J041--Chiller & Absorber Service and Repair Maintenance

The Department of Veterans Affairs Network Contracting Office 2 is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Chiller & Absorber Service and Repair Maintenance at the Bronx VA Medical Center, 130 W Kingsbridge Rd, Bronx NY 10468. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811310. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. All maintenance, repairs, and service work shall be in accordance with the manufacturer s manual. Contractor shall coordinate with the COR or the Utility Plant personnel prior to performing any maintenance. The Chiller Plant is required to be operational and during maintenance, repairs, and service there needs to be the capability to continuously provide chilled water to the facility. The Chiller Plant consist of 5 pieces of equipment, one York YMC2, two Broad Absorbers non-electric, and two Trane one CentraVac and one absorber non-electric. Details on each specific unit is detailed below. The service detailed below is not all encompassing, and the contractor shall ensure using the manufacturer s manual the work below is completed on top of the manual s recommendation. Equipment to be serviced located in Building 101 Chiller Plant; Broad Absorbers Name Broad Two Stage Steam Absorption Chiller #1 Broad Two Stage Steam Absorption Chiller #5 Capacity 1000 Tons 800 Tons Year 2013 2013 Make Broad Broad Model BS302X0 8-35.3/29.4-5.6/13.3-B3-Fd-Md-400 BS242X0 8-35 3/29.4-5.6/13.3-B3-Fd-Md-300 Serial 13018399 13018398 Refrigerant Water (Lithium Bromide and water Solution) Water (Lithium Bromide and water Solution) Contractor will furnish all Labor, Parts, Materials, Supervision, Equipment, Supplies and tools necessary to fully maintain and repair the following: All field service provided by manufacture service representative-certified service engineer Total 8 routine maintenances per year including spring start up and fall shut off Seasonal preventive maintenance LiBr Solution sampling with manufacture lab analysis report LiBr Solution inhibitor balancing LiBr PH value balancing LiBr concentration check PLC program updating Internal circulating pump strainer check, and cleaning as needed Emergency call service to fix the alarm and fault of machine up to 3 field visits 24 hours remote monitoring and alarm notification if wireless device installed with customer approval 24 hours phone technique support Solution chemical balancing and online regeneration Consumable parts during the routine maintenance such as sampling kit, small gasket, inhibitor and chemical etc. Condenser water tube cleaning every year including gasket, bolts if necessary Also include our scheduled overhaul part replacement every 2, 4 or 8 years such as, steam valve gasket, Pressure switches, Temp switches, Rupture disk, Flow switches, Vacuum valves, Vacuum seals, Level probe, Sight glasses, Safety devices, Temp sensor, Temp module, PLC battery, Touch panel battery, steam valve actuator, etc. All OEM Parts advantage and delivery overnight. Contractor shall stock all regular parts and custom parts (small to larger, including solution pump, LiBr solution, inhibitor with the best quality, available the same day or next day, our manufacture service technician knows the best method for replacing these parts without enlarge the problems or damage the chiller. Perform all OEM seal gasket and vacuum valves overhaul maintenance for both units in the year between 2022-2023 after 10 years operation. Trane Chiller/Absorber Name Trane Horizon Steam Absorption Chiller #4 Trane #2 Centrifugal Liquid Chiller Capacity 1350 Tons 1280 Tons Year 11/9/2003 27/09/03 Make Trane Trane Model ABSD1350 CVHF1280 Serial L03J06923 L03J06982 Refrigerant Water (Lithium Bromide and water Solution) R-123 CHILLER #2 - CENTRIFUGAL- MONTHLY INSPECTIONS Review owner's log for trends Inspect chiller for leaks Inspect starter contacts for burns and discoloration Run chiller and log readings, analyze performance Record unusual noises and vibrations Record refrigerant level in sight glass Verify operation of the oil heater and cooler Check purge operation. Check sight glass and drain non-condensable from purge drum (where applicable) Review chiller operation with chiller operator CHILLER #2- CENTRIFUGAL - ANNUAL INSPECTION SERVICE a. Test for refrigerant leaks (including relief valve piping outlets) b. Check main starter and control panel c. Inspect and tighten electrical connections d. Check relays, operating and safety controls e. Check flow switch operation f. Lubricate inlet vane linkage (if applicable) g. Check vane control setting and operation h. Take and record water side pressure drops across vessels i. Perform Micro Tech check, log and last fault analysis, analyze performance j. Perform operating log if not Micro Tech and analyze k. Meg compressor and oil pump motors I. Clean oil cooler strainer (water cooled only) m. Check oil sump heater operation n. Perform oil analysis for wear metals, moisture, acid o. Inspect vibration eliminators and inspect water piping for leaks p. Blow down condenser water strainer/s q. Check head pressure control operation for tower fans or bypass valve r. Check minimum condenser water temperature operation s. clean purge drum and oil separator (where applicable) t. Check oil in purge pump and oil separator (where applicable) u. Lubricate purge pump motor (where applicable) CHILLER - ABSORPTION- MONTHLY INSPECTIONS 1. Review owner's log for trends 2. Log all operating conditions 3. Complete Periodic Inspection Data sheet 4. Check function of chilled water flow switch 5. Check accuracy of high temperature generator pressure gauge 6. Check function of generator solution level electrodes 7. Check solution/refrigerator pumps for abnormal noise 8. Check steam valve actuation on NC units 9. Confirm settings of motor overcurrent relays 10. Check and test all operating and safety controls 11. Check purge operation and belt 12. Review chiller operation with chiller operator CHILLER-ABSORPTION - ANNUAL INSPECTION SERVICE a. Check starter and control panel b. Confirm settings of motor overcurrent relays c. Inspect and tighten electrical connections d. Check relays, operating and safety controls e. Check chilled water flow switch operation f. Check condenser water flow switch operation g. Inspect vibration eliminators and water piping for leaks h. Check condenser water strainer/s i. Check solution/ refrigerant pumps for abnormal noise j. Check for steam leaks, NC units k. Check operation of condensate float, NC units I. Take solution sample for laboratory analysis m. m. Check purge operation n. Change purge pump oil o. Lubricate purge pump motor and check belt tension p. Clean magnetic strainer on the solution motor cooling circuits (if applicable) CHILLER - ABSORPTION- SEASONAL STARTUP 1. Review manufacturer's recommendations for startup 2. Check auxiliary equipment operation 3. Check and test all operating and safety controls 4. Start chilled water pump/s 5. Start condenser water pump/sand cooling tower 6. Start absorber 7. Check solution pump motor operation 8. Log operating conditions after unit stabilizes 9. Add Octyl alcohol (if required) 10. Trim solution concentration for maximum efficiency 11. Take solution sample for laboratory analysis 12. Check purge unit operation 13. Review operating procedures with chiller operator York YMC2 VFD Chiller Name JCI York VFD Centrifugal Liquid Chiller Unit Tag Chiller #3 Capacity 1000 tons Year 10/01/2020 Make York Model YMC2-S3517ABS Serial SHFM-209510 Refrigerant R-13 The Contractor shall provide Seasonal Startup of equipment as detailed in this section. Check in with VA COR Verify the chilled and condenser water valves are in their proper operating position Check for proper chilled and condenser water flow Start the chillers Review control panel for proper operation and recorded fault histories Check system pressures and temperatures Check refrigerant levels Check compressor oil levels Check capacity control Check for proper oil temperature and pressure Inspect for refrigerant and oil leaks Check for unusual noise or vibration Check overall condition of unit Record oil level in seal oil bottle Check for proper operation of the oil return system Record and log all operating parameters Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR This service is required annually 1 time per year on or about April 15th of the contract year and applies to all the equipment listed herein. The Contractor shall draw oil sample and provide analysis as detailed in this section Check in with VA COR Remove oil sample into an approved container Label and complete documentation indicating present operating conditions Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR Transport sample to laboratory for analysis Provide documentation of analysis results indicating current oil conditions and recommendations based on analysis results This service is required annually 1 time per contract year and applies to all the chillers listed herein. The Contractor shall draw refrigerant sample and provide analysis as detailed in this section. Check in with VA COR Remove oil sample into an approved container Label and complete documentation indicating present operating conditions Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR Transport sample to laboratory for analysis Provide documentation of analysis results indicating current oil conditions and recommendations based on analysis results This service is required annually 1 time per contract year and applies to all the chiller equipment listed herein. The Contractor shall provide season shutdown of equipment as detailed in this section Check in with VA COR Verify oil heater operation Review control panel for proper operation and recorded fault histories Check refrigerant levels Check compressor oil levels Record and log all operating parameters Shut down chiller Isolate evaporator and condenser bundles Conduct refrigerant leak check and record results Check and record oil level in seal oil bottle Tag chiller out of service Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR This service is required annually 1 time per year on or about October 15th of the contract year and applies to all the equipment listed herein. The Contractor shall clean condenser tubes as detailed in this section Check in with VA COR Isolate tubes Drain water from tubes Remove one head end of condenser tube bundle Mechanically brush tubes Replace gasket with new Replace head Fill tube bundle with water and check for leaks Correct any leaks discovered Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR This service is required annually 1 time per contract year and applies to all the chiller equipment listed herein. The Contractor shall provide comprehensive service to the chiller Variable Speed Drive (VSD) as detailed in this section Check in with VA COR Review control panel for proper VSD operation and recorded fault histories Visually inspect coolant circuit for leaks Inspect condition of coolant hoses Meg compressor motor Inspect and tighten electrical connections Inspect fuses for continuity Inspect unit for heat or other damage Remove & replace coolant. Ensure proper coolant level Clean the inside of the VSD cabinet Clean & backflush heat exchanger & strainer Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR This service is required annually 1 time per contract year and applies to all the chiller equipment listed herein. The Contractor shall provide Remote Connected Technician Installation/Diagnosis/Technology/Support/Operational Monitoring as detailed in this section. The Contractor shall provide connected services setup and commissioning to include cellular data services, connected chiller panel installation & communication commissioning. Utilizing the secure data connection 24 hours per day 7 days per week perform diagnosis of critical alarms generated by the equipment and reported through connected service Utilizing the secure data connection 24 hours per day 7 days per week perform continuous analysis of critical equipment functions and generate on demand health reports. Utilizing the secure data connection 24 hours per day 7 days per week provide real time access to equipment operating information and trend data Utilizing the secure data connection 24 hours per day 7 days per week Use connected services to review control panel for proper operation and recorded fault histories Use connected services to verify oil heater operation Use connected services to record and log all operating parameters Use connected services to generate chiller reports from the connected services dashboard Review reports generated from the connected services dashboard provide to COR with any recommendations It is expected that reports will be generated, reviewed, and submitted 2 times per week during cooling season (56) times per contract year The Contractor shall provide Operational connected Service as detailed in this section. Prior to every site visit technician shall use connected services to review control panel for proper operation and recorded fault histories Prior to every site visit technician shall use connected services to verify oil heater operations Prior to every site visit technician shall use connected services to record and log all operating parameters Prior to every site visit technician shall use connected services to generate & review appropriate chiller reports from the connected services dashboard. Check in with VA COR Inspect system for proper chilled & condenser water flow Inspect system for proper pressures & temperatures Inspect refrigerant levels Inspect compressor oil levels Inspect capacity control & linkage Inspect for proper oil pressure & temperature Lubricate motor bearings (per manufacturers recommendations) Visually inspect for evidence of refrigerant & oil leaks Inspect for unusual noise or vibrations Inspect overall condition of units Inspect & record oil level in seal oil bottle Inspect for proper operation of the oil return system Document & log all operating parameters Remove any debris from any maintenance activities performed Present & review connected services dashboard reports and connected services operating data with VA COR This service is required 2 times weekly during cooling season (April 15th-October 15th) 56 time per contract year and applies to all the equipment listed herein The Contractor shall provide Comprehensive Connected Service as detailed in this section Prior to every site visit technician shall use connected services to review control panel for proper operation and recorded fault histories Prior to every site visit technician shall use connected services to verify oil heater operations Prior to every site visit technician shall use connected services to record and log all operating parameters Prior to every site visit technician shall use connected services to generate & review appropriate chiller reports from the connected services dashboard. Check in with VA COR Conduct refrigerant leak check & document (annually) Inspect compressor oil levels at each site visit Replace oil filters (annually) Replace oil educter filter dryer (annually) Lubricate & inspect capacity control & linkage (annually) Inspect & tighten all electrical connections (annually) Perform preventive maintenance to flow proving switches (annually) Inspect overall condition of unit and document during each site visit Record & log all operational parameters during each site visit Remove any debris from any maintenance activities performed after each site visit Present & review connected services dashboard reports and connected services operating data and comprehensive connected service report with VA COR after each site visit. The Contractor shall provide Connected Services Internet Connectivity as detailed in this section within 15 business days of contract award. Provide & install a secure, reliable cost-effective data connection between equipment and the JCI Remote Operations Center one time at contract inception Provide & install connected chiller panel interface one time at contract inception Provide commissioning & startup of Connected Services Internet Connectivity at contract inception Provide connected services as described in this document throughout the entire term of the contract The Contractor shall provide EDDY CURRENT TESTING as detailed in this section at the conclusion of the cooling season. Check in with VA COR After tubes have been mechanically cleaned perform EDDY CURRENT analysis Replace gasket Replace head Fill tube bundle with water and check for leaks Correct any leaks discovered Remove any debris from any maintenance activities performed Document tasks performed during visit and report any observations to COR This service is required during contract years 1 & 3 only one time for each condenser tube bundle Provide detailed report of results with any recommendations. 5. DAYS AND HOURS OF OPERATION: Normal and Pre-scheduled maintenance - Monday Friday, 8:00 a.m. to 4:30 p.m. excluding federal holidays. Emergency Services anything outside of 5.i.-Normal and Pre-scheduled maintenance. 6. TRAINING REQUIREMENTS Personnel performing services shall be trained service technicians with certificates demonstrating competency in each system from the manufacturer. All technicians servicing chiller equipment shall be USEPA certified & provide VA COR documentation of Universal Certification Refrigerant logs & records of leaks, leak detection rates and other applicable documentation must be kept in strict compliance with USEPA regulations. If your organization has the potential capacity to perform these contract services, please provide a Capability Statement, including the following information: Organization name, DUNS number, address, email address, Web site address, telephone number, and socioeconomic status of the organization. Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) must be verified at https://www.vip.vetbiz.gov. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance; cost containment; meeting and tracking performance; and risk mitigation; and 4) provide services under a performance based service acquisition contract. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by August 18 at 3:00PM EDT. All responses under this Sources Sought Notice must be emailed to the Point of Contact listed below.