S06 Response to Vendor Questions 36C26325Q1107 0003.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)

09-11-2025

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

VA-VHA-RPOC-2024-0033

The purpose of this amendment is to respond to vendor questions.

Vendor Questions in bold/VA responses in red.

· Has the VA installed a system to safely check complete vibration analysis of the gearbox, or will a temporary catwalk have to be installed?

Currently there is not a catwalk available to perform these services. Ladders or scaffolding shall need to be erected to perform this service. The contractor is responsible for providing all tools and equipment to perform services outlined in the SOW.

· Please confirm eddy current Analysis on Chillers 1-7 only Eddy current testing shall be performed on all chillers. Section 8.c.vii. of the SOW has had a typo corrected to reflect this.

· Please confirm Oil Analysis on Chillers 1-7 only Oil analysis shall be performed on all chillers.

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).

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. The 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. The 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. The 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. The 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. 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. 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.