36C25926Q0559_1.docx

SUBJECT*

Preventive Maintenance of York Chillers and Trane 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 918-577-3532

PLACE OF PERFORMANCE

Salt Lake City VA Health Care System

George E. Wahlen VA Medical Center

500 Foothill Drive

Salt Lake City UT

ADDITIONAL INFORMATION

AGENCY’S URL

URL 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 Services on York Chillers and Trane 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 June 22nd, 2026, 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:

Department of Veterans Affairs VA Salt Lake City Health Care System Statement of Work (SOW) Planned Preventive Maintenance of York Chillers and Trane Chillers

1. Scope The contractor shall furnish all labor, materials, supervision, transportation, and equipment necessary to perform Planned Preventive Maintenance (PPM) and servicing of the campus, York Chillers and Trane Chillers, at the VA Salt Lake City Health Care System.

2. General Requirements

Place of Performance

· VA Salt Lake City Health Care System, 500 Foothill Drive, Salt Lake City, UT 84148.

Service Coverage

· 12-month Control Technician support for Preventive Maintenance and service, not exceeding 40 hours labor/material per month.

· Coverage to include preventative service, repair labor, and repair materials.

Holidays and Hours

· Regular working hours: Monday – Friday, 7:00AM–4:30PM, with the exception of federal holidays

· Services may be required during weekends or after hours to minimize campus disruption.

Call-Out and Response

· Contractor shall provide a maximum 2-hour response time for service requests 24/7.

Type of Contract

· Firm fixed-price contract.

3. Services to be Performed The contractor shall perform preventive maintenance and planned service on:

One (1) York 500-Ton Centrifugal Magnetic Drive Chiller & VSD Model: YMC2-S1758AB; Serial: SEEM825640 (Chiller

Quarterly:

· Coordinate with VA staff for operational deficiencies

· Inspect control panel, record faults

· Check coolant/leak levels, hoses, system pressures/temps, refrigerant, condenser/chilled water flow

· Inspect for noise, vibration, leaks

· Log all parameters

Annually:

· Motor winding insulation testing (Megohm)

· Check and tighten electrical connections

· Inspect fuses for continuity

· Replace VSD coolant and ensure proper level

· Perform VSD coolant change procedures

· Clean inside VSD cabinet and backflush heat exchanger/strainer

· Refrigerant leak check

· Lubricate and check capacity control/linkage

· Preventative procedures for flow proving devices

· Perform vibration analysis; record data

· Remove and dispose of any debris

Two (2) York 1000-Ton High Pressure Centrifugal Chillers & VSDs Model: YKIDK4H9-EYG; Serials: SBDM454290, SBDM454110 (Chillers #1 and #2)

Quarterly:

· Coordinate with VA staff for operational deficiencies

· Inspect control panel, record faults

· Check coolant/leak levels, hoses, system pressures/temps, refrigerant, condenser/chilled water flow

· Inspect for noise, vibration, leaks Log all parameters

· Check compressor oil level(s) and oil return system

· Lubricate motor bearings (per manufacturer recommendations)

· Oil temperature/pressure, seal oil bottle level Annually:

· Motor winding insulation testing (Megohm)

· Check and tighten electrical connections

· Inspect fuses for continuity

· Replace VSD coolant and ensure proper level

· Perform VSD coolant change procedures

· Clean inside VSD cabinet and backflush heat exchanger/strainer

· Refrigerant leak check

· Lubricate and check capacity control/linkage

· Preventative procedures for flow proving devices

· Perform vibration analysis; record data

· Remove and dispose of any debris

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

· Verify oil heater operation

· Oil sample and analysis (Provide report)

Two (2) Chiller Variable Speed Drives (VSD), Low Voltage, 540–790 HP

Quarterly:

· Coordinate with VA staff for operational deficiencies

· Inspect control panel, record faults

· Check coolant/leak levels, hoses, system pressures/temps, refrigerant, condenser/chilled water flow

· Inspect for noise, vibration, leaks Log all parameters

· Check compressor oil level(s) and oil return system

· Lubricate motor bearings (per manufacturer recommendations)

· Oil temperature/pressure, seal oil bottle level

Annually:

· Motor winding insulation testing (Megohm)

· Check and tighten electrical connections

· Inspect fuses for continuity

· Replace VSD coolant and ensure proper level

· Perform VSD coolant change procedures

· Clean inside VSD cabinet and backflush heat exchanger/strainer

· Refrigerant leak check

· Lubricate and check capacity control/linkage

· Preventative procedures for flow proving devices

· Perform vibration analysis; record data

· Remove and dispose of any debris

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

· Verify oil heater operation

Comprehensive & Operational Tasks:

· Inspection, cleaning, coolant checks, electrical and control diagnostics, vibration analysis, and reporting per standard policies

Additional Equipment Tasking Chiller, Air Cooled, Screw (<150 Tons):

Vibration analysis, condenser coil cleaning, oil/refrigerant sampling and analysis, and operational checks

Quarterly:

· Coordinate with VA staff for operational deficiencies

· Inspect control panel, record faults

· Check coolant/leak levels, hoses, system pressures/temps, refrigerant, condenser/chilled water flow

· Inspect for noise, vibration, leaks Log all parameters

· Check compressor oil level(s) and oil return system

· Lubricate motor bearings (per manufacturer recommendations)

· Oil temperature/pressure, seal oil bottle level

Annually:

· Motor winding insulation testing (Megohm)

· Check and tighten electrical connections

· Inspect fuses for continuity

· Replace VSD coolant and ensure proper level

· Perform VSD coolant change procedures

· Clean inside VSD cabinet and backflush heat exchanger/strainer

· Refrigerant leak check

· Lubricate and check capacity control/linkage

· Preventative procedures for flow proving devices

· Perform vibration analysis; record data

· Remove and dispose of any debris

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

· Verify oil heater operation

· Chiller, Water Cooled, High Pressure Centrifugal (800–1099 Tons): Comprehensive and operational maintenance, including Connected Services remote monitoring, reporting, and firmware updates

· Chiller, Water Cooled, Magnetic Bearing Centrifugal (451–600 Tons):

· VSD coolant change, diagnostics, documentation, and Connected Service technology and reports Two (2) Trane Air-Cooled Chiller Units Model: CGAM 020F 2H02 AXD2 B1A1 A1AX XA1D 1A4X XXX XB3A XXXC XX Serial Number: U13B34692 and Model: RTAA 1004 YT01 A3D0 GNBF Serial Number: U09H05105

Preventive maintenance and operational checks for Trane air-cooled chillers shall include:

· Visual inspection for refrigerant leaks, oil leaks, corrosion

· Review of control panel for alarms/fault histories

· Verify proper condenser fan operation

· Check for proper chilled water and refrigerant operating parameters

· Check and tighten all electrical connections

· Inspect and clean condenser coils as recommended

· Record and log all operating parameters

· Lubricate bearings as recommended by manufacturer

· Remove and dispose of any debris generated

· Document all tasks performed and report observations to the VA COR

Quarterly:

· Coordinate with VA staff for operational deficiencies

· Inspect control panel, record faults

· Check coolant/leak levels, hoses, system pressures/temps, refrigerant, condenser/chilled water flow

· Inspect for noise, vibration, leaks Log all parameters

· Check compressor oil level(s) and oil return system

· Lubricate motor bearings (per manufacturer recommendations)

· Oil temperature/pressure, seal oil bottle level

Annually:

· Motor winding insulation testing (Megohm)

· Check and tighten electrical connections

· Inspect fuses for continuity

· Replace VSD coolant and ensure proper level

· Perform VSD coolant change procedures

· Clean inside VSD cabinet and backflush heat exchanger/strainer

· Refrigerant leak check

· Lubricate and check capacity control/linkage

· Preventative procedures for flow proving devices

· Perform vibration analysis; record data

· Remove and dispose of any debris

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

· Verify oil heater operation

· Connected Service Technology

· Provide 24x7 real-time access to equipment operation and data; generate and present remote dashboard health reports as required

· Metrics should be fully integrated with the Johnson Control’s Metasys System.

4. Supervision, Competency, and Contractor Access Requirements

· The contractor shall provide satisfactory on-site supervision, with written pre-notification to COR including supervisor contact info at least five business days prior to the contract start.

· Competency

· Contractor employees must comply with Joint Commission (JCAHO) requirements; written certification of competency, credentials, and training must be provided on request.

· Contractor Badging and Vaccination Requirements

· All contractor employees must obtain and visibly display a VA-issued identification badge while on VA property.

· All contractor employees are required to comply with prevailing VA vaccination policies, including but not limited to COVID-19 and influenza vaccination, if applicable. Proof of compliance shall be provided upon request prior to commencement of work.

5. Schedule and Coordination

· All service visits/testing must be scheduled in advance with the designated Contracting Officer’s Representative (COR), Operations and Utilities Supervisor, and may include coordination to maximize on-site VA staff training opportunities.

6. Safety, Security, and Compliance

· The Contractor shall comply with all applicable VA, OSHA, and manufacturer safety requirements and practices at all times.

· Lockout/Tagout:

Contractor shall implement and strictly adhere to lockout/tagout (LOTO) procedures as required by OSHA 29 CFR 1910.147 and VA policy when servicing or maintaining equipment where the unexpected energization or startup of the equipment, or release of stored energy, could cause injury.

· VA Safety Regulations:

All contractor personnel must comply with VA Salt Lake City Health Care System’s safety rules and regulations while on-site. This includes the required use of personal protective equipment and adherence to all posted warnings and procedures.

· EPA Refrigerant Handling Certification:

All work involving refrigerant must be performed by technicians possessing current EPA Section 608 certification. Copies of relevant certifications must be made available to the COR upon request.

· Hazardous Waste Disposal:

Contractor is responsible for collecting, packaging, and properly disposing of hazardous waste (including, but not limited to, used oil, coolant, refrigerant, filters, and contaminated rags) generated during maintenance in accordance with Federal, State, and VA regulations. Manifests or disposal documentation shall be provided to the COR as required.

· Sensitive Data:

Contractor shall protect any VA-sensitive information encountered, in accordance with VA policy, and ensure no unauthorized disclosure.

7. Documentation and Reporting

· Service reports must detail all tasks performed, issues identified, and corrective actions taken.

· Documentation must include certification numbers for personnel handling refrigerants.

· All hazardous waste generated by contractor activities must be recorded, and disposal documentation provided to the COR in accordance with Section 6.

· Documentation will be provided and reviewed with the COR, or COR Representative, prior to leaving the VAMC Facility.

8. Infection Control / ICRA

· When work is performed in or near patient care areas, the contractor shall comply with all Infection Control Risk Assessment (ICRA) requirements as applicable.

· The contractor will coordinate with the VA Infection Control Practitioner (ICP) for specific ICRA documentation and to ensure compliance with infection control measures, such as barriers, negative pressure, equipment disinfecting, and PPE.

· The work area shall be maintained to minimize dust and other airborne contaminants.

· Upon completion of work, the contractor is responsible for thorough cleanup to VA satisfaction and removal of all barriers, signage, and equipment.

9. Federal Holidays

List of Federal Holidays

Sample Certification of Competency This is to certify that [Employee Name] 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 for this contract.