The Minneapolis VAMC requires chiller maintenance and inspection services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a description of proof of capability to:
[email protected] on or before March 14th, 2025. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks. Â *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* STATEMENT OF WORK Minneapolis Veteran Affairs Health Care System Chiller Maintenance Introduction: The MVAHCS Chillers and associated equipment require preventative, scheduled maintenance, repairs and emergency service repairs. Requesting a Base year plus four option years (5 years total). Objectives: Establish a chiller preventative maintenance contract with a reputable company that has a minimum of 5 years experience performing all aspects of chiller maintenance on the makes and models listed below: Equipment Brand Size Model Serial Location Chiller 1 York 1100 ton YKNQNRK1-CZGS SMWM-774210 69 Chiller 2 York 1100 ton YKNQNRK1-CZG SMWM-753090 69 Chiller3 York 1100 ton YKNQNRK1-CZG SMWM-481550 69 Chiller 4 York 1100 ton YKNQNRK2-CZG SMWM-700880 69 Chiller 5 McQuay 290 ton WMC290DSC-ER10 STNU081000119 BJ101-70 Chiller 6 McQuay 290 ton WMC290DSC-ER10 STNU0810001000 BJ101-70 Chiller 7 Trane 500 ton CVHE0500 L99C01119M A104-49 Chiller 8 Trane 70 ton RTAE 300F U17B07263 70 chiller 9 Trane 70 ton RTAE 300F U17B07264 70 Chiller 10 York 60 ton YCAL0060EB17X RCNM007937 9 Chiller 11 McQuay 50 ton AGZ050CHHNN STNU090800034 MRI 70 Chiller 12 Dimplex 15 ton HW02-7500 29643 MRI 70 Chiller 13 Dimplex UNK W02-10000-2P-NF-L-M4 W000055-001 MRI 70 Chiller 14 Artic 30 ton TMACRPV0300D4-DS1 A001040421 49-CH-001 Statement of Work: Contractor will provide all labor, tools, equipment and preventative maintenance materials (parts/supplies) to preform Preventative Maintenance, Seasonal Maintenance and Periodic Services on the equipment listed above as per manufacture s service manual, technical bulletins and other documentation. Provide service parts and labor for end of season preventative maintenance services. All repair parts will meet manufacture s Specifications. Service to include maintaining York Variable Speed drive including replaced with OEM York Inhibitor annually. Preventative Maintenance Program includes: Seasonal Start Up Seasonal Shut down / End of season preventative maintenance. Oil Analysis. Oil and filter changes. Vibration Analysis on Circulating Pumps (Annually). Vibration Analysis on Cooling towers (Annually). Calibrate differential pressure sensors (Annually). Calibrate Flow Sensors (Annually). Condenser Tube Brushing- (Chillers 1, 2, 3, 4, 5, 6 and 7 - Annually) Evaporator Tube Brushing (every 3 years) Due FY 28 Eddy current testing (every 3 years) Due FY 28 chiller (Seasonal shut down). (see appendix A for details) Seasonal startup and shut down dates vary year to year depending on the weather conditions in Minneapolis, Minnesota. Typically, startup is in May and shut down is done in September. Exact dates will be coordinated with contractor each season in advance. Provide a service report to the Energy Plant Supervisor and the HVAC Shop Supervisor for each service completed. Provide any recommendations for necessary repairs or enhancements to maintain capacity, reliability, and efficiency. The written reports shall be submitted to the VAHCS Energy Center and HVAC Shop Supervisor within 10 calendar days after service is complete. Contractor must be able to properly troubleshoot and diagnose all aspects of chiller system failures. Technician s Supervisor shall provide the MVAHCS with a written statement and itemized quote assessing the chiller system failure and that they have verified the chiller system has been properly diagnosed and concur with the technician s assessment. The VA reserves the right to enlist a third-party expert to provide a 2nd opinion. It is the responsibility of the Contractor to reassess their proposed repairs and either reaffirm or correct their proposal based on the expert s notes. The reassessment shall include at a minimum, a substantive analysis of the third-party expert s points that contradict the Contractor s original conclusion. This reassessment shall be submitted within 5 business days of receipt of the third-party expert s opinion. Working hours: Anticipated hours of work will be Monday through Friday from 7:00 am 5:00 pm. Emergency repairs may be required after hours, weekends and/or federal holidays. Observed Federal Holidays: New Year s Day Martin Luther King Birthday Washington s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Safety: Contractor is responsible for maintaining a safe working environment for their employees as well as the MVAHACS Staff. Work areas will be kept cleaned throughout the day and all trash and demolished materials properly disposed of daily. Appropriate Personnel Protective Equipment (PPE) will be worn while performing work on the VA Campus. Contact COR for additional requirements. This may include PPE mandated by the facility. Security: Contractor s personnel will utilize a temporary vendor s security badge until a permanent security PIV badge can be issued. Temporary badge use will not exceed 30 calendar days. The Contractor shall comply with Minneapolis VA security, access and badging requirements. Employees must provide fingerprints and be able to pass a background check so they can obtain Security access badge. Contractors employees must complete web-based Rules of Behavior training. All employees will need a valid personal email account. Fingerprint scheduling/appointments, background investigation tasks and Training Management System (TMS) required classes notifications will be sent to their email address throughout the process. Contractor will submit all required security badging documents for each employee that will be on site to perform work. Signatures on documents must be wet signatures. The following documents must be completed .and returned within 5 business days from the award date of contract: OF 306- Must be Typed. Handwritten document will not be accepted. Self Certification VA 10-2417 Employee Fingerprint Resource Form Contractors are required to check in with the Energy Center Supervisor, HVAC Supervisor or the designated representative upon arrival at facility to obtain instructions, work orders and project location information. Parking/Storage: Parking is available by Bldg 69 (Energy Center) and at the main hospital in parking lots 11, 43A and 43B for vehicles (automobiles and Pickup trucks). Larger vehicles, equipment, job site trailers or storage containers must utilize parking lot 43A only. Contractor s contact information (name and phone number) is required to be displayed on all vehicles, equipment, trailers or containers that are stored overnight at the MVAHCS. Dropping off tools and materials at the loading dock is permitted but no parking is allowed in the loading dock area. Unattended vehicles in unauthorized parking areas will be ticketed by MVAHCS Police. Appendix A The contractor shall use each manufacturer s specifications and guidelines, as a final determination to keep the chiller system operating as designed. The following list emphasizes the required tasks required to keep the chillers in good operating condition. Seasonal Start up: Review manufacturer's recommendations for startup. Start condenser, evaporator and cooling towers. Start chiller and monitor for proper operation and performance. Leak-test chiller for refrigerant system leaks with an electronic leak detector. Check for any Oil leaks. Log all operating conditions after unit stabilizes. Review Owners logs and log all operating conditions. Review operating procedures and owners log with chiller operator. Retrieve oil samples after startup and send to test lab analysis. Check refrigerant levels (Annually) Check oil levels (Annually). Calibrate Flow sensors (25 ea - Flow sensors). Calibrate Differential Sensors (35 ea- Differential pressure sensors). Perform Vibration Analysis for Pumps and motor assemblies (45 ea - Pumps). Perform Vibration Analysis for Cooling Tower motor and gear boxes (8 ea) Check oil sump heater and purge pump oil heater where applicable. All electric wiring integral to each chiller. All refrigerant piping associated with the chiller systems. Insulation on the refrigerant piping and equipment, to be re-installed up to Industry standards. Check and test all operating and safety controls. Inspect and test all pressure and temperature controls, thermometers, and manual valves located on the equipment. Calibration of three Refrigerant Leak Detection Systems in Chiller Mechanical Rooms Seasonal Shut down / End of season preventative maintenance: Perform Spectro-chemical oil Analysis. Refrigerant analysis. Oil and filter change per manufactures service manual for each chiller. Tube Brushing. Brushing and Cleaning of all condensers and tubes, which include both bell ends being removed. Brushing and cleaning Service only applies to chillers 1, 2, 3, 4, 5, 6 and 7. Evaporator Tube Brushing every 3 years Due FY 28 Eddy current testing every 3 years. Due Feb 2028. Inspect main starter and control panel. Leak test chiller for refrigerant and oil systems leaks using an electronic leak detector. Test electrical wiring insulation using the Megohmmeter method for compressor motor and oil pump motor. Clean and tighten all electrical terminals. Test oil for acidity. Check oil sump heater operation. Service York Variable Speed drive including OEM York Inhibitor annually. Vibration Analysis: Parameters tested: Results: Measure horizontal deflections Report Measure vertical deflections Trends Measure axial deflections Recommendations Establish baseline Vibration analysis shall be performed annually. Provide detailed vibration analysis reports. Reports shall include information about the condition of pumps or cooling towers and solutions to repair each item. Spectrochemical oil analysis: Parameters tested: Results: Metals Diagnosis Moisture Trends Acid Number Recommendations 1-oil analysis shall be performed annually. Provide detailed report for each sample. Refrigerant analysis: Parameters tested: Results: High boiling residue Diagnosis Acid Number Trends Moisture Content Recommendations Refrigerant analysis shall be performed annually. Provide a detailed report for each sample. Eddy current testing shall be performed in Fiscal Year 2028 (Every 3 calendar years). Analyses are to be performed on both evaporator and condenser tubes. Both end bells shall be removed during the process of the Eddy Current Testing and the evaporator/ condenser cleaning procedure. Parameters tested: Results: Corrosion Verbal report Support wear Written report Freeze bulge Charts/diagrams Split fins Recommendations Leakers Pitting END