36C25621Q1061 Additional Requirements.pdf

Combined Synopsis/Solicitation 36C25621Q1061 – YORK Chiller Motor Variable Speed Drive Diagnostic and

Repair for Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal

Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotes are being requested and a written solicitation will not be issued.

2. The combined synopsis solicitation number is 36C25621Q1061. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price contract resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

2021-05 (effective 3/10/2021).

4. This requirement is solicited unrestricted under full and open competition. The North American Industry Classification

System number is 333415 with a size standard of 1,250 employees.

5. The contractor shall provide a thorough, complete, and full diagnostics report, verify corrective repairs and verify

Original Equipment Manufacturer (OEM) parts. The contractor shall replace the YORK Motor VSD, part number 371-

02767-102, model number VSD351 K-46 and YORK Micro Board, part number 331 02430 601 on Chiller number 2. The chillers in B109 are 450-ton York water-cooled unit 480-volt, 3 phase VSD controlled unit. The contractor shall perform the repair on YORK CHILLER model number YKCFCFQ7-CNF, serial number: SFTM-928930. Only Genuine YORK

OEM integrated replacement parts will be acceptable; other brands are not compatible for this model chiller. Wage

Determination (WD) 2015-5233 (Revision 16 dated 12/21/2020) applies to this requirement.

6. Places of Performance:

Michael E. DeBakey VA Medical Center

Building 109

2002 Holcombe Boulevard

Houston, Texas 77030

7. Period of Performance:

All work shall be completed within 60 days from the effective date of contract award.

8. A complete description of the services to be acquired, and/or applicable Government need(s) are as follows:

See Attached 36C25621Q1061 Additional Requirements

Contracting Office:

Department of Veterans Affairs

Regional Procurement Office Central

Network Contracting Office (NCO) -16

2002 Holcombe Blvd., Bldg. 100

Houston, Texas

Contracting Officer:

Orlando Whitaker

Point of Contact (POC) Information:

Email: Orlando.Whitaker@va.gov

Quotes in response to this combined synopsis/solicitation are due at 11:00AM Central Standard Time (CST), June

8, 2021. Quotes shall be submitted in writing and sent via email to orlando.whitaker@va.gov. Please insert “RFQ

36C25621Q1061 – Chiller Motor VSD Repair” in the subject line of your email. Questions regarding this solicitation shall be submitted via email to Contracting Officer, Orlando Whitaker at Orlando.Whitaker@va.gov no later than 1:00PM mailto:Orlando.Whitaker@va.gov mailto:orlando.whitaker@va.gov mailto:Orlando.Whitaker@va.gov

CST on June 1, 2021. If questions are received, all responses will be posted with all questions and answers to the same announcement.

COMPLETING A QUOTE FOR SUBMITTAL

a. The Quoter shall complete Contract Administration and provide the name, title, address, email address and telephone number of the company/division point of contact regarding business decisions made with respect to the quote and who can contractually obligate the company. The quoter shall identify those individuals authorized to negotiate with the

Government.

b. See Section B.1, Price Cost Schedule. Pricing for each CLIN must be submitted in the proper format. The proper format consists of QUANTITY *UNIT PRICE = AMOUNT/NET AMOUNT. In the event there is a discrepancy in the calculation, the UNIT PRICE will be held to the intended price multiplied by the QUANTITY. If the quoter shows only the AMOUNT/NET AMOUNT, but fails to enter a UNIT PRICE, the AMOUNT/NET AMOUNT divided by the

QUANTITY will be held to be the intended price.

d. The provision at FAR 52.212-1, Addendum to Instructions to Quoters-Commercial, applies to this acquisition.

e. The provision at FAR 52.212-2, Addendum Evaluation-Commercial Items applies to this acquisition. See FAR 52.212-

2 Addendum for additional information.

f. All delivery of items and services shall be performed in accordance with the PWS and 36C25621Q1061, Additional

Requirements.

g. Quoter must submit both Technical and Price volumes. See FAR Clause 52.212-2 Addendum for basis for award.

h. All quotes shall remain valid for 120 calendar days.

Attachments(s):

1. Combined Synopsis/Solicitation

2. 36C25621Q1061 Additional Requirements

Attachment 1 –Wage Determinations

36C25621Q1061

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 36C256

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe BLVD

Houston TX 77030 4298

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 [X] After acceptance by the Government of performance

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.

Financial Service Center https://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

The contractor shall perform a complete diagnostic for the replacement of

Variable Speed Drive and complete panel wiring harness to restore operation of Chiller #2 in accordance with the Performance Work

Statement. The diagnostic report is due within 3 days from the date of award.

1.00 EA __________________ __________________

York Chiller Model# YK CF CF 07-CN F; Wiring Diagram #035-18646-

YORK Motor VSD and wiring assembly (YORK Part #371-02767-102;

Model: VSD351 K-46)

YORK Control Panel Wiring Assembly (YORK: control panel enclosure:

TYPE 1; panel #371-04118-103; panel diagram #035-18637-000)

Control transformer: MTE RL-00403

Control Board: PC570U 05222840 Rev G

Chiller Motor Variable Speed Drive and Wiring Assembly VSD Part #

371 02767 702

YORK MICRO BOARD PART # 331 02430 601

YORK Wiring Harness Part # 571 06765 271

YORK Wiring Harness Part # 571 02264 272

YORK Power Supply Part # 025 34111 000

YORK Control Current Mod.CM 2 Part# 031 00947 000

YORK Motor Monitoring Board Part# 031 02893 001

YORK EPROM BIOS Part# 031 01796 002

YORK Cable, Shielded Part# 571 02264 411

YORK Buss Bar (Ground) Part# 025 34122 000

6.00 EA __________________ __________________

YORK Supressor Part# 031 00808 000

2.00 EA __________________ __________________

YORK Resistor, Variable Part# 025 20789 000

YORK Resistor, Assembly Part# 575 00364 001

YORK IC, BRAM-U52 Part# 031 02028 000

YORK Transducers Condenser, High Oil Part# 025 28678 001

YORK Evaporator NPTF Threads Part# 025 28678 102

YORK Sensor, Low Oil Part# 025 28678 006

YORK Input/Output Board Part# 031 01743 002

YORK E-Link BACNET MODBUS Part# 025 43893 000

YORK E-Link Installation Kit Part# 025 43894 000

2.00 EA __________________ __________________

YORK Thermister Part# 025 29964 000

YORK Circuit Breaker 25A Part# 024 30956 000

YORK Circuit Breaker 10A Part # 024 30956 001

YORK Circuit Breaker 16A Part# 024 30947 000

YORK Circuit Breaker, Pole. 6A

YORK Stall Detector Board Part# 031 02418 001

YORK SD Program Card Part# 031 03601 001

YORK Program Card Part# 031 02474 001

YORK BRAM (U38) Part# 031 02565 000

YORK EPROM BIOS Part# 031 02429 001

YORK Display Part# 331 01771 000

YORK Display Cover Part# 071 02264 346

YORK Fuse 5A Part# 025 34592 000

1.00 JB __________________ __________________

The contractor shall perform a complete repair including parts for the replacement of Variable Speed Drive and complete panel wiring harness to restore operation of Chiller #2 in accordance with the Performance

Work Statement. The repair and repair report shall be completed within 60 days from the date of award.

GRAND TOTAL __________________

PERFORMANCE WORK STATEMENT

Chiller 2 Building 109 Motor Variable Speed Drive Replacement

1.1 OVERVIEW

The Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas is operating and maintaining a chiller plant for Research Building 109. There are three 450-ton York chillers in Building

109. These chillers support both Building 109 and Building 110 HVAC chiller water supply. Chiller # 2 in Building 109 has a non-functional YORK Chiller Motor Variable Speed Drive (VSD) and the VA requires the VSD and Wiring Harness to be replaced. As a result, Chiller # 2 is currently inoperable. The

VA requires a thorough, complete, and full diagnostics report to get the chiller to turn-key operation. The contractor shall then provide all labor, equipment, tools, supervision, transportation, administration, parts, and materials for repairs to get Chiller #2 operational and Contractor shall perform any additional work not on the initial Diagnostics Report at no cost to the VA. This chiller is located in Building 109 at the

Michael E. DeBakey VA Medical Center in Houston, Texas.

1.2 BACKGROUND

A. The purpose of this Performance Work Statement (PWS) is to perform a thorough, complete, and full diagnostics report, verify corrective repairs and verify Original Equipment Manufacturer (OEM) parts.

The contractor shall replace the YORK Motor VSD, part number 371-02767-102, model number VSD351

K-46 and YORK Micro Board, part number 331 02430 601 on Chiller number 2. The chillers in B109 are

450-ton York water-cooled unit 480-volt, 3 phase VSD controlled unit. The contractor shall perform the repair on YORK CHILLER model number YKCFCFQ7-CNF, serial number: SFTM-928930. Only

Genuine YORK OEM integrated replacement parts will be acceptable; other brands are not compatible for this model chiller.

1.3 PLACE OF PERFORMANCE

A. All work will be performed at the Michael E. DeBakey VA Medical Center, Building 109, 2002

Holcombe Blvd, Houston, Texas 77030.

1.4 PERIOD OF PERFORMANCE

A. The contractor shall complete all services, to include the diagnostic, full diagnostic report, and repair within 60 days from the effective date of award. The contractor shall submit everything identified in PWS within this time frame. The contractor shall provide a detailed report and comprehensive detailed repair schedule to include all existing and remaining repairs required to get Chiller # 2 operational with all applicable documentation. The detailed report does not allow the contractor additional time to complete the repair if the Government determines the repair is in the best interest of the Government.

The contractor shall comply with the following schedule:

1. Recommended full diagnostics – completed two days after contract award

2. Detailed Diagnostics report – submitted 5 days after contract award

3. Repair schedule – repair and chiller operational in 60 days from date of award

4. Determination of the inoperable VSD – 2 days after diagnostics report

5. Repair parts and materials – factory lead time after parts and material determination.

B. All repair work shall be completed within 60 calendar days from the effective date of award including the return of the refurbished motor to the VA. The Contractor shall not continue any work under this contract beyond the period of performance end date in Section B.

1.5 INVESTIGATION OF SITE CONDITIONS

A. Submission of a quote shall be conclusive evidence that the Contractor has reviewed, investigated, and acknowledged all items below.

1. Conditions bearing upon transportation, disposal, handling, and storage of materials.

2. The availability of labor, water, electric power, and roads.

3. Uncertainties of weather and similar physical conditions at the site.

4. The conformation and conditions of the grounds.

5. The character of equipment and facilities needed preliminary to and during work performance.

B. Submission of a quote shall be conclusive evidence that the Contractor has investigated and is satisfied as to the conditions to be encountered, the character, quality, and scope of work to be performed, and the quantities of materials to be furnished.

C. Submission of a quote constitutes agreement that Contractor has provided written notice of all conflicts, errors, ambiguities, and discrepancies discovered in PWS, that responses to these written notices are acceptable to Contractor, and that PWS is sufficient to indicate and convey understanding of all terms and conditions for performing and furnishing required work.

D. The Government assumes no responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this Contract, unless that understanding, or representation is expressly stated in this Contract.

1.6 DUTY TO INQUIRE

A. Contractor shall review the full PWS and attachments.

B. If during review of these items, the Contractor finds discrepancies, omissions, conflicts, defects, errors, or ambiguities, they have a duty to inquire. The Contractor shall also inquire about items that are unclear or open to interpretation prior to submission of their quote by the questions due date.

1.7 WORK RESTRICTIONS

A. The working hours of the facility are 8:00 am to 4:30 pm, Monday through Friday. The Contractor, and any subcontractors shall only work onsite during these hours, unless otherwise requested by the contractor in writing and approved by the VA Contracting Officers Representative COR.

B. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

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 December 25

In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President’s Proclamation

C. Smoking is prohibited in the MEDVAMC. Workmen are subject to rules of Medical Center applicable to their conduct. The Contractor shall execute work to interfere as little as possible with normal functioning of MEDVAMC operations as a whole. The Contractor shall confine all operations on

Government premises to areas authorized or approved by the Contracting Officer or his/her representative.

SECTION 2 REQUIREMENTS

PHASE 1

The first phase includes the full diagnostic. After the diagnostic the Government is provided a full report of what it will take to fix the equipment, or if the equipment should be scrapped. The due date for the diagnostics shall be three (3) days after contract award.

1. Diagnostics shall include VSD designed parameters to vary the compressor motor speed by controlling the frequency and voltage of the electrical power to the motor. The adaptive capacity control logic automatically adjusts motor speed and compressor pre-rotation vane position independently for maximum part load efficiency by analyzing information fed to it by sensors located throughout the chiller.

2. Link for YORK YK Chiller VSD YK Style F and G Field Connections with Variable Speed

Drive Wiring Diagram (Form 160.54-PW6) (johnsoncontrols.com)

3. Motor windings shall be Meg-Ohm tested to ensure motor insulation integrity

4. Contractor shall provide a full report of how the chiller will be repaired and bring back the chiller to proper working order.

5. The decision to proceed with the repair or not proceed with the repair will be the VA’s decision.

This decision will be made by the VA within three business days from submission of the

Diagnostics report from the contractor to the VA.

6. The contractor shall list all parts, material and associated costs for these items required to get the chiller to full operational condition.

7. The contractor shall verify all circuit boards and circuits are complete, checked and tested for operation.

8. The contractor shall provide all labor categories, number of hours, step by step details of the repair process, any certifications, specialty equipment, materials by part numbers and specific descriptions, and a cost delta comparison of repairing the existing chiller versus buying a new chiller and equipment.

9. Contractor shall describe in paragraph form in chronological order how the work will be performed and how much time each stage of the repair will take from start to finish. Providing this information does not alleviate the quoted delivery schedule to complete the repair in accordance with the solicitation requirements.

10. The contractor shall identify all related issues that may prevent the start-up of the chiller.

11. The VSD and all equipment shall be put back together to condition, after diagnostic testing and evaluation

12. The contractor shall provide cost of the diagnostic and repair separately with their quote by the solicitation due date. The potential awardee shall be held to the same delivery schedule provided in their quote regardless of what is identified on the diagnostic report.

13. Any issues not identified on the diagnostic report shall be the responsibility of the contractor. If the Government chooses to proceed with Phase 2 after confirming the diagnostic report, the contractor shall be responsible for the equipment being fully operational after the repair.

https://docs.johnsoncontrols.com/chillers/api/khub/documents/ZcT5scjzTrtTbn3WC3sEHg/content https://docs.johnsoncontrols.com/chillers/api/khub/documents/ZcT5scjzTrtTbn3WC3sEHg/content

14. In the event the diagnostics report identifies various repairs not identified in the solicitation repair requirements, the Government may choose to not proceed with the repair for Phase 2. The submission of the diagnostic report does not allow the contractor to increase their quoted diagnostic and repair quote after award. In the event the Government determines the diagnostic report is valid and identifies other repairs and/or an increased cost, the Government may choose to not proceed with Phase 2.

PHASE 2

15. After the diagnostic, the Government is provided a full report of what it will take to fix the equipment, or if the equipment should be scrapped.

16. Once the Government receives the diagnostic report, they will make the decision to scrap the equipment, not proceed with the repair, buy new equipment or proceed with the repair.

17. The Government shall make the decision whether proceed with the repair or not proceed with the repair on Phase 2 within three business days from receipt of the diagnostic report.

18. Contractor shall proceed with the repair with the CO, COR and VA approval.

19. The contractor shall ensure the equipment is in proper operating condition according to OEM standards or the contractor will be held accountable for the repairs in the event that the chiller is not put back in proper operating condition.

2.1 CHILLER MOTOR VSD AND WIRING REPLACEMENT

A. The contractor shall provide the following OEM manufactured parts.

1. York Chiller Model# YK CF CF 07-CN F; Wiring Diagram #035-18646-000

2. YORK Motor VSD and wiring assembly (YORK Part #371-02767-102; Model: VSD351 K-46)

3. YORK Control Panel Wiring Assembly (YORK: control panel enclosure: TYPE 1; panel #371-

04118-103; panel diagram #035-18637-000)

4. Control transformer: MTE RL-00403

5. Control Board: PC570U 05222840 Rev G

Additional Required Parts

Chiller Motor Variable Speed Drive and Wiring Assembly VSD Part # 371 02767 702 1 each

YORK MICRO BOARD PART # 331 02430 601 1 each

YORK Wiring Harness Part # 571 06765 271 1 each

YORK Wiring Harness Part # 571 02264 272 1 each

YORK Power Supply Part # 025 34111 000 1 each

YORK Control Current Mod.CM 2 Part# 031 00947 000 1 each

YORK Motor Monitoring Board Part# 031 02893 001 1 each

YORK EPROM BIOS Part# 031 01796 002 1 each

YORK Cable, Shielded Part# 571 02264 411 1 each

YORK Buss Bar (Ground) Part# 025 34122 000 1 each

YORK Supressor Part# 031 00808 000 6 each

YORK Resistor, Variable Part# 025 20789 000 2 each

YORK Resistor, Assembly Part# 575 00364 001 1 each

YORK IC, BRAM-U52 Part# 031 02028 000 1 each

YORK Transducers Condenser, High Oil Part# 025 28678 001 1 each

YORK Evaporator NPTF Threads Part# 025 28678 102 1 each

YORK Sensor, Low Oil Part# 025 28678 006 1 each

YORK Input/Output Board Part# 031 01743 002 1 each

YORK E-Link BACNET MODBUS Part# 025 43893 000 1 each

YORK E-Link Installation Kit Part# 025 43894 000 1 each

YORK Thermister Part# 025 29964 000 2 each

YORK Circuit Breaker 25A Part# 024 30956 000 1 each

YORK Circuit Breaker 10A Part # 024 30956 001 1 each

YORK Circuit Breaker 16A Part# 024 30947 000 1 each

YORK Circuit Breaker, Pole. 6A 1 each

YORK Stall Detector Board Part# 031 02418 001 1 each

YORK SD Program Card Part# 031 03601 001 1 each

YORK Program Card Part# 031 02474 001 1 each

YORK BRAM (U38) Part# 031 02565 000 1 each

YORK EPROM BIOS Part# 031 02429 001 1 each

YORK Display Part# 331 01771 000 1 each

YORK Display Cover Part# 071 02264 346 1 each

YORK Fuse 5A Part# 025 34592 000 1 each

B. The contractor shall take appropriate lockout tagout precautions prior to starting any work.

1. The COR shall verify all lockout tagout precautions are in effect prior to work commencement.

C. The contractor shall provide all hoisting equipment necessary to remove the old Motor VSD and lift the new one into place.

Work required to get this chiller started, will require removal and replacement of the Motor VSD with a new Motor VSD and complete OEM panel wiring harness assembly. All the internal parts of the Motor

VSD shall be replaced with new parts and materials, and the entire Motor VSD shall be reassembled and returned to service for the VA. The unit shall be turned on and allowed to warm up. Once operational temperature is reached the chiller shall be started and placed into operation. The contractor shall put at least 90% load on the unit for a minimum of one hour. The unit shall then be diagnosed for any refrigerant or oil leaks. All control parameters on the chiller control board shall be scrolled through and analyzed to ensure they are all within parameter.

A complete report of any deficiencies shall be provided to the COR with a cost estimate for the repair of any of the noted deficiencies. The deficiencies to be corrected at the discretion of the VA. Identifying these issues will not alleviate the contractor for their failure to identify these issues on their diagnostic report. The contractor shall still be responsible for any repairs not identified in the diagnostic report once the VA approves the diagnostic report from the contractor.

2.2 START-UP, TESTING, AND REPORTING

A. The contractor shall provide the staff for the complete start up and testing of the chiller once all work is completed.

1.The Contractor shall remove t YORK Chiller #2 (Model: YK CF CF 07-CN F) from service by locking out and tagging out the unit and isolating it electrically, electronically, hydronically and all associated sources of energy in order to perform the work under this contract to replace YORK

VSD (Part #371-02767-102 Model: VSD 351 K-46).

2.After being restored to service, the Contractor shall verify the proper function of the chiller and repairs and all existing and remaining repairs completed at no cost to the VA not included on the initial diagnostics report.

3. The Contractor shall ensure all fluids, freon/refrigerants, and lubrication oils are at factory recommended levels from YORK Operations and Maintenance Manual (link attached: YK Style

G Centrifugal Liquid Chillers Operations and Maintenance (Form 160.75-O1)

(johnsoncontrols.com) ) and replenish if required before start-up.

4. The Contractor shall ensure all supply/return water lines and valves are inline before any start-up attempts are made.

5. The Contractor shall ensure all auxiliary equipment including all pumps, VFDs, heaters, and cooling towers are inline, sequenced, and operational before any start-up attempts are made.

B. The contractor shall then turn on and allow the equipment to warm up. Once operational temperature is reached the chiller shall be started and placed into operation. The contractor shall put at least 90% load on the unit for a minimum of one hour. The unit shall then be diagnosed for any refrigerant or oil leaks. All control parameters on the chiller control board shall be scrolled through and analyzed to ensure they are all within original design parameters in Maintenance and Operations Manual ((link attached: YK Style G

Centrifugal Liquid Chillers Operations and Maintenance (Form 160.75-O1) (johnsoncontrols.com)).

C. The specific areas of repair, type of repair, and the materials used shall be documented in a diagnostic and repair report required to be submitted to the COR prior to the end of the period of performance.

2.3 MOTOR VSD

A. The Contractor shall perform a full diagnostic of the existing Motor VSD YORK VSD (Part #371-

02767-102 Model: VSD 351 K-46) from YORK Chiller #2 (Model: YK CF CF 07-CN F) in accordance with YORK Factory Manual for YK Type Chiller to determine the work required to repair the Motor

VSD. The contractor shall ensure the Motor VSD functions as follows:

1. Work as factory designed to vary the compressor motor speed and pre-rotation vane position by controlling the frequency and voltage of the electrical power to the motor.

2. The control logic automatically adjusts motor speed and compressor pre-rotation vane position for maximum part load efficiency by analyzing information fed to it by sensors located throughout the chiller.

3. Operational information is contained in YORK Form 160.00-O1, YORK Form 160.00-N1, and

YORK Form 160.00-M1

4. The control logic automatically adjusts motor speed and compressor pre-rotation vane position for maximum part load efficiency by analyzing information fed to it by sensors located throughout the chiller.

The contractor shall provide a cost estimate of the repair in full details to include the labor categories, labor mix, material, equipment, and estimated time to perform the repair in the diagnostic and repair report. Additional time listed on the diagnostic report will not alleviate the contractor’s quoted delivery time frame for the repair. The contractor shall indicate in their report whether the cost to repair the part exceeds the price of new OEM Motor VSD removed from chiller # 2. The decision shall be determined if disposal by the VA is required.

B. If the existing Motor VSD is determined un-salvageable, unusable, and beyond economical repair, it will be returned to the VA and put in a location determined by the VA.

C. The Motor VSD will have a one-year (1 year) warranty of all repairs given by the York VSD manufacturer and after Chiller #2 turn-over to the VA.

2.4 REPORT

https://cgproducts.johnsoncontrols.com/yorkdoc/160.75-o1.pdf https://cgproducts.johnsoncontrols.com/yorkdoc/160.75-o1.pdf https://cgproducts.johnsoncontrols.com/yorkdoc/160.75-o1.pdf

A. The diagnostic and repair report shall include the following information:

1. Full write up of repairs determined by the thorough, complete, and full diagnostics report to get the chiller to turn-key operation,

a. Labor - All labor actually performed to complete the repair by labor category and labor mix. A narrative description of each step of the repair from evaluation, parts purchased, removal of equipment, insertion of equipment, connections, testing, and final inspection;

b. Material – The nomenclature, name, specifications, and cost of the material;

c. Equipment - The nomenclature, name, specifications, and cost of the material; and

d. Work Performed – Time-lined description of all work performed from receipt of the award to submission of the final report; and

e. Documentation of all testing of motor windings prior to start-up.

2. Written warranty for the Motor VSD.

3. The contractor shall provide two reports. The contractor shall provide one report for the repair and one report for the diagnostic of the current Motor VSD. Each report shall be submitted in this format.

4. Any report requirements identified elsewhere but not identified in this section are still required.

This section does not alleviate any requested requirements in other sections of this solicitation.

B. The Contractor shall provide the report by the end of the period of performance in Section B.

2.6 FINAL INSPECTION

A. Once the system is fully operational and all repairs are complete, the chiller shall be inspected by the

COR and VA Energy Control Staff to ensure the repairs were completed properly and the unit is functioning as required. The Contractor shall request final inspection from COR at least 72 hours before the end of the period of performance listed in section B.

2.7 CLEAN-UP AND DISPOSAL OF WASTE MATERIALS

A. The Contractor shall be responsible for the cleanup and disposal of waste materials and rubbish from the site and staging area. The Contractor shall restore the work area to its original condition prior to the start of any work.

B. The disposal of waste materials and rubbish shall be in accordance with applicable Federal, state, and local laws and regulations and with the requirements in these contract documents. Should a conflict exist in the requirements for cleanup and disposal of waste materials, the most stringent requirements shall apply. The Contractor shall ensure no debris, materials, or waste is left inside the tank from the repair.

1. All waste unless otherwise noted in these specifications shall be disposed of at a licensed landfill or waste disposal facility.

2. Recyclables

a. The Contractor shall dispose of recyclable and reusable products through waste disposal only as a last option.

b. Scrap metal shall be donated or sold to scrap dealers or recycle centers whenever possible.

C. The Contractor shall maintain work and storage areas free from accumulations of waste materials and rubbish and before completing the work, shall remove all temporary facilities, including, buildings, unused materials, concrete forms, and other like materials, which are not a part of the permanent work.

2.8 WARRANTY

A. The Contractor shall warrant all work performed under this PWS conforms to the contract requirements and is free of any defect in equipment, material, or workmanship performed by the

Contractor or any subcontractor or supplier at any tier for a period of at least one year (1 year) for labor and fabrication on all repairs made.

B. Starting date of warranty shall be the date from Government acceptance and continue one year (1 year) after.

C. The warranty shall cover warranted item if they fail to meet contract requirements. These items shall be repaired or replaced to bring the item into compliance with the contract requirements. Any item damaged due to failure or malfunction of item warranted under this contract shall be repaired or replaced at no cost to the Government.

D. The Contractor shall supply the CO with a telephone number, mailing address, email address, and contact name for the point of contact for any required warranty work.

2.9 TECHNICAL REQUIREMENTS

1. CONTRACTOR’S TECHNICAL REQUIREMENTS

A. Contractor’s Technical Experience: The Contractor shall demonstrate five years of experience performing work of repairing and replacing complete electrical assemblies on YORK YK Series Chillers.

The Contractor must have completed three similar requirements as the prime Contractor within the past five years. The Contractor must provide the name of the project, location, dollar value, description of the work performed, date, whether they were the prime or subcontractor, and a point of contact they performed the work for. The Contractor must include the point of contact’s name, title, phone number, and email address.

B. Contractor’s Technical Qualifications: The Contractor shall be certified in Air Conditioning and

Refrigeration Contractor Licenses with the Texas Department of Licensing and Regulation (TDLR).

The Contractor shall provide a copy of these certifications with their quote by the solicitation due date in the form of a license or certificate

C. The Contractor shall meet the standards listed below:

1. American Society of Mechanical Engineers (ASME)

2. National Fire Protection Association (NFPA)

3. Occupational Safety and Health Administration (OSHA)

4. Occupational Safety and Health Standards (29 CFR 1910)

5. https://www.osha.gov/law-regs.html

6. National Electrical Code (NEC)

2. CONTRACTOR’S PERSONNEL TECHNICAL REQUIREMENTS

A. Personnel Technical Experience: The Contractor shall provide Air Conditioning and Refrigeration

Technician(s). The Air Conditioning and Refrigeration Technician shall demonstrate 5 years of technical experience performing maintenance and repairs on YORK YK Series Chillers. The contractor shall provide the personnel’s resume demonstrating this experience by the solicitation due date with their quote.

B. Personnel Technical Qualifications: The Contractor’s Air Conditioning and Refrigeration

Technician(s) shall have an Air Conditioning and Refrigeration Certification from Texas Department of

Labor and Regulation (TDLR). The Contractor’s Air Conditioning and Refrigeration Technician(s) shall be certified to work on YORK YK Series Chillers. The Contractor shall provide a copy of these certifications with their quote by the solicitation due date in the form of a license or certificate.

SECTION 3 GOVERNMENT FURNISHED UTILITIES

A. The Government will furnish water and electricity.

https://www.osha.gov/law-regs.html

B. Except for water and electricity, the Government will not be furnishing any other utilities for this project including, but not limited to telephone, sewer, and natural gas.

SECTION 4 QUALITY REQUIREMENTS

A. MATERIALS

1. The Contractor shall use only materials that meet the contract requirements. Motor VSD and harness shall be original OEM approved parts.

2. The Contractor shall use new materials for the work.

3. All materials installed shall be free of defects. All materials shall be new.

4. The Contractor shall secure the Government’s compliance confirmation of the proposed source of materials to be used before their delivery.

Parts: The Contractor shall furnish all replacement parts needed to repair and perform diagnostics. The contractor shall utilize only OEM parts to meet contract requirements.

1. Gray Market Prevention

(a) Gray market items are Original Equipment Manufacturers’ (OEM) goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory. This procurement is for new OEM equipment and/or services contracts for repair of equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, authorized reseller for the proposed equipment/system and/or services contracts for repair and diagnostics (i.e. replacement parts), verified by an authorization letter or other documents from the OEM or by an intermediary distributor authorized by the OEM such that the OEM’s warranty and service are provided and maintained by the

OEM. All software licensing, warranty and service associated with the equipment/system and/or services contracts for repair and diagnostics shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

B. QUALITY CONTROL/QUALITY ASSURANCE OF MATERIALS

1. Materials not meeting Contract requirements shall be rejected. Upon rejection, the Contractor shall immediately remove and replace rejected materials.

2.The Contractor shall not use material that after compliance confirmed, becomes unfit for use. The

Contractor shall replace material that becomes damaged during installation or testing at no cost to the

Government.

3.Government inspections are for the sole benefit of the Government and shall not:

a. Relieve the Contractor of responsibility for providing adequate quality control measures.

b. Relieve the Contractor of responsibility for damage to or loss of the material.

c. Constitute or imply acceptance.

4. The presence or absence of a Government inspector shall not relieve the Contractor from any contract requirements.

C. HAZARDOUS MATERIALS

The Contractor shall use materials that are free of hazardous materials. The Contractor shall notify the

Government immediately when a visual observation or odor indicates that materials in required material sources or on sites owned or controlled by the Government may contain hazardous materials.

SECTION 5 DELIVERABLES

A. DELIVERABLES INCLUDE, BUT, ARE NOT LIMITED TO:

1. Diagnostic Report

2. Repair Report

3. Safety documents

4. Warranty

5. Technician Certifications

6. Contractor Certifications

SECTION 6 DOCUMENT REQUIREMENTS

PROJECT RELATED CORRESPONDENCE

A. All project related correspondence shall include the contract number in the subject line.

SECTION 7 PROJECT COORDINATION & ADMINISTRATION

7.1 SECURITY

The Contractor shall secure the work site, equipment, and materials from vandalism and theft.

Contractor’s employees shall be subject to inspection of their personal effects when entering or leaving the MEDVAMC site at the discretion of the Government.

7.2 SAFETY

A. The Contractor shall provide a copy of their company's safety program to the COR two days after contract award. Upon review of the safety program documentation, additional safety documentation may be requested. The Contractor shall provide required staff with the OSHA 30 Hour Safety Training and

OSHA 10 Hour Safety Training.

B. The Contractor is solely responsible for worksite safety while performing work on Government property. The Contractor shall implement a safety program that is in accordance with all VA safety policies, protects the lives and health of personnel in the project area, prevents damage to property, and avoids work interruptions.

C. The Contractor shall be cognizant of and ensure compliance with the requirements of this contract.

Such responsibility shall apply to both the Contractor’s operations and those of the Contractor’s subcontractors.

D. The Contractor shall provide appropriate warning signage, safety barricades, and any other required safety measures and PPE as required.

E. The Contractor shall comply with all provisions of all applicable regulations of the Occupational

Safety and Health Administration (OSHA), 29 CFR 1910, Occupational Safety and Health Standards.

1. The OSHA 29 CFR 1910 can be accessed at http://www.osha.gov.

F. The Contractor’s personnel shall be required to use appropriate personal protective equipment (PPE).

G. The Contractor shall perform daily housekeeping. The work area shall be clear of any coatings and debris shall be removed from the structures. The Government will not provide trash dumpsters.

Due to COVID, Contractors shall provide their own Personal Protective Equipment (PPE) to ensure their safety. MEDVAMC and all clinics are requiring all patients, visitors and Government personnel to wear a face mask. Face coverings are mandatory at the expense of the Contractor. The Government is screening all who enter this facility, to include a temperature check.

The Contractor’s PPE cannot prevent the performance of any services and shall be adjusted on the spot at the request of the COR if they prevent proper performance.

Influenza vaccine is not mandatory for Contractor personnel. Safety precautions shall include, but are not limited to the following requirements:

• Occupational Safety and Health Act (OSHA)

• Accident Prevention Manual for Industrial Operations, latest edition, National Safety Council

• Applicable State and Local Safety Operation Procedures

• VA Safety Practices and Policies, VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

SECTION 8 KICKOFF MEETING

8.1 KICKOFF MEETING

A. After award of the Contract, the COR will coordinate with the Contractor to schedule a Kickoff

Meeting including but not limited to VA Stakeholders and staff. The meeting shall take place two days after contract award, VA requested documents received, and prior to the beginning of any Contract work.

B. The purpose of the meeting is to introduce project personnel and to review responsibilities and procedures.

1. Diagnostics due date

2. Diagnostics report due date

3. Materials and parts procurement lead time

4. Repair due date

SECTION 9 REGULATORY REQUIREMENTS

9.1 CONTRACTOR’S RESPONSIBILITY

A. It is the Contractor’s responsibility to perform work in compliance with all applicable requirements of federal, state, and local laws, codes, rules, regulations, ordinances, and standards.

B. It shall be the responsibility of the Contractor to acquire copies of all applicable codes, regulations, and standards for ready reference.

C. In instances where requirements are in conflict, the stricter standard shall apply.

D. Any and all inspections, observations, or tests required for code compliance shall be the responsibility of the Contractor.

9.2 PERMITS

A. NO PERMITS REQUIRED TO WORK ON VSD FOR CHILLER. NO EQUIPMENT SHALL BE

WORKED ON WHILE ENERGIZED. The Contractor shall ensure to adhere to the VA Lockout/Tagout program.

B. The Contractor shall give and maintain any and all notices required by applicable regulations, laws, or permitting authorities pertaining to work on of this project.

SECTION 10 INVOICES

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

• VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungstennetwork.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the

Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The

X12 EDI Web site (http://www.x12.org).

SECTION 11 PERFORMANCE STANDARDS

11.1 Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

11.2 The Performance Parameter Chart below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Required Services Performance

Standard (PS)

Performance Threshold Surveillance

Method

Method of Assessment

Contractor adheres to approved work schedule

Section 1.4 98% Observation Ensure all work is completed within the time period defined above

Contractor replaces

Motor VSD and wiring assembly

Section 2.1, 2.2, and 2.3

98% complete Periodic

Inspections, Final

Inspection

The Contractor shall cooperate in developing plans of corrective action according to outlined criteria in the

Performance Work

Statement.

Motor VSD is installed by a qualified contractor

Section 2.9 98% completion and operational

Observation, Final

Inspection

Contractor shall provide VA with copies of all

State/Federal licensures, certifications, and

Required Services Performance

Standard (PS)

Performance Threshold Surveillance

Method

Method of Assessment investigations reports when requested.

Start Up of system once repair is completed

Section 2.6 98% operable Observation, Final

Inspection

Contractor shall perform a thorough, complete, and full diagnostics report to get the chiller to turn-key operation.

Provide a Report of all work completed and any noted deficiencies

Section 2.4

98% accurate and provided on time

Review of the Report and

Observation, Final

Inspection

All Contractor documents and reports

a) will be readily accessible to VA, and

b) Within acceptable standards and practice.

END OF THE PERFORMANCE WORK STATEMENT

EXHIBIT 1 - VSD Graphics

EXHIBIT 2

EXHIBIT 3

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR

52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required…