J041--Liebert Air Conditioning Maintenance

Closed Pre-Solicitation Posted Mar 3, 2026

Solicitation number: 36C24226Q0395
Agency: Veterans Integrated Service Network 2 Veterans Health Administration, Department of Veterans Affairs
Responses due: Mar 10, 2026, 4:00 PM ET
Set-aside: No set-aside

Opportunity facts

NAICS code: 333415 Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing
PSC: J041 Maint/Repair/Rebuild Of Equipment- Refrigeration, Air Conditioning, And Air Circulating Equipment
Place of performance: Department of Veterans Affairs James J. Peters VA Medical Center Bronx NY 10468
Points of contact: Leia LaBruna leia.labruna@va.gov (716) 862-7461

Notice details come from SAM.gov. Updated Mar 3, 2026.

About this opportunity

Written by GovTribe AI · Mar 3, 2026

The Department of Veterans Affairs Veterans Health Administration is seeking onsite maintenance and repair services for Liebert air conditioning units and related cooling equipment at the James J. Peters VA Medical Center in Bronx, New York through a Sources Sought Notice. The procurement covers preventive maintenance and on-demand repair services for multiple Liebert, LG, and Mitsubishi cooling units, with required qualifications including EPA Section 608 certification and NATE or HVAC Excellence certification. Contractors must demonstrate the ability to provide a 4-hour response time for emergency service calls, maintain inventory of original equipment manufacturer parts, and submit detailed service reports within three business days of completion. The government is using this Sources Sought Notice to collect capability statements and determine the viability of potential socioeconomic set-asides, requesting that respondents identify their size status under NAICS code 333415 and provide documentation if they qualify as a Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or other special contractor category. Interested contractors must submit capability statements addressing their socioeconomic status, Federal Supply Schedule availability, relevant past project experience, teaming agreements, and applicable certifications to Leia LaBruna at Leia.Labruna@va.gov by March 10, 2026 at 4:00 PM EST.

No set-aside designation has been established for this procurement at this time, though the Sources Sought Notice specifically indicates that determining the viability of a set-aside to a specific socioeconomic category is part of the government's purpose. The contract will be structured as a firm fixed-price award with a 12-month base period running from May 1, 2026 through April 30, 2027, followed by four optional 12-month renewal periods. The scope includes quarterly maintenance for seven Liebert units and semiannual maintenance for 22 LG units plus multiple Mitsubishi units across Buildings 100 and 16 at the medical center. No incumbent contractor is identified in the notice, and the specific contract value is not disclosed in this pre-solicitation phase. The formal solicitation is anticipated to follow this Sources Sought Notice, with the contract services commencing on May 1, 2026.

Notice text

This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by Network Contracting Office 2 (NCO 2) for the purpose of collecting information on Liebert Air Conditioning Maintenance for the James J. Peters VA Medical Center. The VA is seeking to provide for this requirement as of 5/1/2026 to establish a new service. The NAICS code identified for this requirement is 333415 Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing. The requirement is detailed in the Statement of Work section of this document.

(e) Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to leia.labruna@va.gov by Tuesday, March 10, 2026 by 4:00PM EST.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service-Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the package, this may result in the contractor not being considered in the Government s Procurement Strategy.

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent points of contact for company, socioeconomic verification in SAM and SBA, as well as for any intended subcontractors.

- Contractor shall provide 2 to 3 instances of experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

STATEMENT OF WORK

Liebert systems, CLC cooling units, Building 16 cooling units.

Background:

The Department of Veterans Affairs (VA) James J. Peters VA Medical Center (JJP-VA) has a requirement for onsite maintenance and repair services for the equipment noted in the Equipment list section below. These units are in Building 100 and Building 16 and the CLC Center. 130 West Kingsbridge Road Bronx New York 10468.The JJP-VA intends to make a firm fixed price award for a 12-month base period with four 12-month option years.

Scope of Work:

This maintenance and repair service contract covers all management, supervision, labor, materials, supplies, parts, tools, equipment, reports and coordination to ensure the completion of all work and services noted, to fully maintain the equipment identified in this statement of work. The contract shall include preventative maintenance visits and on-site remedial repair service visits, as deemed necessary by the contractor or the JJP-VA. The service (visit) response time is 4 hours from the JJP-VA placing a call requesting service. This response includes weekdays, nights, weekends, and holidays.

Period of Performance:

Base Year: 5/1/2026-4/30/2027

Option 1: 5/1/2027-4/30/2028

Option 2: 5/1/2028-4/30/2029

Option 3: 5/1/2029-4/30/2030

Option 4: 5/1/2030-4/30/2031

Place of Performance:

James J. Peters VA Medical Center

130 West Kingsbridge Rd.

Bronx, NY 10468

Building 100 and Building 16

Scope of Service:

Preventive Maintenance:

Preventative maintenance frequency is outlined by equipment in the equipment list chart below.

The Contractor shall be responsible for performing all routine maintenance and repair work required to maintain the Cooling Units in the condition prescribed by the original equipment manufacturer s recommended guidelines and/or warranty requirements where the warranty remains in force. The Contractor shall provide a mix of semiannual and quarterly preventative maintenance calls each year. The contractor shall examine, test, adjust the equipment, and as conditions warrant, repair or replace parts in accordance with original equipment manufacturer standards. The contractor shall maintain the Cooling Units at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications.

The contractor shall furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to perform work under the resulting contract, to include but not limited to, tools and expendable items.

The contractor shall provide one designated point of contact (POC) to the government s designated representative for coordination of parts delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day to day maintenance meet the terms and conditions of the resulting contract.

The contractor shall provide a toll free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday in addition to all hours for emergency service.

Parts, supplies and availability. The contractor shall have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor should have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph

The contractor shall use only new parts supplied by the manufacturer.

After completion of the work, the service technician is required to remove old parts and supply items from the work site.

The contractor shall provide at each service visit documentation related to repair work or preventative maintenance conducted.

Maintenance Inspections:

This synopsis is for estimating purposes only. The contractor is required to follow all manufacturers recommendations for preventative maintenance, service, and repair work.

Record temperature set points at each unit and provide dedicated documents to track any changes.

Inspect electrical connections, relays, and all controls for proper operation.

Check belt tension and condition (replace if applicable). Check pulleys and motor mounts. Check humidifier and adjust operating controls, if applicable.

Lubricate fan bearings per manufacturer s recommendations.

Lubricate motor bearings per manufacturer s recommendations.

Check fan safety switch, if applicable.

Check belt tension and condition, if applicable.

Check pulleys and motor mounts, if applicable.

Check and clean coils.

Check and clean drain pans and drain.

Check filters and replace them as needed.

Check filter switch, if applicable.

Check fan motor and record amp readings, if applicable.

Inspect electrical connections, contractors, relays, and operating/safety controls.

Check compressor oil level, test oil, meg motor.

Record refrigerant pressures, check site glass for clear and dry conditions.

Check compressor operating conditions and adjust as required.

Check humidifier and adjust operating controls.

Clean unit exterior.

Reporting:

The contractor shall provide service reports on all services performed, to include operational and comprehensive maintenance according to the manufacture s recommendations.

Service reports shall include a summary of the services performed, deficiencies identified and recommendations if needed. Reports shall be provided to the COR no less than 3 business days after service is completed.

Repairs identified by the contractor shall require prior approval by the contracting officer.

Equipment List:

The following table includes the model, serial number, brand and description for the equipment covered in this contract. All the units are located at 130 West Kingsbridge Road, Bronx, NY 10468. All equipment is currently in good working conditions.

Maintenance schedule

Manufacturer

Model