J041--FY26 Heat Exchangers, control valves maintenance contract

J041 Maintenance, repair, and rebuilding of refrigeration, air conditioning, and air circulating equipment, including HVAC systems

SOL: 36C24226Q0571

DUE: May 1, 2026, on February 17, 2023, at 3 PM EST.       Â

SET ASIDE: N/AÂ Â Â Â Â Â Â Â Â Â Â Â Â

NAICS: 811310 - repair and maintenance of commercial and industrial machinery and equipment, excluding automotive and electronic devices

POP: 5/11/2026 4/30/2031

AGENCY: Hudson Valley VA Healthcare System, Montrose, located at 2094 Albany Post Rd., Montrose NY 10548

POC:Â Charles Collins, email Charles.Collins@va.gov. Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â

DESCRIPTION: NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT TO SPIRAX SARCO INC.Â

Market research was conducted and determined that SPIRAX SARCO INC. is the only vendor capable of meeting the requirements at Hudson Valley VAHCS, Montrose Campus.

This Notice of Intent is not a request for Proposals or Quotations. No solicitation document exists, and no telephone or email inquiries will be accepted.       Â

No contract award will be made on the basis of proposals or quotations received in response to this notice.       Â

The government consider all Expressions of Interest (EOI) received prior to May 1, 2026. Â

A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.Â

Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. Â

Responses to this notice must be emailed to Charles.Collins@va.gov and received by 3 PM EST on May 1, 2026.                Â

Submitters are responsible for ensuring their EOI reaches the designated contracting officer on-time.                 Â

See attached Statement of Work below for additional details.    Â

If you have any questions or concerns, please contact me.

STATEMENT OF WORK

Contract Title:

Sarco Equipment Maintenance Contract

Background:

The VA Hudson Valley Health Care System (HCS) has a number of Sarco equipment at both Montrose and Castle Point campuses. These include heat exchanger units, control valves, and steam traps, which are critical for steam system efficiency and safety. There is a need to maintain these systems through preventive maintenance and perform regular service to ensure reliability, compliance, and energy efficiency. Under this contract, Spirax Sarco will perform technical assessments, cleaning-in-place (CIP), steam trap surveys, and major component rebuilds to maintain system integrity and performance.

Place of Performance:

VA Hudson Valley Health Care System

Montrose Campus

2094 Albany Post Road, Montrose, NY 10548

VA Hudson Valley Health Care System

Castle Point Campus

41 Castle Point Road, Wappinger Falls, NY 12590

Estimated Period of Performance:

The base period of performance will be one (1) year from the date of award with provisions of four (4) Option Years.

Scope:

Spirax Sarco shall provide all labor, management, tools, and equipment to perform Technical Assessment (TAC), Steam Trap Survey, CIP cleaning, and installation/commissioning services. The scope includes quarterly health checks, diagnostics of heat exchanger units, and a major control valve rebuild in option Year #4.

The contractor shall perform the following tasks:

- Conduct Quarterly Technical Assessment of steam utilization equipment at Montrose Campus, includes quarterly health checks and diagnostics.

- Perform Annual manual steam trap survey at both campus and provide detailed reporting.

- Execute Annual CIP cleaning for heat exchanger units.

- Installation, repair, commission and replace Spirax Sarco components as required.

- Complete control valve rebuild of all applicable equipment in option year #4 of the maintenance contract.

See Appendix A for a detailed list of the Contract Deliverables.

Additional Notes:

Mobilization will occur within 30 days of award. Exclusions include structural supports, electrical work, civil engineering, and hazardous material handling.

Reporting Requirements:

Contractor shall provide detailed reports after each service visit, including TAC findings, steam trap survey results, and CIP performance data. Reports must be submitted within 14 business days.

Qualifications:

All services under this contract shall be performed by Sarco service engineers with minimum five years experience working for Sarco. The service engineer shall be trained and certified by Sarco.

Privacy:

The C&A requirements do not apply. A Security Accreditation Package is not required. VA privacy training requirements remain in effect.

Appendix A Contract Deliverables

Item

Description

1

Technical Assessment Contract of SXS Steam Utilization Equipment

Base +4 Year Contract

Standard Technical Assessment Contract Offering

(1) SXS Service Technician, (4) Visits per year: (2 visits consisting of 2 days), (2 visits Consisting of 3 days) On-Site Workdays (8 Hours), 2 Buildings Per Visit

Perform health checks to all SXS Inc Steam Equipment onsite

Perform rate of change to process / operation

Visual & Observe Operations

Check For Air Leaks on all Pneumatic ancillaries and fittings

**Recommended Rebuild of control valve internals (To be performed on control valves noted to be over Five years in service)

Plug and seat w/ gaskets, stem seal kit, Actuator diaphragm

Replacement of all air fittings and air tubing

***NOTE: Rebuild components to be purchased locally at time of work; this material cost is not included***

Technical Operational Procedure

HX unit Health & Diagnosis

SXS Tech

With Site personnel Site to Isolate Main valves

With System in Operation

Visually inspect Plate pack for Water or Steam Leak Make notation of findings

Minimal steam outage to HX unit will be required

Isolate main steam inlet valve approx. 30 minutes

Isolate water supply and recirculation

Isolate Condensate discharge valve

Check for Cross Contamination

Open Blowdown strainer on the Condensate discharge side

Slowly open the Water Supply inlet valve

With all valves closed and the water supply open

Allow pressure to build up on the water side

Watch the Strainer blow down to see if water starts to run out make notation of internal leaking

Close Condensate Strainer Blow down

Test function of controller

Full stroke of control valve

25, 50, 75, 100% of 4-20mA signal from controller to valve positioner

If Pneumatic check for air leaks at each interval

All air devices on HX unit

Watch the operation of the valve stroke and signal

If electric watch the drive of the actuator and listen to its operation

Validate proper temperature readings on controller

Open Water supply valves for the system operation

Open Condensate Discharge valve

Turn steam back on slowly to normal operation

Adjust Set Point up watch the valve and controller operation and Reaction to rate of change

Adjust Set Point down perform the same

Set back to original settings

Change alarms to trigger

A1

A2 if utilized

Watch and listen for alarms to activate

If equipped with Safety Shut Off valve trigger valve to close

If equipped with high limit water side trim valve trigger to open

Set back to original settings

Visually inspect water safety relief valve

Check Recirculation pump for operation

Visually inspect control valve for steam leaks around the valve stem, packing area, bonnet cover plate

Check the operation of condensate discharge

If equipped with motive steam check trap for operation

Document all scaling found on unit threads, flanges, plates, etc.

Recommendations for found diagnosis repair to be completed

Final Report on complete operation & function testing

CIP of HX units to be performed at time of HX Health and Diagnosis Check

CIP of all units, one visit starting in the 1st year of operation.

This will include the tuning of the unit

Recommended Replacement parts and Labor for repair will be at additional cost

This will not include replacement of plate pack or of control valve internals

CIP ports required to perform the Cleaning

HX Clean-in-Place

LOTO to be performed with Site Personnel achieve zero PSI on water and steam

Shut System off

Hook up to the Cleaning Unit

Cycle Cleaner (Calculation of plate pack to provide proper amount of cleaner) for approximately 2.5 hrs size of unit depending

Cycle Steam valves run stroke test from controller to Control valve

Flushing Plate pack with clean water supply

Back flush cleaning unit

Drain the HX unit to ensure all cleaning product is removed

Fill the HX unit with clean water use the water discharge side to remove all the air from the system through the valve as the vent

Remove LOTO

Turn unit on

Start unit up under slow and low operating conditions

With the SP below the operating conditions crack in slow the Main steam valve

Change the SP on the controller to Current temp condition as seen on the Controller

Buildings include the following:

Montrose Building 3

(2) HXHD-25-30P-SS-H33467 / SSI: 3517587ESD-4389/ESS03361 dated 5/30/2019

Controller SIMS

Control Valves Siemens Actuator

Condensate - APT

Montrose Building 4

(2) HXHD-25-90P-SS-H33467 / SSI: 3517587ESD-4389/ESS03362 dated 6/20/2019

Controller SIMS

Control Valves Rotork Actuator

Condensate PTC + Trap

Montrose Building 5

(2) HXHH30-30P-SS-H3467 / SSI: 176364 dated 8/7/2015

Controller SX90

Control Valves Siemens Actuator

Condensate APT

Montrose Building 12

(2) Domestic Hot Water EasiHeat packages in Pit area

Controller SIMS

Control Valves Semiens Actuator

Condensate APT

Montrose Building 18

(2) Domestic Hot Water EasiHeat Packages

Controller

Control Valves

Condensate

Montrose Building 26 (Pool)

(2) Domestic Hot Water (Brazed) units

Controller SX90

Control Valves Rotork Actuator & AEL6

Condensate Trap to Condensate tank

(2) Domestic Hot Water EasiHeat units SX90 Controllers

Controller SX90

Control Valves Rotork Actuator & AEL6

Condensate Trap to Condensate tank

Montrose Building 28

(2) ESS02246 / SSI 194758 dated 11/24/2015

Controller SIMS

Control Valves Rotork Actuator

Condensate - APT

Montrose Building 52

(2) Heating A & B Brazed units SX90 Controllers

Controller SX90

Control Valves Rotork Actuator

Condensate -

(2) Domestic Hot Water A & B Brazed units -SX90 Controllers

Controller SX90

Control Valves 25P

Condensate -

2

Manual Steam Trap Survey

2a - VA Montrose Trap Count:

Estimated up to: 100 in total (1 Tech @ 1.5 days at campus)

2b - VA Castle Point Trap Count:

Estimated up to: 150 in Total (1 Tech @ 2.5 days at campus)

Estimated up to: 0 At High Reach

Lifts, and Ladders Not Included

Customer will install replacements as recommended

Installation of Steam Trap SXS Project team available for Installation Upon Request at additional cost.

Locating and identifying all accessible steam traps in the requested facility

Tagging of all steam traps with stainless steel tags as required

Steam Trap Testing

Verify trap operation with ultrasonic leak detector

Scope failed traps for upstream and downstream requirements (iso valves, strainers, etc.)

Steam Trap Survey Report Includes:

Steam loss analysis, statistical report of traps surveyed w/ steam losses and pressures, report of failed traps: failed open, closed, isolated and rapid cycle, cost of failed traps

Misapplied or incorrect installations

Inventory report of installed traps based on operating unit w/ recommended replacements

Mapping Not Included

Provide report with recommended action items after each visit

Identify critical parts to have onsite as spares

Total cost of ownership based on cost of steam, trap population and survey results

Note: Any Steam Trap covered by insulation must have insulation removed for Steam Trap Testing prior to SXS Technician arrival

3

Installation / Commissioning

Major Materials & Equipment

Montrose Building 3 Need Unlock code for SIMS Panel units currently not in operation

Check Valve Operation once back online

Easiheat P&F HX #1

Easiheat package P&F for DHW with recirc and APT, SIMS

HXHD-25-30P-SS-H33467 SSI: 3517587 ESD-4389/ESS03361 dated 5/30/2019

Replace SIMS Battery backup for controller

EasiHeat P&F HX #2

Easiheat package P&F for DHW with recirc and APT, SIMS

HXHD-25-30P-SS-H33467 SSI: 3517587 ESD-4389/ESS03361 dated 5/30/2019

Replace SIMS Battery backup for controller

Part Include:

(1) New Electric Control Valve

Montrose Building 4

Easiheat P&F HX #1 (window side)

Easiheat package P&F for DHW with recirc and PTC+trap, SIMS

HXHD-25-90P-SS-H33467 SSI: 3517587 ESD-4389/ESS03362; dated 6/20/2019

Replace Valpes backup battery in actuator

Replace SIMS Battery backup for controller

EasiHeat P&F HX #2 (Wall Side) 1st Priority

Easiheat package P&F for DHW with recirc and PTC+trap, SIMS

HXHD-25-90P-SS-H33467 SSI: 3517587 ESD-4389/ESS03362; dated 6/20/2019

Rebuild internal 2 LEA43

Rebuild internal 3 LEA43

Replace Valpes backup battery in actuator

Replace SIMS Battery backup for controller

Check Pump Pkg after startup

Spirax Sarco Globe Valve Rebuild Internal Part Include:

Stem Seal kit, Plug and Seat, Gaskets for Both HX Units

Montrose Building 5

Easiheat P&F HX #1 (basement entry side)

Easiheat package P&F building heat APT w/ SX90

HXHH30-30P-SS-H3467 SSI: 176364 dated 8/7/2015

Requires Brand new Control Valve

Connect 4-20mA

Power Wire

Stroke & Calibrate Control Valve to Controller

Part Include:

(1) New Electric Control Valve

Easiheat P&F HX #2

Easiheat package P&F building heat APT w/ SX90

HXHH30-30P-SS-H3467 SSI: 176364 dated 8/7/2015

Re-Tune Both HX units to current demand

Montrose Building 12 (Pit Location) Hi Temp area need unlock codes for panel startup

Easiheat P&F HX #1

Easiheat package P&F for DHW with recirc and APT, SIMS

SIMS panel Replacement of battery backup for controller

EasiHeat P&F HX #2 (Door Side)

Easiheat package P&F for DHW with recirc and APT, SIMS

SIMS panel Replacement of battery backup for controller

Replacement (1)- 3 High Limit Safety Shutoff Valve

Montrose Building 18

Brazed P&F Heating A

Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Brazed P&F Heating B

Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Brazed P&F DHW A

Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Brazed P&F DHW B

Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Spirax Sarco Globe Valve Rebuild Internal Part Include:

Stem Seal kit, Plug and Seat, Gaskets for Both HX Units

(1) Electric Actuator

Montrose Building 26 (Pool)

Pool Alfa Laval (top)

Change to Rotork from AEL Customer Supplied

Check RTD s currently reading 200F

Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Pool Afla Laval (Bottom)

Change to Rotork from AEL Customer Supplied

Check RTD s currently reading 200F

Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set

DHW (Brazed P&F) Left

Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set

DHW (Brazed P&F) Right

Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Spirax Sarco Globe Valve Rebuild Internal Part Include:

Stem Seal kit, Plug and Seat, Gaskets for Both HX Units

Montrose Building 28

Easiheat P&F HX #2 - Easiheat package P&F for DHW with recirc and APT, SIMS

ESS02246, SSI 194758, dated 11/24/2015

Need replacement waterside manifold Site Personnel to install (Parts have been ordered by VA Montrose Ref# PO 620-R41495)

Change to single CV configuration with Rotork SXS Sr Technician

RTD s RTD need to be Reconfigured install wiring into panel as needed

Re-wire panel for Hi Limit solenoid and Re-circulation pump

Need replacement APT receiver (Repaired On-Site VA Montrose, customer performed)

Spirax Sarco Globe Valve Rebuild Internal Part Include:

Stem Seal kit, Plug and Seat, Gaskets for Both HX Units

Montrose Building 52

Brazed P&F Heating A

Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Brazed P&F Heating B

Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Brazed P&F DHW A

Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Brazed P&F DHW B

Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set

Spirax Sarco Globe Valve Rebuild Internal Part Include:

Stem Seal kit, Plug and Seat, Gaskets for Both HX Units

4

Option YR #4 Control Valve Rebuild Labor only **

Rebuild Control valve

Remove - Old Actuator and Positioner from Old Control Valve (Save for new Valve body)

(36) Control Valves

Mount Actuator on newly Rebuilt Valve Body

Mount Positioner

Calibrate Stroke of Actuator and Positioner Bench set Control valve

Set Lift of Actuator to PSI settings

Test operation of Control valve with Positioner Bench test operation

With Fluke Meter and supplied Regulated Air

Test 4-20mA Stroke in 25% increments

Watch travel of Valve Stem for full operation

Bench Commission Control Valve for Installation (Installation performed by others)

Site RequirementsÂ

The steam and condensate system will be required to be shut down for the work to be performedÂ

Control Valve to be out of Line and on a workbench to Rebuild and Bench Commission valve

LOTO Required

Air supply required for Calibration of Positioner and function testing at bench