OKC Chiller Preventive Maintenance Base Plus Four Option Years (10-1-2019 / 9-30-2024)

RFI 36C25919Q0440

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Chiller Preventive Maintenance Service

Oklahoma City VAMC

BRIEF SCOPE OF WORK

(This is for information only)

The contractor shall provide Chiller Preventive Maintenance Services in accordance with the terms and conditions stated within this Statement of Work (SOW). All work shall be coordinated with the Oklahoma City VA Health Care System s COR.

INSPECTION SERVICES:

General:

Contractor shall provide scheduled quarterly and annual preventive maintenance services of chillers and associated equipment as specified within all updated manufacturer specifications and requirements.

Chillers are located on 2 campuses:

Oklahoma City VAMC

921 NE 13th St

Oklahoma City, OK 73014

Lawton Outpatient Clinic

4303 Pitman Street

Fort Sill, OK 73503

Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms and follow all federal, state, local regulations related to this requirement.

All gauging and measurement equipment used shall be calibrated prior to use (within 1 calendar year) according to manufacturer s specifications or a standard traceable to the National Bureau of Standards.

Deliverables and Performance:

Preventive Maintenance services are to be performed during the following time periods:

1st Quarter: October thru December of contract year.

2nd Quarter: January thru March of contract year.

3rd Quarter: April thru June of contract year.

4th Quarter: July thru September of contract year.

Note: Annuals shall occur in 1st or 2nd quarter and the same quarter of each following option year.

Maintenance Procedures for York 1000 Ton (2 ea.) & 600 Ton (2 ea.) Chillers:

Quarterly Inspection/Service:

Check chilled water temperature and pressure.

Check condensing water temperature and pressure.

Complete required maintenance checklists

Check for proper water flow.

Check oil heater.

Check operation of purge (if applicable).

Check for unusual noise and vibration.

Check with appropriate customer representative for operational deficiencies.

Check refrigerant charge.

Check compressor oil level(s).

Visually inspect for refrigerant and oil leaks.

Check surface condenser and hot well.

Check condensate pump and starter (if applicable) and lubricate bearings as required.

Check overall condition of unit.

Clean area around equipment.

Check capacity control and linkage.

Annual Inspection:

Change oil filter(s).

Inspect starter.

Check oil heater.

Check drive coupling.

Lubricate motor bearings.

Check overall condition of unit.

Check capacity control and linkage.

Check safeties.

Verify drive alignment.

Complete any required maintenance checklists

Check compressor oil level(s)

Reset purge counter (if applicable)

Check and tighten electrical connections.

Check with appropriate customer representative for operational deficiencies.

Check operating controls.

Check speed increaser (if applicable)

Check for unusual noise and vibration

Clean area around equipment

Conduct refrigerant leak check

Conduct visual inspection of condenser tubes (head removal by customer)

Change purge filter(s) (if applicable)

Chiller Tube Brushing (Annual):

Check with appropriate customer representative for operational deficiencies

Mechanically brush tubes.

Replace head

Clean area around equipment

Remove head

Isolate tubes

Drain water from tubes

Replace gasket

Oil Analysis:

Remove sample in approved container.

Label and complete paperwork indicating present operating conditions

Send for analysis.

Maintenance Procedures for Carrier 160 Ton (2 ea.) and Trane 100 Ton (1 ea) Chillers:

Cooling season start up preparation and inspection (Quarterly):

Check auxiliary equipment operation

Check refrigerant levels

Perform oil analysis.

Check the compressor heater, oil temperatures and lube system

Check and test all operating and safety controls

Check for proper voltage and starter operation

Start the chilled and condenser water pumps

Start the unit and calibrate controls and transducers

Check the proper settings for sub cooling and super heat

Log operating conditions after the unit stabilizes

Review operating procedures with the operator

Remove debris from inside and around the unit

Inspect condensing coils for blockage and clean lines

Inspect and tighten electrical connections

Check the fan and fan motor operation after start up

Operating Season Inspections (Quarterly):

Check general condition and operation.

Log operating conditions and identify inconsistencies

Adjust operating controls if required

Check for proper oil level and refrigerant charge

Check the oil temperature and compressor heater

Inspect starter, relays and controls

Inspect the air-cooled condenser fans and motor operations

Remove debris from inside and around the unit.

Review operating procedures and the owner s log with operator

Annual Equipment Shutdown Inspection and PM:

Meggering and record motor winding resistance

Change oil filter

Check oil level in lube system; add additional oil as required and conduct an oil acidity test

Conduct a leak check; correct leaks; add refrigerant as necessary.

Change the filter-dryer

Check the crankcase heater for proper operation

Tighten power wiring on contactors and in the motor terminal box

Clean all contactors and recommend replacement if needed.

Check all relays, operating controls and safeties

Check and calibrate all controls, safeties, unloaders, and external interlocks

Clean condenser coil.

Maintenance Procedures for York 50 ton and 25 Ton (1 ea) Chiller:

Cooling season start-up preparation and inspection:

Check auxiliary equipment operation

Check refrigerant levels

Check the crankcase heater

Check and test all operating and safety controls

Check for proper voltage and starter operation

Start the chilled and condenser water pumps where applicable

Start the unit and calibrate controls and transducers

Check the proper settings for sub cooling and super heat

Log operating conditions after the unit stabilizes

Review operating procedures with the operator

Remove debris from inside and around the unit

Inspect condenser coils for blockage and clean lines

Inspect and tighten electrical connections

Check the fan and fan motor operation after start-up

Operating Season Inspection:

Check general condition and operation.

Log operating conditions and identify inconsistencies

Adjust operating controls if required

Check for proper oil level and refrigerant charge

Check the oil temperature and compressor heater

Inspect starter, relays and controls

Inspect the air-cooled condenser fans and motor operations

Remove debris from inside and around the unit.

Review operating procedures and the owner s log with operator

Annual:

Meggering and record motor winding resistance

Check oil level in lube system; add additional oil as required and conduct an oil acidity test

Conduct a leak check; correct leaks; add refrigerant as necessary.

Change the filter-dryer

Check the crankcase heater for proper operation

Tighten power wiring on contactors and in the motor terminal box

Clean all contactors and recommend replacement if needed.

Check all relays, operating controls and safeties

Check and calibrate all controls, safeties, unloaders, and external interlocks

Check the suction and discharge compressor valves

Clean condenser coil.

CHILLER INVENTORY AND LOCATION:

Oklahoma City Campus:

York 1000 Ton Chiller

Model #: YKKPK4H9

Serial #: SEWM-591880

York 1000 Ton Chiller

Model #: YKKPK4H9

Serial #: SEWM-591730

York 600 Ton Chiller

Model #: YKGQEP8

Serial #: SAXM-831760

York 600 Ton Chiller

Model #: YKGQEP8

Serial #: SAXM-831910

Carrier 160 Ton Chiller

Model #: 30HXA161RZE661KA

Serial #: 5105Q05873

Carrier 160 Ton Chiller

Model #: 30HXA161RZE661KA

Serial #: 5105Q05874

York 50 Ton Chiller

Model #: YCAL0080SC46XAA

Serial #: RCJM4480AA

Lawton Outpatient Clinic:

Trane 100 Ton Chiller

Model #: RTAA1004XFO1A1COB

Serial #: U94K24511

York 25 Ton Chiller

Model #: YCAL0028EE46XEBSXTX

Serial #: YCAL028

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled work will be performed only during VAMC s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Contractor shall schedule all work within 1 week of contract award, approved by VA HCS COR. Vendor shall provide at least two weeks notice to the Contracting Officer s Representative (COR) prior to performing the work. Work cannot be scheduled during heavy cooling load periods. Only one chiller at a time can be out of service for the inspection, testing, and calibration procedures. Work must be conducted when the COR or his/her designate is available on site to monitor the work.

Check in/out procedures: Prior to commencement of and immediately after each service visit, the contractor and/or contractor s authorized repair technician must check in and out with the VAMC Boiler Plant staff. Due to heightened security requirements, the contractor and/or contractor s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving.

Location of performance

VA Medical Center

921 NE 13th St

Oklahoma City, OK 73104

IMPORTANTR NOTE: This RFI (Request for Information) is for information only; no award will be made from this RFI.

Please communicate via e-mail to Lance.Davis2@va.gov by COB July 11, 2019 as to your company s ability to perform service per this brief Scope of Work.

If interested please provide the following:

Please state your company s business size

Please provide DUNS number

If you have a FSS/GSA contract that includes this service

Provide FSS/GSA contract number if applicable