J041--Chiller System Maintenance

The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Brockton, MA intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with TRANE U.S. Inc., for the following requirement: STATEMENT OF WORK Chiller Maintenance EQUIPMENT Equipment Qty Manufacturer Model Number Serial Number Asset Tag Air-Cooled Chiller 1 Trane CGAM030B2G U12F30551 EYE CLINIC Air-Cooled Chiller 1 Trane CGAM060A2P U16D54225 BLDG 3, CH 1 Air-Cooled Chiller 1 Trane CGAM080F2H U12K32472 SPD ADDITION Air-Cooled Chiller 1 Trane CGAM080F2H U12K32473 SPD ADDITION Air-Cooled Chiller 1 Trane CGAM130F2A U24E02145 BUILDING 5 CH-1 Air-Cooled Series R(TM) 1 Trane RTAC2004UR U08M02830 BLDG 2, CH 1 Air-Cooled Series R(TM) 1 Trane RTAC2004UK U05F02407 BLDG 7, CH 3 Air-Cooled Series R(TM) 1 Trane RTAC2004U1 U19E03810 CH-2 SCOPE OF WORK The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor, and transportation in performing basic preventive maintenance on the chiller systems and equipment listed in this Statement of Work located at the Department of Veterans Affairs Medical Center, 940 Belmont Street, Brockton MA 02301 in accordance with all terms and conditions of this task order and accepted quotation. Period of Performance: This will be a firm-fixed-price, base year plus four option years task order. The following is the scope of services to be performed on Covered Equipment. Items marked with an X are included in this contract. Services Included Cooling Seasonal Service X Seasonal Start-up X Operating Inspections Qty X System Shutdown X Annual Coil Cleaning Seasonal Maintenance Services Included Labor and Materials for Covered Equipment X Scheduled Maintenance Labor X Scheduled Maintenance Parts and Materials Services Included Predictive Testing and Analysis for Covered Equipment Chiller(s) Only X Spectrographic Oil Analysis. X Refrigerant Analysis Provides early warning of internal failure. X KestrelView Analysis Requires Trane laptop and Trane software X Oil Removal and Disposal by Trane by EPA Guidelines Services Included Additional Services X Air Cooled Condenser Coil Cleaning once per year VA Brockton Hospital Equipment The following "Covered Equipment" will be serviced at VA Hospital Brockton: Equipment Qty Manufacturer Model Number Serial Number Asset Tag Air-Cooled Series R(TM) 1 Trane RTAC2004UK U05F02407 BLDG 7, CH 3 Service Description Quantity Per Term Oil Sample/Spectrographic Analysis for RTAC (Service 1) 1 RTAC (7310) Annual Maintenance (Service 8) 1 RTAC Seasonal Start-Up (Service 10) 1 Oil Filter Replacement (Per Compressor) (Service 11) 1 RTAC Seasonal Shut Down (Service 12) 1 RTAC Quarterly Inspection (Service 15) 4 Equipment Qty Manufacturer Model Number Serial Number Asset Tag Air-Cooled Series R(TM) 1 Trane RTAC2004UR U08M02830 BLDG 2, CH 1 Service Description Quantity Per Term Oil Sample/Spectrographic Analysis for RTAC (Service 1) 1 RTAC (7310) Annual Maintenance (Service 9) 1 RTAC Seasonal Start-Up (Service 10) 1 Oil Filter Replacement (Per Compressor) (Service 11) 1 RTAC Seasonal Shut Down (Service 12) 1 RTAC Quarterly Inspection (Service 15) 4 Equipment Qty Manufacturer Model Number Serial Number Asset Tag Air-Cooled Chiller, Scroll Compressors 1 Trane CGAM030B2G U12F30551 EYE CLINIC Air-Cooled Chiller, Scroll Compressors 1 Trane CGAM060A2P U16D54225 BLDG 3, CH 1 Air-Cooled Chiller, Scroll Compressors 1 Trane CGAM080F2H U12K32472 SPD ADDITION Air-Cooled Chiller, Scroll Compressors 1 Trane CGAM080F2H U12K32473 SPD ADDITION Air-Cooled Chiller, Scroll Compressors 1 Trane CGAM130F2A U24E02145 BUILDING 5 CH-1 Service Description Quantity Per Term CGAM Oil sample/analysis (Service 2) 1 Air Cooled Scroll Seasonal Start Up (Service 3) 1 CGAM Coil Cleaning (Service 4) 1 CGAM Quarterly Inspection (Service 5) 4 Air Cooled Scroll Seasonal Shut Down (Service 6) 1 Equipment Qty Manufacturer Model Number Serial Number Asset Tag Air-Cooled Series R(TM) - Brazil 1 Trane RTAC2004U1 U19E03810 CH-2 Service Description Quantity Per Term R MACHINE REF SAMPLE (Service 7) 1 Oil Filter Replacement (Per Compressor) (Service 11) 1 RTAC Seasonal Shut Down (Service 12) 1 RTAC Seasonal Start Up (Service 13) 1 RTAC Annual (Solution Coil Cleaning) (Service 14) 1 RTAC Quarterly Inspection (Service 16) 4 SERVICE FLOW DETAILS Service 1: Oil Sample/Spectrographic Analysis for RTAC Description Pull oil sample for spectrographic analysis. Service 2: CGAM Oil sample/analysis Description Pull oil sample for spectrographic analysis. Service 3: Air Cooled Scroll Seasonal Start Up Description Customer Notification Initial Site Safety Inspection Lock Out Tag Out (Standard) Electrical Inspection - Control Panel Inspect Strainer and Pump - BPHE Seasonal Startup Remove LOTO and Check Heater Operation Compressor Oil Level Pre-Start TechView/KestrelView Connection Pre-Start Chiller Check CGAM Seasonal Start Unit-CGAM Compressor Oil Level Check Service 4: CGAM Coil Cleaning Description Customer Notification Initial Site Safety Inspection Lock Out Tag Out (Standard) Coil Cleaning Solution Remove Lock Out Tag Out Return Unit to Normal Operation Service 5: CGAM Quarterly Inspection Description Customer Notification of Unit Maintenance Visual Condenser Coil Check Shut Down Unit Compressor Oil Level Check- Air-Cooled Scroll Return Unit to Normal Operation TechView/KestrelView Connection Review Diagnostics Check Fans for Rubbing Check EXV Sight Glass Run Service Report From TechView Techview/Kestrel View Disconnection Service 6: Air Cooled Scroll Seasonal Shut Down Description Initial Site Inspection Review Diagnostics (Standard) Lock Out Tag Out (Standard) Check Heater Strips Service 7: R MACHINE REF SAMPLE Description R MACHINE REF SAMPLE Pull oil sample for spectrographic analysis. Service 8: RTAC (7310) Annual Maintenance Description Customer Notification Initial Site Inspection Review Diagnostics Lock out tag out at main disconnect. Electrical Inspection (RTA*) Control Panel Calibration Check Remove lock out tag out at main disconnect. Compressor Starter Inspection (Wye-Delta Closed Transition) Series R Air Cooled Compressor And Oil Separator Heater Check Flow/Differential Mechanical Switch Check Compressor Check (HeliRotor Compressors) Water pressure drop validation. Oil Level Check Per Compressor Condenser Fans Check RTA* Per Circuit Oil Analysis Per Compressor Visual Condenser Coil Check Oil Return Operation Check Per Circuit Coil Cleaning Solution Low Temperature Sensor Calibration Sub-cooling check Start Unit Leak Test Inspection (Positive Pressure) TechView/KestrelView Connection Run Service Report From TechView Techview/Kestrel View Disconnection Complete required paper work Service 9: RTAC (7310) Annual Maintenance Description Customer Notification Initial Site Inspection TechView/KestrelView Connection Run Service Report From TechView Review Diagnostics Lock out tag out at main disconnect. Electrical Inspection (RTA*) Control Panel Calibration Check Remove lock out tag out at main disconnect. Compressor Starter Inspection (Wye-Delta Closed Transition) Series R Air Cooled Compressor And Oil Separator Heater Check Flow/Differential Mechanical Switch Check Compressor Check (HeliRotor Compressors) Water pressure drop validation. Oil Level Check Per Compressor Condenser Fans Check RTA* Per Circuit Oil Analysis Per Compressor Visual Condenser Coil Check Oil Return Operation Check Per Circuit Coil Cleaning Solution Low Temperature Sensor Calibration Sub-cooling check Start Unit Leak Test Inspection (Positive Pressure) TechView/KestrelView Connection Run Service Report From TechView Techview/Kestrel View Disconnection Complete required paper work Service 10: RTAC Seasonal Start-Up Description Customer Notification Initial Site Inspection Start-Up Sequence (RTAC) Review Diagnostics Lock Out Tag Out (Standard) Condenser Fans Check RTA* Per Circuit Compressor And Oil Separator Heater Check Check oil levels Condenser Coil Check Compressor Check (HeliRotor Compressors) Oil return operation check Sub-Cooling Check Remove Lock Out Tag Out and Restore Power Complete Required Paper Work Review Diagnostics Complete Required Paper Work Service 11: Oil Filter Replacement (Per Compressor) Description Customer Notification Initial Site Inspection Serviceman Pump Down Enable Front Panel Circuit Lock Out Transfer After Serviceman Pump Down Oil Filter Change-RTAC, RTAE, RTUD, RTWD Evacuate Compressor after Repair Open Valves After Pump Down or Transfer Run Circuit and Check Oil Pressure Drop Oil Level Check (Screw Machines) Per Circuit Disable Front Panel Circuit Lock Out Return Unit to Normal Operation Service 12: RTAC Seasonal Shut Down Description Initial Site Inspection Customer Notification Of Chiller Shut Down Including Lock Out TechView/KestrelView Connection Review Diagnostics Run Service Report From TechView Techview/Kestrel View Disconnection Complete Required Paper Work Service 13: RTAC Seasonal Start Up Description Customer Notification Review Diagnostics Lock Out Tag Out (Standard) Remove Panels Generic Remove Lock Out Tag Out and Restore Power TechView/KestrelView Connection Verify Pump Operation and Water Flows-Seasonal Startup Compressor And Oil Separator Heater Check Start-Up Sequence (RTAC) Techview/Kestrel View Disconnection Lock Out Tag Out (Standard) Reinstall Panels Generic Remove Lock Out Tag Out and Restore Power Complete Required Paper Work Service 14: RTAC Annual (Solution Coil Cleaning) Description Customer Notification Initial Site Inspection Review Diagnostics Lock Out Tag Out At Main Disconnect Electrical Inspection (RTA*) Compressor Starter Inspection (Wye-Delta Closed Transition) Series R Air Cooled Flow/Differential Mechanical Switch Check Remove Lock Out Tag Out At Main Disconnect Condenser Fans Check RTA* Per Circuit Visual Condenser Coil Check Oil Return Operation Check Per Circuit Oil Level Check Per Compressor Oil Analysis Per Compressor Low Temperature Sensor Calibration Control Panel Calibration Check Leak Test Inspection (Positive Pressure) Coil Cleaning Solution Start Unit Compressor Check (HeliRotor Compressors) Compressor And Oil Separator Heater Check TechView/KestrelView Connection Run Service Report From TechView Complete Required Paper Work Service 15: RTAC Quarterly Inspection Description Customer Notification Initial Site Inspection Review Diagnostics Condenser Fans Check RTA* Per Circuit Lock Out Tag Out (Standard) Visual Electrical Inspection Visual Condenser Coil Check Remove Lock Out Tag Out Start Unit Complete Required Paper Work TechView/KestrelView Connection Run Service Report From TechView Techview/Kestrel View Disconnection Service 16: RTAC Quarterly Inspection Description Customer Notification Initial Site Inspection Review Diagnostics Condenser Fans Check RTA* Per Circuit Lock Out Tag Out (Standard) Visual Electrical Inspection Remove Lock Out Tag Out Start Unit Complete Required Paper Work TechView/KestrelView Connection Run Service Report From TechView Techview/Kestrel View Disconnection The NAICS code for this requirement is 811310. Trane is the only contractor with the capability to perform the required services on the Trane controlled chillers. The VA owned Trane Ensemble system is a proprietary control system and will only have true full compatibility with other Trane Ensemble components, software and personnel. Other contractors are unable to perform this work due to not having access to Trane software and replacement supplies. Due to the proprietary nature of the work requiring a manufacturer and installer having qualified experience in programming Trane Ensemble and having access to Trane parts and codes/software, these proprietary issues would not allow for full and open competition. This notice of intent is not a solicitation nor is it a request for proposal. However, interested parties that believe they can satisfy the requirement must clearly identify their capability to do so in writing by November 25, 2025 at 12 pm EST time. Response should be sent to Issa Shawki at [email protected]. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open this requirement to competition based upon responses to this notice is solely within the discretion of the Government.