4120--Repair HVAC Dampers - Project 671-22-133 (VA-26-00010045)

Other / Unclassified

This document is a sign-in sheet for a site visit meeting related to the "South Texas Veterans Health Care System 671-26-133 Repair Heating Ventilation and Air Conditioning Dampers" opportunity. It records the date, time, printed name, company/organization, and email/phone number of attendees.

This document is relevant to potential bidders as it lists companies and individuals who attended the site visit. This can indicate potential competitors or partners, and provides contact information for follow-up or networking. The attendees represent various organizations involved in the HVAC and construction sectors.

Amendment / Modification

This amendment (0001) to Solicitation 36C25726R0042 extends the deadline for receipt of offers to February 23, 2026, at 10:00 AM CST.

Key updates include:

• Extension of Offer Receipt Date: The hour and date for receipt of offers is extended to 02-23-2026 10 AM CST.

• Inclusion of Site Visit Information: The Site Visit Sign-In Sheet is provided.

• RFI Responses: All submitted Requests for Information (RFIs) and their corresponding responses are included.

• Self-Performed Calculations: A template and instructions for calculating self-performed work, in accordance with VAAR 852.219-75 "Limitations on Subcontracting," are provided.

• The deadline for receipt of offers has been modified.

• New attachments/information (Site Visit Sign-In Sheet, RFI responses, Self-Performed Calculations) have been added.

• Bidders now have until February 23, 2026, 10 AM CST, to submit their offers.

• Bidders must review the provided RFI responses, site visit sign-in sheet, and complete the self-performed calculations as part of their proposal.

Form / Attachment / Pricing Sheet

This document contains detailed architectural and mechanical drawings for the "Repair HVAC Dampers & Louvers" project at the Audie L. Murphy Memorial Veterans Hospital. It includes sheet indexes, general project and mechanical notes, abbreviations, and specific floor plans with damper repair/replacement schedules.

• Sheet Index: Lists all included drawing sheets.
• General Project Notes: Outlines contractor responsibilities, compliance with codes, and coordination requirements.
• General Mechanical Notes & Abbreviations: Provides definitions and standard practices for mechanical work.
• Damper Repair/Replacement Schedules: Detailed tables on various floor plans specifying the location, type, condition, and required repairs for HVAC dampers and actuators.
• Floor Plans: Illustrate the layout of different floors and the specific locations of HVAC components requiring attention.

These drawings are critical for bidders to understand the scope of work, identify the specific locations and types of dampers and actuators requiring repair or replacement, and assess the complexity of the project. The schedules provide detailed information on the condition of existing equipment and the necessary actions, including the replacement of pneumatic actuators with Belimo actuators and the potential need for electrical work by others. This information is essential for accurate bidding and proposal preparation.

Solicitation / RFP / RFQ

This is a Request for Proposal (RFP) for the "Repair and Replace HVAC Dampers" project (Solicitation Number: 36C25726R0042) at the Audie Murphy Memorial Veterans' Hospital in San Antonio, Texas. The contractor will be responsible for providing all labor, supervision, materials, and equipment to complete the project in accordance with the Statement of Work.

• Repair and replace HVAC dampers and associated parts.

• Work must comply with VA specifications, NEC, NFPA, OSHA, and all applicable city, county, state, and federal regulations.

• Requires a licensed and bonded HVAC contractor and a licensed Master Electrician on-site.

• Contractor must manage outages to minimize impact on clinical care and coordinate work impacting clinical spaces after hours.

• Performance and Payment Bonds are required.

• Contract Type: Firm-Fixed-Price.

• Performance Period: 268 calendar days.

• Construction Magnitude: Between $1,000,000 and $5,000,000.

• Proposals are due by 10:00 AM CST on February 20, 2026.

• Submission is via email to Rhonda.richardson5@va.gov and stephanie.ingersoll@va.gov.

• Proposals must be submitted in four volumes: Technical Acceptability, Past Performance, Price, and Solicitation, Offer, & Award Documents.

• Evaluation Factors: Past Performance is significantly more important than Price. Technical Acceptability (including EMR) will be assessed first.

• Site Visit: January 28, 2026, at 10:00 AM CST.

• RFIs Due: February 4, 2026, by 10:00 AM CST.

• This solicitation is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• Offerors must be SDVOSB certified with the Small Business Administration (SBA) and registered in SAM.gov.

• Place of Performance: Audie Murphy Memorial Veterans' Hospital, San Antonio, Texas.

• Additional requirements include security badge access, TB testing, seasonal influenza vaccination, and infection control training.

Form / Attachment / Pricing Sheet

This document is an itemized cost breakdown worksheet associated with Solicitation No. 36C257XXXXX. It is intended for bidders to detail their proposed costs across various divisions and categories.

The worksheet is structured by CSI (Construction Specifications Institute) divisions, from Division 01 (General Requirements) through Division 48 (Electrical Power Generation), plus an 'Other' category. For each division, bidders are expected to break down costs into MATERIAL, LABOR, EQUIPMENT, and OTHER. The sheet includes columns for these cost categories and a TOTAL for each line item and division. It also includes subtotals, overhead, profit, bonds and insurance, and a final Total Proposal line.

This attachment is critical for bidders to accurately price their proposals. It requires a detailed breakdown of all anticipated costs, ensuring that all aspects of the work are considered and costed according to the specified divisions. The completed worksheet will form a significant part of the proposal submission and will likely be used by the government for cost evaluation.

Form / Attachment / Pricing Sheet

This document is a map of the "Ground Level" of a facility, likely a hospital or medical center, indicating various departments, services, and key locations. It serves as a navigational aid for visitors and staff.

• Key: Defines symbols used on the map (Information, Elevator, Waiting Area, Clinic Check-In/Out, Restroom, Vending Machines, Stairs, Restricted Area).
• Services List: Enumerates various services and departments available, including "Spinal Cord Inpatient Unit," "Polytrauma Rehabilitation Center," "Community Living Center (CLC)," "Food and Nutrition," and "Prosthetics," among others.
• Map Layout: Depicts the physical layout of the ground level, showing room locations and pathways.
• Specific Room Identification: Highlights "E002 Conference Room."
• Navigation Instructions: Includes a handwritten note providing specific exit and turn instructions for navigating a hallway.
• Modification Date: Indicates the map was modified on 3/11/2024.

This map provides a visual representation of the facility where services related to the opportunity may be performed or accessed. It helps bidders understand the physical environment, the proximity of different departments, and potential logistical considerations for any on-site work or access requirements. The navigation instructions offer specific guidance for reaching certain areas.

Specifications / Attachment

This document contains specifications for "Repair Heating and Air Conditioning (HVAC) Dampers" at the Veteran's Administration Medical Center in San Antonio, Texas. It details various technical requirements and procedures for the project, including:

• General Requirements: Outlines safety, general intentions, and the scope of bid items, including repair and modification of AHUs and FCUs, and replacement of non-operable DDC controller electric actuators.
• Specifications and Drawings: Information on obtaining contract documents and additional copies.
• Construction Security Requirements: Details security plans, procedures, personal identity verification, and key control.
• Operations and Storage Areas: Defines contractor responsibilities for site operations, temporary buildings, roadways, working space, and medical center conduct.
• Phasing: Addresses the need to maintain Medical Center operations 24/7 and outlines phasing by floor.
• Alterations: Includes requirements for pre-construction surveys, re-surveys, protection measures, disposal, and retention of materials.
• Project Schedule: Details requirements for Critical Path Method (CPM) plans, computer-produced schedules, and submittal procedures.
• Quality Control: Establishes requirements for contractor quality control systems, including CQC plans, organization, and reporting.
• Temporary Environmental Controls: Specifies measures for managing air, water, and land resources, including definitions of pollutants and control measures.
• Metal Fabrications: Details requirements for fabrication and installation of supports and frames for dampers.
• Insulation: Outlines requirements for acoustical and thermal insulation, including materials, installation, and sustainable construction requirements.
• Flashing and Sheet Metal: Specifies materials and fabrication for various flashing, copings, and roof edge metal.
• Firestopping: Details requirements for firestopping systems to prevent the passage of flame, heat, smoke, or gases.
• Joint Sealants: Covers interior and exterior sealant requirements and application.
• Access Doors and Frames: Specifies requirements for fire-rated and non-rated access doors and frames.
• Painting: Outlines work, submittals, delivery, storage, quality assurance, regulatory requirements, safety, and applicable publications for painting.
• Common Work Results for HVAC: Provides definitions, abbreviations, and general requirements applicable to HVAC systems.
• Testing, Adjusting, and Balancing for HVAC: Details procedures for testing, adjusting, and balancing HVAC systems.
• HVAC Ducts and Casings: Specifies requirements for ductwork and accessories.
• Direct-Digital Control System for HVAC: Outlines requirements for new BACnet-compliant control systems.
• Electrical Installations: Covers general requirements, materials, and equipment protection for electrical installations.
• Low-Voltage Electrical Power Conductors and Cables: Details requirements for conductors and cables.
• Raceway and Boxes for Electrical Systems: Specifies requirements for conduit, fittings, and boxes.

This document is crucial for bidders as it outlines the specific technical requirements, materials, installation procedures, safety protocols, and quality control measures for the HVAC damper repair and replacement project. It details the scope of work, including specific sections on damper repair/replacement, actuator replacement, and associated electrical and control wiring. Bidders must carefully review these specifications to understand the project's demands, ensure compliance, and accurately estimate costs and timelines. The document also highlights critical aspects such as safety requirements, environmental controls, and quality assurance, which are essential for successful project execution.

Solicitation / RFP / RFQ

This is a presolicitation notice for a project to replace and repair HVAC dampers at the Audie L. Murphy VA Hospital in San Antonio, TX. The goal is to improve air quality. A Request for Proposal (RFP) is expected to be posted around December 5, 2025.

• Provide all labor, materials, supplies, tools, equipment, supervision, and construction services for the installation, repair, and replacement of HVAC dampers and associated parts.

• All work must comply with VA specifications, NEC, NFPA, OSHA standards, and applicable city, county, state, and federal regulations.

• Plan for and coordinate outages, especially for work impacting clinical spaces, which must be done after hours and coordinated with the COR.

• The magnitude of this project is estimated between $1,000,000 and $2,000,000.

• A Request for Proposal (RFP) will be posted on or about December 5, 2025.

• The Statement of Work (SOW) will be posted with the solicitation.

• This procurement is 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC).

• The North American Industry Classification System (NAICS) code is 238220, with a small business size standard of $19M.

• The contracting office ZIP code is 78240.

• The solicitation number is 36C25726R0042.

• The Point of Contact is Stephanie Ingersoll, Contract Specialist, at stephanie.ingersoll@va.gov or 210-240-6838.