J041--FY25 Emergency Repair (1X) Daikin VRV3 Coil Replacement
Closed Special Notice Posted
- Solicitation number
- 36C24225Q1003
- Agency
-
Veterans Integrated Service Network 2
Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- PSC
- J041 Maint/Repair/Rebuild Of Equipment- Refrigeration, Air Conditioning, And Air Circulating Equipment
- 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 2 has issued a Special Notice for an emergency repair contract to address a refrigerant leak in a Daikin VRV3 Air Handler Unit at the Canandaigua VA Medical Center. The procurement is designated as solicitation 36C24225Q1003 and falls under NAICS code 811310 for commercial and industrial machinery repair and maintenance services. The VA Network Contracting Office 02 intends to use single-source procurement procedures under FAR 13.106(b) to expedite the repair process. The leak was identified during a routine system inspection and was deemed emergent by the Contracting Officer's Representative on August 25, 2025. The estimated period of performance extends from August 27, 2025 through September 22, 2025, with all work required to be completed within 30 days of contract award.
The primary objective of this Special Notice is to obtain urgent repair services to prevent health hazards from refrigerant exposure and avoid potential catastrophic failure of the medical center's air conditioning system. The refrigerant leak poses risks to patients, visitors, and staff if harmful refrigerant is circulated through the facility's air ducts, while continued operation at reduced pressure could cause expensive damage to other system components. Contractors interested in demonstrating their capabilities may submit documentation by August 27, 2025 at 5:00 PM Eastern Time, though this is not structured as a competitive solicitation. All participating contractors must maintain active registration in the System for Award Management (SAM) to be eligible for consideration. The VA has identified EMCOR Services in Bethlehem, NY as the intended single-source contractor for this emergency repair work. The urgency of the situation necessitates immediate action to maintain the critical air conditioning and dehumidification services essential for the medical facility's operations.
Notice text
The Veterans Health Administration, Network Contracting Office (NCO) 02 intends to solicit from a single source IAW FAR 13.106(b) to obtain Emergency Repair Service for and A/C Condenser Coil Leak, on a Daikin VRV 3 Air Handler Unit. The unit is currently in place and in active use at the Canandaigua VAMC, and manufactured by Daikin. The system inspection contract holder upon a routine system check identified the leak and the need for urgent repair to prevent losing excessive amounts of refrigerant from the system. It was deemed emergent by the COR by email to the CO on 8/25/2025.
Period of Performance (POP) (estimated): 08/27/2025 through 09/22/2025 with potential for (0) option years (single-time repair). All work to be completed NLT 30 days in arrears of receiving an awarded contract.
Requirement Description: During a recent inspection it was identified that there was an refrigerant leak in one of the A/C coils that is part of the Daiken (OEM MFG) A/C systems currently in operation and full use at the Canandaigua VAMC. This system provides dehumidification and air circulation/cooling to the patients and visitors as well as staff within the facility. A refrigerant leak such as this can expel refrigerant into the air and can be harmful and cause health conditions for anyone it encounters if this refrigerant is allowed to be pulled through the facilities air ducts and expelled throughout the facility. Given this risk for health-related aliments a leak such as this should be corrected/repaired immediately to prevent these health related risks as well as risk of further mechanical and system damage from the equipment operating at a lower p[pressure which has the potential to cause catastrophic failure to other major and ancillary system components, therefor requiring system down time and higher costly repairs. Given the urgent nature of the repair and the short timeline in which to mitigate potential health related concerns and further damage to system components and to prevent any potential environmental risks the best course of action to correct the problem is immediate and timely repair. The CO has reviewed the damage extend with the COR, the firm that conducted the routine inspection is able to immediately perform the repair and has been determined capable and qualified and are also knowledgeable of the systems components, specific tolerances, calibrations and pressure requirements,
Place of Performance:
Department of Veterans Affairs
Canandaigua VA Medical Center
400 Ft Hill Ave
The NAICS code for this requirement is:811310-Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance (Size Standard: $13 Million).
Intended Source:
EMCOR services (Bethlehem).
704 Clinton Avenue South
Rochester, NY 14620
(585) 271-5500
THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement by 8/27/2025 at 17:00pm Eastern Standard Time (EST).
The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses from responsible sources will be considered. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.
Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE Emergent A/C Repair in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Contract Specialist, Jason M. Rundle at jason.rundle@va.gov. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements.
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Files
| File | Type | Posted |
|---|---|---|
| 36C24225Q1003.docx | DOCX document |
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