J041--Source Sought/RFI for: Martinsburg VA Medical Center Removal and Replacement of existing Variable Refrigerant Flow (VRF) HVAC system

Performance Work Statement (PWS)

To define the requirements for the removal and replacement of an existing Variable Refrigerant Flow (VRF) HVAC system in an occupied space at the Martinsburg VA Medical Center, specifically within the Internet Café and Pain Clinic (Bldg. 500-F).

• Complete turnkey replacement of the existing VRF HVAC system, including demolition and installation.

• Replacement of Heat Pump Units (HPU-1 through HPU-17) and Air Cooled Condensing Units (ACCU-1 and -2).

• Replacement of all interconnected refrigeration piping and components, including changeover boxes.

• Reintegration of the new VRF system with the existing Johnson Controls Metasys automation system, including local controls back to the DDC/BAS Architecture.

• Modification of supply air and plenum attachments to connect to new HPUs.

• Use of existing electrical circuits for all connections.

• Maintenance of the existing Dedicated Outside Air System (DOAS).

• Reconnection and programming of controls to maintain the current sequence of operations, alarms, and monitoring.

• Work must be performed with minimal disruption to VA operations and patient care.

• Compliance with VA Design Standards & Requirements, Federal Regulations (OSHA, EPA, NFPA, ASHRAE), and Local/State Building Codes.

• Adherence to VHA Directive 7716 (Safety and Health During Construction).

• Strict compliance with VA's Infection Control Risk Assessment (ICRA) matrix and signage requirements.

• Submission of a Job Hazard Analysis (JHA) and Site-Specific Safety Plan.

• The work must be completed within 120 calendar days from the issuance of the Notice to Proceed (NTP).

• Location: Bldg. 500-F, Internet Café / Pain Clinic, Martinsburg VA Medical Center, Martinsburg WV.

• Contractor must furnish all labor, supervision, equipment, materials, tools, transportation, permits, testing, commissioning, and documentation.

• Basis of Design is Mitsubishi, but a comparable JCI/York system is preferred.

• All contractor personnel require VA-issued badges and background checks (VA Directive 0710).

• Work areas must be secured when unattended; tools and materials must be stored securely or removed daily.

• Government-furnished utilities (electrical power, water) and limited access (laydown/storage, elevator use) are available and require coordination.

• Deliverables include a Project Work Plan, Safety Plan, Equipment Submittals, ICRA/ILSM Documentation, Phased Installation & Shutdown Plan, Commissioning Report, As-Builts & O&M Manuals, and a Training Session.

• Contracting Officer’s Representative (COR): Kwabena (Koby) Okrah

• Facility Engineer / Safety Officer: Diana Graham

Sources Sought Notice / Request for Information (RFI)

This notice is issued by the Department of Veterans Affairs (VA) for market research purposes to identify qualified contractors capable of performing the removal and replacement of the existing Variable Refrigerant Flow (VRF) HVAC system at the Martinsburg VA Medical Center. This RFI is for informational and planning purposes only and does not constitute a solicitation. No award will be made from this announcement.

The primary objective is the removal and replacement of the existing VRF HVAC system. A draft Performance Work Statement (PWS) is attached and provides details on the requirements.

• NAICS Code: 238220 – Plumbing, Heating, and Air-Conditioning Contractors

• Size Standard: $19.0M

• Set-Aside: To be determined based on market research (potential for SDVOSB/SDVOSB set-aside, small business set-aside, or full and open competition).

• Requested Information:

  1. Business name and Unique Entity ID (UEI)
  2. Business size and socioeconomic status
  3. Point of contact information
  4. Capability statement
  5. Available contract vehicles
  6. Summary of services your company can/cannot provide
  7. Licenses/Certifications
  8. Estimated cost range (for informational purposes only)
  9. Confirmation of capability and expertise, including self-performance plans and subcontracting compliance.

• Response Deadline: June 3rd, 2026, at 9:00 am EST.

• Submission Method: Email only to Trever.Turcotte@va.gov with the subject line "36C24526Q0551 HVAC VFR Replacement MWV".

• If responding as a small business, at least 51% of the work must be self-performed.

• The VA will use responses to determine the acquisition strategy, including potential set-asides.

• Participation is voluntary. Responses may influence the acquisition strategy.

• The VA assumes no responsibility for costs incurred in preparing responses.

• A draft PWS is attached to this notice.