SUMMARY: Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this request for sources sought notice in order to identify vendors that are interested in and capable of providing contractor services. For a contractor to provide HVAC repair services for the Polytrauma Suite. Located at the Washington DC VAMC. Scope of Work: Project Number: 688-25-4-478-0163 Location: Washington DC VAMC, 50 Irving Street NW, Washington, DC 20422 Objective: This project will retrofit and modify the HVAC system serving the Polytrauma Suite to address system deficiencies and improve thermal performance, while maintaining compliance with VA design guides, federal standards, and relevant codes. 1. Dual-Duct Terminal Installation Furnish and install a 1200 CFM dual-duct terminal box above ceiling as shown on design documents. The new terminal box shall control digitally and capable of modulating the air via of control damper. Connect to existing hot and cold deck supply ductwork in the hallway plenum. Installation shall comply with SMACNA duct construction standards. 2. Ductwork Demolition and Reconfiguration Demolish and remove all branch ductwork and diffusers from the existing hallway VAV terminals. Seal duct openings upstream of the VAVs to isolate service to individual rooms. All work shall adhere to IMC requirements. 3. Duct Extension and Diffuser Installation Extend duct from new dual-duct terminal into hallway ceiling space. Install six (6) 24"x24" lay-in diffusers and four (4) matching intake grilles for plenum air transfer. Placement to conform with ASHRAE 55 thermal comfort criteria and match architectural aesthetics. 4. Inline Exhaust System Upgrade Provide and install a ceiling-mounted inline exhaust fan. Connect to existing relief system; design for 1200 CFM capacity, adjustable to 800 CFM. Include vibration isolators and flexible duct connectors. Fan shall operate at 45 db. Installation must meet IMC and NFPA 90A. 5. Make-Up Air Damper Deactivation The outside air intake to the unit shall be capped off 6 feet up stream from the unit; modify the ductwork to the unit as intake air from the planum to the unit per IMC. Furnish and install a 16"x20" return grille upstream of filters above hallway ceiling, ensuring unrestricted airflow. Maintain code-compliant ventilation through the new terminal box. 6. VAV Modification Room GC-228 Adjust VAV terminal to supply a constant 150 CFM (originally 800 CFM). Final airflow must meet ASHRAE 62.1 minimum ventilation guidelines. 7. Chilled Water Cassette Installation Room GC-228 Furnish and install a 1-ton chilled water cassette unit with variable-speed fan. Route insulated condensate drain to the nearest IPC-compliant sanitary drain. Include overflow protection and shutoff sensors. 8. Chilled Water Piping Run new 1 Type L copper piping from the unit to main chilled water riser (no tie-ins to AHU piping). Run new 1 type L coper piping from the unit to main hot water supply that suppling to the existing VAV reheat system. Confirm riser access and routing in crawlspace with COR. All piping to comply with ASME B31.9 and be hydrostatically tested. 9. VAV Box Replacement GC-212 to GC-216 Replace existing VAVs in Rooms GC-212 through GC-216 with new Siemens-compatible units. Each shall modulate between 50 120 CFM and feature digital thermostats. Controls shall meet BACnet protocol and be installed to SMACNA standards. 10. Insulation Requirements All ductwork to be insulated with 1.5" fiberglass insulation, conforming to ASTM C411. Pipe insulation shall meet ASHRAE 90.1 and local energy codes. 11. Work Schedule & Logistics All work to be executed during weekends or scheduled downtimes. Contractors must coordinate access, staging, and delivery with facility personnel. Pre-work verification of site conditions and material readiness is mandatory. 12. Testing, Adjusting, and Balancing (TAB) Employ a certified NEBB or AABC TAB contractor for final system balancing. Submit TAB report with airflow measurements, setpoints, and system calibration data to COR. 13. Controls Integration All HVAC controls work shall be executed by authorized Siemens technicians. Siemens to assess and report on control system integrity. Connect the control to the BAS. Programming must align with VA cybersecurity protocols and system specs. 14. Accessary and option for ne cassette unit. Unit will be 4-pipe system Freeze protection sensor for HWC Disconnect switch, 115 volts Unit shall be Lowe blower speed with sound absorbance cabinet insulation Back ward centrifugal fan Internal fire-resistant foam insulation Lightweight internal galvanized sheet steel wit integral fan mounted rails. If the ceiling cavity not deep enough, provide a finish look to the cassette. Mechanical digital thermostat and control shall connect to the BAS. 15. Commissioning and Documentation for Acceptance: Upon project completion, the contractor shall provide all necessary warranties and operational manuals for the new equipment. 15.1 Commissioning - Perform commissioning of all repaired or replaced HVAC system components in accordance with VA standards and industry best practices. - Commissioning activities shall include, but are not limited to: - Verification of installation and operation of all HVAC components. - Functional performance testing of system controls, safety devices, and alarms. - Airflow and temperature balancing. - Testing and adjustment of system setpoints for optimal performance. - Training of VA staff on new or modified system components and controls. - The Contractor shall coordinate all commissioning activities with the VA Medical Center s designated Commissioning Authority (CxA) and provide access for inspections and testing. 15.2 Documentation for Acceptance - The Contractor shall submit the following documentation for final acceptance: - **Commissioning Report: Detailing all tests performed, results, and corrective actions taken. - **Certification Documents: Including third-party verification if required. - **Operation and Maintenance Manuals: For all new or modified equipment. - **As-Built Documentation: Updated CAD drawings/diagrams reflecting all changes to the building s HVAC system. Documentation must: - Clearly show modifications to ductwork, equipment, controls, and service connections. - Include updated floor plans, schematics, and system diagrams with revision dates and legends. - Be provided in both electronic (DWG) and PDF formats. - **Warranty Information: For all new equipment and major components. - All documentation must be reviewed and approved by the VA Medical Center s Facilities Management and Engineering departments prior to project closeout. 16. Deliverables - Restored and fully operational HVAC system for the Plumbing Shop. - Completed commissioning and certification documentation. - Updated as-built CAD drawings/diagrams. - Operation and maintenance manuals. - Warranty documentation. 17. Acceptance Criteria - All repairs and modifications completed per approved scope and industry standards. - Successful commissioning and functional testing with supporting documentation. - Submission and VA approval of all required documentation, including as-built CAD drawings/diagrams. - No outstanding deficiencies or punch-list items. Interested & Capable Responses: Must respond with the following information. MUST ALSO ANSWER THE SUBCONTRACTING QUESTIONS HIGHLIGHTED BELOW. NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Washington DC VA Medical Center. Please respond to this RFI/Sources Sought 36C24525Q0705 with your: Business name (including Unique Entity ID (SAM.gov)  Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and  Person of contact (including telephone number & email address).   Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities.  Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) Brief Summary of categories of services that your company can/cannot provide. Certification(s) / Licenses for meeting the local requirements to provide these services at the DC VAMC (if applicable) Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response:   Do you intend to self-perform this effort? If you are located outside the immediate area, how will you self-perform? Or do you intend to subcontract work under this contract? If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?  Response Instructions: Responses must be submitted by 10:00 AM (ET) Friday 8-1-2025, Responses to the information requested above must be submitted via email to Bill Pratt at Billie.Pratt@va.gov. This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred as a result of a vendor s attendance to the Site-Visit nor the preparation of responses submitted as a result of this notice. Bill Pratt Contract Specialist VHA, NCO 5
