INDIANAPOLIS HOUSING AGENCYINVITATION TO QUOTE (ITQ)

COOLING TOWER TREATMENT

INTRODUCTION

Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 22 Marion County affordable housing communities, 14 of which are managed by IHA directly.  Six of these communities are in Center Township, with the rest scattered throughout the rest of the county.  These sites comprise 2,624 total dwelling units, including public housing units, Low Income Housing Tax Credit units, Project Based Section 8 units and market-rate units.  Many of IHA’s communities operate under multiple state or federally-regulated programs.  IHA also administers 7,263 Section 8 units leased under HUD’s Housing Choice Voucher Program.

IHA is governed by a nine-member Board of Commissioners. Five of the nine Board members are appointed by the Mayor of the City of Indianapolis, two Board members are appointed by the City/County Council and two members are elected as representatives for the Family and Senior community sites. The Agency’s day-to-day operations are directed by the Agency’s Executive Director. The Agency is primarily funded through the United States Department of Housing and Urban Development.

With approximately 145 employees, the Agency administers its programs with an operating budget of approximately $64 million per year and a total budget of approximately $68 million per year.

GENERAL TERMS AND CONDITIONS

The Indianapolis Housing Agency (IHA), and on behalf of Lugar LP, is seeking a qualified company to provide chemical treatment for the HVAC closed loop systems and the water loop system for the cooling towers.The company will be required to test the systems on a monthly basis and provide the proper chemical treatment to maintain the systems in optimal operating conditions. The company will be required to provide documentation of the levels of contaminates and action taken to correct or maintain proper conditions.This will include treatment and monitoring of the cooling tower. At the end of the season the company will be responsible for cleaning and closing down the cooling towers and reopening them in the spring to be ready for the HVAC season to begin.

Documents/forms required for the quote are available on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org).

The IHA will receive sealed quotes from qualified companies for the provision of chemical treatment for the HVAC closed loop systems and the water loop system for the cooling towers at specified IHA locations. Quotes, in a sealed envelope identified as to content and vendor, will be received at the IHA Administrative Offices, at 1919 N. Meridian Street, Indianapolis, IN 46202-1303 on Wednesday, December 7, 2016 until 2:00 PM local time; Attention Diane Padgett, Procurement Manager. Responses will not be accepted after 2:01 P.M. local time. Responses will then be opened and read aloud publically. Faxed or e-mail copies of responses will not be accepted.

MBE/WBE/VBE/DOBE PARTICIPATION GOALS

MBE/WBE/VBE/DOBE PARTICIPATION REQUIREMENTS1. It is the policy of the Indianapolis Housing Agency that Women’s Business Enterprises (WBE), minority business Enterprises (MBE), Veteran Business enterprises (VBE), and Disability- owned business enterprises (DOBE) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Owner has established the following percentage goals for MBE, WBE, VBE, and DOBE participation on this Project, based on the Contract Price as awarded to the successful Bidder:

MBE: fifteen percent (15%) WBE: eight percent (8%) VBE: three percent (3%) DOBE: one percent (1%)

2. Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein in respect of MBE/WBE/VBE/DOBE participation, including review of documentation and information submitted by Bidders, shall be undertaken by IHA.3. A Bidders shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet the MBE/WBE/VBE/DOBE goals as of the submittal due date. Failure to do so shall deem the response non-responsive.

B Any Bidder who does not meet a project goal must petition IHA for relief from that goal by filing an application for a waiver, which application shall be submitted with the other required bid documents. The application for the waiver shall show with detailed documentation all good faith efforts that were made by the Bidder for the purpose of fulfilling the project goal and to assure that MBE, WBE, VBE, and DOBE firms are used as sources of supplies, equipment, construction and services. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by

contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202 or via phone at 317-261-7184. The application shall be

submitted as a 72 hour post-bid submittal.C Examples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a

minimum, all of the following:1 Documentation of any advertising that the Bidder performed in search

for prospective MBE/WBE/VBE/DOBE for the contract in general circulation, trade, and minority-focused media.

2 Documentation of any written notifications that the bidder provided to MBE/WBE/VBE/DOBE firms notifying them of contracting

opportunities in sufficient time to allow them to participate, and to minority business assistance agencies for the purpose of locating prospective MBE/WBE/VBE/DOBE for the contract. Documentation must also include written notification to IHA for

assistance in locating prospective MBE/WBE/VBE/DOBE firms for the contract.

3 Documentation of the Bidder’s efforts t select portions of the work to be performed by MBE/WBE/VBE/DOBE firms in order to increase the likelihood of achieving the stated goals, including the division of contracts into economically-feasible units to facilitate participation.

4 Documentation of direct contact and negotiations with MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub-bids, including at a minimum the following information;

A The names, addresses and telephone numbers of MBE/WBE/VBE/DOBE firms that were contacted;

B A description of the information provided to MBE/WBE/VBE/DOBE firms regarding the plans and specifications for portions of the work to be performed;

C A statement of why prospective agreements with MBE/WBE/VBE/DOBE firms were not reached.

5 Documentation of technical assistance provided to MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance or a needed line of credit for the project.

6 Documentation relevant to any other efforts the Bidder has made to assist MBE/WBE/VBE/DOBE firms in overcoming the traditional barriers of participation in the industry affected by the contract.

7 Documentation of efforts to research other possible areas of participation, including, but not limited to, any of the following:

A Suppliers;B Shipping or transport enterprises;C Engineering enterprises; andD Any other role that may contribute to the production and

delivery of the product or service specified in the contract.D The bidder shall maintain adequate records of all relevant data with respect to

the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and shall provide full access to these records to the owner upon its request to inspect them.4. The apparent successful Bidder shall, within three (3) business days after notification by the Owner, provide the application for Program Waiver (if Bidder has not met all goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE firms, participation goal levels as set out in section 1 , which shall serve as an additional condition to the Bidder being found responsible and responsive.5. The decision of the Owner concerning whether or not a Bidder has satisfactorily

demonstrated good faith efforts shall be conclusive and binding upon such Bidder.6. Where a Bidder proposes to utilize a MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business Development shall submit a completed certification application for such MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must become certified by OMWBD to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from OMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. Phone is 317-327-5262; Fax is 317-327-4482.7. For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:

A A Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE parties will be credited with MBE/WBE/VBE/DOBE participation on the basis of percentage of the dollar amount of the work to be performed by the MBE/WBE/VBE/DOBE. For example, if such Joint Venture proposes to perform fifty percent (50%) of the dollar amount of the work quoted at $1,000,000 and fifty percent 950%) of the work is to be performed by the MBE/WBE/VBE/DOBE Joint Venture partner, MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent (25%) of the work or $250,000.

B A Bidder will receive sixty percent (60%) toward goal attainment for the use of minority suppliers who are not manufacturers, i.e. where a Bidder

proposes to purchase $10,000 worth of construction materials from a minority Supplier who did not manufacture the materials, $60,000 will be credited toward the Bidder’s minority participation goal. However, where the minority Supplier is the manufacturer of the product supplied, the Bidder will receive MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar amount of the supply contract.8. The Owner may, at any time before or after award, require the Bidder/Contractor to submit additional information to the owner regarding MBE, WBE, VBE, OR DOBE certification and utilization. Such information may include but not be limited to: 9i) Copies of all executed agreements for each MBE/WBE/VBE/DOBE enterprise engaged to satisfy the participation goals, showing (ii) the name and address of the MBE/WBE/VBE/DOBE, (iii) the scope of work to be performed, (iv) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (v) acknowledgment and acceptance of the agreement by the MBE/WBE/VBE/DOBE and (vi) monthly utilization payment reports with each monthly application for payment using the on-line submittal process (MyLCM).9. Failure to comply with the MBE/WBE/VBE/DOBE provisions of the contract may result in one or more of the following sanctions: cancellation, terminator or suspension of any contracts, or any portion(s) thereof, including but not limited to withholding any progress payment or any other monies payable or due under the contract, and/or inclusion on the Owner’s list of contractors or vendors who are non-responsible due to MBE/WBE/VBE/DOBE violations, meaning Bidder would not be eligible to do work for the Owner for a specified period.

Minority, Women, Veteran or Disability-Owned Business Enterprise Participation Plan for Goods and Services

It is the policy of the Indianapolis Housing Agency (IHA) that Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Veteran Business Enterprises (VBEs) and Disability-Owned Business Enterprises (DOBEs) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Indianapolis Housing Agency, through it’s Board of Commissioners, has established MBE participation goals of 15%, WBE participation goals of 8%, VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public works, goods, and services.The Contractor shall include information concerning its MBE, WBE, VBE, and DOBE utilization for this contract on the MBE/WBE/VBE/DOBE Participation Plan form, found on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org). To receive credit toward the MBE/WBE/VBE/DOBE goals, all MBE, WBE, VBE, and DOBE suppliers offered for “direct participation” in a contract (e.g. subcontracting) must be certified by the City of Indianapolis, Office of Minority & Women Business Development (OMWBD). Contractors able to offer direct participation in the form of subcontractors must indicate the name of the MBE/WBE/VBE/DOBE firm(s) with which it will work; the contact name and phone number for the firm(s); the service9s) supplied by the firm(s); and the specific dollar amount from this contract that will be directed toward each firm. The evaluation and review of a Contractor’s

MBE/WBE/VBE/DOBE participation, including a review of documentation and information submitted, shall be undertaken by IHA.The Contractor shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE, WBE, VBE, and DOBE firms and shall provide full access to these records to IHA upon its request to inspect them. IHA may require the Contractor to submit information in addition to the MBE/WBE/VBE/DOBE Participation Plan and/or Application for MBE/WBE/VBE/DOBE Program Waiver regarding MBE/WBE/VBE/DOBE certification and utilization. Such information may include, but is not limited to the following: (1) Copies of all executed agreements for each MBE/WBE/VBE/DOBE engaged to satisfy the participation policies, (2) the name and address of the MBE/WBE/VBE/DOBE, (3) the scope of work to be performed, (4) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (5) acknowledgement and acceptance of the agreement by the MBE/WBE/VBE/DOBE, and (6) monthly utilization payment reports with each monthly application for payment.While direct participation of MBE/WBE/VBE/DOBE subcontractors is preferred, if it cannot be accomplished for this contract, “indirect participation” may be acceptable. Examples of indirect participation might include the use of common MBE/WBE/VBE/DOBE suppliers (i.e. office suppliers, courier services, shipping services, etc.) contributing to overhead costs or the overall operation of the business. Indirect participation may occur at the local, regional or national level. (Note: For common suppliers located outside of Indiana that are participating in an indirect fashion, please return proof of home state or municipal certification to IHA.) Any contractor that does not have MBE/WBE/VBE/DOBE direct participation shall submit the Application for MBE/WBE/VBE/DOBE Program Waiver with the reasons for the lack of participation. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202, via phone at 317-261-7184 or via email at dpadget@indyhousing.org. The application shall be submitted as a 72 hour post-bid submittal. The Waiver requires submission of documents showing the good faith efforts that were made by the Contractor for the purpose of attaining MBE/WBE/VBE/DOBE firs as subcontractors or sources of supplies, equipment, and services. The Waiver must be submitted if a contractor does not have any direct or indirect MBE/WBE/VBE/DOBE participation. If a contractor has only indirect participation, then the Waiver must be submitted for the direct participation and the MBE/WBE/VBE/DOBE Participation Plan must be submitted for the indirect participation.Failure to provide the MBE/WBE/VBE/DOBE Participation Plan or Application for Waiver at the time of submission will result in the disqualification and rejection of the bid/proposal. IHA reserves the right to verify all information included in the MBE/WBE/VBE/DOBE Participation Plan before making final determination of the contractor’s responsiveness and responsibility.

SECTION 3

Perspective responders are advised that this project is a Section 3 covered project and described in 24 CFR 135, which implements Section 3 of the Housing and Urban Development Act of 1968, as amended (“Section 3”). Without limitation of any other applicable affirmative action requirements, the successful bidder and any subcontractors, such as, but not limited to, delivery, assembly and provision of raw materials will also have an obligation to cause the work to be performed, to the greatest extent feasible, by business concerns located in or owned in substantial part by persons residing in the area of the project (i.e. City of Indianapolis), as those terms are defined in the documents. The employment of individuals residing in the communities or neighborhoods in which the project is located is considered an integral part of the Section 3 requirement. The response form and Section 3 policy are available on IHA’s website (www.indyhousing.org).

All contractors are required to submit the Section 3 contractor Initial Response form that indicates their intention to hire and/or contribute to the training fund. The form is located on IHA’s website.FAILURE TO COMPLETE AND INCLUDE THIS FORM WILL DISQUALIFY A CONTRACTOR’S RESPONSE.

COMPLIANCE WITH E-VERIFY PROGRAM

Pursuant to IC 22-5-1.7, Contractor shall enroll in and verify the work eligibility status of all newly hired employees of Contractor through the E-Verify Program (“Program”). Contractor is not required to verify the work eligibility status of all newly hired employees through the Program if the Program no longer exits.

Contractor and its Subcontractors shall not knowingly employ or contract with an unauthorized alien or retain an employee or contract with an unauthorized alien. If Contractor violates this section, Owner shall require Contractor to remedy the violation not later than thirty (30) days after Owner notifies Contractor. If Contractor fails to remedy the violation within the thirty (30) day period, Owner shall terminate the contract. Contractor shall, in addition to any other contractual remedies, be liable to Owner for actual damages. There is a rebuttable presumption that Contractor did not knowingly employ an unauthorized alien if Contractor verified the work eligibility status of the employee through the Program.

If Contractor employs or contracts with an unauthorized alien but Owner determines that terminating the contract would be detrimental to the public interest or public property, Owner may allow the contract to remain in effect until Owner procures a new contractor.

Contractor shall, prior to performing any work, require each Subcontractor to certify to Contractor that the Subcontractor does not knowingly employ or contract with an unauthorized alien and has enrolled in the Program. Contractor shall maintain on file a certification from each Subcontractor throughout the duration of the Project. If Contractor determines that a Subcontractor is in violation of this section, Contractor may terminate its contract with the Subcontractor for such violation. Such termination may not be considered a breach of contract by Contractor or the subcontractor.

Unless all responses are rejected, and subject to approval by the IHA, the IHA Board of Commissioners and the U.S. Department of Housing and Urban Development (HUD), an award or awards will be made to the most responsive and responsible bidder(s) for all items, all to the benefit of IHA. Award may be divided among various vendors all to the benefit of IHA. IHA also reserves the right to re-bid or not to award the bid depending item costs, budget restrictions, and availability of funding. IHA assumes no liability for any and all costs incurred in the preparation of this quote response.

A certificate of current insurance is required with each quote. The certificate must document

the following: Minimum of one million dollars in general liability and one million dollars vehicular liability and statutory requirements for worker’s compensation. The successful quoter shall be required to name IHA and the City of Indianapolis as an additional insured.

A contract will be required of the successful vendor. Prices shall be good for the duration of the contract. Please see sample contract posted on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org). It is anticipated that the contract will be in effect from January 1, 2017 through December 31, 2018, with the option of renewal for other like or lesser periods.

SUBMITTALS: An Original and two (2) Copies are required

Along with the Quote Tab sheet(s), complete and return the following:

1. HUD-5369-B Instructions to Offerors Non-Construction (Document is a read-only but must be retuned as acknowledgement of the terms contained therein.)

2. MBE/WBE/VBE/DOBE Bidders’ Initial Response Form – Goods and Services3. MBE/WBE/VBE/DOBE certification (If Applicable) 4. Certificate of Non-Organizational Conflict of Interest5. Non-Collusive Non-Identity of Interest Affidavit6. Certificate on Non-Segregated facilities 7. Compliance with E-Verify Affidavit8. Section 3 Contractor Initial Response Form9. List of at least three (3) references; to include name address telephone and name of principal contact. References shall not be IHA employees.10. Current certificate of insurance

ALL DOCUMENTS WITH THE EXCEPTION OF THE CERTIFICATE OF INSURANCE, MBE/WBE/VBE/DOBE CERTIFICATE AND REFERENCES ARE AVAILABLE ON THE “DOING BUSINESS WITH IHA” PAGE OF THE AGENCY’S WEBSITE (WWW.INDYHOUSING.ORG).

FAILURE TO INCLUDE ANY OF THESE DOCUMENTS MAY CAUSE THE BID RESPONSE TO BE DECLARED INVALID

GENERAL CONDITIONS

The Bid Tab Sheets are identified as “Attachment A-1 through A-3” and are included. The Scope of Services is included as Attachment B. The documents are also available on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org).

No other documents(s) will be considered as a valid response. Price/s shall be quoted and there shall be no extras. Delivery costs are considered an “extra.” Contractor is responsible for providing all labor, materials, and and/or equipment required.

QUESTIONS

The deadline for questions is 11:00 AM, local time, Wednesday, November 30, 2016. Questions must be in an e-mail format to receive a response. Responses will be posted on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org). Questions shall be submitted to Diane Padgett, Procurement Manager at dpadget@indyhousing.org to receive a response.

END OF CONDITIONS

ATTACHMENT A-1QUOTE TAB SHEET

COOLING TOWER TREATMENTAT JOHN J. BARTON TOWER

555 MASSACHUSETTS AVENUEINDIANAPOLIS, IN 46204

By submittal of this Quote, Contractor certifies that they can supply and deliver the specified services all in accordance with quote document.

$ _____________________________________________Monthly service cost

$ _____________________________________________Optional cost to test domestic hot water for total bacterial count

Name of Company____________________________________

Address:_____________________________________________

Phone:_______________________________________________

Name of Person Preparing Quote:______________________________

Signature:_________________________________________________

E-mail address: ____________________________________________

ATTACHMENT A-2QUOTE TAB SHEET

COOLING TOWER TREATMENTAT JOHN J. BARTON ANNEX

501 N. EAST STREETINDIANAPOLIS, IN 46204

By submittal of this Quote, Contractor certifies that they can supply and deliver the specified services all in accordance with quote document.

$ _____________________________________________Monthly service cost

$ _____________________________________________Optional cost to test domestic hot water for total bacterial count

Name of Company____________________________________

Address:_____________________________________________

Phone:_______________________________________________

Name of Person Preparing Quote:______________________________

Signature:_________________________________________________

E-mail address: ____________________________________________

ATTACHMENT A-3 QUOTE TAB SHEET

COOLING TOWER TREATMENTON BEHALF OF LUGAR LP

AT LUGAR TOWER901 FORT WAYNE AVENUEINDIANAPOLIS, IN 46202

By submittal of this Quote, Contractor certifies that they can supply and deliver the specified services all in accordance with quote document.

$ _____________________________________________Monthly service cost

$ _____________________________________________Optional cost to test domestic hot water for total bacterial count

Name of Company____________________________________

Address:_____________________________________________

Phone:_______________________________________________

Name of Person Preparing Quote:______________________________

Signature:_________________________________________________

E-mail address: ____________________________________________

ATTACHMENT B

SCOPE OF SERVICES

Chemical Treatment for Barton, Barton Annex and Lugar Towers

The Indianapolis Housing Agency (IHA) is seeking a qualified company to provide chemical treatment for the HVAC closed loop systems and the water loop system for the cooling towers.The company will be required to test the systems on a monthly basis and provide the proper chemical treatment to maintain the systems in optimal operating conditions. The company will be required to provide documentation of the levels of contaminates and action taken to correct or maintain proper conditions.This will include treatment and monitoring of the cooling tower. At the end of the season the company will be responsible for cleaning and closing down the cooling towers and reopening them in the spring to be ready for the HVAC season to begin.

WATER TREATMENT SPECIFICATIONS

It is the intent of these specifications to describe the delivery of a fully operational, functional system. The work under this contract is to include the furnishing of all labor, materials necessary to complete this process as shown in these specifications, and as may be reasonably inferred as necessary to complete the work in all particulars. All contracts are awarded with the understanding that the contractor has acquainted himself with all the requirements of the contracts and specifications, the conditions of the site, and has obtained all the information necessary for the completion of this project. The contractor shall not at

any time, after the submission of his bid, make any claim what so ever based on insufficient data or a misunderstanding of the requirements, nature, conditions, or extent of the work under the contract.

Program Objectives Minimize corrosion, deposition and biological fouling. Minimize or eliminate, where possible, chemical handling by IHA personnel. Minimize water use and sewer discharge by operating systems at maximum cycles of

concentration using best available technologies. Reduce overall energy consumption through optimum heat transfer efficiency. Train IHA personnel in the implementation and control of the water treatment program. Provide monitoring and reporting of program results to insure system performance

within the total cost of the water treatment program

General InstructionsVendor shall supply, deliver and apply where specified, all chemicals and services necessary to treat all systems. Monthly sampling, analysis, and maintenance of all chemical feed equipment will be the vendor’s responsibility. Conditioning, control and complete field service reports will be left with designated personnel upon each visit to facility.Additionally the vender shall submit an optional cost to test domestic hot water for total bacterial count, should the Agency so desire. Treatment, if necessary, shall be an addition to this contract.

Types of serviceVendor will provide full service water quality treatment for cooling towers and closed loop piping systems. Treatment for systems will be required as often as is necessary to consistently maintain the enclosed parameters. Treatment shall be conducted a minimum of once a month for all systems.

SERVICES REQUIRED

The following is a list of services provided under full service agreement:1. Shut-down, start-up, and clean the cooling tower for each cooling season.2. Furnish, deliver, and apply all chemicals.

a. Qualified technicians will service the systems as specified. During each visit the technician will perform the following services as a minimum:

b. Inspect, maintain and calibrate all water treatment control and feed equipment.

c. Collect and analyze samples on-site of all systems treated; retain set of samples for laboratory analysis, if necessary.

d. Make all necessary adjustments to feed rates on the basis of field tests.e. Prepare a written field service report at the time of visit and review said

report with supervisory personnel.f. Notify designated personnel of any needed systems repairs that the water

treatment tests show are the result of deficiencies in the mechanical systems.

Cleaning of Cooling TowerThe Vender shall provide at a minimum two (2) cleanings of the cooling tower annually, one at start-up at the beginning of the cooling season and one after the tower has been closed at the end of the cooling season. Each cleaning shall remove any accumulated debris from inside the cooling tower and the adjacent area which may affect the operation of the cooling tower. Cleaning will require the cooling tower to be power washed and will require any debris or materials which may affect the efficiency or operation of the cooling tower to be removed.The Vender will inspect the tower at time of cleaning and notify IHA of any potential maintenance concerns including but not limited to: degradation of cooling media, abnormal wear, sound, or vibration, oil leaks, water leaks, proper float operation, excessive silt build-up in the basin of the cooling tower. At the end of season the cooling tower will be drained before cleaning. When cooling tower is started for the season the biocide treatment that was used prior to shutdown shall be resumed. Vender shall maintain the maximum recommended biocide residual for the specific biocide(s) in use for a period of time sufficient to bring the system under good biological control.

Chemical TreatmentThe Vender shall provide chemical treatment to the cooling tower water loop, make-up water to the cooling tower water loop, and the closed building loop. The Vender shall provide testing results at every monthly visit to verify that specified water quality levels are being maintained and shall provide a list of actions taken to correct any levels which are outside of the specified range.

Closed Loop Water Quality RequirementsVendor shall provide a liquid blend of buffer nitrite, molybdate, and tolytriazole inhibitors to minimize corrosion and deposition. Vendor shall test for aerobic and anaerobic organisms on closed loops. In the event of an indication that biological fouling is occurring, biocide(s) shall be applied as required to regain control over the system. Testing and treatment shall be continued until control is established.

Water Parameter Level to be MaintainedpH Between 9.0 and 9.5Oxygen Less than 150 ppbDissolved Solids Less than 800 ppmChlorides Less than 25 ppm as Cl

Cooling Tower Water Quality Requirements

The Vender shall insure the cooling tower water meets the following requirements:

Water Parameter Level to be MaintainedpH Between 7.0 and 8.0Chloride Less than 250 ppm as ClSulfate Less than 250 ppm as SO4Total Alkalinity Less than 500 ppm as CaCO3Total Hardness ( Ca + Mg) Between 100 and 750Calcium Hardness Greater than 50 ppm as CaCO3Chlorine Free residual not to exceed 1 ppmTotal Suspended Solids Less than 10 ppmTotal Dissolved Solids Less than 1500 ppm

Iron Less than 2 ppm as FeCopper Less than 0.1 ppm as CuSilica Less than 150 ppm as SiO2Ammonia Less than 1 ppm as NH3Sulfides 0 ppm as SO2Aerobic Bacteria Less than 1000 CFU/mlAnaerobic Bacteria 0 CFU/mlColiform Less than 1 counts per 100/mlE-Coli 0 counts per 100/mlBiochemical Oxygen Demand

0 mg/L

Chemical Oxygen Demand

0 mg/L

Make-Up Water Quality RequirementsThe Vender shall insure the cooling tower water meets the following requirements:

Water Parameter Level to be MaintainedpH Between 7.0 and 8.8Chloride Less than 200 ppm as Cl at 1.5 CyclesSulfate Less than 200 ppm as SO4 at 1.5 CyclesTotal Alkalinity Less than 400 ppm as CaCO3 at 1.5

CyclesTotal Hardness ( Ca + Mg) Less than 600 ppmChlorine Between 0.1 and 0.5 ppm as ClTotal Suspended Solids Less than 2 ppmTotal Dissolved Solids Less than 1000 ppmIron Less than 0.02 ppm as FeCopper Less than 0.01 ppm as CuSilica Less than 100 ppm as SiO2 at 1.5 CyclesAmmonia 0 ppm as NH3Sulfides 0 ppm as SO2Aerobic Bacteria Less than 100 CFU/mlAnaerobic Bacteria 0 CFU/mlColiform 0 counts per 100/mlE-Coli 0 counts per 100/mlBiochemical Oxygen Demand

0 mg/L

Chemical Oxygen Demand

0 mg/L

REGULATORY COMPLIANCE

Products supplied shall comply with all regulations pertaining to chemicals. This will include DOT, OSHA, NIOSH and local and state regulatory agencies. MSDS Sheets shall be displayed for all products on site at point of application. Boiler water additives shall meet FDA compliance requirements.

CHEMICAL DELIVERY AND STORAGE

The vendor shall supply a storage system with secondary containment. These containment systems shall be installed, maintained and remain the property of the vendor. Systems shall be provided at no cost to the owner.Vendor shall be responsible for delivery of all material on company owned and operated delivery trucks. 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 shall be responsible for removal and proper disposal of recycling of all empty contain in accordance with all applicable regulations.

WATER TREATMENT EQUIPMENT AND MAINTENANCE

The vendor shall be responsible to maintain all water conditioning, control and chemical feed equipment. Vendor shall maintain an inventory of manufacturer’s recommended spare parts and supply, with their bid, a list of covered equipment; recommend spare parts, and any exceptions or qualifications to “full maintenance service.” Unless 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 full-time employees of the vendor. Vendor shall respond to service calls for maintenance or repair within twenty-four (24) hours.

REPORTING

Field ReportsAll vendor personnel must notify the designated supervisory Agency personnel upon arrival, for any purpose, at facility. A written report shall be submitted to Agency designee at the completion of any site visit. Reports of monthly field service shall include test results, chemicals used, cycles of concentration, water use, work performed, discussion of conditions found and recommendations. Field report shall be reviewed with the signed by designated supervisory personnel.

Laboratory and Management ReportingFollowing each monthly field service, test results, chemicals used, treatment analysis and work performed shall be reviewed by the Account Manager. A complete report, including a summary of test results as they relate to established parameters, discussion of conditions found and recommendations, shall be forwarded to the designated Agency management personnel within ten (10) days of sample collection.TRAINING

Vendor will schedule a minimum of semi-annual training seminars to continuously improve the knowledge of IHA operating personnel in the field of water treatment.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. Troubleshooting5. Safety and handling of chemicals including M.S.D.S. information.6. New technologies and developments in the water treatment industry.

Vendor shall make available interactive CD-ROM based training on both boiler and cooling water treatment for use by Agency personnel. CD Rom Disc shall remain the property of the vendor.

VENDOR QUALIFICATIONS

Service TechniciansField service technicians shall have five (5) years of experience in the field of water treatment.

QualificationsThe vendor will supply written documentation to verify formal training in boiler and cooling water treatment and water treatment equipment maintenance and repair. A resume shall be submitted with bid document. Vender shall also supply at least three (3) references for previous work with jobs of similar scope of size.

PROPERTY DESCRIPTION

Barton Tower is located at 555 Massachusetts Ave. This is a 21 story building that houses 247 one bedroom apartments. This property has a two tube HVAC system that provides chilled and heating water to the entire HVAC system. Typically it is switched from heating to cooling May 1st and switched back to heating on October 1st. The chiller providing the chilled water is a York Chiller and the Heating water is provided via four gas fired pulse heaters with a cooling tower. Each apartment has a fan coil unit and the hallways are conditioned via eight air handlers, one located in each of the laundry rooms on the odd number floors.Barton Annex is located at 501 N. East Street. This building is an eight story building that houses 126 one bed room apartments. The HVAC system to the apartments is a heat pump system with a cooling tower that circulated conditioned water through the units. There is also a basement that houses our Public Safety department.Lugar Towers is located at 901 Ft. Wayne Ave. This is a 15 story building that houses 221 one bedroom apartments. This property has a two tube HVAC system that provides chilled and heating water to the entire HVAC system. Typically it is switched from heating to cooling May 1st and switched back to heating on October 1st. The chiller providing the chilled water is a York Chiller and the Heating water is provided via five gas fired pulse heaters with a cooling tower. Each apartment has a fan coil unit and the hallways are conditioned fan coil unit, one located at each end of the hallway.