J041--Trane BAS HVAC Control System Inspection, Maintenance, Upgrades, and Repair

PRESOLICITATION NOTICE

-NONCOMPETITIVE-

TRANE® Building Automation System (BAS) and Heating Ventilation and Air Conditioning (HVAC) (BAS HVAC)

Control System Inspection, Maintenance, Upgrades, and Repair

The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 19, intends to award a sole source contract to a single source, R.L. Armacost, Inc. for Control System Inspection, Maintenance, Upgrades, and Repair and for parts and services for the TRANE® Tracer Summit Automation System (Tracer) and TRANE® Tracer System Controller (SC) systems. Services shall include Control System Services, Integration services, system upgrade, inspection, parts repair and/or replacement, and maintenance for the Sheridan VA Healthcare System (SVAMC) at 1898 Fort Road, Sheridan, WY 82801.

NAICS Code: 238220 Plumbing, Heating, and Air-Conditioning Contractors

Small Business Size Standard: $19.0 Million

The TRANE ® systems control various electric, electronic, and mechanical integrating different types of building systems together into one centralized location, primarily to control heating, ventilation, and air conditioning throughout the SVAHCS.

TRANE® Tracer Summit Automation System (Tracer) and TRANE® Tracer System Controller (SC), firmware, software, and source code are proprietary to TRANE® and services must be performed by a certified and trained technician using specialized tools. Upgrade services will include replacement of AHU controls and associated VAV controls to replace outdated LonTalk/pneumatic and legacy TRANE® Summit controls, with Direct Digital Control (DDC) and as described in -draft- Attachment A - Statement of Work.

The SVAHCS campus HVAC infrastructure consists of the following equipment, all of which is integrated into and controlled by the TRANE® Tracer Summit Building Automation System (BAS) and TRANE® Tracer SC proprietary control platform:

Approximately forty-nine (49) TRANE® Air Handling Units (AHUs)

Twenty-two (22) TRANE® chillers

Associated campus-wide Direct Digital Control (DDC) building automation controls, sensors, and network infrastructure

Services required include but are not limited to:

Preventive Maintenance (PM) & inspections

Software support, programming, and system configuration of the TRANE® Tracer Summit BAS and TRANE® Tracer SC platform

Emergency and corrective repairs

Replacement parts and labor

System upgrades as required

Specialized tools required are:

The Rover used for Tracer Summit.

Tracer TU used on the Tracer SC.

PROPRIETARY SYSTEM REQUIREMENT:

The TRANE® Tracer Summit BAS and TRANE® Tracer SC are proprietary software and hardware platforms. Servicing, programming, configuring, and maintaining these systems requires manufacturer-level software licensing, proprietary diagnostic tools, and TRANE®-certified technician credentials. Interested parties must demonstrate in their response that they possess the required TRANE® certifications, proprietary software access, and licensing necessary to service the existing TRANE® Tracer Summit and TRANE® Tracer SC infrastructure without requiring replacement of the existing campus control system.

To ensure continuity of service and to minimize risk of operational disruption to the Department of Veterans Affairs (VA), the contractor must be capable of providing the complete range of services identified in the Performance Work Statement (PWS). The ability to perform all required maintenance, inspection, upgrades, repair, and support services without interruption is essential to maintaining operational readiness and minimizing the risk of equipment downtime. Any transition to a contractor unable to provide the full scope of services could negatively impact facility operations and patient care.

ANTICIPATED PERIOD OF PERFORMANCE:

February 1, 2027 January 31, 2030, with a base year and two 1-year ordering periods.

NOTICE OF INTENT:

This notice of intent is not a request for competitive quotations. However, all responsible sources may submit a capability statement along with the information requested below, which shall be considered by the Government. The Government will consider responses received by the closing date of this notice. The proprietary nature of this requirement has been verified with an intent to sole source with no responses. Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1.

If the Government decides to compete this requirement, a synopsis shall be issued utilizing the combined synopsis/solicitation procedure identified in FAR 12.603.

REQUESTED INFORMATION:

Interested parties capable of providing the described services are invited to submit a written capabilities statement that includes the following information:

Company name, address, point of contact, telephone number, and email address.

Business size and socioeconomic status (e.g., Large Business, Small Business, Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), Woman-Owned Small Business (WOSB), HUBZone, 8(a), etc.). If claiming SDVOSB or VOSB status, provide your SBA certification number as verified through the Small Business Search (SBS) website at https://search.certifications.sba.gov.

Current TRANE® manufacturer certifications held by your firm and/or technicians, specifically for the TRANE® Tracer Summit BAS and TRANE® Tracer SC platforms.

Documentation or description of your firm's current authorized access to TRANE® proprietary software, diagnostic tools, and licensing required to service the TRANE® Tracer Summit and TRANE® Tracer SC systems.

A narrative describing your firm's experience performing similar HVAC and BAS maintenance services on TRANE® Tracer Summit and/or TRANE® Tracer SC systems, including contract references (contract number, agency/customer name, point of contact, telephone number, period of performance, and dollar value).

Your firm's SAM.gov Unique Entity Identifier (UEI) number and confirmation of active SAM.gov registration.

RESPONSE INSTRUCTIONS:

*Failure to provide the information requested above (items 1-6) will be considered non-responsive and will not be considered a viable source.

This is a presolicitation notice-intent to sole source. This notice does not constitute a solicitation, a Request for Proposal (RFP), or a Request for Quote (RFQ), and is not to be construed as a commitment by the Government to issue a solicitation or award a contract. No award will be made based on responses to this notice. Responses will not be returned and will not be considered proposals.

No solicitation documents are available, and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish a capability statement and supporting evidence/information about its products, services, and certified technicians, as well as authorization from the OEM to provide service to the Contract Specialist by the date and time listed below. All interested and capable firms are encouraged to respond regardless of business size. Responses must be submitted via email to:

Christine Jarvis, Christine.jarvis@va.gov no later than OCTOBER 28, 2026 at 10:00 AM Mountain Time.

Responses received will be used solely for market research purposes and to determine the availability of qualified sources. The Government will not pay for any information submitted in response to this Sources Sought.

Along with answers and documentation to 1-6 above, supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source requirement to R.L. Armacost, Inc.