RFQ 36C24926Q0018_3 Q and A.pdf
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- Solicitation number
- 36C24926Q0018
About this file
This is an Amendment to a Previous Combined Solicitation for the Department of Veterans Affairs (VA) in Nashville, Tennessee. The solicitation (RFQ #36C24926Q0018) is for supplemental Air Conditioning (AC) Operators to support existing VA staff, requiring 3 employees working 40-hour weeks across various shifts to support 24/7 operations. The contract involves supporting operations for 7 centrifugal chillers at the TVHS VAMC, with current staffing consisting of 6 total AC operators (3 VA employees and 3 contracted staff).
Key requirements include operators being fully certified with a Refrigeration License EPA CFC, available to work any shift from Sunday-Saturday, and capable of performing tasks outlined in the Statement of Work. The contract is labor-only, with all equipment provided by the VA. The response date is 10-28-2025 at 11:00 Central Time, with a contract start date of 11/01/2025. The solicitation is set aside for the Small Business Administration (SBA), uses NAICS code 238220, and is located at 1310 24th Avenue South in Nashville, TN 37212.
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Amendment to a Previous Combined Solicitation
*= Required Field Amendment to a Previous Combined Solicitation
SUBJECT* 626-26-1-4087-0001 - TVHS VAMC Contracted ACO POP 11/25-04/26 - Nashville, TN
GENERAL INFORMATION
CONTRACTING OFFICE’S ZIP CODE* 37129
SOLICITATION NUMBER* 36C24926Q0018
RESPONSE DATE/TIME/ZONE 10-28-2025 11:00 CENTRAL TIME, CHICAGO,
USA
ARCHIVE 30 DAYS AFTER THE RESPONSE DATE
RECOVERY ACT FUNDS N
SET-ASIDE SBA
PRODUCT SERVICE CODE* J045
NAICS CODE* 238220
CONTRACTING OFFICE ADDRESS Department of Veterans Affairs
Network Contracting Office 9 (90C)
NCO 9
1639 Medical Center Parkway, Suite 204
Murfreesboro TN 37129
POINT OF CONTACT*
Contracting Officer
Scott Dickey scott.dickey@va.gov
PLACE OF PERFORMANCE
ADDRESS TVHS VAMC
1310 24th Avenue South
Nashville TN
POSTAL CODE 37212
COUNTRY
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
QUESTIONS FOR CLARIFICATION
RFQ#36C24926Q0018
VA, NASHVILLE
1. Opportunity Details, Page 2 under Description- INSTRUCTIONS TO OFFERORS COMMERCIAL.
“Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Any award made as a result of this solicitation will be made on an All or Nothing Basis.”
We assume this contract has nothing to do with medical supplies or medical equipment but want to make sure. Please clarify. Are there currently Air Conditioning Operators (ACOs) in the building? If so how many and who do they work for/ report to?
Answer: AC Operators are on duty 24/7. The number of operators varies from 1-2 operators per shift. The number of operators is currently 6. Three operators are VA employees and three are contracted staff. All operators report to the Utilities Systems Supervisor, Clint Roberts. This also includes the contracted staff. The Utilities Systems Supervisor, Clint Roberts, reports directly to the contracted vendor if there are concerns with the contracted staff.
2. The Pricing Sheet asks for pricing for three 40-hour employees, but the scope of work seems to indicate 24/7 coverage is required please clarify.
Answer: This requirement is for 3 employees that will work 40 hours per week per employee.
These employees must be available to work any shift (Sunday-Saturday) due to AC Operations being 24/7.
3. Is this contract for supplemental ACOs to help the existing ACOs that work directly for the VA and not a sub-contractor?
Answer: Yes
4. SOW- C.1- Work Requirements- How many is “several centrifugal chillers”?
Answer: 7
5. SOW-C.1.b- Hours of Work and Location(s) of Jobs- According to this, there are no set shifts for potential employees. How and when is it determined when our staff of 3 would be needed and utilized.
Answer: We have schedules that allow for 2 consecutive days off per week. These schedules are subject to change if staffing requirements demand a change. We do strive to keep shifts consistent. If a change is needed, we strive for a 2-week notification if time allows.
6. SOW-C.1.b- Hours of Work and Location(s) of Jobs- Will there be set schedules or will shifts fluctuate from week to week?
Answer: We have schedules that we strive to keep consistent unless emergent circumstances arise.
7. SOW-D.1. Contractor Furnished Materials- The contractor shall provide All labor, materials, equipment to perform the job. When "furnish", "provide", "install", or similar term is used it shall mean a complete installation, ready for use. Please clarify if this is a labor only contract or if materials and equipment are also expected.
Answer: This is a labor only contract.
8. SOW-D.1. IF materials and equipment is expected to be a part of this contract then information needs to be provided as what materials and equipment are needed and a line item added to the pricing for these items.
Answer: There is no materials or equipment that need to be provided. All equipment that is needed will be provided by the VA.
9. SOW- D.1.- A site visit would be needed to evaluate what materials and equipment that would be needed to properly perform on this contract.
Answer: N/A
10. SOW-D.3. Qualifications of Key Personal- “The ACO Operators must be fully certified and trained to operate systems starting on 11/01/2025.” How would this be possible with an offer due date of Oct.28, 2025. This leaves no time for hiring and training.
Answer: This date is the start date
11. SOW-D.4. Supervision/Communications- Is the contractor expected to also provide a Supervisor that is physically onsite while our employees are working per this section.
Answer: No.
12. SOW- D.9. Verification of Dimensions- Please clarify what dimensions in the field is.
Answer: N/A
13. Under (viii) 52.212-1, Instructions to Offerors, Volume I – Technical Capability, it states “The offer must provide proof they are able to provide fully certified and trained operators”. What are you looking for in terms of proof for being fully certified and trained other than a EPA CFC license?
Answer: Refrigeration License EPA CFC
14. Under (viii) 52.212-1, Instructions to Offerors, Volume I – Technical Capability, it states “The operators have capability to perform all task as outlined within the SOW.” Wouldn’t being fully certified and trained be enough proof to fulfill the requirements under the Statement of Work.
What proof is required? Please clarify.
Answer: Certification Certificate and statement of capability/ experience.
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