36C25926Q0100.docx

SUBJECT*

Preventative Maintenance of Metasys & Chillers

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Thomas Parsons thomas.parsons2@va.gov

PLACE OF PERFORMANCE

Salt Lake City VA Health Care System

George E. Wahlen VA Medical Center

500 Foothill Drive

Salt Lake City UT

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

SOURCES SOUGHT SYNOPSIS ONLY

1. The Department of Veterans Affairs, Network Contracting Office 19, is seeking potential sources for an agreement to provide Preventive Maintenance of Metasys & Chillers, for the Salt Lake City VAMC, Salt Lake City, UT. See the attached Statement of Work (SOW) for more details.

2. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small, small disadvantage, service-disabled veteran owned small business, veteran owned small business or large business) relative to NAICS 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance ($12.5 Million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After reviewing the responses to this Sources Sought synopsis, a solicitation announcement may be published on Contract Opportunities or GSA. Responses to this Sources Sought synopsis are not considered adequate responses to the solicitation announcement.

3. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) located at https://sam.gov. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond must be registered with the U.S Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov.

4. This is a Sources Sought announcement ONLY and is NOT a request for proposals or quotes.

5. This notice is neither a request for competitive proposal nor solicitation of offerors. This notice is to assist the VA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this Sources Sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to thomas.parsons2@va.gov on or before November 26, 2025, by 12:00 pm CST.

6. In response to this announcement, please provide the following information:

Business Size Information (select all that apply):

Company Name:

GSA/FSS contract number: (If Applicable)

SAM Unique Entity ID Number:

Is the product manufactured in the USA?

Address:

If not, please list country of origin.

Contact Name:

Is the product Buy America Act Compliant?

Phone Number:

Is the product TAA compliant?

Email:

DESCRIPTION/SPECS/WORK STATEMENT

Preventive Maintenance and Planned Service of Campus Wide Johnson Controls METASYS Systems and York Chillers

1. GENERAL REQUIREMENTS

The Department of Veterans Affairs, VA Salt Lake City Health Care System, has a requirement for Preventive Maintenance and Planned Service of Campus Wide Johnson Controls METASYS Systems and York Chillers.

1.1 The contract place of performance will take place at the following address:

Salt Lake City Health Care System 500 Foothill Drive Salt Lake City, UT 84148 Building 6

Period of Performance: Base Year with Four Option Years

1.2 A. The contractor shall furnish all necessary labor, equipment, supplies, and supervision to perform Preventive Maintenance Planned Service to include the following.

· 12 Month Control Technician Support of Preventive Maintenance or service including Labor and Material not to exceed 40 hours dollar equivalent per month.

· Upgrade three (3) NAE-5510 per year to M4-SNE2200

· Redundant servers with one(1) virtual machine

· METASYS Software subscription and applicable licenses

· Two extra licenses for Controller Configuration Tool (CCT) and Packages

· One extra license for the System Configuration Tool (SCT)

B. Contractor will provide the following preventative maintenance on the York 500-ton Centrifugal Magnetic Drive Chiller and Variable Speed Drive (VSD):

Chiller #3: Model# YMC2-S1758AB (439), Serial# SEEM825640.

Quarterly Operational Check:

· Check with VA Maintenance Personnel for operational deficiencies.

· Review control panel for proper VSD and Chiller operation and recorded fault histories.

· Visually inspect coolant circuit for leaks.

· Check for proper coolant level.

· Check condition of coolant hoses.

· Check overall condition of unit.

· Check for proper condenser and chilled water flow.

· Check system pressures and temperatures.

· Check refrigerant levels.

· Check capacity control and linkage.

· Inspect for signs of refrigerant leakage.

· Check for unusual noise and vibration.

· Record and log all operating parameters.

Annual Comprehensive Service:

· Meg compressor motor.

· Check and tighten all electrical connections.

· Inspect fuses for continuity.

· Check VSD for heat damage.

· Replace VSD coolant and ensure proper level.

· Perform VSD coolant change procedures.

· Clean inside the VSD cabinet.

· Clean and/or backflush heat exchanger and strainer.

· Conduct refrigerant leak check.

· Lubricate and check capacity control and linkage.

· Perform preventative procedures to flow proving devices.

· Perform Vibration Analysis and record vibration data.

· Remove and dispose any debris from any maintenance activity.

C. Contractor will provide the following preventative maintenance on (2) York 1000-ton High Pressure Centrifugal Chillers and Variable Speed Drives:

Chiller #1: Model# YKIDK4H9-EYG, Serial# SBDM454290 Chiller #2: Model# YKIDK4H9-EYG, Serial# SBDM454110 Quarterly Operational Check:

· Check with VA Maintenance Personnel for operational deficiencies.

· Review control panel for proper VSD and Chiller operation and recorded fault histories.

· Visually inspect coolant circuit for leaks.

· Check for proper coolant level.

· Check condition of coolant hoses.

· Check overall condition of unit.

· Check for proper condenser and chilled water flow.

· Check system pressures and temperatures.

· Check refrigerant levels.

· Check compressor oil level(s).

· Check capacity control and linkage.

· Check for proper oil temperature and pressure.

· Lubricate motor bearings (per manufacturer’s recommendations).

· Visually inspect for signs of refrigerant and oil leaks.

· Check for unusual noise and vibration.

· Record oil level in seal oil bottle.

· Check for proper operation of oil return system.

· Record and log all operating parameters.

Annual Comprehensive Service:

· Meg compressor motor.

· Check and tighten all electrical connections.

· Inspect fuses for continuity.

· Check VSD for heat damage.

· Replace VSD coolant and ensure proper level.

· Perform VSD coolant change procedures.

· Clean inside the VSD cabinet.

· Clean and/or backflush heat exchanger and strainer.

· Conduct refrigerant leak check.

· Change oil filters (isolation valves must be present and functional)

· Change oil educter filter dryer (isolation valves must be present and functional)

· Lubricate and check capacity control and linkage.

· Verify oil heater operation.

· Perform preventative procedures to flow proving devices.

· Perform Oil Sample and Analysis.

· Perform Vibration Analysis and record vibration data.

· Remove and dispose any debris from any maintenance activity.

D. Contractor will provide the following Preventative Maintenance on the (2) Chiller, Variable Speed Drive (VSD) Low Voltage, 540-790 HP.

Model #: Chiller, Variable Speed Drive SN: VA SLC YK VSD 1 Model #: Chiller, Variable Speed Drive SN: VA SLC YK VSD 2

· Comprehensive

· All work must be performed in accordance with Johnson Controls safety policies

· Check with appropriate customer representative for operational deficiencies

· Review control panel for proper VSD operation and recorded fault histories

· Visually inspect coolant circuit for leaks

· Check condition of coolant hoses

· Meg compressor motor

· Check and tighten electrical connections

· Inspect fuses for continuity

· Check for heat damage

· Replace coolant and ensure proper level

· Clean inside the VSD cabinet

· Clean and/or backflush heat exchanger and strainer

· Check overall condition of unit

· Run VSD Diagnostics

· Remove and dispose of any debris from any maintenance activity

· Document tasks performed during visit and report any observations to appropriate customer represe

· Operational

· All work must be performed in accordance with Johnson Controls safety policies

· All work must be performed in accordance with Johnson Controls safety policies

· Check with appropriate customer representative for operational deficiencies

· Review control panel for proper VSD operation and recorded fault histories

· Visually inspect coolant circuit for leaks

· Check for proper coolant level

· Check condition of coolant hoses

· Run VSD Diagnostics

· Check overall condition of unit

· Document tasks performed during visit and report any observations to appropriate customer representative

E. Contractor will provide Controls Software, Supervisory/Server/UI

· All work must be performed in accordance with Johnson Controls safety policies

· Check with appropriate customer representative for operational deficiencies

· Upgrade ADX software to latest Metasys release

· Upgrade NxE software to latest Metasys release

· Document tasks performed during visit and report any observations to appropriate customer representative

F. Contractor will provide Controls (Controller/End Devices) Metasys Performance Verification

· All work must be performed in accordance with Johnson Controls safety policies

· Check with appropriate customer representative for operational deficiencies

· Use compressed air to remove dust from computer case openings and verify operation of CPU and case fans

· Execute Performance Verification to identify abnormal supervisory device communications.

· Execute Performance Verification to identify abnormal diagnostic results (e.g. unbound references, object count).

· Back up all supervisory controllers and OWS/server devices

· Archive object database for Metasys system

· Ensure security database is consistent across devices and that default passwords have been changed

· Back up all server repository databases (e.g. trends, alarms, etc.)

· Document tasks performed during visit and report any observations to appropriate customer representative

· Upgrade NxE software to latest Metasys rele

G. Contractor will provide Controls, Building Automation System, Server

H. Contractor will generate and provide a detailed report to the VA for each quarterly/annual maintenance visit. These reports must be thorough, and include the results of each maintenance item completed, any observations that require action by the VA, and recommendations for improved operation and efficiency of the chillers. Contractor will also provide detailed reports for all oil and vibration analyses.

1.3 Schedule all testing and service with the COR. Contractor shall schedule with Operations and Utilities Supervisor and personnel to optimize training opportunities.

1.4 Holidays: In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

1.5 Type of Contract: VA anticipates award of a firm fixed price contract based on the contents of this solicitation. This contract is subject to the availability of VA funds.

1.6 Government Working Hrs: Regular working hours are Monday through Friday, 7:00 A.M. to 4:30 P.M. except for Federal Holidays. Contractors will be required to schedule services during weekends and during non-Government Working hours to facilitate limited disruption to electrical services.

1.6.1 Contractor is to provide timely 2 hour call out. Contractors shall provide uninterrupted services at dates and times mentioned above.

1.7 The Contractor shall be responsible to comply with requirements in accordance with the terms, conditions, provisions and specifications of this contract for the period specified in the schedule.

2. SERVICES REQUIRED

2.1 This is a Preventive Maintenance Planned Service of Campus Wide Johnson Controls METASYS Systems contract to enhance the performance of the METASYS Systems controlling the HVAC systems on the VA Campus.

(2) Hour Maximum response time

Web Access to account information and site service activity

2.6 Contract shall ensure all safety requirements are followed.

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

3. SUPERVISION

3.1 The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor and/or his Supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports or requests from the Contracting Officer and/or COR. The Contractor shall provide in writing to the Contracting Officer prior to the contract starting date the name, telephone number and address of on-site supervision at least five working days.

4. COMPETENCY REQUIREMENTS

4.1 The contractor shall comply with Joint Commission Accreditation of Health Care Organizations (JCAHO) requirements. To comply with JCAHO requirement the contractor shall provide written confirmation that employees are competent to perform the task as described in the statement of work assigned on this contract.

Certification of Competency

(SAMPLE)

This is to certify that meets all qualification requirements for the services requested, is properly trained, has all applicable credentials and is competent to perform the tasks as described in the statement of work contract.