The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in West Haven, CT intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Kaeser Compressors, Inc. for the following requirement:
Kaeser Compressor Preventative Maintenance and Repairs
Statement of Work
BACKGROUND
VA Connecticut Healthcare System requires Preventative Maintenance, Scheduled, and Unscheduled Repair Services for an inventory of Kaeser air compressor equipment serving inpatient care areas located in Building 1 at the West Haven VA Medical Center.
JUSTIFICATION
Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities of campus chillers by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans.
LOCATION OF SERVICES
VA Medical Center West Haven
950 Campbell Avenue
West Haven, CT 06516
PERIOD OF PERFORMANCE
One (1) base year with four (4) one-year option periods
QUALIFICATIONS
To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven Campuses of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for.
Bidders must provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.
The contractor shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer.
Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.
Bidders shall perform a pre-bid walkthrough at 8:30 a.m. on May 14, 2026 at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary day badge and complete a sign-in sheet.
SCOPE OF WORK
The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs.
Scheduled maintenance shall be completed Monday Friday and during regular business hours of 8:00 a.m. and 4:30 p.m. Acknowledgement and response of an Emergency service call shall be within 2 hours.
No work shall be performed on Government Holidays unless an emergency status has been indicated by the VA Contracting Officer.
A&A requirements do not apply, and a Security Accreditation Package is not required; the controller is not installed on the VA Network.
Inventory
Manufacturer/ Equipment
Model
Year
Material Number
Serial Number
Building/ Room
Kaeser Rotary Screw Oil-Lubricated Air Compressor with Integrated Dryer
SK 15 T 125 psi SC2 TriVolt US
2024
101981.01
1753
Building 1, 10th Floor North
Kaeser Rotary Screw Oil-Lubricated Air Compressor with Integrated Dryer
SK 15 T 125 psi SC2 TriVolt US
2024
101981.01
1754
Building 1, 10th Floor North
Filter with Float Drain
Filter F22KE
2025
102115.11411
1843
Building 1, 10th Floor North
Filter with Float Drain
Filter F22KE
2025
102115.11411
1837
Building 1, 10th Floor North
Kaeser Condensate Treatment System
KCF 25 Condensate Treatment System
2025
ANKCF25
18460
Building 1, 10th Floor North
Kaeser Condensate Treatment System
KCF 25 Condensate Treatment System
2025
ANKCF25
18461
Building 1, 10th Floor North
Drain Trap
AMD 6550
Description of Services:
Maintenance, Inspections, and Testing to maintain compliance with:
VHA Directives
ANSI/ASHRAE/ASHE Standard
VHA HEFP HVAC Design Manual Revised November 01, 2022.
Scheduled Maintenance Requirements:
The manufacturer maintenance procedures take precedence over other recommended maintenance procedures.
Service provider shall schedule and coordinate all work with the VA COR, Utilities Supervisor, and Chief, Maintenance & Operations.
All LOTO request and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075.
Coordinate all placement and removal of Lock Out Tag Out devices for any energy source with the VA COR/ Maintenance & Operations.
Rotary Screw Compressors:
Frequency: (Quarterly)
Check unit for proper operation excessive noise or vibration.
Check and resolve warning/alarm messages.
Check shutdown and safety functions.
Check monitoring, switching, and control components.
Update controller software.
Re-grease drive and fan motor bearings.
Replace bearings per manufacturer guidelines.
Replace air filters and inlet filter mats.
Replace oil, oil filter, oil separator cartridge, and scavenger line.
Inspect electrical components, indicators, and displays.
Maintain compressor drive components.
Clean and test cooler.
Check and maintain control valves.
Inspect mechanical components.
Check and resolve network communication errors.
Maintain air treatment components.
Replace air treatment filter elements.
Clean and maintain condensate drain and dirt trap.
Replace condensate treatment components.
Perform any additional maintenance tasks as recommended in the manufacturer s operation and maintenance manuals.
Perform operational test and return to service.
Remove debris from worksite.
Complete maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer.
Spare Parts and Expendables Inventory
Refrigerant
Compressor Oil
Hoses of different sizes
Filters
Sealant
Unscheduled/Emergency Repairs & Service Calls Requirements:
Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work.
Emergency service and repairs are available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate.
Vendor shall submit the following associated with unscheduled repairs.
Labor Hours: Minimum 6 Hours
Parts Cost: Minimum Total $500.00
SUBMITTALS/DELIVERABLES
The contractor shall submit two (2) hard copies and electronic copy of all maintenance, test, inspection, repair and installation data/reports to the COR within three (3) business days.
The contractor shall submit any waste manifest documents as applicable.
SPECIAL INSTRUCTIONS
Service Provider Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the Service Provider shall sign-in at Building 15 and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR.
Documentation: At the conclusion of each repair and scheduled maintenance visit, the Service Provider shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed, and parts replaced and labor hours. The reports shall be delivered within five business days.
Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.
No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.
VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer.
Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.
The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.
Billing: Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.
TERMS AND CONDITIONS
User Responsibility: The Service Provider shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.
NARA Records Management Requirements
The following standard items relate to records generated in executing this contract:
Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
The Government Agency owns the rights to all data/records produced as part of this contract.
The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
The NAICS code for this requirement is 238220.
Kaeser Compressors, Inc. holds sole claim on their proprietary Kaeser compressor system. The installed equipment incorporates proprietary on-board computer controls, diagnostic software, and control logic that is unique to Kaiser compressors. These proprietary systems are essential for proper operation, troubleshooting, software updates, calibration, and repair.
Only technicians with access to Kaeser proprietary diagnostic software programming tools, technical documentation, and original equipment manufacturer (OEM) supported replacement components can ensure equipment is serviced in accordance with the manufacturer specifications.
This notice of intent is not a solicitation nor is it a request for proposal. However, all responsible sources may submit a capability statement demonstrating the ability to provide the requested services, in writing by Wednesday, July 29, 2026 at 12PM EST. Responses should be sent to Rosangela Pereira at Rosangela.Pereira@va.gov. 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 the requirement to competition based upon responses to this notice is solely within the discretion of the Government.
