Chiller Maintenance Services in Edinburgh Texas

REQUEST FOR QUOTE NO. 12639520Q0288 NOTES TO QUOTERS PLEASE SUBMIT THE FOLLOWING WITH YOUR QUOTATION: Signed Standard Form (SF) 1449 with completed representations and certifications contained therein, and acknowledgement of Amendments to the solicitation, if any. Completed Pricing Schedule in Section 1.0 below. Alternative pricing schedules will not be considered. Technical capability Information. Quoters shall submit technical capability information to demonstrate qualifications, expertise and relevant experience: A detailed description of your business showing capability and an established business. Contractor must provide relevant experience of employees, including relevant experience and training servicing and repairing the specific makes and model of equipment detailed in the statement of work below. *Relevant experience is defined as servicing commercial industrial-type chillers similar in scope and complexity Three references involving recent and relevant contracts for similar services. Include: Project Description Dates of performance Points of Contact with names, titles, phone number, email addresses. Quotations will be evaluated in accordance with Federal Acquisition Regulations (FAR) Part 13, Simplified Acquisition Procedures. Award will be made to the responsible firm whose quotation represents the best value to the government. Quotations are due no later than the date and time indicated in the solicitation. Submit quotations by email to Rita Fish-Whitlock at rita.fishwhitlock@usda.gov Questions concerning this solicitation should be directed to Rita Fish-Whitlock by email at rita.fishwhitlock@usda.gov. Questions must be received not later than 2 business days prior to the response deadline to ensure adequate time is available for the Government to form an appropriate response and amend the solicitation if necessary. Vendors must be registered in the System for Award Management (www.sam.gov) or (www.betasam.gov), including current online representations and certifications, no later than the solicitation response date/time. In accordance with Federal Acquisition Regulation (FAR) Subpart 9.1, a prospective contractor may be requested to provide additional information in order to assist the Government in making a responsibility determination. The United States Department of Agriculture Animal and Plant Health Inspection Service (USDA APHIS) is an agency of the Federal Government and is tax exempt (Tax ID # 41-0696271). Price Schedule This is a 5 year fixed price IDIQ contract for chiller maintenance. The lines for annual and quarterly maintenance are firm-fixed price. Please submit quarterly visit and annual visit preventive maintenance pricing (inclusive of all chiller locations) including on-site routine maintenance for the generator units as outlined in Section 2.0 below. Also, please submit price for labor rates for preventative repairs resulting from the inspections for both routine repairs and construction repairs. The hours listed are estimates only and are not guaranteed. Line Item Description Unit Price Unit # of Units Total See Amended Solicitation document attached hereto Statement of Work Title: Preventative Maintenance, Diagnostic Testing, and Repairs of Four Chillers Systems and Air Handlers Location: USDA-APHIS-PPQ Facilities Management Section Moore Air Base 22675 N. Moorefield Road Edinburg, Texas 78541 2.3 Project Description: USDA APHIS PPQ has a requirement for the inspection, preventative maintenance, emergency repairs, repairs, leak repairs, chiller water loop chemical balance, refrigerant and water pressure, water clarity, support of the equipment, software/hardware and accessories, and proper air handler Cubic Feet per Minute (CFM) flow delivery through equipment coils for four (4) chillers located at the Moore Air Base, Edinburg, TX. 2.4 Project Scope: The Contractor shall provide: Annual, and Quarterly preventative maintenance, repairs, and operational coverage for 4 chillers total, comprising 3 York, and 1 Carrier (Aqua Snap) Chillers. The Contractor shall furnish all necessary travel, labor, material, tools, documentation, parts, equipment, quality control, and supervision necessary for the inspection, preventative maintenance, leaks, repairs, chiller water loop chemical balance, pressure, and water clarity, emergency repairs, and support of the equipment, software/hardware and accessories listed in the Schedule of Equipment. Chiller Units Model Number Serial Number Quantity Manufacturer Refrigerant Type Rating and Type Model# YCAL0066EE17XEB SDTX SN: SHAM-766120 1 at location Building 6418 next to Emergency generator York R-410A 66 Ton Air Cooled Liquid Chiller / Hermetic Scrolled Model # 30RBF13065-LLL3K SN: 3416Q84589 1 at location Building 6414 Carrier (Aqua Snap) with PURON R-420A PURON R-410A 130 Ton AquaSnap - Air Cooled Chiller with Green Speed Intelligence Chiller #1: Model # YCAL0040EC17XCASDTX4XXR SN: RNMM007228 Chiller #2: Model # YCAL0040EC17XCASDTXLXXRLX SN: RANM007381 2 at Location Building 6403 York R-22 40 Ton Air-Cooled Liquid Chillers / Hermetic Scrolled ANNUAL MAINTENANCE: A thorough and comprehensive preventative maintenance inspection schedule will be performed once a year including but not limited to the following: Chiller water condition, proper chilled water flow rate, treatment, temperatures, and level. Chiller water pumps, motors, and valves. Chiller water isolating ball valves. Chiller tube inspection and cleaning. Compressor Condition - The contractor shall take 2 compressor oil samples per year and perform analysis on all listed equipment. Test for acid content, ferrous and non-ferrous metal content. If the Contractor determines that the oil should be changed, the oil shall be provided and changed by the contractor. Proper Refrigerant Charge. Complete air handler condition inspection. Comprehensive air handler cooling/heating coil inspection and cleanings. All coils must be inspected on both sides individually to ensure they are not plugged with debris and mildew hindering CFM flow to supply ducts. Comprehensive air handler CFM delivery inspection to ensure proper temperature and air is being supplied to every duct, hand in hand with the inspection of clean coils. Electric motor and starter contactor equipment. Chiller water valve condition and operation. Solenoid BELIMO actuators and Zone solenoid actuators. Repair/Replace when dilapidated or necessary. 3-way actuator water pipe valves. Johnson Controls Pneumatic System equipment to include compressors. Johnson Controls Pressure Reducing Station Inspection. Automated located computer to proprietary Johnson Controls METASYS HVAC system board controls operational inspection. Air Filter condition and change out. Vibration analysis. Remove all debris, dust, or residue material from the drive enclosure. Clean printed circuit boards with an approved cleaner or small brush. Inspect for any loose plugs or ribbon cables. Inspect for any damaged or missing items. Look for any overheated or charred components. Look for discolored components, smudges, or smoke residue. Tighten all connections. Inspect cooling fans for proper operation. Check continuity of all control circuit fuses. Perform diode test of the diode bridges. Perform continuity check of Debus and bus caps. Perform diode test of transistors. Check and record AC line voltage. Check and record motor output lead voltage for balanced supply. Check and record Debus voltage. Compare data with previous test to expose degradation of components. QUARTERLY PREVENTATIVE MAINTENANCE Chiller and Air handler Maintenance shall be completed on a quarterly schedule, this Maintenance shall be scheduled and completed in the first two weeks of every quarter following the annual maintenance. The annual maintenance shall occur in the first two weeks of January and quarterly maintenance shall occur in the first two weeks of the subsequent quarters. Chillers The contractor shall clean all water-cooled condensers with a brushed mechanical cleaning system, check and calibrate all safeties or devices that may prevent the chillers from operating normally. The Contractor shall notify the CO and the COR, in writing of the existence or development of any defects in, or repairs required upon inspection that the Contractor considers to be repairs under the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. This includes but is not limited to; valves, gaskets, seals, O-rings, hoses, mechanical seals, sensors, and all other parts that may contribute to leaks or malfunctions. The contractor shall check all refrigerant levels and compressor oils quarterly. The contractor shall be responsible for replacing refrigerant to chillers to up to 1200 pounds total, regardless the machine. The contractor shall provide semi-annual greasing on all motors in accordance with manufacturer's standards and requirements, replace motor coolant. The contractor shall perform a vibration analysis on all listed equipment. The contractor shall provide an inspection of all couplings, check all motor starters, and change with York/Carrier specified coolant. The contractor shall check the electrical distribution of the equipment for loose connections, overheating, wire condition, and the condition of the start/ run devices if applicable. Upon completion of work performed on each chiller, the contractor shall set water flows, (chilled and condenser) to design specifications, and clean around all listed equipment. Air Handlers Check Air Handler Filters, fan belts, frequency drives, control systems, fans, and blower assembly, replace and or adjust as needed. Check and clean coil and cabinet, drain pans, condensate lines, any fresh air inlets, lines and louvers, inspect all air handler system components for moth and mildew growth, Owner must be notified immediate upon discovery due to the buildings contain laboratories. Any charges for materials such as lubricants, fluids, cleaning supplies, parts, required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and the agreed upon price. The Contractor shall notify the CO and the COR, in writing of the existence or development of any defects in, or repairs required upon inspection that the Contractor considers not to be responsible for under the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. REPAIRS and EMERGENCY REPAIRS. Prices in the schedule include all costs necessary including (but not limited to) overhead, profit, travel, supervision, tools and equipment, to complete the repairs at the government facility. For work outside of annual and preventative maintenance, the government will issue a request for quote that includes a detailed statement of work (SOW). The contractor will provide a firm fixed price quote that includes a detailed proposal based on the SOW. The proposal shall identify the intended repair, the materials cost, and labor cost (contract rate). The proposal shall be itemized. No work shall commence until the contractor has been issued a notice to proceed in writing (task order). The contractor shall respond to the normal requests for a repair within two working days and provide a written proposal within 2 days unless mutually agreed upon time frame. All work must be completed within 30 days of the task order being issued. The contractor shall respond to emergency repair requests within 2-hours, 24-hours a day, and 365 days a year including all holidays. Due to the critical nature of Moore Air Base operations, some work may be requested to be completed prior to the task order being issued. In these instances, a credit card may be used for an initial call out for work up to 2,000.00. HOURS OF COVERAGE: This contract will include 24/7 coverage for all the chillers listed under covered equipment. PORTABLE CHILLER: The contractor is to provide a portable chiller upon request in case of an emergency or to hook up in the event that any of the 4 chillers have to be put offline for maintenance. DOCUMENTATION/REPORTS: Documentation in the form of Field Service Report (FSR) must be furnished to the COR for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified by COR if proper documentation is not provided. The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replacement parts. Reports must, at a minimum, document the following data legibly and in complete detail: Name of Customer Name of Service Employee who performed services. Description of problem reported by COR/ user (if applicable) Identification of all equipment serviced: device name/description, device location (if applicable). Manufacturer's name, model number, serial number, inventory/barcode number, and other identification numbers. Itemized description of service performed, and parts replaced. Results of calibration and/or performance testing. Signatures: Service employee performing services described Authorization signature by COR. Only work pursuant to an order, or authorized by a warranted purchase card holder, may be invoiced. Any changes must be approved by a Contracting Officer or a cardholder before the work can commence. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: The Contractor must have full-time staff available to respond to calls. Contractor must have proof of manufacturer training on specific makes and model of equipment. The Contractor must be properly licensed, and certified, in the state of TX. PROJECT CONTACT PERSONS: Facilities Manager Gabriel Lopez USDA APHIS, PPQ, FO 22675 N, Moorefield Road (956)205-7608 Supervisory Maintenance Mechanic Javier Caltzontzint USDA APHIS, PPQ, FO 22675 N, Moorefield Road (956)205-7734 Program Specialist Martha Garza USDA, APHIS, PPQ FO 22675 North Moore Field Building 6407 Edinburg, TX 78541 Tel. No.: (956) 205-7604 Email: Martha.Garza@usda.gov Contracting Officer Patricia Simon USDA, APHIS, MRPBS, AAMD 250 Marquette Avenue, Suite 410 Minneapolis, MN 55113 Tel. No.: (612) 336-3460 Email: patricia.m.simon@usda.gov CONTRACTOR RESPONSIBILITY: Project Information: Moore Air Base is a restricted facility all contractors need to understand the following information. Work Hours are M-F from 7 am -3:30pm. All work outside of the mentioned days and hours shall be approved by the Facilities Manager in writing prior to entering the facility except for emergency requests. Contractor is responsible for all chemicals, manpower, equipment, parts and safety equipment. Compliance with building codes: In accordance with Public Law 100-678, Federal Agencies must comply with the most stringent National Building Codes, Local Building Codes, FAA and Zoning Ordinances. Copies of the - Certificate of Inspection(s) and warranty certificates shall be provided to the Facility Manager prior to submitting invoices for payment. All contractors shall have a valid picture identification such as a driver's license or a state identification card. All vehicles shall have proper insurance and registration for all vehicles entering the facility. All contractors working at the facility shall remain in the project area, anyone found outside of the determined area will be removed from the facility and not allowed to return. APHIS PPQ FO shall be considered a priority customer; Contractor will respond to a service call with two (2) hours. It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area including the operation of the Facilities. Provide Material Safety Data Sheets (MSDS) for any products the contractor may use in the performance of this contract. Contractor shall be responsible for any damages caused by his/her employees and shall repair all damaged systems/equipment immediately at no additional cost to the Facility Management (FM). Water and electrical power will be provided by the FM at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made. The contractor shall be responsible for placing barricades in appropriate location to protect the well-being and safety of visitors and staff. These barricades shall be removed by the contractor when work is completed or at the end of the workday. Contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an inappropriate location that could interfere with the operation of the government facility or be a cause of risk or hazard to visitors or staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. At no time shall equipment be left unattended, including breaks and lunch. Contractor shall be responsible for providing their own PPE when needed. See Attached Amended Solicitation for More Information and Instructions