J045--Annual Chiller Maintenance Serivces

The Department of Veterans Affairs (VA) is issuing a presolicitation notice for annual chiller maintenance services at the Puget Sound VA Medical Center in Seattle, WA. This upcoming competitive solicitation, numbered 36C26026Q0034, is anticipated to be released as a Request for Quotation (RFQ) around October 15, 2025. It will be a total Service-Disabled Veteran-Owned Small Business Concern (SDVOSB) set-aside under NAICS Code 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a $47 million small business size standard. Eligible SDVOSBs must be certified in the SBA Dynamic Small Business Search (DSBS) database, have current or 2025 VETS-4212 annual report filings, and be registered in the System for Award Management (SAM.gov) with their SDVOSB status represented.

This document, Wage Determination No.: 2015-5535, Revision No.: 26, outlines the minimum wage rates and fringe benefits for service contract employees in King and Snohomish Counties, Washington, as mandated by the Service Contract Act and Executive Orders 14026 and 13658. It specifies hourly minimum wages for contracts awarded before and after January 30, 2022, and provides a comprehensive list of occupations with their corresponding hourly rates. The document details fringe benefits, including health and welfare, vacation, and eleven paid holidays. It also addresses specific conditions for computer employees and air traffic controllers, outlining night and Sunday pay differentials, hazardous pay, and uniform allowances. The conformance process for unlisted occupations is described, emphasizing the procedure for classifying and obtaining wage rates for jobs not explicitly included in the determination.

A mandatory site visit for Semi-Annual Chiller Maintenance Services at the Puget Sound VA Medical Center – Seattle Campus will be held on November 4, 2025, from 8:00 a.m. to 12:00 p.m. at 1660 S Columbian Way, Seattle, WA 98108. This visit allows offerors to visually inspect equipment and the site to better prepare their bids. Attendees are advised to arrive 10 minutes early and must provide a list of names to derek.crockett@va.gov and Scott.clark1@va.gov 24 hours prior. No questions will be answered during the visit, and no “hands-on” interaction or photography is permitted. Attendees must wear their own PPE. All solicitation questions must be submitted to derek.crockett@va.gov by November 5, 2025, at 4:30 PM PST. Site visit specific questions can be directed to Bernardo.Calceta@va.gov and David.Pape@va.gov. No alternative site visits or meeting minutes will be provided.

Amendment 0001 to solicitation 36C26026Q0034 extends the deadline for offer submissions and industry questions. The new closing date for offers is November 14, 2025, at 14:00 PST. Industry questions must be submitted by November 6, 2025, at 12:00 PST. All questions and offers must be sent via email to derek.crockett@va.gov. All other terms and conditions of the original solicitation remain unchanged. This amendment ensures offerors have additional time to respond and seek clarification.

This government solicitation (36C26026Q0034) by the Department of Veterans Affairs, Network Contracting Office 20, outlines a requirement for semiannual chiller system maintenance services at the Puget Sound VA Medical Center. The acquisition is a total Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside, with a NAICS code of 238220 and a size standard of $19 Million. The contract spans from 2025 to 2030, including a base period and four option years. Services include inspection, testing, and preventive maintenance for four 825-ton centrifugal chillers, cooling towers, and associated pumps, adhering to OEM specifications and industry standards like ASHRAE and NFPA. Offerors must be certified SDVOSBs in the SBA DSBS database and comply with subcontracting limitations. Deliverable reports detailing work performed and repair recommendations with quotes are required within 14 calendar days of service completion. Onsite work is scheduled to minimize impact on patient care, primarily from October to March and April to September. Questions for the RFQ are due by November 5, 2025, and offers by November 10, 2025, at 15:00 local time.

This amendment addresses industry questions regarding solicitation 36C26026Q0034 for chiller plant maintenance services at the Puget Sound VA Medical Center – Seattle Campus (ZIP code 98108). Key clarifications include: there is no incumbent contract; the contractor is responsible for annual condenser tube punching and biennial evaporator tube punching (2026, 2028); vibration analysis for chillers, pumps, and cooling towers is based on manufacturer recommendations; pumps and cooling towers are controlled by VFDs, which require semiannual testing; routine pump seal inspections are preventive, while major repairs require a quote. Water treatment and refrigerant monitor maintenance are not required. BMS maintenance is required, including annual calibration of flow meters, DP's, temperature, and pressure transducers, but not system updates or backups, nor will the contractor have direct BMS access. The contractor must provide lockout tags. Refrigerant levels require semiannual leak checks, but not annual recovery or weighing. Isolation valves are currently operational but require semiannual inspection by the contractor. Several tasks, including compressor-motor voltage/resistance checks, motor lubrication, oil filter replacement, oil analysis, and VSD inspection/recalibration, must be performed semiannually, not annually. Subcontractor certifications are evaluated per solicitation terms. Offer submissions (max 40MB) are due by 11/14/2025 at 14:00 PST via email to derek.crockett@va.gov. The applicable wage determination is Service Contract Act WD # 2015-5535 for King County, WA, at the time of award.