J041--Chiller Maintenance

This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued by VISN 2 Contracting Office in Montrose, NY for the purpose of collecting information for qualified firms capable of providing Chiller Maintenance for VA New Jersey Healthcare System- East Orange and Lyons Campus. The contractor shall be responsible for all supervision, tools, equipment, travel, labor and materials necessary for Chiller Maintenance. The North American Industry Classification Systems (NAICS) is 811310. The requirement is detailed in the Statement of Work section of this document. (e) Cursory market research has identified several small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Evelyn Peguero at contact@example.gov. - Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business(VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. - Contractors shall also identify any Federal Supply Schedules that may carry the desired services. - Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP. - Contractors shall include any relevant comments about the Attachment(s) if applicable. VA New Jersey Healthcare System 151 Knollcroft Road Lyons, New Jersey 07939 Description/Specifications Statement of Work GENERAL INFORMATION 1. Title of Project: Chiller Maintenance at both East Orange and the Lyons campus s VA New Jersey Health Care System. 2. Scope of Work: East Orange Campus: Provide all labor, personnel, supervision, equipment, tools, and all materials necessary to maintain chiller systems as defined below Lyons: Contractor to provide all labor, materials, equipment and Supervision to complete annual winter maintenance of Chillers 3. Background: VA NJ Health Care System requires chiller maintenance service at the East Orange and Lyons Campuses. There is an existing contract that expires on 09/30/2020 B. EQUIPMENT East Orange: chillers to be maintained and location: 1. Building 1 Room B-128 a. Unit 1, Trane Centrifugal 900 TONS Model # CVHE-M2C Serial # L84D19121 b. Unit 2, Trane Centrifugal 900 TONS Model # CVHE-M2C Serial # L84D19122 c. Unit 3, Trane CenTraVac Chiller 1200 TONS Model # CVHF1300 Serial # L13K04558 2. Building 1 Room B-128D a. Trane Rotary 400 TONS Model # RTHCIDIFOFOG2L3G2LG00U0D Serial # U00C06022 3. Building 7 Outside, Front of Building a. Trane DX Unit 110 TONS Model # RTAA110AYJOIA3DOBDG Serial # U98008906 4. Building 7 Outside, Back of Building a. Trane DX Unit 275 TONS Model # RTAC275A Serial # U07D03119 5. Building 15 Room 131 a. Trane Rotary - 175 TONS Model # RTHA18OFCUONDUC3LFLLFNN Serial # U93B Lyons: Equipment is located at the Lyons Campus Community Living Center (CLC) Bldg. 135 and Chiller Plant, Bldg. 136. B.A.C (BLDG # 136) CHILLER # 1 Model # XES3E-1222-100-2 Serial# 0147372605-01-01 B.A.C. (BLDG # 136) CHILLER #2 M# 3560-2F S# 95400874 EVAPCO (BLDG.#136) CHILLER #3 Model# AT-114-0224 Serial# TO-11296 York (#135 CLC) CHILLER # 4 Model# YKDSDS Q5-CKG Serial# SAVM-207-48 Water Towers Maintenance and Location Rear of building 1 a. Baltimore Aircoil (BAC)Double Tower Model # 31213C-2 Serial # U124056702-01-01 b. Baltimore Aircoil (BAC) Model # 33935 Serial # 4012877901 2. Rear of building 1 on A-level roof a. Evapco Model # LSTA10-123 Serial # 994580-3M 3. Rear of building 15 a. Marley SPX-NC Model # ABS-M-11A Serial # L01B07177 PREVENTIVE MAINTENANCE PROCEDURES All equipment service must follow original manufacturer s recommendations. All work to be performed 7:30 AM to 4:00 PM, Monday thru Friday. Accessibility to all areas will be provided and scheduled through the Utility Systems Foreman. When calibrations must be conducted during off tours due to access restrictions, access shall be arranged through the Utility Systems Foreman/COR. Due Dates: East Orange start date for all units with the exception of the 1200-ton chiller is January of 2021. The 1200-ton chiller start date is January 2021 Lyons-chiller start date is March 15, 2021 Condensers due again January 2021 East Orange: A. Water Cooled Screw Chiller - Annual Inspection Service The contractor shall provide annual inspection services in accordance with original equipment manufacturer guidelines. Inspections shall include: general assembly leak test inspection of controls wiring and connections lubrication system motor and starter condenser / evaporator tubes Vibration analysis using the proper instruments, to determine if corrective action is needed. The contractor shall provide a report of measurements taken and detail any abnormal conditions or negative findings. Contractor must review the logs with the customer for operational problems and trends. Contractor shall provide quarterly mid-season running inspection and annual Start-up Check Out Procedures in accordance with OEM recommendations and guidelines. For the annual Start-up Check Out, the contractor shall: log the chiller operation temperatures, pressures, voltages and amperages. The contractor is also responsible for reviewing operating procedures with operating personnel. When the annual Start-Up Check Out is complete, contractor shall provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. For the quarterly mid-season running inspection, the contractor shall: check the general operation of the unit. Pull one (1) oil sample o for routine analysis for one (1) running inspection per year Log the operating temperatures, pressures, voltages, and amperages. Analyze the recorded data and compare the data to the original design conditions. Review operating procedures with operating personnel. Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. B. Centrifugal Chiller Annual Inspection Service The contractor shall provide annual inspection services in accordance with original equipment manufacturer guidelines. Inspections shall include: General Assembly leak test Purge Controls and Safeties (to include calibration and recording of settings) Lubrication system Motor and Starter Condenser / Evaporator Tubes. Vibration analysis using the proper instruments, to determine if corrective action is needed. The contractor shall provide a report of measurements taken and detail any abnormal conditions or negative findings. Contractor must review the logs with the customer for operational problems and trends. Contractor shall provide quarterly mid-season running inspection and annual Start-up Check Out Procedures in accordance with OEM recommendations and guidelines. For the Annual Startup / Checkout Procedure, the contractor shall: Verify the operation of the oil heater and temperature. Verify full water systems, including the cooling tower, condenser and Evaporator. Verify clean water tower and strainers. Test all flow-proving devices and flow rates through the condenser and the evaporator. Verify the operation of all timing devices and current control device on chiller. Check the setpoint and sensitivity of the chilled water temperature control device. Verify the operation of the condenser water temperature control device. Check the mechanical limits of both vane arms. Check the starter operation, motor cooling operation, and purge operation. Check the oil and refrigeration levels. Adjust as needed. Re-start the chiller and log the operating conditions after the system has stabilized. When the annual Start-Up Check Out is complete, contractor shall provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. For the Quarterly Mid-Season Running Inspection, the contractor shall: Check the general operation of the unit. Log the operating temperatures, pressures, voltages and amperages. Check the operation of the purge unit, the control circuit, lubrication system, motor and starter. Analyze the recorded data. Compare the date to the original design conditions. Review operating procedures with operating personnel. Provide a written report of completed work, operating log, and indicate any deficiencies detected. C. Screw (Air Cooled)- Chiller Annual Inspection Service General Assembly leak test Check the condenser fans for clearances and free operation, tightness of fan(s) motor mounting brackets, set screws on the fan shafts, condenser coil for cleanliness. Verify the performance of the fan control inverter VFD, if applicable. Grease all bearings as required. Controls and Safeties (to include oil pressure, calibration and record settings) Lubrication Motor and Starter (to include measure and recording of voltage- nominal voltage ± 10%) Vibration analysis using the proper instruments, to determine if corrective action is needed. For the Annual Startup / Checkout Procedure the contractor shall Verify the operation of the oil sump heaters & chilled water system. Test the operation of all flow-proving devices on the chilled water circuit. Verify the unit starter panel operation, amperage and voltage & the operation of all timing devices. Check the set-point and sensitivity of the chilled water temperature control. Verify the operation of the current control device. Check the refrigerant level and correct charge. Adjust as needed. Verify the operation of the capacity control slide valves, load and unload solenoid valves, lead-lag compressor and electronic expansion valves. Check pressure drop across the oil filter, oil level and adjust as needed. Verify clear refrigerant sight glass. Test the high condenser pressure & low refrigerant temperature safety device and record settings. When the annual Start-Up Check Out is complete, contractor shall provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. For the Quarterly Mid-Season Running Inspection, the contractor shall: Check the general operation of the unit. Log the operating temperatures, pressures, voltages and amperages. Check the operation of the control circuit, lubrication system, motor and starter. Analyze the recorded data. Compare the data to the original design conditions. Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. D. Eddy Current Testing Tri-annually for the condensers and every five years for the evaporators East Orange 1: Unit 1, Trane Centrifugal 900 TONS condenser and evaporator. 2: Unit 1, Trane Centrifugal 900 TONS condenser and evaporator. 3: Trane Rotary 400 TONS condenser and evaporator. 4: Trane Rotary - 175 TONS condenser and evaporator. 5: Trane DX Unit 110 TONS evaporator. 6: Trane DX Unit 275 TONS evaporator. E. East Orange & Lyons Annual Water Tower Maintenance and Strainer Service Clean distribution panels. Clean and adjust water nozzles Power wash the cooling tower cells Adjust water float assembly Clean sump and sump strainer of cooling tower Inspect cooling tower for leaks Lubricate all bearings Top off all gear boxes with manufactures recommended oil. Replace belts on Evapco and singe cell PAC towers Rotate fan and check for any obstruction Turn on fan and check for excess vibration. Clean condenser water sump in the chiller plant. Bulk of water will be pumped out by chiller plant personnel. Remove, clean and reinstall all condenser water strainers, chill water supply and return strainers for all chill water systems. Quarterly Condenser Coil Maintenance on building 7 chillers in the months of April, July and October. January will be excluded. The contractor upon receiving a call that a chiller has a problem or is broken down shall respond to the site within four (4) hours F. Lyons: Annual Winter Maintenance Shutdown 1. CHILLER #2 / 700 TONS- Carrier 16JB Absorber Chiller Bldg. # 136 Lockout and tag the unit Replace the purge bottle, hose and fitting Check the starter and controls and report findings to COR Perform non-mineral cleaner with corrosion inhibitor rinse using WD6126 as per manufacturer specifications, flush and leave condenser barrels filled clean city water. Tubes brush the condenser and absorber bundles, which will include dropping both blank heads on each bundle, using at least one (1) new brush every ten (10) tubes. Grease all motor pumps and bearings. 2. CHILLER #1 1350 TONS & CHILER # 3 1000 TONS -2- Carrier 19XR Chillers Bldg. # 136 Lockout and tag the unit. An oil sample will be removed into a plastic container and will be sent out for analysis. Replace oil filter (with OEM ) Change compressor oil as per manufacturer specifications. (With OEM oil) Check dehydrator Leak check and dehydrate the unit Check starter and controls and report findings to COR Perform non mineral cleaner with corrosion inhibitor rinse using WD6126 as per manufacturer specifications flush and leave condenser barrels filled with clean city water Check motor grease level and lube as per manufacturer specifications Tube brush the condenser which will include dropping both blank heads Using at least one (1) new brush for every ten (10) tubes. Clean all chilled water and condenser pump strainers. Grease all motors, pumps and bearings. 3. York Model: YKDSDSQ5-CKG Chiller Bldg. # 135 Lockout and tag the unit. Pump over the refrigerant charge to the chiller s holding tank and record the refrigerant level. Oil to be removed into a plastic container and labeled wasted oil , an oil sample will be sent out for analysis Replace oil filter with York OEM Check dehydrator Replace compressor oil as per manufacturer s specifications. (York OEM) Unit to be leak checked and dehydrated Check starter and controls and report findings to COR Refrigerant to be pumped back over. Meg-ohm motor windings Clean and back flush heat exchanger (VSD, VSS Applications) Replace Starter coolant Replace or clean starter air filter if applicable. Perform oil analysis on compressor oil. Perform refrigeration and vibration analysis. Clean condenser tubes. Perform current testing and inspect tubes Lubricate motor as per manufacturer specifications Perform non mineral cleaner with corrosion inhibitor rinse as per manufacturer specifications, using WD6126.Flush and leave condenser barrels filled with clean city water. Tube brushing, which will include dropping both head s one (1) brush every ten (10) tubes. Clean all chilled water and condenser pump strainers. Grease all pumps, motors and bearings. The removal of oil is not included in the above scope of work - Contractor will use/follow existing procedures for proper disposal at the medical center site. G. Cooling Towers All 4 corresponding cooling towers and cells shall be drained and cleaned, all scale shall be removed and properly disposed of, all belts shall be replaced, check all fluid levels in gear boxes and fill to proper level (as per manufacturer specifications), lubricate all drive motors (as per manufacturer specifications), all intake and suction strainers shall be cleaned. Grease all pumps, motors and bearings. System will be filled run and flushed. Report all findings to the COR. Repair Procedures: None. However, Contractor to report any/all deficiencies found during preventive maintenance procedures to the COR. H. PM Procedures: Contractor will verify all software algorithms at the operator s workstation on a semi-annual basis. Contractor will inspect temperature control system components for proper operation. Contractor will perform preventative maintenance tasks on equipment and controls listed above in accordance with the guidelines issued by the equipment and software manufacturers. In order to ensure the proper operation of the ATC systems, software and equipment, the following tasks will be performed semi-annually: a. Verify software algorithms. b. Diagnose system problems. c. Inspect automation equipment for proper operation. d. Calibrate system hardware and equipment. e. Test power supply voltages and power regulating components. f. Check wire terminations. g. Identify and report system maintenance needs. Repair Procedures: Respond to callback for emergency repairs and restore equipment to first-class operating condition. Lyons: Devices shall be included as follows: All switchgear components inside the designated buildings are to be maintained according to all required testing and calibration standards. All work must be coordinated through the COR. All hours worked will be subject to medical center s operations and scheduling. All work must be completed prior to the next normal business day. The Contractor shall propose a timely schedule to meet the facilities needs and requirements to be approved prior to any work commencement. Frequency: - East Orange: Quarterly in the months of October, January, April and July; Semi-Annual in the months of October and April and Annual in the months of January thru March (Winter Maintenance). Invoices billed monthly. - Lyons: Annually. Work to be accomplished during the 2nd quarter of the fiscal year in the months of January/February. Invoices billed in March. Performance Period: 10/01/2020-09/31/2021 with a provision of 4 (four) option years. Place of Performance: East Orange Campus 385 Tremont Ave. East Orange, NJ 07018 Lyons Campus 151 Knollcroft Rd. Lyons, NJ 07939 L. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. M. REPORTING REQUIREMENTS East Orange: Service reports must be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR. Lyons Contractor: will provide a copy of service report to the COR. Report will include a list of all preventive maintenance checks completed as well as identified problems and/or deficiencies found. Service reports must be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR. A written report of findings and recommendations following each visit or remote inspection will be forwarded to the COR. Annual control system history review and system improvement recommendations will be presented to the COR. Service reports must be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR. The Contractor will provide weekly negative pressure trending reports for all areas of Supply Processing and Distribution (SPD), 6 areas and 8 Clinical areas in Building 3. The Contractor will supply an annual report of all Negative Pressure Trending. N. CONTRACTOR EXPERIENCE REQUIREMENTS Contractor must have a minimum of three (3) years working experience with all equipment listed above and a minimum of three (3) years in the Electrical trade at a journeyman s level. Service persons must retain the OSHA 30 Hour Safety Training Card.