SAM #36C24126Q0601

HVAC Replacement for TeleHealth Rooms at Central Western MA VAMC

This opportunity is for HVAC system replacement at the Central Western Massachusetts Medical Center's TeleHealth Rooms. - Government Buyer: - Department of Veterans Affairs, Central Western Massachusetts Medical Center (Edward P. Boland Campus, Leeds, MA) - Network Contracting Office 1, Providence VAMC - OEM Highlight: - Mitsubishi is the preferred and specified manufacturer for all new HVAC equipment - Vendors: - Only Service-Disabled Veteran-Owned Small Businesses (SDVOSB) are eligible to compete - Products/Services Requested: - Removal and replacement of one split-system heat pump system supporting three TeleHealth rooms (Rooms 109, 113, and 120) - New Mitsubishi equipment including: - 1 heat pump condenser unit - 3 ceiling cassette units - 3 Wi-Fi enabled thermostats - 250 linear feet of line set assembly - Professional services for removal, disposal, installation, testing, and coordination - Technician labor for both regular and off-hour work (72 hours each) - Unique/Notable Requirements: - Strict requirement for OEM-only (Mitsubishi) materials—no substitutions allowed - Compliance with VHA, OSHA, EPA, and Massachusetts DEP standards - Detailed site access, safety, infection control, and utility shutdown procedures - Submission of product data and shop drawings for approval - Work must be performed within a 90-day period of performance, with specific scheduling for regular and off-hour tasks

Description

Synopsis/Solicitation for Commercial Services This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.603, as supplemented by the current Federal Acquisition Circular (FAC 2026 01) and the Department of Veterans Affairs Acquisition Regulation (VAAR). This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This acquisition is 100% set aside for verified SDVOSBs in accordance with VAAR 852.219-73. Offerors must be listed as Verified in the SBA Veteran Small Business Certification (VetCert) database both at the time of quote submission and at the time of award. The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, with a small business size standard of $19.0 million. The FSC/PSC is Z1DZ. The Department of Veteran Affairs (VA) Central Western Massachusetts Medical Center located at 421 North Main St. in Leeds, MA 01053 is seeking to purchase services for HVAC replacement as outlined in the Performance Work Statement: Performance Work Statement for B2- HVAC Replacement TeleHealth Location(s): Building 2 1 Overview 1.1 General The Contractor shall provide professional services to include all labor, transportation, materials, apparatus, tools, equipment, and permits necessary to perform in accordance with this design scope of work. All work must meet VHA, OSHA, EPA, and Mass DEP standards. 1.2 Project Specific Scope of Work - B2- HVAC Replacement Telehealth Work consists of procuring and replacing all components, compressors, cassettes, line sets, controls, etc., to replace one (1) split-system heat pump supporting four (4) Telehealth Rooms in Building 2, each having a ceiling cassette and thermostat. The system is in Rooms 109, 113, 120, and a hallway by the waiting room. The new system will support only Rooms 109 (106 SF), 113 (143 SF), and 120 (147 SF). The cassette in the hallway and all associated components will be disposed of. The Period of Performance for this project is 90 calendar days. 1.3 General Scope Items Meet with VA Facilities staff, review existing drawings and estimates, and perform field work to determine required materials and equipment. All field work shall be scheduled at least 72 hours in advance with VA Facilities Management. The site shall be left clean of all construction debris and hazardous materials. Coordinate with VA CWM HCS GEMS coordinator Rob Michalik at 413-584-4040 x 2330 for waste refrigerant removal. Design and installation to meet the most stringent of latest edition of the NEC and NFPA. Submit product data and shop drawings for all materials prior to installation. Submittals and shop drawings shall be approved by COR. Contractors shall supply all tools, parts, labor, travel, and equipment for removal, disposal of old equipment, and installation of new equipment. All proper LOTO devices and procedures are to be implemented. Contractors will keep and maintain a clean and neat work area. Any hot work will need to be done under a hot work permit with a fire watch. Any damage to ceiling tiles, walls, or flooring will be fixed by the contractor. All work shall be performed in accordance with Massachusetts DEP and DLS regulations and OSHA codes. Specific Scope Items Determine size and capacity sufficient for heating and cooling the three rooms above. Preferred manufacturer is Mitsubishi. Provide shop drawings, product data, warranty information, and operation and maintenance manuals via email to COR for approval. Disconnect Power and LOTO. Recover and dispose of existing refrigerant. Remove and dispose of 4 ceiling cassettes (Model # PLFY-P05NFMU-E). Remove and dispose of condensing split-system heat pump unit (Model # PUMY-P36NKMU1). Remove and dispose of 4 thermostats. Remove and dispose of existing 3/8*5/8 line sets. Install new system including charging with new refrigerant. Test (template provided in attachments) and provide report of proper functionality to COR. Testing should be coordinated at least 72 hours in advance with COR to ensure presence of necessary personnel and stakeholders. 1.4 Site Access and Management Requirements The contractor shall be solely responsible for management, including all labor, equipment, materials, mailing costs, and inspection, to meet project requirements. Additional site requirements include: Contractor badge must be obtained and visibly worn at all times while on campus. Parking is restricted to the lower lots (N and P). One vehicle may park behind Building 2 in an employee authorized spot. All contractor employees and subcontractors must adhere to these requirements. The contractor is responsible for their behavior. Questions or concerns may be addressed by the COR. 2 Proposed Schedule Period of performance is 90 days from NTP. All on-site work shall occur during specified hours unless otherwise approved: 07:30-15:15, Monday through Friday Off hours for hallway work: Saturday, Sunday, or Monday-Friday 17:30-08:00 Noisy work (70dB and above) inside the building: Off hours, M-F 17:00-06:00 or weekends Excessively noisy exterior work: Off hours, M-F 17:00-06:00 or weekends Work on Federal Holidays requires permission from the COR. 3 Work Location and Restrictions The work site is at the Edward P. Boland Campus - VA Central Western Massachusetts Healthcare System, limited to Building 2. When work interferes with hospital functions, such as noise, odors, dust, utility interruptions, or other disruptions, the contractor shall schedule such work outside normal hours as directed by the COR. 3.1 Project Safety Contractor shall comply with the VA Construction Safety Guidebook and OSHA requirements. Exterior work areas shall be fenced. Interior work areas must maintain ICRA barriers that do not impede patient traffic, including a 5-foot-wide clear path through the main corridor. FAR Clause 52.236-13(f) is invoked, requiring the contractor to submit a safety plan and meet with the Contracting Officer to develop a mutual understanding of safety protocols. 3.2 Penetrations of Fire and Smoke Barriers All penetrations of fire or smoke barriers must be approved by FMS via the COR, with permits obtained prior to work and sealed after completion to restore barrier integrity. Visual inspections for approval are required. 3.3 Interim Life Safety Protection Measures Contractors shall participate in preparing and implementing an interim life safety and fire protection plan, including maintaining unobstructed egress, escape facilities, access for emergency services, and fire watches as needed. Procedures and guidelines shall be posted in construction areas. 3.4 Parking Parking is restricted to designated lower lots (N and P). One vehicle may park behind Building 2 in an authorized spot. Parking in patient areas or on grass is prohibited. 3.5 Storage of Equipment and Materials Storage space is limited; coordination with the COR is required. No contractor trailer is permitted. Delivery scheduling should minimize storage needs. 3.6 Debris Removal Waste materials and debris must be removed daily and disposed of according to regulations. 3.7 Site Utilities The scope does not include all existing utilities. Any interference must be reported and approved. Utility shutdowns require prior approval at least 14 days in advance. 3.8 Infection Control Work shall comply with the Infection Control Construction Permit and VA specifications. No work shall proceed without the permit and protective measures in place. 4 Material and Workmanship Quality All materials and work shall meet applicable codes and standards, be performed professionally, and satisfy the COR, including subcontractor work. **************** End PWS **************** Applicable Solicitation Provisions FAR 52.212-1, Instructions to Offerors - Commercial Products and Services (Aug 2025) FAR 52.212-2, Evaluation - Commercial Products and Services FAR 52.212-3, Offerors Representations and Certifications Additional provisions and clauses as listed, including VAAR clauses and FAR clauses incorporated by reference. Interested parties must be registered in SAM and VISTA, and submit the required proposals, including technical, past performance, price, and certifications, by the specified deadline. Questions must be submitted in writing by 3-JUL-2026, and responses are due by 13-JUL-2026 at 4:00 PM via email to juliette.buchanan@va.gov. Attachment 1: Price Schedule and Attachment 2: Past Performance Worksheet are included for submission.

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