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The Minneapolis VA Healthcare System is requiring chiller maintenance services per the attached performance work statement (PWS). This is a sources sought/proof of capability solicitation looking for ... The Minneapolis VA Healthcare System is requiring chiller maintenance services per the attached performance work statement (PWS). This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the PWS for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that could complete the work described in the PWS, please send your information with a description of proof of capability to: pamela.phillips@va.gov on or before December 22, 2020. Performance Work Statement - Chiller Maintenance 1. Provide maintenance and emergency services to facility chiller equipment as follows, at the VA Health Care System facility, located at 1 Veterans Drive, Minneapolis, Minnesota: 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 70 Chiller 6 McQuay 290 ton WMC290DSC-ER10 STNU081000100 70 Chiller 7 Trane 500 ton CVHE0500 L99C01119M 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 Condenser McQuay 50 ton AGZ050CHHNN STNU090800034 MRI 70 Condenser Dimplex 15 ton HW02-7500 29643 MRI 70 2. PREVENTIVE MAINTENANCE AND EMERGENCY SERVICE Contractor shall furnish all labor, parts, refrigerant, oil, and material needed to maintain the equipment in good operational condition, according to each manufacturer s specifications and guidelines. All work performed requires work areas to be cleaned up and equipment put back into like-new condition. Preventative Maintenance Program to include: Spring Start Up, Fall Shutdown, (5) Running Inspections, Oil Analysis, Vibration Analysis. Provide parts for annual winter service, all parts to be original OEM parts. Service to include maintaining York Variable Speed drive including replaced with OEM York Inhibitor annually. Cost of replacement parts, due to excess wear or mechanical breakage, shall be covered one hundred percent (100%) by the contractor. A copy of all parts replaced by the contractor shall be provided to the VAHCS with every monthly billing statement, so the VA can keep a record of parts replacement. Parts may include new, reconditioned, or reconditioning of an existing part/component, as long as OEM specifications are met and the warranty period is identical or better. Contractor shall perform scheduled repair and preventative maintenance during the normal working hours of 8:00am-4:30pm, Monday-Friday. All work shall be coordinated and authorized by the Supervisor of the VAHCS- Energy Center (bldg. 69). (c) Contractor shall provide prompt emergency service (be on site) within a four (4) hour period. Contractor shall provide one (1) hour phone response time, when contacted for an emergency service request. Contractor shall diagnosis, repair, replace parts and perform labor to correct the problem. This service shall be provided in response to requests from the Energy Center Supervisor, Operations Engineer, or their designee. Emergency service shall be rendered at any hour, of any day of the week. 3. Contractor shall provide annual operational training and instruction for VAHCS personnel on the above listed equipment each year, not to exceed 24 hours. Training to be coordinated and scheduled with the supervisor of the VAMC Energy Center. 4. Labor and Material to supply and perform duties of condenser tube brushing of all 10 chillers. Service to include Removal and replacement of condenser water box covers. 5. Maintain the following items related to the equipment listed above, per designated schedule: (a) All electric wiring integral to each chiller. (b) All refrigerant piping associated with the chiller systems. (c) Insulation on the refrigerant piping and equipment, to be re-installed up to professional standards. (d) The pressure and temperature controls, thermometers, and manual valves located on the equipment. (e) Calibration services of the flow meters/DP sensors. (f) Vibration Analysis of the pumps (g) Calibration of Refrigerant Leak Detection Systems in Chiller Mechanical Rooms (h) Vibration Analysis of Cooling Towers 5. Provide a written report to the VAHCS about the condition of the system, any recommendations for necessary repairs or enhancements to maintain capacity, reliability, and efficiency. The written reports shall be submitted to the VAHCS Energy Center, within 30 calendar days. Contractor shall also maintain current knowledge of all Manufacturers equipment updates and service bulletins, and comply with those updates, prior to any major work being performed. 6. SCOPE OF WORK/MAINTENANCE The following list represents the most commonly required tasks required to keep the chillers in good operating condition, but the contractor shall use each manufacturer s specifications and guidelines, as a final determination to keep the chiller system operating as designed. (a) Annual winter (off peak season) inspection on each chiller listed above, to include as a minimum, but not limited to: (1) Inspect main starter and control panel (2) Leak test chiller for refrigerant and oil systems leaks using an electronic leak detector. (3) Test electrical wiring insulation using the Megohmmeter method for compressor motor and oil pump motor. (4) Clean and tighten all electrical terminals (5) Test oil for acidity (6) Change starter cooling fluid (7) Check oil sump heater operation (8) Cleaning of all condensers and tube sheets, which include BOTH bell ends being removed. (b) Seasonal startup (spring/peak season) tasks on each chiller listed above, which requires a contractor technician be on-site, when every chiller is started: (1) Review manufacturer's recommendations for startup (2) Check auxiliary equipment operation (3) Check refrigerant and oil levels (4) Check oil sump heater and purge pump oil heater where applicable. (5) Check and test all operating and safety controls (6) Start condenser, evaporator and cooling towers. (7) Start chiller and monitor its operating conditions. (8) Leak-test chiller for refrigerant and oil system leaks with an electronic leak detector. (9) Log all operating conditions after unit stabilizes (10) Review Owners logs and log all operating conditions. (11) Review operating procedures and owners log with chiller operator (12) An oil sample shall be taken after startup for test lab analysis. (C) Contractor shall perform the following procedures on each chiller listed above. (1) Spectrochemical oil analysis: Parameters tested: Results: Metals Diagnosis Moisture Trends Acid Number Recommendations 1-oil analysis (es) shall be performed annually. Oil filters shall be changed annually. (2) Refrigerant analysis: Parameters tested: Results: High boiling residue Diagnosis Acid Number Trends Moisture Content Recommendations Refrigerant analysis (es) shall be performed annually. (3) Eddy current tube analysis: Parameters tested: Results: Corrosion Verbal report Support wear Written report Freeze bulge Charts/diagrams Split fins Recommendations Leakers Pitting Eddy current analysis (es) shall be performed during Fiscal Year 2022 as indicated in the Schedule of Items, and every 3 calendar years thereafter. 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. (4) Vibration analysis: Parameters tested: Results: Measure horizontal deflections Report Measure vertical deflections Trends Measure axial deflections Recommendations Establish baseline Vibration analysis (es) shall be performed annually 7. GENERAL (a) Payment shall be made to the Contractor on a monthly or quarterly basis, Contractor's preference. The Contractor shall provide an itemized statement prior to payment. (b) Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. (c) Contractor shall maintain personal liability and property damage insurance. (d) If Contractor fails to promptly perform the services or to take the necessary action to ensure future performance in conformity with the contract requirements, the Government may; (1) Hire another qualified service contractor to perform the services, and subsequently, charge to the Contractor any cost incurred that is directly related to the performance of such services or; (2) Consider termination for default. Contract Length of Term: The Minneapolis VAHCS is seeking a base year contract, with an option for three (3) additional years. Point of Contacts: Carl Berning- COR carl.berning@va.gov 612-629-7888 Tom Wasut - Energy Center Supervisor Thomas.Wasut@va.gov 612-467-1969 Ronald VanHeuveln Maintenance Supervisor ronald.vanheuveln@va.gog 612-467-65637 Steve Challeen- Director Facilities Engineering Steven.Challeen2@va.gov 612-467-2639