SAM #36C24826Q0366

VA Caribbean Healthcare System HVAC Chiller, AHU, Ductwork, and Filter Support

The Department of Veterans Affairs is seeking multi-year HVAC maintenance and repair support for its Caribbean Healthcare System in San Juan, Puerto Rico. - Government buyer: Department of Veterans Affairs (VA), VA Caribbean Healthcare System (VACHS), Network Contracting Office 8 (NCO 8); Contracting Officer Baryan Sierra. - OEMs and named brands: Trane Technologies and Johnson Controls International (YORK) equipment models are identified for chiller overhauls. Titus is the named benchmark for two pleated-filter items. No service contractor or reseller is named. - Recurring services: Monthly preventive maintenance for chillers, pumps, associated equipment, and AHUs (60 each); semi-annual condenser cleaning (10); annual evaporator cleaning, oil analysis, and instrument calibration (5 each). - As-needed work: Centrifugal-compressor overhauls, chiller and AHU repairs, fan-assembly replacements, duct inspection and leak detection, duct sealing, insulation work, duct repairs/upgrades/new installations, and damper/control work. Ductwork work is generally ordered in 50-linear-foot increments beyond the initial 50 feet from AHUs. - Filter supplies: Estimated quantities include 310 and 430 terminal HEPA filters; 1,240, 500, 280, and 540 V-bank filters; and 120 Titus HF4824T-equivalent and 60 Titus HF2424T-equivalent pleated media filters. Quantities are for evaluation and delivery is as required. - Notable requirements: 24/7 emergency support, acknowledgment within 30 minutes and onsite dispatch within two hours, qualified and licensed personnel, safety and quality controls, and a stated 95.5% system-availability target. Trailer-mounted chiller support is informational and would require separate authorization. - Contract term: Five-year ordering period, with a potential extension of up to six months. Evaluation prioritizes SDVOSBs, then small businesses.

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO) 12.201-1, Simplified procedures. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

The Department of Veterans Affairs, Network Contracting Office (NCO) 8, located at VA Caribbean Healthcare System (VACHS), is seeking to award a single firm-fixed-price requirements type contract for Preventive Maintenance and Repair Services for HVAC Water Chillers and Air Handling Units (AHUs) at the VA Caribbean Healthcare System (VACHS) .

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01, effective on March 13, 2026 (and as supplemented by VA Deviations).

TIERED EVALUATION. This solicitation will be evaluated using a tiered evaluation approach (also known as cascading set asides). The tiers for this procurement are:

1st Tier- Service-Disabled Veteran-Owned Small Business (SDVOSB)

2nd Tier- Small Business

Evaluation will begin with the first tier. If the Government receives two or more acceptable quotes from the first tier, the evaluation will not proceed to the next tier. If fewer than two acceptable quotes are received at a given tier, the Government may proceed to evaluate the next tier.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, Plumbing, Heating, and Air Conditioning Contractors. The applicable small business size standard is $19,000,000. The Product Service Code (PSC) is J041, Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment.

Detailed specifications and requirements are provided in the attached Performance Work Statement (PWS), Instructions to Quoters, Price/Cost Schedule, Clauses, and Provisions. The resulting contract will include a five-year ordering period. In addition, RFO Clause 52.217-8, Option to Extend Services, is included in the RFQ.

Place of Performance

San Juan Address: VA Caribbean Healthcare System 10 Casia St. San Juan, PR

The full text of the RFO provisions or clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul.

The following solicitation provisions apply to this acquisition:

RFO 52.212-1, Instructions to Offerors Commercial Products and Commercial Services. , [Sep 2023] [Deviation Nov 2025), including an addendum to this provision. Offerors shall carefully read the addendum, which provides further information regarding this requirement and the minimum information/documentation that shall be submitted with the quote.

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal.

The following contract clauses apply to this requirement:

RFO 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services [Nov 2023] [Deviation Nov 2025](Addendum attached).

See clauses in the attached document titled "S02 Attachments B_C_D_E RFQ 36C24826Q0366_PM Chillers and AHUs_25 June 2026

The contract award will be based upon a comparative evaluation of quotes in accordance with the evaluation process outlined in the RFO 12.203(c)(2). Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

SITE VISIT. A site visit has been scheduled for December 1, 2026, at 10:00 AM. The meeting point will be at the VA San Juan Medical Center main entrance, next to the Police Station. Vendors interested in participating in the site visit shall send an email to Baryan Sierra at baryan.sierrapierluissi@va.gov with the participant names (maximum 2 per company).

QUESTIONS SUBMISSION. Questions regarding this acquisition shall be emailed to the Contracting Officer, Baryan Sierra, at baryan.sierrapierluissi@va.gov. All questions shall be submitted as a Word document. All questions are due on December 7, 2026, at 10:00 AM (Puerto Rico Local Time). Questions submitted after the due date may not be considered by the Government.

The Quote shall be received no later than January 12, 2027, at 10:00 AM (Puerto Rico Local Time) to Baryan Sierra at baryan.sierrapierluissi@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at RFO 52.212-1(c).

The following attachments are part of this combined synopsis-solicitation:

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