The Department of Defense, specifically the Department of the Army, is seeking industry input for the John Day Powerhouse HVAC Upgrades project located in Rufus, Oregon. This Sources Sought notice aims to gather information on the capabilities and qualifications of potential contractors to replace and upgrade the existing HVAC systems, which are outdated and failing, to ensure compliance with current codes and improve operational efficiency. The project involves significant modifications, including the installation of new chillers, a comprehensive smoke removal system, and integration with fire protection measures, with an estimated construction cost between $25 million and $100 million. Interested parties must submit their responses by December 1, 2025, to the designated contacts, Cory Pfenning and Aragon Liebzeit, via email.

1.    General. This is a SOURCES SOUGHT and is for informational/market research purposes only. THIS IS NOT A REQUEST FOR PROPOSAL, QUOTATION OR BID, NOR A SYNOPSIS OF A PROPOSED CONTRACT ACTION UNDER FAR SUBPART 5.2.

This Sources Sought is to gain knowledge of the interest, capabilities, and qualifications of industry so the government can make informed business decisions. We are seeking responses from both large and small business members of industry to include: Small Business, Small Disadvantaged Businesses to include 8(a) firms, Historically Underutilized Business Zones (HUBZone), Woman-Owned Small Business (WOSB) to include Economically Disadvantaged Women-Owned Small Business (EDWOSB), Service-Disabled Veteran-Owned Small business (SDVOSB) and Veteran Owned Small Business (VOSB). All interested parties are highly encouraged to respond.

Reponses to this Sources Sought announcement will be used by the Government to make business decisions and to inform potential future solicitations.

The North American Industrial Classification Code (NAICS) for this requirement is:  238220   
The related size standard is:  $19,000,000.

Formal Sources Sought Response Due – 01DEC2025 at 3:00 pm PDT.

2.    Project Background. The John Day Powerhouse is internally conditioned and ventilated via a mixture of HVAC systems. Most of the existing systems are remnants of the Powerhouse’s original construction (over 50 years ago) except for miscellaneous modifications and repairs performed over the years (Gate Repair Pit modifications, liquid chiller replacements, etc.). The current overall state of the existing HVAC systems is considered poor. Numerous key components have either completely failed (liquid chiller, electrostatic filtration units, pneumatic controls) or are on the verge of failing (pumps, control valves, isolation valves). The failure of the pneumatic controls is one of the more significant issues plaguing the facility. O&M personnel are having to manually control the Powerhouse’s main ventilation system (modulate outside air intakes, manually switchover modes of operation (heating or cooling), etc.). This loss of automation is producing poor system performance and in turn is requiring increased O&M support. To add to these issues, few systems comply with current codes and standards including the life safety and fire protection type. Missing smoke detection, unprotected floor penetrations, missing refrigerant monitoring systems, lack of automatic HVAC shutdown capabilities during a smoke/fire event and improper Battery Storage exhaust are just a few examples. Additionally, space usage and occupancy have both changed over the years and each have had negative impacts on the HVAC systems (original ventilation pathways cutoff, increased cooling demands on the systems, etc.).

3.    Project Scope. This project firstly entails complete replacement of the primary and installation of secondary chillers on two chilled water loops that cool the majority of the powerhouse galleries. The scrapping of the old system and the installation of new chiller skid packages (four skids amounting to nearly 600 tons refrigeration), electrical feeds, chilled water pumps, piping, installation and air handler units is scoped, with re-use of certain elements of these systems based on provided designs in combination with replacement. These systems must be tied into a new automated HVAC control system. While the existing systems are water cooled, only half of the new systems will be water-cooled, so roof-mounted air-cooled condensers in a new location and new installation with all necessary building penetrations, pass-throughs and piping are part of the scope for this work.

Secondly, additional work comprises the modification of the HVAC system into a comprehensive smoke removal system for the powerhouse, including intake and outtake ducting and systematic fire protection measures at all penetrations. This work must include integration of the HVAC controls with the building fire protection system. The HVAC controls must be a comprehensive integrated digital control system replacing all existing pneumatic control systems. Free cooling with passive outside air during cold nights common to the region of Rufus, Oregon and for outside air for smoke ventilation entail the scope including modifications to existing intakes and louvers and building penetrations.

Thirdly, small scale HVAC units such as mini-splits will be provided for local cooling and heating requirements in specific spaces. These units will require their own electrical supplies, pipe runs, insulation and penetrations. These units must also report data to the central HVAC control system. Comprehensive smoke control must be provided as part of the work. The proposed system must be constructed in an active, operational powerhouse with 6000A, 13.8kV busbars and other heavy electrical equipment, including at levels below headwater where nuisance water intrusion risks are present. Pumps in certain areas must remain operational during the planned work, resulting in noise hazards. The existing fire suppression system must remain active during the planned work. Work includes installation work for ductwork and work to protect floor penetrations in relatively close proximity to electrical busbars so that delineation and safety control of work sites is a priority. Newly installed systems must future-proof the installation against future refrigerant phase-outs. Work involves extensive structural penetrations and structural modifications necessary to support these penetrations, both permanent penetrations for ductwork and plenums and temporary removal of wall sections to remove old equipment and install new equipment.

Finally, temporary cooling must be provided to the powerhouse during the full scope of the work, at approximately 50% of the rated tonnage capacity of the chilled water system. This will entail portable skid mounted chillers located externally to the powerhouse with temporary pass-thrus for their electrical supply from the powerhouse, and for making connections for chilled water piping to the existing internal powerhouse pipes, with cut-overs as the work progresses.

4.      
a. Anticipated Construction Schedule:  CENWP intends to advertise (03/26) and award (05/26) Construction Contract with estimated construction completion by the end of calendar year 2027.

b. Estimated Construction Cost (ECC):  The current ECC is between $25,000,000 and $100,000,000.

c. Number and Type of Contracts: NWP contemplates awarding one (1) Firm Fixed Priced Contract. The acquisition strategy decision has not yet been determined. Maximum Small business participation is being sought at both the Prime and subcontracting levels.

d. Anticipated Source Selection Process:  The expected method to determine the best value to the government is Invitation For Bid (IFB)

5.    Project Specific Constraints and Challenges:

•    This project requires at least 50% of the cooling systems to remain operational at any time using temporary chillers which must be sourced and connected to the existing chilled water system by the contractor.

•    This project requires working in an active powerhouse including installation of ductwork in galleries supporting high voltage busbars and electrical transmission. Power production will not cease during the HVAC work.

•    This project requires working around critical industrial control systems and fire suppression systems without fully inactivating those systems.

•    The project will include a fixed cost line item for asbestos remediation and lead testing, as it is expected that asbestos will be found during surveying before work commences.

•    The project requires installation of a range of HVAC systems depending on the specific space; it is possible that the skillsets between some of the installations (single room minisplits and 200-TR chilled water systems) are sufficiently different that they will need completely different sets of specialists.

•    Significant structural penetrations of massive concrete walls in the powerhouse must be conducted as part of the ducting work, and on a temporary basis for the removal and installation of certain chiller packages and fan assemblies.

•    The HVAC system will also serve smoke removal ventilation functions and must be linked to the fire alarm and suppression control system, which meets strict DOD security requirements.

6.    Questions for Industry:

a.    Is there anything in our SOW that would discourage you from bidding?  
b.    Is there anything in our SOW that would cause enhanced pricing uncertainty?  
c.    Are there any market conditions or industry practices that you feel the government needs to be aware of?

7.    Submission Instructions. Formal responses to this Sources Sought notice must be submitted electronically (via email) with SUBJECT: Sources Sought – W9127N-26-X-1AWD. Please email to Cory Pfenning, Contracting Officer, at cory.r.pfenning@usace.army.mil and Aragon Liebzeit, Contracting Specialist, at aragon.n.liebzeit@usace.army.mil, before 3:00 pm Pacific Standard time on 01 DEC 25.

Interested parties’ responses to this Sources Sought shall be limited to six (6) pages and shall include the following information:

a.    Firm's name, address, point of contact, phone number, e-mail address, CAGE and Unique Entity ID.

b.    Firm's business category and size:  Large Business (include summary of small business participation metrics), Small Business, Small Disadvantaged Businesses to include 8(a) firms, Historically Underutilized Business Zones (HUBZone), Woman-Owned Small Business (WOSB) to include Economically Disadvantaged Women-Owned Small Business (EDWOSB), Service-Disabled Veteran-Owned Small business (SDVOSB) and at the subcontracting level, Veteran Owned Small Business (VOSB).

c.    An explanation of the prime firm’s capabilities, special qualifications/certifications and equipment and describe the work to be self-performed as it pertains to the proposed work outlined in the Project Scope.

d.    A description of work performed under similar project constraints and challenges listed under paragraph 3.

e.    Project Examples (for Joint Ventures, please include projects completed by the Joint Venture if available):

•    To be considered for a potential set aside strategy, provide a maximum of three (3), minimum of one (1), (List the critical elements required) project(s). These project examples must be similar in size, scope and complexity to the work described in paragraph 3 of this notice, with a description of each project (to include pertinent qualitative and quantitative information about featured scope elements), and include the following:

Project Title      
Contract Number      
Contract award date      
Customer name, phone number and email address      
Prime or Subcontractor      
Initial contract dollar value      
Final contract dollar value      
Initial contract completion date      
Final contract completion date      
Customer satisfaction

The Government may verify information in CPARS or PPIRS.

f.    Firm's Joint Venture information if applicable - existing and potential.

g.    Firm's Bonding Capability in the form of a letter from Surety.

h.    Firm's interest and the likelihood in bidding on the solicitation when it is issued. (Refer to planned advertise and performance dates)

i.    Responses to the government’s questions in paragraph 5 and any other information the contractor feels the government needs to be aware of.

8.    Disclaimer and Important Notes.   
a.    This notice does not obligate the Government to award a contract. No reimbursement will be made for any costs associated with providing information in response to this Sources Sought or any follow up information. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's capabilities to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or to provide feedback to respondents with respect to any information submitted.

b.    All interested firms must be registered in the System for Award Management (SAM) at https://www.sam.gov to have size status considered. You must remain current for the duration of the source selection process to be eligible for award of a Government contract.

John Day Powerhouse HVAC Upgrades

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