Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

This is a pre-solicitation notice is for Department Of Veterans Affairs James A. Haley Veterans Hospitals in Tampa, Fl Chiller maintenance services NAICS code 238220-Chiller water system installation ... This is a pre-solicitation notice is for Department Of Veterans Affairs James A. Haley Veterans Hospitals in Tampa, Fl Chiller maintenance services NAICS code 238220-Chiller water system installation and maintenance. RFQ # 36C24821Q0495 will be posted within the next 5 Hours The RFQ will be a total Service Disable Veteran Own Small Business (SDVOSB) set aside. The POC will be Clarelle Sylvain , Clarell.sylvain@va.gov. PERFORMANCE WORK STATEMENT Chiller maintenance contract PLACE OF PERFORMANCE: James A. Haley Veterans Administration Medical Center (JAHVAMC) Bldg. 42 Administrative building, 13000 Bruce B. Downs Blvd Tampa FL. SCOPE OF WORK: Contractor shall maintain the referenced chillers and ancillary equipment, including oil pumps, oil heaters, oil pressure transducers, and oil temperature, in good operating condition in accordance with manufacture's recommendations. Contractor shall supply all labor, test equipment, tools, materials, replacement parts, oil, lubricants, supplies, software, transportation, supervision, and any other items and services necessary to accomplish inspections and services described herein to include emergency repairs. Emergency repairs cost shall be pre-approved by the Contracting Officer Representative or designee prior to repairs being accomplished. Equipment to be serviced is located at the James A. Haley VA Hospital Building #1, Central Energy Plant Building #39, and Community Living Center Building 30. The contract will include a base year and 4 optional years estimated to begin as follows: Base year April 26, 2021 thru April 25, 2022 Option year 1 April 26, 2022 thru April 25, 2023 Option year 2 April 26, 2023 thru April 25, 2024 Option year 3 April 26, 2024 thru April 25, 2025 Option year 4 April 26, 2025 thru April 25, 2026 Please note the option years may be exercised after determination that it is in the best interest of the Government and it has been determined that it is the most advantageous method of fulfilling the Government s need for these services. Upon award of this contract a 10-year maintenance on each chiller will be required. The vendor will submit a quote to the COR for emergency repairs and will proceed with emergency repair work when approved by the contracting officer. Security Requirements: The C&A requirements do not apply, and a Security Accreditation Package is not required. DESCRIPTION OF SERVICE/GENERAL INFORMATION. a. Hours of Operation and Scheduling: 1. Work in Building #39 Central Energy Plant may be accomplished as scheduled in advance, 24 hours a day, 7 days per week. 2. Work in Building #1, Building #30 and Building #32 shall be accomplished during normal working hours 7:00AM - 4:30PM, Monday through Friday excluding Federal Holidays. 3. Schedule all work with Building #39 Central Energy Plant Supervisor at (813) 972-2000 extension 7129 or by cell at 813-522-1102, Monday through Friday, 7AM to 3PM. 4. The Central Energy Plant is manned 24 hours a day, 7 days a week, by Central Energy Plant Operators. 5. All work shall be scheduled and completed January through March. 6. Inspections shall be scheduled in each quarter. 7. All emergency repair work accomplished shall have prior approval of the Central Energy Plant Supervisor or his designee. B. Notification and Response Time for Emergency Repairs: 1. The contractor must be onsite within two hours of receiving notification of a need for an emergency repair from the Central Energy Plant Supervisor or designee. 2. The contractor shall sign in/out at CEP listing the time of arrival and departure from the job site. The contractor shall accomplish a trip slip for each day at the VA facility, listing a detailed description of the work performed and time(s). SPECIFIC TASKS 1. Bldg 39 Chillers, Carrier -19XR 1000 Ton Centrifugal (5 Each) and Carrier - 19XR 500 Ton Centrifugal (1 Each) a. Each unit to be serviced four time each year, once each quarter. Chillers 1, 2, 3, and 4 need to be scheduled for their 10-year inspections over the next 5 years. b. No more than one unit to be serviced at one time unless weather permits. Additional units can be serviced, subject to the approval by the Central Energy Plant Supervisor. c. Service to include for each unit; leak check with a leak detector, review and evaluation of log readings, sample and analysis of refrigerant and oil d. Provide the following preventive maintenance procedures as a part of this contract; Check of general machine operation, controls, safety devices, gauges, indicators, piping and wiring. Replace batteries in control panels on all chillers. Log chill water and condensing water in and out temperatures, flow and pump delta-p, cooler (refrigerant temperatures, pressure, leaving temperature differences), condenser (water in and out temperatures, water flow and delta-p, refrigerant and sub cooler temperatures, and leaving temperature differences), oil (level, pump current, sump pressure and temperature, bearing temperature and supply pressure), refrigerant dry cycle indicator status. Calibrate cooler transducer, condenser transducer, oil pressure transducer, condenser high pressure cut out, oil low pressure cut out, operating controls, flow switches, motor amperage and voltage, and KW meter. Contractor must provide test sheets with all calibrated points listed including system operational set points tolerances and safety devices set point tolerances per unit. Perform oil analysis twice annually Compressor oil changes shall be performed on an as needed basis, as determined through the Spectro-analysis results or per chiller manufacturer timeframe. Replace oil reclaim filters and airside filters on all units once a year. Remove all waste oil from the facility. Annual visual inspection of condenser tubes including removal of heads, annual brush cleaning of condenser tubes, annual chemical cleaning of condenser coils on air cooled chillers, replace belts on equipment equipped with belts, and all materials and supplies required to carry out these procedures. Perform Eddy Current testing on chillers during evaporator cleaning. The evaporator tubes shall be cleaned every other year starting with 2, 4, and 6 the first year of the contract. Disposal of all used refrigerant they remove from equipment. Required to submit written reports on all repairs and preventive maintenance completed and refrigerant recovered within 30 days of completion of service. Required to conduct refrigerant leak checks on all chillers and submit a loss report. Centrifugal Chillers refer to item d above. The annual inspection will also consist of leak testing, Meg the compressor motor and oil pump motor, clean the oil strainer, replace the filter and gaskets where required, test vent piping of all relief valves, tighten oil heater leads, check the operation of vane positioners, change compressor oil as indicated by analysis, check condition of chiller starter contacts, and inspect overloads, mechanical trips, and verify settings on electronics, replace batteries in control panel on all chillers. Remove condenser tube sheet cover, clean and brush condenser tubes yearly on all chillers. Remove evaporator tube sheet cover, clean and brush evaporator tubes every two years (alternating years, three chillers per year) starting with the even number chillers in year one of the contract. There will be three scheduled maintenance performed during operation consisting of inspecting operating and safety controls, check the operation control circuit, log temperatures, voltage and amperage, check entire lube oil system, check motor and starter operation, check refrigerant and oil levels, check shift logs and discuss the operation of the equipment with the supervisor. Air Cooled Chillers will have one annual inspection consisting checking machine general safety, record run hours. Check the compressor oil level, condenser fan operation, compressor sump oil temperatures, perform visual check for oil leaks, check water pressure drop across the evaporator, perform inspection for refrigerant leaks, check evaporator water difference, refrigerant temperature, mechanical and electrical interlocks, water flow switches, evaporator pressure, volts and amperage, meg compressor motors, tighten motor lugs, check mechanical and electrical interlocks, water flow switches, evaporator pressure, discharge pressure, chemically clean coils, and check for any unusual vibration or noises. There will be three inspections performed during operation to include inspecting safety controls, review operating logs, check refrigerant charge, check for oil and refrigerant leaks, check flow switches, complete operating log temperatures, pressures, voltages, and amperage, check refrigerant filter temp and drop at full load, and check oil filter pressure drop. 10 Year Inspection The compressor refurbishment includes disassembly of the compressor, inspection of all rotating parts, and replacement of the complete high speed thrust assembly, transmission bearings, labyrinth seals and motor bearings. Lock out and tag electrical circuits. Leak test entire unit. Recover refrigerant following EPA guidelines. Remove compressor oil and filter. Perform meg ohm test on motor terminals. Perform compressor slide back. Remove impeller and high speed thrust assembly. Remove compressor motor transmission. Disassemble transmission, inspect gears, replace and pull pinion gear bearings. Reassemble transmission. Replace demister. Re-install motor. Re-install transmission assembly. Replace motor shaft bearing. Provide and install factory new high speed thrust assembly and labyrinth seal. Re-install impeller. Re-install compressor to vane assembly flange replacing all disturbed gasket and O-rings. Remove oil pump, disassembly and check for wearing. Re-assemble oil pump assembly, re-install oil pump. Replace refrigerant, oil and oil return filters. Perform system leak test. Install new compressor oil. Perform dehydration vacuum and standing vacuum test. Charge with existing refrigerant. Perform system start up. Provide one (1) year material and workmanship warranty. Additional refrigerant, if required for trim charge, is not included. Any additional repairs or components that need replacing, other than those identified above, are not included. Remove refrigerant and re-certify, perform a complete teardown to the maximum extent possible of the chiller compressor including diffuser, high speed assembly, and transmission; inspect all interior and exterior components for wear and report all indications of possible failures to the CEP supervisor for replacement; replace all seals, gaskets, O-rings, bearings and other normal wear items. Check chiller stator motor for damage, including motor windings and bearings; re-assemble chiller compressor assembly; perform all additional maintenance requirements as listed by Carrier recommendations; charge chiller with refrigerant. Equipment List Building 39 Carrier Centrifugal Chillers Chiller one model number 19XR-385CQH68 serial number 3498J58356 Chiller two model number 19XR-565EJS68 serial number 339J58357 Chiller three model number 19XR-565EJS68 serial number 3498J58358 Chiller four model number 19XR-565EJ568 serial number 3498J58359 Chiller five model number 19XR-555EKS68 serial number 2305Q71464 Chiller six model number 19XR-8686574EHH685 serial number 2807Q74389 Building 32 Daikin Chiller MDL# AGZ060EDSEPNN00 Serial# STNU181000022 Building 30 Air Cooled Chillers York air cooled SFUM 325300 and SETM 988280 Building 1 Air Cooled Chillers York Screw BSI-CGC 225 TONS PACU York SEVM 324850 and SEVM 324900 Carrier chillers 30RBA250 and 30RAN022. 3. QUALIFICATIONS. All work for the duration of the contract shall be performed by certified and or licensed contractor for the support of Carrier, York, and Daikin chillers. 4. CONFIRMATION OF REPAIR WORK. All service to be confirmed and approved by CEP Supervisor. When service is completed, the certified technician must indicate on the service ticket the equipment serviced, specific action taken, and all parts replaced. The CEP supervisor can inspect all parts that have been replaced. The equipment must be identified clearly by name, serial number and location. 5. COMPLIANCE. The contractor shall be fully responsible for compliance with all VA, local, state, and Federal occupational safety laws, rules, and regulations. The contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working procedures; example lockout/tag out if applicable. All work for the duration of the contract shall be performed by certified trained technicians. 6. ENVIRONMENTAL AND ENERGY CONSERVATION OBJECTIVES This requirement is in compliance with the advancement of sustainable acquisitions by ensuring that 95 percent of new contract actions for the supply of products and for the acquisition of services (including construction) require that the products are Energy efficient (ENERGY STAR® or Federal Energy Management Program (FEMP) designated); Water efficient; Biobased; Environmentally preferable (e.g., EPEAT® registered, or non toxic or less toxic alternatives); Non ozone depleting; or Made with recovered materials. In regard to Hazardous Material Identification and Material Safety Data information; if MSDS s are required, found at FAR 23.302, they will be identified properly on the supplies and reported to the COR. All OSHA, EPA, State of Florida department of Health, State of Florida DOT and State of Florida Environmental protection agency regulations are to be complied with as part of this requirement 7. CONTRACTOR EMPLOYEES. Contractor personnel shall present a neat appearance and be easily recognized as contract employees. Example: wearing steel toe boots and safety glasses. 8. CHANGES TO STATEMENT OF WORK. Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO (or designee) shall be borne by the contractor. 9. HOURS OF OPERATION AND SCHEDULING: All work will be completed after Normal (8 am to 5 pm) business hours and on weekends National Holidays observed by the Federal Government are: New Year s Day January 1 Martin Luther King s Birthday .3rd Monday in January President s Day .3rd Monday in February Memorial Day Last Monday in May Independence Day . July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11 Thanksgiving Day . Last Thursday in November Christmas Day ........December 25 Note: This includes any other day declared by the President of the United States to be a national holiday.