J041--Base 4 Chiller Maintenance/Services (VA-26-00016189)

Statement of Work (SOW) / Performance Work Statement (PWS)

This contract provides for the comprehensive maintenance and repair of three chillers and associated equipment at the Iowa City VA Health Care System to ensure they remain in serviceable condition.

• Perform operating inspections, routine operating inspections, annual preventative maintenance, and predictive maintenance.

• Conduct maintenance and repairs as necessary, including emergency service calls.

• Provide Chiller Startup, Connected Services, and Service Information Access.

• Adhere to OEM specifications, VHA Directive 1061, Cooling Tower Water Systems – ES-2019-001, and VA Plumbing Design Manual 2014.

• Perform preventative maintenance including checks on control panels, water flow, system pressures/temperatures, refrigerant levels, capacity control, compressor oil, purge operation, leak integrity, and overall unit condition.

• Conduct Eddy current testing on condenser tubes.

• Perform spring startup of York chillers and fall startup of the Trane chiller.

• Complete spring/summer York operation check and fall/winter Trane operation check, including full load tests in summer.

• Change all filters on each chiller.

• Perform annual spectrometric analysis of lubrication oil for Chiller #3 and report any containment.

• Provide over-the-phone technical assistance within 30 minutes and onsite emergency service within 4 hours.

• Perform repairs or replacements for faulty components costing less than $25,000.00.

• Provide emergency services 24/7/365 with defined response times for minor (24 hours) and major (4 hours) repairs.

• Provide an annual refrigerant usage report in accordance with EPA regulations.

• Comply with NFPA 110 Standard for Emergency and Standby Power Systems.

• Manage and dispose of all hazardous waste generated.

• Place of Performance: Iowa City VA Health Care System, 601 Hwy 6 West, Iowa City, IA 52246.

• Period of Performance: One (1) base year and up to four (4) option years.

  • Base Year: 04/01/2026 – 03/31/2027
  • Option Year 1: 04/01/2027 – 03/31/2028
  • Option Year 2: 04/01/2028 – 03/31/2029
  • Option Year 3: 04/01/2029 – 03/31/2030
  • Option Year 4: 04/01/2030 – 03/31/2031

• Equipment: 1000 Ton Magnetic Drive York Chiller (x2), 1000 Ton Trane Chiller (x1).

• Qualifications: Technicians must be trained, certified, and experienced on specific York and Trane chillers, possess refrigeration and EPA licenses, and have current OEM certifications.

• Compliance: Adherence to VHA Directive 1061 and Cooling Tower Water Systems – ES-2019-001 is mandatory.

• Experience: Offerors must demonstrate three years of relevant experience in condenser/evaporator water treatment, chiller maintenance, cooling tower maintenance, and mechanical/steam fitting.

• Parts: Contractor provides all replacement parts; no used parts allowed. All parts and labor outside contract scope require Contracting Officer approval.

• Reporting: Submit maintenance/inspection reports within 10 calendar days of the following month.

• Security: Contractor personnel require identification badges issued by Facilities Management.

• Safety: Comply with all federal, state, and local laws, including OSHA standards. Use of Personal Fall Protection Harnesses required on roofs.

• Damage: Report any damage to Government equipment or property within 24 hours.

• Prohibited Products: Flammable solvents or cleaning aids are prohibited.

• Electrical: Lockout/tagout procedures required during service; restore all electrical components to operable state upon completion.

• Clean-Up: Contractor responsible for keeping the service area clean, removing waste, and restoring the premises to original condition.

• Emergency Service: Includes 40 hours of labor, potential chiller rental, and emergency parts replacement.

• Technical Evaluation Criteria: Full compliance with VHA Directive 1061 and ES-2019-001, on-site technician with EPA Universal Certification and specific chiller repair experience, authorized OEM distributor status, and three years of relevant experience.

Sources Sought Notice

This notice is for market research purposes to determine potential sources for maintenance and repair services for chillers and associated equipment at the Iowa City VA Health Care System. It does not constitute a solicitation, and the government is not seeking offers at this time.

The U.S. Department of Veterans Affairs, Network Contracting Office (NCO) 23, is seeking information on contractors capable of providing a 5-year Firm Fixed Priced Contract (one base year and four option years) for:

• Maintenance and repair of three chillers and all associated equipment.
• Operating inspections and routine operating inspections.
• Annual preventative maintenance and predictive maintenance.
• Emergency service calls to maintain equipment in serviceable condition.

Iowa City VA Health Care System, 601 Hwy 6 West, Iowa City, IA 52246.

Respondents must submit a capability statement including:

• Company Name

• Point of Contact (POC) name, Email address, Phone number

• Unique Entity ID No. (SAM)

• Business Size (SDVOSB, VOSB, Small Business Other, Small Business, or Large Business) for NAICS code 238220.

• Indicate if a GSA Federal-Supply-Schedule or IDIQ contract covers these services, providing the contract number if applicable.

• Responses are to be sent via email only.

• Deadline: 02-03-2026, 13:00 Central Standard Time (CST).

• Email to: emanuel.nevarez@va.gov

• No technical questions will be accepted at this time.

• No phone calls are permitted; email responses only.

• Costs incurred in responding are at the respondent's expense.

• Responses are for informational purposes only and do not constitute an offer.