RFI 36C25926Q0878.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting specialist Eric Adusei (CS) Eric.Adusei@va.gov 303-712-5782

PLACE OF PERFORMANCE

1700 North Wheeling Street

Aurora CO

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description: Heater Exchange Repair-One time Service This is a REQUEST FOR INFORMATION/SOURCES SOUGHT ANNOUNCEMENT ONLY in support of the Rocky Mountain Regional VA Healthcare System located at 1700 North Wheeling Street. Aurora, CO 80045. Due 10/05/2026 at 14:00 MT. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified vendors interested and capable of/to provide a quote.

Interested Vendors, please advise of 1) business size, and 2) point of contact information. To be considered as a small business for this scope the size standard for NAICS Code 811412 Appliance Repair and Maintenance is 19 million.

The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

All offerors who provide goods or services to the United States Federal Government must have an active registration in the System for Award Management (SAM) at www.sam.gov.

Information is to be submitted by electronic delivery to eric.adusei@va.gov with the subject line “SOURCES SOUGHT” and shall be received no later than 14:00 Mountain time (MT) on Monday, October 05th, 2026. After reviewing the responses to this announcement, the Government may proceed with the acquisition, and a subsequent solicitation may be published.

SEE BELOW SOW FOR REQUITEMENTS PWS:

DEPARTMENT OF VETERANS AFFAIRS – Eastern Colorado Healthcare Correction and Rebuild of Shell and Tube Heat Exchangers for Critical units

PERFORMANCE WORK STATEMENT

1. Background:

The Rocky Mountain Regional VA Medical Center (RMRVAMC) currently supports its heating with shell and tube heat exchangers with a lead and lag redundancy which requires a set of 2 heat exchangers for pre-heat and re-heat, the facility has experienced failures where the gaskets have failed and leaked leaving only one working heat exchanger with the inability to sustain redundancy and limited sustainability of service in case of an outage. Some of the buildings were constructed without individual isolation creating a hazardous environment for in-house repair and a total shut down of heating through the duration of the repair.

The contractor shall Provide all required installation materials, including gaskets, bolting, supports, and appurtenances as applicable. Confirm valve orientation, clearance, accessibility, and operability after installation. Perform leak testing or pressure testing of the affected piping section in accordance with site requirements before returning the system to service. with this Performance Work Statement (PWS), all VA, local, state, and Federal policies, and regulations.

2. Objective:

Clean and Rebuild of Shell and Tube Heat Exchangers - One time request

· The objective of this service contract is to have a contractor to furnish all labor, materials, supplies, tools, equipment, and qualified personnel to add isolation valves to 6 currently failing heat exchangers as follows:

One flanged 150# 8" gate valve on 3-SWHX-2 steam line

1. Provide and install two new flanged hot water valves, at the designated line locations.

2. Provide all required installation materials, including gaskets, bolting, supports, and associated hardware.

3. Confirm proper valve orientation, accessibility, and operability after installation.

4. Perform leak testing or pressure testing of each affected piping section in accordance with site requirements before returning the systems to service.

Clean and rebuild the shell and tube heat exchangers to include:

1. Remove channel heads, bonnets, and associated covers as required to access the tube side.

2. Inspect tube interiors for fouling, scale, sludge, debris, and visible signs of corrosion or damage.

3. Clean tubes using an approved method based on exchanger condition and fouling type, including:

High-pressure water cleaning Mechanical brushing or rodding

4. Remove and dispose of waste, debris, and cleaning residues generated by the cleaning activity in accordance with site environmental and safety requirements.

5. Visually inspect tubes after cleaning to confirm removal of fouling and identify any blocked, damaged, or leaking tubes.

6. Reassemble exchanger components with new gaskets and seals as required.

7. Perform pressure testing or leak testing as required by site procedures prior to return to service

3. Scope:

· Provide and install two new flanged hot water valves, at the designated line locations.

· Provide all required installation materials, including gaskets, bolting, supports, and associated hardware.

· Confirm proper valve orientation, accessibility, and operability after installation.

· Perform leak testing or pressure testing of each affected piping section in accordance with site requirements before returning the systems to service.

· Remove channel heads, bonnets, and associated covers as required to access the tube side.

· Inspect tube interiors for fouling, scale, sludge, debris, and visible signs of corrosion or damage.

· Clean tubes using an approved method based on exchanger condition and fouling type, including:

High-pressure water cleaning Mechanical brushing or rodding

· Remove and dispose of waste, debris, and cleaning residues generated by the cleaning activity in accordance with site environmental and safety requirements.

· Visually inspect tubes after cleaning to confirm removal of fouling and identify any blocked, damaged, or leaking tubes.

· Reassemble exchanger components with new gaskets and seals as required.

· Perform pressure testing or leak testing as required by site procedures prior to return to service

4. Site Specific Equipment Information:

· Manufacturer: Bell & Gossett

· Model: SU 106-2

· S/N 203875-01-2

· Year: 2014

· MAWP 150psi at 375°f Shell side

· MDMT -20°f at 150psi Shell side

· MAWP 125psi at 375°f Tube side

· MDMT -20°f at 125psi Tube side

Equipment:

1. 3-SWHX-5 Diagnose & Resting N 03

2. 3-SWHX-2 Diagnose & Resting N 03

3. 3-SWHX-1 Diagnose & Resting N 03

4. 3-SWHX-3 Diagnose & Resting N 03

5. 4-SWHX-3 Inpatient S 05

6. 4-SWHX-4 Inpatient S 05

In-house Exclusions:

· System drain and fill are excluded from this scope and shall be performed in-house.

· Insulation removal and reinstallation are excluded from this scope and shall be performed in-house.

· Non-destructive examination unless specifically included

· Electrical or controls modifications unless specifically included

5. Contractor Qualifications and Responsibilities:

· Contractors shall be qualified and have skilled employees with previous work experience in removal and installation of all hydronic heating panels

· Contractors must demonstrate having performed labor, start-up and commissioning of these units

· Contractor shall take all precautions necessary to protect people and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Contractors shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

· The Government reserves the right to accept or reject Contractor’s employees for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the Contractor and POC with the final decision being made by the Contracting Officer.

6. Report Requirements:

· Furnish report within one week of each space completion in “Microsoft Word” format by email to the FMS POC.

7. Resources:

· The Government will not furnish any resources for the fulfillment of the services required under this contract. The contractor must provide all tools, equipment, materials, transportation, professional expertise, personnel, and supervision for maintenance services required under this contract. The contractor shall remove all debris and trash from facility upon completion of work.

8. Hours of Work and Scheduling A. Scheduling

· The work will be performed Monday through Friday from 7:30am to 4:00pm. The majority of the work will have minimal impact on the operation of the VA Medical Center.

· Any potential disruption to ongoing medical center operations shall be coordinated 2 weeks in advance and shall be subject to review and approval by the CO/POC.

· Any other disruption of operations in any building shall be scheduled at least one week in advance with the CO/POC. Work shall be scheduled to allow continuous operation of all facilities to the greatest extent possible.

Federal Holidays:

New Year’s Day Martin Luther King Jr’s Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

B. Contractor Check-In

· All Contractor personnel working onsite at the VA facility shall check in and out with the POC located in Building L (ENC). Access to work areas, and performance monitoring, will be provided by the POC. In all cases, the CO/POC shall be notified of any changes which may affect the response time of vital equipment.

9. Period of Performance

· This requirement is for a one-time service request to be completed within 90 days of award.

10. Place of Performance All work will be performed at Rocky Mountain Regional VA Medical Center at 1700 N. Wheeling Street, Aurora, Colorado, 80045

11. Invoicing and Payment:

· Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes.

· Payments also must be submitted through Tungsten to be paid

12. Records Management Language A. This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined below:

“Federal Record” as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the information value of data in them.

The term Federal Record:

1. Includes (Agency) records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors to the (Agency) contract.

4. May include deliverables and documentation as associated with deliverables.

13. TRAINING: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

14. FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS:

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgement of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Sources Sought Notice