THIS IS NOT A SOLICITATION. This is a Sources Sought (SS) notice issued in accordance with FAR 15.201(e) to conduct market research. This SS is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ) or a promise to issue a RFQ in the future. This sources sought does not commit the Government to contract for any supply or service whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking quotes and will not accept unsolicited quotes. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this SS; all costs associated with responding to this SS will be solely at the interested vendor's expense. Not responding to this SS does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this SS is strictly voluntary. All submissions become Government property and will not be returned. This announcement is based upon the best information available and is subject to future modification.
I. OVERVIEW:
The Department of Veterans Affairs, Network Contracting Office (NCO) 15, has a requirement to provide
full maintenance on site, to include all replacement parts, labor, travel expenses, tools, tests equipment and other incidentals necessary to maintain or restore Chillers #1, #2, #3 and #7 to operating specifications according to the manufacturer s recommendations and provide full maintenance on site, to include all labor, travel expenses, tools, test equipment and other incidentals necessary to maintain Chillers #4, #5 and #6 according to the manufacturer s recommendations; replacement parts are not included for Chillers #4, #5, and #6. Maintenance shall be performed impacting one chiller at a time to allow for continued cooling of the Operating Rooms and Sterile Processing for the Columbia, MO Harry S. Truman VA Medical Center located at 800 Hospital Dr., Columbia, MO 52134
The successful proposer must be able to:
Specifications:
Chiller Size / Manufacturer Model Serial No. VA No.
#1 500 Ton / Trane CVHE500 L97G04950 543EE20979
#2 1000 Ton / Trane CVHF910 L98B01293 543EE20978
#3 1000 Ton / Trane CVHF910 L98B01314 543EE20977
#4 York International YC1V0197EA46VABBXT 2EWM006332 139634
#5 York International YC1V0197EA46VABBXT 2EWM006333 139635
#6 York International YLAA00946XCAS 2EWM006379 139636
#7 1200 Ton / Trane CVHF130 L13E0228 543EE155597
Statement of Work below.
II. VETERANS FIRST CONTRACTING PROGRAM: The Dept. of Veteran s Affairs is dedicated to the Veterans First Contracting Program and encourages any certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) capable of furnishing the required services to respond. In accordance with Veterans Affair Acquisition Regulation (VAAR) sections 819.7005 and 819 7006, if a sufficient number of eligible SDVOSB or VOSB firms are identified during market research the acquisition will be set-aside for SDVOSB or VOSB participation.
III. INFORMATION REQUESTED FROM INDUSTRY:
Please submit your response (capability statement) in accordance with the following:
1) No more than 3 pages (excluding transmittal page). Include the name, email address and phone number of the appropriate representative of your company;
2) Address if your firm has the capability to perform the services listed above;
3) Address how long it would take from the date of contract award for you to commence furnishing services;
4) Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone.
5) If Service- Disabled or Veteran Owned Small Business, is your company and/or partners registered in VA s VetBiz repository?
6) Mark your response as Proprietary Information if the information is considered business sensitive;
7) NO MARKETING MATERIALS ARE ALLOWED IN RESPONSE TO THIS SS. The Government will not review any other information or attachments included, that are in excess of the 3-page limitation.
Submit your response via email to Laura.Ferguson@va.gov
Submit your response by 4:30 P.M. Central Time on October 18, 2023.
DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER
Truman VA, Columbia, MO
STATEMENT OF WORK
Maintenance and Repair of Chillers
1. Introduction:
a. The contractor shall provide full maintenance on site, to include all
replacement parts, labor, travel expenses, tools, tests equipment and other
incidentals necessary to maintain or restore Chillers #1, #2, #3 and #7 to
operating specifications according to the manufacturer s recommendations.
b. The contractor shall provide full maintenance on site, to include all labor,
travel expenses, tools, test equipment and other incidentals necessary to
maintain Chillers #4, #5 and #6 according to the manufacturer s
recommendations; replacement parts are not included for Chillers #4, #5,
and #6. Maintenance shall be performed impacting one chiller at a time to
allow for continued cooling of the Operating Rooms and Sterile Processing.
c. The service shall be provided during regular business hours of 7:30am
4:30pm, Monday through Friday, excluding federal holidays.
2. General Work Items:
a. The maintenance service shall include one (1) Preventive Maintenance
Inspection (PMI) to be accomplished during the first two weeks of April. The
PMI is to be scheduled with Facilities Management Service (FMS)
Contracting Officer s Representative (COR) only. All work will be scheduled a
minimum of one (1) week in advance with the COR.
i. This service is required to maintain operation of the chillers as outlined on
the checklist covering motor, compressor, coolers, condensers, purge and
recovery units, starters and operating controls.
ii. The contractor must have a minimum of three (3) years maintenance
experience on centrifugal R123 machines of 1,000 tons or greater.
iii. The contractor shall furnish all necessary tools, equipment, and Personal
Protective Equipment (PPE) to perform the work safely, effectively, and
timely. Tools, equipment, and PPE shall comply with the requirements of
OSHA Standard 29 CFR 1910, Subpart 1.
iv. The following is required of the Annual Winter PMI on Chillers 1, 2, 3, 7
under this agreement:
Check supply voltage to each chiller and lock off power
Check low and high voltage connections in starter and at motor
Page 1 of 5
Disassemble starter contactors and check condition of contact points
Meg test main compressor motor and oil pump motor
Replace each chillers oil filter
Replace purge filter on each chiller
Replace any additional chiller filters
Use Vac-U-Save to heat chilled and condenser water and pressurize
machine
Leak check each chiller identifying any refrigerant leaks
Remove original oil charge from each chiller
Add new replacement oil charge to each chiller
Close chiller and condenser isolation valves and drain water from each
barrel
Remove 1 evaporator and 1 condenser head and use reamer to brush
clean the tubes
Install evaporator and condenser heads on each chiller and fill with
water
Check operation of chilled and condenser flow switches
Power up chiller and check operation of oil heater, oil pump and oil
regulator
Check chiller setpoints and test each chiller safety and operating control
Pull oil and refrigerant sample and send to testing lab for analysis
Complete operating report on each chiller noting any defects found
Report any deficiencies to COR
v. The following is required of the Annual Spring PMI on Chillers 1, 2, 3, 7
under this agreement:
Check supply voltage to each chiller and oil sump temperature
Start each chiller and check for proper y-delta start sequence and
timing
Check amperage on main chiller motor and oil pump motor
Check for proper oil pressure and adjust as needed
Check chilled water entering and leaving water temperatures
Check condenser water entering and leaving water temperatures
Confirm proper evaporator and condenser approach temperatures
Check evaporator and condenser pressures
Read displayed evaporator and condenser saturation temperatures
Check for proper oil level and motor cooling
Confirm proper modulation to setpoint and guide vane actuator motor
operation
Load each chiller to 100% confirming proper operation
Complete operating report on each chiller noting any defects found
Report any deficiencies to COR
vi. The following is required of the annual Spring PMI on Chillers 4, 5, 6
under this agreement:
Check each compressor for proper oil levels
Confirm there are no bubbles in the refrigerant site glasses
Install temperature probes and gauges and check for proper
Compressor & economizer superheat
Check for proper refrigerant suction and discharge pressures
Confirm proper refrigerant subcooling
Check for proper voltage supply to compressors and condenser fans
Check for proper compressor and condenser fan amp draw
Monitor the VSD operation to modulate the compressor to the chilled
water setpoint (Chillers 5 & 6)
Monitor the compressors to stage on and off to meet the chilled water
setpoint (Chiller 4)
Confirm evaporator and compressor heater operation
Check the operation of the chiller safety and operating controls
Visible check the chiller for oil or refrigerant leaks
Shutdown the chiller and check all high and low voltage connections
Check condition of each contactor and contact points
Clean the condenser coils with water
Measure the glycol percentage in the chilled water system and the vsd
Pull an oil sample from each compressor and send to a testing lab for
analysis
Complete log on the chiller operations
Complete inspection report
Report any deficiencies to COR
b. The parts needed to complete the annual inspection are to be provided by the
contractor at no extra cost for Chillers #1, #2, #3, #4, #5, #6, and #7.
c. The contractor will perform a Spring Startup during the first two weeks of
May. Spring startup will be a two hour 100% load test and final control
adjustments.
d. The contract also includes emergency service for repair of the chiller(s).
Emergency labor is included in this contract. Parts replaced under emergency
service will be paid for by the Government. Contractor shall arrive within one
hour of notification.
e. Magnesium Bar Replacement
During annual winter inspection remove inlet and outlet piping from
condenser heads
Remove the condenser heads on the inlet and outlet water piping side
Install replacement magnesium bars
Install condenser heads and piping with new gaskets as required
f. Eddy Current Testing (Performed during base year of contract)
During the annual inspection period when the condenser and evaporator
heads are removed, and the tube brush cleaning has been completed
Complete Eddy Current testing of the 4-chiller evaporator and condenser
tubes
Supply a detailed report listing the condition of all tubes and any defects
found
Install the condenser and evaporator heads with new gaskets as required
g. Vibration Analysis (Performed during base year of contract)
Start and control each chiller to load and unload as required
Complete chiller vibration analysis
Complete detailed report listing bearing condition and machine balance
3. Chiller Information:
Chiller Size / Manufacturer Model Serial No. VA No.
#1 500 Ton / Trane CVHE500 L97G04950 543EE20979
#2 1000 Ton / Trane CVHF910 L98B01293 543EE20978
#3 1000 Ton / Trane CVHF910 L98B01314 543EE20977
#4 York International YC1V0197EA46VABBXT 2EWM006332 139634
#5 York International YC1V0197EA46VABBXT 2EWM006333 139635
#6 York International YLAA00946XCAS 2EWM006379 139636
#7 1200 Ton / Trane CVHF130 L13E0228 543EE155597
4. Reporting:
a. Provide written report of all work performed and any parts replaced. Reports
shall be submitted to the COR. Payments may be withheld pending receipt of
this report.
b. Information shown in the report shall be as follows:
i. Company s name, address, telephone & FAX numbers.
ii. Name and signature of contractors who perform the inspection and/or
repairs.
iii. VA Work Contract Number, name, and number of VA Contracting Officer.
iv. Date and time of work.
v. Type, model, and serial number(s) of all equipment on which maintenance
was performed.
vi. Total time spent performing maintenance, excluding travel time.
vii. Detailed narrative description of the PMI action required.
viii. Complete list of parts replaced.
ix. Date and time the repair or PMI was completed.
x. Recommended corrective actions, if any.
c. Contractors shall report deficiencies that are deemed critical or catastrophic
immediately to the COR.
d. This service report will itemize every item in the specifications. Each item will
state the as found condition or values, the calibrated to or adjusted to
values, the factory design tolerances, and a complete description of all work
performed concerning the items. Included will be a list of new parts used and
recommended future repairs.
5. Contract Terms:
a. All services for this contract must meet original manufacturer performance
and technical specifications, Federal Regulations, and other specifications
that may apply such as National Electric Code (NEC), VA Regulations, and
the Clean Air Act.
b. The contractor shall not replace any parts or perform any service that will
result in additional charges without prior approved from the Contracting
Officer.
c. All contracting personnel must report to the FMS Office to sign in before work
is begun and to sign out after work has been completed.
The authorization requirements do not apply, a Security Accreditation Package is not
required.
END