SAM #36C24226Q0571

Notice of Intent to Award Sole Source Maintenance Contract for Sarco Equipment at VA Hudson Valley Health Care System

This notice announces the VA's intent to award a sole source contract for maintenance and technical services on Sarco steam system equipment at the Hudson Valley Health Care System. - Agency: Department of Veterans Affairs, Network Contract Office 02 (36C242) - Sole source vendor: Spirax Sarco Inc. - Scope of work: - Preventive maintenance and technical assessments on Sarco steam system equipment - Quarterly health checks, diagnostics, and reporting - Annual steam trap surveys and cleaning-in-place (CIP) of heat exchanger units - Installation, repair, and commissioning of Spirax Sarco components - Major control valve rebuild in the fourth option year - OEMs and referenced components: - Spirax Sarco (steam system equipment, globe valves) - Siemens (actuators, controllers) - Rotork (actuators) - APT (condensate) - SIMS (controllers) - Alfa Laval (heat exchangers) - All services must be performed by Sarco-certified engineers with at least five years of experience - Period of performance: One year base with four option years - Place of performance: VA Hudson Valley Health Care System Montrose and Castle Point campuses - Justification: Only Spirax Sarco-certified engineers are authorized to service this specialized equipment

Description

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 considers 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 campuses 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 ItemDescription 1Technical Assessment Contract of SXS Steam Utilization EquipmentBase +4 Year ContractStandard 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 VisitPerform health checks to all SXS Inc Steam Equipment onsitePerform rate of change to process / operationVisual & Observe OperationsCheck For Air Leaks on all Pneumatic ancillaries and fittingsRecommended 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 diaphragmReplacement of all air fittings and air tubingNOTE: Rebuild components to be purchased locally at time of work; this material cost is not included**Technical Operational ProcedureHX unit Health & DiagnosisSXS TechWith Site personnel Site to Isolate Main valvesWith System in OperationVisually inspect Plate pack for Water or Steam Leak Make notation of findingsMinimal steam outage to HX unit will be requiredIsolate main steam inlet valve approx. 30 minutesIsolate water supply and recirculationIsolate Condensate discharge valveCheck for Cross ContaminationOpen Blowdown strainer on the Condensate discharge sideSlowly open the Water Supply inlet valveWith all valves closed and the water supply openAllow pressure to build up on the water sideWatch the Strainer blow down to see if water starts to run out make notation of internal leakingClose Condensate Strainer Blow downTest function of controllerFull stroke of control valve25, 50, 75, 100% of 4-20mA signal from controller to valve positionerIf Pneumatic check for air leaks at each intervalAll air devices on HX unitWatch the operation of the valve stroke and signalIf electric watch the drive of the actuator and listen to its operationValidate proper temperature readings on controllerOpen Water supply valves for the system operationOpen Condensate Discharge valveTurn steam back on slowly to normal operationAdjust Set Point up watch the valve and controller operation and Reaction to rate of changeAdjust Set Point down perform the sameSet back to original settingsChange alarms to triggerA1A2 if utilizedWatch and listen for alarms to activateIf equipped with Safety Shut Off valve trigger valve to closeIf equipped with high limit water side trim valve trigger to openSet back to original settingsVisually inspect water safety relief valveCheck Recirculation pump for operationVisually inspect control valve for steam leaks around the valve stem, packing area, bonnet cover plateCheck the operation of condensate dischargeIf equipped with motive steam check trap for operationDocument all scaling found on unit threads, flanges, plates, etc.Recommendations for found diagnosis repair to be completedFinal Report on complete operation & function testingCIP of HX units to be performed at time of HX Health and Diagnosis CheckCIP of all units, one visit starting in the 1st year of operation.This will include the tuning of the unitRecommended Replacement parts and Labor for repair will be at additional costThis will not include replacement of plate pack or of control valve internalsCIP ports required to perform the CleaningHX Clean-in-PlaceLOTO to be performed with Site Personnel achieve zero PSI on water and steamShut System offHook up to the Cleaning UnitCycle Cleaner (Calculation of plate pack to provide proper amount of cleaner) for approximately 2.5 hrs size of unit dependingCycle Steam valves run stroke test from controller to Control valveFlushing Plate pack with clean water supplyBack flush cleaning unitDrain the HX unit to ensure all cleaning product is removedFill the HX unit with clean water use the water discharge side to remove all the air from the system through the valve as the ventRemove LOTOTurn unit onStart unit up under slow and low operating conditionsWith the SP below the operating conditions crack in slow the Main steam valveChange 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: 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. 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. 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 Valves backup battery in actuator. Replace SIMS Battery backup for controller. Rebuild internal LEA43. Rebuild internal LEA43. Replace Valves 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. 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 LEA33. Site to perform work, SXS Sr Tech to Bench set. Brazed P&F Heating B. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. Brazed P&F DHW A. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. Brazed P&F DHW B. Rebuild internal 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 RTDs currently reading 200F. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. Pool Alfa Laval (Bottom). Change to Rotork from AEL. Customer Supplied. Check RTDs currently reading 200F. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. DHW (Brazed P&F) Left. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. DHW (Brazed P&F) Right. Rebuild internal 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. RTDs 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 LEA33. Site to perform work, SXS Sr Tech to Bench set. Brazed P&F Heating B. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. Brazed P&F DHW A. Rebuild internal LEA33. Site to perform work, SXS Sr Tech to Bench set. Brazed P&F DHW B. Rebuild internal 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. 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.

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