J041--Preventive Maintenance and Repair Services for the HVAC Water Chillers and Air Handling Units at the VA Caribbean Healthcare System

Performance Work Statement (PWS)

To provide Preventive Maintenance and Repair Services for HVAC Water Chillers and Air Handling Units (AHUs) at the VA Caribbean Healthcare System (VACHS).

• Perform all services in accordance with this PWS, Original Equipment Manufacturer (OEM) requirements, manufacturer manuals, and applicable laws/regulations.

• Includes preventive maintenance, inspections, adjustments, testing, and repair services for HVAC water chillers and AHUs.

• Contractor shall provide all necessary personnel, equipment, supplies, and services, except for Government-furnished items.

• Maintain chiller plant and AHU system availability at ≥98.5% overall.

• Acknowledge emergency call-backs within 30 minutes and dispatch onsite personnel within 2 hours.

• Repairs identified during PM should be completed during the same service unless constraints require rescheduling.

• Contractor performance will be evaluated against the Performance Requirements Summary (PRS) Matrix.

• Period of Performance: Five (5) year ordering period, with an option to extend for six (6) months.

• Location: VA Caribbean Healthcare System (VACHS).

• Hours of Work: Primarily 7:00 AM to 4:00 PM, Monday through Friday, excluding Federal Holidays. Certain tasks may require non-core hours.

• Contract Type: Firm-fixed price requirements type contract.

• Personnel Qualifications: Requires licensed HVAC/Refrigeration Technicians, licensed Electricians (Puerto Rico), and qualified Sheet Metal/Duct Mechanics. A licensed Mechanical Engineer (PE) is required for specific design/modification tasks.

• Certifications: OSHA 30 Hrs for Lead Technician, OSHA 10 for other personnel.

• Experience: Contractor must have at least five (5) years of experience with centrifugal, screw, and scroll chillers, and AHUs.

• Health & Safety: Compliance with OSHA, EPA, ANSI, NFPA, and Joint Commission standards. A written Health and Safety Plan is required.

• Environmental Compliance: Adherence to EPA Section 608 of the Clean Air Act for refrigerant handling.

• Security: Contractor personnel and property subject to search. PIV cards or badges may be issued. Mandatory VA training required.

• Equipment Acceptance: All Government-owned HVAC equipment is accepted "as is".

• Deliverables: Include Meeting Minutes, Employee Roster, Health and Safety Plan, Damage Reports, Influenza Vaccine compliance, Maintenance Programs, Monthly Reporting, and Quality Control Plan.

• Influenza Vaccine: Mandatory for all contractor personnel annually.

Solicitation / RFP / RFQ

This is a sources-sought synopsis to conduct market research for "Preventive Maintenance and Repair Services for the HVAC Water Chillers and Air Handling Units at the VA Caribbean Healthcare System (VACHS)". The Department of Veterans Affairs (VA) anticipates a single award firm-fixed-price requirements-type contract with a five-year ordering period and a potential six-month extension. The VA is seeking to identify interested parties, their socio-economic group, and to develop an acquisition strategy, which may include a set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), small businesses, or full and open competition.

• Furnish all personnel, supervision, tools, equipment, materials, transportation, and supplies for preventive maintenance, inspections, adjustments, testing, minor repairs, emergency call-backs, and selected major overhauls of HVAC water chillers and Air Handling Units (AHUs).

• Maintain OEM specified performance in a healthcare environment.

• Comply with ASHRAE, NFPA, OSHA, EPA Section 608, VA directives, and Joint Commission Environment of Care standards.

• Services include maintenance and repair for centrifugal, screw, and scroll chillers and AHUs.

• Provide 24/7 emergency support with 30-minute telephone acknowledgment and 2-hour on-site response.

• Perform major overhauls of centrifugal compressors.

• Provide sheet metal/ductwork services (task order basis).

• Relocate, install, and remove spot coolers during AHU downtime.

• Supply HEPA and V-bank filters.

• Strict adherence to health, safety, environmental, security, PPE, Hot Work permit, and infection control compliance.

• Contract Type: Firm-fixed-price requirements-type.

• Ordering Period: Five (5) years, plus a potential six (6) month extension.

• Place of Performance: VA Caribbean Healthcare System, San Juan, PR.

• This is a sources-sought notice, not a Request for Quote (RFQ). Do not submit pricing.

• Interested parties must submit a capabilities statement, requested information, and answers to all questions.

• Responses shall not exceed 10 pages.

• Deadline for response: May 4, 2026, 10:00 AM, Puerto Rico local time.

• Responses must be emailed to baryan.sierrapierluissi@va.gov.

• No feedback or evaluations will be provided.

• NAICS Code: 238220 (Plumbing, Heating, and Air Conditioning Contractors) with a Small Business Size Standard of $19,000,000.

• Responses will be used to determine availability of qualified sources (including SDVOSB, VOSB, small business) and to make a set-aside determination.

• This notice is for informational purposes only and does not constitute a solicitation or commitment to award a contract.

• Potential offerors are responsible for monitoring https://sam.gov/contracting for future solicitations.

• A draft PWS is attached.