ALX Compressors RFI - Sources Sought.pdf

Department of Veterans Affairs Network Contracting Office (NCO) 16

Request For Information (RFI)

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the SAM Federal Contract Opportunities website or on GSA E-Buy. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Replace two compressors for a chiller at Alexandria VA Health Care System in Pineville, LA.

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends to issue shortly for the following:

Item Item /Description of Supplies/Equipment Qty 0001 Replace two compressors in accordance with the attached

Statement of Work.

2 EA

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 238220 is $19 million.

If your company is interested in participating in a future solicitation for this requirement, please complete the following or submit your own document that includes the following information to the Contracting Officer:

Company Name: ____________________________________________ Point(s) of contact name: ________________________________ Email address: _______________________________________________ Company's business size: ________________________________________________

SAM UEI #: _______________________________

Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite 238220 NAICS code? ______________________________________

Is your company available under any Government Wide Agency Contract (GWAC), Federal Supply Schedule (FSS) contract, Blanket Purchase Agreement (BPA), or some other agreement?

If so, please identify the contract number for the Government to review as part of this Market Research.

NCO-16 is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI)

Department of Veterans Affairs Network Contracting Office (NCO) 16

Request For Information (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry.

5. Instructions and Response Guidelines:

RFI responses are due by 4:00 PM CST on 2/10/2026. Submit via email to bennett.smith2@va.gov.

NO SOLICITATION EXISTS AT THIS TIME. However, an RFQ may be issued based on the responses received.

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI.

Information provided will be used solely by NCO-16 as Market Research.

7. Contact Information:

Bennett Smith, Contracting Officer bennett.smith2@va.gov mailto:bennett.smith2@va.gov mailto:bennett.smith2@va.gov

Rev_02

Statement of Work Project No. TBD - Replace two compressors for Chiller #2

Alexandria VA Health Care System, Pineville, LA

Background: Two (2) compressors on the Chiller #2 (model SWA400-6LG09-F2BGQB-F2BMQB) 1000 Ton Refrigeration Smardt centrifugal oil-free magnetic bearing chiller are not operational.

Replacing these is critical to maintaining reliable chilled water supply for hospital operations.

These two compressors are 500 series (model TT500-G9-1-ST-E-O-NC) and original to the unit.

They do not operate, impacting system efficiency and redundancy. Timely replacement is necessary to restore full capacity and reliability. The current chiller plant capacity is at 60% and chilled water temperatures are running above normal.

Scope: Furnish all labor, tools, materials, equipment and supervision necessary for work to replace the two 500 series compressors with two 700 series (model TTS700HGS2S010X0XXS415) compressors. Contractor will conduct a site assessment and pre-replacement inspection. Submit a project schedule and safety plan for VA approval. Coordinate all work with facility management. The contractor must be a licensed HVAC contractor with at least 3 years of experience servicing Smardt Chillers. Technicians must be EPA 608 certified and have knowledge of oil-free centrifugal compressor systems. They must also have experience working in federal or VA medical center environments. The contractor must follow all VAMC safety protocols. VA LOTO, confined space and PPE requirements apply. They must also wear VA issued badges. The VA will provide access to equipment and site escorts and needed. We will coordinate system shutdowns with the contractor.

Removal of existing compressors:

- Safely shut down the chiller system, ensuring no interruption to critical facility operations

- Isolate the 500 Series compressors from all power sources, refrigerant lines, and control wiring

- Drain refrigerant from the compressors following EPA guidelines and proper disposal methods

- Disconnect all electrical and control wiring from the existing compressors

- Remove ancillary components, such as brackets and supports, associated with the 500 Series compressors

- Dismantle and remove the 500 Series compressors using appropriate rigging and lifting equipment

- Transport the removed compressors to a designated disposal or storage area in accordance with environmental regulations

Installation of New Compressors:

- Assess the mounting and connection points to ensure they meet the specifications for the new compressors

- Prepare the mounting surfaces by cleaning and making any necessary modifications or reinforcements

- Install the 700 Series compressors (TTS700HGS2S010X0XXS415), ensuring proper alignment and secure fastening

- Connect electrical and control wiring to the new compressors, ensuring all connections meet code requirements and manufacturer specifications

- Reconnect refrigerant lines, ensuring leak-free joints and proper insulation

- Install any additional components, such as vibration isolators or dampers, to optimize performance and reduce noise

Testing and Commissioning

- Conduct initial inspection to verify installation completeness and adherence to specifications

- Pressurize the system and perform leak tests on all connections and fittings

- Conduct electrical tests, including insulation resistance and continuity checks

- Perform functional tests under no-load conditions to verify startup and basic operation

- Gradually introduce load and monitor performance parameters (e.g., temperature, pressure, power consumption)

- Validate system performance under full-load conditions, ensuring optimal operation and efficiency

- Fine-tune system settings based on test results to achieve peak performance

- Document all test procedures, results, and any adjustments made

- Provide training to on-site staff, including:

- Operation procedures

- Routine maintenance schedules

- Troubleshooting guidelines

- Safety protocols

Deliverables

- Comprehensive removal and installation documentation, including photographs and detailed descriptions

- Detailed test and commissioning reports

- User manuals and operation guidelines for the new compressors

- Training materials and session records for facility staff

- Final project report summarizing all activities, findings, and recommendations

Contractor Responsibilities

- Ensure compliance with all relevant safety standards and regulations

- Provide skilled and qualified personnel for all phases of the project

- Manage all aspects of the project, including schedule adherence, resource allocation, and communication with the client

- Procure and transport necessary tools, equipment, and materials for the installation

- Adhere to VAMC policies and procedures while working on-site

Summary of Tasks:

1) Safely isolate, lock out, and de-energize the Chiller 2 per VA safety and LOTO procedures

2) Recover refrigerant per EPA guidelines and document recovery volumes (provide certification)

3) Remove the two failed smardt chiller compressors

4) Furnish and install two new OEM Smardt 700 series compressors compatible with the existing model

5) Replace associated seals, gaskets, hardware, and electrical connections as needed

6) If needed, evacuate and recharge the system with refrigerant per manufacturer specifications

7) Perform functional testing and verification of compressor operation as well as leak tests, functional tests under no load conditions, and electrical tests to include insulation resistance and continuity checks. Gradually introduce load and monitor performance.

Validate system performance under full-load conditions.

8) Update the chiller control system with any necessary firmware or configuration changes

9) Provide a performance report and startup documentation

10) Provide OEM warranty, system test results, commissioning reports, and user manuals

11) Final project punchlist coordinated with the COR

Period of Performance:

All contractually required work and tests must be successfully completed within

30 calendar days of issuance of Notice to Proceed.