J045--Heat Exchanger Bundle Replacement Upgrade

Amendment / Modification

This amendment (Amendment One) modifies the solicitation 36C26226Q0526. Key changes include:

• Site Visit Scheduled: A pre-proposal site visit is scheduled for April 1, 2026, at 10:00 AM MST at the Phoenix Veteran Affairs Healthcare System. Interested Offerors must register via email by March 31, 2026, at 10:00 AM MST.
• Site Visit Purpose: The visit will allow potential offerors to survey the current Armstrong unit and piping configuration within the A-B Wing for the integration of a new Spirax Sarco package.
• Questions Deadline: All questions are due by April 6, 2026, at 1:00 PM MST.
• Offers Due Date: All offers are due by April 13, 2026, at 1:00 PM MST.
• Submission Method: Offers shall be submitted via email to Felicia Simpson, Contract Specialist, at Felicia.Simpson@va.gov.
• Required Clause: Contractors must sign clause 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) on page 26.
• Documentation Requirement: All documentation under Section E and all amendments must be submitted. Failure to do so will result in the offer not being accepted or evaluated.

• The amendment impacts the site visit schedule, question deadlines, offer due dates, and submission instructions.

• It also highlights the requirement to sign a specific clause and submit all required documentation.

• The offer due date has been extended to April 13, 2026.

• Offerors are strongly encouraged to attend the site visit and must register by March 31, 2026.

Solicitation

This solicitation is for the replacement of an existing heat exchanger bundle at the Phoenix VA Medical Center. The current system is aging, inefficient, and leaking, necessitating the installation of a modern heat exchanger system to ensure reliable heating performance and improve energy efficiency.

• Scope of Work: Includes shutting down and draining the existing system, removing and disposing of the old heat exchanger and associated piping/insulation, supplying and installing a new Spirax Sarco Heat Exchanger (model AEH-6E-PT-DHW-PN) or equivalent, replacing piping and fittings within a 5-foot radius, insulating new piping, and performing system testing and commissioning.

• Equipment: A new plate and frame heat exchanger, skid with "The Brain - Parallel Single Temperature Heat Exchanger" package, or equivalent, meeting existing unit specifications.

• Installation: Includes new isolation valves, drain lines, and piping connections (steam, condensate, cold water, mixed water, recirculation, electrical, BAS communication wiring). Insulation of 1" thick fiberglass with ASJ jacket and PVC fittings is required.

• Testing & Commissioning: Startup assistance, leak testing, and operational verification.

• After-Hours Work: All work must be conducted during after-hours shutdowns to minimize disruption.

• Warranty: Manufacturer's warranty for new equipment is required.

• Training: Provide testing and training for VA Medical Center personnel.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base period from 04-20-2026 to 04-19-2027.

• Estimated Value: $19 Million (This appears to be an estimate for the overall acquisition, not necessarily this specific contract).

• Offer Submission: Offers must be submitted via email to Felicia.Simpson@va.gov by April 13, 2026, 1:00 PM MST. Submissions must be in PDF format.

• Key Deadlines:

  • Questions Due: April 6, 2026, 1:00 PM MST.
  • Offers Due: April 13, 2026, 1:00 PM MST.

• Evaluation Factors: Award will be made to the responsible offeror whose offer is most advantageous, considering price and non-price factors. Evaluation will include Technical Approach, Experience, and Required Documents. Lowest Price Technically Acceptable (LPTA) procedures will not be used.

• Required Documents: Verification of VA Form 10091 and W-9 submission to Austin, TX, FMS Vendor File Update Form, SAM registration verification, and signed VAAR 852.219-75 and -76 certifications (if applicable).

• Set-Aside: This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs). Offerors must be certified and listed in the SBA certification database.

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

• Size Standard: Not explicitly stated, but implied by NAICS code.

• The document includes standard FAR and VAAR clauses related to commercial items, security, labor standards, and payment procedures.

• Invoices are to be submitted monthly in arrears electronically via the Tungsten Network.

Form / Attachment / Pricing Sheet

This document, VA Form 10091, is the Vendor File Request Form used by the VA Financial Services Center (FSC) to gather essential payment data from vendors. It is used to establish or update vendor records for processing electronic payments in accordance with federal regulations.

• Request Type: Vendors must select either 'NEW VENDOR' or 'UPDATE EXISTING VENDOR'.
• VA Facility Information: For internal VA use, including station number, contact, and communication details.
• Payee/Vendor Information: Critical details for vendor identification and payment processing, including:
  • SAM.gov registration status and Unique Entity Identifier (UEI).
  • Taxpayer Identification Number (TIN) or Social Security Number (SSN).
  • Payee/Vendor Name and Doing Business As (DBA) name.
  • Contact information (email, phone).
  • Current and previous addresses.
  • Vendor type (Commercial, Federal Agency, Foreign, etc.).
  • Small Business status.
  • Medical provider NPI (if applicable).
• EFT/ACH Information: Bank details for electronic payments, including bank name, routing number, account number, and account type (Checking/Savings).
• Authorized Representative: Section for the vendor's designated representative to provide their name, title, and signature, certifying the accuracy of the information.

Vendors seeking to do business with the VA must complete and submit this form to ensure they can receive payments. It is crucial for new vendors to register and for existing vendors to update their information, especially banking details, to avoid payment delays. Information provided on this form must match SAM.gov records for new vendors. The form also outlines the process for 'Assignment of Claims' and specific requirements for 'LGY Vendors'.

Form / Attachment / Pricing Sheet

This document is a "Vendor Information" form used to collect essential details about a vendor. It is likely used for registration, onboarding, or updating vendor profiles within a government system, such as the VA database mentioned in section 18.

• Requestor and Service: Identifies who is requesting the information and the service it pertains to.
• Vendor Name and Address: Collects the legal and "doing business as" name, physical and mailing addresses.
• Tax Identification: Requires either a TIN or SSN.
• Contact Information: Gathers phone, fax, email, and point of contact details.
• Existing Contracts: Asks about current government contracts, including contract number, payment terms, and expiration dates.
• Business Type and Socioeconomic Group: Allows vendors to self-certify their business type (Small, Large, etc.) and socioeconomic status (e.g., Veteran-Owned, Woman-Owned, Hubzone).
• DUNS and BRADSTREET Number: Requires a DUNS number, with instructions for registration if not available.
• Central Contractor Registration (CCR): Inquires about CCR registration status and provides a link for registration.
• Mandatory Checks: Directs users to check the EPLS and Exclusions websites for final vendor verification.

Vendors responding to government opportunities must ensure their information is accurate and up-to-date in relevant government databases. This form highlights the critical data points the government collects and verifies, including business type, socioeconomic status, and registration in systems like CCR and DUNS. Completing this form accurately is essential for being considered a registered and eligible vendor for government contracts.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, "Request for Taxpayer Identification Number and Certification." It is used by entities and individuals to provide their correct Taxpayer Identification Number (TIN) to a requester who is required to file an information return with the IRS. This form is used to report payments made to the individual or entity.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), or Employer Identification Number (EIN).
• Part II: Certification: Requires the individual or entity to certify that the TIN provided is correct, that they are not subject to backup withholding, that they are a U.S. citizen or other U.S. person, and that FATCA code information is correct if applicable.
• Lines 1-7: Collects name, business name (if applicable), address, city, state, ZIP code, and optional account numbers.
• Line 3a: Asks for the federal tax classification of the entity/individual.
• Line 3b: For partnerships, trusts, or estates with foreign partners/owners/beneficiaries.
• Line 4: For claiming exemptions from backup withholding or FATCA reporting.

Bidders responding to a SAM.gov opportunity may be required to submit this form to the contracting agency (the "requester") to provide their TIN. This is a standard requirement for receiving payments and for the government to comply with IRS reporting regulations. Failure to provide a correct TIN can lead to backup withholding of payments.

Solicitation / RFP / RFQ

This solicitation is for the Heat Exchanger Bundle Replacement Upgrade at the Phoenix Veteran Affairs Healthcare System. The project is located at 650 East Indian School Road, Phoenix, AZ 85012.

• The primary task involves the replacement and upgrade of heat exchanger bundles.

• The specific contract type, period of performance, and estimated value are not detailed in this document.

• Response Date/Time/Zone: March 30, 2026, 10:00 AM Mountain Time, Denver, USA.

• Proposals or quotes are due by this date and time.

• Evaluation criteria are not specified in this document.

• This opportunity is set aside for SDVOSBC (Service-Disabled Veteran-Owned Small Business).

• Solicitation Number: 36C26226Q0526

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

• Product Service Code: J045

• Contracting Office ZIP Code: 85297

• Contact Information:

  • Contracting Officer: Felicia Simpson
  • Email: Felicia.Simpson@va.gov
  • Phone: (480) 466-7919

• Contracting Office Address: NCO 22, Department of Veterans Affairs, NCO 22 - Mesa Annex, 4135 S. Power Rd #103 RM 116, Mesa, AZ 85212.

• The document is archived 10 days after the response date.

Sources Sought / Market Research

This is a Sources Sought announcement for market research purposes only. The Department of Veterans Affairs (VA) Phoenix VA Health Care System is seeking information from potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSBs), Veteran Owned Small Businesses (VOSBs), 8(a), HubZone, and other small businesses capable of providing services for the replacement of an existing heat exchanger bundle. This announcement does not constitute a solicitation or request for proposals and does not obligate the government to award a contract.

The project involves replacing an existing Armstrong Tube and Shell heat exchanger bundle (Serial number 539028, Model WSX-67-2) and a Flo-rite Temp water heater (Model 665DW, Serial number 7470) with a new Spirax Sarco plate and frame heat exchanger (Package/Bundle model AEH-6E-PT-DHW-PN) or equivalent. The replacement includes any worn-out or damaged copper lines, piping, and fittings within a 5-foot radius of the old unit to ensure proper fit and operation. The objective is to ensure long-term reliability, improve energy efficiency, and maintain optimal heating performance.

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

• North American Industry Classification System (NAICS) Size Standard: $19.0 Million dollars

• Set-Aside: The VA is mandated to consider a total set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB). However, if SDVOSB responses are inadequate, an alternate set-aside or full and open competition may be considered.

• Sub-contracting: No sub-contracting opportunities are anticipated.

• Response Deadline: March 24, 2026, no later than 10:00 AM MST.

• Submission Method: Responses must be in writing via email to felicia.simpson@va.gov.

• Required Information: Company name, address, point of contact, phone, fax, email, DUNS number, Cage Code, Tax ID Number, type of small business, and a capability statement detailing qualifications and ability to perform the work.

• Note: The government is not obligated to pay for any costs associated with responding to this request.

• Primary Focus: Service-Disabled Veteran Owned Small Business (SDVOSB).

• Other Interested Businesses: Veteran Owned Small Business (VOSB), 8(a), HubZone, and other Small Businesses are encouraged to respond for market research purposes.

• Registrations: Offerors must be registered in SAM.gov. SDVOSBs/VOSBs must also be registered in the SBA-DSBS Registry.

• This is a Sources Sought announcement for market research only, not a solicitation.

• The Contracting Office ZIP Code is 85297.

• The Place of Performance is Phoenix Veteran Affairs Healthcare System, 650 East Indian School Road, Phoenix, AZ 85012.