HVAC Water Chillers Annual Maintenance Service 528A7
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Sources Sought only.
This solicitation is a REQUEST FOR INFORMATION only. This Sources Sought Notice is not a request for formal proposals or quotes. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing.
The purpose of this Sources Sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.
Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.
Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The intent is to award a Firm Fixed Price contract.
Place of Performance:
VAMC Syracuse 800 Irving Avenue, Syracuse, N Y 13210.
Period of Performance:
October 1, 2018 to September 30, 2019 with provisions of four (4) option years to expire September 30, 2023 that may be exercised at the discretion of the Government.
Purpose and Objectives:
The contractor shall provide maintenance and service for York Chiller System located at Syracuse VA Medical Center, 800 Irving Avenue, Syracuse, NY 13210. The contractor shall furnish all parts and labor to provide factory certified preventative maintenance service. See attached Statement of Work (SOW).
Response:
Responses to this Sources Sought Notice should be able to demonstrate the firm's ability, capability, and responsibility to the service listed above.
Responses should include the following information:
Company Information to include:
a. Points of contact, addresses, email addresses, phone numbers
b. Identification as a large U.S. business, small U.S. business, or a foreign business.
A summary of your related capabilities to provide maintenance and service for York Chiller System, it should be brief and concise, yet clearly demonstrate your abilities to meet the stated requirements including company CAGE Code or DUNS Number, business size and description of relevant contract experience with Government or commercial customers. Limit responses to a total page limit of 1-3 pages in a Microsoft Word compatible format.
Address your approach to how the service would be provided as requested above.
Provide no more than five contract history matrices for any contract relevant to this effort. (Include information about current work or work completed within 3 years of date of this notice) For all current or past contracts deemed relevant, provide the following administrative reference information. (There is no page limit for this requirement.)
a. Company/Division Name
b. Program Title
c. Contracting Agency
d. Contract Number
e. A brief description of the contract effort, indicating whether it was development and/or production
f. Type of Contract
g. Delivery Date
h. Original Contract & Value and Current Contract & Value
i. Name, address and telephone number of Government Program Director/Manager, Administrative Contracting Officer (ACO) and Procuring Contracting Officer (PCO).
Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government.
Important information:
The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.
Response Date:
The North American Industry Classification Systems (NAICS) code for this requirement is 238220 Plumbing, Heating, and Air-Conditioning Contractors with a Small Business size standard of $14 million. Any offeror capable of providing this service shall notify the Contracting Officer by email no later than June 28, 2018, 10:00 AM EST.
All information is to be submitted via e-mail to: kimberly.wiatrowski@va.gov.
Statement of Work
Air Cooled and Water Cooled Chiller Maintenance
VAMC- Syracuse
SCOPE
1. Contractor shall furnish all parts and labor to provide factory certified preventative maintenance service to the York Chiller System at the VA Medical Center, 800 Irving Avenue, Syracuse, NY 13210. The chiller system consists of the following equipment.
A) Centrifugal Chiller Specifics:
Manufacturer York
Model YKKQK4H9-CUG5
Serial Numbers Chiller 1: SEW-70VPP
Chiller 2: SEWM-602270
Chiller 3: SEWM-590650
Chiller 4: SEWHE-598010
B) Air Cooled Screw Chiller Specifics
Manufacturer York
Model #: YCIV022VA46VABSXT
Serial # Unit 1: SFWM-618820
Serial # Unit 2: SKWM716080
2. Contractor shall provide all labor, parts, tools and equipment necessary to:
A) Centrifugal Chillers: For each of four units
a. Provide 3 operational maintenance services per unit, as defined by York manufacturing recommendations. Service will include:
Review control panel for proper operation and recorded fault histories
Check for proper condenser and chilled water flow
Check system pressures and temperatures
Check refrigerant levels
Check intercooler level
Check compressor oil level(s)
Check capacity control and linkage
Check for proper oil temperature and pressure
Lubricate motor bearings (per manufacturer's recommendations)
Visually inspect for refrigerant and oil leaks
Check for unusual noise and vibration
Check overall condition of unit
Record oil level in seal oil bottles
Check for proper operation of oil return system
Record and log all operating parameters
b. Provide annual condenser tube brushing, via removal and replacement of one head only, in compliance with manufacturer recommendations. Service shall include:
Isolate tubes
Drain water from tubes
Remove head
Mechanically brush tubes
Replace gasket
Replace head
c. Provide annual comprehensive preventative maintenance service, oil sample and analysis; in accordance with manufacturer recommendations
Review control panel for proper operation and recorded fault histories
Conduct refrigerant leak check
Check compressor oil level(s)
Change oil filters (isolation valves must be present and functional)
Change oil educter filter dryer (isolation valves must be present and functional)
Lubricate and check capacity control and linkage
Verify oil heater operation
Check and tighten electrical connections
Perform preventative procedures to flow proving devices
Check for unusual noise and vibration
Check overall condition of unit
d. Provide annual vibration analysis, in accordance with manufacturer s recommendations
e. Provide eddy current analysis, in accordance with manufacturer s recommendations. This is to be done in base year and option year #3 only
B) Air Cooled Screw Chillers
a. Provide 3 operational maintenance services per unit, as defined by York manufacturing recommendations. Service will include:
Review control panel for proper operation and recorded fault histories
Check for proper chilled water flow
Check system pressures and temperatures
Check refrigerant charge (sight glass)
Check oil separator level
Check for proper capacity control operation
Check for proper oil temperature and pressure
Check for visual signs of refrigerant/oil leak(s)
Check for unusual noise and vibration
Check for proper condenser fan operation
Check overall condition of unit
Record and log all operating parameters
b. Provide annual condenser coil cleaning, in compliance with manufacturer recommendations
c. Provide annual comprehensive preventative maintenance service, oil sample and analysis; in accordance with manufacturer recommendations. Service will include:
Review control panel for proper operation and recorded fault histories
Check for visual signs of refrigerant/oil leak(s)
Conduct refrigerant leak check
Check oil separator level
Verify oil heater operation
Perform lock-out and tag-out procedure
Inspect condenser fan and compressor contactors for wear
Check and tighten electrical connections
Perform preventative procedures to flow proving devices
Check for unusual noise and vibration
Check overall condition of unit
Oil Analysis - Remove sample in approved container, drop off for analysis, provide report indicating present operating conditions
d. Provide annual vibration analysis, in accordance with manufacturer s recommendations
e. Provide eddy current analysis, in accordance with manufacturer s recommendations. This is to be done in base year and option year #3 only
C) Provide service reports of all service performed, to include operational and comprehensive preventative maintenance and annual services, vibration and eddy current analysis reports and recommendations. Service reports shall include a summary of service performed, labor hours and refrigerant added/removed (if applicable).
D) Contractor shall remove all debris and material following completion of the work and at the end of each work day. Contractor will coordinate with the COR before temporarily storing any material or tools on site.
E) Upon arriving at the installation, the Contractor shall report to the COR or designated representative, Facility Management Service, Building No. 2, before and after performance of service, providing evidence of service performed.
TERM AND RENEWAL OPTION
The term of this contract will be for the period beginning October 1, 2018 or date of award, whichever is later, through September 30, 2019. At the option of the Government, the right is reserved to renew this contract for the ensuing four (4) years by serving notice in writing at least thirty days prior to the annual renewal date, per Far Clause 52.217-9. This contract is issued subject to the availability of appropriations in the ensuing fiscal year(s).
HOURS OF WORK
On-site work required in the performance of this contract shall normally be performed during the Medical Center s regular administrative working hours, 8:00am to 4:30pm, Monday through Friday, exclusive of Federal holidays. At the request of the Contractor, work at other times shall be scheduled, coordinated, and approved by the Contracting Officer s Representative (COR) and performed at no additional cost to the government.
SAFETY REQUIREMENTS
In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work, and hold the Contractor in default.
Kimberly Wiatrowski
Kimberly.Wiatrowski@va.gov
Contract Specialist
