Chiller Tube Cleaning

Chiller Tube Cleaning Services Service-Disabled Veteran-Owned Small Business (SDVOSB) / Veteran-Owned Small Business (VOSB) THIS IS A SOURCES SOUGHT NOTICE AND REQUEST FOR INFORMATION (RFI) ONLY. THIS IS NOT A REQUEST FOR QUOTATION, INVITATION FOR BID, OR SOLICITATION. The Department of Veterans Affairs, WJB Dorn VA Medical Center, Columbia, South Carolina, is conducting market research to identify eligible and capable Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs) that can provide chiller tube cleaning services. The Government is seeking responses from businesses capable of performing the requirement described below. Information received may be used to determine the appropriate acquisition strategy, including a potential SDVOSB or VOSB set-aside. 1. GENERAL INFORMATION Facility: WJB Dorn VA Medical Center Address: 6439 Garners Ferry Road, Columbia, SC 29209 Primary NAICS Code: 561210 Facilities Support Services Product/Service Code (PSC): J041 Maintenance, Repair, and Rebuilding of Refrigeration and Air Conditioning Equipment Estimated Contract Value: Approximately $38,000 Anticipated Period of Performance: One-time service to be completed within two months after contract award Place of Performance: WJB Dorn VA Medical Center, Columbia, South Carolina Contract Type: Anticipated firm-fixed-price service contract Set-Aside Consideration: SDVOSB/VOSB set-aside, subject to market research and acquisition approval The Government will not reimburse respondents for any costs associated with submitting information in response to this notice. 2. DESCRIPTION OF REQUIREMENT The contractor shall furnish all labor, supervision, transportation, travel, equipment, tools, supplies, materials, and incidentals necessary to perform one-time cleaning and inspection services for the following chillers located in the WJB Dorn VA Medical Center Chiller Plant: Trane Chiller No. 1 Model: CVHF770 Serial Number: L03M08208 Trane Chiller No. 2 Model: CVHF770 Serial Number: L08L05174 Work is anticipated to be performed Monday through Friday, between 8:00 a.m. and 4:00 p.m., excluding weekends and federally observed holidays. No overtime is currently authorized. 3. ANTICIPATED TECHNICAL REQUIREMENTS The contractor shall be capable of performing the following services: Coordinate scheduling with the Government s designated Contracting Officer Representative (COR) or Alternate COR (ACOR). Perform required lockout/tagout procedures. Drain the evaporators and condensers as necessary. Remove the heads from both ends of each condenser and remove necessary piping. Remove one head from each evaporator. Clean condenser and evaporator tubes in accordance with applicable industry standards and manufacturer recommendations. Perform Eddy Current testing of the tubes and provide a written test report. Replace brushes in the condenser automatic tube brush system. Replacement brushes must be compatible with the ATB systems manufactured by Water Technology of Pensacola, Inc. Replace basket clips on each condenser basket. Replace up to 25 baskets per chiller, for a total of up to 50 baskets. Reinstall condenser and evaporator heads and associated piping. Check and verify chiller operation after completion of work. Provide a service report to the COR no later than ten business days after completion of the work. The contractor shall clearly barricade or block off the work area during performance to prevent unauthorized personnel from entering or interfering with the work. 4. DELIVERABLES The contractor shall provide a written service report identifying, at a minimum: Date the work was performed; Chiller number; Work performed on each chiller; Results of the Eddy Current testing; Any areas of concern or recommended corrective actions; Name of each technician who performed the work; and Confirmation that operational checks were completed. 5. PERSONNEL AND SAFETY REQUIREMENTS The contractor shall provide qualified personnel with demonstrated commercial water-cooled chiller experience. At a minimum, the contractor shall be capable of providing: Qualified HVAC/chiller technicians experienced with Trane centrifugal chillers; Personnel with experience performing condenser and evaporator tube cleaning; Personnel experienced with Eddy Current testing of chiller tubes; Personnel trained in applicable lockout/tagout procedures; Personnel with OSHA 10-hour training; Appropriate personal protective equipment and safety equipment; and Tools and equipment necessary to complete the work. The contractor shall: Secure all tools and equipment at all times; Remove tools and equipment from open areas or store them in a secured location during breaks, lunch, and at the end of each workday; Remove all debris from the facility at the end of each workday; Check in and out with the Engineering Control Center in Building 100 before starting and after completing work each day; and Comply with the Medical Center s safety, infection control, access, and security requirements. The WJB Dorn VA Medical Center is a smoke-free campus. 6. INFORMATION REQUESTED Interested firms are requested to submit a capability statement addressing the following items. Responses should be concise and should not exceed 10 pages, excluding cover pages and supporting documentation. A. Company Information Provide: Legal business name and physical address; Point of contact, telephone number, and email address; SAM.gov Unique Entity ID (UEI); CAGE code; Current SAM.gov registration status; Business size under NAICS 561210; Identification of any applicable socioeconomic designations; and Identification as an SDVOSB or VOSB. SDVOSB and VOSB firms should identify whether they are currently certified through the Small Business Administration s Veteran Small Business Certification program (SBA VetCert). Respondents should provide their applicable certification status and, if available, certification expiration date or verification information. B. Technical Capability Describe the firm s capability to perform the complete requirement, including: Experience cleaning commercial water-cooled chillers; Experience with Trane CVHF-series or comparable centrifugal chillers; Experience removing and reinstalling chiller heads and associated piping; Experience cleaning condenser and evaporator tubes; Experience performing or coordinating Eddy Current tube testing; Experience with automatic tube brush systems; Ability to provide compatible ATB replacement brushes manufactured by Water Technology of Pensacola, Inc.; Ability to replace condenser baskets and basket clips; Availability of qualified technicians within the required performance period; Safety and lockout/tagout procedures; and Ability to complete the work within two months after award. Respondents should identify whether all work will be performed by their own employees or whether subcontractors will be used. Identify the anticipated subcontracted work, if applicable. C. Relevant Past Performance Submit information for at least three similar projects completed within the past five years, if available. Projects should involve commercial water-cooled chiller tube cleaning, Eddy Current testing, chiller maintenance, or comparable work. For each project, provide: Customer name; Contract or purchase order number, if releasable; Brief description of work performed; Chiller manufacturer and model, if available; Contract or project value; Period of performance; Place of performance; Customer point of contact, telephone number, and email address; and Statement regarding successful completion and customer acceptance. D. Contracting Capacity Provide information regarding the firm s ability to accept and perform a firm-fixed-price contract, including: Availability to begin work after award; Estimated time required to complete the work; Ability to provide all required labor, materials, equipment, testing, and reporting; Ability to work during normal business hours without overtime; and Any anticipated performance limitations or scheduling constraints. E. Rough Order of Magnitude Respondents may provide a rough order-of-magnitude estimate for completing the entire requirement. Any estimate provided will be used for market research only and will not constitute a quotation or offer. The estimate should identify whether it includes: Labor; Travel; Equipment; Materials; Replacement brushes; Basket clips; Replacement baskets; Eddy Current testing; Reports; and Any other direct or indirect costs. 7. SITE VISIT A site visit may be offered before issuance of any solicitation. Attendance is not anticipated to be mandatory; however, attendance is highly recommended for firms that intend to submit a future quotation or proposal. The date, time, access procedures, and meeting location for any site visit will be provided in a future solicitation or amendment. Questions will not be answered during the site visit. All questions must be submitted in writing to the Contracting Officer identified in the future solicitation. 8. RESPONSE SUBMISSION INSTRUCTIONS Responses shall be submitted electronically to: Contracting Officer: Joseph E. Horn Email Address: [email protected] Response Due Date and Time: 12-19-2026, 12:00 PM EST Subject Line: Sources Sought Chiller Tube Cleaning WJB Dorn VAMC Responses should be submitted in PDF format and should include the respondent s legal business name in the file name. 9. IMPORTANT NOTICE This notice is for market research and planning purposes only. It does not constitute a solicitation, request for quotation, request for proposal, or promise to issue a solicitation. The Government is not obligated to award a contract based on responses received. The Government will not pay for information submitted in response to this notice. Respondents will not be notified individually of the results of the market research. If a solicitation is issued, it will contain the official performance requirements, applicable contract clauses, submission instructions, and evaluation criteria. The Government reserves the right to revise the requirement, issue a solicitation, use another acquisition strategy, or take no further procurement action. 10. RECORDS AND INFORMATION HANDLING Any resulting contract may include applicable Federal records management, information security, Privacy Act, Freedom of Information Act, and Government data ownership requirements. Contractors may be required to comply with applicable provisions of: 44 U.S.C. Chapters 21, 29, 31, and 33; The Freedom of Information Act, 5 U.S.C. § 552; The Privacy Act of 1974, 5 U.S.C. § 552a; 36 CFR Parts 1222 and 1228; and Applicable Department of Veterans Affairs records management policies. Respondents should not submit classified information, personally identifiable information, protected health information, or proprietary information unless specifically requested. Any proprietary information should be clearly marked