J041--FY26 Heat Exchangers, control valves maintenance contract

Description

{"description":"J041 Maintenance, repair, and rebuilding of refrigeration, air conditioning, and air circulating equipment, including HVAC systems\nSOL: 36C24226Q0571\nDUE: May 1, 2026, on February 17, 2023, at 3 PM EST.        \nSET ASIDE: N/A             \nNAICS: 811310 - repair and maintenance of commercial and industrial machinery and equipment, excluding automotive and electronic devices\nPOP: 5/11/2026 4/30/2031\nAGENCY: Hudson Valley VA Healthcare System, Montrose, located at 2094 Albany Post Rd., Montrose NY 10548\nPOC: Charles Collins, email Charles.Collins@va.gov.                  \nDESCRIPTION: NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT TO SPIRAX SARCO INC. \nMarket research was conducted and determined that SPIRAX SARCO INC. is the only vendor capable of meeting the requirements at Hudson Valley VAHCS, Montrose Campus. \nThis Notice of Intent is not a request for Proposals or Quotations. No solicitation document exists, and no telephone or email inquiries will be accepted.        \nNo contract award will be made on the basis of proposals or quotations received in response to this notice.        \nThe government consider all Expressions of Interest (EOI) received prior to May 1, 2026.  \nA determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. \nInformation received will be considered solely for the purpose of determining whether to conduct a competitive procurement.  \nResponses to this notice must be emailed to Charles.Collins@va.gov and received by 3 PM EST on May 1, 2026.                 \nSubmitters are responsible for ensuring their EOI reaches the designated contracting officer on-time.                  \nSee attached Statement of Work below for additional details.     \nIf you have any questions or concerns, please contact me.\nSTATEMENT OF WORK\n\nContract Title:\nSarco Equipment Maintenance Contract\nBackground:\nThe 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.\nPlace of Performance:\nVA Hudson Valley Health Care System \nMontrose Campus \n2094 Albany Post Road, Montrose, NY 10548\n\nVA Hudson Valley Health Care System \nCastle Point Campus \n41 Castle Point Road, Wappinger Falls, NY 12590\n\nEstimated Period of Performance:\nThe base period of performance will be one (1) year from the date of award with provisions of four (4) Option Years. \nScope:\nSpirax 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.\nThe contractor shall perform the following tasks: \n- Conduct Quarterly Technical Assessment of steam utilization equipment at Montrose Campus, includes quarterly health checks and diagnostics.\n- Perform Annual manual steam trap survey at both campus and provide detailed reporting. \n- Execute Annual CIP cleaning for heat exchanger units. \n- Installation, repair, commission and replace Spirax Sarco components as required. \n- Complete control valve rebuild of all applicable equipment in option year #4 of the maintenance contract.\nSee Appendix A for a detailed list of the Contract Deliverables.\nAdditional Notes:\nMobilization will occur within 30 days of award. Exclusions include structural supports, electrical work, civil engineering, and hazardous material handling.\n\nReporting Requirements:\nContractor 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.\nQualifications:\nAll 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.\n \nPrivacy:\nThe C&A requirements do not apply. A Security Accreditation Package is not required. VA privacy training requirements remain in effect.\n\n\n\n\n\n\nAppendix A Contract Deliverables\nItem\nDescription\n1\nTechnical Assessment Contract of SXS Steam Utilization Equipment\nBase +4 Year Contract\n\nStandard Technical Assessment Contract Offering \n(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\nPerform health checks to all SXS Inc Steam Equipment onsite\nPerform rate of change to process / operation\nVisual & Observe Operations\nCheck For Air Leaks on all Pneumatic ancillaries and fittings\n**Recommended Rebuild of control valve internals (To be performed on control valves noted to be over Five years in service)\nPlug and seat w/ gaskets, stem seal kit, Actuator diaphragm \nReplacement of all air fittings and air tubing\n***NOTE: Rebuild components to be purchased locally at time of work; this material cost is not included***\nTechnical Operational Procedure\n HX unit Health & Diagnosis\nSXS Tech\nWith Site personnel Site to Isolate Main valves\nWith System in Operation\nVisually inspect Plate pack for Water or Steam Leak Make notation of findings\nMinimal steam outage to HX unit will be required\nIsolate main steam inlet valve approx. 30 minutes\nIsolate water supply and recirculation \nIsolate Condensate discharge valve\nCheck for Cross Contamination\nOpen Blowdown strainer on the Condensate discharge side \nSlowly open the Water Supply inlet valve\nWith all valves closed and the water supply open \nAllow pressure to build up on the water side\nWatch the Strainer blow down to see if water starts to run out make notation of internal leaking \nClose Condensate Strainer Blow down\nTest function of controller\nFull stroke of control valve\n25, 50, 75, 100% of 4-20mA signal from controller to valve positioner\nIf Pneumatic check for air leaks at each interval\nAll air devices on HX unit\nWatch the operation of the valve stroke and signal\nIf electric watch the drive of the actuator and listen to its operation\nValidate proper temperature readings on controller \nOpen Water supply valves for the system operation\nOpen Condensate Discharge valve\nTurn steam back on slowly to normal operation\nAdjust Set Point up watch the valve and controller operation and Reaction to rate of change\nAdjust Set Point down perform the same\nSet back to original settings\nChange alarms to trigger\nA1\nA2 if utilized\nWatch and listen for alarms to activate\nIf equipped with Safety Shut Off valve trigger valve to close\nIf equipped with high limit water side trim valve trigger to open\nSet back to original settings\nVisually inspect water safety relief valve\nCheck Recirculation pump for operation\nVisually inspect control valve for steam leaks around the valve stem, packing area, bonnet cover plate\nCheck the operation of condensate discharge \nIf equipped with motive steam check trap for operation\nDocument all scaling found on unit threads, flanges, plates, etc.\nRecommendations for found diagnosis repair to be completed\nFinal Report on complete operation & function testing\nCIP of HX units to be performed at time of HX Health and Diagnosis Check\nCIP of all units, one visit starting in the 1st year of operation.\nThis will include the tuning of the unit \nRecommended Replacement parts and Labor for repair will be at additional cost\nThis will not include replacement of plate pack or of control valve internals\nCIP ports required to perform the Cleaning\nHX Clean-in-Place\nLOTO to be performed with Site Personnel achieve zero PSI on water and steam\nShut System off\nHook up to the Cleaning Unit\nCycle Cleaner (Calculation of plate pack to provide proper amount of cleaner) for approximately 2.5 hrs size of unit depending\nCycle Steam valves run stroke test from controller to Control valve\nFlushing Plate pack with clean water supply\nBack flush cleaning unit\nDrain the HX unit to ensure all cleaning product is removed\nFill 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\nRemove LOTO\nTurn unit on\nStart unit up under slow and low operating conditions \nWith the SP below the operating conditions crack in slow the Main steam valve\nChange the SP on the controller to Current temp condition as seen on the Controller\n\nBuildings include the following:\nMontrose Building 3\n(2) HXHD-25-30P-SS-H33467 / SSI: 3517587ESD-4389/ESS03361 dated 5/30/2019\nController SIMS\nControl Valves Siemens Actuator\nCondensate - APT\nMontrose Building 4\n(2) HXHD-25-90P-SS-H33467 / SSI: 3517587ESD-4389/ESS03362 dated 6/20/2019\nController SIMS\nControl Valves Rotork Actuator\nCondensate PTC + Trap\nMontrose Building 5\n(2) HXHH30-30P-SS-H3467 / SSI: 176364 dated 8/7/2015\nController SX90\nControl Valves Siemens Actuator\nCondensate APT\nMontrose Building 12\n(2) Domestic Hot Water EasiHeat packages in Pit area\nController SIMS\nControl Valves Semiens Actuator\nCondensate APT\nMontrose Building 18\n(2) Domestic Hot Water EasiHeat Packages\nController \nControl Valves \nCondensate \nMontrose Building 26 (Pool)\n(2) Domestic Hot Water (Brazed) units \nController SX90\nControl Valves Rotork Actuator & AEL6\nCondensate Trap to Condensate tank\n(2) Domestic Hot Water EasiHeat units SX90 Controllers\nController SX90\nControl Valves Rotork Actuator & AEL6\nCondensate Trap to Condensate tank\nMontrose Building 28\n(2) ESS02246 / SSI 194758 dated 11/24/2015\nController SIMS\nControl Valves Rotork Actuator\nCondensate - APT\nMontrose Building 52\n(2) Heating A & B Brazed units SX90 Controllers\nController SX90\nControl Valves Rotork Actuator\nCondensate - \n(2) Domestic Hot Water A & B Brazed units -SX90 Controllers \nController SX90\nControl Valves 25P\nCondensate - \n2\nManual Steam Trap Survey\n2a - VA Montrose Trap Count:\nEstimated up to: 100 in total (1 Tech @ 1.5 days at campus)\n2b - VA Castle Point Trap Count:\nEstimated up to: 150 in Total (1 Tech @ 2.5 days at campus)\nEstimated up to: 0 At High Reach \nLifts, and Ladders Not Included\nCustomer will install replacements as recommended\nInstallation of Steam Trap SXS Project team available for Installation Upon Request at additional cost.\nLocating and identifying all accessible steam traps in the requested facility \nTagging of all steam traps with stainless steel tags as required\nSteam Trap Testing \nVerify trap operation with ultrasonic leak detector \nScope failed traps for upstream and downstream requirements (iso valves, strainers, etc.) \nSteam Trap Survey Report Includes: \nSteam 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 \nMisapplied or incorrect installations \nInventory report of installed traps based on operating unit w/ recommended replacements\nMapping Not Included\nProvide report with recommended action items after each visit\nIdentify critical parts to have onsite as spares\nTotal cost of ownership based on cost of steam, trap population and survey results\nNote: Any Steam Trap covered by insulation must have insulation removed for Steam Trap Testing prior to SXS Technician arrival\n3\nInstallation / Commissioning \nMajor Materials & Equipment \nMontrose Building 3 Need Unlock code for SIMS Panel units currently not in operation\nCheck Valve Operation once back online\nEasiheat P&F HX #1\nEasiheat package P&F for DHW with recirc and APT, SIMS\nHXHD-25-30P-SS-H33467 SSI: 3517587 ESD-4389/ESS03361 dated 5/30/2019\nReplace SIMS Battery backup for controller\nEasiHeat P&F HX #2\nEasiheat package P&F for DHW with recirc and APT, SIMS\nHXHD-25-30P-SS-H33467 SSI: 3517587 ESD-4389/ESS03361 dated 5/30/2019\nReplace SIMS Battery backup for controller\nPart Include:\n(1) New Electric Control Valve\nMontrose Building 4\nEasiheat P&F HX #1 (window side)\nEasiheat package P&F for DHW with recirc and PTC+trap, SIMS\nHXHD-25-90P-SS-H33467 SSI: 3517587 ESD-4389/ESS03362; dated 6/20/2019\nReplace Valpes backup battery in actuator\nReplace SIMS Battery backup for controller\nEasiHeat P&F HX #2 (Wall Side) 1st Priority\nEasiheat package P&F for DHW with recirc and PTC+trap, SIMS\nHXHD-25-90P-SS-H33467 SSI: 3517587 ESD-4389/ESS03362; dated 6/20/2019\nRebuild internal 2 LEA43 \nRebuild internal 3 LEA43 \nReplace Valpes backup battery in actuator\nReplace SIMS Battery backup for controller\nCheck Pump Pkg after startup\nSpirax Sarco Globe Valve Rebuild Internal Part Include:\nStem Seal kit, Plug and Seat, Gaskets for Both HX Units\n\nMontrose Building 5\nEasiheat P&F HX #1 (basement entry side)\nEasiheat package P&F building heat APT w/ SX90\nHXHH30-30P-SS-H3467 SSI: 176364 dated 8/7/2015\nRequires Brand new Control Valve\nConnect 4-20mA\nPower Wire\nStroke & Calibrate Control Valve to Controller\nPart Include:\n(1) New Electric Control Valve\nEasiheat P&F HX #2\nEasiheat package P&F building heat APT w/ SX90\nHXHH30-30P-SS-H3467 SSI: 176364 dated 8/7/2015\nRe-Tune Both HX units to current demand\nMontrose Building 12 (Pit Location) Hi Temp area need unlock codes for panel startup\nEasiheat P&F HX #1\nEasiheat package P&F for DHW with recirc and APT, SIMS\nSIMS panel Replacement of battery backup for controller\nEasiHeat P&F HX #2 (Door Side)\nEasiheat package P&F for DHW with recirc and APT, SIMS\nSIMS panel Replacement of battery backup for controller\nReplacement (1)- 3 High Limit Safety Shutoff Valve\n\nMontrose Building 18 \nBrazed P&F Heating A\nRebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nBrazed P&F Heating B\nRebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nBrazed P&F DHW A\nRebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nBrazed P&F DHW B\nRebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nSpirax Sarco Globe Valve Rebuild Internal Part Include:\nStem Seal kit, Plug and Seat, Gaskets for Both HX Units\n(1) Electric Actuator\n\nMontrose Building 26 (Pool)\nPool Alfa Laval (top)\nChange to Rotork from AEL Customer Supplied\nCheck RTD s currently reading 200F\nRebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nPool Afla Laval (Bottom)\nChange to Rotork from AEL Customer Supplied\nCheck RTD s currently reading 200F\nRebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nDHW (Brazed P&F) Left\nRebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nDHW (Brazed P&F) Right\nRebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nSpirax Sarco Globe Valve Rebuild Internal Part Include:\nStem Seal kit, Plug and Seat, Gaskets for Both HX Units\n\nMontrose Building 28 \nEasiheat P&F HX #2 - Easiheat package P&F for DHW with recirc and APT, SIMS\nESS02246, SSI 194758, dated 11/24/2015\nNeed replacement waterside manifold Site Personnel to install (Parts have been ordered by VA Montrose Ref# PO 620-R41495)\nChange to single CV configuration with Rotork SXS Sr Technician\nRTD s RTD need to be Reconfigured install wiring into panel as needed\nRe-wire panel for Hi Limit solenoid and Re-circulation pump\nNeed replacement APT receiver (Repaired On-Site VA Montrose, customer performed)\nSpirax Sarco Globe Valve Rebuild Internal Part Include:\nStem Seal kit, Plug and Seat, Gaskets for Both HX Units\n\nMontrose Building 52\nBrazed P&F Heating A\nRebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nBrazed P&F Heating B\nRebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nBrazed P&F DHW A\nRebuild internal 1 1/2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nBrazed P&F DHW B\nRebuild internal 2 LEA33 Site to perform work, SXS Sr Tech to Bench set\nSpirax Sarco Globe Valve Rebuild Internal Part Include:\nStem Seal kit, Plug and Seat, Gaskets for Both HX Units\n4\nOption YR #4 Control Valve Rebuild Labor only **\nRebuild Control valve \nRemove - Old Actuator and Positioner from Old Control Valve (Save for new Valve body)\n(36) Control Valves \nMount Actuator on newly Rebuilt Valve Body\nMount Positioner\nCalibrate Stroke of Actuator and Positioner Bench set Control valve\nSet Lift of Actuator to PSI settings\nTest operation of Control valve with Positioner Bench test operation\nWith Fluke Meter and supplied Regulated Air\nTest 4-20mA Stroke in 25% increments \nWatch travel of Valve Stem for full operation\nBench Commission Control Valve for Installation (Installation performed by others)\nSite Requirements \nThe steam and condensate system will be required to be shut down for the work to be performed \nControl Valve to be out of Line and on a workbench to Rebuild and Bench Commission valve\nLOTO Required\nAir supply required for Calibration of Positioner and function testing at bench\n\n"} Solicitation Number: 36C24226Q0571 Type: Special Notice Base Type: Special Notice NAICS: 811310 Classification Code: J041 Response Deadline: 2026-05-01T15:00:00-04:00 Office Address: ALBANY, NY POC: Collins, Charles, Charles.Collins@va.gov, 518-626-5084