J043--Kaeser Compressor PM and Repairs

The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in West Haven, CT intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with Kaeser Compressors, Inc. for the following requirement: Kaeser Compressor Preventative Maintenance and Repairs Statement of Work BACKGROUND VA Connecticut Healthcare System requires Preventative Maintenance, Scheduled, and Unscheduled Repair Services for an inventory of Kaeser air compressor equipment serving inpatient care areas located in Building 1 at the West Haven VA Medical Center. JUSTIFICATION Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities of campus chillers by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans. LOCATION OF SERVICES VA Medical Center West Haven 950 Campbell Avenue West Haven, CT 06516 PERIOD OF PERFORMANCE One (1) base year with four (4) one-year option periods QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven Campuses of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders must provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. The contractor shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. Bidders shall perform a pre-bid walkthrough at 8:30 a.m. on May 14, 2026 at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary day badge and complete a sign-in sheet. SCOPE OF WORK The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs. Scheduled maintenance shall be completed Monday Friday and during regular business hours of 8:00 a.m. and 4:30 p.m. Acknowledgement and response of an Emergency service call shall be within 2 hours. No work shall be performed on Government Holidays unless an emergency status has been indicated by the VA Contracting Officer. A&A requirements do not apply, and a Security Accreditation Package is not required; the controller is not installed on the VA Network. Inventory Manufacturer/ Equipment Model Year Material Number Serial Number Building/ Room Kaeser Rotary Screw Oil-Lubricated Air Compressor with Integrated Dryer SK 15 T 125 psi SC2 TriVolt US 2024 101981.01 1753 Building 1, 10th Floor North Kaeser Rotary Screw Oil-Lubricated Air Compressor with Integrated Dryer SK 15 T 125 psi SC2 TriVolt US 2024 101981.01 1754 Building 1, 10th Floor North Filter with Float Drain Filter F22KE 2025 102115.11411 1843 Building 1, 10th Floor North Filter with Float Drain Filter F22KE 2025 102115.11411 1837 Building 1, 10th Floor North Kaeser Condensate Treatment System KCF 25 Condensate Treatment System 2025 ANKCF25 18460 Building 1, 10th Floor North Kaeser Condensate Treatment System KCF 25 Condensate Treatment System 2025 ANKCF25 18461 Building 1, 10th Floor North Drain Trap AMD 6550 Description of Services: Maintenance, Inspections, and Testing to maintain compliance with: VHA Directives ANSI/ASHRAE/ASHE Standard VHA HEFP HVAC Design Manual Revised November 01, 2022. Scheduled Maintenance Requirements: The manufacturer maintenance procedures take precedence over other recommended maintenance procedures. Service provider shall schedule and coordinate all work with the VA COR, Utilities Supervisor, and Chief, Maintenance & Operations. All LOTO request and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075. Coordinate all placement and removal of Lock Out Tag Out devices for any energy source with the VA COR/ Maintenance & Operations. Rotary Screw Compressors: Frequency: (Quarterly) Check unit for proper operation excessive noise or vibration. Check and resolve warning/alarm messages. Check shutdown and safety functions. Check monitoring, switching, and control components. Update controller software. Re-grease drive and fan motor bearings. Replace bearings per manufacturer guidelines. Replace air filters and inlet filter mats. Replace oil, oil filter, oil separator cartridge, and scavenger line. Inspect electrical components, indicators, and displays. Maintain compressor drive components. Clean and test cooler. Check and maintain control valves. Inspect mechanical components. Check and resolve network communication errors. Maintain air treatment components. Replace air treatment filter elements. Clean and maintain condensate drain and dirt trap. Replace condensate treatment components. Perform any additional maintenance tasks as recommended in the manufacturer s operation and maintenance manuals. Perform operational test and return to service. Remove debris from worksite. Complete maintenance checklist and report deficiencies to VA Contracting Officer, COR, and Chief Engineer. Spare Parts and Expendables Inventory Refrigerant Compressor Oil Hoses of different sizes Filters Sealant Unscheduled/Emergency Repairs & Service Calls Requirements: Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Emergency service and repairs are available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate. Vendor shall submit the following associated with unscheduled repairs. Labor Hours: Minimum 6 Hours Parts Cost: Minimum Total $500.00 SUBMITTALS/DELIVERABLES The contractor shall submit two (2) hard copies and electronic copy of all maintenance, test, inspection, repair and installation data/reports to the COR within three (3) business days. The contractor shall submit any waste manifest documents as applicable. SPECIAL INSTRUCTIONS Service Provider Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the Service Provider shall sign-in at Building 15 and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR. Documentation: At the conclusion of each repair and scheduled maintenance visit, the Service Provider shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed, and parts replaced and labor hours. The reports shall be delivered within five business days. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the…