4520--OR Steam Coil Replacement

Quick Summary

The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), is conducting market research through a Sources Sought notice to identify qualified sources for OR Steam Coil Replacement at the West Haven, CT VAMC. This effort falls under NAICS 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a size standard of $19 Million. Responses are due by February 16, 2026.

Scope of Work

The requirement involves replacing one steam coil in AHU 3, located in Building 1 Mechanical Room 4254, which serves the Operating Room Suite. The service provider shall furnish all labor, materials, equipment, tools, supervision, and disposal. Key tasks include Lock Out Tag Out (LOTO) procedures, obtaining hot work permits, protecting existing equipment, replacing the steam coil in Trane AHU Model MCCB025UA0D0UB (Serial Number K08C35068), reconnecting electrical wiring, performing system start-up and leak checks, and replacing associated piping insulation. Coordination with the VA COR, Utilities Supervisor, and Chief Maintenance & Operations is essential. The service provider will perform start-up and acceptance testing, witnessed by VA staff, and clean up the work area. Work is to occur during regular business hours (Monday-Friday, 8:00 a.m. - 4:40 p.m.), excluding government holidays unless an emergency is declared.

Contract & Timeline

• Type: Sources Sought (Market Research)
• Period of Performance: 90 calendar days from Notice to Proceed (NTP).
• Response Due: February 16, 2026, by 10:00 am EST.
• Published: February 5, 2026.

Eligibility / Set-Aside

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a $19 Million size standard.
• Potential Set-Aside: Based on market research responses, this requirement may be set-aside for SDVOSB, VOSB, Small Businesses, or procured through full and open competition.
• Registration: Interested parties must be registered in the System for Award Management (SAM.gov) and VISTA (for purchase order issuance and invoice liquidation).

Submission & Evaluation

• Submission: Interested parties must email their capability responses to sheena.carlyle@va.gov.
• Format: Responses should not exceed 8 pages, must be in Microsoft Word or Adobe PDF format, and include the attached Sources Sought Worksheet. Additional information related to capabilities may be submitted.
• Mandatory Pre-bid Walkthrough: A mandatory pre-bid walkthrough is scheduled for February 2, 2026, at 8:30 a.m. at the West Haven VA Medical Center (Building 15).
• Evaluation Factors: Responses will facilitate the Contracting Officer's review of the market base for acquisition planning, size determination, and procurement strategy. Bidders will be evaluated on past performance, technical capability, financial capability, and ability to expedite lead time.

Qualifications

• A field service representative must be located within 200 miles of the West Haven Campus.
• Personnel must be trained by the Original Equipment Manufacturer (OEM) on the specific equipment model.
• All on-site personnel require OSHA 10-hour construction certification; the site competent person requires OSHA 30-hour construction certification.
• Proof of required Tuberculosis testing is mandatory.
• A minimum one-year warranty on all parts, labor, workmanship, and equipment is required.

Additional Notes

This is not a request for quotes, and no contract will be awarded from this announcement. The government will not provide reimbursement for responses, and respondents will not be notified of evaluation results. Telephone inquiries will not be accepted or acknowledged.