J041--Chiller Replacement (Removal and Installation) Martinsburg Veterans Administration Medical Center (VAMC) Source Sought Notice

Quick Summary

The Department of Veterans Affairs (VA), Martinsburg VAMC, is conducting market research via a Sources Sought Notice to identify qualified small business contractors for a Chiller Replacement (Removal and Installation) project at the Surgical Suite (Building 500) in Martinsburg, WV. This is for information and planning purposes only. Responses are due May 11, 2026, at 9:00 AM EST.

Scope of Work

The project involves the comprehensive removal of an existing chiller and the installation of a new Trane CGAM-series chiller, or equivalent. Key tasks include:

• Pre-Work: Site verification, coordination with VA Facilities, safety perimeter establishment, and lockout/tagout procedures.
• Removal & Demolition: Refrigerant recovery, disconnection of utilities, crane/rigging for safe removal, and disposal of the existing chiller and debris.
• Installation: Rigging and setting the new chiller, anchoring, electrical reconnection (including new conductors and a dedicated 115V barrel heater circuit), integration of control wiring with the existing Building Automation System (BAS), installation of new chilled-water piping, valves, supports, flow switch, and a new heat trace system. Insulation of piping and repair of disturbed insulation are also required.
• Startup & Commissioning: System filling, air bleeding, flow verification, factory-authorized startup, and confirmation of safety systems, alarms, electrical load, and BAS integration.
• Deliverables: Completed startup documentation, O&M manuals, warranty documentation, as-built drawings (electrical/piping), and on-site training for VA O&M staff.
• Exclusions: Asbestos abatement, correction of pre-existing code violations, life-safety system modifications, structural modifications beyond the described scope, and extensive BAS reprogramming.
• Warranty: 90-day labor and 1-year standard parts (manufacturer), with a government preference for a 5-year standard parts warranty.

Contract Details & Submission

• Opportunity Type: Sources Sought Notice (for market research)
• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors)
• Product Service Code: J041 (Maintenance, Repair And Rebuilding Of Equipment: Refrigeration, Air Conditioning, And Air Circulating Equipment)
• Set-Aside: This notice seeks potential qualified small business contractors; socio-economic status is requested.
• Submission Requirements: Interested parties must submit company name, address, DUNS/UEI, point of contact, socio-economic status (SDVOSB, VOSB, SB, etc.), relevant experience in similar healthcare chiller replacement projects, a capability statement, small business size status, and confirmation of self-performance or subcontracting plans (including compliance with limitations on subcontracting).
• Response Due: May 11, 2026, at 9:00 AM EST.
• Submission Method: Electronically to Trever.Turcotte@va.gov and William.Galletta@va.gov.
• Subject Line: "36C24526Q0493 Chiller Replacement (Removal and Installation)-Martinsburg VAMC".

Disclaimer

This is not a solicitation, Request for Quotes, or Proposals. Responses will be used solely for market research and planning purposes.