F103--HVAC Cooling Towers Testing and Maintenance

This amendment to solicitation 36C26126Q0576, issued by the Department of Veterans Affairs, Network Contracting Office (NCO) 21, provides critical clarifications and answers to questions from offerors regarding a contract for cooling tower maintenance and water treatment services. Key points addressed include the VA's ownership of existing water treatment controllers, chemical base tanks, and pumps, clarifying that the cost of new systems should be excluded from bids. The contractor will be responsible for determining chemical base tank sizes, delivery, and transfer of chemicals. The amendment also emphasizes the requirement for the contractor's representative to perform weekly on-site testing and sample collection, disallowing remote monitoring as a substitute. Additionally, it states that the VA cannot provide specific closed-loop volumes or annual makeup water volumes, requiring contractors to use estimation tools. The document directs offerors to the Performance Work Statement or Scope of Work for details on equipment specifications, maintenance checklists, and sample collection requirements, underscoring the VA's preference for on-site chemical delivery and storage by the contractor.

This document is Amendment 0002 to Solicitation 36C26126Q0576, issued by the Department of Veterans Affairs, Network Contracting Office (NCO) 21. The amendment extends the solicitation due date to May 27, 2026, at 3:00 PM PDT. Additionally, it incorporates FAR Clause 52.222-90, "Addressing DEI Discrimination by Federal Contractors (APR 2026)," into the solicitation. This clause prohibits contractors from engaging in racially discriminatory diversity, equity, and inclusion (DEI) activities, requiring compliance and reporting of any non-compliance by subcontractors. Failure to comply can result in contract cancellation or termination. The amendment also states that answers to questions regarding the solicitation will be posted later. All other terms and conditions of the original solicitation remain unchanged.

The Engineering Standard ES–2019–001 outlines mandatory technical design and operational standards for managing cooling tower water systems within the Veterans Health Administration (VHA). Its primary purpose is to prevent and control waterborne pathogens, especially Legionella, which can cause Legionnaires’ disease. The document mandates that all VHA-owned, operated, or leased facilities establish and maintain comprehensive Cooling Tower Management Plans. These plans must include a detailed inventory of cooling towers, a system risk analysis, operational and maintenance procedures, emergency action plans for biological exceedances, and rigorous testing requirements for water quality and biological indicators. The standard also emphasizes continuous monitoring, appropriate biocide treatment, and annual review and updates of all management plans to ensure optimal performance and mitigate health risks associated with cooling tower systems.

The VHA Directive 1061(4) outlines policies for preventing healthcare-associated Legionella disease and scald injuries from water systems in VA medical facilities. This directive applies to VHA-owned buildings where patients, residents, or staff stay overnight, and certain outdoor non-potable water systems. It details responsibilities for various VA departments and personnel, from the Under Secretary for Health to individual facility water safety committees, in implementing and monitoring prevention plans. Key aspects include establishing written HCA LD prevention plans, maintaining appropriate water temperatures and biocide levels, conducting environmental and clinical testing for Legionella, and ensuring compliance with federal and VHA standards. The directive also addresses the management of cooling towers and other outdoor water systems, emphasizing risk assessment, engineering controls, and prompt remediation actions. This comprehensive approach aims to mitigate health risks associated with waterborne pathogens and scalding in VA facilities.

The Department of Veterans Affairs, Network Contracting Office (NCO) 21, issued Solicitation Number 36C26126Q0576 for HVAC Cooling Towers Testing and Maintenance for the VA Palo Alto Health Care System (VAPAHCS), encompassing its Palo Alto, Menlo Park, and Livermore campuses. This Request for Proposal (RFP) seeks a contractor to provide weekly cooling tower testing and chemical balancing, monthly closed-loop water system testing and chemical balancing, monthly, quarterly, and annual preventative maintenance, semi-annual cleaning, and unscheduled maintenance and troubleshooting services. The contract includes a base period from September 1, 2026, to August 31, 2027, with four one-year option periods. The solicitation is set aside 100% for Small Businesses, with a NAICS code of 541380 and a size standard of $19 Million. Key requirements include a minimum of five years of experience, a designated Contract Manager, adherence to VA and OSHA safety standards, electronic invoice submission via Tungsten Network, and detailed reporting of all services and findings.

The Department of Veterans Affairs Network Contracting Office 21 (NCO 21) has issued a pre-solicitation notice for a Request for Quote (RFQ) for HVAC Cooling Tower Testing and Maintenance services. This requirement is for the VA Palo Alto Health Care System. The solicitation, number 36C26126Q0576, is expected to be posted on SAM.GOV around April 23, 2026. Quotes are tentatively due on May 19, 2026, at 15:00 Pacific Time. This procurement is set aside for Service-Disabled Veteran-Owned Small Business Concerns (SDVOSBC). The point of contact for inquiries is Contract Specialist Tim Smith at Timothy.smith9de3@va.gov.

This amendment to solicitation 36C26126Q0576, issued by the Department of Veterans Affairs, Network Contracting Office (NCO) 21, corrects the dates for site visits related to viewing HVAC Cooling Towers. The original solicitation, dated April 23, 2026, is modified to reflect new site visit dates: May 5, 2026, at 9:00 AM PDT for VA Palo Alto; May 6, 2026, at 9:00 AM PDT for 795 Willow Road, Menlo Park; and May 7, 2026, for VA Livermore. Interested parties must email Pardeep Singh and copy Timothy Smith by 1:00 PM PST on May 1, 2026, to attend. The purpose of this amendment is to ensure all offerors have accurate information regarding the pre-bid site visits, which are crucial for understanding the scope of work for the HVAC Cooling Tower project.

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SOP 138-21-05 outlines the VA Palo Alto Health Care System's (VAPAHCS) guidelines for preventing Healthcare-Associated Legionella Disease (HCA LD) and scald injuries from potable water distribution systems in buildings where patients, residents, or visitors stay overnight. The Engineering Service is responsible for developing an HCA LD Management Plan and implementing control strategies such as continuous monitoring of water quality (temperature, pH, dissolved solids, oxidant residual, and pressure). Key temperature limits are 140°F (60°C) minimum for hot water storage, 130°F (54.4°C) for instantaneous heat exchangers, and a maximum of 110°F (43.3°C) at outlets with anti-scald devices. Cold water should be maintained at or below 67°F (19.4°C). The SOP also details biocide monitoring, regular flushing of low-use outlets, and corrective actions for out-of-limit parameters. Quarterly environmental testing for L. pneumophila is mandated, with specific remedial actions outlined for positive results, ranging from localized remediation to building-wide interventions. Emergency remediation, triggered by HCA LD cases or positive Legionella tests, includes sanitizing, thermal eradication (160-170°F), and shock chlorination. Documentation of all monitoring, testing, and corrective actions is required.

The VA Palo Alto Health Care System (VAPAHCS) has issued a Standard Operating Procedure (SOP 138-21-31) for Heating, Ventilation, and Air Conditioning (HVAC) water treatment. Effective December 9, 2021, and due for recertification by December 31, 2026, this SOP outlines guidelines to prevent bacterial growth in open and closed-loop HVAC systems. Weekly testing of cooling towers will monitor pH, Total Dissolved Solids (TDS), and Organophosphonate levels, with chemical adjustments based on results. Monthly inspections and testing are required for closed-loop systems. The Maintenance and Repair Supervisor oversees compliance, while the Air Conditioning Shop Supervisor manages the maintenance program, utilizing contractors if needed. This SOP supersedes the previous policy (HCSM No. 138-18-31) and ensures adherence to water treatment industry standards and VHA, ASHRAE, and NFPA guidelines.