J041--FY26 Heat Exchangers, control valves maintenance contract

J041 Maintenance, repair, and rebuilding of refrigeration, air conditioning, and air circulating equipment, including HVAC systems SOL: 36C24226Q0571 DUE: May 1, 2026, on February 17, 2023, at 3 PM EST.         SET ASIDE: N/A              NAICS: 811310 - repair and maintenance of commercial and industrial machinery and equipment, excluding automotive and electronic devices POP: 5/11/2026 4/30/2031 AGENCY: Hudson Valley VA Healthcare System, Montrose, located at 2094 Albany Post Rd., Montrose NY 10548 POC: Charles Collins, email Charles.Collins@va.gov.                    DESCRIPTION: NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT TO SPIRAX SARCO INC.  Market research was conducted and determined that SPIRAX SARCO INC. is the only vendor capable of meeting the requirements at Hudson Valley VAHCS, Montrose Campus. This Notice of Intent is not a request for Proposals or Quotations.  No solicitation document exists, and no telephone or email inquiries will be accepted.          No contract award will be made on the basis of proposals or quotations received in response to this notice.          The government consider all Expressions of Interest (EOI) received prior to May 1, 2026.   A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.  Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement.    Responses to this notice must be emailed to Charles.Collins@va.gov and received by 3 PM EST on May 1, 2026.                   Submitters are responsible for ensuring their EOI reaches the designated contracting officer on-time.                   See attached Statement of Work below for additional details.      If you have any questions or concerns, please contact me. STATEMENT OF WORK Contract Title: Sarco Equipment Maintenance Contract Background: The VA Hudson Valley Health Care System (HCS) has a number of Sarco equipment at both Montrose and Castle Point campuses. These include heat exchanger units, control valves, and steam traps, which are critical for steam system efficiency and safety. There is a need to maintain these systems through preventive maintenance and perform regular service to ensure reliability, compliance, and energy efficiency. Under this contract, Spirax Sarco will perform technical assessments, cleaning-in-place (CIP), steam trap surveys, and major component rebuilds to maintain system integrity and performance. Place of Performance: VA Hudson Valley Health Care System Montrose Campus 2094 Albany Post Road, Montrose, NY 10548 VA Hudson Valley Health Care System Castle Point Campus 41 Castle Point Road, Wappinger Falls, NY 12590 Estimated Period of Performance: The base period of performance will be one (1) year from the date of award with provisions of four (4) Option Years. Scope: Spirax Sarco shall provide all labor, management, tools, and equipment to perform Technical Assessment (TAC), Steam Trap Survey, CIP cleaning, and installation/commissioning services. The scope includes quarterly health checks, diagnostics of heat exchanger units, and a major control valve rebuild in option Year #4. The contractor shall perform the following tasks: - Conduct Quarterly Technical Assessment of steam utilization equipment at Montrose Campus, includes quarterly health checks and diagnostics. - Perform Annual manual steam trap survey at both campus and provide detailed reporting. - Execute Annual CIP cleaning for heat exchanger units. - Installation, repair, commission and replace Spirax Sarco components as required. - Complete control valve rebuild of all applicable equipment in option year #4 of the maintenance contract. See Appendix A for a detailed list of the Contract Deliverables. Additional Notes: Mobilization will occur within 30 days of award. Exclusions include structural supports, electrical work, civil engineering, and hazardous material handling. Reporting Requirements: Contractor shall provide detailed reports after each service visit, including TAC findings, steam trap survey results, and CIP performance data. Reports must be submitted within 14 business days. Qualifications: All services under this contract shall be performed by Sarco service engineers with minimum five years experience working for Sarco. The service engineer shall be trained and certified by Sarco. Privacy: The C&A requirements do not apply. A Security Accreditation Package is not required. VA privacy training requirements remain in effect. Appendix A Contract Deliverables Item Description 1 Technical Assessment Contract of SXS Steam Utilization Equipment Base +4 Year Contract Standard Technical Assessment Contract Offering (1) SXS Service Technician, (4) Visits per year: (2 visits consisting of 2 days), (2 visits Consisting of 3 days) On-Site Workdays (8 Hours), 2 Buildings Per Visit Perform health checks to all SXS Inc Steam Equipment onsite Perform rate of change to process / operation Visual & Observe Operations Check For Air Leaks on all Pneumatic ancillaries and fittings **Recommended Rebuild of control valve internals (To be performed on control valves noted to be over Five years in service) Plug and seat w/ gaskets, stem seal kit, Actuator diaphragm Replacement of all air fittings and air tubing ***NOTE: Rebuild components to be purchased locally at time of work; this material cost is not included*** Technical Operational Procedure HX unit Health & Diagnosis SXS Tech With Site personnel Site to Isolate Main valves With System in Operation Visually inspect Plate pack for Water or Steam Leak Make notation of findings Minimal steam outage to HX unit will be required Isolate main steam inlet valve approx. 30 minutes Isolate water supply and recirculation Isolate Condensate discharge valve Check for Cross Contamination Open Blowdown strainer on the Condensate discharge side Slowly open the Water Supply inlet valve With all valves closed and the water supply open Allow pressure to build up on the water side Watch the Strainer blow down to see if water starts to run out make notation of internal leaking Close Condensate Strainer Blow down Test function of controller Full stroke of control valve 25, 50, 75, 100% of 4-20mA signal from controller to valve positioner If Pneumatic check for air leaks at each interval All air devices on HX unit Watch the operation of the valve stroke and signal If electric watch the drive of the actuator and listen to its operation Validate proper temperature readings on controller Open Water supply valves for the system operation Open Condensate Discharge valve Turn steam back on slowly to normal operation Adjust Set Point up watch the valve and controller operation and Reaction to rate of change Adjust Set Point down perform the same Set back to original settings Change alarms to trigger A1 A2 if utilized Watch and listen for alarms to activate If equipped with Safety Shut Off valve trigger valve to close If equipped with high limit water side trim valve trigger to open Set back to original settings Visually inspect water safety relief valve Check Recirculation pump for operation Visually inspect control valve for steam leaks around the valve stem, packing area, bonnet cover plate Check the operation of condensate discharge If equipped with motive steam check trap for operation Document all scaling found on unit threads, flanges, plates, etc. Recommendations for found diagnosis repair to be completed Final Report on complete operation & function testing CIP of HX units to be performed at time of HX Health and Diagnosis Check CIP of all units, one visit starting in the 1st year of operation. This will include the tuning of the unit Recommended Replacement parts and Labor for repair will be at additional cost This will not include replacement of plate pack or of control valve internals CIP ports required to perform the Cleaning HX Clean-in-Place LOTO to be performed with Site Personnel achieve zero PSI on water and steam Shut System off Hook up to the Cleaning Unit Cycle Cleaner (Calculation of plate pack to provide proper amount of cleaner) for approximately 2.5 hrs size of unit depending Cycle Steam valves run stroke test from controller to Control valve Flushing Plate pack with clean water supply Back flush cleaning unit Drain the HX unit to ensure all cleaning product is removed Fill the HX unit with clean water use the water discharge side to remove all the air from the system through the valve as the vent Remove LOTO Turn unit on Start unit up under slow and low operating conditions With the SP below the operating conditions crack in slow the Main steam valve Change the SP on the controller to Current temp condition as seen on the Controller Buildings include the following: Montrose Building 3 (2) HXHD-25-30P-SS-H33467 / SSI: 3517587ESD-4389/ESS03361 dated 5/30/2019 Controller SIMS Control Valves Siemens Actuator Condensate - APT Montrose Building 4 (2) HXHD-25-90P-SS-H33467 / SSI: 3517587ESD-4389/ESS03362 dated 6/20/2019 Controller SIMS Control Valves Rotork Actuator Condensate PTC + Trap Montrose Building 5 (2) HXHH30-30P-SS-H3467 / SSI: 176364 dated 8/7/2015 Controller SX90 Control Valves Siemens Actuator Condensate APT Montrose Building 12 (2) Domestic Hot Water EasiHeat packages in Pit area Controller SIMS Control Valves Semiens Actuator Condensate APT Montrose Building 18 (2) Domestic Hot Water EasiHeat Packages Controller Control Valves Condensate Montrose Building 26 (Pool) (2) Domestic Hot Water (Brazed) units Controller SX90 Control Valves Rotork Actuator & AEL6 Condensate Trap to Condensate tank (2) Domestic Hot Water EasiHeat units SX90 Controllers Controller SX90 Control Valves Rotork Actuator & AEL6 Condensate Trap to Condensate tank Montrose Building 28 (2) ESS02246 / SSI 194758 dated 11/24/2015 Controller SIMS Control Valves Rotork Actuator Condensate - APT Montrose Building 52 (2) Heating A & B Brazed units SX90 Controllers Controller SX90 Control Valves Rotork Actuator Condensate - (2) Domestic Hot Water A & B Brazed units -SX90 Controllers Controller SX90 Control Valves 25P Condensate - 2 Manual Steam Trap Survey 2a - VA Montrose Trap Count: Estimated up to: 100 in total (1 Tech @ 1.5 days at campus) 2b - VA Castle Point Trap Count: Estimated up to: 150 in Total (1 Tech @ 2.5 days at campus) Estimated up to: 0 At High Reach Lifts, and Ladders Not Included Customer will install replacements as recommended Installation of Steam Trap SXS Project team available for Installation Upon Request at additional cost. Locating and identifying all accessible steam traps in the requested facility Tagging of all steam traps with stainless steel tags as required Steam Trap Testing Verify trap operation with ultrasonic leak detector Scope failed traps for upstream and downstream requirements (iso valves, strainers, etc.) Steam Trap Survey Report Includes: Steam loss analysis, statistical report of traps surveyed w/ steam losses and pressures, report of failed traps: failed open, closed, isolated and rapid cycle, cost of failed traps Misapplied or incorrect installations Inventory report of installed traps based on operating unit w/ recommended replacements Mapping Not Included Provide report with recommended action items after each visit Identify critical parts to have onsite as spares Total cost of ownership based on cost of steam, trap population and survey results Note: Any Steam Trap covered by insulation must have insulation removed for Steam Trap Testing prior to SXS Technician arrival 3 Installation / Commissioning Major Materials & Equipment Montrose Building 3 Need Unlock code for SIMS Panel units currently not in operation Check Valve Operation once back online Easiheat P&F HX #1 Easiheat package P&F for DHW with recirc and APT, SIMS HXHD-25-30P-SS-H33467 SSI: 3517587 ESD-4389/ESS03361 dated 5/30/2019 Replace SIMS Battery backup for controller EasiHeat P&F HX #2 Easiheat package P&F for DHW with recirc and APT, SIMS HXHD-25-30P-SS-H33467 SSI: 3517587 ESD-4389/ESS03361 dated 5/30/2019 Replace SIMS Battery backup for controller Part Include: (1) New Electric Control Valve Montrose Building 4 Easiheat P&F HX #1 (window side) Easiheat package P&F for DHW with recirc and PTC+trap, SIMS HXHD-25-90P-SS-H33467 SSI: 3517587 ESD-4389/ESS03362; dated 6/20/2019 Replace Valpes backup battery in actuator Replace SIMS Battery backup for controller EasiHeat P&F HX #2 (Wall Side) 1st Priority Easiheat package P&F for DHW with recirc and PTC+trap, SIMS HXHD-25-90P-SS-H33467 SSI: 3517587 ESD-4389/ESS03362; dated 6/20/2019 Rebuild internal 2 LEA43 Rebuild internal 3 LEA43 Replace Valpes backup battery in actuator Replace SIMS Battery backup for controller Check Pump Pkg after startup Spirax Sarco Globe Valve Rebuild Internal Part Include: Stem Seal kit, Plug and Seat, Gaskets for Both HX Units Montrose Building 5 Easiheat P&F HX #1 (basement entry side) Easiheat package P&F building heat APT w/ SX90 HXHH30-30P-SS-H3467 SSI: 176364 dated 8/7/2015 Requires Brand new Control Valve Connect 4-20mA Power Wire Stroke & Calibrate Control Valve to Controller Part Include: (1) New Electric Control Valve Easiheat P&F HX #2 Easiheat package P&F building heat APT w/ SX90 HXHH30-30P-SS-H3467 SSI: 176364 dated 8/7/2015 Re-Tune Both HX units to current demand Montrose Building 12 (Pit Location) Hi Temp area need unlock codes for panel startup Easiheat P&F HX #1 Easiheat package P&F for DHW with recirc and APT, SIMS SIMS panel Replacement of battery backup for controller EasiHeat P&F HX #2 (Door Side) Easiheat package P&F for DHW with recirc and APT, SIMS SIMS panel Replacement of battery backup for controller Replacement (1)- 3 High Limit Safety Shutoff Valve Montrose Building 18 Brazed P&F Heating A Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set Brazed P&F Heating B Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set Brazed P&F DHW A Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set Brazed P&F DHW B Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set Spirax Sarco Globe Valve Rebuild Internal Part Include: Stem Seal kit, Plug and Seat, Gaskets for Both HX Units (1) Electric Actuator Montrose Building 26 (Pool) Pool Alfa Laval (top) Change to Rotork from AEL Customer Supplied Check RTD s currently reading 200F Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set Pool Afla Laval (Bottom) Change to Rotork from AEL Customer Supplied Check RTD s currently reading 200F Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set DHW (Brazed P&F) Left Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set DHW (Brazed P&F) Right Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set Spirax Sarco Globe Valve Rebuild Internal Part Include: Stem Seal kit, Plug and Seat, Gaskets for Both HX Units Montrose Building 28 Easiheat P&F HX #2 - Easiheat package P&F for DHW with recirc and APT, SIMS ESS02246, SSI 194758, dated 11/24/2015 Need replacement waterside manifold Site Personnel to install (Parts have been ordered by VA Montrose Ref# PO 620-R41495) Change to single CV configuration with Rotork SXS Sr Technician RTD s RTD need to be Reconfigured install wiring into panel as needed Re-wire panel for Hi Limit solenoid and Re-circulation pump Need replacement APT receiver (Repaired On-Site VA Montrose, customer performed) Spirax Sarco Globe Valve Rebuild Internal Part Include: Stem Seal kit, Plug and Seat, Gaskets for Both HX Units Montrose Building 52 Brazed P&F Heating A Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set Brazed P&F Heating B Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set Brazed P&F DHW A Rebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set Brazed P&F DHW B Rebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set Spirax Sarco Globe Valve Rebuild Internal Part Include: Stem Seal kit, Plug and Seat, Gaskets for Both HX Units 4 Option YR #4 Control Valve Rebuild Labor only ** Rebuild Control valve Remove - Old Actuator and Positioner from Old Control Valve (Save for new Valve body) (36) Control Valves Mount Actuator on newly Rebuilt Valve Body Mount Positioner Calibrate Stroke of Actuator and Positioner Bench set Control valve Set Lift of Actuator to PSI settings Test operation of Control valve with Positioner Bench test operation With Fluke Meter and supplied Regulated Air Test 4-20mA Stroke in 25% increments Watch travel of Valve Stem for full operation Bench Commission Control Valve for Installation (Installation performed by others) Site Requirements  The steam and condensate system will be required to be shut down for the work to be performed  Control Valve to be out of Line and on a workbench to Rebuild and Bench Commission valve LOTO Required Air supply required for Calibration of Positioner and function testing at bench