4120--Replace 187 ton air cooled chiller at the Montgomery Regional Office
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 36C10D25Q0020
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 238220 Plumbing, Heating, and Air-Conditioning Contractors
- PSC
- 4120 Air Conditioning Equipment
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs is seeking a contractor to replace a 187-ton air-cooled chiller at the Montgomery Regional Office. This procurement involves a comprehensive replacement project requiring detailed technical specifications and compliance with specific performance standards. Contractors must submit proposals addressing five key evaluation factors: Technical Approach, Technical Qualifications, Relevant Past Performance, Schedule and Impact to Facility, and Warranty Support. The solicitation requires offerors to provide narratives demonstrating their capability to execute the project, including detailed technical documentation, key personnel qualifications, and past performance evidence. Proposals are due by December 17, 2024, with submissions to be evaluated on a lowest-price, technically acceptable basis, where each factor will receive an "acceptable" or "unacceptable" rating.
While the solicitation does not specify a specific set-aside, the contract will be awarded based on technical merit and pricing, with a focus on contractors experienced in HVAC replacement work within federal facilities. The project has a planned performance period of 270 days from the Notice to Proceed, with work to be conducted during normal business hours (Monday-Friday, 8:00 AM to 4:30 PM CST) at the Montgomery Regional Office in Alabama. The replacement chiller must meet specific technical requirements, including a 44-degree supply setpoint temperature, variable tonnage capabilities, and compatibility with existing Metasys control systems. Contractors will need to demonstrate expertise in handling complex mechanical system replacements, with a particular emphasis on minimizing facility disruption during the chiller replacement process. The procurement falls under NAICS Category 238220 for Plumbing, Heating, and Air-Conditioning Contractors, indicating the specialized nature of the required services.
Notice text
3 versions
Update #3 · Latest ·
Solicitation 36C10D25Q0020
Replace Chiller at VBA Montgomery Regional Office
Questions and Answers
Set #1
12-4-2024
What is the setpoint or setpoint range the chiller will need to supply cold fluid at? 44 Degree supply
It is mentioned as 187 tons, but what is needed in terms of BTU/hr at the lowest used setpoint? The tonnage is based on the building design, the unit is designed to fluctuate based on the demand. Can not provide an answer that detailed as the system operates based on chilled water supply temp. One day it may need 150 tons of cooling the next only 40. Outside air temp also plays a role to as to when the unit will actually run or not.
What are the climate conditions at the site, ie high/low worst case ambient temps? Geographic location? Elevation? Hot and humid summers 95 degrees plus, mild to cold winters mid to low teens at times. Middle of the state land locked. Elevation is approximately 220 feet above sea level.
For PLC communications, we can supply MODBUS TCP/IP and if needed we can offer BAC-NET as well, what would be the preference. The preference is to maintain Metasys controls through-out the operational circuit. We do not want a hodge podge of circuity controls to maintain the climate control system.
The SOW has the requirement to perform a pressure and vacuum test .
This is very unusual requirement for and air-cooled chiller and will add cost to the project.
Is this a firm requirement? This would only be required if the system does not come factory charged.
The SOW has the requirement to Conduct a partial drain and treat the chilled water system with a dyed glycol solution to prolong system operation. Refill chilled water system to capacity and return to service.
Is the intent of this statement to perform a leak check for the entire chilled water system? No, there are no indications of the system leaking.
What percentage of glycol is required? 10% of approximately 4200 gallon system capacity
Does the 187-ton chiller rating account for the glycol derating? Yes
The SOW has the requirement to Charge new unit with factory recommended refrigerant.
It is very unusual for an air-cooled chiller to be shipped without the refrigerant installed and will add cost to the project. Only if it does not come pre-charged.
Is this a firm requirement? Only if it does not come pre-charged.
The SOW has the requirement to perform vibration analysis on new chiller .
This is very unusual requirement for and air-cooled chiller and will add cost to the project. If there is factory provided vibration analysis, that will satisfy this requirement. Air cooled units are notorious for having vibration issues that cause mechanical piping failures that create catastrophic refrigerant losses and create unnecessary repairs.
Is this a firm requirement.
Please confirm this is the correct name plate data. Yes
Confirm that the 187-ton chiller is the nominal tonnage and the chiller to be provided will be selected for the power and pipe size of the existing chiller or is the power feed to be changed based on chiller tonnage. Please provide the type of compressors and refrigerant type, screw or scroll, etc. Yes, the tonnage is nominal. Refrigerant type would be factory recommended. Screw compressors.
Please provide photos of the existing chiller name plate with: See question #9
Manufacturer and Model No.
Serial No.
Power, voltage, amperage, etc
MOP for power feed disconnect.Â
Please provide a photo of the disconnecting means for the chiller. ie, is the chiller provided with a Circuit Breaker or Disconnecting means?
Is the chiller powered from an existing field disconnect or MCC at the
site? Field disconnect fed from main switch board
Please provide Chiller flow rate and pipe size. 350 GPM with 6 piping.
Please provide thickness and type of insulation for new pipe. 1 foam rubber
Please provide specifics that the proprietary BAS Vendor is to add or make changes to the existing JCI BAS System. No changes are requested to be made to the BAS system
Please provide a Google Earth shot of location or photo to show service area for a crane to remove and replace chiller. Location 1 would require a larger crane to do the lift up and over the building. Location 2 requires the removal of a 40-50 foot cypress tree to have a straight line to the chiller pad up and over the building. Location 2 is a shorter lift.
Please provide if the glycol is ethylene or propylene and the concentration for this system. Provide the dye color of glycol to be added. Propylene, green
Please provide a photo of piping isolation valves for the draining of the glycol. The system has a treatment station installed inside the pump room.
Is this AN EQUAL Solicitation or is this a proprietary solicitation? Equal that meets the specifications in the SOW.
Please designate the location for the temporary chiller. Where is the temporary chiller to be powered from? Temp chiller to be located outside of chiller pad and fed from the current disconnect.
What type of chiller do they want to replace it with, Variable speed compressors or standard compressors? Variable Speed
Existing Chiller is 175Ton Scroll Compressor. In the SOW it states 187Ton, Customer stated wanted to keep close to 175Ton. What is the preferred tonnage of new chiller? Research has found that the current chiller tonnage is no longer available from the current manufacturer, so therefore the facility selected the next higher unit size that did not require changing of additional components such as piping, disconnects, and or pumps.
Does the disconnect need to be replaced? No
Screw or Scroll compressor? Screw
Can crane lifts and work be performed on weekends or after hours? Currently all work is planned for normal business hours Monday Friday 8:00 am to 4:30 pm CST.
Update #2 ·
Preparation and Submission Instructions
Quote Requirements - The following items shall be included in your submission:
Cover Page with Solicitation Number, Project Title, points of contact, address, phone numbers, etc., and SAM Unique Entity ID Number (Contractors shall be registered in SAM - Home | SAM.gov)
Response to Evaluation Factors:
Factor 1 Technical Approach
Factor 2 Technical Qualifications
Sub-Factor 2(a) Specialized Experience and Technical Competence
Sub-Factor 2(b) Key Personnel and Management Approach
Factor 3 Relevant and Recent Past Performance
Factor 4 Schedule and Impact to Facility
Factor 5 Warranty Support
Signed offer (SF 1449) and Signed Acknowledgement of all Amendments (SF30) (if any are executed)
Pricing Schedule completed
Copy of current SDVOSB certification from VetCert (Small Business Administration - Veteran Small Business Certification (sba.gov))
Ensure the appropriate NAICS code (238220) is listed in the company s SAM Representations and Certifications
Site Visit:
A site visit was held on November 22, 2024 (see attached Sign-In Sheet of attendees). No further site visits will be scheduled.
Request for Information (RFI):
All RFIs are due no later than 12:00pm EST on December 6, 2024. All RFIs shall be submitted to the Contracting Officer via email at tiffany.garfield@va.gov .
Submission Due Date:
All Quote submissions are due no later than 12:00pm EST on December 17, 2024. Submit all quotes to tiffany.garfield@va.gov .
Update #1 ·
EVALUATION CRITERIA
Factor 1 Technical Approach:
1. In a narrative format describe in detail how the offeror intends to meet or exceed all performance areas stated in the solicitation/statement of work/attachments that are related to Project Replace Chiller at VBA Montgomery Regional Office. NOTE: Vague, general narratives to include the restatement of the Statement of Work will be rated less favorably.
2. Identify the manufacturers of required equipment and provide the Specification Sheet for proposed replacement chiller, which satisfy the Buy-American Act and relate to this project.
3. Describe any technical difficulties that may be encountered in a project of this type. Provide a narrative of preventative measures or solutions to overcome these issues.
Narrative - 5 page maximum
Factor 2 - Technical Qualifications. To be Technical Acceptable, the offerors shall identify ALL of the following:
Sub-Factor 2(a): Specialized Experience and Technical Competence
1. Describe specialized experience and technical competence in heating, ventilation, and air-conditioning (HVAC) replacement work performed by the Prime and Subcontractor in a federal facility.
2. Describe offeror s ability to obtain the necessary resources to perform this project. These may include, but are not limited to, funding, sub-contractors, subject-matter experts, consultants, and/or specialized trades.
3. Provide a description or documentation of retaining a Metasy Certified Technician who will be providing all connections, testing and certifications of controls hardware.
Narrative 2 page maximum
Sub-Factor 2(b): Key Personnel and Management Approach
Include a narrative which describes the relevant experience of:
Firm s key personnel and experience, to include at least:
Project Manager - Similar projects worked on - Education and /or Certification (s)
Field Superintendent - Similar projects worked on - Education and/or Certification(s)
Other Relevant Firm Employees - Similar projects worked on - Education and/or Certification (s)
Overall Team- Discuss the planned use of:
Subcontractors:
Key trades to be subcontracted
Proposed subcontractors, if firms already determined
Similar projects worked on
Narrative 3 page maximum
Factor 3 Relevant and Recent Past Performance.
A maximum of three (3) past performance projects completed by the Prime Contractor shall be submitted to the Government.
Each past performance shall contain the following:
Brief project description.
List of subcontractors.
Initial/Final award amount.
State any change orders if occurred during the project performance.
Project Contracting Officer Representative or Client.
The projects shall be recent (completion date to be within 5 years of the solicitation release date), relevant, and meet or exceed the proposed magnitude and scope of the proposed project.
In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance.
Note: The Evaluation Team may also use information obtained from Past Performance Information Retrieval System PPIRS http://www.ppirs.gov/ as a basis for evaluating this factor.
Narrative - 5 page maximum
Factor 4 Schedule and Impact to Facility
Describe a plan to execute the shutdown of the existing chiller system and how the contractor will keep the building in operation at all times.
Submit a preliminary schedule for performance satisfying the requirements of this project. A practicable schedule showing the order in which the Contractor proposes to perform the work, and the dates on which the Contractor contemplates starting and completing the several salient features of the work (including acquiring materials, mobilization, demolition, installation, finalization, etc.). Most importantly, the schedule should show length of downtime required. The schedule shall show key milestone dates and outages for switchover and start-up of equipment.
Narrative - 5 page maximum
Factor 5 Warranty Support
Describe the organization, process and procedures to be established, implemented and carried out for warranty support.
Narrative - 1 page maximum
Each offeror shall submit a narrative which demonstrates how the offeror intends to accomplish each of the requirements as stated in the Statement of Work and Evaluation Factors.
Technical Rating Scheme Each of the Factors will receive one of the ratings defined below. These ratings will be used to determine an overall rating for the project in its entirety. A rating of unacceptable for either standard will equate to an unacceptable rating for each of the factors and the proposal will not be further evaluated.
Adjectival Rating Standards
Rating
Description
Acceptable
Proposal clearly meets the requirements of the solicitation.
Unacceptable
Proposal does not clearly meet the minimum requirements of the solicitation.
Past Performance Rating Scheme:
Offerors without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, unknown shall be considered neutral. If a rating of unacceptable for the past performance factor is assessed, the entire proposal will be determined unacceptable, and will not be further evaluated.
Past Performance Ratings
Rating
Description
Acceptable
The Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror s performance record is unknown.
Unacceptable
Based on the offeror s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort
Neutral
Offerors without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance.
Award will be made on the basis of the lowest evaluated price of proposals/quote meeting or exceeding the acceptability standards for non-cost factors. The evaluation will be conducted by receiving all proposals submitted and reviewing the lowest price proposal/quote to verify that that proposal/quote meets all solicitation requirements to include the evaluation criteria. If that proposal/quote does not meet the solicitation requirements, then the evaluation team will move on to reviewing the next lowest proposal/quote and proceed in the same manner until a proposal/quote meets all requirements.
Files
| File | Type | Posted |
|---|---|---|
| 36C10D25Q0020 0002.docx | DOCX document | |
| 36C10D25Q0020 0001.docx | DOCX document | |
| Site Visit Sign In Sheet 11-22-2024.pdf | ||
| 36C10D25Q0020.docx | DOCX document | |
| P07_Wage Determination Montgomery AL.pdf |
Notice history
| Notice | Type | Posted |
|---|---|---|
| 4120--Replace 187 ton air cooled chiller at the Montgomery Regional Office | Award Notice | |
| This notice | Solicitation | |
| 4120--Replace 187 ton air cooled chiller at the Montgomery Regional Office | Pre-Solicitation |
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