J041--RFQ SDVOSB Set-Aside CHILLER TUBE CLEANING SERVICES WJB Dorn VA Medical Center

PRE-SOLICITATION NOTICE

One-Time Chiller Tube Cleaning Services

This is a pre-solicitation notice. This notice is not a request for proposals, quotations, or an invitation for bids. No solicitation is currently available. The Department of Veterans Affairs is providing this notice for market research and acquisition planning purposes.

1. Contracting Office

Department of Veterans Affairs

Columbia Healthcare System

WJB Dorn VA Medical Center

6439 Garners Ferry Road

Columbia, SC 29209

2. Notice Type

Pre-Solicitation Notice

3. Procurement Title

One-Time Chiller Tube Cleaning Services

4. Solicitation Number

36C24727Q0073

5. Federal Supply Classification/Product Service Code

PSC: J041 Maintenance, Repair, and Rebuilding of Refrigeration and Air-Conditioning Equipment

6. North American Industry Classification System Code

NAICS: 561210 Facilities Support Services

Small Business Size Standard: 47 Million

Offerors are responsible for verifying their size status under the applicable NAICS code and size standard in accordance with applicable Small Business Administration requirements.

7. Place of Performance

WJB Dorn VA Medical Center

6439 Garners Ferry Road

Columbia, SC 29209

Work will be performed in the facility s Chiller Plant.

8. Description of Requirement

The Department of Veterans Affairs, Columbia Healthcare System, WJB Dorn VA Medical Center, intends to solicit for a one-time service to clean the chiller tubes on two Trane water-cooled chillers located in the facility s Chiller Plant.

The Contractor shall furnish all labor, supervision, travel, equipment, tools, supplies, materials, and incidental services necessary to complete the required work.

The chillers included in this requirement are:

Chiller

Manufacturer

Model

Serial Number

Chiller No. 1

Trane

CVHF770

L03M08208

Chiller No. 2

Trane

CVHF770

L08L05174

The anticipated scope includes, but is not limited to, the following:

Performing required lockout/tagout procedures;

Draining the evaporator and condenser;

Removing the condenser heads from both ends;

Removing necessary piping;

Removing one evaporator head;

Cleaning condenser and evaporator tubes in accordance with applicable industry standards and manufacturer recommendations;

Performing Eddy Current testing of the tubes;

Providing a written Eddy Current testing report;

Replacing condenser automatic tube brush system brushes;

Providing brushes compatible with automatic tube brush systems manufactured by Water Technology of Pensacola, Inc.;

Replacing basket clips on the condenser baskets;

Replacing up to 25 baskets per chiller, for a maximum total of 50 baskets;

Reinstalling condenser and evaporator heads and removed piping;

Performing operational checks; and

Providing a written service report.

The Contractor shall be responsible for maintaining a safe, controlled work area and removing all tools, materials, packaging, and debris generated by the work.

The full requirements will be provided in the solicitation and accompanying Statement of Work/Performance Work Statement.

9. Period of Performance

The anticipated period of performance will begin on or about the date of contract award and shall not exceed two months.

Work is anticipated to be performed Monday through Friday, from 8:00 a.m. through 4:00 p.m., excluding weekends and federally observed holidays. Overtime is not authorized unless approved in writing by the Contracting Officer.

10. Contract Type

The Government anticipates awarding a firm-fixed-price contract.

The final contract type and applicable terms will be identified in the solicitation.

11. Acquisition Strategy and Set-Aside Status

The Government anticipates soliciting this requirement as:

Total Service-Disabled Veteran-Owned Small Business Set-Aside

The Government reserves the right to revise the acquisition strategy based upon market research, availability of qualified sources, and the Government s determination of the most appropriate procurement method.

No set-aside determination has been made unless specifically stated in the final solicitation.

12. Anticipated Solicitation and Award Information

Anticipated solicitation issuance date: 11/02/2026

Anticipated response date: 11/20/2026

Anticipated award date: 12/01/2026

Anticipated place of contract performance: Columbia, South Carolina

Site visit: A site visit may be offered. If scheduled, the date, time, access requirements, and registration procedures will be provided in the solicitation or an amendment.

Anticipated Site Visit date: 11/10/2026 at 9:00 am EST.

Interested parties shall monitor SAM.gov for the issuance of the solicitation, amendments, and additional information. The Government does not intend to provide paper copies of the solicitation.

13. Minimum Contractor Capability

Interested firms should demonstrate the capability to:

Service commercial water-cooled chillers;

Perform chiller tube cleaning;

Conduct or coordinate Eddy Current testing of condenser and evaporator tubes;

Service automatic tube brush systems;

Supply compatible brushes, basket clips, and replacement baskets;

Perform required lockout/tagout procedures;

Provide qualified HVAC technicians;

Perform work in an occupied medical facility; and

Complete the required reports and testing documentation.

The Contractor s assigned personnel shall possess appropriate experience and training, including applicable OSHA training and commercial water-cooled chiller experience.

14. Sources Sought / Interested Parties Response

Although this notice is not a request for proposals or quotations, interested firms may submit a capability statement for market research purposes.

Responses should include the following information:

Company name, address, telephone number, and website;

SAM.gov Unique Entity Identifier (UEI);

Commercial and Government Entity (CAGE) code;

Point of contact, telephone number, and email address;

Business size and socioeconomic status;

Applicable NAICS codes;

Identification of whether the firm is a small business, veteran-owned small business, service-disabled veteran-owned small business, 8(a) participant, HUBZone small business, or woman-owned small business;

Confirmation of current registration in SAM.gov;

Summary of relevant experience performing similar chiller tube cleaning services;

A minimum of three relevant past-performance examples, if available, including:

Customer name;

Contract or purchase order number;

Description of work;

Period of performance;

Contract value; and

Customer point of contact; and

Any recommendations concerning the proposed acquisition strategy or technical requirements.

Capability statements should be concise and should not exceed 10 narrative pages, excluding supporting materials.

Responses shall be submitted electronically in PDF format to:

Contracting Officer/Point of Contact: Joseph E. Horn

Email: Joseph.Horn@va.gov

Telephone: Email Only

The subject line should read:

Response to Pre-Solicitation Notice Chiller Tube Cleaning 36C24726Q0073

15. Questions

Questions regarding this notice shall be submitted in writing to the Contracting Officer or designated Point of Contact identified above. Questions will not be answered during any site visit. Answers to questions determined to be of general interest may be posted in an amendment to the solicitation.

16. Important Notice

This notice does not constitute a solicitation and does not obligate the Government to issue a solicitation, award a contract, or reimburse respondents for any costs associated with preparing or submitting information.

The Government will not pay for information submitted in response to this notice. Any information provided may be used by the Government for acquisition planning and market research.

A formal solicitation, if issued, will contain the complete terms, conditions, specifications, evaluation criteria, and submission instructions. Interested parties are responsible for monitoring SAM.gov for all updates.

17. Contracting Office Contact

Joseph E. Horn, Contract Officer

Department of Veterans Affairs

Columbia Healthcare System

WJB Dorn VA Medical Center

6439 Garners Ferry Road

Columbia, SC 29209

Email: Joseph.Horn@va.gov

Telephone: Email Only