INTRODUCTION
The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 8, San Juan, Puerto Rico is issuing this sources-sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support the requirement for Preventive Maintenance and Repair Services for the HVAC Water Chillers and Air Handling Units at the VA Caribbean Healthcare System (VACHS) . The Government anticipates issuing a single award firm fixed price requirements type contract with an ordering period of five (5) years, plus a potential six (6) month extension. The intent of this notice is to identify interested sources and their respective socio-economic group and to develop the Acquisition Strategy for this requirement.
Responses to this sources-sought notice/market research may be used to issue the requirement as set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), small businesses, or procured through full and open competition.
DISCLAIMER
This sources-sought is for informational purposes only. This is not a Request for Quote (RFQ). It does not constitute a solicitation and shall not be construed as a commitment by the government. Do not submit pricing quotes. Proprietary information must be clearly marked and will be safeguarded accordingly. Responses in any form are not quotes, and the government is under no obligation to award a contract as a result of this announcement. No funds are available to pay for the preparation of responses to this announcement.
Any information submitted by respondents to this technical description is strictly voluntary. Responses will not be returned to the responder. Not responding to this notice does not preclude participation in any future solicitation, if any is issued. If a solicitation is released, it will be synopsized through the Contracting Opportunities webpage at https://sam.gov/contracting. It is the responsibility of potential offerors to monitor the Contracting website for additional information pertaining to this requirement. Responses will be used to determine:
Availability of qualified sources and Small Business, including SDVOSB and VOSB capability.
Whether to compete this requirement and the set-aside determination.
Market practices and risk considerations for final acquisition strategy.
Respondents will not be notified of the results of the evaluation.
BACKGROUND
The contractor shall furnish all personnel, supervision, tools, equipment, materials, transportation, and supplies necessary to perform preventive maintenance, inspections, adjustments, testing, minor repairs, emergency call backs, and selected major overhauls to maintain OEM specified performance for covered HVAC water chillers and AHUs in a healthcare environment. Requirements include compliance with applicable ASHRAE, NFPA, OSHA, EPA Section 608, VA directives, and Joint Commission Environment of Care standards.
Services include, but are not limited to:
Preventive Maintenance (PM) and Repair services for centrifugal, screw, and scroll chillers and AHUs.
24/7 emergency support: 30 minute telephone acknowledgment; 2 hour on site response.
Major overhaul of centrifugal compressors.
Sheet metal/ductwork services (task order basis).
Spot cooler relocation, installation, and removal (Government furnished units) during AHUs downtime.
Filter supply (HEPA and V bank) (supply only).
Strict health, safety, environmental, security, PPE, Hot Work permit, and infection control compliance.
Place of performance: VA Caribbean Healthcare System in San Juan, PR
ELIGIBILITY
The applicable North American Industry Classification System (NAICS) code for this requirement is 238220, Plumbing, Heating, and Air Conditioning Contractors, with a Small Business Size Standard of $19,000,000. The Product Service Code is J041, Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment.
Responses to this notice shall include the company/individual name, a service capability statement, examples of similar performances for which you have provided services, System for Award Management (SAM) Unique Entity ID (UEI), address, and point of contact. Contractors shall provide their size status for the above referenced NAICS code. (i.e., small, large). Standard company brochures will not be considered a sufficient response to this Source Sought.
CAPABILITY QUESTIONNAIRE
Company Information:
Company name, UEI, address, and point of contact (name, title, phone, and email).
Business size and socio economic status under NAICS 238220 (e.g., SDVOSB, VOSB, small business, etc.)
System for Award Management (SAM) registration status.
Technical Capability:
Describe your company s capability and experience performing comprehensive PM and repair services for centrifugal, screw, and scroll chillers, and AHUs in a hospital/healthcare environment.
Confirm your ability to meet all tasks in the PWS, including:
PM and repair, diagnostics, oil analysis, instrument calibration, purge system work, pump maintenance, filtration, coil cleaning (including pressure limits), fan, pulley, belt service, controls, structural components, and reporting.
Confirm your ability to provide 24/7 emergency call back support with 30 minute acknowledgment and 2 hour on site response. Describe staffing, dispatch process, and coverage (in house vs. subcontractor).
Contractor s Qualifications:
Confirm that refrigeration technicians hold valid CTRAPR licenses (Colegio de Técnicos de Refrigeración y Aire Acondicionado de Puerto Rico) or licenses recognized for practice in PR. Indicate whether these personnel will be in-house or subcontracted.
Confirm that electricians hold valid CPEPR licenses (Colegio de Peritos Electricistas de Puerto Rico) or licenses recognized for practice in PR. Indicate whether these personnel will be in-house or subcontracted.
Confirm qualified sheet metal/duct mechanics with documented commercial and/or institutional training and SMACNA proficiency. Indicate whether these personnel will be in-house or subcontracted.
Confirm all applicable personnel have the OSHA 30 hour Construction Safety training.
Confirm the availability of a licensed Mechanical Engineer (PE) for oversight only when required (e.g., design changes, Standard 170 ventilation parameters, major modifications, shutdowns affecting compliance). Indicate whether PE is in house or subcontracted.
Provide examples demonstrating work in critical care areas, operating rooms, X-ray and MRI areas, pharmacy/sterile processing, or other infection control environments. Address experience with pressure relationships, air changes, filtration levels, and Joint Commission compliance.
Describe your capability to perform a major overhaul of centrifugal compressors, including specialized tools, OEM training, and test/verification procedures. Indicate if this will be performed with in-house personnel or subcontracted.
Confirm ability to perform ductwork/sheet metal services adhering to SMACNA. Indicate if this will be performed with in-house personnel or subcontracted.
Indicate ability to provide a trailer mounted chiller contingency support (rental, delivery, installation, operation, removal).
Confirm capability to supply HEPA and V bank filters in sizes and quantities listed in the PWS (supply only).
Provide an overview of your Quality Control Program to ensure your company complies with all the tasks in the PWS.
If you have an FSS contract, please provide the schedule and contract number.
SUBCONTRACTING QUESTIONNAIRE (ensure your response addresses this section):
Do you plan on subcontracting any task? If so, which company are you contemplating and what is its socio-economic group (i.e., SDVOSB, VOSB, small, large, etc.)?
Yes ___No ___ If yes, please identify which company(ies) are you considering and provide a narrative explaining the scope of the proposed subcontracting services.
Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes.
Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner?
Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company.
PAST PERFORMANCE:
Provide up to three (3) relevant contracts performed within the last five (5) years, including company and/or government agency, period of performance, contract value, scope and complexity, equipment types (centrifugal compressors, chiller plants, hospital AHUs).
COMMERCIAL PRACTICES AND COMPETITION
Identify any commercial standards or practices the Government should consider (e.g., PM frequency, cleanliness/approach temperature targets, filtration differential pressure triggers).
Identify PWS elements that may limit competition or drive high cost and suggest alternatives that still meet healthcare compliance.
Interested parties are requested to submit a capabilities statement, information requested, and answers to all questions indicated above. Responses shall not exceed 10 pages. The deadline for response to this request is no later than May 4, 2026, at 10:00 AM, Puerto Rico local time. All responses under this Sources Sought Notice must be e-mailed to baryan.sierrapierluissi@va.gov.
Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
The Government is not committed nor obligated to pay for the information provided, and no basis for claims against the Government shall arise as a result of a response to this Sources Sought.
