J041--Seattle Chiller System Maintenance Services

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Contract Opportunity

DESCRIPTION
THIS IS A REQUEST FOR INFORMATION ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this sources sought to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following services:

Proposed NAICS Code 811310. Any questions or concerns may be directed to Derek Crockett via e-mail at derek.crockett@va.gov.

RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION AND RESPONSES TO THE FOLLOWING QUESTIONS:
1.) Company name, address, and business size; point of contact name, phone number, and e-mail address.
2.) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program and the anticipated North American Industry Classification System (NAICS) code.

[ ] yes [ ] no Small Business (SB)
[ ] yes [ ] no HUBZone
[ ] yes [ ] no Small Business 8(a)
[ ] yes [ ] no Small Disadvantaged Business (SDB)
[ ] yes [ ] no Women-Owned (WO) Small Business
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Other (please specify)

3.) Can you provide firm-fixed-pricing for the scope of services and supplies outlined in the Draft SOW below and for a period of five years?

4.) Does your firm have staff with industry relevant industry certificates and Washington State credentials and/or licenses such as those detailed below? If yes, please list what certifications and licenses your firm and staff currently holds.

5.) Does your firm have any existing contracts with the federal government or specific government agencies? (GSA, FSS, ect). If yes, please list the contract number(s) and agency contracts.

6.) Based on the Draft Statement of Work (SOW) and scope of services stated below, what additional information would you need to accurately estimate the effort for this requirement?

7.) Please provide a capability statement (not to exceed 5 pages) detailing any current or historical projects for similar requirements.

DRAFT STATEMENT OF WORK (SOW):
STATEMENT OF WORK (SOW)
as of 12/Feb/2025
1. Contract Title. Annual Chiller Maintenance for SEA Energy Plant
2. Background.
The Seattle VA has a large complicated chilled water system consisting of 4 water cooled 825 ton centrifugal chillers and 4 matching two cell counter-flow condenser water cooling towers. This system is used to create chilled water that is pumped throughout the campus to air handler cooling coils that cool and dehumidify air that is circulated throughout our buildings to cool people and equipment. The maintenance requirements for this equipment is specific and time consuming. At this time the existing Seattle VA Energy Plant operating staff do not have the manpower to conduct this extensive maintenance activity.
3. Scope.

The scope is for a contractor to provide annual maintenance on our chillers, cooling towers, and condenser water pumps per the specific tasks and schedule listed below. Contractor located no further than 50 miles of Seattle VAMC and must be able to respond to an emergency call within one hour.

4. Specific Tasks.

Equipment Information:
Four 825 Ton JCI/York model YKKCKQH9-EUG water cooled centrifugal chillers
Four 2 cell Marley model MD5010QAF2L counter flow cooling towers
Six 30 horsepower Baldor motors powering Grundfos condenser water pumps
Three 150 horsepower Baldor motors powering Grundfos chilled water pumps

The Annual Equipment Inspection and PM:

Checking the Compressor-Motor Assembly for the following items and performing PM Tasks as indicated:
Recording voltages
Megging and recording motor winding resistance
Lubricating open motor
Checking the alignment on open drive units
Checking the coupling
Checking seals
Checking inlet vane operator and linkage; lubricating where required

Checking the Compressor Oil System for the following items:
Changing oil filter, and dryer
Conducting analysis on oil at an independent laboratory
Checking oil pump, seal and motor
Checking heater and thermostat
Checking all other oil system components including cooler, strainer and solenoid valve where applicable

Review the Control Panel for the following items:
Running diagnostic check of Optiview Control Panel
Checking safety shutdown operation
Checking all terminals and tightening connections
Checking Display Data accuracy and set points

Checking the Condenser for the following items:
Checking the water flow
Checking flow switch operation
Removing condenser head and inspecting end sheets

Checking the Cooler for the following items:
Checking the water flow
Checking flow switch operation
Checking refrigerant level

Checking the System for the following items:
Conducting a leak check and identifying leak sources for repairs
Adding refrigerant as required (refrigerant provided by owner)
Recording condition of sight glasses
Checking the refrigerant cycle to verify the proper operating balance
Checking condenser water and chilled water heat transfer

General items included:
Repairing insulation removed for inspection and maintenance procedures
Cleaning equipment and surrounding area upon completion of work
Consulting with the operator
Reporting deficiencies and repairs required

YORK VSD
Record all power and control voltages for proper operation of drive
Verify proper operation of cooling circuit and backflush heat exchanger (VSD only)
Change closed loop coolant fluid every year
Check condenser water loop strainer (VSD only)
Check vane pot calibration and recalibrate when required

Scope of Maintenance Cooling Tower Service Performed:
Clean pan (basin) strainer
Clean and flush pan (basin)
Check bleed off to make sure it is operative
Check and adjust water level in cold water basin
Clean water distribution system and spray nozzles
Check drift eliminators for plugging
Ensure that all fan hardware is tight and inspect fan for cracks
Lubricate fan-shaft bearings and drive train
Install new fan belts (if applicable)
Lubricate motor-base-adjusting screw
Ensure proper operation of all drive components
Check and record amp draw on fan motor
Clean air-inlet louvers as good as possible without causing damage
Pressure wash interior of tower to remove any algae
Inspect for rust and leaks and repair minor leaks
Inspect vibration switch and adjust sensitivity if needed
Inspect sweeper piping for cracks and plugging

Pumps (9) total
Pump strainer cleaning and pump maintenance and vibration analysis Isolation valve must be present and functioning Assuming 1 evaporator and 1 condenser per chiller
Inspect pump seals and replace/repair where needed.
5. Performance Monitoring (if applicable).
The contractor will be monitored by the COR and Energy Plant operator staff on a daily basis and the contractor will submit a maintenance report showing the date and what work was completed.
7. Security Requirements.

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required
The COR and Energy Plant Operating staff will inspect the maintenance activities as they are performed and accept the work before equipment can be closed up and put back in service.
8. Risk Control
To avoid interrupting patient care, this work will be scheduled per the period of performance such that it will only be performed when the cooling load is low enough that multiple chillers are not required.
9. Place of Performance.
The work will be performed at the Energy Plant section of Building 100 at the Seattle Division of the VA Puget Sound Health Care System, 1660 S Columbian Way, Seattle, WA 98108.
11. Period of Performance.
The maintenance work for Chillers and Cooling Tower 1 3 shall occur between the months of October to March. The maintenance work for Chiller and Cooling Tower 4 shall occur between the months of April to September.
12. Delivery Schedule.

The contract shall submit a maintenance report detailing the work performed and any special notes on the condition of the equipment. The report shall detail the date that the maintenance was performed and the amount of time to conduct it.

END OF DRAFT STATEMENT OF WORK

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