36C25523Q0806.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Laura Ferguson Laura.Ferguson@va.gov 913-946-1993

PLACE OF PERFORMANCE

800 Hospital Dr.

Columbia MO

ADDITIONAL INFORMATION

DESCRIPTION

THIS IS NOT A SOLICITATION. This is a Sources Sought (SS) notice issued in accordance with FAR 15.201(e) to conduct market research. This SS is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ) or a promise to issue a RFQ in the future. This sources sought does not commit the Government to contract for any supply or service whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking quotes and will not accept unsolicited quotes. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this SS; all costs associated with responding to this SS will be solely at the interested vendor's expense. Not responding to this SS does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this SS is strictly voluntary. All submissions become Government property and will not be returned. This announcement is based upon the best information available and is subject to future modification.

I. OVERVIEW:

The Department of Veterans Affairs, Network Contracting Office (NCO) 15, has a requirement to provide full maintenance on site, to include all replacement parts, labor, travel expenses, tools, tests equipment and other incidentals necessary to maintain or restore Chillers #1, #2, #3 and #7 to operating specifications according to the manufacturer’s recommendations and provide full maintenance on site, to include all labor, travel expenses, tools, test equipment and other incidentals necessary to maintain Chillers #4, #5 and #6 according to the manufacturer’s recommendations; replacement parts are not included for Chillers #4, #5, and #6. Maintenance shall be performed impacting one chiller at a time to allow for continued cooling of the Operating Rooms and Sterile Processing for the Columbia, MO Harry S. Truman VA Medical Center located at 800 Hospital Dr., Columbia, MO 52134

The successful proposer must be able to:

Specifications:

Chiller Size / Manufacturer Model Serial No. VA No.

#1 500 Ton / Trane CVHE500 L97G04950 543EE20979 #2 1000 Ton / Trane CVHF910 L98B01293 543EE20978 #3 1000 Ton / Trane CVHF910 L98B01314 543EE20977 #4 York International YC1V0197EA46VABBXT 2EWM006332 139634 #5 York International YC1V0197EA46VABBXT 2EWM006333 139635 #6 York International YLAA00946XCAS 2EWM006379 139636 #7 1200 Ton / Trane CVHF130 L13E0228 543EE155597

Statement of Work below.

II. VETERANS FIRST CONTRACTING PROGRAM: The Dept. of Veteran’s Affairs is dedicated to the Veterans First Contracting Program and encourages any certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) capable of furnishing the required services to respond. In accordance with Veterans Affair Acquisition Regulation (VAAR) sections 819.7005 and 819 7006, if a sufficient number of eligible SDVOSB or VOSB firms are identified during market research the acquisition will be set-aside for SDVOSB or VOSB participation.

III. INFORMATION REQUESTED FROM INDUSTRY:

Please submit your response (capability statement) in accordance with the following:

Submit your response via email to Laura.Ferguson@va.gov Submit your response by 4:30 P.M. Central Time on October 18, 2023.

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER

Truman VA, Columbia, MO

STATEMENT OF WORK

Maintenance and Repair of Chillers

1. Introduction:

a. The contractor shall provide full maintenance on site, to include all replacement parts, labor, travel expenses, tools, tests equipment and other incidentals necessary to maintain or restore Chillers #1, #2, #3 and #7 to operating specifications according to the manufacturer’s recommendations.

b. The contractor shall provide full maintenance on site, to include all labor, travel expenses, tools, test equipment and other incidentals necessary to maintain Chillers #4, #5 and #6 according to the manufacturer’s recommendations; replacement parts are not included for Chillers #4, #5, and #6. Maintenance shall be performed impacting one chiller at a time to allow for continued cooling of the Operating Rooms and Sterile Processing.

c. The service shall be provided during regular business hours of 7:30am 4:30pm, Monday through Friday, excluding federal holidays.

2. General Work Items:

a. The maintenance service shall include one (1) Preventive Maintenance Inspection (PMI) to be accomplished during the first two weeks of April. The PMI is to be scheduled with Facilities Management Service (FMS) Contracting Officer’s Representative (COR) only. All work will be scheduled a minimum of one (1) week in advance with the COR.

i. This service is required to maintain operation of the chillers as outlined on the checklist covering motor, compressor, coolers, condensers, purge and recovery units, starters and operating controls.

ii. The contractor must have a minimum of three (3) years maintenance experience on centrifugal R123 machines of 1,000 tons or greater.

iii. The contractor shall furnish all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart 1.

iv. The following is required of the Annual Winter PMI on Chillers 1, 2, 3, 7 under this agreement:

• Check supply voltage to each chiller and lock off power

• Check low and high voltage connections in starter and at motor

• Disassemble starter contactors and check condition of contact points

• Meg test main compressor motor and oil pump motor

• Replace each chillers oil filter

• Replace purge filter on each chiller

• Replace any additional chiller filters

• Use Vac-U-Save to heat chilled and condenser water and pressurize machine

• Leak check each chiller identifying any refrigerant leaks

• Remove original oil charge from each chiller

• Add new replacement oil charge to each chiller

• Close chiller and condenser isolation valves and drain water from each barrel

• Remove 1 evaporator and 1 condenser head and use reamer to brush clean the tubes

• Install evaporator and condenser heads on each chiller and fill with water

• Check operation of chilled and condenser flow switches

• Power up chiller and check operation of oil heater, oil pump and oil regulator

• Check chiller setpoints and test each chiller safety and operating control

• Pull oil and refrigerant sample and send to testing lab for analysis

• Complete operating report on each chiller noting any defects found

• Report any deficiencies to COR

v. The following is required of the Annual Spring PMI on Chillers 1, 2, 3, 7 under this agreement:

• Check supply voltage to each chiller and oil sump temperature

• Start each chiller and check for proper y-delta start sequence and timing

• Check amperage on main chiller motor and oil pump motor

• Check for proper oil pressure and adjust as needed

• Check chilled water entering and leaving water temperatures

• Check condenser water entering and leaving water temperatures

• Confirm proper evaporator and condenser approach temperatures

• Check evaporator and condenser pressures

• Read displayed evaporator and condenser saturation temperatures

• Check for proper oil level and motor cooling

• Confirm proper modulation to setpoint and guide vane actuator motor operation

• Load each chiller to 100% confirming proper operation

• Complete operating report on each chiller noting any defects found

• Report any deficiencies to COR

vi. The following is required of the annual Spring PMI on Chillers 4, 5, 6 under this agreement:

• Check each compressor for proper oil levels

• Confirm there are no bubbles in the refrigerant site glasses

• Install temperature probes and gauges and check for proper Compressor & economizer superheat

• Check for proper refrigerant suction and discharge pressures

• Confirm proper refrigerant subcooling

• Check for proper voltage supply to compressors and condenser fans

• Check for proper compressor and condenser fan amp draw

• Monitor the VSD operation to modulate the compressor to the chilled water setpoint (Chillers 5 & 6)

• Monitor the compressors to stage on and off to meet the chilled water setpoint (Chiller 4)

• Confirm evaporator and compressor heater operation

• Check the operation of the chiller safety and operating controls

• Visible check the chiller for oil or refrigerant leaks

• Shutdown the chiller and check all high and low voltage connections

• Check condition of each contactor and contact points

• Clean the condenser coils with water

• Measure the glycol percentage in the chilled water system and the vsd

• Pull an oil sample from each compressor and send to a testing lab for analysis

• Complete log on the chiller operations

• Complete inspection report

• Report any deficiencies to COR

b. The parts needed to complete the annual inspection are to be provided by the contractor at no extra cost for Chillers #1, #2, #3, #4, #5, #6, and #7.

c. The contractor will perform a Spring Startup during the first two weeks of May. Spring startup will be a two hour – 100% load test and final control adjustments.

d. The contract also includes emergency service for repair of the chiller(s).

Emergency labor is included in this contract. Parts replaced under emergency service will be paid for by the Government. Contractor shall arrive within one hour of notification.

e. Magnesium Bar Replacement

• During annual winter inspection remove inlet and outlet piping from condenser heads

• Remove the condenser heads on the inlet and outlet water piping side

• Install replacement magnesium bars

• Install condenser heads and piping with new gaskets as required

f. Eddy Current Testing (Performed during base year of contract)

• During the annual inspection period when the condenser and evaporator heads are removed, and the tube brush cleaning has been completed

• Complete Eddy Current testing of the 4-chiller evaporator and condenser tubes

• Supply a detailed report listing the condition of all tubes and any defects found

• Install the condenser and evaporator heads with new gaskets as required

g. Vibration Analysis (Performed during base year of contract)

• Start and control each chiller to load and unload as required

• Complete chiller vibration analysis

• Complete detailed report listing bearing condition and machine balance

3. Chiller Information:

Chiller Size / Manufacturer Model Serial No. VA No.

#1 500 Ton / Trane CVHE500 L97G04950 543EE20979 #2 1000 Ton / Trane CVHF910 L98B01293 543EE20978 #3 1000 Ton / Trane CVHF910 L98B01314 543EE20977 #4 York International YC1V0197EA46VABBXT 2EWM006332 139634 #5 York International YC1V0197EA46VABBXT 2EWM006333 139635 #6 York International YLAA00946XCAS 2EWM006379 139636 #7 1200 Ton / Trane CVHF130 L13E0228 543EE155597

4. Reporting:

a. Provide written report of all work performed and any parts replaced. Reports shall be submitted to the COR. Payments may be withheld pending receipt of this report.

b. Information shown in the report shall be as follows:

i. Company’s name, address, telephone & FAX numbers.

ii. Name and signature of contractors who perform the inspection and/or repairs.

iii. VA Work Contract Number, name, and number of VA Contracting Officer.

iv. Date and time of work.

v. Type, model, and serial number(s) of all equipment on which maintenance was performed.

vi. Total time spent performing maintenance, excluding travel time.

vii. Detailed narrative description of the PMI action required.

viii. Complete list of parts replaced.

ix. Date and time the repair or PMI was completed.

x. Recommended corrective actions, if any.

c. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the COR.

d. This service report will itemize every item in the specifications. Each item will state the “as found” condition or values, the “calibrated to” or “adjusted to” values, the factory design tolerances, and a complete description of all work performed concerning the items. Included will be a list of new parts used and recommended future repairs.

5. Contract Terms:

a. All services for this contract must meet original manufacturer performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), VA Regulations, and the Clean Air Act.

b. The contractor shall not replace any parts or perform any service that will result in additional charges without prior approved from the Contracting Officer.

c. All contracting personnel must report to the FMS Office to sign in before work is begun and to sign out after work has been completed.

The authorization requirements do not apply, a Security Accreditation Package is not required.

END

Sources Sought Notice