Q and A Document version 2 - Kerrville VA Medical Center Chiller Maintenance .docx

Q & A Document – 36C25726Q0469 Kerrville VA Medical Center

1. Regarding the condenser water pump seals, the scope states to “check seals and adjust if necessary.”

There are no adjustments that can be made to the seals; they can only be replaced if needed. If replacement is required, would that be submitted as a separate proposal?

a. ANSWER: YES

2. (5.2.1.3) Regarding the oil sump and oil analysis, if the analysis results come back indicating the oil is bad, would we provide a separate proposal for the chiller oil replacement?

a. ANSWER: Called out in SOW 5.2.1.3, change oil if analysis is showing bad.

3. Since this is a low-pressure chiller system, do they want us to pressurize the chiller in order to perform the leak check?

a. ANSWER: YES

4. Do they require the cooling tower gearbox oil to be replaced annually?

a. ANSWER: If the oil is bad, YES.

5. Although it is not industry standard to remove both bell housing for PM and not specified in SOW, but at site visit it was mentioned that VA is requesting that (bell housing) both side of chiller be open? Will that be quoted as part of PM or separately?

a. ANSWER: In SOW 5.2. states that all work will be performed per manufacturers specifications, which includes the removal of both Bell Housings per Trane. The SOW will include that verbiage for removal of both Bell Housings under SOW 5.2.1.4

6. (5.3) Could list updated Maintenance report post 2019 to present? Do you know last eddy current testing? Are any of the tubes been plugged and if so how manty on each chiller?

a. ANSWER: Last Eddy Current was done in 2025.

b. ANSWER: Contractor will be provided with this information if contractor is awarded the contract.

7. If drift eliminators need to be replaced is that a separate line item or part of PM?

a. ANSWER: Separate

8. Per OEM. a 10-year major overhaul of the Trane CVHE CenTraVac chiller is needed. It involves a total compressor teardown, inspection of the rotor and stator, seal replacement, and condenser/evaporator tube service.

a. ANSWER: NO, this will not be done.

9. The chilled water pumps are not mentioned. Are they supposed to be included and if so what is the scope for this equipment? YES, they are part of the PM’s.

10. Section 5.2.1.8 E States--Check Gear Box operation and oil levels. Note deficiencies and cost to correct. Section 5.3.1.4 A States--- Change oil and check level. Is gear box oil change to be included or just checked?

a. ANSWER: SOW 5.2.1.8 does not exist but under SOW 5.3.1.4 states that Gear Box Oil will be changed and level checked annually.

11. Has this been done and if so, what is the date of service? If not done is this going to be done? And on separate line item?

a. ANSWER: YES, 2 YEARS AGO AND WILL NOT BE DONE ON A SEPARATE LINE ITEM.

12. Table 1 / Section 5.1 – Equipment Model and Serial Numbers Table 1 identifies Chiller #1 and Chiller #2 as Trane Model CVHF570, 500-ton units, and Cooling Tower #1 and Cooling Tower #2 as Evapco Model USS-112-614. Can the Government please provide the full model numbers, serial numbers, and equipment nameplate information for both chillers and both cooling towers? This information is required to accurately price manufacturer-specific parts, including gaskets, anodes, filters, oil, louvers, and related components.

a. Chiller #1 Model CVHF058A2K0ACN2767U9E8QBC00000080000040003B000A Serial # L04K04740

b. Chiller #2 Model CVHF058GA2K0ACN2767U9E8QBC00000080000040L0W0003B100A Serial #L05L05073

c. Water Towers EVAPCO Tower #1 Model #USS-112-614 Serial #9-373381

d. Tower #2 Model #USS-114-614 Serial #9-373382

13. Section 5.2.1.4 / Table 2 – Eddy Current Testing Does the Government require eddy current testing on the condenser tubes, evaporator tubes, or both as part of this contract?

a. ANSWER: YES for Condenser Tubes every other year.

b. YES for Evaporator Tubes only if a refrigerant draw down is done but only as required.

If yes, please provide the required testing frequency and confirm whether eddy current testing is required annually or only as directed by the Government. Please also provide the last known date eddy current testing was performed on each chiller. Table 2 only references Chiller #2 eddy current testing on April 5, 2019.

c. ANSWER: YES, 2 Times during a 5-year service contract. Testing will be alternated for the chiller each year. Exp: Base Year – Testing Chiller #1 / Option Year 1 – Testing Chiller #2 and so forth.

14. Equipment Isolation and Shutdown Requirements Can both chillers and both cooling towers be isolated and shut down at the same time to complete the annual inspection and maintenance work? ANSWER: No

15. Cooling Tower Loop Configuration Is the condenser water / cooling tower loop a common circuit that allows one cooling tower to be isolated at a time while still operating one of the two chillers?

a. ANSWER: NO, Each Chiller has its own Cooling Tower.

16. Electrical Lockout/Tagout Will the Government provide electrical lockout/tagout for both chillers, cooling towers, condenser water pumps, and related equipment upon the contractor’s arrival, or is the contractor expected to perform lockout/tagout under its own procedures? ANSWER: NO, this is contractor provided.

17. Section 5.2.1.3 – Oil Sump, Item b Section 5.2.1.3.b states “Change Oil if analysis is showing bad.” Can the Government please clarify the specific criteria that will require an oil change? Typically, abnormal oil analysis may indicate a larger refrigerant circuit issue, and replacing oil alone may not correct the root cause. Please confirm whether the contractor is expected to replace the oil solely based on the analysis result or first identify and report the underlying cause for Government direction. ANSWER: Yes, the oil will be replaced is found bad. If there is bigger issue than that repair will fall under Repairs and Unforeseen.

18. Section 5.2.1.6 – Leak Test Chiller Section 5.2.1.6 is titled “Leak Test Chiller,” but the listed tasks reference refrigerant and oil analysis for acid content and sampling refrigerant and oil for analysis. Can the Government please clarify the required scope of work for leak testing? ANSWER: If this is to be done this will fall under the normal PM intervals and Contractor will determine the means and methods of testing.

19. Specifically, is the contractor required to provide equipment such as a hot water machine, raise chiller pressure to approximately 5 PSIG, and perform an electronic leak test? Table 2 appears to list chiller leak detection and leak repair as historical repair items rather than scheduled annual maintenance. Please confirm whether leak testing is included in the annual fixed-price scope or considered unscheduled repair work. ANSWERS: Yes Contractor will be required to provide necessary equipment to achieve the job. LEAK TESTING: If this is to be done this will fall under normal annual maintenance.

20. Section 5.2.1.8 – Condenser Water Pumps and Motors Section 5.2.1.8 requires checking two condensing water pumps, wire connections, amp draw, seals, and adjustments if necessary. Can the Government please provide the manufacturer, model numbers, serial numbers, horsepower, voltage, and motor data for the condenser water pumps and motors?

a. Model #WPEVHS30-18-286TP-16.5 / Serial #2310017

b. Model # WPEVHS30-18-286TP-12 / Serial #2309128

21. Section 5.3.1.5 – Condenser Water Pump Scope Section 5.3.1.5 includes checking wire connections, amp draw, merggering windings, and checking shaft seals. Is the awarded contractor responsible only for inspection and reporting deficiencies, or is the contractor expected to replace shaft seals as part of the fixed annual maintenance price if necessary? Contractor is responsible for inspection of above listed items but any replacement of seals, shafts etc. will be part of the fixed annual maintenance price.

22. Chilled Water Pump Preventive Maintenance Is the awarded contractor responsible for preventive maintenance on any chilled water pumps? YES If yes, please provide the pump and motor manufacturer, model numbers, serial numbers, horsepower, voltage, and the required scope of work.

i. Emerson Pump Model #AR47 / Serial #H10-AR47-M

ii. Marathon Electric Model #CVH364TTDC4036AA S / Serial # Can not be confirmed

23. Pump VFD Maintenance Is the awarded contractor responsible for maintenance or inspection of any pump variable frequency drives? Table 2 references a prior repair/replacement of a pump VFD controller. Please clarify whether VFD inspection, testing, parameter verification, or maintenance is included in the annual scope. Pump VFD Maintenance and Inspection is included.

24. Section 5.3.1.3 – Drive Shaft Alignment Section 5.3.1.3 requires checking drive shaft connections, alignment, and vibration. Can the Government please clarify whether the contractor is expected to perform a visual inspection only, dial indicator alignment, or laser alignment? If laser alignment is required, please confirm the required frequency and acceptance criteria. This is part of the PM’s and contractor will check pump alignment and vibration according to industry standards.

25. Section 5.3.1.4 – Gearbox Oil Replacement Section 5.3.1.4.a states “Change oil and check level.” Is the contractor expected to change the cooling tower gearbox oil annually, or only at manufacturer-recommended intervals? Please provide the cooling tower serial numbers and gearbox information so the manufacturer’s recommended oil type and interval can be confirmed.

a. SOW 5.3.1.4 states that Gear Box Oil will be changed and level checked per manufactures recommendation.

b. Chiller #1 Model USS-112-614 / Serial #9-37-3382

c. Chiller #2 Model Uss-112-614 / Serial #9-37-3382

26. Section 5.3.1.1 – Air Intake Louvers Section 5.3.1.1 states “Clean and/or Replace Air intake Louvers.” Is replacement of air intake louvers included in the fixed annual maintenance price, or should damaged louvers be identified as deficiencies and quoted separately as repairs? This will be quoted separately and fall under the Unforeseen Repair and Maintenance.

27. Section 5.3.1.7 – Drift Eliminators Section 5.3.1.7.c states “Check and replace drift eliminators as necessary.” Is replacement of drift eliminators included in the fixed annual maintenance price, or should replacement be treated as a separately quoted repair if deficiencies are found? This will be quoted separately and fall under the Unforeseen Repair and Maintenance.

28. Unscheduled Maintenance Allowance Would the Government consider adding an allowance or separate CLIN for unscheduled maintenance and repairs? This would help address items identified during inspections that are outside normal maintenance, including leak repairs, VFD repairs, seal replacements, and major component replacement. A CLIN Line Item for Unforeseen Repairs is part of the Maintenance Contract.

29. Chiller Automation / BMS Controls Can the Government please confirm the chiller automation or Building Management System controlling the chillers, cooling towers, condenser water pumps, chilled water pumps, and bypass valves? Tridum System

30. BMS Maintenance Responsibility Is the awarded contractor responsible for any Building Management System, controls, automation, communication, graphics, programming, or integration maintenance? NO

31. Water Treatment Responsibility Section 5.2 states that the contractor shall coordinate with VA staff to contact the chemical contractor while the chillers are open. Can the Government please confirm that the awarded contractor is not responsible for water treatment, chemical treatment, chemical testing, or chemical contractor services under this contract? NO, Contractor is not responsible for this. This is completed by Coastline.

32. Isolation Valves Can the Government confirm that all condenser water and chilled water isolation valves required to isolate the chillers, cooling towers, pumps, and related equipment are operational and working correctly? YES, all of them are working.

33. Government Responsibility for Isolation Upon the contractor’s arrival, will the Government be responsible for isolating the chillers, cooling towers, pumps, and related water systems, or is the contractor responsible for performing all isolation? Contractor will be responsible for performing isolation on the chillers.

34. Section 5.2.1.4 – Condenser Anodes Section 5.2.1.4.b requires replacing anodes/donut and anode. Can the Government please provide the required anode type, size, quantity per chiller, and manufacturer part numbers, or provide the chiller serial numbers so the correct parts can be identified? Contractor will have to request this information if contractor is awarded the contract.

35. Section 5.2.1.3 – Oil Filter Replacement Section 5.2.1.3.f requires changing the oil filter. Can the Government please provide the chiller serial numbers or required filter part numbers so the correct Trane oil filters can be priced? Contractor will have to require this information if contractor is awarded the contract.

36. Section 5.2.1.7 – Purge Unit Filter-Drier Assembly Section 5.2.1.7.e requires changing the return line filter-drier assembly. Can the Government please provide the purge unit model number, serial number, and required filter-drier part number? Contractor will have to require this information if contractor is awarded the contract.

37. Section 5.4 – Work Hours and Shutdown Coordination Section 5.4 lists normal hours as Monday through Friday, 7:00 AM to 4:00 PM CT. Can all required shutdowns, inspections, cleaning, and maintenance activities be performed during normal working hours, or will any after-hours or weekend work be required? After hours work will only be conducted on a as needed basis and prior approval will need to be arranged with the COR.