36C26225Q0280.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* VA Loma Linda Health Care Systems Chiller Repair One time service

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26225Q0280

RESPONSE DATE/TIME/ZONE 01-06-2025 11:00 MOUNTAIN TIME, DENVER,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J041

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22-Gilbert Network Contracting

New Mexico VA Health Care System

1501 San Pedro Drive SE

Albuquerque NM 87108

POINT OF CONTACT*

Contract Specialist

Jordan Alonzo jordan.alonzo@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

VA Loma Linda Health Care Systems

VALLHCS

11201 Benton St, Loma Linda California

POSTAL CODE 92357

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g.

Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

VA Loma Linda Health Care Systems (VALLHCS) requires repair of chiller #3 within their HVAC system. See SOW below for more information.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 238220/ $19 Million.

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) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetCert Registry located at Veteran Small Business Certification (sba.gov). All interested Offerors should submit information by e-mail to jordan.alonzo@va.gov. All information submissions to be marked Attn: Jordan Alonzo, Contract Specialist and should be received no later than 01/06/2025 at 11:00am MST.

http://www.sam.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

I. TITLE:

VA Loma Linda Healthcare System’s (VALLHCS) Plant Chiller #3 with flow meter repairs

II. BACKGROUND INFORMATION:

VALLHCS needs to address an unforeseen repair to Main Hospital Plant Chiller # 3. The hospitals HVAC system is critical to maintain appropriate climate control, supporting the comfort and safety of patients, staff, and sensitive medical equipment. Despite regular maintenance and operational precautions, chiller # 3 has experienced multiple performance issues due to a refrigerant (freon) leak, which compromises cooling efficiency and increases operational cost. Additionally, the electromagnetic flow meter, crucial for monitoring chiller performance and optimizing energy usage has malfunction and requires replacement.

Immediate repair and replacement is necessary to restore full functionality, prevent potential

HVAC system breakdowns and ensure continued service to VALLHCS.

PARTS and EQUIPMENT LIST:

PARTS QUANTITY

Onicon Electromagnetic F-3500 2

Oil recovery valve 1 miscellaneous 1

III. OBJECTIVES:

Contractor shall provide all labor, materials, tools, equipment, required parts, and connections for the repairs of Chiller #3. Contractor shall promptly address the identified issues with chiller #3 by locating and repairing the freon leak and replacing (2) electromagnetic flow meters. This will restore the chiller’s optimal performance, reduce potential health and safety risk due to temperature inconsistencies and improve overall efficiency of the HVAC system.

IV. SCOPE:

The contractor shall provide all necessary labor, materials, tool, equipment, and supervision to repair the chiller #3 freon leak and replacement of the electromagnetic flow meters.

Electromagnetic Flow Meters

• Contractor shall lock out tag out heat exchangers.

• Contractor shall provide (2) Onicon Electromagnetic flow meters.

• Contractor shall disconnect and remove existing failed electromagnetic flow meters on the supply and return lines for the heat exchanger.

• Contractor shall install two (2) new Onicon Electromagnetic F-3500 flow meters on the supply and return lines for the heat exchanger.

• Contractor shall calibrate and program (2) electromagnetic F-3500 flow meters.

Assessment and Leak detection

• Contractor shall lock out tag out chiller #3.

• Contractor shall perform a comprehensive assessment of chiller #3 to identify all leak points.

• Contractor shall use EPA -compliant methods to recover remaining refrigerant from chiller#3.

• Contractor shall weigh recovered refrigerant and determine loss.

Freon Leak Repair

• Contractor shall repair any detected leaks to ensure containment to prevent further leakage.

• Contractor shall remove old oil recovery valves that are leaking and associated parts.

• Contactor shall install new oil recover valves and all associated parts.

Testing and Validation

• Contractor shall pressurize and leak check Chiller #3.

• Contractor shall ensure all leaks and repairs are sealed.

• Contractor shall evacuate charge with recovered refrigerant.

Reporting and Documenting

• Contractor shall document refrigerant loss and notify Plant Supervisor.

• Contractor shall document and provide statement of additional refrigerant needed.

• Contractor shall wait for approval of additional refrigerant cost before charging chiller #3.

• Contractor shall upon approval refill Chiller #3 with the appropriate amount and type of refrigerant (FREON) as specified by OEM guidelines.

• Contractor shall start up and test for proper operation.

Clean up.

• Contractor shall remove and dispose of all waste and removed materials.

• Contractor shall leave work area neat and free of debris.

V. PERIOD OF PERFORMANCE:

90 days from performance start date. Work may be scheduled during the day or night

(Depending on load demand), Monday thru Friday and/or Saturday thru Sunday.

• Daytime hours: 6 am to 4 pm

• Evening hours: 4 pm to 4 am

Contractor shall initiate work within 2 weeks of being contacted by the designated Contracting

Officer’s Point of Contact (POC) or designee. Work shall be scheduled through the POC or designee, who will coordinate with VALLHCS staff. Timelines are subject to change due to

VALLHCS operational requirements.

VI. PLACE OF PERFORMANCE:

VA Loma Linda Main Building Plant

11201 Benton St.

Loma Linda, CA 92357

VII. LICENSING REQUIREMENTS:

a. Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card.

b. C-20 HVAC Contractor

c. C-38 Refrigeration Contractor

d. C-36 Plumbing Contractor

VIII. SPECIFIC REQUIREMENTS:

a. Contractor shall schedule start date with POC or designee five (5) business days in advance.

b. Contactor personnel shall have valid Loma Linda PIV badges before starting work.

c. Contractor shall coordinate energy source LOCK OUT /TAG OUT procedures with

VALLHCS Plant Supervisor before starting work. When work is complete, Contractor shall notify the VALLHCS Plant Supervisor that energy sources will be restored and require verification.

d. Contractor’s supervisor or lead technician are to check in with VALLHCS Plant Supervisor, or in their absence, with Graphics Control prior to work each day.

e. Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here.

• OSHA 29CFR Regulations, www.osha.gov

• NFPA 90A, Standard for the Installation of Air Conditioning and Ventilating systems, www.nfpa.org

• NFPPA 101 life Safety Codes

• ANSI/ASHRAE Standard 111-2008(RA2017) for testing adjusting and balancing of building HVAC systems.

• ANSI/ASHRAE/ASHE Standard 170-2017 for ventilation of health Care facilities

• VHA MASTER SPECIFICATIONS, MASTER CONSTRUCTION

SPECIFICATIONS (PG-18-1) - Office of Construction & Facilities Management (va.gov)

1. Section 23 05 11 Common work results for HVAC

2. Section 23 05 93 Testing, Adjusting and Balancing for HVAC

3. Section 23 05 08 00 Commissioning of HVAC Systems

IX. AUTHORIZED SERVICES:

Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO.

All changes to the contract shall be issued through a contract modification in writing from the

CO to the Contractor.

X. DELEGATION OF AUTHORITY:

No additional service shall be provided without the approval from the Contracting

Officer (CO) or his/her designee of this contract. The Contractor shall not accept any http://www.osha.gov/ http://www.nfpa.org/ https://www.cfm.va.gov/til/spec.asp#23 https://www.cfm.va.gov/til/spec.asp#23 https://www.cfm.va.gov/til/spec.asp#23 instructions issued by any other person(s) other than the CO or his/her delegated representative acting within the limits of his/her authority.

XI. GOVERNMENT-FURNISHED EQUIPMENT (GFE) GOVERNMENT FURNISHED

INFORMATION (GFI):

No Government equipment will be used by the Vendor.

XII. RECOGNIZED HOLIDAYS:

The following is a list of all Government recognized 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 are defined as “Legal

Federal official holidays”:

New Year’s Day: January 1

Martin Luther King ‘s Birthday: Third Monday in January

President’s Day: Third Monday in February

Memorial Day: Last Monday in May

Juneteenth Independence Day: June 19

Independence Day: July 4

Labor Day: First Monday in September

Columbus Day: Second Monday in October

Veterans Day: November 11

Thanksgiving Day: Fourth Thursday in November

Christmas Day: December 25

If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S.

Government agencies. Also included, would be any other day specifically declared by the

President of the United States of America to be a National Holiday.

XIII. CONTRACTOR EMPLOYEES AND BADGES:

Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Examples: wearing of distinctive clothing such as uniform, badges, patches, etc.

All contractor personnel shall be required to wear VA always provided identification

(I.D.) badges above the waist while on the VA grounds. Contractor shall be required to coordinate with the COR to obtain the VA provided I.D. badges for all staff. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to Government property.

XIV. SAFETY AND PPE EQUIPMENT:

Personal Protective Equipment shall be provided for each Contractor employee by the

Contractor. Possession of weapons are prohibited.

XV. SMOKING and VAPING POLICIES:

Smoking and vaping are prohibited on Government property.

XVI. PARKING:

It is the responsibility of Contractor personnel to park only in designated parking areas.

Parking information is available from the VA Security Service. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.

XVII. COMPLAINTS:

Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor’s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.