36C25025Q0961.docx

Combined Synopsis-Solicitation for Commercial Products and Commercial Services

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Todd Cress Todd Cress todd.cress@va.gov 937-503-4194

PLACE OF PERFORMANCE

17273 State Route 104

Building 23, Warehouse

Chillicothe OH

ADDITIONAL INFORMATION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

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 2025-05.

This solicitation is an Unrestricted request for two 125-130 ton air cooled chillers.

The associated North American Industrial Classification System (NAICS) code for this procurement is 333415 - Air Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing, with a small business size standard of 1,250 Employees. The Product Service Code (PSC) is 4120 – Air Conditioning Equipment.

The Department of Veterans Affairs, Chillicothe Veterans Affairs Medical Center (CVAMC), located at 17273 State Route 104, Building 23, Warehouse Chillicothe, OH 45601, is seeking to purchase two 125-130 ton air cooled chillers.

All quoters shall submit the following: Pricing quote with sufficient documentation to evaluate the items’ functional and technical specifications, Buy American Certificate, Warranty/Extended Warranty details, Delivery timeframe and a copy of authorized distributor letter if not the original equipment manufacturer (OEM).

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item

Description

Quantity

Unit of Measure

Unit Price

Total Price

125 – 130 ton air cooled chiller

Each

STATEMENT OF WORK (SOW)

1. Contract Title: Chillers for Buildings (Bldg) 30 & 35

2. Background:

Furnish (2) two - 125–130-ton, air-cooled chiller for Buildings 30 and 35 at the Chillicothe VA Medical Center relies on chilled water supplied by multiple air-cooled chillers to provide air conditioning of campus buildings. The failure of any of these chillers could adversely affect delivery of patient care and administrative functions and could potentially lead to appointment cancellation and other adverse effects up to and including inpatient evacuation. This contract is for replacement of chillers at Buildings 30 and 35, which are beyond their expected useful service lives and have become unreliable and difficult to source repair parts and service for.

3. Scope Vendor to furnish 2 EA.:, 125–130-ton, air cooled chiller equipped as described in Section 4.1.1 and salient characteristics document of this contract.

4. Specific Tasks

4.1 Task 1-Furnish the following:

4.1.1. 2 EA. 125-130-ton, air cooled chiller – Salient Characteristics

Chiller: 125–130-ton, high efficiency/high performance, air cooled, 3 phase/60 hertz, packaged chiller. Unit shall be UL/CUL listed, ASHRAE 90.1/CSA C743 compliant, AHRI certified. One chiller shall be 460 volt and one chiller shall be 200 volt.

Compressor:

-Compressors shall be hermetic sealed, scroll type, suction gas-cooled. Compressors shall have internal overload protection. Compressors shall have centrifugal oil pump, oil level sight glass, and oil changing valve. Compressors shall have compressor heaters installed.

Evaporator:

-Braze plate style evaporator -Fluid type: water -Flow rate: ≥236.7 gallon per minute design flow/115.5 gallon per minute minimum flow -Equipped with freeze protection that automatically activates at temperatures below freezing -Equipped with flow switch set at 60 cm/sec.

-Water connection size: 4 inch

Condenser:

-Application: high ambient -Fin Type: lanced aluminum -Total air flow: ≥73063 cfm -Ambient air temp: ≥95.0 F

Condenser Fans:

-Number of fans: 8 -Fans shall be direct-drive, vertical discharge -First fan on each unit shall be equipped with variable speed drive

Unit Electrical:

-Compressor starter: across the line -Total power: ≤114.4 KW -Compressor power: ≤104.4 KW -Fan power: ≤9.780 KW -Fan FLA: ≤3.20 A -Incoming power line connection: single point -Power line connection type: terminal block -Short circuit current rating: ≥5000 A -Single point power MCA: ≤205 A -Single point power MOP: ≤225 A -Compressors: ≤41.90 A RLA/260.0 A LRA

Refrigerant:

-Refrigerant charge: R454B (or equivalent non-CFC refrigerant) -Unit shall be equipped with dual refrigeration circuits with dedicated compressors for each circuit and a passive oil management system. Each circuit shall be equipped with filter dryer, electronic expansion valve, liquid line and discharge service valves

Unit Controls:

-Unit controls (to include display) shall be housed in an outdoor rated, weather tight enclosure.

Unit Frame and Surround:

Unit frame shall be constructed of galvanized steel. Surround shall be constructed of galvanized steel panels and access doors and shall be finished with powder-coated paint. Unit shall have provisions to be lifted via crane using spreader bars.

Unit Acoustics (@30 feet in free field) -A weighted: 100% -Sound power: ≤95 dBA -Sound pressure: ≤68 dBA

Reference Material: Unit to be supplied with Operators Manual, Service Manual, Diagnostic/Repair Manual, and any other applicable references either digitally or hard copy.

Equipment Start-Up and End User Training:

-Vendor shall provide onsite equipment start up upon installation of chiller and verify no faults or deficiencies are present. Vendor to verify electrical and piping connections are correct and within warranty specifications prior to start-up. VA will handle installation. Vendor shall also provide end-user training on unit to include basic walk around and identification of components, operation of unit controls, basic troubleshooting of common issues, and recommended winterization procedures.

Warranty: All components and subsystems shall be covered by a minimum 5-year parts labor and travel warranty for compressor components and minimum 1-year parts, labor and travel warranty on all other portions of unit to include all electrical parts, sensors, and controls.

4.2 Task-2 Delivery: Vendor shall arrange and cover the cost of freight. All deliveries require a minimum 10-day advanced notice to allow facility to arrange equipment to offload freight. All deliveries will need to be made at the below Chillicothe Warehouse address. Vendor will need to validate the purchase order with a Material Handler. Deliveries will be made between 0700 and 1500 weekdays, excluding federal holidays to:

Chillicothe VA Medical Center 17273 State Route 104 Building 23, Warehouse Chillicothe, OH 45601

Phone: 740-773-1141 extension: 17403

Deliveries will be inspected upon arrival for defects by VA COR, VA Logistics, and VA Engineering HVAC staff. Vendor is responsible for ensuring all items are delivered in acceptable condition, damaged items will not be accepted.

4.3 Task-3 Installation of Equipment

No installation is required.

4.4 Task 5 - Enterprise Management Controls.

4.5.1 Sub task 1 - Integration Management Control Planning. All deliveries shall be coordinated a minimum of 10 working days in advance with the VAMC COR and the Supervisor of the Engineering Service HVAC Shop. Deliveries shall be made Monday-Friday (excluding Federal Holidays) between the hours of 0700-1530. Deliveries will be received at the Chillicothe VA Medical Center Warehouse, unless otherwise instructed upon arrival.

5.0 Deliverables

2 EA.: 125-130-ton, air cooled chiller matching specifications in section 4.1 of this document and salient characteristics document.

Freight for delivery of items described in section 4.2

Reference material described in section 4.1.1

Start-up and end user training described in section 4.1.1

5.1 Shop Drawings

Shop drawings of equipment, to include specifications, wiring diagrams, operators manual, service manual, diagnostic/repair manual, and any other applicable references and other pertinent information shall be provided in either digitally or hard copy.

6. Performance Monitoring The request is for goods to be delivered to the Chillicothe VAMC in good condition. VAMC COR in co-ordination with VA Logistics and the Supervisor of the Engineering Service HVAC Shop will be responsible for overseeing delivery and inspecting items for defects upon delivery for final acceptance

7. Security Requirements Contractor will not require access to VA sensitive information to fulfill the terms of the contract. Contractor will not require access to VA buildings to fulfill terms of the contract.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

No Government-Furnished Equipment required.

9. Other Pertinent Information or Special Considerations

Contractor responsible for delivery of all receivables without damage.

Final acceptance of equipment to be determined by VAMC COR in coordination with VA Logistics and the Supervisor of the Engineering Service HVAC Shop.

10. Place of Performance The place of performance (delivery) is Chillicothe VAMC. The address of the Chillicothe VAMC is:

Chillicothe VA Medical Center Building 23, Warehouse (for deliveries) 17273 State Route 104 Chillicothe, Ohio 45601

11. Period of Performance The period of performance shall be no more than 180 days from the issuance of the Notice to Proceed by the Contracting Officer.

12. Delivery Schedule

Contractor responsible for all deliveries. Delivery of contracted goods shall be complete within 180 calendar days of notice to proceed by VA Contracting Officer. All deliveries shall be coordinated with the VA COR,.VA Logistics, and the Supervisor of the Engineering Service HVAC Shop.

(End of Statement of Work)

The following solicitation provisions apply to this acquisition:

· FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services” (Sep 2023) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (SEP 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show—

(1) The solicitation number.

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, email, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Quotation Amendments;

(10) Past performance information will not be considered in simplified acquisition procurements.

(11) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. This section intentionally left blank.

(e) Multiple Quotes. This section intentionally left blank.

(f) Late submissions, modifications, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due.

(2) Any quote received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public’s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price.

(h) Multiple awards. This section intentionally left blank.

(i) Availability of requirements documents cited in the solicitation.

(1)

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101–29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.

(j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is an planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ).

(End of provision)

FAR 52.252-1, “Solicitation Provisions Incorporated by Reference” (Feb 1998) – full text is available at: http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following solicitation provisions are incorporated by reference:

· FAR 52.204-7, “System for Award Management” (Nov 2024)

· FAR 52.204-16, “Commercial and Government Entity Code Reporting” (Aug 2020)

· FAR 52.204-20, “Predecessor of Offeror, (Aug 2020)

· FAR 52.204-24, “Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment” (Nov 2021)

· FAR 52.204-27, “Prohibition on a ByteDance Covered Application” (Jun 2023)

· FAR 52.204-29, “Federal Acquisition Supply Chain Security Act Orders – Representation and Disclosures” (Dec 2023)

· FAR 52.209-7, “Information Regarding Responsibility Matters” (Oct 2018)

· FAR 52.211-6, “Brand Name or Equal” (Aug 1999)

· FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” (May 2024)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

· FAR 52.214-21, “Descriptive Literature” (Apr 2002)

· FAR 52.225-2, “Buy American Certificate” (Oct 2022)

· FAR 52.229-11, “Tax on Certain Foreign Procurements – Notice and Representation” (Jun 2020)

· FAR 52.233-2, “Service of Protest” (Sep 2006)

· VAAR 852.215-72, “Notice of Intent to Re-Solicit” (Oct 2019)

· VAAR 852.233-70, “Protest Content/Alternative Dispute Resolution” (Sep 2018)

· VAAR 852.233-71, “Alternate Protest Procedure” (Sep 2018)

· VAAR 852.239-75, “Information and Communication Technology Accessibility Notice” (Feb 2023)

· VAAR 852.252-70, “Solicitation Provisions or Clauses Incorporated by Reference” (Jan 2008)

· VAAR 852.273-70, “Late Offers” (Nov 2021)

FAR 52.252-2, “Clauses Incorporated by Reference” (Feb 1998) – full text is available at: http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Nov 2023)

· Addendum to FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services”

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” (Jan 2025) The following subparagraphs of FAR 52.212-5 are applicable:

Subparagraph (a) (1)–(7) Subparagraph (b) (4),(5),(9),(12),(31),(32),(33),(34),(36),(39),(49),(51), (55) and (59)

· FAR 52.204-13, “System for Award Management Maintenance” (Oct 2018)

· FAR 52.225-1, “Buy American – Supplies” (Oct 2022)

· VAAR 852.232-72, “Electronic Submission of Payment Requests” (Nov 2018)

· VAAR 852.242-71, “Administrative Contracting Officer” (Oct 2020)

· VAAR 852.247-72, “Marking Deliverables” (Oct 2018)

· VAAR 852.247-73, Packing for Domestic Shipment” (Oct 2018)

· FAR 52.203-17, “Contractor Employee Whistleblower Rights” (Nov 2023)

· FAR 52.204-13, “System for Award Management Maintenance” (Oct 2018)

· FAR 52.204-18, “Commercial and Government Entity Code Maintenance” (Aug 2020)

· VAAR 852.201-70, “Contracting Officer’s Representative” (Dec 2022)

· VAAR 852.203-70, “Commercial Advertising” (May 2018)

· VAAR 852.215-70, “Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors” (Deviation) (Jan 2023)

· VAAR 852.215-71, “Evaluation Factor Commitments” (Oct 2019)

· VAAR 852.222-71, “Compliance with Executive Order 13899” (Deviation) (Apr 2025)

· VAAR 852.246-71, “Rejected Goods” (Oct 2018)

· VAAR 852.212-71, “Grey Market and Counterfeit Items” (Feb 2023)

Basis of Award

All quotes shall be sent to the Department of Veterans Affairs, Network Contracting Office (NCO) 10 via email to todd.cress@va.com.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. 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.

The following are the decision factors: Price, technical capabilities, warranty/extended warranty, and speed of delivery.

The award will be made to the quote that is most advantageous to the Government.

Quotes should contain your best terms and conditions.

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.

Submission of your response shall be received not later than 4:00PM EST, Tuesday, September 23, 2025 at todd.cress@va.gov. No submissions received after the above-mentioned date and time will be accepted. When responding to this announcement, respondents should include “RFQ 36C25025Q0961 –Air cooled Chiller – Chillicothe VA ” in the subject line.

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

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below not later than Monday, September 22, 2025 @ 4:00PM EST. No telephone calls will be accepted.

Point of Contact Todd Cress, Contract Officer, todd.cress@va.gov.

See attached document: 52.225-2 Buy American Certificate.

The Department of Veterans Affairs, Chillicothe Veterans Affairs Medical Center (CVAMC), located at 17273 State Route 104, Building 23, Warehouse Chillicothe, OH 45601, is seeking to purchase two 125-130 ton air cooled chillers.

The associated North American Industrial Classification System (NAICS) code for this procurement is 333415 - Air Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing, with a small business size standard of 1,250 Employees. The Product Service Code (PSC) is 4120 – Air Conditioning Equipment.

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