Sources Sought Notice Page 4 of 4 *= Required Field Sources Sought Notice Page 1 of 4 Department of Veterans Affairs Sources Sought Notice Chiller Plant Maintenance Louis Stokes Cleveland VA Medical Center This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s offered products, services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought. The Department of Veterans Affairs (VA), VA Healthcare System, Network Contracting Office (NCO) 10, on behalf of Louis Stokes Cleveland VA Medical Center in Cleveland, Ohio, is conducting market research through this sources sought notice to seek sources that can provide Chiller Plant Maintenance and Services for the Louis Stokes Cleveland VA Medical Center. The NAICS Code for this acquisition is 811310, size standard of $12,500,000. The product service code is J041. The contracting office is contemplating award of a Firm-Fixed-Price contract for this service. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Pursuant to FAR Part 10, Market Research, the purpose of this notice is to determine if sources capable of satisfying the agency's requirements exists and to determine the commercial practices of company's engaged in providing the needed service. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action. This is a "REQUEST FOR INFORMATION" only. Requests for a solicitation will not receive a response. DESCRIPTION The Louis Stokes VA Medical Center located at 10701 East Blvd, Cleveland, Ohio 44106 is seeking a qualified contractor to provide all labor, materials, equipment, transportation, and supervision necessary to provide full-service, on-site Chiller Plant Maintenance to maintain and service all chillers, pumps, cooling towers, VFDs, and building automation controls necessary to cool and de-humidify the Medical Center for the health and safety of our patients, staff, medical equipment and visitors. GENERAL REQUIREMENTS Please provide the requested information with any responses: 1. Company Name and POC information. 2. SAM.gov UEI number. 3. GSA contract number if these services are offered on Federal Supply Schedule. 4. Socioeconomic category (SDVOSB, VOSB, WOSB, 8a, Small Business or Large Business). If this contract is set-aside, it will be subject to the Limitations on Subcontracting rules per FAR 52.219-14, 13 CFR 125.6 and VAAR 852.219-75. 5. Please provide a capability statement that addresses the organization s qualifications and ability to perform as a contractor for the work described below. 6. Statement ensuring any licenses, insurances, training, certifications, or special accommodations necessary to perform this task will be met. If there are specific requirements, please provide rationale. 7. Any questions, comments, or concerns, that may otherwise assist us. RESPONSE COMMITMENT Please send all inquiries to: chad.kemper@va.gov. Phone calls will not be accepted. Eligibility in participating in a future acquisition does not depend upon a response to this notice. ?.## STATEMENT OF WORK (SOW) Contract Title Chiller Plant Maintenance Background The Louis Stokes VA Medical Center located at 10701 East Blvd, Cleveland, Ohio 44106 is seeking a qualified contractor to provide all labor, materials, equipment, transportation, and supervision necessary to provide full-service, on-site Chiller Plant Maintenance to maintain and service all chillers, pumps, cooling towers, VFDs, and building automation controls necessary to cool and de-humidify the Medical Center for the health and safety of our patients, staff, medical equipment and visitors. Scope The vendor shall supply all labor, materials, equipment, clean up, transportation, and supervision necessary to perform all full-service, on-site maintenance, repairs, and replacement as scheduled and needed to the chiller plant chillers, cooling towers, pumps and any auxiliary equipment located at Louis Stokes Cleveland VA Medical Center to maintain the equipment in full operational status. This will include all equipment listed in Parts One, Two, Three, Four and Five. Vendor will have documented certified technicians and the ability to provide repair and replacement parts. The Louis Stokes Cleveland VA Medical Center is expecting to add an additional/new chiller during Fiscal Year 2026. The new Chiller will be added to the scope of the contract. Specific Tasks See equipment list and maintenance description below: 5.1. Task 1: Part One - Centrifugal Chillers NUMBER MFG MODEL TONS/ OUTPUT CH-I TRANE CVHF128NA 1,200 4160V CH-2 TRANE CVHF128NA 1,200 4160V CH-3 TRANE CVHF128NA 1 ,200 4160V CH-4 TRANE CVHF1280 1,200 480V CH-5 TRANE CVHF13DFA 1,200 480V 5.1.1. Requirements for Centrifugal Chillers and Rotary Chillers: ANNUAL Maintenance Once a year, thorough preventative maintenance will be performed, including the following: Furnish oil filters and gaskets as required. Pressure test as required using system pressure. Repair any leaks. Provide refrigerant leak reports to owners as required by EPA guidelines. Detailed inspection of purge system and thorough cleaning of purge compressor, purge oil separator, purge drum. Detailed inspection of purge system to include control circuit diagnostics, purge tank checkout and water removal, replace filter drier cores and clean the air-cooled condenser, if applicable. Check the condition of contacts for wear, pitting, etc. Check and calibrate safety controls, including all transmitters, flow meters, and all other monitoring devices. Meg compressor motor and oil pump. Check main starters and perform recommended testing (this includes all the chillers). Check the main starters, tighten all starter terminals, and check contacts for wear. Check overloads. Tighten motor terminals and control panel terminals. Clean oil strainer, replace filter and gasket where required. Tighten oil heater leads. Check operation of vane position. Take oil sample and have analyzed for acid, moisture, and wear metal content. Change oil when so indicated by oil analysis unless done on annual schedule. Provide yearly recommended maintenance on refrigerant monitor along with calibration test, if applicable. Report any noted deficiencies. Monthly Maintenance: Monthly inspections to be made during the operating season, to include the following: Adjust operating and safety controls. Record settings. Complete operating log of temperatures, pressures, and voltages. Change oil in purge vacuum pumps when required. Check operation of purge system. Check operation of control circuit. Check operating of lubricant system including oil pump and oil pressure regulator. Check operation of motor and starter. Check customer log with the operator, discuss operation of the machine generally. Report to operator any uncorrected deficiencies noted. Make operating log of temperatures, pressures, voltages, amperages, etc. Check and adjust operating and safety controls. Check operation of oil reservoir sump heater. Check oil level and add as required. Check operation of control circuit. Check operating log with operator, discuss operation of the machine generally. Check operation of motor and starter. Seasonal Start Up The contractor will advise regarding the start of the month. 1. Test motor (Meg). 2. Start the machine, check controls, and calibrate. 3. Complete operating log and record settings monthly. 4. Check refrigerant and oil levels. 5. Check purge operation. 6. Check starter operation, voltage, and current. Set up operating log with operator, instruct, and advise troubleshooting techniques. Analysis Services Various diagnostic tests are to be performed depending on equipment duty and type. Reports with interpretation and recommendations are to be included. 1. Oil sample and analysis for wear metals, acid content, and moisture. Sample to be taken two (2) times per year. 2. Refrigerant analysis for acid and moisture content (as required). Annual Operator Training Training of operators or building engineers on the equipment covered, if required. 1. Eight (8) hours of training per year for every boiler plant employee, up to 16 employees. 2. Any un-utilized training costs will be reimbursed. Parts Replacement All parts needed to replace failed components on non-covered equipment will be offered at a discount percentage (30%). This does not include materials or components, such as refrigerant, oil, and other materials the contractor will provide to perform maintenance and repairs as emergencies or scheduled under annual maintenance, monthly maintenance, seasonal start up and analysis services. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. Written Reports: Provided to customer representative following each regular inspection or emergency call. 5.2. Task 2: Part Two Trace Automation & Controls 5.2.1. Requirements for Tracer Automation Equipment Main Plant and Process Chiller Plant: A. Contractor will provide full-service coverage for regular systematic maintenance and parts, materials and labor for repairs, including all software support, defects in materials or manufacture, or due to normal wear and tear. B. Contractor will provide and install any new operational software and/or graphics with the latest revisions over the course of the contract. C. Unit maintenance and repair/replacement of PCs, Monitors, UPSs and associated equipment will be the liability of the contractor over the duration of the contract with no additional cost. D. Scheduled maintenance includes diagnosis of system performance, inspection, cleaning, adjustments, and other procedures as required by specifications according to system use and configuration. Semi-Annual Preventative Maintenance Maintenance/repair or replacement if required of the Building Automation Systems. Includes all operated valves, programming panels, BCU s, Tracer Output/Input panels and workstations associated with Energy Center equipment and operations, to include the following: Master Station Check the operating environment and clean the console. Check and clean the central processing unit and record input voltage. 2. If necessitated by operational difficulties, run system diagnostics. Contractor will provide and install any new operational software and/or graphics with the most current version at no cost over the course of the contract. 3. Clean and maintain BCU modules in both the Penthouse and Ambulatory Care. 4. Check and clean CRTs and Printers. 5. Perform complete system backup. 6. Remote Stations and Field Hardware: Verify regulated power assembly and battery voltages, adjust as required. Inspect cabinet at earth ground potential. Verify proper system electrical ground isolation. Inspect interconnecting cables and electrical connections. Via terminal exercise-controlled devices with manual command functions and verify proper response of connected field hardware. Check for alarms and overrides. Note specific alarm and override conditions for review with the owner personnel. Clean external surfaces of the panel enclosure and associated field equipment units. Review system performance with Medical Centers designated contact. Discuss specific parameter changes implemented as required. Inspect interior surfaces and components of the panel enclosure and associated field equipment. Ensure all mounted devices add plug in components are securely in place. Evaluate binary and analog points for proper operation and reporting Perform a general performance review of all points. Check individual critical points. Determine new or revised calibration coefficients as required. Record any parameter values which are different than those shown on program listings. ANNUAL OPERATOR TRAINING The contractor will provide up to eight (8) hours of Tracer Summit on-site customer training, if requested. WRITTEN REPORTS Provided written reports to COR following each regular inspection or emergency call. 5.3. Task 3: Part Three Chill Water/Tower Water Pumps, & Drives NUMBER MFG MODEL SERVICE CWP-I WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-2 WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-3 WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-4 WEINMAN 444TT CHILLED WATER 2400GPM 150HP CWP-5 PACO 444TT CHILLED WATER 2400GPM 150HP CWP-6 PACO 444TT CHILLED WATER 2400GPM 150HP VFD CWP-1 DANFOSS/ GRAHAM VLT6000H190 CHILLED WATER 480V VFD CWP-2 DANFOSS/ GRAHAM VLT6000H190 CHILLED WATER 480V VFD CWP-3 DANFOSS/ GRAHAM VLT6000H190 CHILLED WATER 480V VFD CWP-4 HONEYWELL SMART VFD HVFDSD3C1500G100 CHILLED WATER 480V VFD CWP-5 EATON CFX9000 CHILLED WATER 480V VFD CWP-6 EATON SVX9000 CHILLED WATER 480V TWP-I WEINMAN 12L2 TOWER WATER 3600GPM 100HP TWP-2 WEINMAN 12102 TOWER WATER 3600GPM 100HP TWP-3 WEINMAN 12L2 TOWER WATER 3600GPM 100HP TWP-4 WEINMAN 12L2 TOWER WATER 3600GPM 100HP TWP-5 PACO KP8012-56 TOWER WATER 3600GPM 100HP TWP-6 PACO 8012 TOWER WATER 3600GPM 100HP VFD-TWP-1 DANFOSS/ GRAHAM MCD3075 TOWER WATER 480V VFD-TWP-2 DANFOSS/ GRAHAM MCD3075 TOWER WATER 480V VFD-TWP-3 DANFOSS/ GRAHAM MCD3075 TOWER WATER 480V VFD-TWP-4 EATON SVX9000 TOWER WATER 480V VFD-TWP-5 EATON CFX9000 TOWER PUMP 480V VFD-TWP-6 EATON SVX9000 TOWER PUMP 480V 5.3.1. Requirements for all Chill-Water, Tower/Condenser Water Pumps: Monthly Maintenance Monthly inspections to be made during the operating season, to include the following: 1. Lubricate pump bearings per manufacturer s recommendations. 2. Lubricate motor bearings per manufacturer s recommendations. 3. Check the suction and discharge pressures. 4. Check packing or mechanical seal and adjust as necessary. 5. Check motor voltage and amperage. SEASONAL START UP 1. Clean pump strainers. 2. Lubricate pump bearings per manufacturer s recommendations. 3. Lubricate motor bearings per manufacturer s recommendations. 4. Tighten all nuts and bolts. Check motor mounts and vibration pads. 5. Visually check pump alignment and coupling. 6. Check motor operating conditions. 7. Inspect electrical connections and contractors. 8. check mechanical seals or pump packing. 9. Operate pumps and check efficiency. PARTS REPLACEMENT All parts or failed components of the equipment needed to be replaced will be provided by the vendor/contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. WRITTEN REPORTS Provided to customer representative following each regular inspection or emergency call. 5.3.2. Requirements for Adjustable or Variable Frequency Drives ANNUAL MAINTENANCE: Once a year a thorough preventative maintenance schedule will be performed including the following: Base year initial base line reading of all VFDs will be provided in written report and subsequent yearly reports will be provided. Remove all debris, dust, or residue material from the drive enclosure. Clean printed circuit boards with an approved cleaner or small brush. Inspect for any lose plugs or ribbon cables. Inspect for any damaged or missing items. Look for any overheated or charred components. Look for discolored components, smudges, or smoke residue. Tighten all connections. Inspect cooling fans for proper operation and change filters quarterly. Check the continuity of all control circuit fuses. Perform diode test of the diode bridges. Perform continuity check of Debus and bus caps. Perform diode test of transistors. Check and record AC line voltage. Check and record motor output lead voltage for balanced supply. Check and record Debus voltage. Compare data with previous tests to expose degradation of components. PART REPLACEMENT All parts needed to replace failed components of the equipment will be provided by the contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. 5.4. Task 4: Part Four Cooling Towers, Cooling Tower Fan Drives, Semi-Annual Tower Cleaning, & Disinfection NUMBER MFG MODEL TONS MOTOR CT-I EVAPCO REP 224-018 1200TONS 2CELLS CT-2 EVAPCO REP 224-018 1200TONS 2CELLS CT-3 EVAPCO REP 224-018 1200TONS 2CELLS CT-4 EVAPCO REP224-118 1200TONS 2CELLS CT-5 EVAPCO AT224-118 1200TONS 2CELLS VFD-CT-I HONEYWELL SMART VFD HVFOSD306005100 COOLING TOWER FANS 30 60HZ VFD-CT-2 DANFOSS/ GRAHAM VLT6000 COOLING TOWER FANS 30 60HZ VFD-CT-3 DANFOSS/ GRAHAM VLT6000 COOLING TOWER FANS 2 @ 30EA 60HZ VFD-CT-4B EATON CFX9000 COOLING TOWER FAN 1 30HZ VFD-CT4A HONEYWELL NXS0300A1001 COOLING TOWER FAN 1 30HZ VFD-CT-5 EATON SVX9000 FANS 2 60HZ 5.4.1. Requirements for Cooling Towers/Fluid Coolers MONTHLY MAINTENANCE Monthly inspections are to be made during the operating season, to include the following: Inspect the fan, motor, and belt. Check the oil level and add oil as needed. Check the intake strainer on cooling towers. Check operating conditions. Adjust as required. CLEANING & DISINFECTION PROCESS To be completed in early Spring (March/April) and late Fall (October/November) dependent on weather conditions and scheduled through the COR. The following stages highlight the general approach for cleaning and disinfection of cooling water systems. Certain modifications may be required depending on system access, design, operation or the like. All stages in the clean and disinfection process shall require assistance from the Customer such as the operation engineer who is familiar with the system. All supplies and PPE will be contractor supplied. Proper LOTO will be utilized as needed. Stage I Pre-Clean Disinfection for the destruction of biofilms and pathogens All cooling tower fans must be shut OFF and proper LOTO procedures in place prior to start of process, and all recirculation pumps must be ON. The system is disinfected using an oxidizing biocide such as chlorine or an equivalent chemistry. A bio dispersant may also be added to help remove organic deposits and enhance disinfection. Stage II Mechanical Cleaning for surface sanitation and removal of deposits Each system cell and/or sump is isolated and drained for mechanical cleaning. Each system cell is pressure washed from top to bottom, internal and external, as is reasonably accessible to remove deposits. Exceptional care is taken to remove deposits without damaging the fill pack. Deposits, including the sump if included in the scope, are removed for disposal. The Customer shall assist with disposal in the appropriate dumpsters or equivalents. Stage III Post-Clean Disinfection for the destruction of dislodged biofilms and pathogens. All cooling tower fans must be shut OFF, and all recirculation pumps must be ON. The system is disinfected using an oxidizing biocide such as chlorine or equivalent chemistry. The full water treatment program must be immediately resumed following the disinfection step to re-passivate system metallurgy. Stage IV Documentation and Certification The cleaning and disinfection service is documented with a service report with photos and a certificate for a record of due diligence. Documentation supports a site risk reduction program for control of Legionella in cooling water systems. SEASONAL START UP/SHUTDOWN The vendor will do a full check and start-up of all cooling towers and fluid coolers ensuring full operability. Clean debris from the platform and surrounding area. Clean water sump and check condition. Check make-up valve operation and adjust accordingly. Check and clean bleed-off line and overflow. Clean tower strainers. Check the condition of tower spray nozzles and eliminators. Check sump heaters and thermostats for calibration and operation. Check and adjust fan belts, as necessary. Check for leaks. Lubricate fan and motor bearings per manufacturer s recommendations. Check the amperage on motors. Inspect electrical connections, contractors, relays, and operating/safety controls. PARTS REPLACEMENT All parts needed to replace failed components of the equipment will be provided by the vendor/contractor. This includes materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under monthly maintenance and seasonal start up. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. WRITTEN REPORTS Provided to customer representative following each regular inspection or emergency call. Requirements for Adjustable or Variable Frequency Drives ANNUAL MAINTENANCE Once a year a thorough preventative maintenance schedule will be performed including the following: Base year initial base line reading of all VFDs will be provided in written report and subsequent yearly reports will be provided. Remove all debris, dust, or residue material from the drive enclosure. Clean printed circuit boards with an approved cleaner or small brush. Inspect for any lose plugs or ribbon cables. Inspect for any damaged or missing items. Look for any overheated or charred components. Look for discolored components, smudges, or smoke residue. Tighten all connections. Inspect cooling fans for proper operation and change filters quarterly. Check the continuity of all control circuit fuses. Perform diode test of the diode bridges. Perform continuity check of Debus and bus caps. Perform diode test of transistors. Check and record AC line voltage. Check and record motor output lead voltage for balanced supply. Check and record Debus voltage. Compare data with previous tests to expose degradation of components. PART REPLACEMENT All parts needed to replace failed components of the equipment will be provided by the contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. 5.5. Task 5: Part 5 Rotary Chillers and Auxiliary Equipment (Process System) QTY DESCRIPTION MODEL MFG TYPE 2 CHILLERS 1,2 RTWD250F TRANE DUAL COMPRESSOR 134A 2 CHILLED WATER PUMPS EJMM2531T BALDOR 25HP 2 CONDENSER PUMPS EJMM1531T BALDOR 15HP 4 PUMP VFD S 1,2,3,4 TR200 TRANE 2 DRY-COOLER CONDENSERS REPCM-ACC KRAMER 8 FANS EACH 1 TRANE TRACER AUTOMATION SYSTEM MISC. PROCESS CHILLER 5.5.1. Requirements for Rotary Chillers: ANNUAL MAINTENANCE Once a year, thorough preventative maintenance will be performed, including the following Furnish oil filters and gaskets as required. Pressure test as required using system pressure. Repair any leaks. Provide refrigerant leak report to owners as required by EPA guidelines. Detailed inspection of purge system and thorough cleaning of purge compressor, purge oil separator, purge drum. Detailed inspection of purge system to include control circuit diagnostics, purge tank checkout and water removal, replace filter drier cores and clean the air-cooled condenser, if applicable. Check the condition of contacts for wear, pitting, etc. Check and calibrate safety controls, including all transmitters, flow meters, and all other monitoring devices. Meg compressor motor and oil pump. Check main starters and perform recommended testing (this includes all the chillers). Check main starters and tighten all starter terminals and check contacts for wear. Check overloads. Tighten motor terminals and control panel terminals. Clean oil strainer, replace filter and gasket where required. Tighten oil heater leads. Check operation of vane position. Take oil sample and have analyzed for acid, moisture, and wear metal content. Change oil when so indicated by oil analysis unless done on annual schedule. Provide yearly recommended maintenance on refrigerant monitor along with calibration test, if applicable. Report any noted deficiencies. MONTHLY MAINTENANCE Monthly inspections to be made during the operating season, to include the following: Adjust operating and safety controls. Record settings. Complete operating log of temperatures, pressures, and voltages. Change oil in the purge vacuum pumps when required. Check operation of purge system. Check operation of control circuit. Check operating of lubricant system including oil pump and oil pressure regulator. Check operation of motor and starter. Check customer log with operator, discuss operation of the machine generally. Report to operator any uncorrected deficiencies noted. Make operating log of temperatures, pressures, voltages, amperages, etc. Check and adjust operating and safety controls. Check operation of oil reservoir sump heater. Check oil level and add as required. Check operation of control circuit. heck operating log with operator, discuss operation of the machine generally. Check operation of motor and starter. SEASONAL START UP The contractor will advise regarding the start of the month. Test motor (Meg). Start machine, check controls, and calibrate. Complete operating log and record settings monthly. Check refrigerant and oil levels. Check purge operation. Check starter operation, voltage, and current. Set up operating log with operator, instruct, and advise troubleshooting techniques. ANALYSIS SERVICES Various diagnostic tests are to be performed depending on equipment duty and type. Reports with interpretation and recommendations are to be included. Oil sample and analysis for wear metals, acid content, and moisture. Sample to be taken two (2) times per year. Refrigerant analysis for acid and moisture content (as required). ANNUAL OPERATOR TRAINING Training of operators or building engineers on the equipment covered, if required. Eight (8) hours of training per year for every boiler plant employee, up to 16 employees. Any unutilized training costs will be reimbursed. PARTS REPLACEMENT: All parts needed to replace failed components on non-covered equipment will be offered at a discount percentage (30%). This does not include materials or components, such as refrigerant, oil, and other materials the contractor will provide to perform maintenance and repairs as emergency or scheduled under annual maintenance, monthly maintenance, seasonal start up and analysis services. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. WRITTEN REPORTS Provided to customer representative following each regular inspection or emergency call. 5.5.2. Requirements for Adjustable or Variable Frequency Drives ANNUAL MAINTENANCE Once a year a thorough preventative maintenance schedule will be performed including the following: Base year initial base line reading of all VFDs will be provided in written report and subsequent yearly reports will be provided. Remove all debris, dust, or residue material from the drive enclosure. Clean printed circuit boards with an approved cleaner or small brush. Inspect for any lose plugs or ribbon cables. Inspect for any damaged or missing items. Look for any overheated or charred components. Look for discolored components, smudges, or smoke residue. Tighten all connections. Inspect cooling fans for proper operation and change filters quarterly. Check the continuity of all control circuit fuses. Perform diode test of the diode bridges. Perform continuity check of Debus and bus caps. Perform diode test of transistors. Check and record AC line voltage. Check and record motor output lead voltage for balanced supply. Check and record Debus voltage. Compare data with previous tests to expose degradation of components. PART REPLACEMENT All parts needed to replace failed components of the equipment will be provided by the contractor. This includes all materials or components, such as refrigerant, oil, and other materials the Contractor will provide to perform maintenance and repairs as scheduled under annual maintenance. Any parts, repairs, and/or maintenance outside of the standard maintenance that will require additional charges must be discussed with the COR and CO prior to any work being done. All additional charges will require a new purchase order to be issued. Work done without a purchase order will be assumed to be covered by the Vendor. Only the CO can obligate funding. Deliverables The contractor will provide the following: Monthly preventive maintenance/ repair reports on all chiller plant equipment. Yearly refrigerant leak test reports. Yearly chiller vibration reports. Yearly oil test reports. Copies of all testing results along with certifications will be submitted to the COR. Performance Monitoring The COR will ensure maintenance and repairs are completed in accordance with the QASP submitted. Check In Requirements The Contractor Service Personnel and/or representative must report to the appropriate department Supervisor or designated point of contact (POC) to sign in with department staff before work begins. Additionally, one must submit any mobile media devices that would be used on the system for a virus scan. Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor to brief that Supervisor or related department staff point of contact (POC) if Supervisor is unavailable concerning completion of service, and then to sign out. At the end of each briefing, Contractor Service Personnel and/or representative will and must sign out. Security Requirements The C&A requirements do not apply, and a Security Accreditation Package is not required. 9.1. Dedicated personnel will be assigned solely to observe, interact, assist, and assure protection of VA sensitive information. 9.2. Contractor employees providing services at VA facilities may undergo a security clearance in the form of a basic background investigation. General Security 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. VA Information Custodial Language 10.1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). 10.2. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) There will be no government furnished equipment provided for the purposes of this contract. Other Pertinent Information or Special Considerations Any additional testing required outside this contract will require the contractor to submit a quote to COR and receive an approved PO before beginning work. Identification of Possible Follow-on Work N/A Identification of Potential Conflicts of Interest (COI) N/A Identification of Non-Disclosure Requirements Not required Inspection and Acceptance Criteria The Contractor will be responsible for meeting timelines listed in this SOW. The COR shall make the final determination for satisfactory acceptance of work performed. Risk Control Work performed within the medical center may present health risks including exposure to illness and infection control. Contractor will take action to recognize and follow warning information throughout the facility. Place of Performance Louis Stokes VA Medical Center 10701 East Blvd. Cleveland, Ohio 44106 Period of Performance Base Year: Nov 1, 2025 Oct 31, 2026 Option Year 1: Nov 1, 2026 Oct 31, 2027 Option Year 2: Nov 1, 2027 Oct 31, 2028 Option year 3: Nov 1, 2028 Oct 31, 2029 Option Year 4: Nov 1, 2029 Oct 31, 2030 Standard Work Hour The Contractor shall perform all services required under this contract during the following standard work hours, except as otherwise authorized in writing by the Contracting Officer: Standard work hours are Monday through Friday, 8:00 AM to 4:30 PM Eastern Standard Time (EST). The Contractor shall ensure that all necessary personnel are available during these hours to perform the required services effectively. Any requests for deviations from these hours must be approved in advance by the COR. Any services that may cause additional charges or payments to be incurred must be scheduled in advance and approved by the Contracting Officer. Pre-approved Overtime For planned, non-emergent overtime work, the Contractor must seek pre-approval in writing from the COR and Contracting Officer. Rates and terms for pre-approved overtime will be detailed in the contract modification or separate PO. Emergency Work Authorization In the event of an emergency that requires immediate attention beyond standard work hours, the Contractor shall respond as quickly as possible to address the issue. The Contractor must obtain verbal authorization from the Contracting Officer or COR before beginning any work. Federal Holidays The following federal holidays are observed by the federal government. On these days, the Contractor is not required to perform services unless otherwise specified in the contract or approved in advance by the Contracting Officer. New Year's Day January 1 Martin Luther King Jr. Day Third Monday in January Presidents' Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 In addition to the above federal holidays, the President of the United States can decree new holidays. The Contractor shall observe any such additional holidays as declared. Changes to the Scope of the Contract Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. The Government reserves the right to add or remove any additional HVAC systems to the contract if necessary. Furthermore, the Government reserves the right to add, increase, or decrease chiller plant chillers, cooling towers, pumps and any auxiliary equipment to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.
