J041--Ventilation System Verification Testing and Balancing

Award Notice

This award notice announces the contract award for Solicitation Number 36C26126Q0242, originally posted on December 12, 2025. The Department of Veterans Affairs, Network Contracting Office (NCO) 21, has awarded a firm-fixed-price contract to K J CAIN CO INC for Ventilation System Verification Testing and Balancing.

• Award Number: 36C26126C0021

• Awardee: K J CAIN CO INC

• Award Amount: $838,400.00 (for base and all option years)

• Award Date: January 28, 2026

• Contracting Office ZIP Code: 95652

• Product Service Code: J041

• NAICS Code: 238220

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business)

• The government received five conforming quotes.

• The procurement was conducted using Simplified Acquisition Procedures.

Vendors interested in a brief explanation of the award, in accordance with FAR 13.106-3(d), may submit a written request to the Contract Specialist, Emily Trinh, at Emily.Trinh@va.gov.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing an estimated list of belts, including quantities, item numbers, UPC codes, and descriptions. It appears to be an estimate or a list of required parts for a potential procurement.

• Quantities (Qty): The number of each item required.
• Item Numbers: Specific identifiers for each belt (e.g., B51, A22, AX23).
• UPC Codes: Universal Product Codes for each belt.
• Descriptions: Detailed descriptions of the belts, specifying type (e.g., V-Belt, Cogged Belt) and size.
• Notes: Some entries include parenthetical notes indicating a requested alternative or a specific model (e.g., "(B132 requested)", "(BX164 requested)").

This attachment provides a detailed breakdown of specific belt items and quantities that may be part of the overall procurement. Bidders should review this list to understand the specific components required, assess their ability to source these items, and potentially use this information for pricing and proposal development.

Form / Attachment / Pricing Sheet

This document is a campus map and directory for the San Francisco VA Health Care System. It provides a visual layout of buildings, parking areas, and key locations, along with a detailed directory of departments, their building and room locations, and contact phone extensions. It also includes information on VA clinics, shuttle services, and veteran resources.

• Campus Map: Visual representation of the facility with labeled buildings and parking.
• Building Legend: Identifies various symbols for parking, entrances, and accessibility features.
• Department Directory: Lists departments alphabetically, with Building (Bldg.), Location, and Phone Extension.
• Parking Information: Details available parking lots (A, B, C, D, E, G, H, J, 209, 211, 212).
• VA Clinics: Lists various VA clinic locations and contact information.
• Shuttle Service: Information on how to reserve the SFVAHCS shuttle.
• Veteran Resources: Contact information for scheduling appointments, New Patient Hotline, Nurse Advice Line, Emergency Care Reporting, and Veterans Crisis Line.
• Welcome Message: Mission statement and overview of the San Francisco VA Health Care System.

While not a solicitation or SOW, this document is crucial for bidders to understand the physical layout and operational context of the San Francisco VA Health Care System. It can help in planning site visits, understanding logistical requirements for services provided at the facility, and identifying key points of contact or departments relevant to potential future opportunities. The inclusion of clinic locations and contact numbers may also be relevant for understanding the scope and reach of services.

Amendment / Modification

• Incorporates FAR 52.237-1 Site Visit clause into the solicitation.

• Extends the solicitation due date from January 6, 2026, 12:00 PM PST to January 12, 2026, 12:00 PM PST.

• Provides answers to vendor questions.

• Solicitation due date.

• Adds FAR 52.237-1.

• Includes attached answers to vendor questions.

• The deadline for submitting offers has been extended to January 12, 2026, 12:00 PM PST.

• Offerors are urged to inspect the site as described in FAR 52.237-1.

• An optional site visit is scheduled for Thursday, January 8th at 9:30 AM PST.

• Interested parties must email Jesse Wommack at Jesse.Wommack@va.gov by Wednesday, January 7th, 12:00 PM PST to attend.

• Each company may register up to two representatives.

• The site visit will be at Building 6 (Loading Dock Facing the Ocean), San Francisco VA Health Care System, 4150 Clement Street, San Francisco, CA 94121.

• Access to some equipment may be limited due to weather conditions. No blueprints/drawings/designs will be provided.

Amendment / Modification

This amendment (0001) to solicitation 36C26126Q0242 serves to answer vendor questions.

• Item 11: Clarifies that this amendment applies to amendments of solicitations and outlines acknowledgment procedures.

• Item 14: States the purpose of this amendment is to answer vendor questions.

• The amendment does not change the solicitation's hour and date for receipt of offers.

• Offerors must acknowledge receipt of this amendment prior to the specified hour and date.

• If an offeror wishes to change a previously submitted offer due to this amendment, the change must be made via letter or electronic communication referencing the solicitation and amendment, and received prior to the opening hour and date.

• Belts: The contractor is responsible for changing belts, maintaining inventory, and ordering them. The VA will purchase the belts from the contractor, and the cost of the belts is separate from the contract.

• Air Changes: The VA is responsible for providing air change information in Table 3 Attachment 3 of the SOW. The most recent version of this spreadsheet will be provided at kickoff and serves as the primary quarterly report template. Maintaining the spreadsheet and making BMS/damper adjustments is a shared responsibility.

• HVAC Standards: There is no requirement to submit new air change per hour calculations. However, contractors must adhere to ANSI/ASHRAE/ASHE standard 170-2021 and the VA HVAC design manual for accurate readings and necessary changes.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey intended for evaluators to provide feedback on a company's past performance for a potential VA contract. Offerors are instructed to complete a separate survey for each reference and include the completed surveys with their quote.

• Offeror Instructions: Complete a survey for each reference and include with quote.
• Evaluator Instructions: Provide comments on the company's past performance. Evaluator information is confidential.
• Submission Deadline: Signed surveys must be emailed to Emily.Trinh@va.gov no later than January 6, 2026, 12:00 PM PST.
• Information Required from Evaluator:
  • Name of Company being evaluated
  • Evaluator’s Name and signature
  • Evaluator’s Company Name, Address, and Phone number
  • Contracts provided by the company (including total contract amount, dates of performance, and contract number)
• Evaluation Questions:
  • Overall quality of work rating (Excellent, Good, Fair, Marginal, Unacceptable) with supporting comments.
  • Any performance issues/concerns and how they were handled.

Bidders must ensure they provide this survey to their references and that the references submit the completed surveys by the specified deadline. This document is critical for the government's evaluation of the bidder's past performance.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD) issued under the Service Contract Act, specifically Wage Determination No. 2015-5637, Revision No. 30, dated 07/08/2025. It establishes the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act.

• Executive Order Minimum Wage: Details minimum hourly rates for contracts entered into on or after January 30, 2022 ($17.75/hour under EO 14026) and for contracts awarded between January 1, 2015, and January 29, 2022 ($13.30/hour under EO 13658), if these rates are higher than the listed occupational rates.
• Occupational Wage Rates: Provides a comprehensive list of occupations with corresponding minimum hourly wage rates. This includes categories such as Administrative Support, Automotive Service, Health Occupations, Information Technology, and many others.
• Fringe Benefits: Specifies required fringe benefits, including Health & Welfare ($5.55/hour or $5.09/hour under EO 13706) and Paid Sick Leave (1 hour per 30 hours worked, up to 56 hours annually under EO 13706).
• Vacation and Holidays: Outlines vacation accrual (2 weeks after 1 year, 3 weeks after 5 years, 4 weeks after 12 years) and a minimum of eleven paid holidays per year.
• Specific Occupation Notes: Includes notes for specific occupations, such as the Janitor (rate applies only to San Mateo County, with a separate WD for San Francisco County) and Computer Employees (exemptions and conformance process).
• Hazardous Pay and Uniform Allowance: Details applicable differentials for hazardous duty and requirements for uniform provision and maintenance.
• Conformance Process: Explains the process for requesting authorization of additional classifications and wage rates if an occupation is not listed in the determination.

This document is critical for bidders to understand the minimum labor costs associated with performing the contract. It directly impacts proposal pricing by defining the required wages, fringe benefits, paid leave, vacation, and holiday pay for all covered service employees. Bidders must ensure their proposed labor rates meet or exceed these minimums to be compliant.

Form / Attachment / Pricing Sheet

This document is an Air Balance Report for the SFVA Medical Center, detailing the air supply and exhaust metrics for various rooms and areas across different buildings (200, 203, 12, 21, Mission Bay). It serves as a record of HVAC system performance and compliance with air change requirements.

• Room/Area Identification: Specific room numbers and descriptions within buildings.
• Air Balance Status: Indicates if the room is Negative (NEG), Positive (POS), Neutral, or D-NEG/D-POS.
• Required Balance: Specifies the target air balance (e.g., NEG, POS, Neutral).
• Supply (CFM) & Exhaust (CFM): Actual measured airflow rates.
• Required Supply (CFM) & Required Exhaust (CFM): Calculated required airflow rates based on room volume and design manual references.
• Minimum Required Air Changes: The minimum air changes per hour (ACH) required for the space.
• Actual Air Changes per Hour: The measured ACH.
• Pressure Readings: Includes "Inches WC" (water column) for relative pressure measurements.
• Equipment Information: The 'Equipment Summary' sheet lists supply and exhaust fans associated with specific building areas.

This report provides detailed technical specifications regarding the HVAC system's air balance and pressure differentials for various critical areas within the SFVA Medical Center. Bidders involved in HVAC, facilities maintenance, or related services should review this data to understand the existing infrastructure, performance metrics, and specific requirements for maintaining or upgrading these systems. It is crucial for assessing the scope and technical demands of any potential work related to the medical center's environmental control systems.

Solicitation / RFP / RFQ

This solicitation is a Request for Quote (RFQ) for ventilation system verification testing and balancing services for the San Francisco VA Health Care System. The government is procuring these services to ensure the proper functioning and maintenance of HVAC systems.

• Quarterly testing and inspection reports for supply and exhaust fans.

• Quarterly preventative maintenance reports for belts on belt-driven exhaust fans.

• Quarterly ventilation testing and balancing services for up to 231 rooms, with a potential addition of 10 rooms or 4% by cubic feet.

• All services must comply with the latest VA HVAC Manual or detail any deviations.

• Reports must be provided in electronic (Microsoft Excel and Adobe Acrobat PDF) and hard copy formats.

• Services are to be performed at the San Francisco VA Health Care Center.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base period from 02-01-2026 to 01-31-2027, with four (4) option periods.

• Estimated Value: Not explicitly stated, but NAICS code 238220 has a size standard of $19 Million.

• Quotes must be submitted electronically via email to Emily.Trinh@va.gov by the solicitation due date.

• Quotes must be submitted in two separate parts: Price and Technical.

• Key submission items include signed SF1449, signed amendments, completed price schedule, and completed VA Notice of Limitations on Subcontracting.

• Technical evaluation factors include Technical Capability (understanding of scope, performance plan, quality control, staffing, and certifications) and Past Performance.

• Evaluation will be based on best value, considering price and other factors, without formal discussions.

• Offerors must hold prices firm for 60 calendar days.

• Questions are due by December 30, 2025.

• This acquisition is a total set-aside for Small Business.

• VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) is included, with specific requirements for SDVOSB participation and limitations on subcontracting.

• The solicitation incorporates FAR clauses by reference, including 52.212-1, 52.212-3, and 52.212-4.

• Addenda to FAR 52.212-1 provide specific submission instructions and requirements.

• Offerors must have current HVAC professional certifications for favorable consideration.