36C24225Q1003.docx
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- Solicitation number
- 36C24225Q1003
About this file
This document is a Special Notice for an emergency repair service issued by the Department of Veterans Affairs Network Contracting Office 02. The solicitation (36C24225Q1003) seeks a single-source contractor to repair a refrigerant leak in a Daikin VRV3 Air Handler Unit located at the Canandaigua VA Medical Center. The repair is considered urgent due to potential health risks and potential system damage, with the period of performance estimated from 08/27/2025 through 09/22/2025.
The intended source is EMCOR Services in Bethlehem, NY, with the contract falling under NAICS code 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance). Interested parties may submit capability documentation by 08/27/2025 at 17:00 Eastern Time, though this is not a competitive quote request. Contractors must be registered in the System for Award Management (SAM) to be eligible. The repair is critical to prevent refrigerant leakage, potential health hazards, and potential catastrophic failure of the medical center's air conditioning system.
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Text version
SUBJECT*
FY25 Emergency Repair (1X) Daikin VRV3 Coil Replacement
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 13212 |
| SOLICITATION NUMBER* |
| 36C24225Q1003 |
| RESPONSE DATE/TIME/ZONE |
| 08-27-2025 17:00 EASTERN TIME, NEW YORK, USA |
| ARCHIVE |
| 60 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
| PRODUCT SERVICE CODE* |
| J041 |
| NAICS CODE* |
| 811310 |
| CONTRACTING OFFICE ADDRESS |
| Department of Veterans Affairs |
Network Contracting Office 02 1304 Buckley Road Suite 101 Syracuse NY 13212
POINT OF CONTACT*
Contracting Officer Jason M. Rundle jason.rundle@va.gov
ADDITIONAL INFORMATION
| AGENCY’S URL |
| https://www.va.gov |
| URL DESCRIPTION |
| Agency Home Page |
| AGENCY CONTACT’S EMAIL ADDRESS |
| jason.rundle@va.gov |
| EMAIL DESCRIPTION |
| Contracting Officer Email |
Special Notice Special Notice
DESCRIPTION
| *= Required Field |
| Special Notice |
Special Notice
The Veterans Health Administration, Network Contracting Office (NCO) 02 intends to solicit from a single source IAW FAR 13.106(b) to obtain Emergency Repair Service for and A/C Condenser Coil Leak, on a Daikin VRV 3 Air Handler Unit. The unit is currently in place and in active use at the Canandaigua VAMC, and manufactured by Daikin. The system inspection contract holder upon a routine system check identified the leak and the need for urgent repair to prevent losing excessive amounts of refrigerant from the system. It was deemed emergent by the COR by email to the CO on 8/25/2025.
Period of Performance (POP) (estimated): 08/27/2025 through 09/22/2025 with potential for (0) option years (single-time repair). All work to be completed NLT 30 days in arrears of receiving an awarded contract.
Requirement Description: During a recent inspection it was identified that there was an refrigerant leak in one of the A/C coils that is part of the Daiken (OEM MFG) A/C systems currently in operation and full use at the Canandaigua VAMC. This system provides dehumidification and air circulation/cooling to the patients and visitors as well as staff within the facility. A refrigerant leak such as this can expel refrigerant into the air and can be harmful and cause health conditions for anyone it encounters if this refrigerant is allowed to be pulled through the facilities air ducts and expelled throughout the facility. Given this risk for health-related aliments a leak such as this should be corrected/repaired immediately to prevent these health related risks as well as risk of further mechanical and system damage from the equipment operating at a lower p[pressure which has the potential to cause catastrophic failure to other major and ancillary system components, therefor requiring system down time and higher costly repairs. Given the urgent nature of the repair and the short timeline in which to mitigate potential health related concerns and further damage to system components and to prevent any potential environmental risks the best course of action to correct the problem is immediate and timely repair. The CO has reviewed the damage extend with the COR, the firm that conducted the routine inspection is able to immediately perform the repair and has been determined capable and qualified and are also knowledgeable of the systems components, specific tolerances, calibrations and pressure requirements, Place of Performance:
Department of Veterans Affairs Canandaigua VA Medical Center 400 Ft Hill Ave
The NAICS code for this requirement is:811310-Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance (Size Standard: $13 Million).
Intended Source:
EMCOR services (Bethlehem).
704 Clinton Avenue South Rochester, NY 14620
(585) 271-5500
THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement by 8/27/2025 at 17:00pm Eastern Standard Time (EST).
The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses from responsible sources will be considered. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.
Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE –Emergent A/C Repair in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Contract Specialist, Jason M. Rundle at jason.rundle@va.gov. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements.
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