J041--Chiller Plant Preventative Maintenance

The Department of Veterans Affairs Veterans Health Administration, Veterans Integrated Service Network 10, is soliciting chiller plant preventative maintenance services at the Richard L. Roudebush VA Medical Center in Indianapolis, Indiana, with proposals due October 2. The procurement is set aside 100 percent for small business under NAICS code 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance, $12.5 million size standard).

Work encompasses preventative maintenance on five centrifugal liquid York chillers (four 1,000-ton units and one 500-ton unit), their associated variable frequency drives, and refrigerant leak monitoring. The contract is firm-fixed-price with a base period of November 1, 2026 through October 31, 2027, followed by two one-year option periods. Performance occurs in Building 22 during normal business hours (8:00 AM to 4:30 PM Monday through Friday) unless the Site Contracting Officer Representative approves off-hours scheduling.

Personnel must hold York and Toshiba manufacturer certifications, NATE certification for large centrifugal chillers and VFDs, and Universal Section 608 EPA certification for refrigerant handling. All technicians must demonstrate a minimum of three years verifiable experience with centrifugal chillers and VFDs. The Statement of Work requires quarterly and annual preventative maintenance including oil filter and dehydrator changes, operational checks, refrigerant leak testing and documentation per 40 CFR Parts 82 and 84, vibration analysis, oil analysis, and refrigerant analysis. Deliverables include written checklists signed by technicians, operational change lists, photos, completed Refrigerant Equipment Service Forms, and all reports in PDF format within 14 days of inspection.

Evaluation criteria are Technical Capability (required certifications and experience), Past Performance (at least three years of similar work within the past five years), and Price. Amendment 1 (September 16) corrected the NAICS code and established a site visit opportunity for Monday, September 21, 2026, at 10:00 AM ET. Amendment 2 (September 28) extended the due date and clarified scope, including that refrigerant leak repairs are separate line items unless caused by contractor work, and that heat exchanger cleaning and maintenance are included in the firm-fixed preventative maintenance price.