36C25626Q1046_RFI.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* RFI: Portable Spot Cooling Units (CLIMATE PRO D18e)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q1046

RESPONSE DATE/TIME/ZONE 07-17-2026 1:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 4120

NAICS CODE* 333415

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Shasta Britt shasta.britt@v.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Michael E. DeBakey VA Medical Center

MEDVAMC

2002 Holcombe Blvd.

Houston TX

POSTAL CODE 77030-4211

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS shasta.britt@va.gov EMAIL DESCRIPTION 36C25626Q1046_RFI Response_Vendor Name mailto:shasta.britt@v.gov https://www.va.gov/ mailto:shasta.britt@va.gov

DESCRIPTION

SOURCES SOUGHT NOTICE / REQUEST FOR INFORMATION (RFI)

Title: Portable Spot Cooling Units – Brand Name MovinCool Climate Pro D18e or Equal

Quantity: 25 Each

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by

FAR 2.101, therefore it shall not be construed as a commitment by the government to enter into a contract, nor does it restrict the government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the government. Information submitted in response to this notice is voluntary; the government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the government. The government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or General Services Administration (GSA). It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. PURPOSE

The Department of Veterans Affairs is conducting market research to identify sources capable of providing twenty-five (25) portable heat-pump spot cooling units, brand name MovinCool

Climate Pro D18e or equal. This notice is issued solely for information and planning purposes and does not constitute a solicitation.

2. DESCRIPTION OF REQUIREMENT

The VA requires portable spot coolers capable of meeting or exceeding all salient characteristics listed below. Units must be new; refurbished or remanufactured units will not be accepted. The requirement includes all necessary components, including ceiling tiles and ductwork for installation.

3. SALIENT CHARACTERISTICS (Brand Name or Equal)

Products offered as “equal” must clearly identify and demonstrate capability to meet or exceed all characteristics below.

General Capabilities

• Cooling capacity approx. 1.5 tons (16,300–16,800 BTU/hr)

• Heating capacity: 13,100 BTU/hr integrated heat

• Recommended coverage: approx. 540 sq ft

Refrigerant & Compliance

• Refrigerant type: R-32, or equal refrigerant with comparable performance and compliance.

Electrical Requirements

• 115V / 20A standard plug-and-play operation

• Plug type: NEMA 5-20P

• No special wiring required.

Controls & Operation

• Digital temperature controls

• Programmable settings supporting after-hours scheduling

• Condensate collection tank; must support optional condensate pump capability.

Construction & Mobility

• Heavy-duty metal housing or equivalent durable construction

• Locking casters or equivalent mobility features

• Wraparound bumper or equivalent impact protection.

Installation & Configuration

• Portable standalone unit

• Requires no tools or venting modifications to install

• Must be plug-in and operate.

Warranty Requirements

• Minimum 3-year parts and labor warranty (unit) with registration within 90 days

• Minimum 3-year compressor warranty

Equivalent warranty required for equal products.

4. DELIVERY REQUIREMENTS

• Delivery: 45 days ARO

• Location:

Michael E. DeBakey VA Medical Center (MEDVAMC) Warehouse

2002 Holcombe Blvd.

Houston, TX 77030

• Delivery hours: Monday–Friday, 8:00 a.m.–4:30 p.m., excluding federal holidays.

5. RESPONSES

Interested vendors should provide the following in their capability statements:

• Company name, address, UEI/CAGE

• Point of contact information

• Identification of proposed product (brand name or equal)

• Documentation demonstrating compliance with all salient characteristics

• Delivery timeframe

• Rough order of magnitude (ROM) pricing

• Available contract vehicles

• Warranty information

6. DISCLAIMER

This Sources Sought Notice is for market research only. It does not commit the Government to a contract. No solicitation is available at this time.

See attached Draft SOW for further details…

A.1 DRAFT STATEMENT OF WORK (SOW)

Spot Coolers – Brand Name or Equal

1) General:

The contractor shall deliver twenty-five (25) portable heat-pump spot cooling units, brand name MovinCool Climate Pro D18e or equal, with all required components, including ceiling tile and ductwork. Units must be new; refurbished or remanufactured units are not acceptable.

2) Salient Characteristics:

Products offered as “equal” must meet or exceed the following minimum characteristics based on the MovinCool Climate Pro D18e specification:

a) General Capabilities

• Cooling capacity: approximately 1.5 tons (16,300–16,800 BTU/hr)

• Heating capacity: 13,100 BTU/hr integrated heat

• Recommended coverage capability: approximately 540 sq. ft. (standard insulated office space)

b) Refrigerant & Compliance

• Refrigerant type: R-32, or equal refrigerant meeting equivalent performance and environmental compliance.

c) Power & Electrical

• Power requirements: 115V / 20A

• Plug type: NEMA 5-20P (corrected from “NEMA 520P”)

• No special wiring required; units must be plug-and-play.

d) Controls & Operation

• Digital temperature controls

• Programmable settings supporting after-hours scheduling

• Condensate management via built-in tank; optional condensate pump capability must be supported.

e) Construction & Mobility

• Heavy-duty metal housing or equivalent durable construction

• Locking casters or equivalent mobility and stability features

• Protective bumper or equivalent structural protection to prevent impact damage.

f) Dimensions & Installation

• Portable, standalone unit

• Installation must require no tools or venting modifications

• Simple plug-in operation, no special infrastructure required.

3) Delivery Schedule – FOB Destination:

The contractor shall deliver all 25 units within 45 days of contract award to:

Michael E. DeBakey VA Medical Center (MEDVAMC) Warehouse 2002 Holcombe Blvd., Houston, Texas 77030

a) Delivery hours: Monday–Friday, 8:00 a.m. to 4:30 p.m., excluding federal holidays.

Deliveries outside normal hours require approval of the Program POC.

4) Warranty Coverage – Enhanced Warranty (With Registration):

• 3-year limited warranty (parts and labor) on the unit when registered within 90 days of purchase.

• 3-year limited warranty on the compressor.

Equivalent warranty coverage is required for “equal” products.

5) Invoice and Payment:

Invoices shall be submitted after delivery and acceptance.

Payments will be made via EFT by the VA Financial Service Center.

a) Minimum invoice data must include:

• Contract number

• Correct purchase order number

• Items and quantities delivered

• Description of supply items

• Invoice date and number

• Billing period (if applicable)

(End of Draft SOW)