J041--B44 Air Handler Repairs

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. This solicitation is set-aside for SDVOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 236220, with a small business size standard of $45 Million. The FSC/PSC is J041. The White River Junction VAMC located at 1 VA Center, 163 Veterans Drive is seeking a qualified vendor Air Handler Repair Services at the White River Junction VA Medical Center. All interested companies shall provide quotations for the following: Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Steam Coil Replacement IAW the SOW Period: Base 1.00 JB __________________ __________________ 0002 AHU-3 Outdoor Air Damper Replacement IAW the SOW Period: Base 1.00 JB __________________ __________________ 0003 AHU-2 Outdoor Air Damper Replacement IAW the SOW Period: Base 1.00 JB __________________ __________________ TOTAL: STATEMENT OF WORK (SOW) B44 Air Handler Repairs Department of Veterans Affairs White River Junction VAMC Project Scope The White River Junction VA Healthcare System requires the services of a qualified firm to provide services for making multiple repairs on the air handling systems in the research building. Work is to include: Steam Coil Replacement Replace steam heating coil in air handler 3 (AHU-3). Coil has developed multiple leaks and is beyond repair. Outdoor Air Damper Replacement Replace outdoor air dampers on air handler 2 (AHU-2). Dampers have seized and are no longer operational. Replace outdoor air dampers on air handler 3 (AHU-3). Dampers have seized and are no longer operational. The Contractor shall also be responsible for all damages to persons or property that occurs as a result of the Contractor s fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract. Existing Site Conditions. Work will occur within an occupied healthcare facility and the design/build activities will require construction to be phased in such a way as to minimize impact on staff and patients. Infection Control measures will be required at all times as defined in ICRA assessment. Site Investigation may be required for this project to ensure accuracy. The Contractor shall be responsible for field verifying all conditions and quantities that may affect the project work prior to bid of this project. Site investigation is to be included in the cost proposal. This work can be performed directly by the General Contracting firm, or indirectly via contract to a third party (Sub-Contractors). The person(s) conducting the site investigation are to check in with the VA Facilities Management Services department and will be escorted to review the project for not less than 4 hours by the VA Contracting Officer Representative (COR). This work can be done in advance and is intended to limit unforeseen site conditions not indicated on the drawings. Work shall be completed in conformance with the time schedule requested by the VA Contracting Officer s Representative (COR) or Resident Engineer (RE). The Contractor is solely responsible for preparing all necessary regulatory notifications to meet the time schedule. Due to requirements in NFPA 101 Life Safety Code, a minimum of two egress routes for each occupied space must be maintained. To ensure the safety of VA patients, staff, and tenants, work is to be structured to allow for egress routes to be maintained throughout the course of construction. Work requiring relocation of tenants, is subject to notification requirements. If Contractor provides a schedule resulting in any violations of NFPA 101 Life Safety Code during any work, they must also submit proposed interim life safety measures for VA review. Any action necessitated by NFPA 101 Life Safety Code will be the responsibility of the Contractor. Tasks and Requirements General Contractor Requirements Steam coil Replacement Perform proper lock out/tag out procedures. Carefully disassemble air handler to access coil. Upon reassembly, the contractor shall ensure that there is zero air leakage from cabinet. Contractor shall ensure new coil is installed to the manufacturer s specifications. Contractor shall ensure there is zero steam or steam condensate leakage. Contractor shall test system for proper operation. Submittals must be reviewed and approved by the VA prior to the start of work. Any new construction shall match surrounding finishes unless indicated otherwise. Contractor and their Sub-contractors are to provide necessary submittals and plans for approval prior to commencing with any new work not shown/provided in the construction documents. All damage to floors, walls, ceilings, or any other VA property to be repaired/replaced by the contractor. Contractor shall be responsible for all construction debris removal. The contractor shall provide their own dumpster as needed. For interior construction the contractor shall provide dump carts and HEPA carts as needed. Dump carts are to be sealed with a tight-fitting lid during travel to and from the jobsite to the designated dumpster location. Dumpster location and debris removal pathway to be approved by the VA COR. Outdoor Air Damper Replacement Perform proper lock out/tag out procedures. Contractor shall perform functional test of dampers upon completion. Dampers must be able to close completely, sealing off the outdoor air completely. Contractor shall ensure installation of new components are in accordance with manufacturer s specifications. Submittals must be reviewed and approved by the VA prior to the start of work. Any new construction shall match surrounding finishes unless indicated otherwise. Contractor and their Sub-contractors are to provide necessary submittals and plans for approval prior to commencing with any new work not shown/provided in the construction documents. All damage to floors, walls, ceilings, or any other VA property to be repaired/replaced by the contractor. Contractor shall be responsible for all construction debris removal. The contractor shall provide their own dumpster as needed. For interior construction the contractor shall provide dump carts and HEPA carts as needed. Dump carts are to be sealed with a tight-fitting lid during travel to and from the jobsite to the designated dumpster location. Dumpster location and debris removal pathway to be approved by the VA COR. Crane Utilization Use of a crane will be necessary. The steam coil is too large to transport through the building. The mechanical room has double door access from the roof. Crane will be necessary to move the new coil to the roof, and removal of the defective coil. Contractor shall take appropriate measures to protect the roof from damage. Should the roof be damaged, it is the sole responsibility of the contractor to have it repaired in a manner that is in accordance with the roofing manufacturer s specifications. The Contractor is required to develop and submit a detailed Lift Plan for all lifting operations to be performed under this contract. The Lift Plan shall include, but is not limited to, the following elements: Description of the lifting operations, including the types of lifts to be performed (e.g., critical lifts, routine lifts). Specifications of the lifting equipment to be used, including cranes, slings, and any other lifting devices or accessories. Load calculations and rigging details to ensure safe lifting operations. Procedures for pre-lift inspections of equipment and materials. Identification and mitigation of potential hazards associated with the lift. Contingency plans for emergency situations or lift failures. Roles and responsibilities of personnel involved in the lifting operation, including crane operators, riggers, and signal persons. The Lift Plan must be reviewed and approved by the contract s COR and the facilities safety team, or designated representative prior to the commencement of any lifting operations. The Contractor is responsible for ensuring full compliance with all applicable regulations, standards, and best practices related to lifting operations and traffic control. Documentation of training, certifications, and Lift Plan approval must be maintained and made available for inspection upon request by the Contracting Officer. Privacy Statement Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures. Record Management The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Appendix [Attach in this section (or in appropriate sections) embedded documents for drawings, tables, pictures, etc.] Period of Performance The period of performance for this contract shall not exceed sixty (60) calendar days from the date of the notice to proceed. The Contractor is expected to complete all work specified in this contract within this timeframe to ensure timely project delivery. The Contractor acknowledges and understands that the availability of certain components required for the completion of the project may affect the overall schedule. In the event of unforeseen delays due to component availability, the Contractor shall immediately notify the Contracting Officer in writing, providing detailed information on the components affected, the reason for the delay, and the anticipated impact on the project timeline. The Contractor shall maintain open and regular communication with the Contracting Officer and the facility s COR regarding the status of component procurement and any potential impacts on the project schedule. The Contractor shall provide progress updates, documentation of component orders, and any other relevant information as requested by the Contracting Officer. Work Schedule Normal working hours are from 7:30 AM to 4:30 PM. In order to maintain schedule, work performed after hours or over the weekend may be allowed. Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice. Place of Performance/Place of Delivery Address: 163 Veterans Drive, White River Junction, VT Postal Code: 05009 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services [Attention CO: www.sam.gov registration is required to be complete at time of submission of response.] Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) FAR 852.219-73 - VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses. FAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction FAR 52.217 9 Option to Extend the Term of the Contract The following clauses are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note), 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328), 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (Jan 2025) ( 31 U.S.C. 6101 note), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018), All quoters shall submit the following: (1) A Firm Fixed Price Quote which shall be received on or before the date and time specified in Section (xv) of this solicitation. (2) A completely filled and signed Limitation of Subcontracting in accordance with VAAR 852.219-75. (3) A technical capability statement or descriptive literature demonstrating the ability to meet the requirements of the Statement of Work. Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Wednesday, 11 February 2026 at 5:00 PM EST. Questions received after this date and time will not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. All quotes shall be sent to Kenya.Mitchell1@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of the FAR. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than Wednesday, 18 February 2026 by 5:00 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Kenya.Mitchell1@va.gov The following are the decision factors: ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: Technical Past Performance Price Certifications Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserv…