J041--Building 46 Chiller Replacement

The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Brockton, MA intends to enter into a sole source procurement, pursuant to the authority of FAR 13.106-1(b), with Trane, for the following requirement:

Statement of Work (SOW)

BACKGROUND:

This work covers all labor, transport, and materials to complete a chiller replacement for Building 46 located at Brockton VAMC.

Provide a replacement of Trane modular chiller system, due to existing system failing.

SCOPE OF WORK:

Turnkey Installation of HVAC Equipment

Replacement of Building 46 Modular Chiller to upgrade infrastructure and address the failed machine.

Coordination between the Trane team and VA to recover the refrigerant correctly and prepare the chiller for removal from the site.

Remove and install a new Trane Artic Chiller with Pump Package.

Start the new system up appropriately on schedule.

Trane Factory startup included.

Mechanical Installation

Disconnect and reconnect Piping connections.

Remove and replace isolation valves, Strainers, and temperature gauges

Safe handling of refrigerant per EPA regulations.

Rigging out the old machine and rigging in the new machine

Pump existing glycol into drums and pump back into the system.

Additional glycol covered up to 50 Gallons

Any damaged or removed insulation will be replaced with new.

Install refrigeration leak detector in adjacent AHU (QTY:2)

Detectors will be installed in the outdoor air intake

Sensors will be wired back to the E-Stop

Electrical Installation

Powering off all equipment from existing electrical panels.

Disconnect all Power and Control wiring to the existing chiller

Adjust breaker to accommodate MOP

Establishing BACnet integration

Reconnect all Power and Control wiring to the new chiller

Notes / Clarifications

Scope of work has been configured to be executed during normal business hours.

Equipment Order Release and Services rendered are dependent on receipt of PO/Subcontract

Trane will not perform any work if working conditions could endanger or put at risk the safety of our employees or subcontractors

The customer shall perform asbestos or hazardous material abatement removal

Excludes roof repairs & concreate Pad repair

Access for the Crane and parking for the turnkey team to be provided by the VA.

RECORDS MANAGEMENT OBLIGATIONS

A. Â Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. Â

B. Â Definitions

Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. Â

The term Federal record:

includes VHA records.Â

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

may include deliverables and documentation associated with deliverables.

C. Â Requirements

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.Â

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.Â

In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.Â

VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.Â

The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.Â

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.Â

The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. Â All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Â

D. Â Flow down of requirements to subcontractors

The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.Â

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

SECUIRTY REQUIREMENTÂ

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All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency. \

The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.Â

The NAICS code for this requirement is 811310.

In accordance with FAR 13.106-1(b)- The chiller is manufactured by Trane and only Trane authorized technicians are allowed to work on the equipment in order to maintain OEM warranty. Building Management Controls have already been configured to accept a Trane manufactured unit, replacement of unit by manufacturer (Trane) is recommended method in order to avoid additional costs for reconfiguration of controllers to existing BMS system. Other contractors are unable to perform this work due to not having access to Trane software and replacement supplies/OEM parts.

This notice of intent is not a solicitation nor is it a request for proposal. However, interested parties that believe they can satisfy the requirement must clearly identify their capability to do so in writing by February 5, 2026 at 12 pm EST time. Responses should be sent to Issa Shawki at issa.shawki@va.gov. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open this requirement to competition based upon responses to this notice is solely within the discretion of the Government.