J035--Building 44 Water Heater Replacement

Amendment / Modification

Amendment 0003 updates highlighted sections of the original solicitation. The specific changes are not detailed in the provided text, but bidders should review the amended document for any modifications to requirements, specifications, or terms.

Sections of the solicitation that were highlighted in yellow in the original document have been updated.

Bidders should ensure they are referencing the most current version of the solicitation, including Amendment 0003, when preparing their quotes. Any changes to requirements, deadlines, or evaluation criteria would impact submission preparation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services to replace a semi-instantaneous water heater at the White River Junction VA Medical Center. The VA intends to replace the existing unit with a similar, in-kind model. This announcement constitutes the only solicitation, and quotes are being requested.

• Replacement and installation of a semi-instantaneous steam-heated water heater.

• The new unit must be capable of heating 45 GPM water from 40° to 140°F.

• Input and output connections must be 2-1/2 inches.

• Steam pressure reduction from 70psi to 27psi via a 2-inch pressure reducer.

• The water heater shall include an electric valve that interfaces (read-only) with the VA’s Building Management System (BMS).

• All fittings and accoutrements for a "Plug and Play" switch out with the existing unit are required.

• Vendors must provide an in-kind replacement similar to the existing 2005 AJAX Boiler Inc. unit (S/N: 65216, Model: SI V-08-SW-2.00).

• This is an RFQ (Request for Quotation).

• The solicitation is issued as an RFQ and is set-aside for SDVOSB (Service-Disabled Veteran-Owned Small Business).

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

• The Product Service Code (PSC) is J035.

• Response Date/Time: January 20, 2026, 5:00 PM Eastern Time.

• Site Visit: Mandatory site visit on January 15, 2026, at 10:00 AM. Check in at Building 37, POC: Johnathan Rugg.

• Questions Deadline: January 13, 2026, 5:00 PM EST.

• Submission Requirements: Firm Fixed Price Quote, completed Limitation of Subcontracting form, technical capabilities proposal, and acknowledgment of amendments.

• Evaluation Factors: Technical, Past Performance, and Price. Award will be made to the responsible vendor whose quotation is technically acceptable and offers the lowest evaluated price.

• Quote Format: Must be clearly indexed, logically assembled, and include company name, date, and solicitation number.

• Agreement Statement: Quotes must include a statement regarding acceptance of terms and conditions.

• This solicitation is set-aside for SDVOSB.

• Offerors must be registered in the System for Award Management (SAM).

• Amendment 0002 clarifies the scope of the requirement.

• FAR provisions and clauses are incorporated by reference and available at acquisition.gov.

• The VA will not notify unsuccessful quoters.

Amendment / Modification

• The response due date for Solicitation 36C24126Q0168 has been extended.

• Response Date/Time/Zone

• The new response deadline is January 20, 2026, at 5:00 PM Eastern Standard Time.

Form / Attachment / Pricing Sheet

This document, "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (Deviation)," is a required certification for offerors. It outlines the limitations on subcontracting that must be adhered to if awarded a contract, particularly for services and construction.

• Services Contracts: Contractors must not pay more than 50% of the contract amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs) listed in the SBA database. Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit.
• General Construction Contracts: Contractors must not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Special Trade Construction Contractors: Contractors must not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Certification Acknowledgment: Offerors acknowledge that this certification is subject to Title 18, United States Code, Section 1001, and that false certifications can lead to penalties.
• Consequences of Non-Compliance: Failure to act in good faith can result in referral to the VA Suspension and Debarment Committee, fines, and prosecution.
• Record Keeping: Offerors must be prepared to provide documents to VA to demonstrate compliance with subcontracting limitations.
• Required Submission: The completed and signed certification must be returned with the offeror's bid, quotation, or proposal. Offers without this certification will be deemed ineligible.

This form is critical for bidders to understand and certify their compliance with subcontracting requirements specific to the opportunity. Failure to complete and submit this form correctly will result in the offer being considered ineligible for award. Bidders must carefully review the subcontracting percentages applicable to the contract type (services, general construction, or special trade construction) and ensure their proposed subcontracting plan meets these requirements.

Form / Attachment / Pricing Sheet

This document is an addendum to FAR 52.212-1, "Instructions to Offerors—Commercial Products and Commercial Services," tailored for Simplified Acquisition Procedures. It supersedes the current version of FAR 52.212-1 for this solicitation.

• NAICS Code and Small Business Size Standard: Details how these apply to the acquisition, including specific conditions for construction, service, or information technology acquisitions, and various set-aside scenarios.
• Submission of Quotes: Outlines the requirements for submitting quotes, including:
  • Required information: Solicitation number, receipt time, quoter's name/address/phone, technical description, warranty terms, price, "remit to" address, representations and certifications (FAR 52.212-3), acknowledgment of amendments, and statement of agreement with terms.
  • Past performance information will not be considered for simplified acquisitions.
  • Quotes failing to meet requirements may be excluded.
• Period for Acceptance of Quotes: Offerors must hold prices firm for 30 calendar days from the quote receipt date, unless otherwise specified.
• Product Samples: Requirements for submitting product samples, if requested.
• Multiple Quotes: Offerors are encouraged to submit alternative quotes.
• Late Submissions: Guidelines for late submissions, modifications, revisions, and withdrawals.
• Issuance of Purchase Order: The Government may issue a purchase order to one or more quoters and is not obligated to select the lowest-priced quote.
• Multiple Awards: The Government may issue purchase orders for individual items or groups of items.
• Availability of Requirements Documents: Instructions on how to obtain referenced specifications, standards, and commercial item descriptions.
• Unique Entity Identifier: Requirements for providing a Unique Entity Identifier (UEI) and Electronic Funds Transfer (EFT) indicator for quotes exceeding the micro-purchase threshold, or if required by the RFQ.
• Notification: Unsuccessful quoters will not be notified.

This document provides critical instructions for preparing and submitting a quote in response to the solicitation. Bidders must carefully review the submission requirements, content of the quote, deadlines, and unique entity identifier requirements to ensure their quote is considered. It also clarifies how the government will evaluate and award the purchase order.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services to replace a semi-instantaneous water heater at the White River Junction VA Medical Center. The VA intends to replace the existing 2005 AJAX Boiler Inc. unit (S/N: 65216, Model: SI V-08-SW-2.00) with a similar, in-kind unit.

• Replacement semi-instantaneous steam-heated water heater.

• Unit must be capable of heating 45 GPM water from 40° to 140°F.

• Input and output connections: 2-1/2".

• Steam pressure reduction from 70psi to 27psi via a 2" pressure reducer.

• Must include an electric valve that interfaces (read-only) with the VA’s Building Management System (BMS).

• Provided with all fittings for a "Plug and Play" installation.

• This solicitation is issued as an RFQ.

• The solicitation document and incorporated provisions and clauses are effective through Federal Acquisition Circular 2025-04.

• Response Date/Time: January 19, 2026, 5:00 PM Eastern Time.

• Submission Requirements: Firm Fixed Price Quote, completed Limitation of Subcontracting form (VAAR 852.219-75), technical capabilities proposal, and acknowledgment of terms and conditions.

• Evaluation Factors: Technical, Past Performance, and Price. Award will be made to the responsible vendor whose quotation is technically acceptable and offers the lowest evaluated price.

• Questions Deadline: January 13, 2026, 5:00 PM EST.

• Site Visit: Mandatory for verifying existing fit-up. Conducted on January 15, 2026, at 10:00 AM. Check in at Building 37, POC: Johnathan Rugg.

• This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a small business size standard of $19 Million.

• FSC/PSC: J035.

• Offerors must be registered in the System for Award Management (SAM).

• Quotes must include a statement regarding acceptance of solicitation terms and conditions.

• All quotes should be sent to Kenya.Mitchell1@va.gov.

Solicitation / RFP / RFQ

This document outlines the evaluation factors and approach for the "Evaluation-Commercial Products and Commercial Services" opportunity. The government will issue a purchase order to the responsible quoter whose quotation is most advantageous, considering price and other factors.

Not explicitly detailed in this document, but it specifies the basis for award and evaluation factors.

• The document references "FAR 52.212-2" and is an addendum to "Evaluation-Commercial Products and Commercial Services."

• It is labeled as "Revision 02" with an "Effective Date: 04/18/2025."

• Basis for Award: Most advantageous quotation to the Government, considering price and other factors.

• Evaluation Factors:

  1. Technical
  2. Past Performance
  3. Price

• Evaluation Approach: Comparative evaluation process (FAR 13.106-2 (b) (3)). Quotations will be compared to determine the best benefit. The Government may select a quotation other than the lowest price if it provides additional benefit. Alternate quotations are not requested or accepted.

• Technical Evaluation: Assesses how well the quotation meets or exceeds Government requirements as outlined in the solicitation and requested information.

• Past Performance Evaluation: Assesses risks associated with a quoter's likelihood of success, based on past performance records. This may include contracting officer knowledge, customer surveys, past performance questionnaires, and the Contractor Performance Assessment Reporting System (CPARS).

• Price Evaluation: Total of all line item prices.

Not specified in this document.

• This document is an addendum to the original solicitation regarding evaluation criteria.
• It is titled "ATTACHMENT 3: 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES."