AHU Repairs Alvin C York VAMC

This is a sources sought announcement only. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Responses in this sources sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential businesses interested and capable of providing the services described below. STATEMENT OF WORK Department of Veterans Affairs TVHS, Alvin C York Campus Refurbish Air Handling Units PURPOSE The purpose of this contract is to provide all labor, materials, supervision, tools, and equipment necessary to inspect, clean, conduct coil restoration, refurbish, and seal floors, walls, and blowers to meet NFPA 90A requirements on nine (9) Air Handling Units (AHU s) at the historic York Campus of the VA Tennessee Valley Healthcare System, 3400 Lebanon Pike, Murfreesboro, TN 37129 in accordance with the SOW, specifications, drawings and manufacturer recommendations. EQUIPMENT DESCRIPTION The work under this contract applies to the following Air Handling Units: AHU-14 (Bldg 117 Main Roof) AHU-16 (Bldg 3) AHU-17 (Bldg 3) AHU-27 (Bldg 10 Ground Floor) AHU-28 (Bldg 10) AHU-29 (Bldg 11 MR G09) AHU-29B (Bldg 2) AHU-10 (Bldg 2) AHU-15 (Bldg 120) The contractor shall be familiar with Cleaver-Brooks firetube boiler refractory systems, including burner throat, furnace, rear door, and turnaround areas. SCOPE OF WORK Inspection & Assessment Aging Mechanical Equipment Standing water Rust/Corrosion of condensate pans and floors Water leaks Coil condition Fire Code Compliance Coordinate with customer to determine best times/methods to de-energize AHU s. Demolition & Removal Inspect AHU s units: Clean and prepare all surfaces that will be addressed by the contractor including removal of non-compliant coatings and foams Dispose of materials per VA, OSHA, and EPA regulations Protect motors, fans, ductwork, sensors, UV lights and coils from damage Installation and New Work Coil Restoration on all coils Measure pressure drop (PD) as allowable Use environmentally friendly probiotic foam Sanitize coils Repeat probiotic application and sanitize Remeasure AHU PD B Install SealTech system on floors, walls, blowers: Reinforce compromised floors with steel as needed to restore structure to the floors SealTech Epoxy (self-leveling) at 3/16 nominal thickness and 6 up walls throughout all chamber floors and condensate pans Apply Fire Barrier Apply Antimicrobial Topcoat over all fire barriers Apply Multi-acrylic, corrosion resistant, antimicrobial coating (MVS) on walls, ceiling, fan housing and structural steel throughout areas addressed with CPR-SL (does not include AHU-14) Isolate AHU by sealing off adjacent ductwork Testing & Commissioning A Confirm proper operation of existing CFM, drains, and traps prior to re-commissioning Generate detailed Installation Report, which includes results from PD reading and ATP Testing PERFORMANCE REQUIREMENTS All work shall comply with: NFPA standards ASHRAE standards OSHA safety regulations VA Engineering and Environment of Care requirements Work shall maintain continuity of conditioned air for patient care operations SCHEDULING & OUTAGE COORDINATION Work shall be scheduled during approved outage window from 8 am- 4 pm during week workdays Contractor shall: Minimize impact on facility by conducting installation during nights and weeks (when required) Provide adequate staffing for critical timelines Coordinate Engineering and Maintenance and Operations (M&O) SUBMITTALS Contractor shall provide: Material specifications (OEM-compliant) Safety plan (LOTO, confined space, hot work) Work schedule and outage plan Inspection and deficiency report Final completion and commissioning report SAFETY REQUIREMENTS Comply with VA Lockout/Tagout (LOTO) procedures (if required) Follow confined space entry protocols Use required PPE (respiratory, thermal, arc-flash as applicable) Implement fire watch during hot work QUALITY ASSURANCE A Contractor must: Have minimum 5 years experience with air handling unit refurbishments All work subject to inspection by VA Engineering Service WARRANTY The contractor shall provide a minimum ten (10) year warranty from the date of final acceptance by VA Engineering Service. Coverage The warranty shall include: All refractory materials installed All labor and workmanship Anchoring systems and insulation components Contractor Responsibility A The contractor shall repair or replace, at no additional cost to the Government, any defective: Materials Installation Workmanship B Corrections shall be completed within a reasonable timeframe as determined by the Contracting Officer and Engineering Service. Response Time Contractor shall respond to warranty issues within: 24 hours for critical failures impacting operations 72 hours for non-critical issues Exclusions The warranty shall not apply to failures caused by: Improper operation by Government personnel Unauthorized modifications Conditions outside normal operating parameters Documentation Contractor shall provide written warranty documentation upon installation completion Warranty start date shall be the date of final acceptance and return to service Failure Impact Clause (Recommended for VA) If refractory failure occurs during the warranty period and results in: Air Handling Unit outage Impact on patient care The contractor shall: Provide priority response and repair Coordinate with VA staff to minimize downtime DELIVERABLES Fully restored AHU system Air Handling Unit returned to safe and efficient operation Complete documentation package JUSTIFICATION (Procurement Support) Refurbishment of selected Air Handling Units will result in improved Energy savings, Air Quality, meet NFPA and ASHRAE requirements and allow continuous operation of conditioned air to affected spaces until replacement projects can be executed. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Businesses. However, if there are insufficient Service Disabled Veteran Owned Small Business responses, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 238220 Plumbing, Heating, and Air-Conditioning Contractors ($19 M). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be registered with U.S. Small Business Administration (SBA) located at http://veterans.certify.sba.gov. Responses to this notice shall be submitted via email to Shania.kimbrough@va.gov. Telephone responses will not be accepted. Responses must be received no later than 08/12/2025 15:00 PM CST.