Sources Sought Notice 36C25525R0095, Project 657A5-25-101, Replace Chiller #1 at the Marion Illinois VAMC. This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is for information and planning purposes only and shall not be construed as a solicitation announcement nor a request for proposals or quotes and does not obligate the Department of Veterans Affairs (VA) to award a contract. Responses will not be considered as proposals, nor will any award be made to any parties responding to the sources sought announcement. The purpose of this Sources Sought Announcement is to conduct market research to locate interested, experienced and potential qualified constructions firms capable of completing this project. Firm must identify their socio-economic status for NAICS Code 238220, Plumbing, Heating and Air-Conditioning Contractors. The appropriate North American Industry Classification System (NAICS) code for this acquisition is 238220 with the applicable business size of $19.0 million. The project cost range is between $500,000.00 and $1,000,000.00. The Government is not obligated, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the VA to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. If interested in this opportunity, please provide a Capability Statement via email. The Capability Statement is designed to inform the Department of Veteran Affairs of any prospective construction contractors' project execution capabilities. Please limit your Capability Statement to 10 pages which shall include the following information: 1) Offeror's name, address, point of contact, phone number, e-mail address, and SAM Entity Unique Identity number; 2) Offeror's interest in bidding on the solicitation when it is issued; 3) Offeror's capability to perform a contract of this magnitude and complexity and comparable work performed within the past 5 years - brief description of the project, customer name, timeliness of performance, customer satisfaction, and dollar value of the project) - provide at least 2, but no more than 3 examples; 4) Offeror's SBA VetCert certification if a Veteran owned business; 5) Please provide the Socio-economic status for NAICS code 238220, Plumbing, Heating and Air-Conditioning Contractors , and provide percentage of self-performed labor your company can perform for this type of project; 6) Offeror's Joint Venture information if applicable - existing and potential; 7) Offeror's Bonding Capability in the form of a letter from Surety providing bonding level per contract and aggregate. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror have completed their business Online Representations and Certifications Application in the System of Award Management (SAM). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered and verified with the Small Business Association VetCert located at https://veterans.certify.sba.gov. Submittal Information: Responses shall indicate Sources Sought Notice 36C25525R0095, Project 657A5-25-101, Replace Chiller #1. Please be advised that all submissions become Government property and will not be returned. All responses are due by 2:00 PM Central Time, May 15, 2025 Responses will be submitted via E-mail to Kevin.Mahoney3@va.gov and Maria.Hoover@va.gov . No questions will be accepted for this Sources Sought, no site visits are authorized, and there is no additional technical information available. GENERAL SCOPE: Purpose This Statement of Work (SOW) describes the outcome for the Replace Chiller #1 project, which consists of the disconnection, removal and disposal of the existing chiller #1, the furnishing and installation of a new chiller #1 unit, the upgrading of the unit s cooling tower plumbing, as well as various other ancillary activities to fully integrate the new chiller into the existing control and monitoring systems. Period and Place of Performance The period of performance for this contract shall be set at 150 calendar days from Notice to Proceed (NTP). All contract work shall be completed within this timeframe. The site location is Building 49 of the Marion VA Medical Center Campus in Marion, Illinois. Background The Marion VA Medical Center has identified the need to replace chiller #1 in its campus chiller plant. To meet this need, a new chiller unit is to be provided and installed in place of the old unit. Requirements Basis of Proposal: The contractor s proposal shall be based on this SOW and the project drawings and specifications included. It is the intent of these documents to outline the scope and requirements of the Replace Chiller #1 Project. Performance and Payment Bonds: Performance and/or Payment Bonds are required. Insurance: Standard general liability and builder s risk coverage is required until work is complete. Wage Rates: Davis Bacon and prevailing wage rates and certified payroll are excluded for manufacture, delivery, and incidental work relating to installation. Davis Bacon and prevailing wage rates and certified payroll applies to only non-incidental work performed on site. The contractor shall be responsible for coordinating all equipment provided and work performed with the requirements of all applicable codes, including but not necessarily limited to: 29 CFR 1910, OSHA International Mechanical Code (latest approved edition). International Plumbing Code (latest approved edition). NFPA 70, National Electric Code (latest approved edition). H-18-8, VA Seismic Design Handbook. ASCE/SEI 7, Minimum Design Loads and Associated Criteria for Buildings and Other Structures PG-18-3, VA Design and Construction Procedures. PG-18-10, VA Design Manual for HVAC Systems. PG-18-10, VA Design Manual for Electrical Systems. Seismic Design Criteria: Refer to Section 13 05 41 of the Project Specifications. Shop Drawing Submittals: The following is a (not-all-inclusive) list of submittals which require submittal to and approval by the Marion VAMC prior to work beginning. Please see Section 01 33 23 of the Project Specifications for more information. All equipment and materials provided for use on this project by the contractor shall be subject to the approval of the VAMC Engineering Service prior to purchasing. The Government shall not be responsible for the cost of any equipment or materials purchased without said approval. A certified engineering plan for seismic anchorage, bracing and vibration isolation of all new equipment and systems. See Sections 13 05 41 & 23 05 41 for more information. A certified engineering plan detailing the measures and modifications necessary (both temporary and permanent) to the existing exterior masonry wall to facilitate the project work. Refer to the Project Drawings for more information. Required documents for system commissioning by the commissioning agent. See Section 23 08 00 for more information. Demolition: The contractor shall open the existing exterior masonry wall as indicated to facilitate the removal of the components to be demolished. The contractor shall ensure that all electrical, water and control lines to the existing chiller are deactivated or valved off and locked out prior to demolition activities. The contractor shall further ensure that the deactivation of service to the existing chiller will (in no way) cause any disruption to the outgoing chilled water service from the plant or interference with any other chiller plant system or operation. Existing chiller #1 shall be disconnected: All piping connections from the chiller to the existing chilled water distribution system and the cooling tower loops shall be undone. Undersized piping connections between the existing chiller condenser side and the cooling tower shall be removed. All electrical connections from the chiller to the existing power distribution and chiller control systems to the chiller shall be undone. All piping and conduit connections shall be cut back to a point necessary to facilitate removal of the existing chiller. Existing chiller #1 shall be removed from Building 49: Once decoupled from all required systems the chiller unit shall be moved out of the building through the demolished portion of the existing exterior wall. Existing chiller #1 shall be disposed of: The chiller unit shall be taken off-site and disposed of in accordance with all applicable Federal, State and Local regulations. Copies of all records of salvage and refrigerant disposal shall be turned over to the VAMC. Installation: Contractor shall furnish a new chiller unit with the following mandatory attributes: It shall fully comply with Section 23 64 00 of the Project Specifications. It shall fit within the space left vacant by the removal of the existing chiller. This requirement shall include observance of all required maintenance and operating clearances. The new chiller unit shall meet the requirements set forth within the New Water-Cooled Chiller Schedule and Specification Section 23 64 00. Its condenser/cooling tower loop plumbing shall be upgraded as indicated within the Project Drawings. The energy usage and efficiency characteristics of the proposed replacement chiller shall be subject to the approval of the facility Energy Manager prior to purchasing of any equipment. This approval shall be provided as part of the submittal review. It shall be compatible with the existing plant control system. Its operation shall be fully automated through integration into the existing controls with no loss of features or functionality. The contractor shall be responsible for the following; Field verification of existing plant control components as well as the current system sequence of operations to the extent necessary to complete the items below. Coordination of the new chiller unit s control needs as they relate to the existing system configuration and capability. Resolution of any differences uncovered in the previous items as well as determination of all corrective equipment and programming modifications required. Furnishing and installation of all new components deemed necessary in the previous items. Furnishing all programming and reprogramming deemed necessary in the previous items. Optimization of the new chiller s function through the aforementioned controls activities to the degree necessary to satisfy the VAMC Energy Manager. It shall be capable of functioning off of the existing electrical service with as little modification as possible. If the chiller unit chosen for use by the contractor requires the modification of existing electrical components or features, the cost of those modifications shall be considered in the contractor s scope of work. The existing electrical service parameters are as follows; The voltage/phase/frequency is 480/3/60, respectively. The chiller is currently fed through an existing 600 volt / 800 amp rated disconnect panel. Relocation of the existing disconnect panel to address any planform shape differences or final clearance issues with the new chiller shall be considered in the contractor s scope of work. It shall be fully integrated into the coverage provided by the existing refrigerant sensing and evacuation system. Should the refrigerant type of the chiller provided for use differ from the current capability of the system, the contractor shall determine all necessary system modifications and consider those modifications as part of their scope of work. The contractor shall install a new overhead (roll-up) door system and relocate the existing man-door in the modified exterior wall as indicated in the Project Drawings. This shall also include all infilling and refinishing of the exterior wall as needed to return it to its pre-construction condition. The contractor shall mount the new chiller unit in strict accordance with the manufacturer s recommendations. Should the concrete housekeeping pad which supports the existing chiller be determined to inadequately fit the planform shape or supports of the new chiller, the contractor shall extend the concrete pad appropriately in all deficient directions per the Project Drawings. The contractor shall comply with Section 13 05 41 of the Project Specifications when mounting and anchoring the new chiller. The contractor shall re-establish all piping connections to and from both the chiller evaporator and condenser sides, the chilled water primary/secondary distribution system and cooling tower loops. All pipe and fittings used to reconnect the chiller shall be of new stock. Refer to Section 23 21 13 of the Project Specifications for more information and requirements. All reconnected piping and fittings shall have insulation and coverings replaced on them. The type and thickness of insulation shall be equivalent to the pre-demolition condition. All re-applied insulation shall be new stock. Refer to Section 23 07 11 of the Project Specifications for more information and requirements. The contractor shall re-establish all electrical service and control wiring connections from the existing power distribution and control circuits to the chiller unit including all conduit and fittings. All materials used in the electrical and control reconnections shall be of new stock. The contractor shall fully integrate the new chiller system into the coverage provided by the existing refrigerant sensing and evacuation system. Should the refrigerant type of the chiller provided for use differ from the current sensing capability of the system, the contractor shall determine all necessary system modifications and consider those modifications as part of their scope of work. Testing, Start-Up, Training and Commissioning: Contractor shall complete all factory-recommended system testing before any unit start-up activities begin. All testing shall be in accordance with Section 23 05 93 of the Project Specifications. Contractor shall prove system function with a full unit start-up before the work shall be considered complete. The commissioning agent shall adjust and optimize the system efficiency in accordance with Section 23 08 00 of the Project Specifications. Contractor shall arrange for factory-trained and certified personnel to be available on-site for at least 8 hours to conduct training of VAMC staff on system operation and maintenance before the work shall be considered complete. Contractor shall complete all system commissioning activities required by Section 23 08 00 of the Project Specifications (including all reporting) before the work shall be considered complete. Performance Objectives Completion of Work: The new chiller system shall be considered a turnkey solution to the Government s need. The contractor shall be responsible for providing all personnel, expertise, labor, supervision, materials, equipment and logistics necessary for the completion of all work indicated or implied by this Statement of Objectives and the attached project documents to produce the intended, fully functional system within the Period of Performance indicated. Adherence to Adopted Standards: The contractor shall perform the required work in complete accordance with all applicable industry standards, regulations and best management practices. Mandatory Tasks and Deliverables Quality Assurance Surveillance Plan: Contractor shall establish a complete Quality Control Program (QCP) to ensure that the requirements of the contract are satisfied. The QCP shall identify issues in the quality of services before the level of performance is unacceptable and should be contained within a formal written Quality Assurance Surveillance Plan, which must be submitted with the vendor s final proposal. The program and document shall be subject to the approval of the Contracting Officer (CO) and the Contracting Officer s Representative (COR). The plan shall be written in accordance with the requirements of Section 01 45 00 of the Project Specifications. Contractor Safety Plan: The contractor shall be responsible for generating a written safety plan to establish safety standards for themselves and their subcontractors while on campus. The safety plan shall be written in accordance with the requirements of Section 01 35 26 of the Project Specifications. Contractor Project Schedule: The contractor shall be responsible for generating a project schedule which utilizes critical path methodology and covers the entire duration of the work involved. The schedule shall be submitted to the CO & COR for review no later than 10 working days after bid acceptance. The schedule shall be considered a living document and shall be updated and resubmitted (by the contractor) in response to any schedule changes made throughout the life of the project. Subcontract Expenditures Report: Contractor shall prepare and deliver a Subcontract Expenditures Report that discloses actual subcontract expenditures by company name, business size standard, and other socioeconomic programs. See Federal Acquisition Regulation (FAR), Part 19. Close-out Documentation: Contractor shall submit Close-Out Documentation upon completion of work. At a minimum, Close-Out Documentation shall consist of standard operation and maintenance manuals, warranties, record (as-built) drawings for all systems impacted and all start-up/testing/commissioning reports. Performance Constraints The contractor shall limit all work to normal operating hours of 7 am to 4:30 pm, Monday through Friday (excluding recognized Holidays). Any work proposed outside these hours shall require the prior, written authorization of the VAMC Engineering Service. All work performed by the contractor shall be in strict accordance with the approved infection control (ICRA) permit provided for this project. The contractor shall notify the Contracting Officer s Representative (COR) of any needed utility interruption at least 21 days in advance. The contractor shall take all necessary steps to ensure that normal campus operations are not interrupted while the construction is underway. If an unavoidable interruption is encountered during the course of construction the contractor shall be required to inform the COR at least 21 days in advance of need and receive approval for said interruption from the COR. Roads and parking areas shall be kept operational except for short durations and then only one lane closure is acceptable. Any loading and unloading of equipment or materials shall be approved by and coordinated through the COR. All crane lifts shall be preceded by a lift plan containing all pertinent information and operator credentials and shall be subject to the review and approval of the VAMC safety department. Any damage by the contractor to Government property during the course of the work is the responsibility of the Contractor to repair at no additional cost to the Government. END OF SCOPE OF WORK DISCLAIMER This Sources Sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought.
