SPECIAL NOTICE
J -- Chiller Maintenace; Refered to previously on Presolicitation Notice VA-257-09-RP-0266.
- Notice Date
- 8/27/2009
- Notice Type
- Special Notice
- NAICS
- 811310
— Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;Central Texas Veterans HCS;1901 S. 1st Street;Temple TX 76504
- ZIP Code
- 76504
- Archive Date
- 10/26/2009
- Point of Contact
- Anthony W. NourseContract Specialist
- E-Mail Address
-
Contract Specialist Intern
(Anthony.Nourse@VA.Gov)
- Small Business Set-Aside
- N/A
- Description
- A site visit will be held Thursday September 3, 2009. This information was previously published under Pre-Solicitation Notice VA-257-09-RP-0266. The Temple site visit will begin at 8:30 am at building 203 on the Temple campus. The Waco site visit will begin at 1:00 pm at building 24 on the Waco campus.Contractors are responsible for all costs to include transportation between sites. Respond to Anthony Nourse @ anthony.nourse@va.gov or 254-899-6015, NLT 1 September, 2009 and provide name and number of individuals that will attend. DRAFT STATEMENT OF WORK AND WORKLOAD ESTIMATES ARE ATTACHED TO FACILITATE THIS VISIT Statement of Work 1. GENERAL INFORMATION 1.1. Contractor shall provide maintenance, repair, and emergency services to the designated chillers at the Central Texas Veteran Health Care System (CTVHCS) Temple buildings 163, 202, 203, and 171 and Waco building 216. 1.2. Contractor shall furnish all labor, parts, tools, transportation, refrigerant, oil, and materials needed to maintain the equipment in good operational condition. This includes associated piping and components, primary and secondary chilled water pumps, condenser water pumps, and their immediate components/controls including, but not limited to starters and variable frequency. 1.3. Contractor will perform scheduled repair and preventative maintenance during normal working hours Monday through Friday 7:30am to 4:00pm, except for federal holidays. All work will be coordinated with and authorized by the Contracting Officer Technical Representative (COTR) and shall be completed within two (2) working days of the discovery unless considered an emergency. 2. GENERAL REQUIREMENTS 2.1. Contractor shall provide a written report about the condition of the system, recommendations for necessary repairs or enhancements to maintain capacity, reliability, efficiency, and analysis on each piece of equipment upon completion of each inspection, service, or repair within ten (10) working days of completion. Log books shall be kept at location as designated by COTR, but on the same campus as the equipment log is for, listing all repairs, parts used, cost of parts, and any other pertinent information that may be requested. At least a 48-hour notice is to be provided in the event any equipment shut down in required. Shut down shall be no more than eight (8) hours at a time. Should a repair exceed the eight (8) hour shut down, the contractor shall provide rental equipment as necessary to provide full service. If the shut-down is not due to contractor negligence, the Department of Veteran Affairs Medical Center may reimburse the contractor for the rental equipment. Set-up, delivery, connection to the facility and any other expenses and labor incurred will be the responsibility of the contractor. 2.2. The Contractor shall coordinate scheduling of routine maintenance, minor repairs, and inspections with the COTR to cause minimum impact on hospital personnel, patients, and operations. All work schedules shall be submitted to the COTR. In those instances requiring complete shutdown of one or more chillers, the Contractor may be required to perform operations on weekends or non-regular working hours. The Contractor is responsible for obtaining and maintaining all operational manuals and any other service and maintenance literature needed, including updated data or service bulletins. This information is to be provided to the COTR in duplicate within 30 days of the start of the contract. 2.3. The Contractor shall not vent or otherwise dispose of any refrigerant or any other hazardous waste in a manner that would permit release into environment including introduction into the sanitary sewer systems. Refrigerants shall be captured and recycled in conformance with all applicable federal, state, and local laws and regulations. 2.4. The Government will furnish electricity and water at existing outlets for work to be performed under the contract at no cost to the Contractor. The Contractor shall provide and maintain, at his expense, the necessary services lines from existing Government outlets to the site of work. 2.5. Within thirty (30) days after the contract start date; the contractor shall submit a schedule of planned performance of work in a format acceptable COTR. The schedule shall indicate all services to be accomplished, the frequency of the services, and the location to be accomplished. Recurring services shall be identified and the date of performance indicated. 2.6. If any services must be disconnected, even temporarily, due to scheduled contract work, the contractor shall notify the COTR at least two (2) working days in advance. If the discontinued service is due to an emergency breakdown, the contractor shall notify the COTR as soon as possible. 3. MAINTENANCE 3.1. Contractor shall provide three (3) operational inspections per year in the months of March, June, and September on the system plus one (1) comprehensive annual inspection due the first week of December. 3.2. Annual Maintenance and Inspections - All chillers. 3.2.1. Keep a log detailing monitor activity and repairs and adjustments made log shall be kept in the building where the chillers are located. 3.2.2. Check flow switch operation 3.2.3. Lubricate inlet vane linkage 3.2.4. Take and record waterside pressure drops across vessels. 3.2.5. Meg compressor and oil pump motors. 3.2.6. Clean oil cooler strainer, water cooled only. 3.2.7. Check oil sump heater operation. 3.2.8. Perform oil analysis and refrigerant analysis. 3.2.9. Inspect vibration eliminators and inspect water piping for leaks 3.2.10. Check head pressure control operation for tower fans or bypass valve. 3.2.11. Check minimum condenser water temperature operation 3.2.12. Clean purge drum and oil separator 3.2.13. Check oil in purge pump and oil separator 3.2.14. Lubricate purge pump motor 3.2.15. Test for refrigerant leaks including relief valve piping outlets 3.2.16. Check main starter and control panel 3.2.17. Inspect and tighten electrical connections 3.2.18. Check relays, operating, and safety controls 3.2.19. Clean and paint external surfaces if necessary 3.2.20. Check condenser water strainers 3.2.21. Manually clean waterside of condenser (Brush condenser tubes) 3.2.22. Lubricate chill water and condensing water pumps. 3.2.23. Inspect chill water and condensing water pumps for leakage at the mechanical seals 3.2.24. Inspect and calibrate variable frequency drives on pumps and air handlers. 3.2.25. Check operation of tube brush systems (where installed). Replace any damaged or missing brushes. 3.2.26. Verify accuracy of refrigerant temperature sensors. 3.2.27. Change compressor oil and filter if test results recommend changing. Acid test oil prior to placing new oil in sump. Use only manufacturer specified oil and filter. Use only O.E.M. parts. 4. DETAILED SPECIFICATIONS 4.1. Maintenance and Inspection 4.1.1. Maintenance shall consist of, but not be limited to, maintaining all listed equipment in a continuously safe, reliable, and satisfactory operating condition. The Contractor shall provide all necessary services, parts and material required. All internal and external component parts, assemblies and subassemblies forming a part of the equipment shall be inspected. Maintenance shall also include the cleaning, repair, adjustment, or replacement of any and all parts of the equipment. The following requirements apply: 4.1.2. Routine and scheduled cleaning of systems, drains, drain piping, traps and pans, condenser coils, filters, applicable air filters, after coolers, cooling and/or heating coils, blower shields and fans, grills, registers, screens, diffusers, electrical contract switch boxes, motors, gauges, strainers, dampers, actuators, louvers, safety controls and any other applicable equipment. 4.1.3. Check equipment for excessive bearing temperatures, noise, and inadequate lubrication of bearings and moving parts. Lubricate in accordance with the Manufacturers instructions. Check oil level and oil quality and change dirty/ contaminated oil. Check oil temperature and pressure. Make other adjustments to oil systems as required. 4.1.4. Clean rusted and corroded areas on equipment. Prime cleaned surfaces and paint using primer and paint suitable for particular equipment and material surfaces being painted. Paint colors shall be matched as closely as possible to existing color. Equipment identification data shall not be obscured or covered up with paint. 4.1.5. Check for accumulations of dust, dirt, grease, and oil. Clean, adjust, service, repair, or replace motors, drives, sheaves, shafts, couplings, blowers, fans, hubs, belts, bearings, gearboxes, and guards as necessary to correct deficiencies such as worn, loose, missing, or damaged parts, guards, connections, and connectors; bent blades; worn loose, broken, or missing belts; unbalanced moving parts; shaft misalignments; worn or damaged couplings; excessive noises and vibrations; end play of shafts; bad bearings; ineffective isolators; vibration absorbers; etc. Check full load and run amps of each electric motor, other than fractional H.P. and compare with manufacturers data plate ratings. Check condition of motor windings and brushes. 4.1.6. Check wiring, electrical control circuits, and systems for loose, charred, broken, or damaged wire insulation; short circuits; loose or weak contact springs; worn or pitted contacts; proper sizing or need for replacement of fuses; defective operation of parts and components; and other deficiencies. All wire splice connections shall be properly insulated. All electrical wiring, circuits, etc, shall be in accordance with the National Electrical Code for the particular application in which used. Clean, adjust, service, repair, or replace items found to be deficient. 4.1.7. Check for dust, dirt, soot, oil, and grease deposits and accumulations, drippings, presence of flammable materials, rags, debris, and any other conditions that may be construed to be a potential fire or safety hazard. Correct or remove from the site all fire and safety hazards. 4.1.8. Check for improper settings, defective operation, calibration and cleanliness, proper control voltages, and pneumatic air operating pressures on all thermostats, guards, covers, ambient stats, sub and master controllers, sensors, transmitters, and temperature and pressure controls. Also check for deficiencies in wiring, tubing, piping, switches, relays, coils, solenoids, transformers, controls, sensors, thermostats and protective covers and guards, ambient stats, aqua stats, pressure switches, reversing relays, timing devices, master and sub-master controllers, outdoor authority override controllers, etc. 4.1.9. Check structures, casing, hangers, supports, beams, slabs, pads, vibration absorbers, and sound isolators, check their mounting bolts; loose, broken or missing parts, connections and hardware; improper level of equipment; and defective sound cushion isolators and vibration absorbers. Check for dirt, dust, trash, and other debris accumulated on or around the equipment. Check the security of all mounting and attaching points. Check for vibrations and other unusual movements. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.10. Check systems for proper charge and operation, checking for proper superheat and sub cooling. Report suspected deficiencies to the COTR, both verbally and in writing. 4.1.11. Check all condensate drain pans, cooling towers, and sumps for algae growth and sedimentation, damaged coatings and insulation, rust, corrosion, and leaks. Check chemical condensate drainpipes and traps to assure they are open and water flow is not restricted. Clean condenser coils. Clean, adjust, service, repair, or replace items found to be deficient. Report suspected deficiencies to the COTR, both verbally and in writing. 4.1.12. Check for leaks, rust, corrosion, deformation, and material defects of piping and tubing. Check piping and tubing for vibrations, looseness, and rubbing against objects that can cause damage to the equipment; proper support for the piping and tubing; and vibration absorbers, expansion joints and rupture discs. Piping, tubing, and fittings being replaced shall be compatible with existing materials. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.13. Check compressors for dust, dirt, oil and grease deposit and accumulations, leakage of refrigerant and oil, cracked/clear sight glasses and gauges, damaged fittings, piping, valves, etc. Check for loose connections, excessive or unusual noise and vibrations; poor suction and discharge temperatures and pressures; and indications of excessive heat. Check oil levels, unloaders for proper operation, and change out dirty/contaminated oil and filters. Check compressor full load and run load amps, compare against manufacturers data plate ratings, and record findings. Check all electrical wiring and related components. Record the suction and discharge pressures and type and amount of refrigerant and/or oil added to the system for air conditioning and compressed air plant compressors. Meg the motor windings on all compressor motors 15 H.P. and larger one (1) time per year and record the readings. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.14. Check refrigerant and oil systems for proper operation, refrigerant and oil leaks, and other material defects; check sight glass for clarity, cracks, or moisture. Check refrigerant and oil charges and levels. All systems with changeable core type filters/dryers shall be changed as part of the regular preventative maintenance per manufacturers specifications. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.15. Check pump units for dust, dirt, and other deposits; leaks; excessive or unusual noise and vibrations; and loose, broken, or missing parts and connections. Check for correct rotation and prime. Check seals, gaskets, packing, bearings, mounting bases and hardware, couplings, guards, and inlet and discharge pressures, and overall operations. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.16. Check and perform test of chilled and condenser water systems to assure these systems are providing the most efficient and economical operations attainable for that equipment and the facilities which it services. Check balance and rebalance if necessary to meet design specifications. Bleed air from chilled and condenser water loops as required to maintain efficient, quiet standard operating conditions. Repair or replace automatic/manual bleed off valves in systems as required for proper operation. 4.1.17. Check for wet, damaged, missing, and deteriorated insulation and vapor barriers; broken tie wires; loose or missing binding bands, torn canvas jackets, etc. The insulation on system components shall be repaired or replaced as needed with insulation materials having a vapor barrier and insulating value equal to or better than existing insulation materials. Insulated surfaces having moisture condensing on the surfaces shall be considered inferior and shall be replaced. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.18. Check all valves for operation, leakage, linkages, travel, range limitations, rust, dust, dirt, corrosion, scale, seizing, binding, mounting, clogging, broken, damaged or missing parts, and material defects. Check source of valve operation, i.e. pneumatic, electrical, and pneumatic/electrical, etc for required pressures, electrical power voltages, etc. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.19. Check all cabinets, cases, doors, lids, panels, gaskets, latches, handles, hinges, hardware for cracks, scrapes, gouges, separation, missing, broken, or damaged parts and components, bad insulation, bad gaskets, leaks, fitting of doors, etc. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.20. Check cooling tower for external scale; leaks; defective valves and float assemblies; and deterioration and improper positioning of slats, baffles, and eliminators used to control water spray and/or distribution. Check for structural damage, rust, corrosion, Check condition and operation of gearboxes (gear reducers), fans, blades and hubs, motors, drives, shafts, couplings, guards, bearings, etc. Check cooling tower water level, water make-up, drains, valves, overflow, and bleed-off. Clean, adjust, service, repair, or replace all items found to be deficient. 4.1.21. When compressors are replaced, the internal refrigeration system shall be thoroughly cleaned in accordance with the approved manufacturers procedures. Additional precautions shall be taken in accordance with approved, acceptable industry standards and practices to further control refrigerant system contamination and prevent damage to replacement compressors and components. Clean-up methods shall include, but are not limited to, the use of clean-up kits, suction and discharge line filter/dryers, moisture indicating sight glasses, acid testing kits, changing or adding of oil filters and system flushing, changing the oil, deep vacuuming of refrigerant system, leak checking, etc, all as may be appropriate for the particular system. 4.2. Oil Analysis Certification: Oil analysis shall be conducted by a certified laboratory for the purpose of analyzing centrifugal refrigeration oil for wear metals, (aluminum, copper, iron, tin, led, chromium, and zinc), acid #, water content, viscosity, and chloride content. Submit results with monthly invoice when required. 4.3. Refrigerant Analysis Certification: Refrigerant analysis shall be conducted by a certified laboratory for the purpose of analyzing refrigerants for wear metals, acid, oil, and moisture content. Submit results with monthly invoice when required. 4.4. Emergency Service: Contractor shall furnish callback service as a part of this contract. The contractor shall provide the COTR with a telephone number and paging device which is to be manned on a twenty-four hour a day, seven days a week, including holidays. The contractor shall respond to emergency service calls within thirty (30) minutes, be on station at the emergency location within two (2) hours and remain on station until the emergency is resolved. 4.5. Final Services: Within two weeks prior to the final completion date of this contract, the contractor shall inspect the equipment and perform any service, adjustment or repairs necessary to leave the equipment in Government accepted operating condition. The contractor shall provide a final written report on work performed along with a statement as to the final condition of the equipment. The COTR shall receive the final services report before final payment is made 4.6. Electrical Work: All electrical work shall conform to the latest requirements of the National Electrical Code. 4.7. Clean Up: The contractor shall daily remove all debris, containers, and other material resulting from his work and leave the premises clean. All debris, containers and other materials must be removed from the limits of the Medical Center. All hand prints, grease smears, etc, shall be removed. 4.8. Operating Log: Log books will be kept listing all repairs, parts used, cost of parts, any other pertinent information requested. It shall provide a general description of any discrepancies found and corrective action taken. Logbooks are to be updated after each preventive maintenance and/ or repair. These books will remain at location designated by the COTR, but on same campus as equipment served. 4.9. Qualifications of Service Technicians: Contractor Service Technicians must be factory trained in service and repair of commercial chillers, pumps, cooling towers, and associated equipment and have experience on similar equipment by unit manufacturer equipment. All contractor service technicians must have Universal certification for refrigerant handling as required by EPA. 4.10. Service and Maintenance Manuals: The contractor shall maintain current service and maintenance manuals or other descriptive literature published by the manufacturer on all equipment covered by this contract. The COTR shall designate the site where the literature is to be kept. 4.11 Parts: Materials and supplies procured by the contractor shall meet the specifications, standards, and manuals prescribed by the manufacturer. The COTR may require test data showing that any materials or supplies procured by the contractor meets the specification. All replacement parts shall be new Original Equipment Manufacturer (OEM) parts and shall be warranted by the OEM. If new parts are not available, the contractor may request approval in writing from the COTR to use rebuilt parts. Use of rebuilt parts prior to written approval of the COTR is prohibited. 5. GENERAL ADMINISTRATION 5.1. All material and equipment removed or disconnected that are sound and of value shall remain the property of the Government. The contractor shall deliver this material or equipment to COTR. The contractor shall remove all unusable material, equipment, and debris resulting from work under this contract from the Medical Center grounds. 5.2. All contractor employees working under this must wear a distinctive uniform displaying the firm name permanently affixed to the uniform. All employees shall display a nametag showing first and last name, and the company name in readily readable letters. 5.3. The contractor shall display on each vehicle the company name in a manner that is clearly visible. All vehicles shall display a valid state license plate and safety inspection sticker. The contractor shall obtain from the COTR specific parking instructions and where the service vehicles can be parked while on station. Work Load Estimates BUILDING 203 - TEMPLE NumberManufacturerModel #Serial #HPTAG # 1.TRANECVHF650L96A00261CH1 2.TRANECVHF650L96A00271CH2 3.MARLEYNC9032GM070312-002-94CT 4.TACOEE4217551813-001P1 5.TACOEE4217651813-001P2 6.TACOEE4217751813-001P3 7.TACOTA203051813-003P4 42186 8.TACOTA2030 4218551813-003P5 9.TACOFF5010 4218951813-005P6 10.TACOFF5010 4218851813-005P7 11 12. 13 14.TACO TRANE TACO TACOFF5010 42187 CVHF650 C5005-5002 Ei6011-500351813-005 L02J16193 EC039647-1 EC039647-2P8 CH3 P11 P12 15.MARLEYNC8309G1BSNC228427-A1 BUILDING 216 WACO 1.BELL & GOSSETT1007-00593-01-2 2.BELL & GOSSETT1007-00593-01-01 3.BELL & GOSSETT1007-00558-01-1 4.BELL & GOSSETT1007-00558-03-2 5.BELL & GOSSETT1007-00338-10-2 6.BELL & GOSSETT1007-00558-03-07 7.MARLEY124-11216-CT1 8.MARLEY124-11216-CT1 9.MARLEY124-11216CT3 10.TRANECVHE-1120L92D12429 11. TRANECVHE1120L91D12374 12. TRANE CVHF091 L01D08101 Building 202 TEMPLE 1.TRANECVHE450L05D01915CH-1 2.TRANECVHE450L05D01823CH-2 3.MUELLER5G4A10CHP1 4.MUELLER5G4A10CHP2 5.MUELLER5G4A10CHP3 6.MEULLER50CHP4 7.MUELLER50CHP5 8.MUELLER3KH4A25HWP1 9.MUELLER3KH4A25HWP2 10.MARLEYNC8304EL2GS206343-A1CT 11.AMERICAN TURBINE12ML00L60464CWP1 12.AMERICAN TURBINE12ML00C0801044315010FCWP2 BUILDING 163 ROOM BA108 TEMPLE 1.TRANECVHE500L94C02366CH1 2.YORKYTK9J4FI-CTGGAEM271711CH2 3.AURORA93-14586-250P1 4.AURORA93-14586-250P2 5.AURORAINLINE60S1 6.AURORA93-14910-160S2 7.AURORA93-14910-260S3 8.AURORA93-1490730S4 9.PEERLESS8AF1275CWP1 10.PEERLESS8AF1275CWP2 11.PEERLESS8AF1275CWP3 BUILDING 163 ROOM BD111 TEMPLE 1.MCQUAYTC260B5PG0004000CH3 2.AURORA83-14875-115CWP1 3.AURORA83-14875-215CWP2 4.AURORAINLINE15P3 BUILDING 163- SURGERY ROOF-TEMPLE 1.TRANEPTAC1404U04G05760 BUILDING 162 RESEARCH 1.TRANERTAA1254U99F09376 BUILDING 171-TEMPLE 3.TRANERTHR130U03H06688CH1 4.TRANERTHR130U03H06689CH2
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