J041--Chiller Preventative Maintenance

This is a Sources Sought only. As part of its Market Research, NCO 21 is issuing this RFI to determine if there exists an adequate number of qualified interested contractors capable of providing food services as further described in the draft Statement of Work (SOW). The Government may use the responses to this RFI for information and planning purposes. The draft SOW describes only the currently contemplated possible scope of work and may vary from the work scope in a final SOW included in any Request for Quote (RFQ). The anticipated period of performance is a base of 12 months with 4 12-month option years. The contractor will be providing preventative maintenance and service of chillers services for the San Francisco VA Medical Center, 4150 Clement Street, San Francisco, CA 94121. There is no solicitation document as this time. The NAICS is 811310 Commercial and Industry Machinery and Equipment (except automotive and electronic repair and maintenance), with Small Business size of $11.0M. NOTE: Please ensure that System For Award Management (SAM) (www.sam.gov) indicates this NAICS code if you are interested in the requirement. Only firms seriously interested and truly capable should send their information and/or capability statement and any questions by email to contact@example.gov no later than 3 PM Pacific Time, November 29, 2022. If interested, please provide the following information. Failure to provide the following information completely and accurately may result in a determination that your company is not a viable source: Name of Company Point of Contact Name, phone number, and email address DUNS number Socio-economic status such as Service-Disabled Veteran Owned Small Business, VOSB, Women-Owned Small Business, etc. should be included. SDVOSB/VOSB status will be verified using VetBiz. Capability statements that include the following: Identify geographical areas your company currently services? Approximately how many current employees do you have in the service area(s)? Indicate prior experience for same/similar service in these geographical areas. If the experience is through government contract, please identify the contract number. Are you a certified and authorized vendor to perform chiller maintenance services? If you will rely on a subcontractor to assist with performance, please clearly identify what functions your company will perform versus those of the subcontractor(s). When responding to the preceding questions, avoid using teaming language, e.g. Team ABC has 20 years of experience or Team ABC has placed 15,000 staff. Clearly identify what functions/experience/resources your company has and will be able to perform independently of a subcontractor. Ambiguous responses that lack clarity will affect the Contracting Officer s ability to determine if your company is a viable source for this requirement. Before responding please carefully read and consider the following: As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html The Service Contract Act will apply. Please see the DRAFT Statement of Work attached for further details. DISCLAIMER This Sources Sought notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this request that is marked proprietary will be handled accordingly. The Government will not compensate an offeror for providing information in response to this sources sought. Furthermore, the Government reserves the right to cancel this requirement at its discretion. This is simply a sources sought notice. STATEMENT OF WORK PREVENTATIVE MAINTENANCE SERVICES FOR THE CHILLER EQUIPMENT, SAN FRANCISCO VA MEDICAL CENTER 1. SCOPE OF WORK Contractor shall furnish all parts, labor, materials, transportation, tools, equipment, and all other items deemed necessary to provide 4 quarterly preventative maintenance visits and the provisions for 4 emergency responses on the chillers listed below in paragraph 2.2 Equipment List. The contractor shall also provide an annual preventative maintenance and cleaning service to the facilities 3 cooling towers. The services will be provided at San Francisco VA Medical Center, 4150 Clement Street, San Francisco, CA 94121. 2. Testing 2.1 Contractor shall provide necessary manpower and supervision to properly execute preventative maintenance and service of chillers listed in paragraph 2.2 Equipment List. 2.1.1 Testing will be scheduled on a quarterly basis. Contractor shall schedule quarterly visit with the Contracting Officer Technical Representative (COR). 2.1.2 Testing will be performed during normal hours from 7:00 AM to 3:30 PM, Monday through Friday, except Federal Holidays. Federal Holidays observed by the United States Government are as follows: New Year s Day; Martin Luther King Jr. s Birthday, President s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any other day officially declared by the President of the United States to be a federal holiday. 2.1.3 Upon the request of the COR, the contractor shall provide maintenance services for chillers due to emergencies during the year, whether scheduled or unscheduled. These emergencies can be holidays or another days designated by the COR. These emergency situations may require work after the normal work hours or an increase in personnel during normal work hours. In the event emergency hours are required, notification will be given to the contractor as soon as possible. The contractor shall provide emergency call-ins services within two hours of notification. 2.2Equipment List Manufacture Model # Product Description Location Trane CGAM100F2E02AXD2 Air Cooled Chiller Bldg. 1 Roof Trane CGAFC404ANAIL00D00H000000VW00 Air Cooled Chiller Bldg. 12 lower roof Trane CGAF604ANAIL00D00H000000VW00 Air Cooled Chiller Bldg. 12 ground York YCAL0033EE46XEBSDTXAXXRLXXXX Air Cooled Chiller Bldg. 12 ground York YCAL0033EE46XEBSDTXAXXRLXXXX Air Cooled Chiller Bldg. 12 ground Climate Cool U6A020BFASACEOD Air Cooled Chiller Bldg. 41 Carrier 30RAP0166KC5G100 Air Cooled Chiller Bldg. 200 York YCAL0028EE17XEASDTXAXXRL Air Cooled Chiller Bldg. 200 MSS M G3 MSF0332MCHCCGBADGABADG-CNAH-G-R134A Water Cooled Chiller Bldg. 200 MSS M G3 MSF0332MCHCCGBADGABADG-CNAH-G-R134A Water Cooled Chiller Bldg. 200 MSS M G3 MSF0332MCHCCGBADGABADG-CNAH-G-R134A Water Cooled Chiller Bldg. 200 Carrier 30RAP0256KC5G110 Air Cooled Chiller Bldg. 203 C-Wing Intertek MC802/W Water Cooled Chiller Bldg. 203 Trane CGAM Air Cooled Chiller Bldg. 203 Ground Multistack MS030XN4H2R0AA-R410A Water Cooled Chiller Bldg. 208 ArctiChill PACVPV0200D4 Air Cooled Chiller Bldg. 203 lower rooftop Cooling Tower #1 USS 112-4M18 Cooling Tower Bldg. 200 Cooling Tower #2 USS 112-4M18 Cooling Tower Bldg. 200 Cooling Tower #3 N/A Cooling Tower Bldg. 203 2.3 The testing shall include inspection and repair as required but not be limited to the following list of tasks: CHILLERS - In addition to the manufactures recommended scheduled PM the following procedures will be performed. Perform standard leak check repair if necessary. Check condenser coils for debris, clean as necessary with manufactures approved coil cleaner. Ensure the controlled environment (office, Suite Etc.) is within VA specified operating conditions. Check and repair all refrigerant joints and valves for refrigerant leaks. Check TXV for proper function and corrosion, if equipped. Replace if necessary. Check sight glass for moisture. Clean and replace filter dryer if necessary. Check and clean chilled water strainers. Check all electrical connections for tightness, tighten as necessary. Check and repair chilled water flow switch operation. Check condenser fan operation and inspect pump seal. Repair or replace. Check and add in refrigerant circuits for proper charge. Inform COR of any added amounts. Check pressure chilled water loop and add water, if necessary. Inspect make up water valves and regulators. Repair or replace if necessary. Check for proper antifreeze concentration & corrosion inhibitor in chilled water loop, add if necessary. Check repair and test the cooler heater circuit, if equipped. Check calibration of all transducers for each circuit repair or replace. Check accuracy of all thermistors, calibrate or replace. Check cooler approach (Cooler Leaving Water Temperature Saturated Suction Temperature. Check pressure drop across filter driers, replace/ clean as necessary. Inspect control and starter panel, repair / replace worn or defective parts. Start machine and log performance data. Provide belt on covered air handlers once per year. Provide detail PM Check Sheet. Review work with SF VAMC and report condition and any recommendations. Clean work areas. Cooling Towers- In addition to the manufactures recommended scheduled PM the following procedures will be performed. Check all pipe and fittings for leaks. Inspect fan motor for lubrication and amp draw. Lubricate if necessary. Complete drain and flush of tower. Inspect VFD for operation. Inspect operation of all actuator devices and valves. Notify COR of any failures. Inspect condensing water pumps for lubrication and amp draw. Lubricate if necessary. Pressure wash of exterior of cooling tower. 2.4 Replacement parts and labor shall be covered by this contract and parts shall be replaced with manufacturer approved parts only. Others them OEM parts will be approved by COR prior to being used. 2.5 The contractor shall provide a paper and email a copy check off sheet noting the equipment being tested and serviced. The check off sheet shall be turned and emailed to the COR for approval after the work is complete with 5 business days. Equipment needing repairs outside of the SOW will be included in the report with cost of materials and labor included for each problem found. 2.6 Service Histories. Service history for each chiller beginning at the contract award date shall be kept for reference. 2.7 The Contractor shall perform testing according to manufacturer's specifications; to include at minimum three quarterly preventative service maintenance visits and one annual service on each unit. The Contractor shall follow manufacturer s guidelines on service and maintenance and document evidence demonstrating that each chiller has been inspected according to those procedures. 2.8 At the conclusion of each testing, the Contractor shall provide a copy of written service reports indicating the date of service, the model, serial number, and location of equipment serviced, the name of the service representative, and the services performed, parts replaced, and confirmation of test completion and functionality. 2.9 The Contractor shall furnish all Safety Data Sheets (SDS) on all lubricants, chemicals solvents and other potential hazardous materials used for maintenance and inspections. The Contractor shall furnish the SDS not later than 5 Calendar days after award. 2.10 New Equipment: The COR shall notify the Contracting Officer prior to add or delete any equipment from the contract. Equipment may be added or deleted from the service contract as needed upon notification by the Contracting Officer (to be documented in writing via contract modification). 3. Emergency Repair of tested equipment 3.1 Emergency Services: The contractor shall provide 24/7-days response to emergency repairs problems at the VA Medical Center on chillers they do preventative maintenance on. Response time shall be required within a 2 hour time-frame. Service techs will be dispatched within 24 hours to make repairs and cost of repairs and parts needed to complete the repairs will be provided to the COR, if not covered in the SOW. 4. Qualification 4.1 Contractor shall have been engaged in maintaining/servicing/testing the equipment listed in paragraph 2.2 for a minimum of three (3) years. 4.2 Contractor shall have a field service representative who has received maintenance training specific to the models listed in paragraph 2.2 Equipment List. 4.3 Contractor shall provide evidence of appropriate training of any field service. 4.4 Contractor shall ensure all technicians are compliant with required EPA license. Copies of the Technicians EPA license will be provide to the COR prior to preforming any service or work. 4.5 Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. End of SOW