J045--PREVENTIVE MAINTENANCE & CLEANING- 41 DX HVAC
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA) is soliciting quotes for preventive maintenance (PM), cleaning, inspection, and regulatory-compliance services for forty-one (41) direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson (LAJ) VA Medical Center in Clarksburg, West Virginia. This opportunity is a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside, with an estimated value of $12.5 Million. Quotes are due June 22, 2026, at 8:00 AM ET.
Scope of Work
The contractor will provide PM, cleaning, inspection, and regulatory-compliance services for 41 DX HVAC and refrigeration units, ranging from 1.5-ton ductless mini-splits to a 273-ton York YVAA air-cooled chiller, across 14 locations. Services must strictly adhere to manufacturer Instructions for Use (IFU), applicable codes and standards (NFPA, ASHRAE, EPA, OSHA), VHA Directives, VA Technical Information Library (TIL) publications, and The Joint Commission (TJC) Environment of Care requirements.
Key tasks include air-side maintenance, refrigeration circuit checks, electrical and controls maintenance, and mechanical component servicing. Mandatory compliance with NFPA 70B-2023 Electrical Maintenance Program (EMP), including Infrared (IR) thermography, and EPA AIM Act refrigerant handling regulations (R-22, R-407C, R-404A) is required. Deliverables include PM Service Reports, Quarterly Summary Reports, refrigerant tracking logs, and potentially an Annual Chiller Performance Report.
Contract & Timeline
- Contract Type: Firm-Fixed-Price (FFP) for PM Services, Time & Materials Not-to-Exceed (T&M NTE) for Emergency/Diagnostic Services, and Cost for Parts & Materials.
- Period of Performance: Base Year (July 1, 2026 - June 30, 2027) plus three Option Years.
- Estimated Value: $12.5 Million.
- Set-Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB). If no fair and reasonable SDVOSB quotes are received, it may be amended for Small Businesses.
- Questions (RFIs) Due: June 11, 2026, at 8:00 AM ET.
- Quotes Due: June 22, 2026, at 8:00 AM ET.
- Published Date: June 8, 2026.
Evaluation Factors
Proposals will be evaluated based on Technical Qualifications, Past Performance, and Price, with Technical and Past Performance combined being equal to Price.
- Technical Qualifications: Minimum three years of experience, EPA 608 Universal certification, NETA or equivalent certification, and OSHA/NFPA 70E electrical safety training.
- Past Performance: At least two, but no more than three, similar projects completed in the past three years.
Submission Details
- All quotes must be submitted via email to Keysha.Gorman74@va.gov.
- Contact: Keysha Gorman, Contract Officer, Keysha.Gorman74@va.gov, 410-637-1513.
Additional Notes
This solicitation incorporates FAR Part 12 and FAR Subpart 12.201-1. Key personnel requirements include a Contract Manager/Lead Technician, York Chiller Specialist, and Precision Cooling Specialist. Contractor personnel will require VA badging and may be subject to background investigations. Bidders must account for the U.S. Department of Labor Wage Determination (No. 2015-4353, Revision No. 30) for West Virginia, which outlines minimum wage rates and fringe benefits under the Service Contract Act.