J045--PREVENTIVE MAINTENANCE & CLEANING- 41 DX HVAC
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the Louis A. Johnson (LAJ) VA Medical Center in Clarksburg, West Virginia, is soliciting proposals for Preventive Maintenance and Cleaning services for 41 Direct Expansion (DX) HVAC and Refrigeration Units. This opportunity, identified by PSC J045, aims to ensure peak operating condition and regulatory compliance for critical healthcare HVAC assets. Proposals are due May 18, 2026.
Scope of Work
The contractor will provide comprehensive preventive maintenance, cleaning, inspection, and regulatory-compliance services for 41 DX HVAC and refrigeration units across 14 locations at the LAJ VAMC. Equipment ranges from 1.5-ton mini-splits to a 273-ton air-cooled chiller. This is a performance-based SOW, where the Contractor is responsible for achieving defined outcomes within established boundaries. Services must adhere to manufacturer Instructions for Use (IFU), VHA Directives, VA Technical Information Library (TIL) publications, The Joint Commission (TJC) Environment of Care requirements, and various codes including NFPA, ASHRAE, EPA, and OSHA. Key focus areas include:
- Electrical Maintenance: Compliance with NFPA 70B-2023, including mandatory Infrared (IR) thermography.
- Refrigerant Management: Strict adherence to EPA Section 608 and AIM Act provisions, particularly for phasedown refrigerants (R-22, R-404A, R-407C).
- Legionella Prevention: Biocide treatment and documentation for condensate systems and humidifier sections per VHA Directive 1061(4).
- Filter Maintenance: Verification and replacement of MERV-13 filters per VA PG-18-10.
Contract Details
- Opportunity Type: Solicitation
- Contract Type: Firm Fixed-Price (FFP), Time & Materials Not-to-Exceed (T&M NTE), and Cost (CLINs)
- Duration: Base Year + 3 Option Years
- Set-Aside: None specified
- NAICS: 238220 (Plumbing, Heating & AC)
- Place of Performance: Louis A. Johnson VA Medical Center, Clarksburg, West Virginia
Key Requirements & Deliverables
Contractors must submit a Quality Control Plan (QCP) and conduct a Baseline Condition Assessment (BCA) within 30 days of award. Technicians require EPA Section 608 Universal Certification, with specialized certifications (e.g., York factory-authorized, Vertiv/Emerson ASP) for specific equipment. Detailed PM Service Reports (PMSR), Quarterly Summary Reports (QSR), and immediate notification for critical deficiencies are mandatory. All electrical work must comply with NFPA 70E-2024, and LOTO procedures must follow OSHA 29 CFR 1910.147.
Important Dates
- Published Date: May 11, 2026
- Proposals Due: May 18, 2026
- QCP, Key Personnel Resumes, LOTO/Electrical Safety Programs, Master PM Schedule Due: Within 15 calendar days of award.
- BCA Completion: Within 30 calendar days of award.