F103--HVAC Cooling Towers Testing and Maintenance

Amendment / Modification

This amendment provides responses to vendor questions regarding the solicitation.

• System Volume & Dimensions: Specific system volumes for cooling towers (CTs) vary by make and model, detailed in the Performance Work Statement (PWS), Scope of Work (SOW), or inventory. For PAD (VA Palo Alto), Building 100, the cooling tower sump dimensions are 25 ft x 44 ft with a 6 ft depth.
• Cooling Tonnage: Annual average continuous cooling tonnage varies by location; refer to PWS/SOW.
• Existing Equipment Ownership: VA owns existing water treatment controllers, chemical base tanks, and chemical pumps. Bids should exclude the cost of these items.
• Chemical Delivery: The contractor is responsible for determining chemical base tank size, chemical delivery, and transfer to base tanks.
• Closed-Loop Volumes & Biocide Treatment: VA cannot provide current closed-loop volumes; contractors may need to estimate. Chemicals can be added incrementally.
• Closed-Loop Makeup Water Volume: No specific number is available due to fluctuations; treatment demand will vary.
• Water Quality: Cooling towers and closed loops are maintained per VA HVAC standards. Detailed information is unavailable, but a sample report may be provided post-award.
• Sample Collection: The contractor (awardee) is responsible for collecting, analyzing, and reporting sample data. VA representatives will not collect samples.
• Service Substitution: Monthly service with smart controllers and remote monitoring is not an acceptable substitute for weekly in-person testing.
• Chemical Delivery Method: Contractor preferred to receive and store chemical deliveries at their site; VA is not responsible for missing/stolen deliveries.
• Inventory Details: Make and model information is available in the PWS/SOW detailed inventory.
• Testing & Maintenance: Refer to PWS/SOW for detailed maintenance checklists (monthly, quarterly, annual) and required tests for cooling towers and closed loops.
• Onsite Representative: An onsite representative is required for weekly testing.
• Sample Collection Quantity: Refer to PWS/SOW for the number of loops, cooling towers, and total samples. Samples are from various buildings/locations.

No changes to proposal deadlines or submission requirements are indicated, but bidders should incorporate the clarified information into their proposals.

Amendment / Modification

This amendment extends the deadline for the receipt of offers and incorporates a new FAR clause.

• Solicitation Due Date Extended: The hour and date for the receipt of offers has been extended to May 27, 2026, at 15:00 PDT.

• New FAR Clause Incorporated: FAR Clause 52.222-90, "Addressing DEI Discrimination by Federal Contractors (APR 2026)" has been added to the solicitation.

• Answers to Questions: Responses to questions pertaining to the solicitation will be posted later this week.

• The deadline for offer submission has been changed.

• FAR Clause 52.222-90 has been added.

• The deadline for submitting offers is now May 27, 2026, at 15:00 PDT.

• Bidders must review and comply with the newly incorporated FAR Clause 52.222-90 regarding DEI discrimination.

Amendment / Modification

This document is an amended VHA Directive 1061(4), "Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems." The "AMENDED" stamp indicates it has been updated.

Key changes include:

• October 21, 2024 Amendment:
  • Clarified biocide assessment requirements for incoming water (Appendix A, paragraph 2.c.(1)).
  • Clarified biocide residual monitoring requirements (Appendix A, paragraph 2.c.(4)).
• March 4, 2024 Amendment: Clarified responsibilities of the VA medical facility Water Safety Committee Chair (paragraphs 5.m.(4), 5.m.(5), and 5.m.(6)) to align with Appendix C.
• September 26, 2022 Amendment:
  • Updated links in paragraphs 2.f. and 5.j.(10).
  • Removed outdated and redundant links in paragraphs 5.d.(3) and 5.h.(3)(a).
  • Clarified paragraph 2.a. of Appendix A.
  • Corrected the chlorine concentration unit in paragraph 4.a.(2) of Appendix A.
  • Corrected paragraph numbering in Appendix D.
  • Updated a link in paragraph 3.b.(5) of Appendix D.
  • Corrected and clarified information about bacteria testing in paragraph 4.b. of Appendix D.
  • Corrected a paragraph reference in paragraph 1 of Appendix E.
• February 16, 2021 Revision (Original Directive):
  • Expanded and clarified the scope and applicability of the document.
  • Added provisions on non-potable water.
  • Updated provisions on environmental Legionella testing and actions for potable water systems.
  • Updated definitions for Legionella disease surveillance.

Various sections of the directive and its appendices (A, C, D, E) have been affected by these amendments, primarily concerning biocide assessment, monitoring, responsibilities, and links to external resources.

This document is a directive and does not require a submission from bidders. It outlines policy and procedures for VA facilities regarding Legionella and scald injury prevention.

Form / Attachment / Pricing Sheet

This document is a Register of Wage Determinations under the Service Contract Act, specifically Wage Determination No. 2015-5637, Revision No. 31. It lists the minimum wage rates and fringe benefits required for various occupations in the specified geographic area (California Counties of San Francisco and San Mateo) for contracts subject to the Service Contract Act.

• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupation codes, and their required minimum hourly wage rates.
• Geographic Area: Specifies the area covered by this wage determination: California Counties of San Francisco and San Mateo.
• Fringe Benefits: Details required fringe benefits, including Health & Welfare ($5.55 per hour), Vacation (2-4 weeks based on service), and Holidays (11 paid holidays per year).
• Special Notes: Includes specific notes for certain occupations, such as the 'Janitor' occupation requiring reference to another wage determination for San Francisco County, and exclusions for certain 'Computer Employees' who may be exempt.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining their applicability and requirements for federal contractors.
• Conformance Process: Outlines the process for contractors to request authorization for additional classifications and wage rates not listed in the determination.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a contract in the specified geographic area. It directly impacts the pricing of proposals by establishing mandatory wage and benefit rates for covered employees. Bidders must ensure their proposed labor rates meet or exceed these minimums to be compliant.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-5641, Revision No. 29) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations performing work under the Service Contract Act in Santa Clara County, California.

• Lists numerous occupational codes and titles, along with their corresponding minimum hourly wage rates.
• Specifies required fringe benefits for all listed occupations, including Health & Welfare benefits ($5.55 per hour or $222.00 per week).
• Details specific Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (minimum wage) requirements and their applicability.
• Outlines provisions for paid sick leave, vacation, and holidays.
• Includes information on hazardous pay differentials (8% for high hazard, 4% for low hazard).
• Describes the process for requesting additional classifications and wage rates (Conformance Process) if an occupation is not listed.

This document is crucial for bidders to understand the labor costs associated with performing services under a contract subject to the Service Contract Act in Santa Clara County. It dictates the minimum wages and benefits that must be paid to employees, directly impacting proposal pricing and overall cost of contract performance. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD) issued under the Service Contract Act (SCA) by the U.S. Department of Labor. It establishes the minimum wage rates and fringe benefits required for various occupations performing contract work in Alameda and Contra Costa Counties, California.

• Lists numerous occupations categorized by general field (e.g., Administrative Support, Automotive Service, Health Occupations, Information Technology, etc.).
• For each occupation, it specifies a minimum hourly wage rate.
• It also indicates that "Fringe Benefits Required Follow the Occupational Listing," implying specific benefits apply to these rates.
• Includes notes on Executive Orders (EO) 13706 and 13658 regarding paid sick leave and minimum wage rates, respectively.
• Details standard benefits such as vacation and holidays.
• Outlines the process for requesting additional classifications and wage rates (conformance process) if an occupation is not listed.

This document is crucial for bidders to understand the labor costs associated with performing services under a government contract in the specified geographic area. Bidders must ensure their proposed wages and benefits meet or exceed these minimums to comply with the SCA. Failure to adhere to these wage determinations can lead to contract violations and penalties.

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "PREVENTION OF HEALTHCARE-ASSOCIATED LEGIONELLA DISEASE AND SCALD INJURY FROM POTABLE WATER DISTRIBUTION SYSTEMS." It establishes guidelines for preventing Legionella disease and scald injury within the VA Palo Alto Health Care System (VAPAHCS) buildings. The SOP details procedures for monitoring water quality and temperature, implementing engineering controls, and responding to positive test results for Legionella.

While this document is an internal operating procedure and not a solicitation, it outlines critical operational requirements and standards related to water systems within VAPAHCS facilities. Bidders responding to opportunities involving facility maintenance, plumbing, water systems, or healthcare services at VAPAHCS may need to understand these standards to ensure their proposed solutions or services align with the facility's health and safety protocols. Specifically, it details requirements for water temperature, biocide levels, monitoring, testing, and remediation procedures, which could impact the scope of work or technical requirements for related contracts.

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "HEATING, VENTILATION, AND AIR CONDITIONING WATER TREATMENT" (SOP 138-21-31), effective December 9, 2021, with a recertification date of December 31, 2026. It establishes guidelines for the water treatment of cooling towers within the VA Palo Alto Health Care System (VAPAHCS) to prevent bacteria growth in HVAC systems. The SOP outlines procedures for weekly testing of open or closed-loop HVAC cooling towers, including measurements of pH, Total Dissolved Solids (TDS), and Organophosphonate levels. It also details procedures for adjusting chemical composition based on test results and for monitoring bacteria levels. Monthly inspections and testing of chilled water, heating hot water, and condenser water closed-loops are also required.

The document assigns responsibilities to the Maintenance and Repair Supervisor for oversight and compliance, and to the Air Conditioning Shop Supervisor for the cooling tower and closed loop maintenance program. It includes definitions for open and closed cooling towers, and closed-loop systems. References to ASHRAE and NFPA guidelines are provided. The SOP also notes that a previous memorandum (HCSM No. 138-18-31) concerning HVAC water treatment policy has been rescinded and its information moved to this standard operating procedure.

This SOP is relevant to potential bidders as it defines the operational standards and procedures for HVAC water treatment at the VA Palo Alto Health Care System. It specifies the required testing, monitoring, and maintenance activities, as well as the responsibilities for ensuring compliance. Understanding these procedures is crucial for any contractor performing services related to HVAC maintenance, water treatment, or facility operations at this location, as it outlines the expected performance standards and regulatory compliance requirements.

Form / Attachment / Pricing Sheet

This document, "Engineering Standard ES-2019-001 COOLING TOWER WATER SYSTEMS," establishes mandatory technical design and operational standards for the management of Cooling Water Systems at Veterans Health Administration (VHA) owned or operated facilities, or leased facilities on VHA property providing services to VHA. It aims to ensure optimal performance and resilience of these critical systems.

• Scope: Covers all VHA owned, operated, or leased facilities.
• Background: Highlights the risk of Legionella and other pathogen growth in cooling towers and the importance of prevention and mitigation.
• Definitions: Provides clear definitions for terms related to cooling tower systems, water treatment, and biological contaminants.
• Cooling Tower Policy: Mandates the establishment of facility-specific Cooling Tower Policies and written utility system management plans.
• Water Treatment: Details requirements for biocide concentration levels, monitoring, and the use of approved treatment systems.
• Water Testing: Outlines mandatory water testing protocols and frequencies.
• Design, Construction, and Operation: Includes requirements for Infection Control Risk Assessments (ICRA), flushing, disinfection of new installations, and competency assessment of contractors.
• Appendices: Provides detailed guidance on Cooling Tower Management Plans (Appendix A), Maintenance and Operation Requirements (Appendix B), Environmental Sampling Protocol (Appendix C), and relevant Codes, Standards, and References (Appendix D).

This standard is crucial for any bidder involved in the design, construction, maintenance, operation, or water treatment of cooling tower systems for VHA facilities. It defines the mandatory requirements and performance expectations that must be met. Understanding these standards is essential for developing compliant proposals and executing contracts successfully.

Solicitation / RFP / RFQ

This solicitation is for HVAC Cooling Towers Testing and Maintenance services for the Veterans Affairs Palo Alto Health Care System (VAPAHCS), encompassing facilities in Palo Alto, Menlo Park, and Livermore. The contract includes a base period and four 1-year option periods.

• Weekly testing and chemical balancing for all cooling towers.

• Monthly testing and chemical balancing for heating hot water (HHW), processed chilled water (PCHW), and chilled water (CHW) loops.

• Monthly, quarterly, and annual preventative maintenance for cooling towers.

• Unscheduled/emergency maintenance and repair services for cooling towers and limited maintenance for closed loop water systems.

• Semi-annual cleaning of cooling towers.

• Compliance with VA, manufacturer, and industry standards for water treatment and maintenance.

• Provision of all necessary labor, parts, materials, tools, and transportation.

• Solicitation Number: 36C26126Q0576

• Estimated Value: $19 Million

• NAICS Code: 541380 (Testing Laboratories and Services)

• Period of Performance: Base Period (09/01/2026 - 08/31/2027) with four 1-year option periods.

• Contract Type: Firm-Fixed-Price.

• Offer Due Date: 05/19/2026, 15:00 PDT.

• Submission Method: Electronic via email to Timothy.smith9de3@va.gov.

• Evaluation Factors: Comparative evaluation based on Technical Submission, Past Performance, and Price.

• Key Deadlines: Questions due by 05/12/2026, 1:00 PM PST. Site visits scheduled for 05/06/2026 and 05/07/2026.

• This acquisition is unrestricted.

• Offerors must be registered in SAM and have a UEI number.

• Specific requirements for Contract Manager, alternate, and emergency contact information.

• Offerors must follow submission instructions in Addendum to FAR 52.212-1.

• Site visit attendance is encouraged and requires RSVP by 05/01/2026.

• VAAR Clause 852.219-75 (Limitations on Subcontracting) must be completed and signed.