Sources Sought - Preventative Chiller Maintenance Services - VALBHS.pdf

THIS REQUEST FOR INFORMATION (RFI) – SOURCES SOUGHT IS ISSUED SOLELY

FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT

CONSTITUTE A SOLICITATION

FOR: Preventative Chiller Maintenance Services – Department of Veterans Affairs – VA Long Beach

Healthcare System (VALBHS).

1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service-Disabled Veteran-Owned Small Businesses (SDVOSB/VOSB) who are interested and capable of performing the work.

2. The NAICS for this requirement is 811310 - Commercial and Industrial Machinery and Equipment

(except Automotive and Electronic) Repair and Maintenance

3. Interested and capable Contractors should respond to this notice no later than 12:00pm PST on

03/07/2025 by providing the following via email only to Melissa Serrato, Contract Specialist, at Melissa.Serrato@va.gov

Please provide the information below:

Company Name:

SAM UEI:

Address:

Point of Contact Name:

Phone No.:

Email:

Business Size Information

Select all that applies:

□ Small Business

□ Emerging Small Business

□ Small Disadvantaged Business

□ Certified under Section 8(a) of the Small Business Act

□ HubZone

□ Women-Owned

□ Certified Service-Disabled Veteran-Owned Small Business (active in Dynamic Small Business Search)

□ Veteran Owned Small Business (active in Dynamic Small Business Search)

4. Please submit a capabilities statement that addresses the organization’s qualifications and ability to provide Preventative Chiller Maintenance services. Please see below for a draft Statement of Work.

5. Sample Price Quote. Please submit a sample price quote for the services outlined in the draft Statement of

Work. The rates identified should represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments.

FSS/GSA Contract Holder Yes □ No □

FSS/GSA Contract Number

Effective Date & Expiration Date mailto:Melissa.Renteria@va.gov mailto:Melissa.Serrato@va.gov

VHA Long Beach Healthcare System Engineering Service

A. Contract Title:

Recurring Maintenance Proposal for Buildings 126, 138, 149 and 160 Chiller Preventative Maintenance.

B. Introduction & Background:

Tibor Rubin Veterans Affairs Healthcare System located in Long Beach, California requires annual and quarterly preventive maintenance services for six (6) chillers. The goal is to award one (1) contract for a 12-month base period with four (4) 12-month option periods.

C. General Requirements:

1. All work shall be completed at and provided throughout the VHA Long Beach

Healthcare System located at 5901 East 7th Street, Long Beach, CA, 90822.

2. Contractor shall provide all Labor, Parts, Materials, Equipment, and Supervision required to perform all work.

3. Contractor (general or sub-contractor) is required to have completed and provide current safety training certifications:

a. Supervisor: Occupational Safety and Health Administration (OSHA) 30-hours Construction Safety course.

b. Tradesmen: OSHA 10-hour Construction Safety training

4. Contractor shall check-in with the Contracting Officer’s Representative (COR) upon arrival at the VHA Long Beach Healthcare System.

5. Contractor shall wear all OSHA regulated and VHA Personal Protective Equipment (PPE).

6. During the construction process the contractor must ensure safety and exclude the possibility of injury to patient, staff and visitors.

7. Contractor will abide by all hospital policies for Interim Life Safety Measures (ILSM) policies. Contractor will set up work area providing all barriers and protection needed to ensure safe removal and replacement of equipment and/or materials.

a. Healthcare System Policy: Interim Life Safety Measure, Issue Date January 2020.

b. Depending on the scope of work the Contract Officer’s Representative and Contractor must attain and provide the correct type of permit required by VHA Safety Office. Work cannot commence until the appropriate work permit has been signed off by all parties. The following permits will apply depending on the scope of work:

i. Hot Work Permit

ii. Energized Electrical Permit

iii. Utility Shutdown Permit

8. Collect, contain, and dispose of all debris daily and upon completion of work resulting from the overall scope of the project according to VHA Regulations.

9. Contractor is responsible for repairing damages incurred during performance of this scope of work to include removal/installation or moving materials and tools in and out of the work area.

10. All work will be done in accordance with:

a. VA Offices of Construction & Facilities Management https://www.cfm.va.gov/til/spec.asp#01

b. Occupational Safety & Health regulations

D. Scope of Work

1. The Contractor shall provide annual maintenance and quarterly maintenance service for six (6) chillers located at VALBHS. All routine and preventative maintenance work shall be performed during normal business hours, Monday through Friday from 7:30 AM to 4:00 PM.

2. Contractor shall coordinate with the Contract Officer’s Representative to obtain the proper I.D. Badge prior to starting work.

3. Contractor personnel are required to wear I.D. Badge during the entire time on VA property.

4. Contractor shall have a minimum three years’ experience working on chiller system.

5. Contractor shall provide 10 hours construction OSHA training certificate.

6. All schedule preventive maintenance work will be coordinated with the affected service area and subject to change.

7. Contractor shall ensure all work is done in a neat, orderly, and workmanlike manner.

8. Contractor will write and complete a PM service report sheet with photographs and create a folder for each unit that will include model, serial number, location, discrepancies if any, and the status of unit, the HVAC shop Supervisor will provide further instructions.

9. Contractor shall ensure that they have the required qualifications and, possess current Universal EPA 608 refrigerant certification and any other valid professional certifications and licenses in compliance with federal, state, and local environmental requirements and laws.

10. Contractor shall clean the work area and throw the trash out of the mechanical room.

11. The Contractor shall check in with HVAC Shop for any operational deficiencies since last visit and the overall condition of all units including system pressures and temperatures. The Contractor shall provide parts, labor and all materials and equipment needed to perform maintenance services to included but not limited to the following, this list is not intended to be exhaustive. The vendor shall perform all manufacturer recommended routine maintenance, whether or not included in the list below. Contractor https://www.cfm.va.gov/til/spec.asp#01

MUST notify the COR, shop supervisor, and affected areas before doing the scheduled PM.

Bldg. #126 Trane Air Cooled Chiller

Description Unit # Manufacture Model Servicing Location Air Cooled

Chiller 126-CH1 Trane RTAC 1704 UC0N UAFN

N2NX 1DDN PA0F

Bldg. #126 Bldg. 126

Rooftop

12. Annual Chiller Service

i. Contractor will perform visual inspection of chiller.

ii. Contractor will leak check chiller.

iii. Contractor will change internal oil filters.

iv. Contractor will check and Meg electrical.

v. Contractor will wash condenser coils.

vi. Contractor will check all pumps.

vii. Contractor will return chiller to normal operation, check and log system pressures and temperatures.

viii. Contractor will check all safeties, set points, and chiller controls.

ix. Contractor will check for excessive noise, vibration, and proper operation (report to HVAC supervisor).

x. Contractor will clean the general work area and remove any related job debris.

xi. Contractor will record all findings.

13. Quarterly Chiller Service

i. Contractor will visually inspect chiller for leaks and any unusual conditions.

ii. Contractor will run chiller, check and log system pressures and temperatures.

iii. Contractor will check for excessive noise, vibration, and proper operation (report to HVAC supervisor).

iv. Contractor will clean the general work area and remove any related job debris.

Bldg. #138 Trane Water Cooled Chiller

Description Unit # Manufacture Model Servicing Location Water Cooled

Chiller CH-1 Trane Non-Legible Bldg. #138 Bldg. 138

Room B34A CH-2 Trane RTWD 080F 2B02 A1A1

AA2A 1A1Y 1A0A

14. Base Year Only: Contractor shall install shut off valves for educator filters for future use per each chiller.

15. Annual Chiller Service

i. Contractor will perform visual inspection of chiller.

ii. Contractor will recover refrigerant from systems.

iii. Contractor will change all filters.

iv. Contractor will leak check evacuate and recharge.

v. Contractor will check and Meg electrical.

vi. Contractor will brush condenser tubes.

vii. Contractor will return chiller to normal operation, check and log system pressures and temperatures.

viii. Contractor will check all safeties, set points, and chiller controls.

ix. Contractor will check for excessive noise, vibration, and proper operation (report to HVAC supervisor).

x. Contractor will clean the general work area and remove any related job debris.

xi. Contractor will record all findings.

16. Quarterly Chiller Service

i. Contractor will visually inspect chiller for leaks and any unusual conditions.

ii. Contractor will run chiller, check and log system pressures and temperatures.

iii. Contractor will check for excessive noise, vibration, and proper operation (report to HVAC supervisor).

iv. Contractor will clean the general work area and remove any related job debris.

Bldg. #149 York Air Cooled Chiller

Description Unit # Manufacture Model Servicing Location Air Cooled

Chiller CH#1 York YCAL0046EE 46XEBSD Bldg. #149 Bldg. 149

Mech. Yard

Tasking Description Equipment Tasking Schedule

Equipment Task Schedule Task Description Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Check with customer for operational deficiencies

X X X X

Check overall condition of unit X X X X

Check all safeties and set points X X X X

Check for proper water flow X X X X

Check and Log system pressures and temperatures

X X X X

Check refrigerant charge X X X X

Check Chiller controls X X X X

Check electrical connections X X X X

Visually inspect for refrigerant leaks X X X X

Check for unusual noise and vibration X X X X

Clean area around equipment X X X X

Complete any required maintenance checklists, report observations to appropriate customer representative

X X X X

Conduct refrigerant leak check X

Meg ohm test compressor motor(s) X

Visual inspection of condenser tubes X

Inspect starter/VFD X

Check and tighten electrical connections X

Check safeties X

Check operating controls X

Clean Condenser Coils X

Complete refrigerant audit report X

Bldg. #160 Dimplex Thermal Solutions Air Cooled Chiller

Description Unit # Manufacture Model Servicing Location Air Cooled

Chiller 160-CH-1 Dimplex

Thermal

Solutions

W02-2-5000-2P-NF-L-M-

407C Bldg. #160 Bldg. 160

Mechanical Yard 160-CH-2 W02-2-7500-2P-NF-L-M-

407C

17. Annual Chiller Service

i. Contractor will perform visual inspection of chiller.

ii. Contractor will perform leak check.

iii. Contractor will check and Meg electrical.

iv. Contractor will wash condenser coils.

v. Contractor will check glycol levels.

vi. Contractor will return chiller to normal operation, check and log system pressures and temperatures.

vii. Contractor will check all safeties, set points, and chiller controls.

viii. Contractor will check for excessive noise, vibration, and proper operation (report to supervisor).

ix. Contractor will clean the general work area and remove any related job debris.

x. Contractor will record all findings.

18. Quarterly Chiller Service

i. Contractor will visually inspect chiller for leaks and any unusual conditions.

ii. Contractor will run chiller, check and log system pressures and temperatures.

iii. Contractor will check for excessive noise, vibration, and proper operation (report to HVAC supervisor).

iv. Contractor will clean the general work area and remove any related job debris.

Sample Price Sheet

Base Year:

• Annual Maintenance: $_____________

• Quarterly Maintenance: $_____________

Total Base Year Annual and Quarterly Maintenance: $______________

Option Year 1:

• Annual Maintenance: $_____________

• Quarterly Maintenance: $_____________

Total Option Year 1 Annual and Quarterly Maintenance: $______________

Option Year 2:

• Annual Maintenance: $_____________

• Quarterly Maintenance: $_____________

Total Option Year 2 Annual and Quarterly Maintenance: $______________

Option Year 3:

• Annual Maintenance: $_____________

• Quarterly Maintenance: $_____________

Total Option Year 3 Annual and Quarterly Maintenance: $______________

Option Year 4:

• Annual Maintenance: $_____________

• Quarterly Maintenance: $_____________

Total Option Year 4 Annual and Quarterly Maintenance: $______________

Total for Base + 4 Option Years Annual and Quarterly Maintenance: $_____________________