RFI- 36C77026Q0153- Refrigeration-AC Maintenance.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Refrigeration and AC Maintenance Lancaster, TX CMOP

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048-5012

SOLICITATION NUMBER* 36C77026Q0153

RESPONSE DATE/TIME/ZONE 07-20-2026 5PM CENTRAL TIME, CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* L041

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO 15 Contracting Ofc - CMOP 3450 S. 4th St. Trafficway

Leavenworth KS 66048-5012

POINT OF CONTACT*

Contract Specialist Diana Olson Diana.Olson@va.gov 913-946-1980

PLACE OF PERFORMANCE

ADDRESS Lancaster, TX CMOP

POSTAL CODE

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT (SS)

DISCLAIMER:

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly.

Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT DESCRIPTION:

This is NOT a solicitation announcement. This is an RFI only. The purpose of this RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 238220- Plumbing, Heating, and Air-Conditioning Contractors. Responses to this RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this RFI, a solicitation announcement may be published. Responses to this RFI are not considered adequate responses for a solicitation announcement.

The following VAAR policies and clauses will be applicable to this requirement if an SDVOSB/VOSB entity is interested and qualified in this requirement:

Limitations on Subcontracting requirements set forth in 15 U.S.C. § 657s and in VAAR 852.219-10 and 852.219-11;

852.219-77, VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Refrigeration and AC Maintenance and Emergency Repairs

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the services above. Please see the included Statement of Work for more details regarding the services requested.

If you are interested and capable of providing the sought-out services, please provide the requested information below.

1. Please provide the following:

a. Company Name

b. Address

c. Point of Contact Name, Phone Number, and Email Address

d. SAM UEI No.

2. Please indicate the size status and representations of your business, such as, but not limited to:

Service-Disabled, Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), HUBZone, Woman-Owned Small Business (WOSB), Large Business, etc.).

3. Is your company considered small under the NAICS code identified under this RFI?

4. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other Federal contract that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please submit your capabilities that show clear, compelling and convincing evidence that you can meet the requirements described in the attached Statement of Work.

Responses to this notice shall be submitted via email to Diana Olson at diana.olson@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, July 20, 2026, at 5:00PM CST. If a solicitation is issued, it shall be announced later and all interested parties must respond to that solicitation announcement separately from their response to this RFI. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

STATEMENT OF WORK

VETERANS AMINISTRATION CMOP DALLAS

2962 S. LONGHORN DRIVE

LANCASTER, TEXAS 75134

INTRODUCTION:

DALLAS VA CMOP located in Lancaster, Texas, requires a maintenance contract on multiple refrigerators, freezers and small air conditioning units . The units are no longer under warranty and need quarterly basic maintenance. Equipment is located at 2962 S. Longhorn Drive Lancaster, Texas, OBJECTIVE:

Basic Quarterly Maintenance on all listed equipment shall be performed on a quarterly basis by a licensed HVAC technician. Emergency repairs shall also be a part of this requirement if a need arises.

SCOPE:

The contractor shall provide all personnel, parts, tools, test equipment and labor necessary to perform quarterly maintenance on equipment as defined in this Statement of Work Statement. The contractor shall perform to the standards in this SOW.

PERIOD OF PERFORMANCE / PLACE OF PERFORMANCE:

Quarterly preventative maintenance will be done 4 times in a year. Inspection and quarterly preventative maintenance will be performed during normal business hours 7am – 3:30pm. Equipment is located at 2962 S. Longhorn Drive Lancaster, Texas 75134. The work described shall be performed by HVAC trained and qualified licensed technicians. The tradesman involved shall be to the best standards of workmanship for respective equipment to meet the requirements in accordance with the Manufacturer’s Preventive Maintenance recommendations.

Schedule of Delivery:

The following is a schedule of all deliverables required during the period of performance.

STATEMENT OF WORK

1.0 Services to be performed are quarterly maintenance and inspection, and emergency repairs of the multiple refrigerators, freezers and air conditioners. The work described shall be performed to the best standards of workmanship by trained, licensed and qualified HVAC technicians in accordance with the manufacturer’s preventative maintenance recommendations.

1.1 The Contractor shall provide all personnel, parts, filters, belts, tools, test equipment, and labor necessary to perform quarterly maintenance and repair services as defined in this statement of work.

1.2 List of Units: The following units are covered under this contract:

1.2.1. Equipment may change during the life of the contract due to depreciation or changes in technology, etc. New equipment within the scope of this contract to be serviced will be added via a bilateral modification to the contract.

1.3 Required Quarterly Services: The minimum checks listed below must be completed on a quarterly basis. Technicians shall be required to schedule an appointment at least one week prior providing the on-site services. Appointments shall be scheduled with the CMOP Point of Contact (POC), Joseph Moreira, at 972-228-6241.

Quarterly Maintenance Services Will Include

1) Check general operating condition

2) Inspect all drain pans and drain piping

3) Check electrical components

4) Blow out condenser coils with nitrogen

5) Check compressor and motor amps

6) Check evaporator fan motors

7) Visually inspect refrigerator circuits for leaks (condensers, evaporators and accessible components)

8) Check sight glass

9) Check superheat

10) Calibrate thermometers

11) Check thermometers

12) Check temperature

Number Type of Equipment Make Model Serial Number Location of Equipment Comments 1 Reach In Cooler Pharmacy Hoshizaki 2D-SC K50344J Breakroom-Cafeteria 2 Reach In Cooler Pharmacy Hoshizaki 2D-SC K50304G Breakroom-Cafeteria 3 Reach In Cooler Pharmacy Hoshizaki 2D-SC H50529J Breakroom-Cafeteria 4 HVAC Mitsuebishi PCA-A42KA8 49M00365 Small Server Room Operations Floor EVAP UNIT AND CONDENSOR UNIT.

5 HVAC Window Unit Samsung AM1OACEB7 504058 Small Server Room Operations Floor 6 HVAC Mini Split Daiken 2MXS18NMVJU G016757 Maintenance Managers office/ OIT office #2 One Condensor two heads 7 HVAC Mini Split Daiken 2MXS18NMVJU G016758 QC/Pharcy Supervisors/ and COR Offices Two Condensors and 6 Heads 9 HVAC Carrier 25HCC537A300 4018E08567 New Restroom 9 HVAC Central Heat and Cool Hillary office

10 HVAC WINDOW Crystal office 11 HVAC WINDOW Miguel office 12 Ice Maker Breakroom SCOTSMAN MDT3F12A-1H 1.31113E+13 admin breakroom/front office 13 Ice Maker Breakroom Follett-Symphony 50CT400W 53084 Cafeteria 14 Ice Maker Breakroom Follett-Symphony 50FB414A-S 50FB414A-S Cafeteria 15 HVAC Server room Libert Unit #17 BU067A-AAEI6733 960733-002 IT Main Server Room 16 HVAC Server room Libert Unit #16 BU067A-AAEI6733 960733-001 IT Main Server Room 17 Walk In Freezer Carrier 69NT20-531-301 HCY80118188 Bulk Main Warehouse 18 Walk In refrigerator HUSSMAN FOODSERVICE/SOU 84200 HTHZ250MSKF Bulk Main Warehouse 19 Pharmaceutical refrigerator AMERICAN BIOTECHNOLOGY PH-ABT-HC-S47G ABS-23174928-2404 Bulk Main Warehouse 20 Pharmaceutical refrigerator AMERICAN BIOTECHNOLOGY PH-ABT-HC-S47G ABS-23174859-2404 Bulk Main Warehouse 21 Pharmaceutical refrigerator AMERICAN BIOTECHNOLOGY PH-ABT-HC-S47G ABS-23155484-2410 Bulk Main Warehouse 22 Pharmaceutical refrigerator AMERICAN BIOTECHNOLOGY PH-ABT-HC-S47G ABS-23155450-2405 Manual Main Ware House 23 Pharmaceutical refrigerator AMERICAN BIOTECHNOLOGY PH-ABT-HC-S47G ABS-23153441-2410 Manual Main Ware House 24 Pharmaceutical refrigerator AMERICAN BIOTECHNOLOGY PH-ABT-HC-S47G ABS-21168071-2201 Manual Main Ware House

13) HVAC Systems – wash all condenser coils, replace or wash filters

14) HVAC Systems-check complete operation of refrigerant systems and check all belts

1.4 Service Tickets:

1.4.1. Service tickets shall be provided upon completion of each visit to the POC. Service tickets will detail the make, model and serial number of all equipment serviced. Additionally, all deficiencies identified, and refrigerants used and/or recovered, are to be included on the service tickets.

1.4.2. For service tickets for quarterly maintenance that include any deficiencies, the contractor technician shall provide the POC a recommended corrective action for each deficiency and the associated proposed cost.

1.4.3. For repair service tickets, the scope of the work shall be detailed to include any parts replaced as well as make, model and serial number of the equipment.

1.4.4. Failure to provide required service tickets upon departure from the facility may cause delay in payment of invoices.

1.6 TRAVEL: The cost of travel and/or travel time to and from the job site will be at the contractor’s expense, at no cost to the Government.

1.7 RESPONSE TIME: For emergency repairs, the Contractor will be responsible for providing an HVAC technician on-site within two (2) hours of notification of equipment failure.

1.8 WORKMANSHIP: All work will be performed by trained, licensed and qualified HVAC technicians who have experience in working with the stated equipment. No training with be authorized by the Government to ensure technicians are qualified or maintain qualifications/certifications.

1.9 WORK TIME: Routine preventative maintenance will be done during normal business hours (7:00 am through 3:30 pm, Monday through Friday), excluding holidays. The contractor’s technician shall report to the CMOP POC or designee prior to commencing work and at the completion of each workday.

1.10 The Lancaster, TX CMOP will not be accessible on the following Federal holidays, except in emergent cases:

1.11.1. New Year’s Day

1.11.2. Martin Luther King’s Birthday

1.11.3. Washington’s Birthday

1.11.4. Memorial Day

1.11.5. Juneteenth Day

1.11.6. Independence Day

1.11.7. Labor Day

1.11.8. Columbus Day

1.11.9. Veterans Day

1.11.10. Thanksgiving Day

1.11.11. Christmas Day

1.11.12. Any other day the President of the United States declares a Federal holiday

1.11 IDENTIFICATION: A Visitor Identification (ID) Badge will be issued upon arrival to the CMOP facility each day and must be returned at the end of the day. The Visitor ID badge shall be worn at all times while at the Government facility, clearly displayed on an outer garment, above the waist.

1.12. INSPECTION AND ACCEPTANCE: All services will be inspected and accepted by the CMOP

POC.

1.15. PAYMENTS: Pursuant to FAR Clause 52.212-4(g), payment will be made in arrears after receipt of properly prepared invoices, provided that the following has been met.

1.15.1. Contractor must be registered in the Federal Government’s System for Award Management (SAM) in order to be awarded a contract with the U.S. Government. Businesses may register in SAM at:

https://www.unitedstatesbusinessregistration.us/?gclid=CNfZgtPZiL0CFYRQ7AodORAA_w

1.15.2. The Federal Government utilizes a third-party contractor to process invoices. Contractor must be registered with VA FSC and Tungsten Network n order to submit e-invoices. The Federal Government DOES NOT accept, nor can they physically process paper invoices. Paper invoices WILL NOT be paid.

1.15.3. In order to properly administer this contract, it is mandatory that all HVAC technicians report to POC, with the service ticket after the work have been completed. This procedure is necessary to insure internal accountability is maintained for all repairs. Failure to follow this procedure may jeopardize the payment of maintenance work and the contractor’s technician who ignores this procedure does so at his/her own risk.

1.16. QUALIFICATION OF OFFERORS: Solicitations will be considered only from offerors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. Contractor must have sufficient personnel to meet response requirements.

1.17. ENGLISH LANGUAGE REQUIREMENT: The contractor technician(s) will have the ability to speak, read and write the English language.

1.18. SMOKING POLICY: Smoking is not permitted within or around CMOP facility to include e-cigarettes.

1.19. SAFETY REQUIREMENTS: Technicians are subject to OSHA 1910 Article 178 standards. In the performance of this contract, the contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to protect the lives and health of the occupant of any building. The Contracting Officer or designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken. After receipt of such notice, the contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor, his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default as provided for elsewhere in this contract.

ADHERE TO CURRENT GOVERNMENT COVID-19 GUIDELINES

1.20. STANDARDS OF CONDUCT: The Contracting Officer or Contracting Officer’s Representative shall refer to the Contractor for immediate action (including, but not limited to, removal from the work site) any contract technician whose personal or professional conduct jeopardizes or interferes with the regular and ordinary operation of the CMOP facility. Breaches of conduct include, but are not limited to, intoxication or debilitation resulting from drug use; theft; dereliction; negligence in performing tasks or other conduct resulting in complaints by staff or management.

1.21. DRUG SCREENING: Contract technicians performing services at the CMOP facility may be subject to random drug screening or screening for cause as determined by VA, to ensure compliance with the standard in 38 CFR 1.218.