This is a SOURCES SOUGHT request for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government at this time.
This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine the interest and capability of businesses to meet the requirements listed below.
The associated North American Industry Classification System (NAICS) Code is 238220 Plumbing, Heating, and Air Conditioning Contractors, and the Business Size Standard is $19.0M. The associated Product Service Code is J041 Maintenance, Repair, and Rebuilding of Equipment Refrigeration, Air Conditioning, and Air Circulating Equipment.
Description of Requirement:
The Richard L Roudebush VA Medical Center has a requirement for preventative maintenance on five centrifugal liquid York chillers, their associated variable frequency drives (VFDs), and monitoring refrigerant leakage from the same chillers. A firm-fixed price service contract with a 1-year base period and two 1-year option periods is anticipated. The base period of performance is anticipated to be November 1, 2026 October 31, 2027.
All work will occur at the Richard L. Roudebush VA Medical Center (RLRVAMC), 1481 W. 10th Street, Indianapolis, IN 46202. The facility has a primary/secondary chilled water loop to provide cooling medium for the majority of the air handling units (AHUs) and fan- coil units that distribute cool air to the interior of the buildings. The chiller plant is the sole source of cooling for the facility and has four (4) 1,000-ton and one (1) 500-ton chiller located in Building 23. All chillers are manufactured by York. The variable frequency drives associated with these 1,000-ton chillers are manufactured by Toshiba. The VFD for the 500-ton chiller is manufactured by York. The chillers and drives are all of the mid 1990s vintage.
Required maintenance tasks are as follows:
Preventative Maintenance / Service Tasks:
Preventative Maintenance Tasks are required both Quarterly and Annually. The Annual inspection includes all Quarterly work items and adds some specific additional tasks as identified below. These tasks as identified below are in addition to any tasks required by the manufacturer.
Quarterly Service Tasks are enumerated below:
Provide factory specified PM on four, 1,000-ton and one, 500-ton chillers.
Provide factory specified PM for four Toshiba 4,160-volt VFDs and one York VFD 480 volt.
Provide the following operational PM on the chillers:
Check and tighten all electrical connections, and
Verify operation/settings/calibration of safety controls and shutdown operation, and
Change oil filters, and
Change oil dehydrator, and
Check operation of the oil return systems, and
Check the oil level (add to oil if oil level is low), and
Check the oil sump heaters and the thermostat, and
Check operation of the variable speed drive for the oil pump, and
Check operation of the oil pump, and
Check the operation of the oil pump starter, and
Check for three phase voltage and current balance, and
Verify condenser and evaporator water flow rates, and
Verify operation of flow switches, and
Leak check the refrigerant system and repair leaks.
Provide the following operational PM on the VFDs:
Clean and inspect all drives, and
Blow out drives with an inert gas, and
Check the components in the drive for heat degradation due to heat or loose connections, and
Clean or replace filters in drive.
Annual PM tasks are enumerated below:
- Provide the following PM service on chillers and drives:
Perform an oil analysis on the compressor lube oil, and
Perform a refrigerant analysis, and
Replace the coolant on the 480 V drive, and
All heat exchangers should be cleaned and backwashed, and
Check the operation of the starter coolant pump, and
Check the voltage and amp draw on the starter coolant pumps, and
Perform a vibration analysis on all chillers (this may need to be done at a different time from the annual inspection due to chiller loading requirements.
Additional Tasks:
Cooling season startup of each chiller includes chillers, drives, controls and associated pumps, and
Refrigerant Related Tasks:
Perform refrigerant leak tests during each site visit using certified equipment designed for this purpose, and
Complete all required documentation including RLR VAMC Refrigerant Equipment Service Form in compliance with 40 CFR Parts 82 & 84, and
Schedule a second visit within 10 business days after scheduled services to provide additional leak testing to verify refrigerant charge integrity.
Repairs Outside Scope of this Contract:
Any repairs required beyond the PM activities required by this contract will be ordered separately under a different contracting means.
Contractor Qualifications:
Required Certifications:
The contractor s personnel shall be certified and trained by York and Toshiba to work on, adjust, repair, and certify operation of York centrifugal chillers and variable frequency drives specifically of the model and type addressed in this SOW. This training shall include design, operation, maintenance and repair activities for these units. Furthermore, the technician shall be certified by the North American Technical Excellence (NATE) organization as to his/her training and experience involving large centrifugal chillers and VFD units. The technician shall also be trained and certified under Section 608 of the Clean Air Act with a Universal certification for working with refrigerant containing equipment and be proficient with 40 CFR Part 84, Subpart C (AIM Act) and Subpart F requirements.
Experience:
All technicians must have a minimum of three years verifiable experience in working with centrifugal chillers and VFDs of the type and size as identified for this project.
Requested Information:
To aid acquisition planning, contractors that are interested and capable of meeting this requirement are asked to provide a response via the email address listed below. Please provide at minimum the following information in your response:
(1) Business name and address
(2) Point of contact name, phone number and e-mail address
(3) SAM Unique Entity ID (UEI)
(4) Socio-economic status
(5) Any relevant capability information showing ability to meet the requirements listed above.
Additional information:
All contractors must be registered with the System for Award Management (SAM) at https://sam.gov.
Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA and meet the requirements of FAR 19.103.
Any contractor that believes they are capable and desires to claim preference for SDVOSB or VOSB status must be registered with the SBA Veteran Small Business Certification Program.
Responses due to the Contracting Officer, Jeffrey Rozema, by Friday, July 24, 2026, at 5:00 PM Eastern Time. Please e-mail all responses to jeffrey.rozema@va.gov.
