F103--Water Cooling Tower Testing, Treatment, and Maintenance for VA Palo Alto Health Care System
Closed Pre-Solicitation Posted
- Solicitation number
- 36C26126Q0533
- 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
- Place of performance
- See Draft Performance Work Statement (PWS)
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 21 is seeking contractor capability information for water cooling tower testing, treatment, and maintenance services at the VA Palo Alto Health Care System under NAICS Code 541380 (Testing Laboratories). The scope of work encompasses weekly cooling tower testing and monthly closed-loop testing for heating hot water, processed chilled water, and chilled water systems across three facilities in Palo Alto, Menlo Park, and Livermore, along with semiannual cooling tower cleaning, monthly through annual preventive maintenance inspections, and unscheduled emergency maintenance services. Contractors must demonstrate a minimum of five years of successful HVAC equipment maintenance experience within the last twelve years, provide 24/7 emergency contact availability, ensure all personnel obtain background checks and VA-issued identification badges, and maintain comprehensive Quality Control Programs. The evaluation will consider contractor capabilities, relevant project experience of similar scope and size, socioeconomic status, and compliance with small business subcontracting limitations requiring at least 50 percent of personnel costs to be performed by the prime contractor. Interested contractors must submit capability statements and responses to Timothy.Smith9de3@va.gov by 3:00 PM Pacific Time on March 30, 2026.
This is a sources sought announcement only with no current solicitation available; the preliminary nature of this notice means all information is subject to modification and submission does not guarantee contract award or payment. No set-aside designation has been applied to this procurement. The contract includes six distinct line items covering weekly and monthly testing, semiannual cleaning, preventive maintenance at multiple intervals, and emergency maintenance estimated at 88 labor hours, with a base performance period running from September 1, 2026 through August 31, 2027. Contractors responding must provide socioeconomic status information, SAM registration details with Unique Entity ID, pricing estimates for all contract line items, and documentation of relevant government and commercial project experience. The specific award value or budget range has not been disclosed in this preliminary announcement, and payment will be made monthly in arrears following verification of completed work through signed service reports.
Notice text
THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY.
No Solicitation is currently available.
All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.
The applicable North American Industry Classification System (NAICS) Code is 541380, Testing Laboratories, and the small business size standard is $19 Million.
The Department of Veterans Affairs (VA) Network Contracting Office (NCO 21) is soliciting information from contractors that can provide Water Cooling Tower Testing, Treatment, and Maintenance for VA Palo Alto Health Care System a draft copy of the Performance Work Statement (PWS) is attached.
Brief Description of Services
See attached Draft PWS.
Capability Statement
All interested contractors must respond by email to Timothy.Smith9de3@va.gov before 15:00 P.M. PST on March 30, 2026.
Please answer the following questions when responding:
What is your company s Socioeconomic Status? (ex: small business, large business, SDVOSB, etc.)
a. If SDVOSB or VOSB, are you registered with the Small Business Administration?
Veteran Small Business Certification (sba.gov)
Provide Company s legal name along with Unique Entity ID (SAM) number.
Primary point of contact, including phone number and e-mail address.
Capabilities Statement.
List other Projects (Government and Commercial) that are similar in scope and size.
As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html
7a. Of the service actions listed above, which one(s) will your company perform as the prime contractor using its own personnel without subcontracting?
7b. With respect to the service actions listed above, which action(s) do you intend on subcontracting or using other than your company s own personnel?
7c. Of those services that will be performed, approximately what percentage will be paid to the subcontractor(s)?
GSA Contract Number, if applicable.
Fill out the price estimate below (Base Year from 9/01/2026 8/31/2027).
*Failure to provide the information requested above (items 1-8) will be considered non-responsive and will not be considered a viable source.*
RFQ number 36C26126Q0533 has been assigned and should be referenced on all correspondence regarding this announcement.
The Government will use this information when determining its business type decision.
This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement.
Notes: Contractors must have a current registration in the System for Award Management (SAM) at https://sam.gov/SAM/
SDVOSB and VOSB firms should be registered at the time of submission and verified at https://search.certifications.sba.gov/
CLIN
Description
Estimated Quantity
Unit
Unit Price
Total Price
0001
Weekly testing of all Cooling Towers and Monthly testing of Closed Loops (HHW, PCHW, CHW) at VA Palo Alto, Menlo Park, Livermore
Projected Period of Performance -Base Year 9/01/26 6/29/27
12
MO
$
$
0002
Semiannual Annual Cleaning - Cooling Towers - Palo Alto
2
Semi-Annual
$
$
0003
Semiannual Annual Cleaning - Cooling Towers - Menlo Park
2
Semi-Annual
$
$
0004
Semiannual Annual Cleaning - Cooling Towers - Livermore
2
Semi-Annual
$
$
0005
Monthly, Quarterly and Annual PMI Checks & Maintenance of Cooling Towers at Palo Alto, Menlo Park & Livermore
12
MO
$
$
0006
Unscheduled Maintenance and Troubleshooting Estimated Labor Hours
88
HR
$
$
Total Estimated Price
$
Files
| File | Type | Posted |
|---|---|---|
| Attachment 4 SOP 138-21-05.pdf | ||
| Attachment 1 VHA DIRECTIVE 1061.4.pdf | ||
| Draft PWS HVAC Cooling Tower and Loop Service.pdf | ||
| Attachment 3 SOP 138-21-31.pdf | ||
| Attachment 2 General Duty Clause Section 5a1.pdf | ||
| 36C26126Q0533.docx | DOCX document |
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