F103--HVAC Cooling Towers Testing and Maintenance
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 36C26126Q0576
- Agency
- Veterans Integrated Service Network 21 Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 541380 Testing Laboratories and Services
- Points of contact
-
- Tim Smith timothy.smith9de3@va.gov (916) 923-4517
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Veterans Integrated Service Network 21 seeks HVAC cooling towers testing and maintenance services at VA Palo Alto Health Care System and subordinate locations (Menlo Park and Livermore, California), with proposals due May 27, 2026. This is a total small business set-aside with an estimated total contract value of $19 million.
Place of performance includes three VA facilities: Palo Alto (Buildings 100, 7, 520, MB2, 8, 9, 500), Menlo Park (Buildings 347, 348, 349, 350, 351, 352, 360, 331, 365), and Livermore (Building 90). The NAICS code is 541380, Testing Laboratories and Services, with a small business size standard of $19 million.
The scope comprises weekly testing of all cooling towers and monthly testing of closed-loop heating/cooling water systems (HHW, PCHW, CHW); semiannual cooling tower cleaning; monthly, quarterly, and annual preventive maintenance inspections; chemical water treatment and balancing; and unscheduled maintenance and troubleshooting (approximately 88 estimated labor hours per year). The contractor must provide 24/7 emergency response capability. The contract base period runs September 1, 2026 through August 31, 2027, with four one-year option periods extending through August 31, 2031. Work must comply with VHA Directive 1061.4 (Legionella disease prevention), Engineering Standard ES-2019-001 (cooling tower management), and facility-specific SOPs 138-21-05 and 138-21-31 (water quality and temperature management). The contractor is responsible for determining appropriate chemical base tank sizes, managing chemical delivery and transfer, and conducting weekly onsite testing and sample collection; the VA owns existing water treatment controllers, chemical base tanks, and chemical pumps and will exclude these from contractor costs. All contractor personnel must obtain background checks and facility credentialing to access VA premises and obtain required state and local licenses and permits.
Evaluation criteria are technical capability, past performance history, and price. Mandatory site visits are scheduled May 5–7, 2026. FAR Clause 52.222-90 (prohibiting racially discriminatory DEI activities) applies. Prevailing wage determinations apply for Alameda, Contra Costa, San Francisco, San Mateo, and Santa Clara counties under the Service Contract Act.
Notice text
4 versions
Update #4 · Latest ·
Question and Answer
What is the system volume of each CT?
The specifications vary depending on the cooling tower. Please refer to the make and model information outlined in the Performance Work Statement, Scope of Work, or inventory for these details.
What are the cubic feet of each CT (including underground sumps)?
Please refer to the make and model information provided in the inventory. For PAD (VA Palo Alto), Building 100, the cooling tower sump dimensions are 25 feet by 44 feet, with an approximate depth of 6 feet.
What is the annual average continuous cooling tonnage for each CT?
It varies depending on the location. Please refer to the Performance Work Statement or Scope of Work for further details.
Who owns the existing chemical tanks, chemical pumps, and water treatment controllers?
The VA owns the existing water treatment controllers, chemical base tanks, and chemical pumps.
Should the cost of new water treatment controllers, chemical base tanks, and chemical pumps be included in the bid?
The VA owns the existing water treatment controllers, chemical base tanks, and chemical pumps; therefore, the cost of these systems should be excluded.
What is the current chemical delivery process? What package size is used for chemical base tanks, and who is responsible for transfer into the base tanks?
The contractor shall be responsible for determining the appropriate size of the chemical base tank at each location, as well as for the delivery of chemicals and their transfer into the base tanks.
What are the closed-loop volumes, and should the cost of biocide treatment be included?
The VA is unable to provide this information currently. The contractor may need to utilize estimation tools to approximate the volume of these closed loops. Additionally, chemicals may be added incrementally until the required parts per million (ppm) of corrosion inhibitor are achieved.
What is the approximate annual closed-loop makeup water volume for determining inhibitor treatment demand?
We do not have a specific number for this, as it fluctuates frequently due to leaks and ongoing maintenance activities. The demand for inhibitor treatment will vary in accordance with the condition of the loop at any given time.
Water samples could not be obtained during the site survey. Please provide the cooling water makeup quality or target cycles for cooling water makeup quality or target cycles at this time.
All cooling towers and closed loops are currently maintained in accordance with VA HVAC standards and are operating within established limits. At this time, we are unable to provide detailed information; however, a sample report may be made available to the awardee following contract award, in accordance with the Performance Work Statement or Scope of Work.
Will the onsite team pull samples for Nalco field water testing?
No, the contractor (awardee) representative will be responsible for collecting, analyzing, and reporting sample data as required by the contract. VA representatives will not collect samples on behalf of the contractor.
Can we propose monthly CT service with a smart controller and continuous remote monitoring as a substitute for weekly non-connected controllers?
No. The contractor s representative is required to perform testing in person to ensure that all aspects of the system are thoroughly evaluated, and so that the technician can observe and report any changes to the COR for awareness. Please refer to the Performance Work Statement or Scope of Work for this contract for additional details.
Can we use third-party chemical drum drop-off delivery?
It is preferred and recommended that the contractor (awardee) receive and store chemical deliveries at their local site, as the VA will not be responsible for any missing or stolen deliveries.
Could you provide the model and SN?
Please refer to the Performance Work Statement or Scope of Work for a detailed inventory, which includes make and model information.
Could you provide information on the sort of testing and maintenance you are looking for?
Please refer to the Performance Work Statement or Scope of Work for this contract for detailed information regarding the maintenance checklist for cooling towers (CT) on a monthly, quarterly, and annual basis, as well as the types of tests required for cooling towers and closed loops.
Do they want a rep onsite for weekly testing?Â
Yes, it is required as per contract.
Will a total of 20 samples be collected from the entire campus or 20 samples from each individual building?
Please refer to the Performance Work Statement or Scope of Work for information regarding the number of loops and cooling towers, as well as the total number of samples to be collected. Samples are to be obtained from various buildings, campuses, or locations.
Update #3 ·
FAR CLAUSE 52.222-90, ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (APR 2026)
(a) Definitions. As used in this clause Program participation means membership or participation in, or access or admission to: training, mentoring, or leadership development programs; educational opportunities; clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor. Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources.
(b) In connection with the performance of work under this contract, the Contractor agrees as follows:
(1) The Contractor will not engage in any racially discriminatory DEI activities;
(2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause;
(3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts;
(4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and
(5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause.
(6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C. 3729(b)(4).
(c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United States.
(End of clause)]
Update #2 ·
End of Amendment
Update #1 ·
End of Solicitation
Attachments
| File | Type | Posted |
|---|---|---|
| 36C26126Q0576 0003.docx | DOCX document | |
| 36C26126Q0576 0002.docx | DOCX document | |
| 36C26126Q0576 0001.docx | DOCX document | |
| Attachment 7 WD 2015-5641 Santa Clara County.pdf | ||
| Attachment 5 WD 2015-5623 Alameda County.pdf | ||
| Attachment 2 General Duty Clause Section 5a1.pdf | ||
| Attachment 1 VHA DIRECTIVE 1061.4.pdf | ||
| 36C26126Q0576.docx | DOCX document | |
| Attachment 6 WD 2015-5637 San Mateo County.pdf | ||
| Attachment 4 SOP 138-21-05.pdf | ||
| Attachment 3 SOP 138-21-31.pdf |
Show all 11
Notice history
| Notice | Type | Posted |
|---|---|---|
| F103--HVAC Cooling Towers Testing and Maintenance for VA Palo Alto Health Care System | Award Notice | |
| F103--HVAC Cooling Towers Testing and Maintenance | Solicitation | |
| F103--HVAC Cooling Towers Testing and Maintenance | Pre-Solicitation |
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