This is a sources sought announcement only. It is neither a solicitation announcement nor a request for
proposals or quotes and does not obligate the Government to award a contract. Responses in this
sources sought notice must be in writing. The purpose of this sources sought announcement is for
market research to make appropriate acquisition decisions and to gain knowledge of potential
businesses interested and capable of providing the services described below.
STATEMENT OF WORK
Department of Veterans Affairs
TVHS, Alvin C York Campus
Refurbish Air Handling Units
PURPOSE
The purpose of this contract is to provide all labor, materials, supervision, tools, and equipment necessary to inspect, clean, conduct coil restoration, refurbish, and seal floors, walls, and blowers to meet NFPA 90A requirements on nine (9) Air Handling Units (AHU s) at the historic York Campus of the VA Tennessee Valley Healthcare System, 3400 Lebanon Pike, Murfreesboro, TN 37129 in accordance with the SOW, specifications, drawings and manufacturer recommendations.
EQUIPMENT DESCRIPTION
The work under this contract applies to the following Air Handling Units:
AHU-14 (Bldg 117 Main Roof)
AHU-16 (Bldg 3)
AHU-17 (Bldg 3)
AHU-27 (Bldg 10 Ground Floor)
AHU-28 (Bldg 10)
AHU-29 (Bldg 11 MR G09)
AHU-29B (Bldg 2)
AHU-10 (Bldg 2)
AHU-15 (Bldg 120)
The contractor shall be familiar with Cleaver-Brooks firetube boiler refractory systems, including burner throat, furnace, rear door, and turnaround areas.
SCOPE OF WORK
Inspection & Assessment
Aging Mechanical Equipment
Standing water
Rust/Corrosion of condensate pans and floors
Water leaks
Coil condition
Fire Code Compliance
Coordinate with customer to determine best times/methods to de-energize AHU s.
Demolition & Removal
Inspect AHU s units:
Clean and prepare all surfaces that will be addressed by the contractor including removal of non-compliant coatings and foams
Dispose of materials per VA, OSHA, and EPA regulations
Protect motors, fans, ductwork, sensors, UV lights and coils from damage
Installation and New Work
Coil Restoration on all coils
Measure pressure drop (PD) as allowable
Use environmentally friendly probiotic foam
Sanitize coils
Repeat probiotic application and sanitize
Remeasure AHU PD
B Install SealTech system on floors, walls, blowers:
Reinforce compromised floors with steel as needed to restore structure to the floors
SealTech Epoxy (self-leveling) at 3/16 nominal thickness and 6 up walls throughout all chamber floors and condensate pans
Apply Fire Barrier
Apply Antimicrobial Topcoat over all fire barriers
Apply Multi-acrylic, corrosion resistant, antimicrobial coating (MVS) on walls, ceiling, fan housing and structural steel throughout areas addressed with CPR-SL (does not include AHU-14)
Isolate AHU by sealing off adjacent ductwork
Testing & Commissioning
A Confirm proper operation of existing CFM, drains, and traps prior to re-commissioning
Generate detailed Installation Report, which includes results from PD reading and ATP Testing
PERFORMANCE REQUIREMENTS
All work shall comply with:
NFPA standards
ASHRAE standards
OSHA safety regulations
VA Engineering and Environment of Care requirements
Work shall maintain continuity of conditioned air for patient care operations
SCHEDULING & OUTAGE COORDINATION
Work shall be scheduled during approved outage window from 8 am- 4 pm during week workdays
Contractor shall:
Minimize impact on facility by conducting installation during nights and weeks (when required)
Provide adequate staffing for critical timelines
Coordinate Engineering and Maintenance and Operations (M&O)
SUBMITTALS
Contractor shall provide:
Material specifications (OEM-compliant)
Safety plan (LOTO, confined space, hot work)
Work schedule and outage plan
Inspection and deficiency report
Final completion and commissioning report
SAFETY REQUIREMENTS
Comply with VA Lockout/Tagout (LOTO) procedures (if required)
Follow confined space entry protocols
Use required PPE (respiratory, thermal, arc-flash as applicable)
Implement fire watch during hot work
QUALITY ASSURANCE
A Contractor must:
Have minimum 5 years experience with air handling unit refurbishments
All work subject to inspection by VA Engineering Service
WARRANTY
The contractor shall provide a minimum ten (10) year warranty from the date of final acceptance by VA Engineering Service.
Coverage
The warranty shall include:
All refractory materials installed
All labor and workmanship
Anchoring systems and insulation components
Contractor Responsibility
A The contractor shall repair or replace, at no additional cost to the Government, any defective:
Materials
Installation
Workmanship
B Corrections shall be completed within a reasonable timeframe as determined by the Contracting Officer and Engineering Service.
Response Time
Contractor shall respond to warranty issues within:
24 hours for critical failures impacting operations
72 hours for non-critical issues
Exclusions
The warranty shall not apply to failures caused by:
Improper operation by Government personnel
Unauthorized modifications
Conditions outside normal operating parameters
Documentation
Contractor shall provide written warranty documentation upon installation completion
Warranty start date shall be the date of final acceptance and return to service
Failure Impact Clause (Recommended for VA)
If refractory failure occurs during the warranty period and results in:
Air Handling Unit outage
Impact on patient care
The contractor shall:
Provide priority response and repair
Coordinate with VA staff to minimize downtime
DELIVERABLES
Fully restored AHU system
Air Handling Unit returned to safe and efficient operation
Complete documentation package
JUSTIFICATION (Procurement Support)
Refurbishment of selected Air Handling Units will result in improved Energy savings, Air Quality, meet NFPA and ASHRAE requirements and allow continuous operation of conditioned air to affected spaces until replacement projects can be executed.
The Government is not obligated to nor will it pay for or reimburse any costs associated with responding
to this sources sought announcement. This notice shall not be construed as a commitment by the
Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government
to a particular acquisition approach. The Government will in no way be bound to this information if any
solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service
Disabled Veteran Owned Small Businesses. However, if there are insufficient Service Disabled Veteran
Owned Small Business responses, an alternate set-aside or full and open competition may be
determined. No sub-contracting opportunity is anticipated.
The North American Classification System (NAICS) code for this acquisition is 238220 Plumbing, Heating, and Air-Conditioning Contractors ($19 M).
Notice to potential offerors: All offerors who provide goods or services to the United States Federal
Government must be registered in the System for Award Management (SAM) at www.sam.gov.
Additionally, all Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses
must be registered with U.S. Small Business Administration (SBA) located at
http://veterans.certify.sba.gov.
Responses to this notice shall be submitted via email to Shania.kimbrough@va.gov. Telephone
responses will not be accepted.
Responses must be received no later than 08/12/2025 15:00 PM CST.
