Chiller #2 Evap Repair VALLHCS

Amendment / Modification

• This amendment modifies the Statement of Work (SOW) to clarify repair requirements and adjust the quantity of parts needed.

• The solicitation's closing date has been extended.

• Statement of Work (SOW)

• The proposal submission deadline is extended to February 4th, 2026, at 11:00 am MST.

• Late proposals will not be accepted.

Amendment / Modification

This amendment serves as a Questions & Answers (Q&A) document for the solicitation and extends the due date for offers.

Key changes include:

• Providing answers to vendor questions regarding the procurement.

• Extending the due date for offers to January 30, 2026, at 11:00 AM MST.

• Clarifying that a site visit will not occur.

• The due date for receipt of offers has been extended.

• The deadline for submitting offers is now January 30, 2026, at 11:00 AM MST.

• O&M Manuals are available.

• Chiller #2 is currently nonoperational.

• The refrigerant R-134A is not on site; contractors must procure it.

• The VA will provide temporary cooling from other chillers.

• Refrigerant leaks have been identified at the low pressure drain and evap pressure seal.

• The staging area will be in the chiller room.

• The contractor must procure the refrigerant lost to fill the chiller.

• This procurement is not tax-exempt.

Solicitation / RFP / RFQ

This solicitation is for the repair of Chiller #2 Evap at the VA Loma Linda Health Care System (VALLHCS). The objective is to address an unforeseen repair to the Main Hospital Plant Chiller #2 EVAP, which is critical for maintaining appropriate climate control, supporting patient and staff comfort, and protecting sensitive medical equipment. The chiller has experienced performance issues due to a refrigerant leak, loss of EVAP shaft seals, and a faulty LP level actuator, compromising cooling efficiency and increasing operational costs.

• Locate and repair the freon leak in Chiller #2.

• Replace EVAP shaft seals (2 required) and the LP level actuator.

• Perform a comprehensive assessment of Chiller #2 to identify all leak points.

• Use EPA-compliant methods to recover refrigerant.

• Repair any detected leaks to ensure containment.

• Remove and replace old oil recovery valves and associated parts.

• Pressurize and leak check Chiller #2, ensuring all leaks and repairs are sealed.

• Evacuate charge with recovered refrigerant.

• Refill Chiller #2 with the appropriate amount and type of refrigerant (FREON) R 134A as specified by OEM guidelines.

• Start up and test for proper operation.

• Remove and dispose of all waste and removed materials, leaving the work area neat.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base period from 02/01/2026 to 04/30/2026.

• NAICS Code: 238220 - Plumbing, Heating, and Air-Conditioning Contractors.

• Product/Service Code: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment.

• Questions Due: January 21st, 2026, at 11:00 am MDT.

• Proposals Due: January 28th, 2026, at 11:00 am MST.

• Evaluation Factors: Technical and past performance (when combined) are equal.

• This acquisition is set aside for Small Business.

• The solicitation includes provisions related to limitations on subcontracting for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs).

• No site visit will be conducted for this procurement.

• Contractor personnel shall have valid Loma Linda PIV badges before starting work.

• Contractor shall coordinate energy source LOCK OUT / TAG OUT procedures with VALLHCS Plant Supervisor.

• Applicable standards include OSHA, NFPA 90A, NFPA 101, and ANSI/ASHRAE standards.