J041-- HVAC Repair

Statement of Work (SOW) / Performance Work Statement (PWS)

To repair the HVAC system on the 3rd Floor of Building 159 at the Central Arkansas Veterans Healthcare System (CAVHS), which is currently without air conditioning. This repair is critical due to the floor's use by the laundry division and the approaching summer heat.

The contractor shall provide all necessary tools, shipping, delivery, personnel, transportation, demolition, removal of old equipment, installation of new equipment, and modifications to existing piping to repair the Building 159 HVAC system. This includes:

• AHU-1: Replacement of two chilled water coils and two hot water coils, installation of a new 1 HP Variable Frequency Drive (VFD) with associated electrical wiring and controls, and running communication and signal wires to the nearest controller.

• AHU-2, AHU-3, AHU-4: Provision and installation of new outside air and return damper assemblies, modification of ductwork as needed, and installation and wiring of new damper actuators.

• General: Pressure testing of new coils, leak-free verification, reconnection of existing piping, labeling of all new equipment and wiring, and final functional testing and commissioning of all installed components.

• Two chilled water coils (AHU-1)

• Two hot water coils (AHU-1)

• One 1 HP VFD, mounting hardware, and electrical accessories

• Communication and signal wiring (approx. 100 ft plus termination hardware)

• Damper assemblies (supply and return) for AHU-2, AHU-3, AHU-4

• Dampers for all assemblies

• Piping materials, fittings, insulation, and accessories for coil installation

• Labels, connectors, testing equipment, and consumables

• Delivery Hours: Monday through Friday, 8 am to 4 pm, unless otherwise coordinated. Deliveries require 24-hour advance scheduling. Government Observed Holidays are excluded unless prior approval is obtained.

• Delivery Location: Central Arkansas Veterans Healthcare System, 2200 Fort Roots Drive, Bldg 182, North Little Rock, AR 72114.

• Technical Manuals/Data: Contractor must provide full manufacturer’s data, literature, and installation, operation, and maintenance instructions with the technical quote.

• Changes to SOW: Only the Contracting Officer can approve changes. All modifications must be bilateral.

• Invoicing/Payment: Invoices submitted after delivery, installation, testing, and acceptance. No advance payments. Proper invoice requirements are detailed.

• Confidentiality and Nondisclosure: Contractor personnel must protect confidential information (patient, employee, facility) and sign Contractor Rules of Behavior.

• Information System/Privacy: Contractor will not have access to VA desktop computers, online government resources, or Protected Patient Health Information (PHI).

• Records Management: Contractor must comply with all applicable records management laws, regulations, and NARA policies. Federal records created or handled must be managed according to Federal law. Unauthorized destruction or disclosure is prohibited.

• Subcontracting: Contractor requires Contracting Officer approval for any subcontracts involving disclosure of information or records.

• IT Equipment Use: Government IT equipment is for contract-specific purposes only.

• Data Rights: The U.S. Government owns the rights to all data and records produced under this contract.

• Training: Contractor employees handling records must complete agency-provided records management training.

Proposals will be evaluated based on Price, work history, and qualifications.

Sources Sought / Request for Information (RFI)

This is a Sources Sought notice (RFI) issued by the Department of Veterans Affairs, Network Contracting Office (NCO) 16, to gather information on contractor interest and capabilities for HVAC repair services at the Central Arkansas Veterans Healthcare System (CAVHS) in North Little Rock, AR. The government is seeking to determine if a small business set-aside is appropriate for this requirement.

Contractors shall provide all necessary certifications, tools, personnel, labor, materials, and transportation for:

• Demolition and removal of old HVAC equipment.

• Installation of new HVAC equipment.

• Modifications to existing piping.

• Repair of Building 159 HVAC through replacement of coils, VFDs, controls wiring, and installation of damper assemblies for AHU-1, AHU-2, AHU-3, and AHU-4.

• The government anticipates a competitive, firm-fixed-price contract.

• No solicitation exists at this time.

• Responses are due by April 6, 2026, at 1:00 pm Central Time.

• Responses should be emailed to arlene.blade@va.gov.

• Telephone requests will not be accepted.

• The subject line for responses must be: "36C25624Q0910 - RFI-Sources Sought- CAVHS – HVAC REPAIR SERVICE".

• This RFI is being used to determine if a set-aside for any small business program is appropriate.

• Small Business Concerns are encouraged to respond.

• Contractors must possess the capability to provide all requirements and objectives.

• Point(s) of contact information.

• Company business size and SAM Unique Entity Identification Number.

• Proof of small business status (SDB, HUBZone, 8(a)) if applicable.

• Authorization as a distributor/reseller for specific HVAC equipment (with OEM evidence).

• Possession of necessary licenses and certifications for HVAC repair in Arkansas.

• Years of company and personnel experience in HVAC repair.

• Percentage of work to be completed by the prime contractor vs. subcontracted.

• Capability statement with a list of active, similar government contracts.

• Availability under existing Government Wide Agency Contracts (GWAC), GSA Schedules, IDIQ, or BPAs.

• This notice is not a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ).

• Responses are not offers and cannot be accepted to form a binding contract.

• All information provided will be used solely as market research.

• A draft Statement of Work (SOW) is attached.