Cooling Tower Cleaning and Disinfection

Description
Generally, provide cooling tower cleaning and disinfection services at the Company Location(s)

Detail
II.        Generally, provide cooling tower cleaning and disinfection services at the Company Location(s).
I.        Company Location(s) & Info

•        Cherokee Hard Rock Hotel and Casino
o        777 West Cherokee Street
o        Catoosa, Oklahoma 74015
        Two central plants
•        North Central Plant (Five Marley Cooling Towers)
•        South Central Plant (Three Evapco Cooling Towers)
•        Cherokee Hotel and Casino Roland
o        109 Cherokee Boulevard
o        Roland, Oklahoma 74954
        One Central Plant (Two Marley Cooling Towers)
•        Cherokee Hotel and Casino West Siloam Springs
o        Highway 412
o        West Siloam Springs, Oklahoma 74338
        One Central Plant (Three Evapco Cooling Towers)

Schedules
•        All sites should be completed between mid-March and mid-May. No work on Fridays, Saturdays, or Sundays.
•        If possible, prefer to have same foreman/crew complete all sites so we build that relationship with the foreman/crew.
•        In an ideal scenario, sites are completed in a consecutive week timeframe.

Work Timeframes. (If timeframes are not applicable, please note this in bid)
•        Roland – One day
•        West Siloam – Two to three days
•        Hard Rock South - Two to three days
•        Hard Rock North - Two to three days

II.        Generally, provide cooling tower cleaning and disinfection services at the Company Location(s).

A.        Tower Cleaning Procedure to Include:

Chlorinating cooling tower basin water before and after cleaning (does not include condenser water system) Chlorinate cooling tower sump before and after tower cleaning. Clean hot deck and/or spray nozzles, where applicable. Apply a foam descaler on fill and/or inlet air louvers, where applicable. Soak panels and/or inlet air louvers in a descaler solution, where applicable. Power wash fill, inlet air louvers (where applicable), basin and the entire cooling tower. Spray finish coat on tower fill and/or louvers, provide before and after pictures of the cooling tower. Fill sump and advise Company of any recommendations and/or deficiencies.

B.        Terms and Conditions:

•        Company understands that some cooling tower systems may not be cleaned due to the condition of the tower. Contractor will notify Company if such a situation arises.
•        Cleaning and disinfection do not reverse existing damage to the tower. In consideration of the cleaning services provided to Company, Company agrees to indemnify, defend and otherwise hold harmless Contractor and its agents, employees, representatives, subsidiaries, and affiliated companies from or against any claims, actions, demands, liabilities, losses, judgments, damages, fines, costs, fees (including attorney's fees) and other expenses related to, based upon, arising out of or pertaining to in any way all pre-existing cooling tower conditions, including tower structure, tower fill, tower drain, hot deck and sump integrity and pre-existing damages discovered after de-scaling. As a condition to this indemnification and hold harmless provision, Company shall only be responsible for those pre-existing conditions documented by Contractor and brought to the attention of Company.
•        Contractor agrees to exercise reasonable precautions during this cleaning service and will report any problems to the Company immediately.
•        Company agrees to provide any necessary information to Contractor, including without limitation all Lock Out/Tag Out requirements for the unit.
•        Company is responsible for all shut down and start-up procedures.
•        The tower cleaning and chlorination procedure may loosen debris within the system that may cloud the tower sump water; therefore, the Company agrees to clean pump and system strainers after the tower cleaning is complete and prior to startup, and once again after system has operated for several hours.
•        Cleaning and/or disinfection procedures should be carried out as part of a complete water management program for the building. The building owner is responsible for the water management program. Due to the nature of bacteria and its ability to rapidly re-colonize, tower cleaning and/or disinfection does not eliminate bacteria permanently and cannot prevent the re-appearance of bacteria in your systems. This cleaning and/or disinfection procedure (and any water treatment of the cooling tower) is only part of a water management plan and can only assist and cannot completely mitigate the risks associated with bacteria or any other waterborne pathogens. Contractor makes no warranties with regard to water-borne bacteria or pathogens.
•        Contractor shall not remove from service more than one cooling tower unit unless approved in advance by Company.
•        Contractors shall provide Safety Data Sheets which indicate their safety for disposal in municipal waste streams in the concentrations that will be used.
•        Contractors shall inspect each individual tower and photograph all aspects of cooling tower and fill prior to performing any work. These photos will be provided to Company to demonstrate the condition of the tower and fill prior to cleaning. Contractor shall be responsible for any damage to the cooling tower unit or fill caused by contractor and shall reimburse Company the cost of repairs. All repairs will be performed by Company.
•        Contractor shall immediately notify Company of any existing damage to the cooling tower unit or fill, Company, with input from contractor, shall determine whether limited cleaning of a damaged cooling tower unit is to be performed in lieu of a complete cleaning.
•        Contractors should drain tower basin and clean all surfaces of foreign material.
•        Contractor shall clean the following:
•        All exposed surfaces of foreign materials, including any structural bracing, vertical supports, fan cowling, etc.
•        Fan blades of all foreign material in place and without disassembly, unless disassembly is required.
•        Fill nozzle of all mineral buildup and foreign material in place and without disassembly, unless disassembly is required.
•        Cooling tower water distribution nozzles of all mineral buildup and foreign material, disassembly not included.
•        Float assembly of mineral buildup and foreign material in place and without disassembly, unless disassembly is required.
•        Cooling Tower Fill shall be cleaned in such a manner as to prevent any risk of damage. Fill panels for the Evapco cooling towers, located at West Siloam Springs and Hard Rock South Central Plant, shall be removed and cleaned. The cooling tower fill for the Marley cooling towers, located at Roland and Hard Rock North Central Plant shall be cleaned in place.
•        Fan motor(s) of foreign material in place and without disassembly, unless disassembly is required.
•        Fan drive system of foreign material in place and without disassembly, unless disassembly is required.
•        All strainers, including condenser pump strainers, of all foreign material and debris if reasonably accessible.
•        All piping surfaces of all foreign materials with care given to the nature of the surfaces.
•        All piping surfaces in the cooling tower area of over spray from the tower cleaning procedure.
•        Contractor shall exercise reasonable precautions while performing the cleaning services and report any problems to the Company immediately.
•        Contractor’s personnel shall sign-in daily at facility security desk and receive a day badge authorizing employee(s) to work on property for that day.
•        Contractor’s personnel shall sign-out at facility security desk upon completion of the day’s tasks.
•        Prior to returning a tower to service, Contractor shall perform the following:
•        Verify with Owner no damage has occurred during the cleaning process.
•        Receive written approval from Owner confirming the work has met expectations.
•        Prior to leaving site, Contractor shall perform the following:
•        Clean and spray off walkways, equipment pads and mechanical yard.
•        Contractor shall provide all required equipment, including lifts, to complete the scope of this work. A catwalk is not available at all locations.
•        Contractors shall provide advance notice of cleaning schedule along with site inspection to determine any hazards or concerns associated with vehicle parking, street/roads, parking garages, and/or employee/casino entrances/break areas. These areas must be roped off 4-12 hours ahead of time.
•        The horizontal fill will be cleaned from the top side down.
III.        Company will pay for the Work, subject to the Base Agreement, as follows:

Contractor’s total and complete compensation for all Work performed shall be a lump sum (“Work Order Sum”) in the amount shown below for each location pursuant to Contractor’s Tower Cleaning/Disinfection Quote(s)

Company Location        FY 2027        FY 2028        FY 2029
Hard Rock Hotel and Casino North        $        $        $
Hard Rock Hotel and Casino South        $        $        $
Cherokee Hotel and Casino Roland        $        $        $
Cherokee Hotel and Casino West Siloam Springs        $        $        $
Total        $        $        $
If a lift is required at a Company Location, then Contractor will be responsible for providing such lift and the Work Order Sum shall be inclusive of the cost for providing such lift, unless noted above.

The Work Order Sum shall include all costs for the provision of the Work, including but not limited to reimbursable expenses (including travel expenses); fees and permit costs, including but not limited to the Tribal Employment Rights Office (“TERO”) or other registration and/or licensing fees; and rental expenses.
Documents

RFP

Exhibit A Bid Schedule

Fillable Price Breakdown