SAM #36C24126Q0427

Dietetics Walk-In Freezer Replacement at White River Junction VA Medical Center

This opportunity involves the replacement of refrigeration components in the dietetics walk-in freezer at the White River Junction VA Medical Center. - Government Buyer: - Department of Veterans Affairs - VA Connecticut, White River Junction VAMC - OEMs and Vendors: - Existing equipment is Heatcraft (condenser model BDT0750L6C, evaporator model BML250BA) - New equipment must meet VA approval and industry standards; specific OEMs for replacement are not mandated but must be equivalent or better - Products/Services Requested: - Removal of old refrigeration components - Installation of new evaporator, condenser, piping, mechanical defrost timer, and all other refrigeration components - Quantity: 1 complete freezer replacement system - Unique/Notable Requirements: - Contractor must provide detailed reports on refrigerant recovery and installation - Compliance with electrical, refrigerant, infection control, and safety protocols - Use of a crane for condenser removal and installation - Minimal impact to facility operations; work performed during normal business hours - All new equipment must be approved by the VA and meet industry standards - Place of Performance: - White River Junction VA Medical Center, Vermont - Contracting Office: - VA Connecticut, West Haven, CT

Description

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. This solicitation is set-aside for SDVOSB. The associated North American Industrial Classification System (NAICS) code for this procurement is 333415, with a small business size standard of 1250 Employees. The FSC/PSC is J041. The White River Junction VAMC located at 163 Veterans Drive is seeking a qualified vendor to provide a Dietetics Walk-In Freezer Replacement in accordance with the Statement of Work (SOW). All interested companies shall provide quotations for the following: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Dietetics Walk-In Freezer Replacement IAW the SOW 1.00 EA _______________ _______________ STATEMENT OF WORK (SOW) Dietetics Walk-In Freezer Replacement Department of Veterans Affairs White River Junction VAMC Project Scope The White River Junction VA Healthcare System requires the services of a qualified firm to upgrade the refrigeration components of the dietetics walk-in freezer. It has been determined that the cabinet of the existing freezer is in sufficient condition, therefore entire box replacement is not necessary. Contractor shall ensure that the removal process of the old components does not damage the structure of the walk-in freezer. Condenser is housed inside an enclosure on the roof. Use of a crane will be necessary for the safe removal of existing equipment, and proper installation of the new equipment. Contractor will need to cut into enclosure to perform work. Contractor will be responsible for disassembly and reassembly of structure. Current structure is made of wood with metal siding. Contractor shall be responsible for confirming that the cooling capacity for the system is sufficient. Current capacity is 36,410 BTU. Contractor shall be responsible for all electrical attached to this project. Voltage of current equipment is 208/230. This will include confirming the new equipment does not exceed the available amperage. If new equipment does exceed the available amperage, contractor shall work with onsite facilities staff to find solutions or choose other equipment. Contractor shall provide and install a refrigerant that is appropriate for low-temperature applications and meets all current industry standards, codes, and manufacturer requirements for walk-in freezers operating in the range of minus 10 to minus 20 degrees. Contractor shall provide submittals of proposed equipment. The VA Medical Center reserves the right to deny proposed equipment if it does not meet the necessary requirements. Contractor shall confirm system is operating sufficiently, keeping the temperature within the freezer at the appropriate required temperature. It is recommended that vendors perform a site visit to better assess existing conditions. Tasks Removal of existing equipment. Contractors shall be responsible for adhering to all regulations regarding the removal, pump-down, and disposal of current equipment. Contractor shall provide a report that includes amount of refrigerant removed. Demolition of unnecessary control and line voltage wiring. Install new evaporator, condenser, piping, time clock, and all other refrigeration components. Ensure installation adheres to manufacturer’s instructions. Install anti-vibration solutions to limit transmission of vibration through building. Replace all existing refrigeration piping. Use of current piping will not be permitted due to concerns over integrity. Piping shall be properly insulated and supported in accordance with industry standards. Proper leak test procedures and vacuum procedures shall be performed. Proper refrigerant charge shall be ensured. Install defrost time clock. The current system utilizes building automation for defrost; installation of a mechanical defrost control timer is requested. Additional wiring may be required. Functional Testing and Safety Checks: Test system operation, including defrost, inspect electrical connections, and check fire safety systems. Crane will be necessary for roof condenser removal and installation. Lift plans must be approved by VA Safety Department. Documentation/Reporting: Provide detailed refrigeration report including refrigerant recovered/disposed and in the new system. Schedule/Period of Performance Work shall be performed within normal business hours, 7AM to 5PM. The period of performance is 6 months from the date of award, contingent upon equipment availability. Start date is subject to procurement and delivery timelines. Since the current system is inoperable, no downtime coordination is needed. Responsibilities The Contractor shall be responsible for damages resulting from fault or negligence, provide all tools, equipment, and materials, ensure technicians are trained and certified, and handle all materials until work completion and acceptance. The contractor shall check in daily, wear visible ID, park in designated areas, and adhere to infection control measures. Work must minimally impact staff and patients, and follow all safety and security regulations, including no smoking, weapons prohibition, and container searches. Privacy Statement Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Staff will follow all Privacy & Security policies and procedures. Records Management All records generated shall be treated as property of the U.S. Government, with rights to use, dispose, or disclose. Records must be maintained according to laws and regulations, and no unauthorized destruction or removal is permitted. Contractor must obtain approval before engaging sub-contractors or disclosing information. Place of Performance/Place of Delivery 163 Veterans Drive, White River Junction, VT 05009 Country: UNITED STATES The full FAR provisions or clauses can be accessed at https://www.acquisition.gov/browse/index/far. Solicitation Provisions and Clauses FAR 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services FAR 52.212-2, Evaluation - Commercial Products and Commercial Services FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023) 852.219-73, VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction 852.204-70, Personal Identity Verification of Contractor Personnel Submission Requirements A Firm Fixed Price Quote, received before the deadline. A signed Limitation of Subcontracting form per VAAR 852.219-75. A technical proposal per the Statement of Work. Quote format: clear, indexed, and numbered, with company name, date, and solicitation number. Questions Questions must be submitted in writing via email to the Contracting Officer by Wednesday, 13 May 2026 at 5:00 PM EST. Responses will be provided via formal amendment. All quotes should be sent to Kenya.Mitchell1@va.gov. Evaluation and Award Evaluation will be based on a comparative analysis of quotes considering technical capability, past performance, and price. The award will be made to the responsible vendor whose quote is technically acceptable and offers the lowest evaluated price. Additional Instructions Quotes must include a statement regarding acceptance of terms and conditions. Late submissions will be handled per FAR 52.212-1(f). Any questions should be directed to the Point of Contact: Kenya.Mitchell1@va.gov.

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