R425--Stationary Engineer Support
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 36C25226R0008
- Agency
- Veterans Integrated Service Network 12 Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561210 Facilities Support Services
- Points of contact
-
- Eileen T Meyer eileen.meyer@va.gov (414) 844-4800
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Veterans Health Administration is procuring stationary engineer support services to maintain high-pressure boiler plants and chiller systems at Edward Hines, Jr. VA Hospital in Hines, Illinois. The contract requires six qualified stationary engineers/operators to provide continuous 24/7 coverage for four Cleaver Brooks 35,000 lb/hr water tube boilers operating at 125psi and three 1,200-ton Carrier Chillers. Personnel must possess a valid City of Chicago Stationary Engineer's License, minimum three years' experience with high-pressure boilers and HVAC systems, and compliance with VHA Directive 1810 boiler safety standards, ASME codes, and NFPA requirements. The evaluation methodology is not based on lowest price technically acceptable; rather, proposals will be evaluated on technical capabilities and experience submitted as single or multiple PDF documents, with strict compliance to all solicitation instructions required for evaluation. The original questions deadline was April 10, 2026, with a site visit scheduled for April 8, 2026, and the solicitation closed on May 6, 2026 at 10:00 AM local time.
This opportunity is designated as a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside with no identified incumbent contractor. The firm-fixed-price contract has a maximum value of $47 million covering all contract periods and is structured with a base period from August 1, 2026 through July 31, 2027, followed by four optional one-year renewal periods extending through July 31, 2031. Each engineer must complete 40 hours of training before standing shifts independently, with up to ten billable personnel allowed in the base year and up to six billable personnel in each option year. Service Contract Labor Standards apply with a prevailing wage rate of $38.41 per hour plus 30% fringe benefits for WG-10 Stationary Engineers, and each engineer must provide 2,080 billable hours annually with biweekly written assessment reports. Performance will occur at Edward Hines, Jr. VA Hospital in Hines, Illinois, with personnel assigned across the entire campus including boiler plants, chiller plants, and other facility locations throughout the medical center.
Notice text
3 versions
Update #3 · Latest ·
RFI 1 Staffing, PTO, and Unavoidable Absences
Given that contractors are required to comply with Service Contract Act & Fair Labor Standards Act applicable labor laws and standard employment practices (including PTO and sick leave), please clarify whether the Government will accept the following approach:
In instances where a stationary engineer is absent due to approved leave or illness and a qualified replacement is not immediately available, the contractor will invoice only for actual hours worked on-site, rather than being held to a strict 2080-hour requirement per individual.
A: Yes acceptable.
RFI 2 PIV Badge Processing and Site Access
Given that PIV processing may take approximately 2 3 weeks and is dependent on factors outside the contractor s control, please clarify:
Requesting that the Government allow contractor personnel awaiting PIV issuance to perform duties under escort by fully credentialed (PIV-approved) personnel (Government or contractor). If not, how does the Government intend to address delays in staffing caused by administrative processing timelines? Our experience with VA PIV offices is that there are constant changes and they are short staffed. 2-3 weeks for PIV badge processing is not expected at current staffing levels.
A: Yes, as long as there is a fully badged escort on duty or at plant that will be acceptable. However, in the event the contractor s personnel are denied a badge (not just delayed), that person will have to be immediately removed from contract and site.
RFI 3 Personnel Approval Timeline and Billable Status Please clarify the Government s process and timeline for review and approval of submitted stationary engineer resumes and certifications:
What is the expected timeframe for approval after submission? At what point is the contractor authorized to begin billing for that individual: Upon submission of qualifications Upon Government approval Upon completion of PIV processing and/or required training Or upon the first day performing services on-site
These clarifications are requested to ensure accurate staffing, compliance with employment requirements, and proper cost planning under the contract.
A: Government will commit to approving the individuals within 2 weeks of receiving their resume/qualifications information. After the person is approved, they can immediately begin the badging process and also the 40-hour initial training week. The training week is billable to the government provided the contractor hasn t exceeded the 10-person allowance.
RFI 4 Training Cost Coverage and Option Year Structure The Government indicated that up to ten (10) stationary engineers will be compensated for the initial 40-hour training period.
Please clarify:
Is the allowance for ten (10) trained and billable personnel applicable per contract year or for the entire period of performance (base + option years)?
If the Government s intent is to limit billable training to ten (10) personnel for the entire contract duration, we propose the following for consideration:
Establish a graduated training structure aligned with contract years (e.g., up to 10 personnel in the base year and a reduced number, such as 6 personnel, in each option year).
This approach would better align with expected workforce turnover, sustainment requirements, and the need to maintain a fully qualified staff throughout the life of the contract.
A: I agree with the stated approach. 10 in base year. Option years allow up to 6, regardless of how many were used in base year. In other words, unused allowance from prior years doesn t carry over.
Update #2 ·
Can the government clarify if how many volumes there should be? Should each factor be a separate volume/document? Question clarified: Should technical capabilities and experience be provided in a single PDF document?
A: Technical capabilities and experience can be submitted in a single PDF document; however, if the file is too big to be emailed, it is acceptable to submit separately. In the end, all requirements of the solicitation need to be submitted in order to be evaluated. Per clause 52.212-2: Proposals which do not strictly comply with all solicitation instructions shall be rejected and will not be evaluated under the non-price and price evaluation factors.
Can the government confirm that the evaluation is not lowest price technically acceptable?
A: That is correct - see clause 52.212-2 Evaluation Commercial Items in the solicitation.
Is the requirement for six (6) stationary engineers/operators intended to represent the total number of personnel employed under the contract, or the minimum number required to maintain coverage?Â
A: The six (6) operators are intended to be employed under the contract.
Is the contractor required to provide additional personnel beyond the six (6) stationary engineers/operators to account for PTO, sick leave, training, and other absences to ensure continuous 24/7 coverage?Â
A: This would be the responsibility of the contractor to adequately staff for the six (6) personnel the government is requesting. The requirement is for 6 people for a full 2080 hours of services. At the consideration of COR and CO the missed hours of 1 person due to leave or illness could be shifted to another of the qualified persons on the contract or a backup/stand in operator who is also trained and qualified per the requirements of this contract.
Are stationary engineers/operators required to report to or perform duties in any locations other than the boiler plant (e.g., chiller plant, hospital buildings, or other campus facilities)?Â
A: The operators will be assigned to the entire campus. Chiller plant, boiler plant etc. On off duty hours our chiller plant operators assist with all aspects of the hospital in emergency situations. For example, if we experience a water leak, they would assist in closing valves.
If overtime is required to meet contract requirements, will the Government issue a contract modification or provide additional funding to cover the overtime costs?Â
A: Shall the need for overtime arise, the government will perform the necessary means to compensate the contractor provided the overtime is approved by CO/COR.
After submission and Government approval of a stationary engineer s qualifications and resume, what is the expected timeline for PIV processing, required training, and the employee being cleared to begin work on-site?Â
A: PIV processing and employee clearance can take as long as the responsiveness of the applicant. Traditionally, we have seen this done within a 2-3 week period. All operators will be given 40 hours of training after the clearance is completed. After the 40-hour training the operator will be deemed competent/incompetent to provide services to the government. 40 hours is paid training for 10 operators. If the contractor fails to provide competent operators after the 10th, the government will no longer pay for training, but the contractor will still be responsible for providing additional persons until the 6 qualified operators are filled.
Update #1 ·
Contractor shall provide six (6) qualified stationary engineers/operators to maintain the high-pressure boiler and chiller plants for Edward Hines, Jr. VA Hospital in Hines, IL. The boiler plant houses four (4) Cleaver Brooks 35,000 lb/hr water tube boilers with a normal header pressure of 125psi. The main hospital chiller plant includes three (3) 1,200-ton Carrier Chillers which include an exceptionally diverse array of other facility equipment that supports the hospital.
Contract base period shall be 02/01/2026 through 01/31/2027 with renewal options for four (4) additional years.
Attachments
| File | Type | Posted |
|---|---|---|
| 36C25226R0008 0002.docx | DOCX document | |
| 36C25226R0008 0001.docx | DOCX document | |
| Attachment 4 Two Week Onsite Assessment.pdf | ||
| Attachment 1 Hines VA Campus Site Plan.pdf | ||
| 36C25226R0008_2.docx | DOCX document | |
| Attachment 2 VHA Directive 1810.pdf | ||
| Attachment 3 Boiler Safety Device Testing Manual 8th Edition February 2024.pdf | ||
| P07 - Cook County WD 2015-5017 Rev-31 12.03.2025.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| R425--Base YR (08/01/2026-07/31/2027) Stationary Engineer Support | Award Notice | |
| R425--Stationary Engineer Support | Solicitation | |
| R425--Stationary Engineer Support | Pre-Solicitation | |
| R425--Base YR (02/01/2026-01/31/2027) + 4 OYs Stationary Engineer Support | Pre-Solicitation |
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