Chiller Plant Maintenance Contract

Added: Apr 20, 2018 3:21 pm VA250-13-R-0622

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VA250-13-R-0622

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This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

The Department of Veterans Affairs Louis Stokes Cleveland VA Medical Center (LSCVAMC) in Cleveland, Ohio is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, and/or HUBZone small businesses capable of serving the needs identified below. This sources sought is for open market as well as Federal Supply Schedule Items.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 238220. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible.

PLEASE NOTE THAT THIS IS NOT A REQUEST FOR PROPOSAL, NO SOLICITATION EXISTS NOW.

Purpose

The LSCVAMC is seeking to chiller plant maintenance services that can meet or exceed our required specifications. Because of this source sought and market research, a solicitation will be publicly posted to FBO.gov as well as sent to interested vendors regarding this requirement. The goal of this sources sought is to establish if there may be any small business vendors that can satisfy this requirement. Please advise if you can provide the service. Please submit all information to Contracting Specialist/Officer Harvey J. McGowan, via e-mail: harvey.mcgowan@va.gov by Friday, April 27, 2018 4:00pm EST.

Anticipated contract will be a firm fix price contract with a base period with four (4) option years.

Confidentiality of Information

In accordance with FAR 52.227-14(b), the contractor shall guarantee strict confidentiality of the information/data that it is provided by the Government during the performance of the contract. The Government has determined that the information/data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner.

The Contractor, in whole or in part, can only make disclosure of the information/data, after the Contractor receives prior written approval from the Contracting Officer. Whenever the Contractor is uncertain about the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer.

Interested firms responding to this sources sought notice must adhere to the following:

(a) Provide a capability statement demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 10 pages.

(b) The capability statement must identify the responder's business type and size.

(c) The capability statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s).

(d) All capability statements must be submitted electronically no later than 4:00pm eastern standard time on Friday, April 27, 2018 to CO Harvey McGowan, harvey.mcgowan@va.gov.

THIS NOTICE IS NOT A REQUEST FOR PROPOSALS. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality, No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).



A determination by the Government to proceed with the acquisition as a set-aside is within the discretion of the Government. If capability statements are not received from at least two responsible businesses by the response date or if the Government determines that no small business concerns can perform this requirement based upon an evaluation of the capability statements submitted, the Government may proceed with a full and open competition.



2. Contract Title. Chiller Plant maintenance contract.

3. Background. This contact is necessary to maintain the equipment necessary to cool the Medical Center for the health and safety of our patients and employees.

4. Scope. Vendor shall supply all labor and equipment to perform maintenance and repair as scheduled and needed to the chiller plant chillers and auxiliary equipment located at Louis Stokes VA Medical Center.

5. Specific Tasks. See equipment list and maintenance description below.

5.1 Task 1

PART ONE - CENTRIFUGAL CHILLERS

NUMBER



MODEL



TONS/OUTPUT



CH-I

TRANE

CVHF128NA

1,200

4160V

CH-2

TRANE

CVHF128NA

1,200

4160V

CH-3

TRANE

CVHF128NA

1 ,200

4160V

CH-4

TRANE



CVHF1280

1,200

480V

CH-5

TRANE

CVHF13DFA

1,200

480V

STARTERS

FOR

CHILLERS 1

THRU 3

CUTLER HAMMER

CVSF0108 NMG610C



N/A

4160V



PART TWO - AUTOMATION & CONTROLS

Maintenance of the Trane Building Automation Systems for the center. Includes all operated valves, programming panels,

BCU s, Tracer Output/Input panels and work stations associated with Energy Center equipment and operations.

Vendor/Contractor will supply (4) four new Trane Tracer capable PC work stations including 32 HD monitors with all associated hardware, software, UPS back-ups and licensing to efficiently and effectively monitor/operate the Chiller Plant and all associated equipment. (3) units will be in the Energy Center (1 in conference room, 1 in operators control room and 1 in Chiller Plant Supervisors office) and (1) unit will be in the Boiler Plant operators control room. Vendor/Contractor will provide and install any new operational software with latest revisions over the course of the contract. Initial (4) units will be included in Base year submittal. Unit maintenance and repair/replacement of PC s, Monitors, UPS s and associated equipment will be the liability of the vendor/contractor over the duration of the contract with no additional cost to the LSVAMC.

PART THREE CHILL WATER/TOWER WATER PUMPS AND DRIVES

NUMBER



MODEL

SERVICE





CWP-I

WEINMAN

444TT

CHILLED WATER

2400GPM

150HP

CWP-2

WEINMAN

444TT

CHILLED WATER

2400GPM

150HP

CWP-3

WEINMAN

444TT

CHILLED WATER

2400GPM

150HP

CWP-4

WEINMAN

444TT

CHILLED WATER

2400GPM

150HP

CWP-5

PACO

444TT

CHILLED WATER

2400GPM

150HP

CWP-6

PACO

444TT

CHILLED WATER

2400GPM

150HP

VFD CWP-1

DANFOSS/GRAHAM

VLT6000H190

CHILLED WATER



480V

VFD

CWP-2

DANFOSS/GRAHAM

VLT6000H190

CHILLED WATER



480V

VFD

CWP-3



DANFOSS/GRAHAM

VLT6000H190

CHILLED WATER



480V

VFD

CWP-4

HONEYWELL

SMART VFD

HVFDSD3C1500G100

CHILLED WATER



480V

VFD

CWP-5



EATON

CFX9000

CHILLED

WATER



480V

VFD

CWP-6

EATON

SVX9000

CHILLED

WATER



480V

TWP-I

WEINMAN

12L2

TOWER

WATER

3600GPM

100HP

TWP-2

WEINMAN

12102

TOWER

WATER

3600GPM

100HP

TWP-3

WEINMAN

12L2

TOWER

WATER

3600GPM

100HP

TWP-4

WEINMAN

12L2

TOWER

WATER

3600GPM

100HP

TWP-5

PACO

KP8012-56

TOWER

WATER

3600GPM

100HP

TWP-6

PACO

8012

TOWER

WATER

3600GPM

100HP

VFD-TWP-1

DANFOSS/GRAHAM

MCD3075

TOWER

WATER



480V

VFD-TWP-2

DANFOSS/GRAHAM

MCD3075

TOWER

WATER



480V

VFD-TWP-3

DANFOSS/GRAHAM

MCD3075

TOWER

WATER



480V

VFD-TWP-4

EATON

SVX9000

TOWER

WATER



480V

VFD-TWP-5

EATON

CFX9000

TOWER

PUMP



480V

VFD-TWP-6

EATON

SVX9000

TOWER

PUMP



480V

PART FOUR - COOLING TOWERS/COOLING TOWER FAN DRIVES/SEMI-ANNUAL TOWER CLEANING AND DISINFECTION

NUMBER



MODEL

TONS

MOTOR



CT-I

EVAPCO

REP 224-018

1200TONS

2CELLS



CT-2

EVAPCO

REP 224-018

1200TONS

2CELLS



CT-3

EVAPCO

REP 224-018

1200TONS

2CELLS



CT-4

EVAPCO

REP224-118

1200TONS

2CELLS



CT-5

EVAPCO

AT224-118

1200TONS

2CELLS



VFD-CT-I

DANFOSS/GRAHAM

VLT6000

COOLING TOWER

FANS

2 @ 30 EA

60HZ

VFD-CT-2

DANFOSS/GRAHAM

VLT6000

COOLING TOWER

FANS

2 @ 30 EA

60HZ

VFD-CT-3

DANFOSS/GRAHAM

VLT6000

COOLING

TOWER

FANS

2@30EA

60HZ

VFD-CT-4B



VFD-CT4A

EATON



HONEYWELL

CFX9000



NXS0300A1001

COOLING

TOWER

FANS

1



1





30HZ



30HZ

VFD-CT-5

EATON

SVX9000

FANS

2

60HZ



Semi-Annual cooling tower cleaning and disinfection:

To be completed in early Spring (March/April) and late Fall (October/November)

General Disinfection & Clean Process - The following highlights the general approach for clean and

disinfection of cooling water systems. Certain modifications may be required depending on system

access, design, operation, or the like. All stages in the clean and disinfection process shall require

assistance from the Customer such as the operation engineer who is familiar with the system.

Stage I: Pre-Clean Disinfection for the destruction of biofilms and pathogens

_ All cooling tower fans must be shut OFF, and all recirculation pumps must be ON.

_ The system is disinfected using an oxidizing biocide such as chlorine or an equivalent chemistry.

_ A bio dispersant may also be added to help remove organic deposits and enhance disinfection.

Stage II: Mechanical Cleaning for surface sanitation and removal of deposits

_ Each system cell and/or sump is isolated and drained for mechanical cleaning.

_ Each system cell is pressure washed from top to bottom, internal and external, as is reasonably accessible to remove deposits.

_ Exceptional care is taken to remove deposits without damaging the fill pack.

_ Deposits, including the sump if included in the scope, are removed for disposal. The Customer shall assist with disposal in the

appropriate dumpsters or equivalent.

Stage III: Post-Clean Disinfection for the destruction of dislodged biofilms and pathogens

_ All cooling tower fans must be shut OFF, and all recirculation pumps must be ON.

_ The system is disinfected using an oxidizing biocide such as chlorine or an equivalent chemistry.

_ The full water treatment program must be immediately resumed following the disinfection step to re-passivate system

metallurgy.

Stage IV: Documentation and Certification

_ The cleaning and disinfection service is documented with a service report with photos and a certificate for a record of due

diligence. Documentation supports a site risk reduction program for control of Legionella in cooling water systems



PART FIVE ROTARY CHILLERS AND AUXILLARY EQUIPMENT (Process System)

QUANTITY

DESCRIPTION

MODEL

MANUFACTURER

TYPE



2

CHILLERS 1,2

RTWD250F

TRANE

DUAL COMPRESSOR

134A

2

CHILLED WATER PUMPS

EJMM2531T

BALDOR

25HP



2

CONDENSER PUMPS

EJMM1531T

BALDOR

15HP



4

PUMP VFD S

1,2,3,4

TR200

TRANE





2

DRY-COOLER CONDENSERS

REPCM-ACC

KRAMER

8 FANS EACH



QUANITY

DESCRIPTION

MODEL

LOCATION





1

TRANE TRACER AUTOMATION SYSTEM

MISC.

PROCESS CHILLER





5.1 REQUIREMENTS FOR CENTRIFUGAL CHILLERS AND ROTARY CHILLERS (PART 1)

5.1.1 ANNUAL MAINTENANCE: Once a year, thorough preventative maintenance will be performed, including the following:

Furnish oil filters and gaskets as required.

Pressure test as required using system pressure.

Repair any leaks. Provide refrigerant leak report to owner as required by EPA guidelines.

Detailed inspection of purge system and thorough cleaning of purge compressor, purge oil separator, purge drum. Detailed inspection of purge system to include control circuit diagnostics, purge tank checkout and water removal, replace filter drier cores and clean the air-cooled condenser, if applicable.

Check condition of contacts for wear, pitting, etc.

Check and calibrate safety controls, including all transmitters, flow meters, and all other monitoring devices.

Meg compressor motor and oil pump. Cheek main starters and perform recommended testing (this includes all the chillers).

Check main starters and tighten all starter terminals and check contacts for wear,

Check overloads.

Tighten motor terminals and control panel terminals.

Clean oil strainer, replace filter and gasket where required.

Tighten oil heater leads.

Check operation of vane positioned. Take oil sample and have analyzed for acid, moisture and wear metals content.

Oil sample and analysis for wear metals, acid content moisture.

Change oil when so indicated by oil analysis unless done on annual schedule.



Provide yearly recommended maintenance on refrigerant monitor along with calibration test, if applicable.

Report any noted deficiencies.

5.1.2 MONTHLY MAINTENANCE: Monthly inspections to be made during the operating season, to include the following:

Adjust operating and safety controls. Record settings.

Complete operating log of temperatures, pressures and voltages.

Change oil in purge vacuum pumps when required.

Check operation of purge system.

Check operation of control circuit.

Check operation of lubricant system including oil pump and oil pressure regulator.

Check operation of motor and starter.

Check customers log with operator, discuss operation of the machine generally.

Report to operator any uncorrected deficiencies noted.

Make operating log of temperatures, pressures, voltages and amperages, etc.

Check and adjust operating and safety controls.

Check operation of oil reservoir sump heater.

Check oil level and add as required.

Check operation of control circuit.

Check operating log with operator, discuss operation of the machine generally.

Check operation of motor and starter.

5.1.3 SEASONAL START UP: Contractor will advise regarding the start of the month.



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Test motor (Meg).

Start machine-check controls and calibrate.

Complete operating log and record settings monthly.

Check refrigerant and oil levels.

Check purge operation.

Check starter operation, voltage and current.

Set up operating log with operator, instruct and advise troubleshooting techniques.

5.1.4 ANALYSIS SERVICES: Various diagnostic tests are to be performed depending on equipment duty and type. Reports with interpretation and recommendations are to be included.

Oil sample and analysis for wear metals, acid content and moisture. Samples to be taken two (2) times per year.

Refrigerant analysis for acid and moisture content (as required).

5.1.5 ANNUAL OPERATOR TRAINING: Training of operators or building engineers on the equipment covered, if required. 8 hours of training per year for every boiler plant employee, up to 16 employees. Any un-utilized training costs will be reimbursed.

5.1.6 MAJOR PARTS REPLACEMENT: All parts needed to replace failed components on non-covered equipment will be offered at a discount percentage (30%). This does not include materials or components, such as refrigerant, oil and other materials the contractor will provide to perform maintenance and repairs as scheduled under annual maintenance, monthly maintenance, seasonal start up and analysis services.

5. 1 .7 WRITTEN REPORTS-Provided to customer representative following each regular inspection or emergency call.

5.2 REQUIREMENTS FOR TRACER AUTOMATION EQUIPMENT MAIN PLANT AND PROCESS CHILLER PLANT (PART TWO)

5.2.1 DESCRIPTION: Contractor will provide full service coverage for regular systematic maintenance and parts, materials and labor for repairs, including all software support, including defects in materials or manufacture or due to normal wear and tear. Scheduled maintenance includes diagnosis of system performance, inspection, cleaning, and adjustment, and other procedures as required by Trane specifications according to system use and configuration.

5.2.2 SEMI-ANNUAL PREVENTITIVE MAINTENANCE

Master Station

Check operating environment and clean console.

Check and clean the central processing unit and record input voltage.

If necessitated by operational difficulties, run system diagnostics. Contractor will keep the Summit

Tracer software updated with the most current version at no cost.

Clean and maintain BCU modules in both the Penthouse and Ambulatory Care.

CRT's and Printers

Check and clean.

System Backup

Perform a complete system backup.

Remote Stations and Field Hardware

Verify regulated power assembly and battery voltages, adjust as required.

Inspect cabinet is at earth ground potential.

Verify proper system electrical ground isolation.

Inspect interconnecting cables and electrical connections.

Via terminal exercise controlled devices with manual command functions and verify proper response of connected field hardware, Check for alarms and overrides. Note specific alarm and override conditions for review with owner personnel.

Clean external surfaces of the panel enclosure and associated field equipment units.

Review system performance with Medical Centers designated contact.

Discuss specific parameter changes implemented as required.

Inspect interior surfaces and components of the panel enclosure and associated field equipment. Insure all mounted devices add plug in components are securely in place.

Evaluate binary and analog points for proper operation and reporting. Perform a general performance review of all points.

Check individual critical points. Determine new or revised calibration coefficients as required.

Record any parameter values which are different than those shown on program listing.

5.2.3 TRAINING: The contractor will provide up to eight (8) hours of Tracer Summit on-site customer training, if requested.

5.2.4 WRITTEN REPORTS-Provided to customer representative following each regular inspection or emergency call.

5.3 REQUIREMENTS FOR ALL CHILL-WATER, TOWER/CONDENSER WATER PUMPS (PART THREE)

5.3.1 MONTHLY MAINTENANCE: Monthly inspections to be made during the operating season, to include the following:

Lubricate pump bearings per manufacturer's recommendations.

Lubricate motor bearings per manufacturer's recommendations.

Check suction and discharge pressures.

Check packing or mechanical seal and adjust as necessary.

Check motor voltage and amperage.

5.3.2 SEASONAL START-UP

Clean pump strainers.

Lubricate pump bearings per manufacturer's recommendations.

Lubricate motor bearings per manufacturer' s recommendations.

Tighten all nuts and bolts. Check motor mounts and vibration pads.

Visually check pump alignment and coupling.

Check motor operating conditions.

Inspect electrical connections and contractors,

Check mechanical seals or pump packing.

Operate pumps and check efficiency.

MAJOR PARTS REPLACEMENT: All parts needed to replace failed components of the equipment will be offered at a discount percentage. This does not include materials or components, such as refrigerant, oil and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up.

WRITTEN REPORTS- Provided to customer representative following each regular inspection or emergency call.

5.4 REQUIREMENTS FOR COOLING TOWERS/FLUID COOLERS (PART FOUR)

4.4.1 MONTHLY MAINTENANCE: Monthly inspections to be made during the operating season, to include the following:

Inspect fan, motor and belts.

Check oil level and add oil if needed.

Check intake strainer on cooling towers.

Check operating conditions. Adjust as required.

4.4.2 SEASONAL START-UP/SHUTDOWN

Clean debris from platform and surrounding area.

Clean water sump and check condition.

Check make-up valve operation and adjust accordingly



Check and clean bleed off line and overflow.

Clean tower strainers.

Check condition of tower spray nozzles and eliminators.



Check sump heaters and thermostats for calibration and operation.

Check and adjust fan belts, as necessary.

Check for leaks.

Lubricate fan and motor bearings per manufacturer's recommendation.

Check amperage on motors.

Inspect electrical connections, contractors, relays and operating/safety controls.

MAJOR PARTS REPLACEMENT: All parts needed to replace failed components of the equipment will be offered at a discount percentage. This does not include materials or components, such as refrigerant, oil and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up.

WRITTEN REPORTS- Provided to customer representative following each regular inspection or emergency call.

5.5 REQUIREMENTS FOR ADJUSTABLE OR VARIABLE FREQUENCY DRIVES

(COVERED IN PARTS THREE, FOUR AND FIVE)

5.5.1 ANNUAL MAINTENANCE: Once a year a thorough preventative maintenance schedule will be performed including the following:

Remove all debris, dust or residue material from the drive enclosure.

Clean printed circuit boards with an approved cleaner or small brush.

Inspect for any loose plugs or ribbon cables.

Inspect for any damaged or missing items.

Look for any overheated or charred components.

Look for discolored components, smudges or smoke residue.

Tighten all connections.

Inspect cooling fans for proper operation and change filters quarterly.

Check continuity of all control circuit fuses.

Perform diode test of the diode bridges.

Perform continuity check of Debus and bus caps.

Perform diode test of transistors.

Check and record AC line voltage.

Check and record motor output lead voltage for balanced supply.

Check and record Debus voltage.

Compare data with previous test to expose degradation of components.



5.5.2 PARTS-ALL parts needed to replace failed components of the equipment will be offered at a discount percentage. This does not include materials or components, such as refrigerant, oil and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance.

5.6 Hours of Operation

Normal business hours are from 7:00 a.m. to 3:30 p.m. Monday through Friday, excluding federal holidays. Following are the 10 holidays observed by the Federal Government:



New Year's Day

Dr. Martin Luther King Jr. Day

President's Day

Memorial Day

Independence Day Veteran's Day

Labor Day Thanksgiving Day

Columbus Day Christmas Day

Any other day designated by the President of the United States to be a national holiday.

When a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as the legal holiday.

6.0 CONTRACTOR RESPONSIBILITY

6.0.1 The equipment covered under this contract is the total responsibility of the Contractor. This includes labor (scheduled and emergency) and all parts.

6.0.2 LSCDVAMC shall be considered a priority customer; Contractor will respond to a service call with two (2) hours.

6.0.3 It shall be the responsibility of the Contractor to inspect and report to the Customer any malfunctions and defects within thirty (30) days after effective date. If equipment cannot be operated within this 30-day period due to seasonal conditions or other factors beyond our control, the period for initial inspection will be extended to 30 days after the equipment can be operated and checked, if applicable.

6.0.4 It shall be the responsibility of the contractor to make recommendations to assist the customer in restoring the equipment to proper operating condition.

6.0.5 It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area including the operation of the medical center.

6.0.6 Contractor shall attend a mandatory meeting after award with the Chief, Engineering Service or his designee prior to the beginning of any work. The required meeting shall be coordinated by the Contracting Officer and shall be scheduled and conducted within 10 calendar days after Notice to Proceed. This meeting is to inform the contractor of the nature, extent and intent of this contract and for the contractor to present the following documentation;

Material Safety Data Sheets (MSDS) for any products the contractor may use in the performance of this contract.

List of personnel; name only, including the job site supervisor and his/her phone number.

6.0.7 Contractor shall be responsible for any damages caused by his/her employees and shall repair all damaged systems/equipment immediately at no additional cost to the VA.

6.0.8 Water and electrical power will be provided by the VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COTR prior to any connections being made.

6.0.9 The contractor shall be responsible for placing barricades in appropriate location to protect the well-being and safety of patients, visitors, and staff. These barricades shall be removed by the contractor when work is completed or at the end of the workday.

6.0.10 Contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an appropriate location that could interfere with the operation of the medical center or be a cause of risk or hazard to patients, visitors, or staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. All equipment being used in mechanical rooms or on roofs shall be secured daily but may be left overnight providing that this equipment is not is a position to be at risk or hazard to medical center personnel who may be called in to these areas after hours. Doorways, hallways and aisles shall be kept clear always. At no time shall equipment be left unattended, including breaks and lunch. Contractor shall be responsible for providing their own PPE when needed.