36C25026Q0354.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

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9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

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TION UNLESS BLOCK IS

MARKED

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12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

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PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

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AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

541-26-3-5746-0039

36C25026Q0354 03-16-2026

Chad Kemper 937-268-6511 x4541 03-30-2026

14:00 EDT

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

X

238220

$19 Million

N/A

X

36C250

Department of Veterans Affairs Louis Stokes Cleveland VA Medical Center

10701 East Blvd Cleveland OH 44106-1702

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10

3140 Governor's Place Blvd. Suite 210 Kettering OH 45409-1337

Department of Veterans Affairs Financial Services Center Invoices To Be Submitted Electronically https://www.ob10.com/us/en/veterans-affairs// Invoice Setup Info Phone

877 353 9791 512 460 5429

See CONTINUATION Page

THIS IS A REQUIREMENT FOR CHILLER PLANT SERVICES AT THE

LOUIS STOKES CLEVELAND VA MEDICAL CENTER.

Vendor shall provide all personnel, management, and maintenance necessary to provide the chiller plant services for the Louis Stokes Cleveland VA Medical Center IAW the SOW herein.

Vendor shall be issued a Firm-Fixed-Price Purchase Order for a base and four option years contract to be exercised at the convenience. BE ADVISED THE BASE PERIOD IS ONLY SIX MONTHS.

All questions relating to this RFQ must be submitted by email only to Chad.Kemper@va.gov. Question deadline is March 24, 2026 @ 14:00 EDT.

Please review the Quote Preparation and Submission Instructions and FAR 52.212-2 Evaluation.

See CONTINUATION Page

X X

X 1

Chad Kemper

VA-VHA-RPOC-2024-0078

36C25026Q0354

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT

SYSTEM (CPARS)

B.3 STATEMENT OF WORK (SOW)

B.4 APPENDIX C — VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY

LANGUAGE FOR INCLUSION IN CONTRACTS, AS APPROPRIATE

B.5 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (SEP 2023)

QUOTE PREPARATION AND SUBMISSION INSTRUCTIONS

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS AND

CERTIFICATIONS (NOV 2025) (DEVIATION)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

3140 Governor’s Place Blvd. Suite 210

Kettering OH 45409-1337

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other []

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE

ASSESSMENT SYSTEM (CPARS)

(a) as prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $250,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS).

FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

(b) Each contractor whose contract award is estimated to exceed $250,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

(c) For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

(d) Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond.”

B.3 STATEMENT OF WORK (SOW)

1. Contract Title

Chiller Plant Maintenance

2. Background

The Louis Stokes VA Medical Center located at 10701 East Blvd, Cleveland, Ohio 44106 is seeking a qualified contractor to provide all labor, materials, equipment, transportation, and supervision necessary to provide full-service, on-site Chiller Plant Maintenance to maintain and service all chillers, pumps, cooling towers, VFDs, and building automation controls necessary to cool and de-humidify the Medical Center for the health and safety of our patients, staff, medical equipment and visitors.

3. Scope

The vendor shall supply all labor, materials, equipment, clean up, transportation, and supervision necessary to perform all full-service, on-site maintenance, repairs, and replacement as scheduled and needed to the chiller plant chillers, cooling towers, pumps and any auxiliary equipment located at Louis Stokes Cleveland VA Medical Center to maintain the equipment in full operational status. This will include all equipment listed in Parts One, Two, Three, Four and Five. Vendor will have documented certified technicians and the ability to provide repair and replacement parts.

The Louis Stokes Cleveland VA Medical Center is expecting to add an additional/new chiller during Fiscal Year 2026. The new Chiller will be added to the scope of the contract.

4. Specific Tasks

See equipment list and maintenance description below:

5.1. Task 1: Part One - Centrifugal Chillers

NUMBER MFG MODEL

TONS/ OUTPUT

CH-I TRANE CVHF128NA 1,200 4160V

CH-2 TRANE CVHF128NA 1,200 4160V

CH-3 TRANE CVHF128NA 1 ,200 4160V

CH-4 TRANE CVHF1280 1,200 480V

CH-5 TRANE CVHF13DFA 1,200 480V

5.1.1. Requirements for Centrifugal Chillers and Rotary Chillers:

A. ANNUAL Maintenance

Once a year, thorough preventative maintenance will be performed, including the following:

1. Furnish oil filters and gaskets as required.

2. Pressure test as required using system pressure.

3. Repair any leaks. Provide refrigerant leak reports to owners as required by EPA guidelines.

4. Detailed inspection of purge system and thorough cleaning of purge compressor, purge oil separator, purge drum. Detailed inspection of purge system to include control circuit diagnostics, purge tank checkout and water removal, replace filter drier cores and clean the air-cooled condenser, if applicable.

5. Check the condition of contacts for wear, pitting, etc.

6. Check and calibrate safety controls, including all transmitters, flow meters, and all other monitoring devices.

7. Meg compressor motor and oil pump. Check main starters and perform recommended testing (this includes all the chillers).

8. Check the main starters, tighten all starter terminals, and check contacts for wear.

9. Check overloads.

10. Tighten motor terminals and control panel terminals.

11. Clean oil strainer, replace filter and gasket where required. Tighten oil heater leads.

12. Check operation of vane position. Take oil sample and have analyzed for acid, moisture, and wear metal content.

13. Change oil when so indicated by oil analysis unless done on annual schedule.

14. Provide yearly recommended maintenance on refrigerant monitor along with calibration test, if applicable.

15. Report any noted deficiencies.

B. Monthly Maintenance:

Monthly inspections to be made during the operating season, to include the following:

1. Adjust operating and safety controls. Record settings.

2. Complete operating log of temperatures, pressures, and voltages.

3. Change oil in purge vacuum pumps when required.

4. Check operation of purge system.

5. Check operation of control circuit.

6. Check operating of lubricant system including oil pump and oil pressure regulator.

7. Check operation of motor and starter.

8. Check customer log with the operator, discuss operation of the machine generally.

9. Report to operator any uncorrected deficiencies noted.

10. Make operating log of temperatures, pressures, voltages, amperages, etc.

11. Check and adjust operating and safety controls.

12. Check operation of oil reservoir sump heater.

13. Check oil level and add as required.

14. Check operation of control circuit.

15. Check operating log with operator, discuss operation of the machine generally.

16. Check operation of motor and starter.

C. Seasonal Start Up

The contractor will advise regarding the start of the month.

1. Test motor (Meg).

2. Start the machine, check controls, and calibrate.

3. Complete operating log and record settings monthly.

4. Check refrigerant and oil levels.

5. Check purge operation.

6. Check starter operation, voltage, and current.

7. Set up operating log with operator, instruct, and advise troubleshooting techniques.

D. Analysis Services

Various diagnostic tests are to be performed depending on equipment duty and type.

Reports with interpretation and recommendations are to be included.

1. Oil sample and analysis for wear metals, acid content, and moisture. Sample to be taken two (2) times per year.

2. Refrigerant analysis for acid and moisture content (as required).

E. Annual Operator Training

Training of operators or building engineers on the equipment covered, if required.

1. Eight (8) hours of training per year for every boiler plant employee, up to 16 employees.

2. Any un-utilized training costs will be reimbursed.

F. Parts Replacement

All parts needed to replace failed components on non-covered equipment.This does not include materials or components, such as refrigerant, oil, and other materials the contractor will provide to perform maintenance and repairs as emergencies or scheduled under annual maintenance, monthly maintenance, seasonal start up and analysis services.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding.

G. Written Reports:

Provided to customer representative following each regular inspection or emergency call.

5.2. Task 2: Part Two – Trace Automation & Controls

5.2.1. Requirements for Tracer Automation Equipment Main Plant and Process Chiller Plant:

A. Contractor will provide full-service coverage for regular systematic maintenance and parts, materials and labor for repairs, including all software support, defects in materials or manufacture, or due to normal wear and tear.

B. Contractor will provide and install any new operational software and/or graphics with the latest revisions over the course of the contract.

C. Unit maintenance and repair/replacement of PCs, Monitors, UPSs and associated equipment will be the liability of the contractor over the duration of the contract with no additional cost.

D. Scheduled maintenance includes diagnosis of system performance, inspection, cleaning, adjustments, and other procedures as required by specifications according to system use and configuration.

Semi-Annual Preventative Maintenance

Maintenance/repair or replacement if required of the Building Automation Systems. Includes all operated valves, programming panels, BCU’s, Tracer Output/Input panels and workstations associated with Energy Center equipment and operations, to include the following:

1. Master Station

Check the operating environment and clean the console. Check and clean the central processing unit and record input voltage.

2. If necessitated by operational difficulties, run system diagnostics. Contractor will provide and install any new operational software and/or graphics with the most current version at no cost over the course of the contract.

3. Clean and maintain BCU modules in both the Penthouse and Ambulatory Care.

4. Check and clean CRTs and Printers.

5. Perform complete system backup.

6. Remote Stations and Field Hardware:

Verify regulated power assembly and battery voltages, adjust as required.

Inspect cabinet at earth ground potential.

Verify proper system electrical ground isolation.

Inspect interconnecting cables and electrical connections.

Via terminal exercise-controlled devices with manual command functions and verify proper response of connected field hardware.

Check for alarms and overrides. Note specific alarm and override conditions for review with the owner personnel.

Clean external surfaces of the panel enclosure and associated field equipment units.

Review system performance with Medical Centers designated contact.

Discuss specific parameter changes implemented as required.

Inspect interior surfaces and components of the panel enclosure and associated field equipment.

Ensure all mounted devices add plug in components are securely in place.

Evaluate binary and analog points for proper operation and reporting Perform a general performance review of all points.

Check individual critical points. Determine new or revised calibration coefficients as required.

Record any parameter values which are different than those shown on program listings.

ANNUAL OPERATOR TRAINING

The contractor will provide up to eight (8) hours of Tracer Summit on-site customer training, if requested.

WRITTEN REPORTS

Provided written reports to COR following each regular inspection or emergency call.

5.3. Task 3: Part Three – Chill Water/Tower Water Pumps, & Drives

NUMBER MFG MODEL SERVICE

CWP-I WEINMAN 444TT CHILLED WATER 2400GPM 150HP

CWP-2 WEINMAN 444TT CHILLED WATER 2400GPM 150HP

CWP-3 WEINMAN 444TT CHILLED WATER 2400GPM 150HP

CWP-4 WEINMAN 444TT CHILLED WATER 2400GPM 150HP

CWP-5 PACO 444TT CHILLED WATER 2400GPM 150HP

CWP-6 PACO 444TT CHILLED WATER 2400GPM 150HP

VFD CWP-1 DANFOSS/ GRAHAM VLT6000H190 CHILLED WATER 480V

VFD CWP-2 DANFOSS/ GRAHAM VLT6000H190 CHILLED WATER 480V

5.3.1. Requirements for all Chill-Water, Tower/Condenser Water Pumps:

A. Monthly Maintenance

1. Lubricate pump bearings per manufacturer’s recommendations.

2. Lubricate motor bearings per manufacturer’s recommendations.

3. Check the suction and discharge pressures.

4. Check packing or mechanical seal and adjust as necessary.

5. Check motor voltage and amperage.

B. SEASONAL START UP

1. Clean pump strainers.

VFD CWP-3 DANFOSS/ GRAHAM VLT6000H190 CHILLED WATER 480V

VFD CWP-4 HONEYWELL

SMART VFD

HVFDSD3C1500

G100

CHILLED WATER 480V

VFD CWP-5 EATON CFX9000 CHILLED

WATER

480V

VFD CWP-6 EATON SVX9000 CHILLED

WATER

480V

TWP-I WEINMAN 12L2 TOWER

WATER

3600GPM 100HP

TWP-2 WEINMAN 12102 TOWER

WATER

3600GPM 100HP

TWP-3 WEINMAN 12L2 TOWER

WATER

3600GPM 100HP

TWP-4 WEINMAN 12L2 TOWER

WATER

3600GPM 100HP

TWP-5 PACO KP8012-56 TOWER

WATER

3600GPM 100HP

TWP-6 PACO 8012 TOWER

WATER

3600GPM 100HP

VFD-TWP-1 DANFOSS/ GRAHAM MCD3075 TOWER

WATER

480V

VFD-TWP-2 DANFOSS/ GRAHAM MCD3075 TOWER

WATER

480V

VFD-TWP-3 DANFOSS/ GRAHAM MCD3075 TOWER

WATER

480V

VFD-TWP-4 EATON SVX9000 TOWER

WATER

480V

VFD-TWP-5 EATON CFX9000 TOWER

PUMP

480V

VFD-TWP-6 EATON SVX9000 TOWER

PUMP

480V

2. Lubricate pump bearings per manufacturer’s recommendations.

3. Lubricate motor bearings per manufacturer’s recommendations.

4. Tighten all nuts and bolts. Check motor mounts and vibration pads.

5. Visually check pump alignment and coupling.

6. Check motor operating conditions.

7. Inspect electrical connections and contractors.

8. check mechanical seals or pump packing.

9. Operate pumps and check efficiency.

C. PARTS REPLACEMENT

All parts or failed components of the equipment needed to be replaced will be provided by the vendor/contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a

D. WRITTEN REPORTS

5.3.2. Requirements for Adjustable or Variable Frequency Drives

A. ANNUAL MAINTENANCE: Once a year a thorough preventative maintenance schedule will be performed including the following:

1. Base year – initial base line reading of all VFDs will be provided in written report and subsequent yearly reports will be provided.

2. Remove all debris, dust, or residue material from the drive enclosure.

3. Clean printed circuit boards with an approved cleaner or small brush.

4. Inspect for any lose plugs or ribbon cables.

5. Inspect for any damaged or missing items.

6. Look for any overheated or charred components.

7. Look for discolored components, smudges, or smoke residue.

8. Tighten all connections.

9. Inspect cooling fans for proper operation and change filters quarterly.

10. Check the continuity of all control circuit fuses.

11. Perform diode test of the diode bridges.

12. Perform continuity check of Debus and bus caps.

13. Perform diode test of transistors.

14. Check and record AC line voltage.

15. Check and record motor output lead voltage for balanced supply.

16. Check and record Debus voltage.

17. Compare data with previous tests to expose degradation of components.

B. PART REPLACEMENT

All parts needed to replace failed components of the equipment will be provided by the contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a

5.4. Task 4: Part Four – Cooling Towers, Cooling Tower Fan Drives, Semi-Annual Tower Cleaning, & Disinfection

NUMBER MFG MODEL TONS MOTOR

CT-I EVAPCO REP 224-018 1200TON

S

2CELLS

CT-2 EVAPCO REP 224-018 1200TON

S

2CELLS

CT-3 EVAPCO REP 224-018 1200TON

S

2CELLS

CT-4 EVAPCO REP224-118 1200TON

S

2CELLS

CT-5 EVAPCO AT224-118 1200TON

S

2CELLS

VFD-CT-

I

HONEYWELL

SMART VFD

HVFOSD306005

COOLING

TOWER

FANS

30 60HZ

VFD-CT-2 DANFOSS/

GRAHAM

VLT6000 COOLING

TOWER

FANS

30 60HZ

VFD-CT-3 DANFOSS/

GRAHAM

VLT6000 COOLING

TOWER

FANS

2 @

30EA

60HZ

VFD-CT-

4B

EATON CFX9000 COOLING

TOWER

FAN

30H Z

VFD-

CT4A

HONEYWEL

L

NXS0300A1001 COOLING

TOWER

FAN

1 30H Z

VFD-CT-5 EATON SVX9000 FANS 2 60HZ

5.4.1. Requirements for Cooling Towers/Fluid Coolers

A. MONTHLY MAINTENANCE

Monthly inspections are to be made during the operating season, to include the following:

1. Inspect the fan, motor, and belt. Check the oil level and add oil as needed.

2. Check the intake strainer on cooling towers.

3. Check operating conditions. Adjust as required.

B. CLEANING & DISINFECTION PROCESS

1. To be completed in early Spring (March/April) and late Fall (October/November) dependent on weather conditions and scheduled through the COR.

2. The following stages highlight the general approach for cleaning and disinfection of cooling water systems. Certain modifications may be required depending on system access, design, operation or the like. All stages in the clean and disinfection process shall require assistance from the Customer such as the operation engineer who is familiar with the system. All supplies and PPE will be contractor supplied. Proper LOTO will be utilized as needed.

Stage I

Pre-Clean Disinfection for the destruction of biofilms and pathogens

All cooling tower fans must be shut OFF and proper LOTO procedures in place prior to start of process, and all recirculation pumps must be ON.

The system is disinfected using an oxidizing biocide such as chlorine or an equivalent chemistry.

A bio dispersant may also be added to help remove organic deposits and enhance disinfection.

Stage II

Mechanical Cleaning for surface sanitation and removal of deposits Each system cell and/or sump is isolated and drained for mechanical cleaning.

Each system cell is pressure washed from top to bottom, internal and external, as is reasonably accessible to remove deposits.

Exceptional care is taken to remove deposits without damaging the fill pack.

Deposits, including the sump if included in the scope, are removed for disposal. The Customer shall assist with disposal in the appropriate dumpsters or equivalents.

Stage III

Post-Clean Disinfection for the destruction of dislodged biofilms and pathogens.

All cooling tower fans must be shut OFF, and all recirculation pumps must be

ON.

The system is disinfected using an oxidizing biocide such as chlorine or equivalent chemistry.

The full water treatment program must be immediately resumed following the disinfection step to re-passivate system metallurgy.

Stage IV

Documentation and Certification

The cleaning and disinfection service is documented with a service report with photos and a certificate for a record of due diligence. Documentation supports a site risk reduction program for control of Legionella in cooling water systems.

C. SEASONAL START UP/SHUTDOWN

The vendor will do a full check and start-up of all cooling towers and fluid coolers ensuring full operability.

1. Clean debris from the platform and surrounding area.

2. Clean water sump and check condition.

3. Check make-up valve operation and adjust accordingly.

4. Check and clean bleed-off line and overflow.

5. Clean tower strainers.

6. Check the condition of tower spray nozzles and eliminators.

7. Check sump heaters and thermostats for calibration and operation.

8. Check and adjust fan belts, as necessary.

9. Check for leaks.

10. Lubricate fan and motor bearings per manufacturer’s recommendations.

11. Check the amperage on motors.

12. Inspect electrical connections, contractors, relays, and operating/safety controls.

D. PARTS REPLACEMENT

vendor/contractor. This includes materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a

E. WRITTEN REPORTS

4.4.2. Requirements for Adjustable or Variable Frequency Drives

A. ANNUAL MAINTENANCE

Once a year a thorough preventative maintenance schedule will be performed including the following:

contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a

5.5. Task 5: Part 5 – Rotary Chillers and Auxiliary Equipment (Process System)

QTY DESCRIPTION MODEL MFG TYPE

2 CHILLERS 1,2 RTWD250F TRANE DUAL

COMPRESSOR

134A

2 CHILLED

WATER

PUMPS

EJMM2531T BALDOR 25HP

2 CONDENSER

PUMPS

EJMM1531T BALDOR 15HP

4 PUMP VFD’S

1,2,3,4

TR200 TRANE

2 DRY-COOLER

CONDENSERS

REPCM-

ACC

KRAMER 8 FANS EACH

1 TRANE

TRACER

AUTOMATION

SYSTEM

MISC. PROCESS

CHILLER

5.5.1. Requirements for Rotary Chillers:

Once a year, thorough preventative maintenance will be performed, including the following

1. Furnish oil filters and gaskets as required.

2. Pressure test as required using system pressure.

3. Repair any leaks. Provide refrigerant leak report to owners as required by EPA guidelines.

4. Detailed inspection of purge system and thorough cleaning of purge compressor, purge oil separator, purge drum. Detailed inspection of purge system to include control circuit diagnostics, purge tank checkout and water removal, replace filter drier cores and clean the air-cooled condenser, if applicable.

5. Check the condition of contacts for wear, pitting, etc.

6. Check and calibrate safety controls, including all transmitters, flow meters, and all other monitoring devices.

7. Meg compressor motor and oil pump. Check main starters and perform recommended testing (this includes all the chillers).

8. Check main starters and tighten all starter terminals and check contacts for wear.

9. Check overloads.

10. Tighten motor terminals and control panel terminals.

11. Clean oil strainer, replace filter and gasket where required. Tighten oil heater leads.

12. Check operation of vane position. Take oil sample and have analyzed for acid, moisture, and wear metal content.

13. Change oil when so indicated by oil analysis unless done on annual schedule.

14. Provide yearly recommended maintenance on refrigerant monitor along with calibration test, if applicable.

15. Report any noted deficiencies.

B. MONTHLY MAINTENANCE

1. Adjust operating and safety controls. Record settings.

2. Complete operating log of temperatures, pressures, and voltages.

3. Change oil in the purge vacuum pumps when required.

4. Check operation of purge system.

5. Check operation of control circuit.

6. Check operating of lubricant system including oil pump and oil pressure regulator.

7. Check operation of motor and starter.

8. Check customer log with operator, discuss operation of the machine generally.

9. Report to operator any uncorrected deficiencies noted.

10. Make operating log of temperatures, pressures, voltages, amperages, etc.

11. Check and adjust operating and safety controls.

12. Check operation of oil reservoir sump heater.

13. Check oil level and add as required.

14. Check operation of control circuit.

15. heck operating log with operator, discuss operation of the machine generally.

16. Check operation of motor and starter.

C. SEASONAL START UP

The contractor will advise regarding the start of the month.

1. Test motor (Meg).

2. Start machine, check controls, and calibrate.

3. Complete operating log and record settings monthly.

4. Check refrigerant and oil levels.

5. Check purge operation.

6. Check starter operation, voltage, and current.

7. Set up operating log with operator, instruct, and advise troubleshooting techniques.

D. ANALYSIS SERVICES

Various diagnostic tests are to be performed depending on equipment duty and type.

Reports with interpretation and recommendations are to be included.

1. Oil sample and analysis for wear metals, acid content, and moisture. Sample to be taken two (2) times per year.

2. Refrigerant analysis for acid and moisture content (as required).

E. ANNUAL OPERATOR TRAINING

Training of operators or building engineers on the equipment covered, if required.

1. Eight (8) hours of training per year for every boiler plant employee, up to 16 employees.

2. Any unutilized training costs will be reimbursed.

F. PARTS REPLACEMENT: All parts needed to replace failed components on non-covered equipment will be offered at a discount percentage (30%). This does not include materials or components, such as refrigerant, oil, and other materials the contractor will provide to perform maintenance and repairs as emergency or scheduled under annual maintenance, monthly maintenance, seasonal start up and analysis services.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a

G. WRITTEN REPORTS

5.5.2. Requirements for Adjustable or Variable Frequency Drives

Once a year a thorough preventative maintenance schedule will be performed including the following:

contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance.

Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done.

All additional charges will require a new purchase order to be issued. Work done without a

5. Deliverables

The contractor will provide the following:

1. Monthly preventive maintenance/ repair reports on all chiller plant equipment.

2. Yearly refrigerant leak test reports.

3. Yearly chiller vibration reports.

4. Yearly oil test reports.

Copies of all testing results along with certifications will be submitted to the COR.

6. Performance Monitoring

The COR will ensure maintenance and repairs are completed in accordance with the QASP submitted.

7. Check – In Requirements

The Contractor Service Personnel and/or representative must report to the appropriate department Supervisor or designated point of contact (POC) to sign in with department staff before work begins.

Additionally, one must submit any mobile media devices that would be used on the system for a virus scan.

Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor to brief that Supervisor or related department staff point of contact (POC) if Supervisor is unavailable concerning completion of service, and then to sign out. At the end of each briefing, Contractor Service Personnel and/or representative will and must sign out.

8. Security Requirements

The C&A requirements do not apply, and a Security Accreditation Package is not required.

9.1. Dedicated personnel will be assigned solely to observe, interact, assist, and assure protection of VA sensitive information.

9.2. Contractor employees providing services at VA facilities may undergo a security clearance in the form of a basic background investigation.

9. General Security

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

10. VA Information Custodial Language

10.1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

10.2. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

11. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

There will be no government furnished equipment provided for the purposes of this contract.

12. Other Pertinent Information or Special Considerations

Any additional testing required outside this contract will require the contractor to submit a quote to COR and receive an approved PO before beginning work.

A. Identification of Possible Follow-on Work

B. Identification of Potential Conflicts of Interest (COI)

C. Identification of Non-Disclosure Requirements

Not required

D. Inspection and Acceptance Criteria

The Contractor will be responsible for meeting timelines listed in this SOW. The COR shall make the final determination for satisfactory acceptance of work performed.

13. Risk Control

Work performed within the medical center may present health risks including exposure to illness and infection control. Contractor will take action to recognize and follow warning information throughout the facility.

14. Place of Performance

Louis Stokes VA Medical Center 10701 East Blvd.

Cleveland, Ohio 44106

15. Period of Performance

Base Year: May 1, 2026 – Oct 31, 2026 Option Year 1: Nov 1, 2026 – Oct 31, 2027 Option Year 2: Nov 1, 2027 – Oct 31, 2028 Option year 3: Nov 1, 2028 – Oct 31, 2029 Option Year 4: Nov 1, 2029 – Oct 31, 2030

16. Standard Work Hour

The Contractor shall perform all services required under this contract during the following standard work hours, except as otherwise authorized in writing by the Contracting Officer:

Standard work hours are Monday through Friday, 8:00 AM to 4:30 PM Eastern Standard Time (EST). The Contractor shall ensure that all necessary personnel are available during these hours to perform the required services effectively. Any requests for deviations from these hours must be approved in advance by the COR. Any services that may cause additional charges or payments to be incurred must be scheduled in advance and approved by the Contracting Officer.

Pre-approved Overtime

For planned, non-emergent overtime work, the Contractor must seek pre-approval in writing from the COR and Contracting Officer. Rates and terms for pre-approved overtime will be detailed in the contract modification or separate PO.

Emergency Work Authorization

In the event of an emergency that requires immediate attention beyond standard work hours, the Contractor shall respond as quickly as possible to address the issue. The Contractor must obtain verbal authorization from the Contracting Officer or COR before beginning any work.

Federal Holidays

The following federal holidays are observed by the federal government. On these days, the Contractor is not required to perform services unless otherwise specified in the contract or approved in advance by the Contracting Officer.

New Year's Day – January 1 Martin Luther King Jr. Day – Third Monday in January Presidents' Day – Third Monday in February Memorial Day – Last Monday in May Juneteenth – June 19 Independence Day – July 4 Labor Day – First Monday in September Columbus Day – Second Monday in October Veterans Day – November 11 Thanksgiving Day – Fourth Thursday in November Christmas Day – December 25

In addition to the above federal holidays, the President of the United States can decree new holidays. The Contractor shall observe any such additional holidays as declared.

17. Changes to the Scope of the Contract

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

The Government reserves the right to add or remove any additional HVAC systems to the contract if necessary. Furthermore, the Government reserves the right to add, increase, or decrease chiller plant chillers, cooling towers, pumps and any auxiliary equipment to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.

B.4 APPENDIX C — VA INFORMATION AND INFORMATION SYSTEM SECURITY AND

PRIVACY LANGUAGE FOR INCLUSION IN CONTRACTS, AS APPROPRIATE

1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy.

2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards

(FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality- assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above- mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.

The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods.

VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d);

Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States…