36C24124Q0559.docx

VA Connecticut Healthcare System West Haven Chiller Maintenance and Repair

GENERAL INFORMATION

SET-ASIDE

VAMC Manchester

718 Smyth Road Manchester NH 03104

POINT OF CONTACT*

Contract Specialist Nathan Langone Nathan.Langone@va.gov 603-340-0102

PLACE OF PERFORMANCE

950 Campbell Ave

West Haven CT

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238220 (Plumbing, Heating, and Air-conditioning Contractors) SBA size standard $19 Million. VA Connecticut Healthcare System West Haven Campus requires Chiller Maintenance Services for an inventory of chillers both serving the entire campus along with local designated clinical spaces. VACHS is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance and emergency (unscheduled) repair of Air Cooled and Water-Cooled Chillers, VFD’s, Controls, and Spare Parts Inventory. The full SOW is attached below for reference.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 17:00 EST, 28th of May 2024. All responses under this Sources Sought Notice must be emailed to Nathan.Langone@va.gov with Sources Sought # 36C24124Q0559 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

STATEMENT OF WORK

CHILLER MAINTENANCE AND REPAIR

BACKGROUND

VA Connecticut Healthcare System West Haven Campus requires Chiller Maintenance Services for an inventory of chillers both serving the entire campus along with local designated clinical spaces. VACHS is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance and emergency (unscheduled) repair of Air Cooled and Water-Cooled Chillers, VFD’s, Controls, and Spare Parts Inventory.

JUSTIFICATION

Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities of campus chillers by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans.

LOCATION OF SERVICES

VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516

PERIOD OF PERFORMANCE

Base contract period shall be 06/03/2024 – 06/02/2025. The contract will also contain the provision for (4) annual option years:

QUALIFICATIONS

To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven Campuses of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for.

Bidders must provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer’s Representative (COR) specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

The contractor shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer.

Subcontracting of ay ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

SCOPE OF WORK

The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs.

Scheduled maintenance shall be completed Monday through Friday and during regular business hours of 8:00 a.m. and 4:30 p.m. Acknowledgment and response of an Emergency service call shall be within 2 hours.

No work shall be performed on Government Holidays unless an emergency status has been indicated by the VA Contracting Officer.

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Description of Services:

1. Maintenance, Inspections and Testing to maintain compliance with:

a. VHA Directive

b. ANSI/ASHRAE/ASHE Standard

c. VHA HEFP HVAC Design Manual Revised November 01, 2022.

2. Startup and Inspection of Eight (8) chillers.

3. Annual cooling systems shut-down inspections on all Eight (8) chillers.

a. Hydronic System: Circulation Pumps, Air Separator, Pressure Expansion Tanks

4. Scheduled Maintenance Requirements:

a. The manufacturer maintenance procedures take precedence over other recommended maintenance procedures.

b. Coordinate all placement and removal of Lockout Tagout devices for any energy sources with the VA COR/Maintenance & Operations.

Air Cooled Chiller:

Frequency: (Quarterly)

1. Check unit for proper operation, excessive noise or vibration.

2. Run system diagnostics test.

3. Review chiller logs.

4. Check oil level in oil separator sight glass. Add oil as necessary. Pull oil sample on Trane chillers only. Follow manufacturer instruction otherwise.

5. Check liquid line sight glass, oil, and refrigerant pressures.

6. Record system operating temperatures and pressures in the checklist.

7. Check programmable operating set points and safety cutouts. Assure they are correct for the application.

8. Verify motor amperage load limit.

9. Thoroughly clean evaporator and condenser.

10. Inspect plumbing and valves for leaks, adjust as necessary.

11. Check compressor and evaporator heater operation.

12. Check superheat on the evaporator and the economizer feed to the compressor.

13. Check condenser sub-cooling. Check for dirt in the panel. Check door gasket for sealing integrity.

14. Clean chiller.

15. Remove debris from worksite.

16. Fill out maintenance checklist and report deficiencies to the VA Contracting Officer, COR, and Chief Engineer.

Frequency: (Semi-Annually)

1. All procedures in the quarterly maintenance.

2. Disconnect power source and lock out. Check electrical wiring and connections; tighten loose connections.

3. Perform all check items in the quarterly schedule.

4. Perform analysis on oil filter. Change if necessary. Check compressor oil pump and seals. Check oil heater and thermostat. Check all strainers, valves, etc.

5. Conduct vibration analysis of motor & assembly: Check all alignments to specifications. Check all seals.

6. Lubricate shaft bearings and motor bearings as required.

7. Check superheat and sub-cooling temperatures.

8. Check contactors, sensors, and mechanical safety limits.

9. Check the chiller for leaks. Add refrigerant if low. Record amounts and address leakage problems.

10. Thoroughly clean intake side condenser coils, fans, and intake screens.

11. Perform any additional maintenance tasks as recommended in the manufacturer’s operation and maintenance manuals.

12. Perform operational test and return to service.

13. Remove debris from worksite.

14. Fill out maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer.

Frequency: (Annually)

1. All procedures in the quarterly maintenance.

2. All procedures in the semi-annual maintenance.

3. Disconnect power source and lock out. Check electrical wiring and connections; tighten loose connections.

4. Complete all monthly maintenance checks.

5. Check the oil level and refrigerant charge.

6. Have a qualified laboratory perform a compressor oil analysis to determine system moisture content and acid level.

7. Leak test the chiller, check operating and safety controls, and inspect electrical components for proper operation.

8. Inspect all piping components for leaks and damage. Clean all water strainers.

9. Clean and repaint any components that show corrosion.

10. Clean the condenser coils.

11. Clean the condenser fans. Check the fan assemblies for proper clearance in the fan shroud openings and for motor shaft misalignment or abnormal end-play, vibration and noise.

12. Perform operational test and return to service.

13. Remove debris from worksite.

14. Fill out maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer.

Water Cooled Chiller:

Frequency: (Quarterly)

1. Check unit for proper operation, excessive noise or vibration.

2. Run system diagnostics test.

3. Review chiller logs.

4. Check oil filters. Add oil as necessary.

5. Check Y-Strainers.

6. Check pump gaskets and seals.

7. Inspect plumbing and valves for leaks, adjust as necessary.

8. Tighten all electrical components.

9. Record system operating temperatures and pressures in the checklist.

10. Check programmable operating set points and safety cutouts. Assure they are correct for the application.

11. Verify motor amperage load limit.

12. Check contactors.

13. Check VFD’s.

14. Clean chiller.

15. Remove debris from worksite.

16. Fill out maintenance checklist and report deficiencies to the VA Contracting Officer, COR, and Chief Engineer.

Frequency: (Semi-Annually)

1. All procedures in the quarterly maintenance.

2. Disconnect power source and lock out. Check electrical wiring and connections; tighten loose connections.

3. Perform all check items in the Semi-Annual schedule.

4. Perform analysis on oil filter. Change if necessary. Check compressor oil pumps and seals. Check heater and thermostat. Check all strainers, valves, etc.

5. Conduct vibration analysis of motor and assembly: check all alignments to specifications. Check all pump gaskets and seals.

6. Check contactors, sensors, and mechanical safety limits.

7. Check the chiller for leaks. Add refrigerant if low. Record amounts and address leakage problems.

8. Thoroughly clean the condenser.

9. Perform any additional maintenance tasks as recommended in the manufacturer’s operation and maintenance manuals.

10. Perform operational test and return to service.

11. Remove debris from worksite.

12. Fill out maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer.

Frequency (Annually)

1. All procedures in the quarterly maintenance.

2. All procedures in the semi-annual maintenance.

3. Disconnect power source and lock out. Check electrical wiring and connections; tighten loos connections.

4. Complete all monthly maintenance checks.

5. Vacuum dust and dirt from coils-fin

6. Check the oil level and refrigerant charge.

7. Inspect all piping components for leaks and damage. Clean all water strainers.

8. Clean and repaint any components that show corrosion.

9. Flush evaporator.

10. Flush condenser-coaxial.

11. Test compressor oil.

12. Change oil filters.

13. Clean chiller.

14. Perform operational test and return to service.

15. Remove debris from worksite.

16. Fill out maintenance checklist and report deficiencies to the VA Contracting Officer, COR, and Chief Engineer.

Motor Starter/Variable Frequency Drive (5 HP to Less Than 100 HP):

Frequency: (Annually)

1. Vacuum dust and dirt from heat sink fins.

2. Check ventilation fans for proper operation and clean as needed.

3. Check line voltage, motor and output phase balance.

4. Complete RCM Procedure CM-0002 (Qualitative Infrared Thermography).

5. Visually inspect for broken parts, contact arcing, or any evidence of overheating.

6. Check motor nameplate for current rating and controller manufacturer’s recommended heater size (report discrepancy)

7. Check line and load connections for tightness (check manufacturer’s recommended heater size (report discrepancy)

8. Check heater mounting screws for tightness.

9. Check all control wiring connections for tightness.

10. On units equipped with motor reversing capacity, check mechanical interlock.

11. On units equipped with two-stage starting. Check dash pots and timing controls for proper operation. Adjust as required.

12. On units equipped with variable speed starters:

a. Record the VFD parameter settings using MCT-10

b. Confirm the VFD doors and covers are in place and properly closed.

c. Check tightness of connections to resistor bank.

d. Check resistor coils and plates for cracking, broken wires, mounting and signs of overheating. Clean as required.

e. Check tightness of connections to drum controller.

f. Check contacts of drum controller for arcing and overheating. Apply a thin film of lubricant to drum controller contacts and to rotating surfaces.

13. Check starter contact connections by applying a thin film of black contact grease to line and load stabs, operate contacts and check surface contact.

14. Lubricate all moving parts with manufacturer recommended lubricant.

15. Clean interior of cabinet.

16. Clean exterior of cabinet.

17. Energize circuit and check operation of starter and any pilot lights. Replace as required.

Panel, Electronic Controls:

Frequency: (Annually)

1. Clean panel interior.

2. Verify functionality of supported devices.

3. Clean ventilation filter and fan (if applicable).

4. Record and report equipment damage or deficiencies.

5. Record results in the equipment history log.

Frequency: (Bi-Annually)

1. Replace battery where applicable.

Spare Parts and Expendables Inventory

1. Refrigerant

2. Compressor Oil

3. Propylene Glycol

4. Hoses of different sizes

5. Sealant

5. Unscheduled/Emergency Repairs & Service Calls Requirements:

a. Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work.

b. Contingency Allowance $15,000.00 for parts. Contractor shall submit a quarterly balance with all parts utilized and documented to include service dates.

c. Emergency service and repairs are available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate.

d. Vendor shall submit the following associated with unscheduled repairs.

1. Labor Hours: Minimum 6 Hours

2. Parts Cost: Minimum Total $500.00

SUBMITTALS/DELIVERABLES

1. The contractor shall submit two (2) hard copies and electronic copy of all maintenance, test, inspection, repair and installation data/reports to the COR within three (3) business days.

2. The contractor shall submit any waste manifest documents as applicable.

SPECIAL INSTRUCTIONS

1. Contractor Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the contractor shall sign-in at Building 15 and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The contractor shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR.

2. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed, and parts replaced and labor hours. The reports shall be delivered within five business days.

3. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

4. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

5. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer.

6. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives.

7. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021.

8. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

9. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

10. To prevent unnecessary venting of refrigerant, EPA-recommended methods (hot water and/or electric blankets) must be used to pressurize the vessels.

a. In order to use EPA-recommended methods,

1. The isolation valves on the chilled water and condenser water lines must shut off the circulation completely. The temperature of the equipment room should be 70 degrees F or higher. Access connections to the condenser water and chilled water circuits must be provided.

2. If these conditions cannot be met, the refrigerant must be removed and the vessel pressurized, using dry nitrogen and a trace gas. This additional procedure is outside the scope of this agreement. Calculate refrigerant loss and report to the customer. Repair minor leaks as required (valve packing, flare nuts). Visually inspect condenser tubes for cleanliness. Check vanes for free and smooth operation. Check mechanical linkages for wear.

3. Check purge unit controls for proper operation. Check and clean purge drum as required. Clean the condenser coil. Clean strainers or replace filters as required. Check the purge compressor assembly for leaks as required. Check the purge unit for proper operation.

4. Controls and safeties calibrate and record. Test operation of chilled water pump and condenser water pump starter auxiliary contacts.

5. Lubrication System: Pull oil sample for spectroscopic analysis. Check oil for acid content and discoloration. Make recommendations to the customer based on the results of the test. Measure and record the oil pump voltage and amperage. Verify the operation of the oil heater. Measure amps and compare readings with the watt rating of the heater. Change the oil filter. Verify the oil level.

6. Clean the motor and starter cabinet. Inspect wiring and connections for tightness and signs of overheating and discoloration. Check condition of the contacts for wear and pitting. Check contactors for free and smooth operation. Check the mechanical linkages for wear, security, and clearances. Check tightness of the motor terminal connections. Meg the motor and record reading. Verify the operation of the electrical interlocks.

7. Billing: Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

TERMS AND CONDITIONS

User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.