SAM #36C24526Q0514

Preventive Maintenance and Cleaning Services for 41 DX HVAC Units at LAJ VA Medical Center

The Department of Veterans Affairs is seeking a qualified mechanical contractor to provide preventive maintenance, cleaning, inspection, and regulatory compliance services for 41 direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson VA Medical Center in Clarksburg, West Virginia. - Government Buyer: - Department of Veterans Affairs (VISN 5 / NCO 5) - Louis A. Johnson VA Medical Center, Clarksburg, WV - Equipment Inventory: - 41 DX HVAC and refrigeration units across 14 locations - Includes mini-splits, condensing units, packaged rooftop units (RTUs), precision cooling/CRAC units, and air-cooled chillers - Refrigerants: R-410A, R-134A, R-22, R-407C, R-404A - Capacity range: 1.5-ton to 273-ton - OEMs Highlighted: - Panasonic - Fujitsu - Daikin - Mitsubishi - York - Carrier - Goodman - Air Temp - Ductless Air - Aaon - McQuay - Johnson Controls - Addison - Vertiv - Emerson - Liebert - Airstack - Climate Control - Products Requested (with part numbers and quantities): - Mini-split/ductless units: Panasonic CU-KE36NKU (4), Fujitsu AOU18RLXFW1 (1), Daikin RZR24PVJU (1), Mitsubishi PUZA18NKA7 (1), Mitsubishi PUMY-P36NKMU1 (1), York YCJD18S41S1HA (1), Ductless Air DA27-3Z-0 (1) - Condensing units/splits: Carrier 38TXA048330 (1), Carrier 38TXA048320 (1), Carrier 38TXA030330 (1), Carrier 38ARZ008-501LA (1), Goodman GSC130361DE (1), Air Temp VS6BF-036K (1), Air Temp VS4BD-042KB (1), Air Temp VSA1BF4M1SN42K (1), Climate Control CCH0015MBACHA0000 (1), Condensing Unit RAUCC20EB203ABD000020 (1) - Packaged RTUs: Aaon CA0358 (1), Aaon 68418 (1), AHU 35 J15XPC00R4A2BCA1E1 (1), McQuay RPS042DLS (1), Johnson Controls J12YDC00A4GLB4 (1), Johnson Controls J40YDC00A4BAA2 (1) - Precision cooling/CRAC units: Addison PROH240C4K4DAC20M6 (1), Vertiv MCS028E1ADR546 (1), Emerson MCS028E1YDA093 (2), Liebert MCL055E1ADQ192 (4), Airstack ASP10A (4) - Air-cooled chillers: York YVAA0273DGF46BAV (1), York Chiller YCAL0033EE17XEBS #1 (1), York Chiller YCAL0033EE17XEBS #2 (1) - Services Requested: - Preventive maintenance, cleaning, inspection, and regulatory compliance for all units - Service visits scheduled quarterly, semi-annually, or as specified by equipment type - Emergency response times: 2 hours for patient care areas, 4 hours for non-critical areas - Unique/Notable Requirements: - All work must follow manufacturer Instructions for Use (IFU) - Compliance with NFPA, ASHRAE, EPA AIM Act, VHA Directives, The Joint Commission, and VA Technical Information Library publications - Documentation and reporting requirements for each service visit - Contractor must be qualified and experienced in HVAC maintenance for healthcare facilities - Period of Performance: - Base year plus three option years - Place of Performance: - Louis A. Johnson VA Medical Center, Clarksburg, WV (VISN 5 / NCO 5) - Services performed across 14 locations within the medical center

Description

STATEMENT OF WORK | HVAC / DX PM Services 41 Units | LAJ VAMC | Document No. LAJ-ENG-SOW-HVAC-PM-2026-001 Rev.1 FOR OFFICIAL USE ONLY PRE-AWARD SENSITIVE Page 1 Deputy Chief Engineer | LAJ VAMC Facilities Management | Rev. March 2026 | v4.0

STATEMENT OF WORK & IGCE Preventive Maintenance & Cleaning | 41 DX HVAC Units | IAW Manufacturers' IFU Mini-Splits Condensing Units Packaged RTUs Precision Cooling / CRAC Air-Cooled Chillers Refrigerants: R-410A, R-134A, R-22, R-407C, R-404A | 1.5 Ton ~273 Ton | 41 Units | 14 Locations Regulatory Baseline: NFPA 70E-2024, NFPA 70B-2023, NFPA 99-2024, ASHRAE 170-2025, ASHRAE 180-2018, TJC EC.02.05.01/.02, VHA Dir. 1028 / 1061(4), VA PG-18-10 (Rev. 3/1/2024), EPA AIM Act

Document Details Document No. LAJ-ENG-SOW-HVAC-PM-2026-001 Solicitation # [TBD at Award] Prepared By Deputy Chief Engineer, FMS Rev. Date March 2026 Total Units 41 DX Units / 14 Locations Contract Type FFP / T&M NTE / Cost (CLINs) Period of Performance Base Year + 3 Option Years NAICS 238220 Plumbing, Heating & AC

SECTION 1: PURPOSE, SCOPE & REGULATORY FOUNDATION 1.1 Purpose This Statement of Work (SOW) establishes performance requirements for a qualified mechanical contractor to provide preventive maintenance (PM), cleaning, inspection, and regulatory-compliance services for forty-one (41) direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson (LAJ) VA Medical Center, Clarksburg, West Virginia (VISN 5 / NCO 5). The equipment inventory spans 14 locations and ranges in capacity from 1.5-ton ductless mini-splits to a 273-ton York YVAA air-cooled chiller. Services shall be performed in strict accordance with each unit's manufacturer Instructions for Use (IFU), the applicable codes and standards cited in Section 1.2, VHA Directives, VA Technical Information Library (TIL) publications, and The Joint Commission (TJC) Environment of Care requirements. This SOW is performance-based: the Contractor is responsible for achieving the outcomes defined herein and shall exercise professional judgment within the boundaries established by the IFU and applicable standards. 1.2 Regulatory Foundation (Current Editions as of Award Date) The Contractor's program shall be governed by the most current editions of all applicable standards. The following hierarchy of authority applies. In cases of conflict, the more stringent requirement governs. VA/VHA Directives and VA CFM Technical Information Library (TIL) publications - highest authority for VA medical facilities. The Joint Commission (TJC) Hospital Accreditation Standards - EC.02.05.01 (Utility Systems) and EC.02.05.02 (Water Management Program); non-compliance constitutes a TJC finding reportable to facility leadership. NFPA codes and standards - mandatory reference for healthcare occupancies under NFPA 99-2024, NFPA 101-2021, NFPA 110-2022, NFPA 70E-2024, NFPA 70B-2023, NFPA 90A-2024, NFPA 90B-2024. ASHRAE standards - ASHRAE 170-2025 (ventilation), ASHRAE 180-2018 (HVAC PM), ASHRAE 15-2022 (refrigeration safety), ASHRAE 34-2022 (refrigerant classification), ASHRAE 188-2021 (Legionella risk management). EPA regulations - 40 CFR Part 82 Subpart F (Section 608), AIM Act / 40 CFR Part 84 (HFC phasedown and Technology Transitions). OSHA standards - 29 CFR 1910.147 (LOTO), 29 CFR 1910.134 (respiratory protection), 29 CFR 1910 Subpart S (electrical safety). Manufacturer IFU / O&M manuals - minimum PM task baseline; manufacturer requirements shall not be waived without written COR approval. 1.3 Objectives Maintain all 41 DX units in peak operating condition and full regulatory compliance throughout the period of performance (POP). Sustain TJC EC.02.05.01 compliance: verify and document ventilation pressure relationships, ACH, filtration efficiency, temperature, and humidity per ASHRAE 170-2025 for all units serving patient-care areas. Support the facility's NFPA 70B-2023 Electrical Maintenance Program (EMP) through proper documentation of all electrical PM findings, Equipment Condition Assessments (ECAs), and corrective actions. Manage all regulated refrigerants (R-410A, R-134A, R-22, R-407C, R-404A) in full compliance with EPA Section 608 and AIM Act provisions; provide written advisory to COR on any legacy refrigerant unit requiring > 1 lb addition per service visit. Support facility compliance with VHA Directive 1061(4) - Legionella Prevention: inspect, clean, and treat condensate drain systems and humidifier sections of CRAC/precision cooling units at every PM visit. Document all PM activities in the format required by ASHRAE 180-2018, TJC EC.02.05.01, and the facility's Utility Systems Management Plan (USMP). 1.4 NFPA 70B-2023 Mandatory Electrical Maintenance Program (EMP) Integration NFPA 70B-2023 is now a mandatory Standard (not a recommended practice). The 2023 edition converts all 'should' language to 'shall,' requiring facilities to implement a documented Electrical Maintenance Program (EMP). The Contractor's electrical PM tasks under this contract shall align with and contribute to the facility's EMP per Chapter 4 of NFPA 70B-2023. Contractor shall perform all electrical PM in accordance with NFPA 70B-2023 Chapter 9, Table 9.2.2, using an Equipment Condition Assessment (ECA) that evaluates: (1) physical condition, (2) criticality, and (3) operating environment. Infrared (IR) thermography of electrical components is now mandatory per NFPA 70B-2023. Contractor shall perform IR scanning of all compressor contactors, motor control wiring, and disconnect panels at each PM visit, or at minimum annually. IR findings shall be included in PM Service Reports. All electrical PM findings shall be documented in the facility's EMP records system within 5 business days of service. System studies (short-circuit, coordination, arc flash) are not within scope of this contract but Contractor shall notify COR if any PM finding suggests a deficiency in existing arc flash label accuracy.

1.5 AIM Act / EPA Refrigerant Compliance (Current Status as of 2026) CRITICAL AIM Act / 40 CFR Part 84: R-410A new equipment manufacture prohibited effective January 1, 2025 (GWP limit 700 for new comfort cooling). EXISTING systems using R-410A, R-22, R-404A, and R-407C may continue to be SERVICED with original refrigerant throughout useful life. Only reclaimed R-22 and R-404A may be used. R-410A service refrigerant supply is constrained and prices are rising. Contractor shall advise COR in writing if any unit's charge loss trajectory suggests end-of-useful-life within the POP. R-22 units (Units 13, 14, 19, 20, 38): Only reclaimed R-22 may be used for service. Contractor shall document supplier and source of all R-22 used. Any addition > 1 lb requires COR notification within 24 hours. R-404A (Unit 37) and R-407C (Units 33, 36): Both are high-GWP refrigerants under phasedown. Only reclaimed product available for service. COR notification required for any addition. R-410A (30 units): Still available for service as reclaimed or newly produced product through the phasedown schedule. Monitor supply cost and availability; report supply constraints to COR. R-134A (Unit 39, York YVAA ~273-ton chiller): R-134a is subject to HFC phasedown allowance reductions. Coordinate with York authorized service on reclaimed refrigerant procurement for annual chiller service. EPA AIM Act Technology Transitions Rule reconsideration was proposed October 3, 2025. Contractor shall monitor EPA regulatory updates and immediately notify COR of any changes affecting service refrigerant availability.

SECTION 2: EQUIPMENT INVENTORY (41 Units) 2.1 Government Furnished Equipment List (GFEL) All 41 units are listed below. Red refrigerant text denotes legacy / AIM Act phasedown refrigerants requiring special handling. Units marked in Category column require COR notification upon any refrigerant addition. Units marked * in Charge column require verified charge documentation at first PM visit per IFU. #Equipment NameModel NumberSerial NumberLocationRefrig. Charge / CapacityCategory 1PanasonicCU-KE36NKU00013517th Floor6.5 lbsMini-Split / Ductless <!-- Additional rows omitted for brevity --> * No Precharge Label. Contractor shall establish verified charge at first PM visit using manufacturer service data; document on EPA refrigerant tracking log and submit to COR within 30 days. Legacy / Phasedown Refrigerant: R-22, R-407C, and R-404A are subject to EPA AIM Act phasedown. See Section 1.5 and Section 4.4 for handling requirements.

SECTION 3: SPECIFIC TASKS, DELIVERABLES & REGULATORY COMPLIANCE 3.1 Universal Requirements (Every PM Visit) The following requirements apply to every PM visit on every unit under this contract, regardless of unit type, in addition to the unit-category-specific tasks in Sections 3.2 - 3.6. Pre-Work Safety: Perform a task-specific arc flash and shock hazard analysis per NFPA 70E-2024 Section 130.5 prior to commencing any electrical work. Document analysis on pre-task planning form submitted to COR. Obtain facility-issued Energized Electrical Work Permit (EWP) per NFPA 70E-2024 Section 130.2 for any task requiring exposure to energized conductors above 50V. Work on de-energized equipment requires LOTO per OSHA 29 CFR 1910.147 and facility LOTO procedures. Select and verify PPE per NFPA 70E-2024 Table 130.7(C)(15)(a) and (b) based on incident energy analysis or PPE category method. Minimum PPE for HVAC disconnects: Category 1 (arc-rated face shield, gloves, clothing). Verify all arc flash labels per IEEE 1584-2018 are present, legible, and current (system study not older than 5 years per NFPA 70B-2023 Chapter 6). Report any missing or outdated labels to COR in writing. For refrigerant work in enclosed mechanical rooms: verify adequate ventilation per ASHRAE 15-2022 Section 8 before proceeding. Use portable oxygen / refrigerant detector where applicable. <!-- Additional sections omitted for brevity -->

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