36C25725Q0780 Sources Sought Notice.pdf

SUBJECT* Chiller Plant Maintenance Amarillo VAMC 5 year base, with 5 separately priced ordering periods

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 76504

SOLICITATION NUMBER* 36C25725Q0780

RESPONSE DATE/TIME/ZONE 08-08-2025 0900 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J041

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contracting Officer Mr. Shawn R. Reinhart shawn.reinhart@va.gov 254-421-6661

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Thomas E. Creek VA Health Care System

6010 Amarillo Blvd West Amarillo, Texas

POSTAL CODE 79106

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL

ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

1. This sources sought is being conducted by Network Contracting Office (NCO) 17 VHA Regional Procurement Office-West (RPO-W), 1901 Veterans Memorial Dr. Building #171, Temple, TX 76504 on behalf of the Amarillo VA located in Amarillo, Texas.

2. The Contractor shall provide chiller maintenance service per the DRAFT STATEMENT OF WORK included with this Sources Sought below and all controls used to operate these chillers.

Contractor qualifications:

• Contractor shall possess a refrigerant/HVAC license

• Contractor shall have expert knowledge of Marley, York and Trane chillers

• Contractor shall respond to all trouble calls within 4 hours and have access to parts needed for Marley, York and Trane chillers

• Contractor shall have all required certifications (OEM Certified) necessary for this work.

3. If this is an item/service your business can provide, please respond to this Sources Sought Notice by 9:00 AM Central Time on Friday, August 8, 2025.

4. The intent of this notice is to establish sources to define the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation that VA intends to post soon. Interested Contractors are requested to respond in accordance with the following:

a. If you have an existing GSA or VA, Federal Supply Schedule contract, include the contract details in your response.

b. Please note that VA is particularly interested in determining the availability of Service- Disabled Veteran Owned Small Businesses that can provide this service. DO NOT PROVIDE

A CAPABILITY STATEMENT.

5. Responses shall be submitted via email and the body of the email shall include only the following information:

a) Business Name

b) Business Address

c) Point of Contact

- Name

- Phone Number

- E-mail Address

d) SAM UID Number

e) Currently registered in SAM (Yes or No). If Yes, provide expiration date.

f) NAICS code

g) Type of Business IAW FAR 19: Service-Disabled Veteran Owned (SDVOSB) [DO NOT

PROVIDE STATE ECONOMIC SIZE CERTIFICATIONS AS THEY DO NOT

APPLY TO FEDERAL ACQUISITIONS]

All businesses eligible to provide this item/service are encouraged to reply as this information may be used to determine potential set-asides for the above-noted requirement.

DO NOT PROVIDE ANY INFORMATION OUTSIDE OF WHAT IS CONTAINED IN

PARAGRAPH 5 THIS SOURCES SOUGHT NOTICE.

6. Send responses to the Contracting Officer: Mr. Shawn R. Reinhart at shawn.reinhart@va.gov.

Responses shall be labeled RFQ Sources Sought 36C25725Q0780 (Your company Name).

ONLY send the information requested in 4c and all of paragraph 5. DO NOT PROVIDE A

CAPABILITY STATEMENT.

The email subject line shall state: 36C25725Q0780, Sources Sought Notice.

DISCLAIMER: This notice is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this notice.

STATEMENT OF WORK

CHILLER MAINTENANCE AND SERVICE

1. SCOPE OF WORK. The Contractor shall provide comprehensive preventive maintenance, repair service and any required support for the following equipment and systems located at the Thomas E. Creek VA Health Care System, 6010 Amarillo Blvd West. Amarillo, Texas 79106.

2. CONTRACTOR REQUIREMENTS. The Contractor shall provide 24/7 coverage (all parts, internal and external, labor, oil and filters) of the chillers listed below and all controls used to operate these chillers. The Contractor shall be prepared to respond within 4 hours after being contacted by the VA notifying them of an inoperable chiller. The Contractor shall provide only repair parts that are 100% compatible and interface with all existing controls and parts that were originally installed on these chillers from the factory. The Contractor shall perform preventive maintenance inspection and any necessary support on equipment/systems in accordance with the manufacturers specifications. The Contractor shall submit a written preventive maintenance (PM) procedures to the Facilities Engineering section within the first 30 days of the contract award. PMs shall be accomplished in accordance with the approved written procedures as approved by the COR. The Contractor shall accomplish annual preventive maintenance on all chillers. The Contractor shall conduct three (3) operational visits, one (1) comprehensive visit, and one (1) chiller tube brushing (condenser and evaporator if needed) and oil analysis on all chillers. The Contractor shall provide two (2) Johnson/York training courses per year upon request of the VA. The VA will be responsible for all travel and accommodation for VA employees. The Contractor shall not use any VA parts, equipment, tools or ladders. The VA will not require the Contractor to cover any refrigerant loss unless the loss is caused by the negligence of the Contractor.

2.1 The Contractor shall perform preventive maintenance inspection and any necessary support on equipment/systems according to the manufacturer’s specifications. The Contractor shall provide written preventive maintenance (PM) procedures to the Facilities Engineering section within the first 30 days of the contract period. PMs shall be accomplished in accordance with the approved written procedures as directed.

mailto:shawn.reinhart@va.gov

The contractor shall perform a one-time cleaning/descaling of cooling towers (3ea) within the first pricing period.

Contractor shall perform semi-annual cooling tower sump cleaning to include pumping/removal of settled dirt/debris at bottom of sump.

2.2 Equipment.

Building Description Model Number Chiller

Size 26 Yard Marly NC Cooling Tower S/N 10062746-A1-NC8403GM-12 26 Yard Marly NC Cooling Tower S/N 10062746-B1-NC8403GM-12 26 Yard Marly NC Cooling Tower S/N 10062746-C1-NC8403GM-12

26 York Chiller with VSD drive YTH3B1C3-CKJ 350 Ton 26 York Chiller with VSD drive YTH3B1C3-CKJ 350 Ton 26 York Chiller with VSD drive YKADACP2-CKF 400 Ton 28 Trane CGAM120F2C02AXD2A1A1B1AX1A2AXXXXXB1A3D1BXXXLXX 120 Ton

Ice Plant Trane RTAC4004UV0HL1TY1CDBND5UA10CG0EXN 200 Ton Ice Plant Trane RTAC4004UV0HL1TY1CDBND5UA10CG0EXN 200 Ton

2.3 Preventive maintenance. Preventive maintenance and/or support shall be scheduled with the Contracting Officer’s Representative (COR). The Contractors service representative shall, before doing any work, report to Facilities Engineering to log in and obtain a Contractor identification badge, sign a log maintained by Facilities Engineering (if required) and after the work is done, sign out. This log shall state the nature of the visit and the time and place of the visit.

2.4 Service reports. Service reports shall be provided for all service activities including preventive maintenance, emergency repair, equipment support and safety inspections, and shall contain the following information:

• Date(s) and time period of service.

• Complete description of equipment serviced including model number and serial number.

• Complete description of equipment services performed including upgrades, updates and software changes made.

• Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

• A statement of the complaint that initiated the service call.

• Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

2.5 OEM Certified. All service technicians shall be certified by the respective OEMs for the respective chillers.

3. REPLACEMENT PARTS. Only new standard original equipment manufacturer (OEM) parts shall be used in making repairs, except as provided herein. All new parts furnished shall be current manufacture and shall have full compatibility with the equipment for which it is intended.

4. INSPECTIONS. The Contractor shall conduct inspections in the following manner:

• A record showing when each preventative or emergency maintenance visit was made.

• Calibration verification for each testing instrument used during the preventative maintenance check for each equipment.

• The Contractor shall maintain a performance assurance log showing when the scheduled preventative maintenance checks were performed on each equipment item in the system.

• The logs and records shall be of sufficient quality to satisfy the maintenance program requirements of the Joint Commission on Accreditation of Health Care Organizations.

• This documentation shall be presented to the Chiller Operator or COR before departing the station.

5. PERIOD OF PERFORMANCE. The period of performance will be 5 years, 1 October 2025 through 30 September 2030, with 5 separately priced ordering periods.

Order Period 1: 1 October 2025 – 30 September 2026 Order Period 2: 1 October 2026 – 30 September 2027 Order Period 3: 1 October 2027 – 30 September 2028 Order Period 4: 1 October 2028 – 30 September 2029 Order Period 5: 1 October 2029 – 30 September 2030

6. PLACE OF PERFORMANCE.

Department of Veterans Affairs

Thomas E. Creek VA Health Care System 6010 Amarillo Blvd West.

Amarillo, Texas 79106

7. HOURS OF OPERATION. Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Facilities Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternative. The hospital operator at extension "0" can contact the USRO operator via Phone X7448.

The Government observes the listed days as holidays. If the holiday falls on a Saturday, the Friday before is the holiday. If the holiday falls on a Sunday, the Monday after is the holiday:

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

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

The observance of such days by Contractor personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

8. LOCATION OF SERVICE. Whenever possible, all repairs shall be made on site at the VA Medical Center. When removal of equipment to the Contractor’s shop is necessary the service representative shall make arrangements through the COR before removing any equipment from the premises. Similar equipment shall be furnished by the Contractor without expense to the government when equipment is removed from the premises.

9. RESPONSE TO SERVICE REQUESTS. The Contractor shall respond to requests for emergency service and/or support in the following manner:

• A certified service representative, adequately equipped with tools, test instruments and repair parts shall arrive at the Thomas E. Creek VA Medical Center within the designated response time.

• The certified service representative shall be prepared to begin work immediately to resolve the complaint as expressed by the COR, POC or designee when service was requested. Any work needed to resolve the complaint shall continue without interruption until the problem is resolved.

• The certified service representative shall come equipped with all the service/technical manuals needed to perform the work.

9.1 The certified service representative may contact VA staff by phone before arrival at the designated site. Such contacts, however, shall not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Facilities Engineering.

9.2 The designated response time for this contract is 4 hours from the time of the request for service or as designated within the manufacture’s terms. If repeated requests are made before the arrival of Contractor’s certified service representative, the first request will determine the required time of arrival.

9.3 All requests for repair service shall be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. Such statements shall be documented in the service report.

10. GOVERNMENT REPAIRS. Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The Government is not obligated to perform any work on contract equipment.

11. SITE VISIT. Potential contractors may, at their own expense, inspect equipment covered by this. Arrangements shall be made in advance with Facilities Engineering.

12 EMERGENCY SERVICES. Facilities Engineering will be provided the capability to make emergency calls to the contractor on as needed basis to provide services outside of the normal duty hours.

13. WARRANTY. The contractor shall provide a warranty for all workmanship and all parts furnished by the Contractor and repaired at no cost to the Government unless it is determined that repairs needed were the fault of the Government.

14. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS.

14.1 The Contractor’s field service employees shall wear visible identification issued by the VA Medical Center Police. Contractor and contractor employees shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The VA Medical Center will not validate or make reimbursements for parking violations to the Contractor under any conditions.

14.2 Smoking is prohibited inside any buildings at the VA Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

(End of Statement of Work)

(END OF PRESOLICITATION NOICE)