Chiller Replacement (Removal and Installation) Martinsburg Veterans Administration Medical Center (VAMC) Source Sought Notice

Source Sought Notice: Chiller Replacement (Removal and Installation) Surgical Suite (Building 500)-Martinsburg VA Medical Center, Martinsburg, WV This is a Sources Sought Notice; it is not a Request for Quotes or Proposals Purpose: This is a Sources Sought Notice issued solely for information and planning purposes. The Department of Veterans Affairs (VA), Martinsburg VA Medical Center, is seeking potential qualified small business contractors capable of providing all labor, materials, equipment, supervision, and coordination required to remove the existing chiller serving the Surgical Suite in Building 500 and replacing it with a new Trane CGAM-series chiller, or equivalent.

Scope of Work Includes:

Pre-Work: Site verification of dimensions, utilities, access. Coordination of shutdowns and work schedules with VA Facilities. Safety perimeter establishment; adherence to OSHA and VA regulations. Lockout/Tagout of existing electrical service.

Removal & Demolition: Recovery and removal of refrigerant per EPA regulations. Disconnecting power, controls, and piping. Crane/rigging for safe removal. Disposal of existing chiller and debris.

Installation: Rig and set new Trane CGAM chiller onto existing pad. Anchor/level per manufacturer specs. Reconnect electrical service/new conductors as needed. Provide dedicated 115V barrel heater circuit. Integrate control wiring with existing BAS. Install new chilled-water piping, valves, supports, flow switch. New heat trace system with redundant wire. Insulate piping/repair disturbed insulation.

Startup & Commissioning: Fill system, bleed air, verify flow/pump operation. Factory-authorized startup. Confirm operation of safety systems, alarms, electrical load, BAS integration. Provide startup logs and commissioning sheets to VA.

Deliverables: Completed startup documentation. O&M manuals. Warranty documentation. As-built drawings (electrical/piping modifications). On-site training for VA O&M staff.

Exclusions: Asbestos abatement; correction of pre-existing code violations; life-safety system modifications; structural modifications beyond described scope; extensive BAS reprogramming.

Warranty: 90-day labor. 1-year standard parts (manufacturer).Government would prefer a 5 year standard parts if possible.

NAICS Code:

Anticipated NAICS: 238220 Plumbing, Heating, and Air-Conditioning Contractors].

Submission Instructions: Interested parties are invited to submit the following information: Company name, address, and DUNS/UEI. Point of contact and email. Socio-economic status (SDVOSB, VOSB, SB, etc.). Relevant experience performing similar chiller replacement projects in healthcare environments. Capability statement (including ability to meet requirements and schedule). Small business size status according to the NAICS code-238220.

Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response: Do you intend to self-perform this effort? If you are located outside the immediate area, how will you self-perform? Or do you intend to subcontract work under this contract? If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?

Responses Due: 05/11/2026 @ 9:00 am EST Submit responses electronically to:

Trever.Turcotte@va.gov and William.Galletta@va.gov with subject line 36C24526Q0493 Chiller Replacement (Removal and Installation)-Martinsburg VAMC Disclaimer: This is not a solicitation. Responses to this notice are not offers and cannot be accepted by the VA to form a binding contract. Information received will be used solely for market research purposes.