Chiller Plant Maintenance Contract (VA-18-00063407) 541-18-2-5746-0320

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Combined Synopsis/Solicitation Notice
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FedBizOpps Combined Synopsis/Solicitation Notice
Rev. March 2010
Z
Chiller Plant Maintenance Contract
44131
36C25018Q9225
09-04-2018
60
N
14
238220
Department of Veterans Affairs
Network Contracting Office (NCO) 10
6150 Oak Tree Blvd., Suite 300
Independence OH 44131
Harvey J. McGowan
harvey.mcgowan@va.gov
Louis Stokes Cleveland VA Medical Center
10701 East Blvd.
Cleveland, OH 44106-1702
VA250-13-R-0622
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VA250-13-R-0622
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COMBINED SYNOPSIS/SOLICITATION
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This is a Service Disable Veterans Owned Small Business (SDVOSB) Set Aside. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued.
Solicitation number 36C25018Q9225_1 is issued as a Request for Quotation (RFQ).
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-51. Interested contractors may contact Harvey J. McGowan, via email and should be sent to harvey.mcgowan@va.gov.
To receive a government award, the offeror must be currently registered in System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee.
NAICS and Set-aside: The NAICS is 238220 and the small business size standard is $15M. Any firm that is not considered a Service Disabled Veteran Owned Small Business (SDVOSB) under this NAICS code should not submit a response to this notice.
*To receive consideration as a SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov at the time of submitting quote and at the time of award of contract. Unverified SDVOSB s will not be considered and will not be evaluated.
Description of Services: The VHA NCO 1O Louis Stokes Cleveland VA Medical Center serving Northeast Ohio, Engineering services requires the following services:
The LSCVAMC is seeking to chiller plant maintenance services that can meet or exceed our required specifications.
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 combined synopsis, their quotes must adhere to the following:
1. Technical Statement.
(a) Demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The quote in its technical 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 technical statement must identify the responder's business type and size.
(c) The technical statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s).
(d) All quotes/technical statements must be submitted electronically no later than 4:00pm eastern standard time on Tuesday, September 4, 2018 to CO Harvey McGowan, harvey.mcgowan@va.gov.
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
PERIOD OF PERFORMANCE
Request is for a base year and four (4) pre-priced renewable one (I) year options.
Base Year: October 1, 2018 September 30, 2019
Option Year l: October 1, 2019-September 30, 2020
Option Year 2: October l, 2020-September 30, 2021
Option Year 3: October I, 2021-September 30, 2022
Option Year 4: October 1, 2022-September 30, 2023
4. PRICE/COST SCHEDULE
BASE YEAR October 1, 2018-September 30, 2019
QTY
EST
0001
Annual maintenance of centrifugal/rotary chillers (see 5.1. l)
1
Job
0002
Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2)
12
Job
0003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
0004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
0005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
0006
Operator training for
Centrifugal/rotary chillers (see 5.1.5)
128
Hour
0007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
0008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
0009
Monthly maintenance for
Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
0010
Seasonal start-up for
Chill-water/Tower/Condenser-water
pumps (see 5.3.2)
1
Job
0011
Monthly maintenance for cooling towers/fluid coolers (see 4.4. l)
9
Job
0012
Seasonal start-up for cooling towers/fluid coolers (see 4.4.2)
1
Job
0013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
0014
Emergency Service outside of regularly scheduled maintenance
(See 6.0.2)
150
Max.
Hour
0015
(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.
4
EA
Total price
OPTION YEAR ONE October 1, 2019-September 30, 2020
QTY EST
Total Cost
1001
Annual maintenance of centrifugal/rotary chillers (see 5.1.1)
1
Job
1002
Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2)
12
1003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
1004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
1005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
1006
Operator training for centrifugal chillers (see 5.1.5)
128
Hour
1007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
1008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
1009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
1010
Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2)
1
Job
1011
Monthly maintenance for cooling towers/fluid coolers (see 4.4.1)
9
Job
1012
Seasonal start-up for cooling towers/fluid coolers (see 4.4.2)
1
Job
1013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
1014
Emergency Service outside of regularly scheduled maintenance
(see 6.0.2)
150
Max.
Hour
Total price
OPTION YEAR TWO October 1, 2020-September 30, 2021
EST
2001
Annual maintenance of centrifugal/rotary chillers (see 5.1.1)
1
Job
2002
Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2)
12
Job
2003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
2004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
2005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
2006
Operator training for centrifugal chillers (see 5.1.5)
128
Hour
2007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
2008
Operator training for tracer automation equipment (see 5.2-3)
8
Hour
2009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps
(see 5.3.1)
10
Job
2010
Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2)
1
Job
2011
Monthly maintenance for cooling towers/fluid coolers (see 4.4.1)
9
Job
2012
Seasonal start-up for cooling towers fluid coolers (see 4.4.2)
1
Job
2013
Annual maintenance for all variable frequency drives (see 5.5 1)
1
Job
2014
Emergency Service outside of regularly scheduled maintenance
(see 6.0.2)
150
Max.
Hour
Total price
OPTION YEAR THREE October 1, 2021-September 30, 2022
CLIN
QTY EST
3001
Annual maintenance of centrifugal/rotary chillers (see 5.1. l)
1
Job
3002
Monthly maintenance of centrifugal chillers (see 5.1.2)
12
Job
3003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
3004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
3005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
3006
Operator training for centrifugal/rotary chillers (see 5.1.5)
128
Hour
3007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
3008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
3009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
3010
Seasonal start-up for Chill-water/Tower/Condenser-water (see 5.3.2)
1
Job
3011
Monthly maintenance for cooling towers fluid coolers (see 4.4.1)
9
Job
3012
Seasonal start-up for cooling towers/fluid coolers (see 4.4.2)
1
Job
3013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
3014
Emergency Service outside of regularly scheduled maintenance
(See 6.0.2)
150
Max.
Hour
Total price
OPTION YEAR FOUR October 1, 2022-September 30, 2023
CLIN
QTY
EST
4001
Annual maintenance of centrifugal/rotary chillers (see 5.1. l)
1
Job
4002
Monthly maintenance of centrifugal rotary chillers (see 5.1.2)
12
Job
4003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
4004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
4005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
4006
Operator training for centrifugal/rotary chillers (see 5.1.5)
128
Hour
4007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
4008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
4009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
4010
Seasonal start-up for Chill-water/Tower/Condenser-water pumps
(see 5.3.2)
1
Job
4011
Monthly maintenance for cooling towers/fluid coolers (see 3.4. l)
9
Job
4012
Seasonal start-up for cooling towers/fluid coolers (see 3.4.2)
1
Job
4013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
4014
Emergency Service outside of regularly scheduled maintenance
(see 6.0.2)
150
Max.
Hour
Total price
Total Contract Price
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. COR will notify contractor when training is needed.
5. 1 .6 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
VA250-13-R-0622
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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. COR will notify contractor when training is needed
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
WRITTEN REPORTS- Provided to customer representative following each regular inspection or emergency call.
5.4 REQUIREMENTS FOR COOLING TOWERS/FLUID COOLERS (PART FOUR)
5.4.1 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.
5.4.2 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.
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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.
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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:
VA250-13-R-0622
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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 COR 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 at all times. At no time shall equipment be left unattended, including breaks and lunch. Contractor shall be responsible for providing their own PPE when needed.
6.0.11 Contractor shall report, to the COTR daily, on the progress of the project along with any deficiencies noted.
6. Performance Monitoring COR or his representative shall monitor the job until completion.
Solicitation document and incorporated provisions and clauses applicable to this acquisition:
52.252-2 FAR Clauses Incorporated by Reference:
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights;
52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements;
52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper;
52.204-7- Central Contractor Registration;
52.204-9 Personal Identity Verification of Contractor Personnel;
52.212-1-Instructions to Offerors Commercial Items;
52.212-4 Contract Terms and Conditions Commercial Items;
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items;
52.217-8 Option to Extend Services;
52.219-9, Small Business Subcontracting Plan;
52.219-14 Limitation on Subcontracting;
52.228-5 Insurance-Work on a Government Installation; CL-120 Supplemental Insurance Requirements;
52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration;
52.232-40 Providing Accelerated Payments to Small Business Subcontractors;
52.333-3 Protest After Award;
VAAR 852.203-70 Commercial Advertising;
VAAR 852.203-71 Display of Department of Veterans Affairs Hotline Poster;
VAAR 852.215-70 Separate priced line item, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors;
VAAR 852.215-71, Evaluation Factor Commitments;
VAAR 852.219-9 VA Small Business Subcontracting Plan Minimum Requirements; 001AL-11-15-C Subcontracting Plan Monitoring and Compliance;
VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside; 001AL-11-15-A Limitations on Subcontracting Monitoring and Compliance;
VAAR 852.232-72 Electronic Submission of Payment Requests;
VAAR 852.233-70 Protest Content/Alternative Dispute Resolution;
VAAR 852.233-71 Alternate Protest Procedure;
VAAR 852.237-70 Contractor Responsibilities;
VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference;
VAAR 852.270-1 Representatives of Contracting Officers.
Submitting Quote:
Contractor shall submit their quote by completing the attached cost schedule; including any offered discounts; name, address, and telephone number of the vendor; terms of any express warranty; completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items and 52.209-5 Certification Regarding Responsibility Matters (see 52.209-7 Information Regarding Responsibility Matters). Interested Contractors must submit a copy of any relevant certifications and licenses. The Government may use various price analysis techniques and procedures to make a price reasonableness determination.
FAR 52.212-2 Evaluation Commercial Items. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Lowest Price Technical Acceptance (LPTA).
Technical acceptance:
Provide a description of your service department ability, on a 24-Hr basis, to respond to any emergency call within 2 hrs. of receipt of the VA notification.
Experience: Provide (3) three references of similar maintenance contract for chiller plant maintenance in excess of $100K (Business, Contact Name, Address, Phone Number).
Provide (3) three references of similar maintenance contract servicing a third-party Building Automation System (Business, Contact Name, Address, Phone Number)
Provide documentation in the form of a résumé of the experience of the Mechanical Pipefitters and Automation Technicians (key personnel) who would be servicing the equipment. Please include company name, point of contact information, purchase order or reference number, and dollar value.
Price: Quote for each line item, including but not limited to the requirements listed above. Options. For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows:
The evaluation will consider the possibility that the option can be exercised at any time, and can be exercised in increments of one to six months, but for no more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8."
FAR 52.232-19 Availability of Funds for the Next Fiscal Year; Funds are not presently available for performance under this contract beyond 30 September 2017. The Government s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 30 September 2017, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.
Quotes must be received by 4 o clock pm EST August 27, 2018. All quotes must be submitted by electronic submission in reference to 36C25018Q9225_1 to harvey.mcgowan@va.gov; Quotes received after the Response Date as specified in the solicitation are considered late and may be considered if the action would not unduly delay the acquisition. All questions regarding this solicitation must be submitted to the Contracting Specialist by e-mail only. Any prospective vendor desiring an explanation or interpretation of the solicitation must request it via e-mail to the Contracting Specialist: Harvey J. McGowan (harvey.mcgowan@va.gov) No Later Than: close of business on August 24, 2018..

QUESTIONS
The following questions was submitted.
Does the LSCVAMC currently contract with a chiller maintenance contractor? If so, please provide the name of the current contractor as well as their contracted amount. Â Â Â Not relevant.
We do not see where interested bidders were offered the opportunity to attend a site visit. A maintenance contract of this magnitude requires a site visit so that the Government benefits in receiving a complete cost proposal to insure services are received as desired. We respectfully request that the LSCVAMC publish a site visit date so that interested bidders may attend. To be scheduled.
CLIN numbers and line items for Part Two (Automation & Controls) is not listed within the solicitation. After conducting our review, we believe that at least two (2) CLIN line items should be provided so that costs data can be input and calculated within the total amount. Not sure what this is in reference to.
Who is currently responsible for LSCVAMC water treatment? Â Water treatment is handled by Nalco as a separate item. Not part of the maintenance contract.
Are the reciprocal chillers operated year-round? Available for year round usage.
Are the centrifugal chillers run during the cooling season only? Â Available for year round usage
Winter maintenance requirements are not specified within the solicitation. Should winter maintenance be included? If so, we believe that tube brushing and Eddy current testing should be provided at a minimum for winter maintenance services to be provided. Â Tube cleaning will be handled in-house, hence not added to the contract requirement.
In addition to the interested subcontractor RFIs mentioned above, we also respectfully request a site visit. To be scheduled.
The current deadline to submit RFIs is no later than close of business tomorrow and the bid date is 24 business hours thereafter. If at all possible it would be helpful to interested bidders and beneficial to the Government to extend the bid date to allow the Government to review, process, and publish answers to RFIs and this would also allow the Government to hold a formal site visit for interested bidders. To be extended.
The deadline is extended to 4 September 2018, 4PM EST.
SITE VISITS: May be schedule during the week of August 27 to August 31, 2018, between the hours of 0800 to 2pm EST. Contact person for scheduling site visits is Mike Sholtis (mike.sholtis@va.gov) 216-791-3800 x4177..

CORRECTED DATE:
The date list in the below section is incorrect.
1. Technical Statement.
(d) All quotes/technical statements must be submitted electronically no later than 4:00pm eastern standard time on Friday, August 10, 2018 to CO Harvey McGowan, harvey.mcgowan@va.gov.
The correct date is:
(d) All quotes/technical statements must be submitted electronically no later than 4:00pm eastern standard time on Monday, August 27, 2018 to CO Harvey McGowan, harvey.mcgowan@va.gov..

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COMBINED SYNOPSIS/SOLICITATION
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This is a Service Disable Veterans Owned Small Business (SDVOSB) Set Aside. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued.
Solicitation number 36C25018Q9225 is issued as a Request for Quotation (RFQ).
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-51. Interested contractors may contact Harvey J. McGowan, via email and should be sent to harvey.mcgowan@va.gov.
To receive a government award, the offeror must be currently registered in System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee.
NAICS and Set-aside: The NAICS is 238220 and the small business size standard is $15M. Any firm that is not considered a Service Disabled Veteran Owned Small Business (SDVOSB) under this NAICS code should not submit a response to this notice.
*To receive consideration as a SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov at the time of submitting quote and at the time of award of contract. Unverified SDVOSB s will not be considered and will not be evaluated.
Description of Services: The VHA NCO 1O Louis Stokes Cleveland VA Medical Center serving Northeast Ohio, Engineering services requires the following services:
The LSCVAMC is seeking to chiller plant maintenance services that can meet or exceed our required specifications.
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 combined synopsis, their quotes must adhere to the following:
1. Technical Statement.
(a) Demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The quote in its technical 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 technical statement must identify the responder's business type and size.
(c) The technical statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s).
(d) All quotes/technical statements must be submitted electronically no later than 4:00pm eastern standard time on Friday, August 10, 2018 to CO Harvey McGowan, harvey.mcgowan@va.gov.
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
PERIOD OF PERFORMANCE
Request is for a base year and four (4) pre-priced renewable one (I) year options.
Base Year: October 1, 2018 September 30, 2019
Option Year l: October 1, 2019-September 30, 2020
Option Year 2: October l, 2020-September 30, 2021
Option Year 3: October I, 2021-September 30, 2022
Option Year 4: October 1, 2022-September 30, 2023
4. PRICE/COST SCHEDULE
BASE YEAR October 1, 2018-September 30, 2019
QTY
EST
0001
Annual maintenance of centrifugal/rotary chillers (see 5.1. l)
1
Job
0002
Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2)
12
Job
0003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
0004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
0005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
0006
Operator training for
Centrifugal/rotary chillers (see 5.1.5)
128
Hour
0007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
0008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
0009
Monthly maintenance for
Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
0010
Seasonal start-up for
Chill-water/Tower/Condenser-water
pumps (see 5.3.2)
1
Job
0011
Monthly maintenance for cooling towers/fluid coolers (see 4.4. l)
9
Job
0012
Seasonal start-up for cooling towers/fluid coolers (see 4.4.2)
1
Job
0013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
0014
Emergency Service outside of regularly scheduled maintenance
150
Hour
0015
Major part replacement for all non-covered equipment (see 5.1.6)
Discount Percentage: 30%
Total price
OPTION YEAR ONE October 1, 2019-September 30, 2020
QTY EST
Total Cost
1001
Annual maintenance of centrifugal/rotary chillers (see 5.1.1)
1
Job
1002
Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2)
12
1003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
1004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
1005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
1006
Operator training for centrifugal chillers (see 5.1.5)
128
Hour
1007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
1008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
1009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
1010
Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2)
1
Job
1011
Monthly maintenance for cooling towers/fluid coolers (see 4.4.1)
9
Job
1012
Seasonal start-up for cooling towers/fluid coolers (see 4.4.2)
1
Job
1013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
1014
Emergency Service outside of regularly scheduled maintenance
150
Hour
1015
Major part replacement for all non-covered equipment (see 5.1.6)
Discount Percentage: 30%
Total price
OPTION YEAR TWO October 1, 2020-September 30, 2021
EST
2001
Annual maintenance of centrifugal/rotary chillers (see 5.1.1)
1
Job
2002
Monthly maintenance of centrifugal/rotary chillers (see 5. 1 .2)
12
Job
2003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
2004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
2005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
2006
Operator training for centrifugal chillers (see 5.1.5)
128
Hour
2007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
2008
Operator training for tracer automation equipment (see 5.2-3)
8
Hour
2009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps
(see 5.3.1)
10
Job
2010
Seasonal start-up for Chill-water/Tower/Condenser-water pumps (see 5.3.2)
1
Job
2011
Monthly maintenance for cooling towers/fluid coolers (see 4.4.1)
9
Job
2012
Seasonal start-up for cooling towers fluid coolers (see 4.4.2)
1
Job
2013
Annual maintenance for all variable frequency drives (see 5.5 1)
1
Job
2014
Emergency Service outside of regularly scheduled maintenance
150
Hour
2015
Major part replacement for all non-covered equipment (see 5.1.6)
Discount Percentage: 30%
Total price
OPTION YEAR THREE October 1, 2021-September 30, 2022
CLIN
QTY EST
3001
Annual maintenance of centrifugal/rotary chillers (see 5.1. l)
1
Job
3002
Monthly maintenance of centrifugal chillers (see 5.1.2)
12
Job
3003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
3004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
3005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
3006
Operator training for centrifugal/rotary chillers (see 5.1.5)
128
Hour
3007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
3008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
3009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
3010
Seasonal start-up for Chill-water/Tower/Condenser-water (see 5.3.2)
1
Job
3011
Monthly maintenance for cooling towers fluid coolers (see 4.4.1)
9
Job
3012
Seasonal start-up for cooling towers/fluid coolers (see 4.4.2)
1
Job
3013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
3014
Emergency Service outside of regularly scheduled maintenance
150
Hour
3015
Major part replacement for all non-covered equipment (see 5.1.6)
Discount Percentage: 30%
Total price
OPTION YEAR FOUR October 1, 2022-September 30, 2023
CLIN
QTY
EST
4001
Annual maintenance of centrifugal/rotary chillers (see 5.1. l)
1
Job
4002
Monthly maintenance of centrifugal rotary chillers (see 5.1.2)
12
Job
4003
Seasonal start-up of centrifugal/rotary chillers (see 5.1.3)
1
Job
4004
Semi-annual analysis service for centrifugal/rotary chillers (see 5.1.4)
2
Job
4005
Semi-annual cooling tower cleaning and disinfection (see part 4)
2
Job
4006
Operator training for centrifugal/rotary chillers (see 5.1.5)
128
Hour
4007
Semi-annual maintenance on tracer automation equipment (see 5.2.2)
2
Job
4008
Operator training for tracer automation equipment (see 5.2.3)
8
Hour
4009
Monthly maintenance for Chill-water/Tower/Condenser-water pumps (see 5.3.1)
10
Job
4010
Seasonal start-up for Chill-water/Tower/Condenser-water pumps
(see 5.3.2)
1
Job
4011
Monthly maintenance for cooling towers/fluid coolers (see 3.4. l)
9
Job
4012
Seasonal start-up for cooling towers/fluid coolers (see 3.4.2)
1
Job
4013
Annual maintenance for all variable frequency drives (see 5.5.1)
1
Job
4014
Emergency Service outside of regularly scheduled maintenance
150
Hour
4015
Major part replacement for all non-covered equipment (see 5.1.6)
Discount Percentage: 30%
Total price
Total Contract Price
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.
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)
5.4.1 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.
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5.4.2 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:
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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 COR 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 at all times. At no time shall equipment be left unattended, including breaks and lunch. Contractor shall be responsible for providing their own PPE when needed.
6.0.11 Contractor shall report, to the COTR daily, on the progress of the project along with any deficiencies noted.
6. Performance Monitoring COR or his representative shall monitor the job until completion..