Chiller Maintenance Services

The Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 21 is soliciting comprehensive chiller maintenance services across multiple facilities in California through solicitation number 36C26125Q0691. The contract encompasses annual and semi-annual maintenance services for 42 cooling units from manufacturers including York, Trane, Daikin, McQuay, Carrier, Airstack, and Koolant Kooling across facilities in Palo Alto, Menlo Park, and Livermore. Services include routine chiller unit maintenance, tube and coil cleaning, Eddy current testing on condenser and evaporator components for water-cooled chillers, air-cooled chiller cleaning twice annually, emergency repair services, and compliance with applicable codes and regulations. Contractors must demonstrate experience maintaining the specified equipment brands and employ journeymen-level technicians to perform the work. The solicitation originally had a response deadline of September 2, 2025, but has been amended to extend the deadline to September 4, 2025, at 10:00 AM PDT, with site visits conducted between August 20-22, 2025.

This procurement is designated as a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside under NAICS code 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a size standard of $19 million. The contract structure includes a base period from September 22, 2025, to September 21, 2026, with four optional one-year extension periods, creating a potential five-year total contract duration through September 21, 2030. Companies that participated in site visits include American Chiller Service, Johnson Controls, Mechanical Services LLC, EWA Direction, and Automated Systems, indicating potential competition from established HVAC service providers. The work will be performed at VA healthcare facilities across three California locations: the main Palo Alto Healthcare System campus, the Menlo Park division, and the Livermore division. The contract follows a firm-fixed-price structure and includes provisions for both scheduled maintenance services and unscheduled emergency repairs, with contractors responsible for providing all necessary materials, equipment, and refrigerant disposal services.