J045--Building 1 Heat Exchanger Replacement

Solicitation / RFQ (Amendment 0001)

This document is Amendment 0001 to Solicitation 36C24126Q0170, updating sections highlighted in yellow. It serves as a combined synopsis/solicitation issued as a Request for Quotation (RFQ) for commercial products and services. The Department of Veterans Affairs (VA) Connecticut is seeking a qualified vendor to replace the failed C-2 heat exchanger in Building 1 at the White River Junction VAMC. This heat exchanger is a critical component of the HVAC system, providing filtered fresh air to patient areas.

• Scope of Work: Removal and disposal of the existing C-2 heat exchanger, air separator, flash tank, and associated piping. Salvage and reinstallation of two circulator pumps. Installation of new equivalent heat exchanger, air separator, flash tank, and new piping/fittings. Insulation of new equipment/piping, functional testing, and system startup.

• Contractor Qualifications: Must employ licensed pipefitters and qualified technicians (minimum one year trade school, five years experience in institutional/industrial plumbing/HVAC). Familiarity with NFPA 85, VHA Boiler Manual, TEMA, and ASME codes.

• Work Conditions: Work must minimize impact on healthcare operations, adhere to Infection Control Risk Assessment (ICRA) measures, and require constant coordination with VA personnel.

• Submittals: All submittals require VA approval prior to work commencement.

• Debris Removal: Contractor is responsible for all construction debris removal, including providing dumpsters and carts.

• Information Security: No connection to VA computer network or access to sensitive VA data. Contractor personnel must follow VA Privacy & Security policies and Federal Records Management policies.

• Contract Type: Firm Fixed Price.

• Period of Performance: Not to exceed 80 days from notice to proceed.

• Place of Performance: White River Junction VAMC, 163 Veterans Drive, White River Junction, VT 05009.

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

• NAICS Code: 238220 (Small Business Size Standard: $19 Million).

• FSC/PSC: J035.

• Solicitation Number: 36C24126Q0170.

• Response Deadline: January 23, 2026, 5:00 PM Eastern Time.

• Questions Deadline: January 13, 2026, 5:00 PM EST (submit via email to Kenya.Mitchell1@va.gov).

• Site Visit: January 14, 2026, 9:00 AM at Building 37, White River Junction VAMC.

• Submission Requirements:

  1. Firm Fixed Price Quote.
  2. Completed and signed Limitation of Subcontracting (VAAR 852.219-75).
  3. Technical capability statement or descriptive literature.

• Evaluation Factors: Technical, Past Performance, Price, and Certification (acceptable/unacceptable).

• Basis for Award: Comparative evaluation. Award will be made to the responsible vendor whose quotation is technically acceptable and offers the lowest evaluated price to the Government.

• SAM Registration: Required at the time of submission.

• Terms & Conditions: Offerors must explicitly state acceptance of terms or list exceptions with rationale.

• This document incorporates FAR provisions and clauses by reference; full text is available at acquisition.gov.

• Unsuccessful quoters will not be notified.

Solicitation / RFP / RFQ

This document outlines the evaluation factors and approach for awarding a purchase order for commercial products and commercial services. 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, as it focuses on evaluation criteria.

• Basis for Award: Most advantageous quotation considering price and other factors.

• Contract Type: Purchase Order.

• Evaluation Factors:

  • Technical
  • Past Performance
  • Price

• Evaluation Approach: Comparative evaluation process, comparing quotations to determine the best benefit to the Government. The Government reserves the right to consider quotations other than the lowest price if they offer additional benefits.

• Technical Evaluation: Assesses how well the quotation meets or exceeds government requirements as outlined in the solicitation.

• Past Performance Evaluation: Assesses risks associated with a quoter's likelihood of success based on their record of past performance. This may include information from the contracting officer, customer surveys, past performance questionnaires, or CPARS.

• Price Evaluation: Total of all line item prices.

Not specified in this document.

• This document is an addendum to FAR 52.212-2.
• The Government is not requesting or accepting alternate quotations.
• Effective Date: 04/18/2025, Revision 02.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial products and services to replace the failed C-2 heat exchanger and associated components in Building 1 at the White River Junction VA Medical Center (VAMC) in Vermont. The procurement is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Removal and disposal of the existing C-2 heat exchanger, air separator, flash tank, and non-compliant/non-serviceable piping and valves (threaded pipe fittings are not permitted).

• Salvage and reinstallation of two existing circulator pumps.

• Installation of a new heat exchanger, air separator with auto vent, and flash tank.

• Reinstallation of circulator pumps, ideally at the same horizontal level.

• Installation of new piping and fittings, and insulation of all new equipment and piping.

• Functional testing, startup of the system, and adherence to Infection Control Risk Assessment (ICRA) measures.

• Contractor must employ licensed pipefitters and qualified technicians with relevant experience.

• Work must comply with NFPA 85, VHA Boiler and Associated Plant Safety Device Testing Manual, TEMA, and ASME codes.

• Contractor is responsible for all construction debris removal.

• Contract Type: Firm Fixed Price

• Period of Performance: Not to exceed 80 days from notice to proceed.

• Place of Performance: White River Junction VAMC, 163 Veterans Drive, White River Junction, VT 05009.

• Submission Deadline: Tuesday, January 20, 2026, by 5:00 PM EST.

• Submission Method: Email to Kenya.Mitchell1@va.gov.

• Required Submissions: Firm Fixed Price Quote, completed Limitation of Subcontracting form (VAAR 852.219-75), and a technical capabilities proposal.

• 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.

• Site Visit: January 14, 2026, at 9:00 AM (check in at Building 37).

• Questions Deadline: Tuesday, January 13, 2026, at 5:00 PM EST via email.

• Set-Aside: Total SDVOSB Set-Aside.

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

• SAM.gov registration is required.

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

• Offerors must complete annual representations and certifications electronically via SAM.gov (FAR 52.212-3).

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION). It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contracts: Contractor will not pay more than 50% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• General Construction Contracts: Contractor will not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction Contractors: Contractor will not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Certification: Offerors must complete, sign, and return this certification with their bid, quotation, or proposal. Failure to do so will result in the offer being deemed ineligible for award.
• Compliance: The offeror acknowledges that submission of this certification implies understanding and agreement to provide documentation to VA to verify compliance. Non-compliance may lead to remedial action.
• Penalties: False certifications are subject to penalties under Title 18, United States Code, Section 1001, and may result in criminal, civil, or administrative penalties.

This is a mandatory certification for all offerors. Bidders must understand the specific subcontracting limitations applicable to their contract type (Services, General Construction, or Special Trade Construction) and ensure their proposed approach complies. Failure to complete and submit this form will result in disqualification.

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 in the FAR for this solicitation.

• NAICS Code and Size Standard: Details how to determine the applicable NAICS code and small business size standard for the acquisition, including specific rules for construction or service acquisitions and information technology value-added resellers.
• Submission of Quotes: Outlines the requirements for submitting quotes, including the need for a solicitation number, receipt time, quoter's contact information, technical description, warranty terms, price and discount terms, "remit to" address, representations and certifications (FAR 52.212-3), acknowledgment of amendments, and a statement of agreement with solicitation terms.
• Period for Acceptance of Quotes: Offers 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: Encourages submission of alternative quotes.
• Late Submissions: Defines procedures for late submissions, modifications, revisions, and withdrawals.
• Issuance of Purchase Order: Explains that the Government may issue a purchase order to one or more quoters and reserves the right to reject any or all quotes.
• Multiple Awards: The Government may issue a purchase order for a quantity less than the quantity quoted.
• Availability of Requirements Documents: Provides instructions on how to obtain referenced Federal specifications, standards, and commercial item descriptions.
• Unique Entity Identifier: Requires quoters to provide their unique entity identifier (UEI) and Electronic Funds Transfer (EFT) indicator.
• Notification: Unsuccessful quoters will not be notified.

This document provides critical instructions for preparing and submitting a quote. Bidders must carefully review the requirements for quote content, submission deadlines, representations and certifications, and the unique entity identifier to ensure their quote is compliant and considered for award.