S06 Chiller Response to Vendor Questions Mpls VAMC 36C26325Q1107 0002.docx

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)

08-25-2025

36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101 To all Offerors/Bidders

36C26325Q1107 08-25-2025

X

See following pages.

Jeffrey Brown Contracting Officer

The purpose of this amendment is to:

1. Update the Statement of Work formatting.

2. Respond to vendor questions. Vendor Questions in bold/VA responses in red.

3. Update the Statement of Work in response to vendor questions.

Changed language highlighted and removed language in red and crossed out.

· Can the government please provide model and serial numbers for all the cooling towers associated with the contract?

Will be provided after award.

· Will the awarded contractor be responsible for cleaning the cooling towers?

No.

· Can the government please provide a scope for the vibration analysis of each coolant tower associated with the contract?

See Triaxle Vibration Analysis (x, y and z) Report in Section 8. Appendix A of the Statement of Work outlining the information that has to be provided.

· Will the awarded contractor be responsible for performing vibration analysis on only the motor or the motor and gearbox?

See Appendix A of the Statement of Work covering the items that will require vibration analysis.

· Will the awarded contractor be responsible for changing the fluid in the gearbox if yes please provide a scope of work including what year’s the fluid chain should be executed.

No.

· Will the awarded contractor be responsible for any tasks associated with the cooling towers other than vibration analysis and emergency service requests?

They will be responsible for those tasks listed out in the Statement of Work.

· Regarding “Start condenser, evaporator and cooling towers.” Please confirm whether we need to fill the tower sumps.

The vendor will not be filling the tower sumps.

· Please provide model and serial numbers of all pumps associated with this contract requiring vibration analysis. Requesting a schedule if available.

See section 2.b. of the Statement of Work.

· Please provide model serial numbers for all flow sensors associated with this contract including location.

Will be provided after award.

· Please provide a scope of work for flow sensors calibration.

Follow manufacturer instructions for performing flow sensor calibrations. See 3.a. of the Statement of Work.

· Requesting a schedule for the flow sensors and scope for the service (defining calibration).

Follow manufacturer instructions for performing flow sensor calibrations. See 3.a. of the Statement of Work. Calibrate Flow sensors (25 each - Flow sensors) annually between seasonal cooling tower startup and prior seasonal cooling tower shutdown.

· Requesting confirmation of locations of each flow sensor.

Will be provided after contract award.

· Has the facility considered having this work completed by the controls contractor?

No.

· Should the flow sensor be sent off to the manufacturer annually for calibration?

No.

· Does the Government have the original boxes the flow sensors cayman upon purchase for shipping purposes?

No.

· Should the awarded contractor determine the value the flow sensor is out of calibration and provide that information to the government so then the government can provide that information to the controls Contractor eleven to put in an offset?

See 3.d. of the Statement of Work.

· Will the government provide access to the Metasys system to the awarded contractor?

No, but will assist in providing information from it, if necessary.

· Is the awarded contractor obligated to work with the facilities controls manufacturer (JCI) in order to put an offset for the flow sensors in the JCI Metasys system? Or will the government Facilitate the offsets?

The awarded contractor will be obligated to work with facility controls contractor.

· Can the government please provide a scope of work for differential pressure sensors calibration?

Follow manufacturer instructions for performing differential pressure sensor calibrations. See 3.a. of the Statement of Work.

· Should the awarded contractor determine the value the DP/s is out of calibration and provide that information to the government so then the government can provide that information to the controls Contractor eleven to put in an offset?

See 3.d. of the Statement of Work.

· Can the government please provide model and serial numbers for all of the refrigerant monitoring systems associated with this contract?

See 2.a. of the Statement of Work.

· Can the government please provide a scope of work for the refrigerant monitor Calibration?

Follow manufacturer instructions for performing refrigerant monitor calibrations. See 3.a. of the Statement of Work.

· Is the awarded contractor responsible to reinsulate any of the pre existing equipment? If yes please provide a model serial number and scope.

See 3.h. of the Statement of Work.

· Is the awarded contractor only responsible for reinsulating equipment when the insulation was removed for maintenance or diagnostic purposes?

See 3.h. of the Statement of Work.

· The scope of work mentions removing both “bell ends” of the chiller heat exchangers, numerous chillers throughout the facility only have one accessible bell end. The opposite end of the heat exchanger is not equipped with marine heads therefore the water piping will need to be removed. Will the awarded contractor be responsible for removing the water piping and reinstalling the water piping just to brush the tubes?

Yes.

· During startups is the awarded contractor only responsible for inspection and testing of the pressure and temperature controls of the equipment or also the JCI Metasys system?

Contractor will not be responsible for inspection and testing of the JCI Metasys System.

· Is Eddy current required on the two IT chillers or the building 49 penthouse chiller?

Yes.

· If the awarded contractor receives a notification of an emergency for example: if a chiller in the Energy Center fails Is awarded contractor, then be responsible to provide the government with a diagnostic proposal and receive a PO from the government before arriving on site?

See Statement of Work section 3.g.-3.i.

· Would the government consider adding a parts and labor CLIN for emergencies?

No.

B.3 Statement of Work Minneapolis Veteran Affairs Health Care System (MVAHCS) Chiller Maintenance

1. Introduction:

a. The MVAHCS Chillers and associated equipment require scheduled preventative maintenance and emergency repair service quotes.

2. Objectives:

a. The purpose of this Statement of Work is to obtain chiller preventative maintenance services and emergency repair service quotes for the MVAHCS chiller makes and models and chiller system equipment listed below:

Refrigerant Monitoring Systems

b. See the attached S02 MVAHCS Pump List which contains a list of the pumps at the Minneapolis VAMC. The list of pumps is subject to change.

c. Contractor technicians performing maintenance on chillers shall possess at least journeyman Heating, Ventilation, Air Conditioning, and Refrigeration (HVACR) licensing and possess Environmental Protection Agency (EPA) 608 Certification and shall present evidence to demonstrate these licenses or certification upon request from a MVAHCS representative or Contracting Officer (CO).

d. Contactor shall provide Non-Destructive Electro Magnetic Testing training certifications for technicians performing Eddy Current Testing.

3. Services:

a. Contractor will provide all labor, tools, equipment and preventative maintenance materials (parts/supplies) to perform Preventative Maintenance, Seasonal Maintenance and Periodic Services on the equipment listed above as per manufacture’s service manual, technical bulletins and other documentation. All repair parts will meet manufacture specifications. Preventative maintenance includes maintaining York Variable Speed drive with Original Equipment Manufacturers (OEM) York Inhibitor annually.

b. Preventative Maintenance Program includes (see appendix A for details):

i. Seasonal Start Up

ii. Seasonal Shut down / End of season preventative maintenance.

iii. Oil Analysis.

iv. Oil and filter changes.

v. Vibration Analysis on Circulating Pumps (Annually).

vi. Vibration Analysis on Cooling towers (Annually).

vii. Calibrate differential pressure sensors (Annually).

viii. Calibrate Flow Sensors (Annually).

ix. Eddy current testing (every 3 years) Due FY 28 chiller (Seasonal shut down).

· Condenser Tube Brushing- (Chillers 1, 2, 3, 4, 5, 6 and 7 - Annually)

· Evaporator Tube Brushing (every 3 years) Due FY 28

c. Seasonal startup and shut down dates vary year to year depending on the weather conditions in Minneapolis, Minnesota. Typically, startup is in May and shut down is done in September. Exact dates will be coordinated with contractor each season in advance.

d. Provide a service report to the Energy Plant Supervisor and the HVAC Shop Supervisor for each service completed. Provide any recommendations for necessary repairs or enhancements to maintain capacity, reliability, and efficiency. The written reports shall be submitted to the VAHCS Energy Center and HVAC Shop Supervisor within 10 calendar days after service is complete.

e. The Contractor must be able to properly troubleshoot and diagnose all aspects of chiller system failures.

f. When chiller systems fail, the technician’s Supervisor shall provide the MVAHCS with a written statement and itemized quote assessing the chiller system failure and that they have verified the chiller system has been properly diagnosed and concur with the technician’s assessment.

g. The VA reserves the right to enlist a third-party expert to provide a 2nd opinion. It is the responsibility of the Contractor to reassess their proposed repairs and either reaffirm or correct their proposal based on the expert’s notes. The reassessment shall include at a minimum, a substantive analysis of the third-party expert’s points that contradict the Contractor’s original conclusion. This reassessment shall be submitted within 5 business days of receipt of the third-party expert’s opinion.

h. The Contractor shall be responsible for replacing any insulation removed while performing services under this contract.

4. Working hours:

a. Anticipated hours of work will be Monday through Friday from 7:00 am – 5:00 pm. Emergency repair service quotes may be required after hours, weekends and/or federal holidays.

Observed Federal Holidays:

Christmas Day

5. Safety:

a. Contractor is responsible for maintaining a safe working environment for their employees as well as the MVAHACS Staff. Work areas will be kept cleaned throughout the day and all trash and demolished materials properly disposed of daily.

b. Appropriate Personnel Protective Equipment (PPE) will be worn while performing work on the VA Campus. Contact COR for additional requirements. This may include PPE mandated by the facility.

c. Contractors and Sub-Contractors are responsible for making sure equipment is LOTO (Locked Out Tagged Out) when applicable.

6. Security:

a. Contractor’s personnel will utilize a temporary vendor’s security badge until a permanent security PIV badge can be issued. Temporary badge use will not exceed 30 calendar days.

b. The Contractor shall comply with Minneapolis VA security, access and badging requirements. Employees must provide fingerprints and be able to pass a background check so they can obtain Security access badge. Contractors employees must complete web-based Rules of Behavior training.

c. All employees will need a valid personal email account. Fingerprint scheduling/appointments, background investigation tasks and Training Management System (TMS) required classes notifications will be sent to their email address throughout the process.

d. Contractor will submit all required security badging documents for each employee that will be on site to perform work. Signatures on documents must be wet signatures. The following documents must be completed .and returned within 5 business days from the award date of contract:

i. OF 306- Must be Typed. Handwritten document will not be accepted.

ii. Self Certification

iii. VA 10-2417

iv. Employee Fingerprint Resource Form

e. Contractors are required to check in with the Energy Center Supervisor, HVAC Supervisor or the designated representative upon arrival at facility to obtain instructions, work orders and project location information.

7. Parking/Storage:

a. Parking is available by Bldg 69 (Energy Center) and at the main hospital in parking lots 11, 43A and 43B for vehicles (automobiles and Pickup trucks). Larger vehicles, equipment, job site trailers or storage containers must utilize parking lot 43A only. Contractor’s contact information (name and phone number) is required to be displayed on all vehicles, equipment, trailers or containers that are stored overnight at the MVAHCS. Dropping off tools and materials at the loading dock is permitted but no parking is allowed in the loading dock area. Unattended vehicles in unauthorized parking areas will be ticketed by MVAHCS Police.

8. Appendix A

a. The contractor shall use each manufacturer’s specifications and guidelines, as a final determination to keep the chiller system operating as designed. The following list emphasizes the required tasks required to keep the chillers in good operating condition.

b. Seasonal Start up:

i. Refer to manufacturer's service manuals for startup.

ii. Start chiller and monitor system for proper operation and performance.

iii. Leak-test chiller for refrigerant system leaks with an electronic leak detector.

iv. Check for any Oil leaks.

v. Log all operating conditions after unit stabilizes.

vi. Review Owners logs and log all operating conditions.

vii. Review operating procedures and owners log with chiller operator.

viii. Retrieve oil samples after startup and send to test lab analysis.

ix. Check refrigerant levels (Annually).

x. Check oil levels (Annually).

xi. Calibrate Flow sensors (25 each - Flow sensors) annually between seasonal cooling tower startup and prior seasonal cooling tower shutdown.

xii. Calibrate Differential Sensors (35 each- Differential pressure sensors).

xiii. Perform Vibration Analysis for Pumps and motor assemblies (Approximately 45 each - Pumps) annually between seasonal cooling tower startup and prior seasonal cooling tower shutdown.

xiv. Perform Vibration Analysis for Cooling Tower motor and gear boxes (8 each) annually between seasonal cooling tower startup and prior seasonal cooling tower shutdown.

xv. Check oil sump heater and purge pump oil heater where applicable.

xvi. All electric wiring integral to each chiller.

xvii. All refrigerant piping associated with the chiller systems.

xviii. Check and test all operating and safety controls.

xix. Inspect and test all pressure and temperature controls, thermometers, and manual valves located on the equipment.

xx. Inspect and test three (3) Refrigerant Leak Monitoring/Leak detection systems in Chiller Mechanical Rooms.

c. Seasonal Shut down / End of season preventative maintenance:

i. Refer to manufacturer's serviced manuals for seasonal shut down procedures.

ii. Perform Spectro-chemical oil Analysis.

iii. Oil and filter change per manufactures service manual for each chiller.

iv. Refrigerant analysis performed annually.

v. Leak test chiller for refrigerant and oil systems leaks using an electronic leak detector.

vi. Vibration Analysis.

vii. Eddy current testing every 3 years for all chillers except. Due Feb 2028.

viii. Test electrical wiring insulation using the Megohmmeter method for compressor motor and oil pump motor.

ix. Inspect main starter and control panel.

x. Check oil sump heater operation.

xi. Service York Variable Speed drive including OEM York Inhibitor annually.

d. Tube Brushing. Brushing and Cleaning of all condensers and tubes. Both bell ends will be removed where applicable. Brushing and cleaning Service only applies to chillers 1, 2, 3, 4, 5, 6 and 7.

e. Evaporator Tube Brushing every 3 years Due FY 28

f. Reports:

i. The following reports must contain the following information, at the very least:

ii. Spectrochemical oil analysis:

1-oil analysis shall be performed annually.

· Provide a detailed report for each sample.

iii. Refrigerant analysis:

· Refrigerant analysis shall be performed annually

iv. Triaxle Vibration Analysis (x, y and z):

Level of concern Recommendations/Probable cause/ID potential failure Vibration analysis shall be performed annually.

· Provide detailed vibration analysis reports. Reports shall include information about the condition of pumps and cooling towers. Report shall include information about the probable cause of the vibration. Reports shall provide solutions to repair each item.

v. Eddy current testing shall be performed in Fiscal Year 2028 (Every 3 calendar years). Centrifugal Chillers- Analyses are to be performed on both evaporator and condenser tubes. Both end bells shall be removed during the process of the Eddy Current Testing and the evaporator/ condenser cleaning procedure.