Z1DA--Upgrade HVAC System Phase II

Solicitation / RFP / RFQ

This document is a solicitation for the Upgrade HVAC System Phase II project. The Department of Veterans Affairs, Network Contracting Office 6, is seeking proposals for this work.

While specific technical requirements are not detailed in this excerpt, the project title indicates a focus on upgrading an HVAC system.

• Solicitation Number: 36C24626B0005

• Product Service Code: Z1DA

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors)

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office 6, 1970 Roanoke Blvd, Salem VA 24153.

• Point of Contact: Bryant Guerrant, Contract Specialist, bryant.guerrant@va.gov, 540-982-2463 Ext. 4253.

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

• Award Number: 36C24626C0044

• Award Amount: $7,210,000.00

• Award Date: 06-11-2026

• Awardee Name: PHILLIPS C&C LLC

• Contractor's UEI: FBLHCKXL5RG4

• Awardee Address: 437 JOHN WEAVER DR, BRIGHTWOOD, VA 22715

Questions & Answers / Clarifications

This document provides responses to questions raised by potential bidders regarding the "Upgrade HVAC System Phase II" solicitation (Solicitation # 36C24626B0005, Project # 658-19-104).

• Asbestos: No asbestos remediation or abatement is within the scope of this project.
• Fire Alarm Provider: Johnson Controls is the current fire alarm provider.
• DDC Controls Provider: Siemens is the current DDC controls provider.
• DDC Controls Equipment: Refer to contract drawings and specifications for required controls; all systems must have BACNET capabilities.
• Elevator Use: Refer to specification section 01 00 00 paragraph 1.16 for guidelines on elevator use for personnel and equipment.
• Hard Ceilings: A site visit on December 11, 2025, will provide identification of hard ceilings.
• Ceiling Replacement: Updated specifications (section 09 51 00) provide a finish schedule for ceiling replacement.
• Radiant Panel Removal: Refer to mechanical demolition drawings for areas where radiant panels are removed.
• Phasing Notes (Drawing 143-MH2): Each wing will be shut down and isolated. The contractor shall protect any remaining furniture, fixtures, or equipment in unoccupied areas.
• Fire and Smoke Walls for ICRA: Refer to attached drawing 143-LS B143-2ND FL for ICRA pricing.
• Relocations (Drawing 143-MH9): Refer to specification 01 00 00 paragraph 1.10; no additional relocations are within the scope of this project beyond what is specified.
• Unidentified Utilities: Refer to specifications 01 00 00 paragraph 1.10 regarding the treatment of unidentified utilities requiring relocation.

These clarifications address specific bidder inquiries and may influence proposal preparation by providing details on existing providers, equipment requirements, site visit information, and the scope of work related to demolition, replacement, and utility management. Bidders should review these responses carefully to ensure their proposals accurately reflect the project requirements.

Amendment / Modification

This amendment (0005) provides additional answers to previously submitted Request for Information (RFI) questions.

• The document references "S05 RFI_ Upgrade HVAC System Phase II pt.2" as an attached document containing the RFI responses.

• All bids must be submitted electronically.

• The bid due date is extended to Wednesday, February 11, 2026, at 5:00 PM EST.

• The bid opening will occur on Thursday, February 12, 2026, at 1:30 PM.

• Electronic bids should be emailed to Bryant.Guerrant@va.gov and Patrick.Stultz@va.gov.

• Instructions for MS Teams bid opening are available in an attached document.

Form / Attachment / Pricing Sheet

This document is a floor plan drawing for Building H, 2nd Floor, of the VA Medical Center. It appears to be a schematic for the layout of rooms and possibly utilities within that floor.

• Floor plan layout with room designations (e.g., "NEUROLOGY", "SURGERY", "BUSINESS OFFICE", "SCI-IST").
• Indication of various systems, potentially including plumbing (blue lines), electrical (red/yellow lines), and fire suppression (red dots).
• A legend that defines symbols for different pipe types (e.g., "2-HOT WATER", "2-COLD WATER", "2-DOMESTIC WATER", "2-FIRE SPRINKLER").
• Building and floor identification: "BUILDING H, 2ND FL. 1136 PKWY."

This drawing is relevant for bidders who may be involved in construction, renovation, maintenance, or installation of systems within Building H, 2nd Floor of the VA Medical Center. It provides critical spatial and system information necessary for understanding the existing conditions and planning any proposed work.

Form / Attachment / Pricing Sheet

This document contains the "CAMPUS MAP" for the Salem VAMC facility. It serves as a reference for the layout and identification of various buildings and areas within the medical center.

• A visual representation of the Salem VAMC campus.
• Building numbers and their corresponding functions (e.g., Building 143: MAIN HOSPITAL).
• Key areas such as Main Entrance, Emergency Department, Parking, etc.
• Roads and pathways within the facility.

This map is relevant for bidders to understand the physical layout of the Veterans Affairs Medical Center in Salem, Virginia. It provides context for the location of the "REPLACE HVAC PHASE II" project, which is associated with Building 143. Understanding the campus layout can be crucial for logistical planning, site access, and understanding the scope of work in relation to the overall facility.

Questions & Answers / Clarifications

This document provides responses to vendor inquiries regarding the "Solicitation Questions for Upgrade HVAC System Phase II" (Solicitation # 36C24626B0005).

• Bid Alternates: Bid alternates listed on Sheet 143-MH1 are not required in the bid response. The basis of design manufacturer is provided to show feasibility, not to limit options. Other manufacturers will be considered if they meet requirements.
• Deduct Alternates: Design errors related to deduct alternates for ductwork/air devices and chilled water coils are noted. The bid shall be based on drawings and specifications.
• ICRA Levels: ICRA Phase I and III are identified as ICRA 2. Phase II (mechanical room) may require ICRA 3 or 4, with options to explore for mitigation.
• Buy American Waivers: Buy American Waivers are not applicable. If needed, contractor must coordinate for VA justification and approval, with no additional time considered.
• Contract Type: The contract is Firm-Fixed-Price, and the VA will not pay for engineering, design submittals, or manufacturer deposits. Contractors are responsible for these costs.
• Bolts: A307 bolts are not allowed for steam and heating water piping; ASTM A193 bolts must be used per a December 13, 2024 memorandum.
• Tax Exemption: There is no sales tax exemption for this project.
• NTP: Notice to Proceed will be issued after receipt of performance and payment bonds.
• Submittal Platform: Submittal Exchange is the VA's preferred management software.
• Stored Materials: Payment for stored materials requires Contracting Officer approval.
• Bid Hold Period: The government aims for an award within 90 days, but staffing shortages may cause delays.
• Economic Price Adjustment: This is a Firm-Fixed-Price contract without an Economic Price Adjustment Clause.
• SSHO/Superintendent Roles: Follow contract specifications; roles cannot be combined if not permitted.
• Scheduling Consultant: Contractors can handle scheduling in-house.
• Temporary Facilities: Office space will not be allocated; trailer space on VAMC grounds requires VA confirmation.
• Parking/Staging: VA will designate reasonable parking and staging areas.
• Site Access/Badging: VA will provide a badging and access protocol.
• Fire Watch: The contractor is solely responsible for fire watch personnel if fire alarm systems are impaired for over four hours.
• Environmental Protection Plan: The contractor shall provide a plan for VA approval.
• Infection Control: Modular walls (e.g., STARC) are approved based on online product data review.
• As-Built Drawings: Existing drawings are diagrammatical; contractors must field verify all ductwork, piping, and equipment.
• Steam Traps: Specified steam trap models are cast iron; steel construction is generally required unless excepted by response to question #28. Integral traps can be cast iron to avoid warranty issues.
• Clean Steam Piping: Steam piping serving humidifiers must meet specification 232213 requirements.
• Architectural Drawings: Extensive architectural work is not required; design intent is to replace ceiling tiles and grid "in kind." Existing grid can remain if HVAC work does not disturb it.
• Electrical Devices: Ceiling devices (fire alarm, Wi-Fi, etc.) are to be removed/supported temporarily for HVAC work; no new electrical ceiling devices are required.
• Equipment Removal: Design intent is to remove/support ceiling devices temporarily for HVAC installation; extensive replacement is not anticipated.
• Phasing: The order of phasing has changed; Phase 3 (Wing J1) will be relocated first for construction start. Remaining phases will be determined later.

This document clarifies several points regarding bid requirements, materials, contract terms, and site logistics, directly impacting how bidders should prepare their proposals and understand project execution.

Amendment / Modification

This amendment (0004) to Solicitation 36C24626B0005 provides answers to RFI questions, includes updated drawings, and incorporates updated specifications.

• Updated Drawings: S05 RFI_Salem VAMC HVAC Phase II Drawings.

• Updated Specifications: S05 RFI_Salem VAMC - Final CD Submission - Spec.

• RFI Responses: S05 RFI_ Upgrade HVAC System Phase II.

• The deadline for all electronic bids has been extended to Wednesday, February 11, 2026, at 5 PM EST.

• The bid opening will occur on Thursday, February 12, 2026, at 1:30 PM EST.

• All electronic bids must be emailed to Bryant.Guerrant@va.gov and Patrick.Stultz@va.gov.

• Offerors should refer to instructions for MS Teams bid opening.

Other / Unclassified

This document is a Table of Contents for a Construction Document titled "Replace HVAC – Phase II" for the Salem VA Medical Center. It outlines the various sections and their corresponding page numbers, covering general requirements, project schedules, shop drawings, product data, samples, safety requirements, reference standards, quality control, testing laboratory services, special inspections, temporary environmental controls, construction waste management, sustainable construction requirements, general commissioning requirements, HVAC ducts and casings, HVAC fans, air terminal units, air outlets and inlets, indoor central-station air handling units, air coils, and general motor requirements for HVAC.

This document provides a high-level overview of the various technical specifications and sections included in the full construction document. It helps potential bidders quickly identify the scope and organization of the technical requirements for the HVAC and related systems, allowing them to assess the overall complexity and specific areas of focus for the project.

Amendment / Modification

• The due date for offers has been extended from Wednesday, January 21, 2026, to Wednesday, February 11, 2026, at 5 PM EST.

• The bid opening will now occur on Thursday, February 12, 2026, at 1:30 PM EST.

• Solicitation due date and bid opening date.

• Bidders now have until February 11, 2026, at 5 PM EST to submit their electronic bids.

• All electronic bids must be emailed to Bryant.Guerrant@va.gov and Patrick.Stultz@va.gov.

Amendment / Modification

This amendment (0003) extends the deadline for the receipt of offers for Solicitation Number 36C24626B0005.

• Original Offer Due Date: Wednesday, January 21, 2026
• New Offer Due Date: Wednesday, February 11, 2026, at 5:00 PM EST
• Bid Opening Date: Thursday, February 12, 2026, at 1:30 PM EST

• The deadline for receipt of offers has been extended.

• Bidders are granted an extension to submit their offers.

• All bids must be submitted electronically to Bryant.Guerrant@va.gov and Patrick.Stultz@va.gov by the new deadline.

• The bid opening will occur on February 12, 2026.

Amendment / Modification

• The hour and date for receipt of offers for Solicitation # 36C24626B0005 has been EXTENDED to January 20, 2026, 10:00 AM EST.

• Amendment 0002 provides updated requirements and the site visit sign-in sheet from December 11, 2025.

• The project title is "Upgrade HVAC System Phase II" with Project Number 658-19-104.

• All bids must be submitted electronically to bryant.guerrant@va.gov by Tuesday, January 20, 2026, 10:00 AM EST.

• The bid opening will occur on Wednesday, January 21, 2026, at 10:00 AM EST via MS Teams (dial-in details are in the solicitation).

• The cut-off for RFI (Request for Information) questions is Tuesday, December 23, 2025, at 2:00 PM EST. All questions must be emailed to bryant.guerrant@va.gov; no telephone calls will be allowed.

• Solicitation # 36C24626B0005

• Offer receipt deadline

• Requirements (updated)

• Site visit documentation (provided)

• The deadline for submitting offers has been extended to January 20, 2026.

• Updated requirements are now available.

Other / Unclassified

This document is a sign-in sheet from a site visit for the "Upgrade HVAC System Phase II" project at the Salem VA Medical Center. It lists attendees, their organizations, phone numbers, and email addresses.

This document is relevant to bidders as it provides contact information for individuals and companies who attended the site visit. This can be useful for networking, gathering information, or understanding the competitive landscape for the opportunity.

Amendment / Modification

This amendment (0001) clarifies that a previous amendment contained incorrect information and should be disregarded. All original dates remain in effect.

• All dates and deadlines associated with the solicitation.

• Pre-Bid Conference/Site Visit: Thursday, December 11, 2025, at 9:30 AM EST (Location: In front of Building 74).

• RFI Questions Cut-off: Thursday, December 18, 2025, at 2:00 PM EST (Email to bryant.guerrant@va.gov; no phone calls).

• Bid Due Date: Wednesday, January 7, 2026, at 10:00 AM EST.

• Bid Opening: Wednesday, January 7, 2026, at 1:00 PM EST (via MS Teams).

• Electronic Bid Submission Deadline: All electronic bids must be submitted one day prior to the public bid opening, Tuesday, January 6, 2026, before 5:00 PM EST, to be accepted.

Form / Attachment / Pricing Sheet

This document contains the "Salem VAMC MECH Drawings.pdf", which includes campus maps, mechanical symbols, abbreviations, general notes, and detailed plans for the "Replace HVAC Phase II" project at the Veterans Affairs Medical Center in Salem, Virginia. It serves as a technical reference for contractors involved in the HVAC replacement project.

• Campus Map: Provides an overview of the VAMC facility layout and building functions.
• Mechanical Symbols and Abbreviations: Defines the graphical representations and shorthand used in the mechanical drawings.
• General Mechanical Notes: Outlines project-wide requirements for insulation, fire stopping, balancing, shop drawing submissions, and installation standards.
• Demolition and New Work Plans: Detailed floor plans illustrating existing mechanical systems to be removed and new systems to be installed across various phases and building sections (H, J, J1 wings).
• Mechanical Piping Plans: Specific details on the routing and installation of chilled water, hot water, steam, and condensate piping.
• Mechanical Room Enlarged Plans: Detailed views of mechanical rooms showing equipment layout and piping.
• Schedules: Lists for Air Handling Units (AHUs), Variable Air Volume (VAV) terminal units, exhaust fans, pumps, diffusers, registers, grilles, and duct construction.
• Control Diagrams and Schedules: Outlines the Building Automation System (BAS) integration, control sequences, and input/output points for HVAC components.
• Plumbing Details: Includes general notes, abbreviations, symbols, and specific details for plumbing work related to the HVAC project.
• Details: Various construction details for ductwork supports, pipe hangers, VAV connections, diffusers, and mechanical equipment.

This document is crucial for bidders to understand the scope of work, existing conditions, and specific requirements for the HVAC replacement project. It details the extent of demolition, the design of new systems, material specifications, and installation procedures. Bidders must review these drawings thoroughly to accurately estimate costs, develop a project schedule, and ensure compliance with all technical and safety requirements.

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

To modify an existing sprinkler system to support mechanical equipment upgrades, including demolition of select sprinklers and installation of new ones to meet NFPA 13 criteria. This also involves re-routing existing sprinkler branch lines to accommodate new ductwork.

• Demolition of select sprinklers in specified mechanical rooms.

• Furnishing and installation of new sprinklers to comply with NFPA 13.

• Re-routing of existing sprinkler branch lines to support new mechanical ductwork.

• The contractor is responsible for all shop documentation, permits, and hydraulic calculations, including a minimum 10% safety factor.

• Compliance with NFPA 13 (2019 Edition), NFPA 25 (2020 Edition), NFPA 101 (2021 Edition), and the VA Fire Protection Design Manual (FPDM) – 8th Edition.

• All components must be listed by UL or other nationally recognized testing laboratory (NRTL).

• Piping shall be black steel ferrous piping, Schedule 10 for pipes 2.5 inches and larger on wet-pipe systems, and Schedule 40 for pipes smaller than 2.5 inches.

• Fittings must meet NFPA 13 standards; grooved fittings for pipes 2.5 inches and larger, threaded fittings for pipes 2 inches and smaller.

• Seismic protection is required per VA seismic design requirements and NFPA 13.

• Sprinklers shall be standard coverage, quick-response, unless otherwise noted.

• Hydrostatic testing of the system is required.

Not explicitly detailed in this document, but the work pertains to the Salem VAMC.

• Delegated design process: Contractor is responsible for shop drawings, hydraulic calculations, and permits.
• No welding allowed on-site; all welding must be shop-welded per NFPA 13.
• CPVC, galvanized, brass, stainless steel, and copper piping are not permitted.
• Flexible sprinkler drops must use stainless steel braided hose; corrugated hose is not permitted.
• Contractor must provide spare sprinklers, compatible wrenches, and identification signs for valves.
• All penetrations of fire resistance-rated construction must be sealed with minimum 2-hour firestop systems.
• Core drilling required for masonry/concrete penetrations, coordinated with a structural engineer.
• Minimum 3 feet clearance for access to equipment and 6 inches behind equipment.
• Contractor must maintain red-line construction drawings and prepare "as-built" drawings.
• Contractor is responsible for job safety.

Form / Attachment / Pricing Sheet

This document contains the "CAMPUS MAP" for the Veterans Affairs Medical Center in Salem, Virginia, related to the "REPLACE HVAC PHASE II" project (Project # 20065).

• A detailed map of the VA Medical Center campus, indicating building numbers and their functions.
• A facility parking map.
• A list of building functions with corresponding building numbers.

This map provides essential spatial context for the project site, helping bidders understand the layout of the Veterans Affairs Medical Center and the location of various facilities within the campus. This is crucial for site visits, logistical planning, and understanding the environment in which the HVAC upgrade will take place.

Specification Document

This document outlines the "Replace HVAC Phase II" project for Salem VA Medical Center, focusing on the "General Motor Requirements for HVAC Equipment" (Section 23 05 12). It details the specifications for motors used in HVAC and steam generation equipment, including requirements for premium efficiency types, compliance with NEMA standards, and specific performance criteria for polyphase and single-phase motors. The document also covers motor enclosures, electrical design requirements, and mechanical design considerations such as bearings and lubrication. It specifies that motors must be regularly manufactured, have a proven service record, and be supported by permanent service organizations within 100 miles of the project site. Additionally, it outlines requirements for variable speed motor controllers and their integration with HVAC systems, emphasizing compliance with relevant codes and standards like NFPA 70 and IEEE 841. The document also includes detailed tables for minimum premium efficiencies for different motor types and ratings.

Forms / Attachments / Pricing Sheets

This document contains electrical drawings, including general notes, symbols, abbreviations, phasing plans, demolition plans, new work plans, and one-line diagrams for the "DEPARTMENT OF VETERANS AFFAIRS - REPLACE HVAC PHASE II" project at 1970 Roanoke Blvd., Building 143.

• General Electrical Notes: Outlines compliance with codes, permits, site examination, equipment removal, installation standards, coordination with trades, testing, warranties, and material specifications.
• Electrical Symbols and Abbreviations: Provides a key for understanding the various symbols and abbreviations used throughout the electrical drawings.
• Phasing Plans: Details the phased approach for construction, specifically for the 2nd floor.
• Demolition Plans: Illustrates areas and components to be removed as part of the project.
• New Work Plans: Depicts the layout and installation of new electrical systems and equipment.
• One-Line Diagrams: Shows the electrical power distribution system in a simplified, single-line format.
• Panel Schedules: Lists the details of electrical panels, including circuit loads, feeder information, and specifications.

These drawings are critical for bidders to understand the scope of work, existing conditions, demolition requirements, and the specifications for new electrical installations. They provide the detailed technical information necessary for accurate bidding and project execution.

Solicitation / RFP / RFQ

This solicitation is for the Upgrade HVAC System Phase II project at the Salem VA Medical Center in Salem, Virginia. The project involves demolishing, modifying existing systems, and installing a new mechanical system to heat, cool, ventilate, and exhaust the second floor HVAC system in Building 143. The magnitude of construction is estimated between $5,000,000 and $10,000,000.

• Demolish and replace five (5) existing AHUs with three (3) new AHUs and supporting equipment in 2H and 2J Specialty Care Clinics.

• Demolish all radiant panels throughout the second floor of Building 143.

• Repair, upgrade, and replace ductwork and associated components.

• Install a complete air handling and distribution system with a zoned VAV system with reheat coils.

• Contractor must provide all labor, material, equipment, and qualified supervision.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 365 calendar days from the issue of Notice to Proceed.

• This is a sealed bid solicitation under FAR Part 14.

• Bids are due by Wednesday, January 7, 2026, at 10:00 AM EST.

• Electronic bids must be submitted by Tuesday, January 6, 2026, before 5:00 PM EST.

• Bid opening will be conducted via MS Teams conference call on Wednesday, January 7, 2026, at 1:00 PM EST.

• A Bid Guarantee is required (20% of bid price, not to exceed $3,000,000).

• Performance and Payment Bonds are required after award.

• Requests for Information (RFIs) are due by Thursday, December 18, 2025, at 2:00 PM EST.

• A Pre-Bid Conference and Site Visit is scheduled for Thursday, December 11, 2025, at 9:30 AM EST.

• This solicitation is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• The SDVOSB must perform a minimum of 25% of the construction work with its own labor force.

• Prime SDVOSBs must comply with subcontracting limitations (13 CFR 125.6).

• Bidders must be registered and current in the System for Award Management (SAM) at the time of award.

• Bidding materials (drawings, specifications) are available on SAM.gov.

• All electronic bids must be submitted one day prior to the public bid opening date.

• Specific insurance requirements are detailed in the solicitation.