestic and utility water systems in the buildings
previously listed above for the Shelby County Justice Center and the Shelby County Health
Department.
All cooling tower systems shall be legionella tested quarterly. An A2LA, NELAP, CDC Elite
certified laboratory must be utilized for the analysis of legionella samples. A report directly from
the testing laboratory must be provided to WMP personnel. If legionella is detected, a remedial
action plan based on Centers for Disease control guidelines and industry best practices must be
implemented and documented.
IDLE SYSTEMS
Vendor representative shall be responsible for recommending treatment dosages and methods for
protecting idle systems such as the laying up of boilers during the summer months and the laying
up of cooling tower systems during winter months in applicable.
COOLING TOWER INSPECTIONS
The representative shall inspect all contracted cooling towers to examine for biological growth,
foam, sludge, cooling tower deterioration etc. a minimum of once every thirty (30) days.
EQUIPMENT INSPECTIONS
Vendor's representative shall inspect Shelby County's contracted equipment annually, when it is
open for inspection or at other unscheduled openings. Photographs of equipment internals must
be taken and an ongoing record with photographs must be kept.
MATERIAL COMPATIBILITY
The vendor shall assure Shelby County that the products used in the water treatment program
shall have no detrimental effect on the materials in the equipment being treated when used in
accordance with vendor's directions and recommendations.
WATER CONSERVATION
The vendor shall maximize cycles of concentration in cooling towers to minimize water
consumption.

TROUBLESHOOTING CAPABILITIES
The vendor must have a laboratory facility located in the Greater Memphis region capable of
performing a wide array of analytical work to facilitate monitoring, control, and troubleshooting
of Shelby County Facilities systems. The laboratory facility shall be equipped to run the
following: water analyses, deposit analyses, corrosion coupon analyses, microbiological
analyses, ion exchange resin analyses, and metallurgical analyses. All laboratory services shall
be provided by the vendor. The use of independent laboratories is allowed if authorized within
the context of the agreement. Legionella testing must be performed by an accredited A2LA and
NELAP laboratory which may be located outside of the Memphis region.
HEALTH AND SAFETY
Vendor firm must provide Safety Data Sheets (SDS) to ensure a safe work environment for
personnel of Shelby County and to comply with all laws concerning the handling of hazardous
materials. We require that a SDS accompany all orders and that the vendor provide a twenty-four
(24) hour, seven (7) day per week emergency phone number which can be called for emergency
information regarding chemical spills and/or accidents involving your products. Include your
emergency phone number and a sample copy of your firm's SDS. If your proposed program uses
no chemical products, then so indicate.
ANNUAL BUSINESS REVIEW
The vendor must present a yearly review of the treatment program. Vendor's representative
shall, at this time, meet with the designated representatives of Shelby County to discuss all
treatment programs, their effectiveness, recommendations and future objectives. Vendor must
provide a method of quantitatively evaluating his/her performance.
TRAINING
Vendor will schedule a minimum of one annual training seminar to continuously improve the
knowledge of operating personnel.
This training will include as a minimum the following:
1. Principals of water treatment.
2. Chemical testing and control procedures for all treated systems.
3. Equipment operation and maintenance.
4. Troubleshooting
5. Safety and handling of chemicals including SDS information.
6. New technologies and developments in the water treatment industry.
4. Feed and Control Equipment
The vendor shall provide a list with description of all required equipment to be furnished to
provide the water treatment services. A list of additional optional equipment may be provided
along with detailed explanations of benefit.
5. TOTAL COST OF OWNERSHIP