Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 02, 2014 FBO #4634
DOCUMENT

J -- Chiller Maintenance and Service - Attachment

Notice Date

7/31/2014
 

Notice Type

Attachment
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 8 (NCO 8);8875 Hidden River Pkwy Suite 525;Tampa FL 33637
 

ZIP Code

33637
 

Solicitation Number

VA24814I1578
 

Response Due

8/8/2014
 

Archive Date

8/23/2014
 

Point of Contact

LaVerne Astroth
 

E-Mail Address

laverne.astroth@va.gov
(LaVerne.Astroth@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought Announcement. The Department of Veterans Affairs (VA), James A. Haley A. Haley Veterans Hospital, located in Tampa, FL, is conducting a market survey to determine the availability of businesses capable and interested in providing chiller maintenance and repair service in accordance with the attached Statement of Work, for the James A. Haley Veterans Hospital, Tampa, FL. This Request for Information announcement number is VA-248-14-I-1578. THIS IS NOT A REQUEST FOR PROPOSALS, QUOTATIONS, OR BIDS. THE VA RESERVES THE RIGHT TO SOLICIT THIS SERVICE AS APPROPRIATE. Contractor shall provide services in accordance with the Statement of Work (SOW) below: STATEMENT OF WORK CHILLER INSPECTION AND SERVICE PLACE OF PERFORMANCE. James A. Haley Veterans Administration Medical Center (JAHVAMC) Central Energy Plant 13000 Bruce B. Downs Blvd Tampa FL. SCOPE OF WORK. Contractor shall maintain the referenced chillers and ancillary equipment, including oil pumps, oil heaters, oil pressure transducers, and oil temperature, in good operating condition in accordance with manufacture's recommendations. Contractor shall supply all labor, test equipment, tools, materials, replacement parts, oil, lubricants, supplies, software, transportation, supervision, and any other items and services necessary to accomplish inspections and services described herein to include emergency repairs. Equipment to be serviced is located at the James A Haley VA Hospital Building #1, Central Energy Plant Building #39, and Community Living Center Building 30. DESCRIPTION OF SERVICE/GENERAL INFORMATION. a. Hours of Operation and Scheduling: 1.Work in Building #39 Central Energy Plant may be accomplished as scheduled in advance, 24 hours a day, 7 days per week. 2.Work in Building #1 and Building #30 shall be accomplished during normal working hours 7:00AM - 4:30PM, Monday through Friday excluding Federal Holidays. 3.Schedule all work with Building #39 Central Energy Plant Work Leader or Supervisor at (813) 972-2000 extension 7080, Monday through Friday, 7AM to 3PM. 4.The Central Energy Plant is manned 24 hours a day, 7 days a week, by Central Energy Plant Operators. 5.All work shall be scheduled to occur January through March. 6.Inspections shall be scheduled in each quarter. 7.All emergency repair work accomplished shall have prior approval of the Central Energy Plant Supervisor or his designee. b. Notification and Response Time for Emergency Repairs: 1.The contractor must be onsite within two hours of receiving notification of a need for an emergency repair from the Central Energy Plant Supervisor or designee. 2.The contractor shall sign in/out at CEP listing the time of arrival and departure from the job site. The contractor shall accomplish a trip slip for each day at the VA facility, listing a detailed description of the work performed and time(s). SPECIFIC TASKS 1. Building #39, Air & Water Distribution Cooling Towers, 4 Each 1,000 Ton Amarillo Gear Drive a.No more than one unit is to be serviced at one time unless weather permits. b.Additional units can be serviced, subject to the approval by the Central Energy Plant Supervisor. c.Service includes visual and operational inspection to check for water flow, tower build-up, motor and drive condition, drive and fan alignment and overall performance. d.Each unit is to have the gear box oil replaced and all components lubricated. Contractor will remove all waste oil and products from the medical center property. e.Additionally, each unit will have quarterly visual and operational inspections. f.Contractor to perform annual cleaning of cooling tower basin sumps. CEP can pump level to approximately 3500 gallons. Residual water to be removed, cooling tower basin to be pressure washed, and all residual mud and debris removed. g.No more than one unit is to be serviced at one time unless weather permits. Additional units can be serviced, subject to the approval by the Central Energy Plant Supervisor. 2. Bldg 39 Chillers, Carrier -19XR 1000 Ton Centrifugal (5 Each) and Carrier - 19XR 500 Ton Centrifugal (1 Each) a.Each unit to be serviced once each year, with the exception of oil changes and oil sample testing. b.No more than one unit to be serviced at one time unless weather permits. Additional units can be serviced, subject to the approval by the Central Energy Plant Supervisor. c. Service to include for each unit; leak check with leak detector, review and evaluation of log readings, sample and analysis of refrigerant and oil and the following: 1.Check of general machine operation, controls, safety devices, gauges, indicators, piping and wiring. 2.Replace batteries in control panels on all chillers. 3.Log chill water and condensing water in and out temperatures, flow and pump delta-p, cooler (refrigerant temperatures, pressures, leaving temperature differences), condenser (water in and out temperatures, water flow and delta-p, refrigerant and sub cooler temperatures, and leaving temperature differences), oil (level, pump current, sump pressure and temperature, bearing temperature and supply pressure), refrigerant dry eye indicator status. 4.Calibrate cooler transducer, condenser transducer, oil pressure transducer, condenser high pressure cut out, oil low pressure cut out, operating controls, flow switches, motor amperage and voltage, and kW meter. Contractor must provide test sheets with all calibrated points listed including system operational set points tolerances and safety devices set point tolerances per unit. 5.Compressor oil changes shall be performed on an as-needed basis, as determined through the spectro-analysis results.. Test oil twice annually and change whenever oil no longer meets manufactures specifications and/or per chiller manufactures timeframe. Replace oil reclaim filters and airside filters on all units once each year. Remove all waste oil from property. 6.Remove condenser tube sheet cover, clean and brush condenser tubes yearly. Remove evaporator tube sheet cover, clean and brush evaporator tubes every 2 years (alternating years, 3 chillers per year). Eddy current testing shall be conducted on condenser and evaporator bundles on years of evaporator cleaning (See Attachment 1 for Eddy Current Testing Schedule). Reassemble condenser tube sheet cover and evaporator tube sheet cover. Inspect starter wire insulation. Replace refrigerant, venturi filters and drier cores. Megger compressor motor. Perform all operational tests and provide vibration analysis report. The contractor shall provide all service and test reports and other supporting documentation to the Central Energy Plant Supervisor no later than 30 days after service is performed. 7.Contractor to perform 3 additional quarterly inspections. These inspections do not include additional eddy current testing, additional gear box oil replacements, opening/ removing condenser and evaporator tube sheet covers. 3. The two below listed chillers will require 10 year maintenance. Work to be completed in addition with normal maintenance listed in SOW is as follows: a. The compressor refurbishment should include disassembly of the compressor, inspection of all rotating parts, and replacement of the complete high speed thrust assembly, transmission bearings, labyrinth seals and motor bearings. 1.Lock out and tag electrical circuits 2.Leak test entire unit 3.Recover refrigerant following EPA guidelines 4.Remove compressor oil and filters 5.Perform meg ohm test on motor terminals 6.Perform compressor slide back 7.Remove impeller and high speed thrust assembly 8.Remove compressor motor and transmission 9.Disassemble transmission, inspect gears, replace bull and pinion gear bearings 10.Reassemble transmission 11.Replace demister 12.Re-install transmission assembly 13.Re-install motor 14.Replace motor shaft bearing 15.Provide and install factory new high speed thrust assembly and labyrinth seal 16.Re-install impeller 17.Re-install compressor to vane assembly flange replacing all disturbed gaskets and 0-rings 18.Remove oil pump, disassemble and check for wear 19.Re-assemble oil pump assembly, re-install oil pump 20.Replace refrigerant, oil and oil return filters 21.Perform system leak test 22.Install new compressor oil 23.Perform dehydration vacuum and standing vacuum test 24.Charge with existing refrigerant 25.Perform system start up 26.Provide one (1) year material and workmanship warranty 27.Additional refrigerant, if required for trim charge, is not included 28.Any additional repairs or components that need replacing, other than those identified above, are not included. Remove refrigerant and re-certify, perform a complete teardown to the maximum extent possible of the chiller compressor including diffuser, high speed assembly, and transmission; inspect all interior and exterior components for wear and report all indication of possible failure to CEP supervisor for replacement; replace all seals, gaskets, o-rings, bearings and other normal wear items; b. Check chiller stator motor for damage, including motor windings and bearings; re-assemble chiller compressor assembly; perform all additional maintenance requirements as listed by Carrier recommendations; charge chiller with refrigerant. Chiller #5 Model #- 19XR-7070565EK568 Serial #- 2805Q71464 h.10 YEAR TEARDOWN OF CHIILER #5 TO BE PERFORMED 1December2014 and 1March2015 with approval of the Central Energy Plant Supervisor. Chiller #6 Model #- 19XR-8686574EHH685 Serial #-2807Q74389 i.10 YEAR TEARDOWN OF CHIILER #6 TO BE PERFORMED 1December2017 and 1March2018 with approval of the Central Energy Plant Supervisor. 4.Building 1, Chiller -York Screw BSI-CGC 225 Tons (1 Each) a. Service the same as Building 39 chillers, except all service must be accomplished during normal working hours and scheduled at least 2 weeks in advance with the VA before taking equipment offline. 5.Building 1, Chiller - Carrier 30RBA250 (1 Each), Chiller - Carrier 30RAN022 (1 Each) a. Contractor to perform the following on (2) Carrier air cooled chillers listed above: 1.Check machines general safety, record unit run hours. 2.Check compressor oil level, condenser fan operation, compressor sump oil temperatures, perform visual check for oil leaks, check water pressure drop across evaporator,, perform inspection for refrigerant leaks, check evaporator water temperature difference, refrigerant temperature, mechanical and electrical interlocks, water flow switches, evaporator pressure, volts and amps, discharge pressure, unusual noise and vibration. 3.Clean, calibrate, inspect, test, and log operational information per visit. 4.Visits shall be performed quarterly. 5.Perform annual shut-down inspection. Clean condenser coils quarterly 6. The contractor shall provide all service and test reports and other supporting documentation to the Central Energy Plant Supervisor no later than 30 days after service is performed. 6. BUILDING 30, Chillers - York, air cooled centrifugal chillers (2 each); Equipment serial numbers SFUM-325300 and SETM-988280: a.Maintenance service shall be performed in accordance with manufacturer's guidelines. b.Provide all service and test reports including supporting documentation to the Central Energy Plant Supervisor no later than 30 days after service is performed. 7. BUILDING 1, PACU Chillers-- York, air cooled centrifugal chillers (2 each); Equipment serial numbers SEVM-324850 and SEVM-324900: a.Maintenance service shall be performed in accordance with manufacturer's guidelines. b.Provide all service and test reports including supporting documentation to the Central Energy Plant Supervisor no later than 30 days after service is performed. QUALIFICATIONS. All work for the duration of the contract shall be performed by certified factory-trained personnel for the support of Carrier and York Chillers. CONFIRMATION OF REPAIR WORK. a.All service to be confirmed and approved by Central Energy Plant Supervisor or his/her designee. b.When service is completed, the certified technician must indicate on the service ticket the equipment serviced, specific action taken and all parts replaced. The equipment must be identified clearly by name, serial number and location. COMPLIANCE. The contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/ occupational safety laws, rules, and regulations. The contractor shall follow life and safety codes, and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working procedures; example; lockout/tagout. All work for the duration of the contract shall be performed by certified trained technicians. CONTRACTOR EMPLOYEES. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc. FEDERAL HOLIDAYS. The following Federal legal holidays are observed by this facility: New Year's Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day Emergency Repairs Historical Data: Six emergency repairs have been required during the last 12 months. With No Sensitive Data but Requires Training VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE VA INFORMATION CUSTODIAL LANGUAGE: a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. SECURITY INCIDENT INVESTIGATION: a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH: a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. SECURITY CONTROLS COMPLIANCE TESTING : On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day's notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. TRAINING: a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training. (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior. b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW. Interested Vendors The applicable NAICS for this service is 811310. To be considered for this requirement, vendors must be registered in the System for Award Management (SAM - https://www.sam.gov) and be identified as having the correct NAICS code. Any vendor interested in this requirement should include the following information: 1.Company Information (business name, DUNS number, business size/category, GSA schedule if applicable) 2.Capability Statement (brief background of capabilities, resources, experience, etc) 3.Contact information (POC name, email, and phone) All information regarding this requirement will be posted on the Federal Business Opportunities website (FBO - www.fbo.gov). All responses to this sources sought notice shall be submitted to the following email address: Laverne.Astroth@va.gov. Please do not call or leave voice messages. The closing time/date for responses is 1100 AM EST, Aug 8, 2014. This sources sought notice is for market research purposes only. THIS IS NOT A SOLICITATION AND DOES NOT REQUIRE THE GOVERNMENT TO ISSUE A SOLICITATION. The Government will not pay for any information submitted under this notice. ***** End Word Document - 'RFI-DESCRIPTION' ***** DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TaVAMC673/TaVAMC673/VA24814I1578/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-14-I-1578 VA248-14-I-1578_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1538222&FileName=VA248-14-I-1578-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1538222&FileName=VA248-14-I-1578-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03445652-W 20140802/140801000214-87e6937ea5320d2f9626f6d8a4b5daf8 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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