J041--HVAC PREVENTIVE MAINTENANCE AND REPAIR Hampton VA Medical Center

This federal contract amendment (Amendment 0001) for solicitation 36C24626Q0930 is issued by the Department of Veterans Affairs, Network Contracting Office 6, in Hampton, Virginia. The primary purpose of this amendment is to extend the closing date for the Request for Quotation (RFQ) from September 9, 2026, at 9:00 AM to September 15, 2026, at 12:00 PM EDT. This extension is due to additional requirements identified during a recent site visit. A revised Statement of Work (SOW) reflecting these changes will be published in a separate, upcoming amendment once the proposed updates receive official approval. All other original terms and conditions of the solicitation remain unchanged. Offerors must acknowledge receipt of this amendment prior to the new closing date and time.

This federal solicitation (36C24626Q0930) is issued by the Department of Veterans Affairs, Network Contracting Office 6, for HVAC preventative maintenance, service, and repair at the Hampton VA Medical Center in Virginia. The acquisition is 100% set aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS code 238220, with a size standard of $19 million. Offers are due by September 8, 2026, at 12:00 PM EST. The contracted services require a firm-fixed-price, multi-year agreement consisting of a base year (October 1, 2026, to September 30, 2027) and four one-year option periods. The contractor must supply all labor, supervision, tools, and materials to maintain operational status on designated HVAC, chiller, and pneumatic systems. Preventative maintenance must follow manufacturer guidelines, and the contractor must submit a comprehensive maintenance plan with their proposal. Emergency callback services require a 30-minute phone response and a 2-hour on-site response time. Individual repairs up to $2,500 are covered under the contract's baseline, while non-routine repairs exceeding this threshold require prior written approval from the Contracting Officer's Representative (COR). Non-routine and emergency repairs are capped under a dedicated contract line item not to exceed $300,000 annually. Offerors must demonstrate certified experience on Trane Centravac, York Centrifugal, and Smardt Magnetic Bearing chillers within the past year.

This Quality Assurance Surveillance Plan (QASP) outlines the systematic method used by the Network Contracting Office 6 to evaluate contractor performance for a contract at the Hampton Veteran Affairs Medical Center. The plan establishes roles and responsibilities, designating the Contracting Officer (CO) as the final authority on performance adequacy and LaDaris Britt as the Contracting Officer’s Representative (COR) responsible for technical administration and surveillance. The QASP evaluates contractor performance quarterly against specific standards, which will influence future past performance ratings. Surveillance methods include direct observation, weekly customer complaint reviews, periodic quarterly inspections, and random sampling of patient and treatment files, all executed in compliance with VA privacy and security standards. The contractor is evaluated across three primary performance measures: 1. **Provider Quality Performance:** Requires 100% compliance using original equipment manufacturer (OEM) parts for repairs. 2. **Response Times:** Requires a 98% acceptable quality level (AQL) for responding within 30 minutes and arriving on-station within two hours. 3. **Parts Availability:** Requires a 95% AQL for spare parts being available 24/7. Evaluations are documented using standard federal Contractor Performance Assessment Reporting System (CPARS) ratings: Exceptional, Very Good, Satisfactory, Marginal, and Unsatisfactory. There are no monetary incentives; instead, positive performance ratings serve as past performance incentives. The QASP is a living document, and any changes must be coordinated through official contract modifications.

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