This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.
The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561210, Z2DA) with a size standard $47 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing B-1 LC RM SG109A Split Replacements at the West Haven VAMC per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement.
This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.
Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 10 am EST, June 8, 2026. All responses under this Sources Sought Notice must be emailed to sheena.carlyle@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.
SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.
VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.
Attachment 1
Sources Sought Worksheet
QUALIFICATION INFORMATION:
Company / Institute Name: _______________________________________________________
Address: ______________________________________________________________________
Phone Number: ________________________________________________________________
Point of Contact: _______________________________________________________________
E-mail Address: ________________________________________________________________
Unique Entity Identifier (UEI) #:Â ___________________________________________________
CAGE Code: __________________________________________________________________
Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________
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SOCIO-ECONOMIC STATUS:
VIP Verified SDVOSB: (Y / N)
VIP Verified VOSB: (Y / N)
8(a): (Y / N)
HUBZone: (Y / N)
Economically Disadvantaged Women-Owned Small Business: (Y / N)
Women-Owned Small Business: (Y / N)
Small Business: (Y / N)
NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.
CAPABILITY STATEMENT:
Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.
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Attachment 2
STATEMENT OF WORK
B-1, LC 7 RM SG109A SPLIT SYSTEMS REPLACEMENT
VA CONNECTICUT HEALTHCARE SYSTEM (VACHS)
VA MEDICAL CENTER WEST HAVEN
950 CAMPBELL AVENUE
WEST HAVEN, CT 06516
BACKGROUND
VA Connecticut Healthcare System has experienced failure of the two Sanyo split cooling systems that support rm SG109a.
JUSTIFICATION
The failure of the existing cooling system that supports electrical equipment within SG109a, part of B-1 s electrical system, and the facility s Load Center 7, has led to the facility to utilize temporary measures for cooling the specific area that are unsustainable and can be unreliable to reduce the temperature for the room. Due to age of existing units being discontinued by manufacturer, replacement of exterior and interior portions of the split shall take place.
PLACE OF PERFORMANCE
The place of performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue, West Haven
PERIOD OF PERFORMANCE
The Contract Time Period of Performance will be 30 days upon contract award and Notice to Proceed (NTP).
QUALIFICATIONS
To be considered eligible for consideration, potential bidders shall have a field service representative located within 100 miles of the West Haven Campus of the VA Connecticut Healthcare System. Service Provider acting as a Prime with subcontracted labor shall meet this requirement.
Bidders shall provide upon request, documentation of certification/training on the specific equipment under the terms of this contract.
Bidders shall be qualified to perform work on Heating, Ventilation and Air Conditioning systems and have completed prior HVAC work and/or inspection projects for VA Connecticut Healthcare System.
Service Provider shall have a minimum of three (3) years of related scope and work experience with commercial and HVAC component installation and repairs as well as all aspects of inspections, cleaning, calibration, and testing in compliance with and clear understanding of relevant codes and regulations.
Service Provider and/or assigned project staff members shall have industry standard certifications and qualifications to include but not limited to current OSHA 30 and OSHA 10 certification and equivalent qualifications associated with requirements herein.
Service Provider shall submit documentation of technical training and certifications for personnel performing all work under the terms of this contract for review and acceptance prior to the start of work on site.
Bidders shall be evaluated on past performance, technical capability, and financial capability to perform the requirements of this work.
Bidders shall perform a mandatory pre-bid walkthrough at 9:30 a.m. on June 5, 2026, at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary badge and complete a sign-in sheet.
SCOPE OF WORK
The Service Provider shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete work for the services described in this document.
The Service Provider shall submit a project schedule, work procedures, inspection procedures, testing procedures, all safety documentation, HVAC certifications, etc. for review and approval by VA Contracting Officer Representative and Safety Office before the start of work on site.
The Service Provider shall replace the existing SANYO KHS3672R Split Type Air Conditioner Indoor Unit models located within SG109A on the south wall and east wall. Replace the matching SANYO C3672R Split Type Air Conditioning Outdoor Unit models located on the roof. The interior and exterior units should be paired. The Service Provider shall replace the existing SANYO units, which were rated at 31400 BTU cooling capacity with 230/208V, single phased, 60 Hz and 15.9 SEER with equal or similar sized units, including zone quantity (1). Refer to Photos in Attachment A.
Description of Services:
The project will include but not be limited to the following:
Service Provider shall schedule and coordinate all work with VA COR, Utilities Supervisor, Electrical and HVAC Supervisors.
All LOTO request and procedures shall be in compliance with the VA Connecticut Healthcare System Medical Center Policy 138-075, provided upon award.
Coordinate all placement and removal of Lock Out Tag Out devices for any energy sources with the VA COR/Maintenance & Operations.
Coordinate Hot Work permit requests with VA Connecticut Healthcare System Safety Service.
Protect all equipment in place during replacement activities.
It is expected that existing piping (electrical and HVAC unit fluids) to and from existing equipment shall be inspected and determined to be of quality for reuse. If inspection deems piping unfit, the Service Provider shall replace it as needed at no extra cost. Minor modifications to support new equipment are expected.
It is not believed that the units are connected to an existing facility BMS. If the units are found to be connected to an existing BMS system, the Service Provider shall determine the feasibility with the COR/POC and HVAC Shop in connecting control within the existing system. If determined feasible, the Service Provider shall provide no more than 10 hours of service to the cause of connecting, testing, and coordinating functional control with the existing BMS.
Service Provider shall dispose of existing equipment and materials properly as guided by the law.
The Service Provider shall remove and reapply insulation as required. The Service Provider shall inspect the system and provide new insulation at locations identified as lacking or missing.
The Service Provider is expected to utilize existing roof supports. If the existing supports must be modified which affects the support and/or roofing, the Service Provider shall be responsible to provide the supports as necessary and to modify the roof as directed by the VA. Please know that the existing roof structure at the units is a Tremco product and shall only be modified/installed by a Tremco certified roofer.
The Service Provider shall complete fully functioning split type units within 30 calendar days of award or negotiated time based upon availability of resources.
Service Provider shall perform an inspection report of all work, repairs, corrections, and testing with photographs and other documentation necessary to confirm information within the report.
SUBMITTALS/DELIVERABLES
Service Provider shall furnish product cut-sheet information to the COR/HVAC shop for approval of use. The Service Provider shall provide installation and maintenance manuals for each installed device.
Service provider shall furnish all submittal item documentations (with final dispositions) and final documentation report with all tests, photos, corrections made within 14 business days after work is completed.
Service provider shall furnish all material certifications for any replacement parts used.
Service provider shall furnish a waste manifest as required.
Minimum warranty of one year on all parts, labor, workmanship, and equipment shall be furnished.
SPECIAL INSTRUCTIONS
Service Provider Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the Service Provider shall sign-in at Building 15 in West Haven and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR or assigned POC.
Per Directive 1805, smoking, vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.
No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.
Parking for Service provider and employees shall be in designated areas only. Service provider shall coordinate with VA COR.
The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.
Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hurly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.
Safety Codes / Certification / Licensing:
Environmental abatement work, if necessary, is to be performed by Service Provider under supervision and monitoring for the VA by a Certified Industrial Hygienist. If suspected ACM, reach out immediate to the VA Contracting Officer and Contracting Officer Representative.
The Service Provider shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the Service Provider shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports.
Travel:
Service Provider and/or subcontractors will travel from their place of business to the West Haven Medical Center of the VA Connecticut Healthcare System.
Attachment A
NARA Records Management Requirements
The following standard items relate to records generated in executing this contract:
Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
The Government Agency owns the rights to all data/records produced as part of this contract.
The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
