S06 36C26326Q0278 0002.pdf

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 11

None

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 23

4801 VETERANS DRIVE

SAINT CLOUD MN 56303

To all Offerors/Bidders

36C26326Q0278

03-31-2026

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 04-11-2026 13:00 CDT

X (1)

The purpose of this amendment is to make the following changes and/or clarifications to the solicitation.

1. Removed paragraph on page 7 involving the $25,000.00 threshold.

2. Removed paragraph on page 9 involving the $25,000.00 threshold.

3. Solicitation due date shall be extended to 04/11/2026 @13:00 CST

4. All Solicitation amendments are required to be signed and returned.

Steve Ashby Contracting Officer

VA-VHA-RPOC-2025-0045

A.1 STATEMENT OF WORK

CHILLER MAINTENANCE AND REPAIR Base + 4 Year Service / Maintenance

GENERAL OVERVIEW:

This contract provides for maintenance and repair of the three chillers and the associated equipment listed herein. The Contractor will perform operating inspection(s), routine operating inspections, annual preventative maintenance, and predictive maintenance, to include maintenance and repairs, as necessary, emergency service calls, to maintain the machines in a serviceable condition. The service agreement will include Chiller Startup, Connected Services, and Service Information Access.

The contractor must adhere to the following, but not limited to, most recent standards, design manuals and regulations.

1) Respective OEM specifications and guidelines

2) VHA Directive 1061: Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems

3) Cooling Tower Water Systems – ES-2019-001 (December 2021)

4) VA Plumbing Design Manual 2014 (Rev. May 1, 2018)

PLACE OF PERFORMANCE:

Iowa City VA Health Care System 601 Hwy 6 West Iowa City, IA 52246

PERIOD OF PERFORMANCE:

This will be a single award Firm Fixed Priced Contract. There will be one (1) base year and up to four (4) option years for this contract:

Base Year: 05/01/2026 – 04/30/2027 Option Year 1: 05/01/2027 – 03/30/2028 Option Year 2: 05/01/2028 – 03/30/2029 Option Year 3: 05/01/2029 – 03/30/2030 Option Year 4: 05/01/2030 – 03/30/2031

EQUIPMENT LIST:

Chiller 1) 1000 Ton Magnetic Drive York Chiller Model YMC2-S3517AB (476) Serial Number

SLGM427590

Chiller 2) 1000 Ton Magnetic Drive York Chiller Model YMC2-S3517AB (476) Serial Number

SLGM427610

Chiller 3) 1000 Ton Trane Chiller Model CVHF1070 Serial Number L09B06301 Equipment may be added to this list upon a bi-lateral modification executed by both parties.

PREVENTATIVE MAINTENANCE:

1. Provide preventive maintenance on all the Equipment listed herein in accordance with the manufacturer’s specification.

2. Review control panel for proper operation and recorded fault histories.

3. Check for proper condenser and chilled water flow.

4. Check system pressures and temperatures.

5. Check refrigerant levels.

6. Check capacity control and linkage.

7. Check compressor oil level(s).

8. Check for proper oil temperature and pressure.

9. Check for proper purge operation

10. Verify leak integrity of machine via purge count

11. Visually inspect for refrigerant and oil leaks

12. Check for unusual noise and vibration.

13. Check overall condition of unit.

14. Record oil level in seal oil bottle.

15. Check for proper operation of oil return system.

16. Record and log all operating parameters.

17. Document tasks performed during visit and report any observations to appropriate staff.

18. Eddy current testing on the condenser tubes.

19. Spring startup of York chillers and fall start up of the Trane chiller. This shall be completed, after the COR has been notified of the service dates.

20. Spring/Summer York operation check and a fall/winter Trane operation check to be completed.

21. Summer check to include full load of all chillers.

22. Change all filters on each chiller.

23. Take a sample of the lubrication oil and have a spectrometric analysis performed annually for Chiller #3. The Contractor shall provide the report to the COR timely. Any containment noted in the oil sample will be provided in a written report.

24. Provide over the phone technical/troubleshooting assistance within 30 minutes and an onsite emergency service within 4 hours of being contacted by the VA.

25. All work/labor and parts needed outside the requirements of this contract must be authorized by the Contracting Officer prior to starting work or ordering parts.

26. PROVIDE AN ANNUAL REFRIGERANT USAGE REPORT IN ACCORDANCE

WITH EPA REGULATIONS.

27. After any refrigerant maintenance, a periodic check at intervals of startup; 1 week and 1 month check (following startup) will include removal of refrigerant with weight or refrigerant leak detector monitor, either in person and/or manually.

28. Comply with NFPA 110 Standard for Emergency and Standby Power Systems.

29. It shall be the sole responsibility of the Contractor to comply with State and Federal regulations, and to maintain current State and Federal certification regarding correct handling, removal and disposal of all hazardous waste generated because of performing his contractual tasks of Chiller maintenance and repair. All hazardous waste resulting from the maintenance and repair of the Chiller(s) on site shall be properly packaged, removed, and disposed of by the contractor at no additional cost to the Government.

The Contractor shall perform the following task and follow the following guidelines as part of the general preventive maintenance and repairs as they pertain to the chiller system.

a. Chiller Evaporator, Condenser and Surface Condenser Tubes

b. Steam Control Ball Valve Replacement

c. Eddy Current Testing – Base Year and Option Year 3

Emergency Service:

1. 40 hours of labor for emergency services due to equipment failure.

2. Chiller Rental in the event of failure

3. Emergency equipment parts replacement: Actuator, Temp Sensor, Refrigerant

Temperature Sensor Evap, Refrigerant Temperature Sensor Cond, Flow sensor, Evaporator transducer, pressure, condenser transducer, pressure, stall detection kit.

QUALIFICATIONS:

Contractor shall have Qualified Refrigeration Technicians perform the services under this Contract. To be considered qualified, refrigeration technicians assigned to this contract shall have been trained on, possess a current certification on, and have current experience in the repair of the specific type of York and Trane chillers at ICVAHCS, including access to the necessary proprietary codes and software. A Qualified Refrigeration Technician will have a refrigeration license and an EPA Refrigerant license. Proof of current Technician Certification shall be provided to the COR for all Technicians who provide services under this Contract prior to the Technician being onsite at the ICVAHCS.

To be eligible for award consideration, the offer must demonstrate succinctly full adherence to the following technical evaluation criteria:

1. The offeror must be able to achieve full compliance with VHA Directive 1061 and Cooling Tower Water Systems – ES-2019-001 (2021) for the non-potable water treatment and monitoring systems while completing the service items in the CLIN list.

2. The offeror must include a detailed narrative explaining how their means and methods will fully achieve compliance with VHA Directive 1061 and Cooling Tower Water Systems – ES- 2019-001 (2021) for the non-potable water treatment and monitoring systems (if clarifications are need, the offeror must submit detailed RFIs during the solicitation phase).

3. The Contractor must have an on-site technician(s) with a current EPA Universal Certification. This technician(s) must have current experience and training certifications in the repair of York, and Trane chillers and components thereof when performing related work on VA property.

4. The Contractor must be an authorized Original Equipment Manufacturer (OEM) distributor for parts and services for each piece of equipment serviced under this contract.

5. The Contractor must demonstrate three years of past relevant experience for the services pertaining to this contract’s scope of work specifically regarding the following areas of expertise:

condenser and evaporator water treatment, chiller maintenance and teardown inspections, cooling tower maintenance, and mechanical pipefitting and steam fitting.

EMERGENCY SERVICE:

Emergency services can be provided 7 days a week, 24 hours a day, 365 days a year.

During normal business hours, emergency service will be coordinated by the customer service agent. The Contractor’s response to on-call emergency services shall be governed by the degrees of urgency outlined below:

1. Minor Repair

a. Definition: A malfunction or failure of a Chiller(s) is detected that has not impacted the air handling systems to the point of shutting down Government operations in the affected areas.

b. Contractor Response: The Contractor shall respond within 24 hours after notification by the Contracting Officer or designated personnel (paragraph 1.b (3) above) of a malfunction or failure of a Chiller(s), inspect the Chiller(s), and immediately initiate corrective repair actions.

1. Purge Unit Replacement

2. Starter coolant heat exchanger replacement, labor to remove plate frame heat exchanger, labor to install OEM approved shell and tube style heat exchanger, start up and test operations.

3. Refrigerant evacuation/charge service, to include full system refrigerant circuit evacuation of chiller into EPA approved cylinders provided by contractor for up to 3 months, pull system vacuum to 500 microns, weight in recovered refrigerant back into chiller, return to service, complete and provide VA EPA refrigerant status reports.

2. Major Repair

a. Definition: A partial or complete failure of a Chiller(s) is detected that has impacted, or will shortly impact, air handling systems to the point of shutting down Government operations, e.g. a mission work stoppage in the affected areas.

b. Contractor Response: The Contractor shall respond within four hours after notification by the designated personnel (paragraph 1.b (3) above) of a partial or complete failure of a Chiller(s) that has caused or will shortly cause a mission work stoppage, inspect the Chiller(s) and immediately initiate corrective maintenance/repair actions.

1. Fan motor replacement

2. Compressor replacement

Rental contingency plan for installing a rental chiller if deemed necessary.

Under these conditions of equipment failure, the Contractor shall be expected to work continuously (24 hours/day), Saturdays, Sundays, and holidays or to the maximum level necessary to satisfy the requirements above.

REPAIR WORK

a. If additional repairs are required to make a chiller operational, provide the nature of the repair and a budgetary cost estimate needed in the inspection summary report.

b. Any additional charges claimed must be approved by the Contracting Officer before service commences. Any additional work performed by the Contractor without the prior written approval of the CO will be performed by the Contractor at no additional cost to the Government.

PROHIBITED PRODUCTS:

In accordance with paragraph 11.6.6 of the NFPA 96 Standard, flammable solvents or other flammable cleaning aids shall not be used in cleaning operations.

ELECTRICAL:

The Contractor shall, at the start of the service process, lock out any electrical switches that could be activated accidentally during the cleaning process.

At the close of service operations exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state.

When service procedures are complete, all electrical switches shall be returned to an operable state.

ACCESS PANELS AND DOORS:

When service procedures are complete, all access panels (doors) and cover plates shall be restored to their normal operating condition.

When access panels are removed, a service company label or tag reprinted with the name of the company and giving the date of inspection and/or cleaning shall be affixed near the affected access panel(s).

FIRE SUPPRESSION SYSTEMS:

The Contractor shall not render fire suppression system components inoperable during the cleaning process.

Cleaning chemicals shall not be applied to fusible links or detection devices of automatic fire suppression systems installed in exhaust equipment.

CLEAN-UP:

The Contractor shall keep the service area free from accumulations of waste material or rubbish.

Upon completion of the service, the Contractor shall ensure the work area and premises are clean and restored to their original condition. Contractor shall be responsible for cleaning all chemical residue after work is complete. Contractor shall be responsible for ensuring all ceiling tile and associate building materials in the area the same condition in which they were prior to the cleaning and inspection services. At the completion of each area, the Contractor shall complete a walk through with the facility POC prior to acceptance.

The Contractor shall collect and remove all trash, condensed steam, grease, and dirt generated from the cleaning to an off-base disposal site.

HOURS OF WORK:

a. Routine Work: Routine work connected with this contract shall be performed between the times of 0700 and 1600 local time defined as normal working hours Monday through Friday except Federal Holidays.

b. Emergency Work: Emergency work is defined as work performed during or after normal working hours. After normal working hours the Boiler Plant Operator will contact the HVAC Technicians to approve of service. The Contractor shall be required in some instances to work other than normal working hours. Approval of the ICVAHCS engineering department shall be obtained prior to starting work during other than normal working hours.

PARTS FOR REPAIRS:

The Contractor shall provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. Parts may be repaired or replaced, as the contractor deems appropriate Price Schedule are not to be exceeded without prior approval from the Contracting Officer. No used parts will be used to repair this equipment. Contractor shall furnish the COR with a written estimate of the cost to make necessary repairs. If cost exceeds cost listed for applicable line item in Price Schedule, the Contracting Officer shall issue a bilateral contract modification to increase funding for this line item per coordination with COR and after determination of price fair and reasonableness.

REPORTS AND DOCUMENTATION

MAINTENANCE / INSPECTION REPORTS:

The Contractor shall develop and submit to the Government for approval, a written cleaning and inspection report within ten (10) calendar days after contract award.

The Contractor shall submit completed cleaning/inspection reports on all cleanings to the VA POC within ten (10) calendar days of the following month.

At a minimum, the report shall contain:

• Building number/name of facility where kitchen exhaust system cleaning was performed

• Date and time of maintenance/service

• Equipment inspection checklist and comment section for identifying system defects

• Inaccessible areas that were not maintenance/serviced

• Name and signature of service technician

• Defects (if applicable)

CLOSURES:

Work scheduled, but not accomplished due to unforeseen weather conditions, facility exercises, or actual alert, will be rescheduled as soon as possible after reopening.

SECURITY REQUIREMENTS / BADGES:

Contractor and/or all sub-contracted personal are required to always wear and have visible a Contractor Badge.

Badges are issued by Facilities Management (FM), B-2, second floor. FM Office hours are Monday – Friday, 8:00 am – 4:30 pm.

The Contractor shall be required to obtain and display identification badges for all employees requiring access to the Iowa City VA Healthcare System.

These badges will be Government furnished and issued to Contractor employees upon initial entry, under contract.

Identification shall be always worn on the outer clothing between the neck and waist on the front of the body and visible with the Contractor’s name plainly displayed.

Loss of a contractor badge shall be reported to the VA POC no later than the following workday.

All contract personal shall be checked in by Facilities Management (FM) located in building 2, second floor.

Contractor personnel will be escorted by VA staff.

SAFETY REQUIREMENTS AND REPORTS:

The Contractor is solely responsible for compliance with all federal, state, and local laws, the Occupational, Safety and Health Act (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926, as applicable and shall perform all work in a safe manner as required by these standards.

The Contractor shall implement an Occupational Safety and Health Plan to ensure the safety of their personnel, as well as the protection of Government personnel and property. Additionally, the Contractor is responsible for the safety and health of all sub-Contractor employees.

The use of a Personal Fall Protection Harnesses is required to be worn any time workers are on the roof.

The Contractor shall provide a verbal report to the CO within 24 hours of an accident resulting in injury, death, occupational disease, or adverse environmental impact.

The Contractor shall provide a completed copy of required accident investigation reports to the CO within five calendar days of each occurrence.

DAMAGE TO GOVERNMENT EQUIPMENT AND PROPERTY:

The Contractor shall take all necessary precautions to prevent damage to Government equipment and property.

The Contractor shall report damage of Government property or equipment to the Contracting Officer and/or VA POC within 24 hours of the incident.

SPECIAL CERTIFICATIONS AND QUALIFICATIONS:

Contractor shall only use trained technicians with specialized knowledge and expertise in this line of work according to the qualifications set forth in NFPA and approved by the Authority Having Jurisdiction.

Skilled mechanics who have successfully completed an apprenticeship program or another training program certified by the Department of Labor, Bureau of Apprenticeship and Training is applicable.

Attachments:

A.1 STATEMENT OF WORK