J045--Loch Raven VAMC Boiler Maintenance Contract Base plus Four Option Years

Active

Contract Opportunity

Department of Veterans Affairs NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for Loch Raven VA Medical Center.

Please respond to this RFI/Sources Sought 36C24526Q0027 with your:
1. Business name (including Unique Entity ID (SAM.gov)
2. Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned,
Disadvantaged Small Business, 8(a), etc.), and
3. Person of contact (including telephone number & email address).
4. Capability statement and summary of previous experience providing these types of
services for the Veterans Health Administration or other similar facilities.
5. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include
applicable NAICS)
6. Brief Summary of categories of services that your company can/cannot provide.
7. Certification(s) / Licenses for meeting the local requirements to provide these
services at the Huntington VAMC (if applicable)
8. Confirmation that your organization has the capability & expertise to meet the
performance requirements while complying with applicable limitations in
subcontracting by responding to the questions below with your response:
a. Do you intend to self-perform this effort?
b. If you are located outside the immediate area, how will you self-perform?
c. Or do you intend to subcontract work under this contract?
d. If you intend to subcontract work under this contract, how will you ensure
compliance with the limitations on subcontracting?
Response Instructions:
Responses must be received by Thursday 10/09/ 2026 @ 11:00 AM EST. Responses to the information requested above must be submitted via email to William.Galletta@va.gov
Loch Raven Boiler Preventative Maintenance Contract

Loch Raven VAMC

General:
VISN 5 The VA Maryland Health Care System is dedicated to improving the lives of Veterans and their families every day. Our health care teams are deeply experienced and guided by the needs of Veterans, their families, and caregivers. The Loch Raven medical center boiler program is comprised of 12 decentralized boilers across 7 buildings. The proposed contract will improve preventative maintenance, inspections and service maintenance to this equipment. Preventative maintenance involves functional checks, servicing, repairing, or replacing of necessary parts for all boilers on campus. These cost-effective practices keep equipment operational and running smoothly, reducing down time extending operating life and decreasing impact to patients.

About the sites:

The Loch Raven VA Community Living & Rehabilitation Center Provides rehabilitation and recreation therapy for our recovering veterans. The main building also provides hospice, nursing home care and care for patients with Alzheimer s. The surrounding campus provides services including mental health care, audiology, care for Veterans who are blind or have low vision, and more.

Planned preventative maintenance, which is scheduled maintenance aimed at making repairs BEFORE failure occurs. Tasks like cleaning equipment or replacing air/water filters represent a form of routine preventative maintenance because there is a set cadence that occurs regularly regardless of how the equipment is running. Here, you're preventing it from breaking down or running inefficiently.
Planned unscheduled maintenance, which is having a strategy in place to repair or replace an asset as quickly as possible when it fails. Replacing and/or repairing gaskets or a compressor can be considered unscheduled because it usually occurs on an as-needed basis whenever wear is present or the unit breaks down. This situation can also incorporate a planning element by either having real OEM replacement parts on hand or budgeting for the cost of repairing/replacing a failed part.


CONTRACTOR PERSONNEL

A. Technician Qualifications. All work shall be performed by qualified boiler technicians,
experienced and qualified to work on the specific makes and models of equipment listed
in this contract. The Contractor shall submit to and for the approval of the Contracting
Officer, certification and a list of credentials of the qualified boiler technicians.
Technicians shall have completed at least a one-year trade school and have a minimum of
five (5) years successful experience in the field. The experience shall be largely with
institutional and industrial boilers. In addition, the technician shall have demonstrated
experience in conducting equipment inspection and performing testing in compliance
with the VA safety testing manual at three (3) or more VA facilities within the past three
(3) years.

Technicians shall demonstrate familiarity with and ready access to the current versions of the following references:

NFPA 85, Boiler and Combustion Systems Hazard Code, latest edition.

VHA Boiler Plant Safety Device Testing Manual, current edition.
Terms:

Stationary Engineer A stationary engineer, often referred to as a boiler operator or power engineer, is responsible for the operation, maintenance, and repair of stationary engines, boilers, and other mechanical equipment that provide utilities (such as heating, cooling, and power) to buildings, industrial plants, and other facilities. Technician should be qualified in several different makes and models of boiler equipment. Technician should be able to inform the agency of eminent equipment failure, dangerous conditions and future maintenance work that may need repair. Maintain clean and organized work areas. Provide equipment and materials to adhere with Infection Control Risk Assessment (ICRA) standards.

Boiler Technician: A boiler technician will be responsible for adhering to the preventative maintenance program described in the local SOP and superseded by directive 1810. All safety device testing will be in accordance with the United States Department of Veterans Affairs VHA Boiler and Associated Plant Safety Device Testing Manual, current edition. Technicians should be qualified or its equivalent to boiler WG-5402 series as described in the OPM guidelines. Technicians should be able to diagnose, troubleshoot, repair and inform the agency of eminent equipment failure, dangerous conditions and future maintenance work that may be required. Maintain clean and organized work areas. Provide equipment and materials to adhere with Infection Control Risk Assessment (ICRA) standards.

Qualified Professional Inspector: A Qualified Professional Inspector is any one or combination of:
a. A boiler inspector who has a valid certificate from the National Board of Boiler and Pressure Vessel Inspectors.
b. A boiler inspector who has qualified by passing a written examination under the laws, rules and regulations of the State of Maryland.
c. A boiler inspector who is regularly employed as a boiler inspector/testing by a
jurisdiction that has adopted and administers one or more sections of the American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code as a legal requirement, and has a representative serving as a member of the AMSE Conference
Committee.
d. A boiler inspector who is regularly employed by an insurance company that has been licensed or registered by the appropriate authority of a state of the United States to write boiler and pressure vessel insurance.

The contractor must provide a list of three (3) reference contacts that have been provided
service on similar or identical equipment. The contractor must provide authenticated
factory training certificates or credentials (or acceptable substitute as approved by the
COR) for any personnel who are working on any VA equipment. The VA specifically
reserves the right to reject any of the contractor s personnel and refuse them permission
to work on VA equipment.
Areas to be maintained:
Loch Raven Rehabilitation & Medical Center is located at 3900 Loch Raven Boulevard, Baltimore MD, 21218 all boiler rooms.
Loch Raven
Equipment Model Model # Fuel# Location
Boiler
Cleaver Brooks
OLO94490 CB200-060-030HW
Dual Fuel
Bldg #1 Basement G-19
Boiler
Cleaver Brooks
OLO94490 CB200-060-030HW
Dual Fuel
Bldg #1 Basement G-19
Boiler
Lochinvar
CBN215
Natural Gas
Bldg #2 Rear Maintenance Room
Boiler
Patterson Kelly
SC-1000
Natural Gas
Bldg #4 Basement boiler Room
Boiler
Patterson Kelly
SC-1000
Natural Gas
Bldg #4 Basement boiler Room
Boiler
A.O. Smith
19-4
Natural Gas
Bldg #5 Boiler Room #1
Boiler
Solaris
SOLO500BNB-cafm
Natural Gas
Bldg #5 Boiler Room #2
Boiler
Solaris
SOLO500BNB-cafm
Natural Gas
Bldg #5 Boiler Room #2
Boiler
Wel Mclain
EG-75
Natural Gas
Bldg #6 Radiology
Boiler
LAARS
PNCH1000NACN2CJX
Natural Gas
Bldg #7 Boiler Room
Boiler
LAARS
PNCH1000NACN2CJX
Natural Gas
Bldg #7 Boiler Room
Boiler
Patterson Kelly
SC-1000
Dual Fuel
Bldg #7 Boiler Room
Preventive maintenance breakdown
The Contractor shall provide all personnel, management, material, parts, equipment, supplies,
and labor to perform: Annual inspection, preventive maintenance, and repairs on eleven (12) hot water boilers located at the Loch Raven VAMC. The inspection, maintenance, and repairs shall be performed by qualified boiler technicians. The contractor will perform all preventive
maintenance service and functional test to ensure that the equipment performs in compliance
with manufacturers operating and maintenance instructions. A written service report will provide a detailed description of work performed and cost, which includes an itemized
breakdown for labor, hours, parts, material, and warranty information.

Inspection and testing frequency chart:

#
Item
Frequency
Note
1
Inspect furnace and other internal surfaces, closures and accessories
Yearly
*Must be
accomplished by a
documented
qualified third party
professional
inspector
2
Inspect exterior of unit, casing, supports, closures, accessories, valves, controls
Yearly
*Must be
accomplished by a
documented
qualified third party
professional
inspector
3
Check all boilers for fouling and
combustion gas flow
Yearly
*Must be
accomplished by a
documented
qualified third party
professional
inspector
4
Tube leak check
Yearly
*Must be
accomplished by a
documented
qualified third party
professional
inspector
5
Adjust burner combustion settings and
calibrate oxygen trim
6 Month

6
Check vibration of burner fans
6 Month

7
Calibrate instrumentation, monitoring, and control systems
6 Month

8
Calibrate pressure gauges and
thermometers
6 Month

9
Operational test of Safety Devices
6 Month

a.
Low-water cutoff (slow drain)
Monthly

b.
Fire each boiler and the pilot on the alternate fuel for 1 hour
Monthly

c.
Low water cut off
Monthly

d.
Auxiliary low water cut off (slow drain)
Monthly

e.
High water alarm
Monthly

f.
Low water alarm
Monthly

g.
Water safety valves
Yearly

h.
Water safety valve operational test
6 Month

i.
Flame scanner
Monthly

j.
Check gas vent valve for leaks
6 Month

k.
High gas fuel pressure cut off
6 Month

l.
Low gas fuel pressure cut off
6 Month

m.
Gas fuel safety shut off valves proof of closure
6 Month

n.
Leak test gas fuel safety shut off valves
6 Month

o.
Low atomizing pressure for fuel oil
6 Month
*Building 1 boilers only
p.
High fuel oil pressure cut off
6 Month
*Building 1 boilers only
q.
Fuel oil safety shut off valves proof of closure
6 Month
*Building 1 boilers only
r.
Leak test fuel oil safety shut off valves
6 Month
*Building 1 boilers only
s.
Check operation of liquid petroleum gas pilot
6 Month
*Building 1 boilers only
t.
Low pilot gas pressure cut out
6 Month

u.
Forced draft fan motor interlock
6 Month

v.
Forced draft fan damper wide open for purge
6 Month

w.
Boiler outlet damper wide open for purge
6 Month

x.
Purge air flow interlock
6 Month

y.
Timing for pre-purge
6 Month

z.
Timing for post purge
6 Month

aa.
Igniter timing
6 Month

bb.
Low fire position interlock
6 Month

cc.
Combustion air interlock
6 Month

dd.
Main flame out; i.e. time to close valves
6 Month

ee.
Ignition flame out; i.e. time to close valves
6 Month

ff.
Minimum igniter flame test
6 Month

gg.
Scanner not sensing ignition spark
6 Month

hh.
Low oxygen alarm and/or cut out
6 Month

ii.
Pre-purge setting of flue gas recirculation damper
6 Month

jj.
Interlock of building outside air damper
6 Month

kk.
Burner/heating element control
6 Month

ll.
CO and combustion gas detection equipment testing
6 Month

mm.
Boiler emergency button testing
6 Month
Contractor shall document all Preventative Maintenance in the binder provided by COR. Documentation will be in accordance with Loch Raven Boiler SOP & VHA Boiler Plant Safety Device Testing Manual, current edition. Quality control and Contractor leadership shall ensure the documentation is correct and accurate before turning in to COR.

Annual Maintenance/Operational Maintenance
A. Monthly
a. Test and adjust water treatment
b. Operate all alarm devices
B. Semi-Annual
a. Check furnace pressure
b. Check combustion gas leaks into boiler room
C. Annual
a. Open Boilers
b. Clean waterside of boilers
c. Clean fireside and repair refractory

Repairs
A. All repairs to boilers and pressure vessels shall comply with the American Society of
Mechanical Engineers (ASME) Boiler and Pressure Vessel Code. No welded repairs are
permitted except by certified welders using Code-approved procedures. Repair and
record of certification, and the qualification of welders must be provided to the COR
upon completion of all repairs. Bids will be adjusted at a flat rate to include $100,000 at the base of the contract to account for emergency repairs annually. This emergency repair cost will be added to the estimated annual preventative maintenance cost. Additional funding may be required for additional repairs.

B. Hydrostatic testing of boilers and pressure vessels must be conducted after a repair
or a tube replacement, or when the boiler or pressure vessel integrity is in doubt.
Hydrostatic pressure must be limited to 150 percent of normal operating pressure of
the boiler or pressure vessel.

Inspection, Testing and Calibration Requirements:
A. Technicians shall provide all tools and labor necessary to perform inspection,
tuning, testing, calibrating, and adjustments of burners and boiler controls as
specified below. This shall be done in accordance with the schedule listed below.

B. Instrumentation, monitoring and data management systems as listed below shall be calibrated every six months. Calibration shall follow VHA Boiler Plant Safety Device Testing Manual, current edition

C. Provide at least two weeks notice to the Contracting Officer s Representative
(COR) prior to performing the work. Work cannot be scheduled during heavy
heat load periods. Only one boiler at a time can be out of service for the
inspection, testing and calibration procedures. Work must be conducted when
the COR is onsite to monitor the work.

D. VAMC will have the boilers that are to be serviced prepared for technicians upon
their scheduled arrival. This include having the boilers fully warmed and at
normal operating temperature/pressure.

E. The inspection, testing and calibration shall comply with:
a. The recommendations and requirements of VHA Boiler Plant Safety
Devices Testing Manual, current edition.
b. The written recommendations of the equipment manufacturers.
c. The requirements and recommendations of NFPA 85, Boiler and
Combustion Systems Hazards Code, including applicable appendices.
d. Burner performance requirements in this document.

F. A summary of the work is as follows, the below summary is not inclusive, refer to the inspection/testing frequency:
a. Review boiler log sheets and alarm and trouble reports.
b. Review records that show combustion (flue gas oxygen and carbon
monoxide).
c. Perform overall visual inspection of systems. Verify that systems comply
with referenced codes and VAMC requirements stated in this contract.
d. Test and record the operation and set points of all burner/boiler safety
interlock devices. Refer to list below. Verify that the set points and
operating points are within approximately 20% of normal operating
parameters. Make adjustments as necessary and record the new settings.
The operation of a device must result in burner shutdown and/or proper
alarm operation.
e. Operate burner(s) on each fuel from low fire to high fire and back to low fire in at least six increments and record combustion performance (flue gas oxygen, carbon monoxide, NOx where applicable), fuel train pressures, atomizing train pressures, burner pressures, stack temperatures, boiler load output.
f. Compare the combustion performance data with VAMC requirements (see
below) and previous readings. If necessary, make adjustments to the fuel
flow and combustion air controllers, control valves and dampers to obtain
the required performance. Record the new performance data.
g. Verify accuracy of instrumentation listed below. Verify that all devices are
properly selected for the application in terms of type, size, set point range,
performance, code approval. Calibrate all instruments that are not within
manufacturer s specifications for accuracy.
h. Immediately inform COR of any recommended repairs of modifications.

G. All of interlocks and safety devices to be inspected and tested on each
boiler/burner/equipment, are contained in the VHA Boiler Plant Safety Device
Testing Manual, current edition, along with testing procedures.

H. Required burner performance:
a. Turndown (ratio of maximum and minimum firing rates): 10/1 8/1 5/1 4/1
(Refer to original burner specification).
b. Achieve, but do not exceed, boiler maximum heat output rating. Measure
fuel input at minimum and maximum firing rates.
c. Maximum carbon monoxide: 200 parts per million (ppm)
d. Maximum NOx: (refer to original burner specification)
e. Flue gas oxygen: 2.4 4.2%
f. Flue gas oxygen (low excess air burners): 1.0 2.0%
g. No visible smoke, except on heavy oil fuel maximum opacity is 20%.
Comply with local emissions regulations.
h. Flames shall be stable with no pulsations, shall be retained near burner,
no blow off or flashback, no constant flame impingement on refractory or
water walls.

I. List of instrumentation and controls to be inspected and calibrated:
a. Boiler outlet draft controllers
b. Boiler water level controllers
c. All pressure and temperature sensors and transmitters
d. All signal processing and readout devices

J. Report requirements:
a. Provide complete written report of the inspection fully describing all tests
performed, all findings, and recommendations. The report shall have two
sections the first section will be in a table form with four columns:
i. The first column labeled FUNCTION with pass or fail
ii. The second column labeled Devices list the device number and
description in accordance with the VHA Boiler Plant Safety Devices
Testing Manual, current edition.
iii. The third column labeled Deficiencies-Recommendations
iv. The fourth column labeled Corrective Actions list any corrective
actions taken during the inspection.
b. Furnish the report within one week of each inspection in Microsoft Word
format by email to the COR. Provide hard copies of data sheets and flue
gas analyzer strip printouts to the COR within one week of visit.
c. All safety-related deficiencies shall be immediately reported to the COR
and/or Chief Engineer during the inspection visit.

Documentation and Policy Review
Contractors will be required to have a kickoff meeting to review 1810 hot water boiler directive & VHA Boiler Plant Safety Devices Testing Manual, current edition. This will be reviewed annually with the COR for any changes.

The Contractor shall establish and maintain a Quality Control Program that ensures that all
requirements of the contract are provided as specified. This individual shal meet with the COR and CO quarterly to update or provide deliverables.

Contractor shall provide annual training on all the Boiler Equipment for designated employees
assigned to the Loch Raven campus (approximately 20 personnel) over two-day, eight (8) hour
courses. The training shall be in accordance with the manufacturer s Commissioning and Start
Up operation manuals. In addition, the training shall cover the following topics:

A. Proper operation of all boilers listed in the scope of work
B. Hydronic system overview
C. Maintenance log procedures and regulations
D. How to recognize failures of expansion tanks, and unsafe conditions
E. PRV discharge conditions and inspections
F. Inspection of CO monitors

Documentation and deliverables shall be provided to COR. Signed and dated documents will be filed annually for training. Contractor to provide date of draining 30 days in advance to the federal government.

Hours of operation & Reporting for Duty: Contractor staff shall report for duty to the designated locations for each campus to be established by the Contracting Officer Representative (COR). The contractors shall review the required tasks and scheduling with the Facilities and Engineering supervisor Point Of Contact (POC) prior to the start of each workday. The workday hours shall be coordinated with the COR but will generally be an 8-hour day beginning at 8:00am. Hours may be adjusted/flexed to fit each campus need. This will be determined by the COR and be presented in written format for any schedule changes. Schedules shall be made to meet boiler preventative maintenance requirements.

Reporting Requirements: Upon completion of work, the Contractor shall document services electronically or written in a legible format and provide to the COR. If services are performed after normal businesses hours, the Contractor shall report to the VA site manager or designee. Contractor to provide the service report to the COR on the next business day (with the signature of the VA site manager) to substantiate hours work performed.

Invoicing: Contractor to submit invoicing within monthly intervals. Invoicing is to be line itemed and as detailed as possible. Labor hours are to be clearly marked by trade. Items that are not included in afore mentioned services agreement are not to be invoiced through this contract. Invoicing will be reviewed by the Contracting Officer Representative (COR) for authenticity. Items not to be billed to this contract will be equipment damage, storage fees, fuel fees, rental costs, unverified hours, travel cost, additional fees, taxes, etc. Invoices will be rejected and be required to be resubmitted if errors are detected.

Ordering Activities and Officers: The Contractor and/or its staff shall not accept any instructions issued by any other person(s) other than the Contracting Officer, the COR, or his/her delegated representative acting within the limits of his/her authority. Purchase of materials, orders or additional service will be documented and coordinated through the COR.

Safety and Security Precautions:

The Contractor shall comply with all applicable Federal, State and local legal requirements regarding workers health and safety. The requirements include but are not limited to those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthy working conditions for its employees.

Contractor shall provide his/her employees with the necessary safety equipment required for performance of the contract. The contractor shall take precautions regarding fire and safety policies/procedures within VAMC and their associated Clinics.

Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property.

No flammable liquids shall be stored in non-designated areas or used in the medical center without communication and written approval from the Contracting Officer Representative (COR).

The Contractor and/or its staff shall immediately notify the COR of any existing or potentially unsafe conditions, i.e., frayed electrical cord, dripping, or seeping of fluids.

The Contractor shall receive from the COR a permit for all cutting, welding, soldering, or Hot Work of any kind. All permits shall be prominently displayed during all activities.

All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads.

HAZARDOUS MATERIAL REPORTING:
The Contractor shall maintain hazardous material inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project s completion. The amounts used shall be maintained for the project duration.

Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval and copies furnished to the Contracting Officers Technical Representative.

In the event of a spill, Contractor shall immediately notify the Contracting Officer s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup and / or damage resulting of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761.

Smoking Policy: Smoking is not permitted within the VAMC facilities. Smoking is prohibited in building or on the campus grounds. Contractors found smoking in/on campus, their vehicles will be removed from campus and contractors supervision notified.
Service Calls: Contractor s to provide emergency contacts, standard point of contacts name, phone number and email address for contractor POC. This contract is expected to have 24 hour response to boiler failures with a 2 hour window for emergency response to repair.
Changes. Only those services specified herein are authorized. Services that are not included in the contract shall NOT be provided unless authorized via a modification issued by the Contracting Officer.
Overtime: Overtime or evening rates shall be approved by the COR or his/her designated representative prior to services being rendered.
Badges and Parking: Contractor personnel are required to wear identification (I. D.) badges issued by the VA Security Office during the entire time they are on the grounds of the VAMC or one of its clinics.
It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the VAMC Security Office. The Government shall not validate or reimburse for parking violations under any circumstance.
At the Loch Raven Campus, Contractors will park along the designated contractors parking area The Alameda. Contractors may temporarily park vehicles closer to buildings for drop off purposes that do not exceed 30 minutes per day unless otherwise discussed with the COR. Contractors may not offload and leave vehicles in the loading dock location, blocking rear building entrances or in fire lanes.

National Holidays: Listed below are the eleven national holidays:

New Year s Day
January 1
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth
June 19
Independence Day
July 4
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25

Also included would be any day specifically declared by the President of the United States of America as a National holiday.
Point of Contact and COR:
All questions, clarifications, or ambiguities must be in writing to:
Louis Hopson Louis.Hopson@va.gov
3900 Loch Raven Blvd 443-986-2593
Baltimore, MD 21218
(410) 605-7000 x55889

Attachments/Links