J046--FY25: Water Treatment and Chemistry Services for Cooling Towers and Chillers Base plus 4 Year
Closed Pre-Solicitation Posted
Not the latest version. See the latest special notice from .
- Solicitation number
- 36C24725Q0830
- Agency
-
Veterans Integrated Service Network 7
Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- Service-Disabled Veteran-Owned Small Business
Opportunity facts
- NAICS code
- 325998 All Other Miscellaneous Chemical Product and Preparation Manufacturing
- Place of performance
- Department of Veterans Affairs Ralph H. Johnson VA Medical Center Charleston, South Carolina 29401, United States
- 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 7 is seeking water treatment and chemistry services for cooling towers and chillers at the Ralph H. Johnson VA Medical Center in Charleston, South Carolina. The contract covers comprehensive water treatment services for TRANE chillers and EVASCO cooling towers, requiring monthly on-site service, chemical delivery and testing supplies, digital reporting via email/PDF, and emergency response capabilities within 100 miles of the facility. Vendors must follow manufacturer instructions and best practices while providing all necessary chemical treatments, corrosion monitoring, and water quality management services. The procurement will be evaluated using the Lowest Price Technically Acceptable (LPTA) criteria, with only one award made to the vendor providing all services at the lowest technically acceptable price. Critical deadlines include August 18, 2025 at 9:00 AM CST for questions and August 25, 2025 at 10:00 AM CST for proposal submissions, with all responses required to be submitted electronically to terri.hudson@va.gov.
This opportunity is set aside exclusively for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC) under NAICS code 325998 for All Other Miscellaneous Chemical Product and Preparation Manufacturing. The contract structure includes a base year plus four option years, creating a potential five-year service agreement for the facility's water treatment needs. Vendors must be within 100 miles of the Charleston facility to provide reasonable emergency response times and must be properly registered on the VetBiz.gov website. The solicitation requires vendors to provide itemized quotes including all associated fees for shipping, delivery, and administration, along with sufficient supporting documentation to demonstrate technical compliance. No information about current contractors, pricing, or incumbent vendors will be provided to potential bidders, ensuring a competitive procurement process focused solely on technical capability and pricing.
Notice text
2 versions
Update #2 · Latest ·
Clarification Questions:
System Scope & Access
Could you kindly confirm the approximate number and type of cooling towers, chillers, and any closed-loop systems (e.g., hot water, glycol) that will be covered under this contract?
Information is in Introduction to PWS. Chiller type-TRANE; Cooling Tower type EVASCO.
Chemical Delivery & Storage
Will the VA accept routine chemical deliveries (e.g., in totes or drums) to a designated mechanical area on site, or are there restrictions on storage location, access hours, or container size?
Information is in PWS. Chemical and testing Supplies. See item 9, 10. Vendor must consult with Boiler/Chiller plant manager on details.
Service Schedule Expectations
Is monthly on-site service expected for all systems? Would any systems require seasonal startup/shutdown support, or is year-round service anticipated?
Follow PWS, manufactures instructions and best practices. (See performance requirements.)
Corrosion Coupon Program
Will the contractor be expected to provide corrosion coupons and holders, or are those already installed on site? If so, are we responsible for full analysis and reporting?
Follow PWS, manufactures instructions and best practices.
Reporting Requirements
Would you prefer digital service reports to be submitted via email/PDF, or is there a VA platform (such as TMS or SharePoint) required for uploads?
Digital service reports via email/PDF is acceptable. If this changes we will advise.
Emergency Support
Are vendors expected to offer 24 48 hour emergency response for water quality or biological issues (e.g., suspected Legionella events)? If so, please confirm expected response time and point of contact protocol. Information in PWS under Chemical water Treatment Contractor Qualifications Item 3. (Must be within a 100 miles of the site to provide a reasonable response time.)
Evaluation Factors
Will the evaluation be conducted strictly under a Lowest Price Technically Acceptable (LPTA) approach, or will the government consider past performance or technical narrative as part of a broader assessment? Defer to CO
Labor vs. Materials Breakdown
Should chemicals, corrosion analysis, and testing be priced as separate line items, or should these be bundled into a flat monthly rate?
Defer to CO
Annual Estimate (for Planning)
While we understand that previous vendor data isn t provided, would you be able to share a rough estimate of expected annual service frequency or volume of chemical usage to help us appropriately size our proposal?
No information.
Update #1 ·
Page 3 of 3
Water Treatment and Chemistry Services for Cooling Towers and Chillers Base plus 4 Year
If not included with this pre-solicitation, the solicitation should be posted within 24 hours of this notice. Per FAR 5.203(1) a shorter period for issuance of the solicitation will apply for this acquisition of commercial items.
The proposed contract action is for supplies or services for which the Government intends to solicit and negotiate. Interested persons may identify their interest and capability to respond to the requirement or submit proposals. All quotes must be received by August 20, 2025, 10:00 AM, CST. NAICS code is: 325998 - All Other Miscellaneous Chemical Product and Preparation Manufacturing.
Potential vendors are to complete the attached RFQ document and submit an itemized quote as well as submit sufficient supporting documentation as required. This supporting documentation will be used to determine if the quoted items meet the requirements of the solicitation.
Information about current or previous vendors providing these or similar services such as; Contract Information, Vendor Name, Contract Number, Pricing, etc. WILL NOT be provided to potential bidders.
RFQ Response Requirements and Information
1) Only one award will be made to one vendor that can provide all items/services at the LOWEST PRICE TECHNICALLY ACCEPTABLE.
2) All RFQ responses must include all associated fees such as; Shipping, Delivery, Administration and delivery if required. See the Statement of Work and other attachments for more detail if included.
3) All questions must be addressed by email no later than August 18, 2025, 09:00 AM, CST.
4) RFQ Response are due no later than date and time indicated in the pre-solicitation and solicitation. Telephone calls will not be accepted. All RFQ Responses are to be sent electronically to terri.hudson@va.gov.
INSTRUCTIONS FOR COMPLETING RFQ / SF 1449
a. Please acknowledge whether your firm listed on vendor information as A SERVICE- DISABLED, VETERAN-OWNED SMALL BUSINESS/VETERAN-OWNED SMALL BUSINESS (SDVOSB/VOSB) in block 17a on the first page of the SF1449/Solicitation.
b. Please confirm that you are offering the SERVICE being requested by the government, please verify and/or state that fact in the on page one (1), block 19 of the SF1449/Solicitation.
c. Information about current or previous vendors providing these or similar services such as; Contract Information, Vendor Name, Contract Number, Pricing, etc. WILL NOT be provided to potential bidding vendors
d. Review Statement of Work and Other Attachments, (if applicable), for DETAILED INFORMATION.
e. Per the solicitation, your firm should complete the solicitation documents or comply with (FAR 52.212-1 Instructions to Offerors- Commercial Items, paragraph (b) and email completed document back to this office to terri.hudson@va.gov by the due date indicated to be considered for award.
f. The vendor needs to complete and return the following documents:
(1) SF 1449
Block 12 Discount terms (if applicable)
Section 17a Vendor Information to include phone and DUNS numbers. (Disregard code or facility code blocks)
Section 26 -Â Total Amount of Bid/Offer
Section 30a-c Vendor name, signature and date
(2) Acknowledge any amendments issued: Complete each amendment, SF 30, or complete the acknowledgement of amendments block in the solicitation.
(3) OEM Authorization: Provide documentation showing Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor or reseller for the proposed equipment.
(4) Complete and return Section B. (Cost/Price Schedule). Prices must include all associated fees such as; Shipping, Delivery, Administration and delivery if required. See the Statement of Work and other attachments for more detail if included.
Lowest offer to a SERVICE DISABLE VETERANS OWNED SMALL BUSINESS SET ASIDE.
ALL SDVOSB/VOSB s must be listed on https://www.vip.vetbiz.va.gov/ website.
Files
| File | Type | Posted |
|---|---|---|
| 36C24725Q0830_5.docx | DOCX document | |
| 36C24725Q0830_1.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| J046--Water Treatment and Chemistry Services for Cooling Towers and Chillers Base plus 4 Year | Special Notice | |
| J046--Water Treatment and Chemistry Services for Cooling Towers and Chillers Base plus 4 Year | Solicitation | |
| This notice | Pre-Solicitation |
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