36C26125Q0691 0002.pdf
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- Attached to
- Chiller Maintenance Services Federal contract opportunity
- Solicitation number
- 36C26125Q0691
About this file
This document is a Standard Form 30 Amendment of Solicitation/Modification of Contract for a chiller maintenance service contract with the Department of Veterans Affairs. The solicitation (36C26125Q0691) has been amended to extend the receipt of offers deadline to 09-04-2025 at 10AM PDT and includes a comprehensive questions and answers section addressing various aspects of the contract.
The contract covers chiller maintenance services for locations in Palo Alto, Menlo Park, and Livermore, with a base period from 09-22-2025 to 09-21-2026 and four optional one-year extension periods. Services include annual and semi-annual chiller unit services, tube and coil cleaning, Eddy current testing, and repairs/emergency services. Key clarifications in the Q&A include: subcontractors are the prime contractor's responsibility, no O&M manuals will be provided, site access is unrestricted, the contractor is responsible for refrigerant disposal, software licensing fees are contractor-provided, and electronic service report submissions are acceptable. The contract uses NAICS code 238220 for Plumbing, Heating, and Air-Conditioning Contractors.
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Text version
5. PROJECT NUMBER (if applicable)
CODE 7. ADMINISTERED BY
2. AMENDMENT/MODIFICATION NUMBER
CODE
6. ISSUED BY
8. NAME AND ADDRESS OF CONTRACTOR
4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE
9A. AMENDMENT OF SOLICITATION NUMBER
9B. DATED
PAGE OF PAGES
10A. MODIFICATION OF CONTRACT/ORDER NUMBER
10B. DATED
BPA NO. 1. CONTRACT ID CODE
FACILITY CODE CODE
Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:
The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers
E. IMPORTANT:
is extended,
(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.
12. ACCOUNTING AND APPROPRIATION DATA
(REV. 11/2016)
is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.
15C. DATE SIGNED
B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).
RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.
C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:
D. OTHER
Contractor
16C. DATE SIGNED
14. DESCRIPTION OF AMENDMENT/MODIFICATION
16B. UNITED STATES OF AMERICA
Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.
15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER
15B. CONTRACTOR/OFFEROR
STANDARD FORM 30 PREVIOUS EDITION NOT USABLE
Prescribed by GSA - FAR (48 CFR) 53.243
(Type or print) (Type or print)
(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)
(Number, street, county, State and ZIP Code)
(If other than Item 6)
(Specify type of modification and authority)
(such as changes in paying office, appropriation date, etc.)
(If required)
(SEE ITEM 11)
(SEE ITEM 13)
(X)
CHECK
ONE
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,
IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS
AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT
(Signature of person authorized to sign) (Signature of Contracting Officer)
1 16
0002 08-28-2025
None
612MCP
Department of Veterans Affairs
Network Contracting Office (NCO) 21
612MCP
Department of Veterans Affairs
Network Contracting Office (NCO) 21
To all Offerors/Bidders
36C26125Q0691
08-15-2025
X
X X
** HOUR & DATE for Receipt of Offers is EXTENDED to: 09-04-2025 10AM PDT
See CONTINUATION Page
X 1
See Continuation Pages
Cynthia Diezel Contracting Officer
CONTINUATION PAGE
1. The purpose of this amendment is to post the question and answers from the solicitation. The price list is also updated to reflect corrected quantities.
a. Q: Do subcontractors (e.g., controls, vibration analysis, oil labs) require pre-approval by VA before use?
A: Sub-contractors are the responsibility of prime contractor and VA does not approve or disapprove any sub-contractor as long as they follow all the rules applicable to the contractor and all the regulations per contract.
b. Q: Will the VA provide O&M manuals, service history, and as-built documentation prior to contract start?
A: No O&M manual will be provided. Model/ serial numbers are part of the inventory. Contractor may obtain the O& M manuals directly from the manufacturer. Service reports of previous years are available. There are no as-built documentations available.
c. Q: Please clarify requirements for site access, badging, escorts, and parking permits for contractor personnel.
A: VA sites are accessible without any special permit. No badging is required for maintenance and repair work. Day pass is available from VA police office on site. No parking permit is required. Escort will be provided as needed and requested.
d. Q: Are there any infection control (ICRA) procedures or OSHPD-related requirements for working near patient care areas?
A: The contractor is not expected to work anywhere near patient care areas. All Chillers are located either on the roof or in the basement or on ground outside the buildings. For walking through common areas to and from elevators or using the elevators, there are no special requirements like masking at this time.
e. Q: Please confirm whether the contractor or VA is responsible for water treatment, testing, and balancing of condenser/chilled water systems.
A: Contractor is not responsible for water treatment, testing, and balancing of condenser/chilled water systems under this contract.
f. Q: The PWS states “all minor repairs and adjustments shall be made at the time of inspection.” Please define what is considered minor vs. major repairs.
A: Repairs that require more than an hour and/ or require parts are major repairs.
g. Q: The scope includes up to 100 lbs refrigerant per leak, up to 5 leaks/year.
Please confirm:
A: Correct.
1. Q: What refrigerant types are used across the inventory?
A: Varies, depends on the chillers.
2. Q: Who is responsible for refrigerant disposal/reclamation?
A: Contractor
3. Q: How are costs handled for refrigerant above this allowance?
A: To be paid from Repairs and Emergency Services CLIN after COR approves quote.
h. Q: For software/firmware updates, the scope says these are quoted separately. Please confirm whether vendor licensing fees are VA-provided or contractor-provided.
A: Contractor-provided
i. Q: Eddy Current Testing is specified for the first year only. Please confirm if additional testing is expected in option years, or only by separate quote. Confirm if you want this performed on the evaporator or condenser side. Do you want the barrels opened?
A: Eddy current testing only in base year. Both evaporator and condenser.
Barrels opened as needed for Eddy current.
j. Q: Please specify the approved cleaning methods for condenser tubes and coils (e.g., brushing, chemical cleaning, power washing).
A: Brushing.
k. Q: The scope requires scheduling PMs between October and April. Please confirm if exceptions can be made based on site/weather/operational constraints.
A: PMs are not to be scheduled from May to August. 6 months of gap between semi-annual and annual is required. PM in cooler months is required to minimize impact on patient areas when chillers are turned off.
l. Q: For service reports, is electronic submission (PDF/email upload) acceptable, or are hard copies with physical signature required?
A: Electronic submission is acceptable.
m. Q: The scope requires photo documentation for annual maintenance and tube/coil cleaning. Please confirm whether photos are also required for other PM tasks.
A: No. Any other photos are encouraged, for example for identification of recommended or required repairs, but not required.
n. Q: Please clarify warranty application: does the 1-year labor warranty apply only to corrective repairs, or also to preventive maintenance tasks?
A: For both.
o. Q: For emergency repairs under CLIN 0009/1009/etc., will the contractor be reimbursed on a T&M basis or at a pre-negotiated fixed rate?
A: Pre-negotiated fixed price.
p. Q: Must the COR or site manager be present during all scheduled maintenance, or only for signoff upon completion?
A: COR or site manager may not be present during scheduled maintenance.
q. Q: Are there any requirements for union labor, trade certifications, or special VA training for contractor staff?
A: Contractor to follow all regulations as set forth in the contract.
r. Q: For safety documentation (JSA, LOTO, confined space), should the contractor use VA forms or their own company’s documentation?
A: VA forms are available and will be provided as needed.
s. Q: Please clarify invoicing frequency — will invoices be submitted per visit, monthly, or quarterly?
A: After completion of semi annual and annual PMs and reports and after completion of any unscheduled repairs or emergency service.
t. Q: What is the incumbent contract number?
A: This information can be obtained from a FOIA request.
A.1 PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM
NUMBER
DESCRIPTION OF
SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
29.00 EA __________________ __________________
Annual Service - Chiller Units - Palo Alto Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air Conditioning Components
MANUFACTURER PART NUMBER (MPN): N/A
Semi Annual Service - Chiller Units - Palo Alto Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
6.00 EA __________________ __________________
Annual Service - Chiller Units - Menlo Park Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Semi Annual Service - Chiller Units - Menlo Park Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
8.00 EA __________________ __________________
Annual Service - Chiller Units - Livermore Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Semi Annual Service - Chiller Units - Livermore Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
14.00 EA __________________ __________________
Tube cleaning of water cooled chillers - As required at each location Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air coil cleaning of Air cooled chillers - As required at each location Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
1.00 JB __________________ __________________
Repairs and Emergecny services - As required at each location Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
14.00 JB __________________ __________________
Eddy Current Test - As required at each location Contract Period: Base POP Begin: 09-22-2025 POP End: 09-21-2026 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027
PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
1.00 EA __________________ __________________
Contract Period: Option 1 POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air coil cleaning of Air cooled chillers - All locations Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 2 POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028
POP End: 09-21-2029
Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 3 POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
Contract Period: Option 4 POP Begin: 09-22-2029 POP End: 09-21-2030 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air- Conditioning Contractors PRODUCT/SERVICE CODE: 4130 - Refrigeration and Air
GRAND TOTAL __________________
| A.1 PRICE/COST SCHEDULE |
| ITEM INFORMATION |
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