J041--HVAC Chiller Service

Active

Contract Opportunity

SOURCES SOUGHT SYNOPSIS
The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for HVAC Chiller maintenance for the Tomah VA Medical Center. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 238220 Plumbing, Heating, and Air-Conditioning Contractors.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
Tentative requirements:
Provide all parts, equipment, material, labor, and supervision, including travel costs, necessary to provide factory, Original Equipment Manufacturer (OEM) certified, preventative maintenance service to 12 Chiller Systems.
If your Company has the potential capacity to perform these contract services, please provide the following information:1) Company name, address, email address, web site address, telephone number, and size and type of ownership for the company; 2) Tailored capability statements addressing the particulars of this effort, and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, companies should address the administrative and management structure of such arrangements; and 3) Confirmation your company can meet the Limitations of Subcontracting should they apply (see below).
The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.
Based on the responses to this synopsis and other market research, this requirement may be set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) (limitation of subcontracting would apply), small businesses (limitations on subcontracting would apply) or procured through full and open competition.

Limitations on Subcontracting
13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states:
(a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that:
(1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.
Before any small or large business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria.
After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program.
Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM LOCAL TIME on APRIL 23, 2025. All responses under this Sources Sought Notice must be emailed to Lori.Eastmead@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

STATEMENT OF WORK
HVAC CHILLER PREVENTATIVE MAINTENANCE SERVICES

Contractor shall provide all parts, equipment, material, labor, and supervision, including travel costs, necessary to provide factory, Original Equipment Manufacturer (OEM) certified, preventative maintenance service to 12 Chiller Systems located at the at the Tomah VA Medical Center, 500 E. Veterans Street, Tomah, WI 54660-3105.

SCOPE

Contractor shall provide factory certified preventative maintenance service to the Chiller Systems throughout the Tomah VA Medical Center.
Chillers to be serviced as part of this Statement of Work are provided in Table 2, below.
Contractor shall perform all lock-out/tag-out procedures before performing any maintenance service on all HVAC chillers.
Provide annual condenser coil cleaning in compliance with manufacturer recommendations.
Provide annual condenser tube brushing, via removal and re-installation of one head only, in compliance with manufacturer recommendations. Service shall be as follows.
Isolate tubes
Drain water from tubes.
Remove head.
Mechanically brush tubes.
Replace gasket.
Replace head.
Test for leaks and confirm that system is leak free and operational. Indicate confirmation in signed report. See contract deliverables.
Provide operational maintenance services as defined by each chiller unit s manufacturer recommendations and shall include:
Check overall condition of chiller unit.
Clean air-cooled condenser with appropriate coil cleaner and water. On water cooled condensers clean with rotating brush system designed for water cooled condensers.
Inspect air cooled condensers for damage and oil/refrigerant leaks.
Inspect water cooled condenser gaskets and tubes for damage and perform Eddy Current Test every other year (See Line Items in Unit/Price Costs Schedule). See Section 1, Part G, Item 1, below.
Inspect all electrical components and connections for tightness, corrosion, or burnt and pitted contacts. Check all wiring for hot spots, by performing thermal imaging testing.
Check for visible refrigerant charge (sight glass), leaks, and conduct refrigerant leak tests.
Perform a megohmmeter (Megger) test on all compressor motors to check the integrity of all electrical insulation.
Check all crankcase heaters. Verify each is fully operational.
Check all fan motors and fan blades.
Review control panel for proper operation and recorded fault histories.
Conduct chilled water flow rate on any water-cooled chillers.
Check for proper condenser and chilled water flow.
Check for proper operation of oil/oil return systems. Verify oil heater operation. Check for proper oil temperature and pressure. Check compressor oil level(s), change oil filters, change oil filter dryer (isolation valves must be present and functional), conduct lubrication oil testing and analysis.
Check for visual signs of refrigerant/oil leak(s)
Check for proper capacity control operation.
Check for unusual noise and vibration. Provide annual vibration analysis in accordance with manufacturer's recommendations.
Lubricate motor bearings (per manufacturer's recommendations).
Lubricate and check capacity control and linkage.
Base Year, Option Year Two and Option Year Four Work Only.
Conduct Eddy Current Testing (ECT) on chiller tubes and heat exchangers.
Base Year Work Only.
Change glycol with new, in Variable Speed Drives, on all air-cooled, screw compressor chillers (Both York chillers, one portable and one serving B403).
After all testing, checks and maintenance completion, run chiller under a load and check operations. Amp check all electrical components. Check pressures, and temperatures and assure they correspond correctly with design and manufacturer s recommendations. Check refrigerant levels. Check for leaks if low on charge.
Record and log all operating parameters after testing/checking under chillers under load.
Maintain a detailed and reliable maintenance log that includes all necessary information, to include flow rates, operating temperatures, pressures, and fluid levels for each chiller. Provide a digital, PDF copy of maintenance log to contract COR after all work performance is completed.
Any major corrective maintenance repairs for failures, or items that exceed the preventative maintenance recommendations and repairs of the Original Equipment Manufacturer (OEM), SHALL FIRST HAVE COR APPROVAL, SHALL BE REPAIRED UNDER A SEPARATE PURCHASE CARD ORDER OR CONTRACT AND SHALL BE IN COORDINATION WITH THE CONTRACT COR.
Any changes to this SOW shall be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.
Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government.
Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place.
SERVICE HOURS AND FEDERAL HOLIDAYS
Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm local time, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee.
All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR.
Federal Holidays observed by the VAMC are (and any other day designated as a federal holiday by Presidential Decree):
New Years Day
Independence Day
Christmas Day
Columbus Day
Labor Day
Martin Luther King Day
Memorial Day
Presidents Day
Veterans Day
Juneteenth
Thanksgiving Day
GENERAL INFORMATION

Compliance with General Safety Regulations:
All Contractors and Subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.
All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract.
Contractor is responsible to replace any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government.
Contractor shall not interrupt any utility service while performing under this contract.
Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur.
No hot electrical work shall be performed. Any electrical work that requires any interruption in electricity must be coordinated with the COR and the facility electricians. All OSHA and Facility lockout/tagout procedures shall be followed.

CONTRACTING OFFICER S REPRESENTATIVE (COR)
Scheduling of work shall be arranged with at least one, or all the Point of Contacts below and in the following order. contract COR (Contracting Officers Representative) or contract ACOR (Alternate Contracting Officers Representative).
See Table 1 below for Point of Contact information.
Table 1:

NAME
POSITION
PHONE
EMAIL

COR/Facilities Chief of Operations

ACOR/Facilities Maintenance Supervisor

COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT:
Each respondent must have an established business, with an office and staff; The staff includes a Field Service Technician (FST) and a second FST who will serve as the backup.
FST shall have a minimum of two (2) years of experience performing this service. The FST(s) shall have completed a formalized training program for the equipment identified in the Statement of Work. For field experience, the FST(s) shall have a minimum of two years of experience, with respect to maintenance and repair of air-cooled, and water-cooled chillers as identified in this scope of work.
The FSTs shall be authorized by the Contractor to perform the maintenance services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSTs for all work the Contractor performs at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are performing any work at the Tomah VAMC under this SOW. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work at the Tomah VAMC.
Contractors shall provide certifications showing they are qualified to perform all required work defined in this statement of work.
If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval. The contractor shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the contractor. Individuals who are performing the work must be experienced, fully trained and a regular employee of the contractor.
Contractor's personnel shall be regular employees of the Contractor, day laborers are not acceptable.

DAILY INBRIEF AND OUTBRIEF
Contractor shall allow adequate on-site time during service work site visits to brief the COR of proposed plan for mobilization and execution for all required service work defined in this contract.
CONTRACT DELIVERABLES
Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables:
Documentation, of leak tests performed after each annual condenser coil cleaning and condenser tube brushing delivered to contract COR in digital PDF format. Reference Part 2, Section 1, Lines D & E.
Provide copy of maintenance log that includes all necessary information, to include flow rates, operating temperatures, pressures, and fluid levels for each chiller. Reference Part 2, Section 1, Line H.
Provide copy of log with all data of operating parameters after testing/checking of chillers under load. Reference Part 2, Section 1, Line I.

SECURITY REQUIREMENTS
All Contractor FST s (Field Service Technician(s)) shall wear identification badges on site.
During normal working hours of operation, Monday through Friday, the contractor shall check in with the COR/Tomah VAMC (Veterans Affairs Medical Center) POC (Point of Contact) when arriving to perform work and check out with the COR/Tomah VAMC POC when work/workday is complete.
It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.
Effective January 1, 2019, smoking is prohibited both inside and outside (entire campus) at the VAMC.
Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

RISK CONTROL
The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts.
All work affecting patients shall be coordinated in advance by the Government and the Contractor to have minimal impact on the patients.

PLACE OF PERFORMANCE
Tomah VA Medical Center, 500 E. Veterans St., Tomah, WI. 54660

PERIOD OF PERFORMANCE
Support and service, as defined in this SOW, is to occur as scheduled and as required during the period of performance.
Work shall be completed in a timely manner and a performance schedule shall be coordinated with the Government upon contract award.

Table 2:

Manufacturer
YORK
Manufacturer
YORK
Manufacturer
McQuay
Model #
YLAA0115SE
Model #
YLAA0115SE
Model #
AGZ180DHHNN-FR10
Serial #
2MXM014045
Serial #
2MXM014044
Serial #
STNU130800240
Type
Air-Cooled
Type
Air-Cooled
Type
Air -Cooled
Capacity in Tons
120
Capacity in Tons
120
Capacity in Tons
180
Refrigerant/ Capacity
R410-A/118 lbs.
Refrigerant/ Capacity
R410-A/118 lbs.
Refrigerant/ Capacity
R-410A/260lbs
Location
Bull Pen/Courtyard
Location
Bull Pen/Courtyard
Location
Bull Pen/Courtyard
Serves Bldgs.(s)
402
Serves Bldgs.(s)
402
Serves Bldgs.(s)
406
Manufacturer
McQuay
Manufacturer
YORK
Manufacturer
YORK
Model #
AGZ180DHHNN-FR10
Model #
YVAA0178CNV 46B
Model #
YLAA0041HE
46XC
Serial #
STNU130800239
Serial #
SEEM-811690
Serial #
82012E39766
823
Type
Air -Cooled
Type
Air Cooled/Screw Compressors
Type
Air Cooled
Capacity in Tons
180
Capacity in Tons
200
Capacity in Tons
40
Refrigerant/ Capacity
R-410A/260 lbs
Refrigerant/ Capacity
R-134A/449lbs
Refrigerant/ Capacity
R-410A/ 70lbs
Location
Bull Pen /South of Bldg.
Location
Bull Pen /South of Bldg.
Location
Bull Pen /North Side of Bldg.
Serves Bldgs.(s)
404
Serves Bldgs.(s)
403
Serves Bldgs.(s)
407
Manufacturer
McQuay
Manufacturer
YORK
Manufacturer
Multi-Stack 3
Model #
AGZ160CHHNN-ER10
Model #
YCIV0207SA4
6VA
Model #
MS080TN5A2W
2ADC
Serial #
STNU101100043
Serial #
2LXM013870
Serial #
AE-04-076
Type
Air cooled
Type
Air Cooled/Screw Compressors
Type
Water Cooled
Capacity in Tons
160
Capacity in Tons
200
Capacity in Tons
80
Refrigerant/ Capacity
R-410A/ 260lbs.
Refrigerant/ Capacity
R-134A/367 lbs.
Refrigerant/ Capacity
R-134A /110lbs
Location
Behind Bldg.
Location
Trailer/ Portable
Location
Basement
Serves Bldgs.(s)
408
Serves Bldgs.(s)
Portable
Serves Bldgs.(s)
400
Manufacturer
Multi-Stack 2
Manufacturer
Multi-Stack 1
Manufacturer
McQuay
Model #
MS080TN5A2W
2ADC
Model #
MS080TN5A2
W2ADC
Model #
WGZ130DW27-ER10
Serial #
AE-04-075
Serial #
AE-04-074
Serial #
STNU111200210
Type
Water Cooled
Type
Water Cooled
Type
Water Cooled
Capacity in Tons
80
Capacity in Tons
80
Capacity in Tons
130
Refrigerant/ Capacity
R-134A /110lbs
Refrigerant/ Capacity
R-134A /110lbs
Refrigerant/ Capacity
R-410A/190lbs
Location
Basement
Location
Basement
Location
Basement
Serves Bldgs.(s)
400
Serves Bldgs.(s)
400
Serves Bldgs.(s)
401

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