(i) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.
This acquisition is a 100% Total Set- Aside for Service Disable Veteran Owned Small Business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.
Solicitation number 36C24926Q0231 is issued as a request for quotation (RFQ) for AHU Refurbish.
(Space Left Blank Intentionally)
(ii)
PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
1001
1.00
JB
__________________
__________________
AHU Refurbish
Contract Period: One
POP Begin: 07-01-2026
POP End: 10-01-2026
PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-Conditioning Contractors
PRODUCT/SERVICE CODE: J041 - Maint/Repair/Rebuild Of Equipment- Refrigeration, Air Conditioning, And Air Circulating Equipment
LOCAL STOCK NUMBER: N/A
GRAND TOTAL
__________________
(iii)
Statement of Work
Refurbishment and Rehabilitation of Air Handling Units (AHUs)
for Robley Rex Veterans Affairs Medical Center (VAMC)
Project Overview
This Statement of Work (SOW) outlines the tasks and responsibilities required to refurbish and rehabilitate the following Air Handling Units (AHU):
AHU 6A
AHU 7A
AHU 8A
AHU 9A
AHU 14
AHU 33
AHU 39
AHU 43
The objective of this project is to restore the AHUs to optimal working condition, improve energy efficiency, and extend their operational lifespan.
Project Initiation and Planning
Site Survey and Assessment
Conduct a comprehensive site survey for each AHU listed.
Assess the current condition of each AHU, including mechanical, electrical, and control components.
Identify deficiencies and areas requiring refurbishment or replacement.
Project Kick-off Meeting
Organize a kick-off meeting with all stakeholders to discuss project scope, timelines, and deliverables.
Designate roles and responsibilities.
Documentation and Approvals
Prepare and submit detailed project plans, including risk assessments and health and safety plans.
Obtain necessary approvals and permits from relevant authorities.
All placement & relocation of coils and humidifier on AHU43 shall be coordinated with the Contracting Officers Representative (COR) prior to start of any work to ensure proper clearances.
Preparation and Mobilization
Logistics and Site Preparation
Arrange for the delivery of necessary tools, equipment, and materials to the site.
Set up a secure and organized staging area for storage and preparation of materials.
Shutdown and Isolation
Schedule and coordinate the shutdown and isolation of each AHU with minimal disruption to facility operations.
Implement lockout/tagout procedures to ensure the safety of all personnel.
Refurbishment and Rehabilitation Work
AHU 43 Specific Tasks
Remove the Energy Recovery coil. Refrigeration removal will be handled by others.
Replace the direct expansion (DX) coil with a new replacement coil to match the existing. Install the new DX coil at the location of the Energy Recovery coil. Patch the old location.
Replace the existing Chilled Water coil with a new one to match the existing. Remove and reinstall in the same location.
Relocate the humidifier to the current location of the DX coil.
Patch and reseal all parts of AHU 43.
Coating and Surface Protection for All AHUs
Apply an internal multi-layer coating system that includes:
An engineered epoxy layer for structural integrity.
A fire barrier layer for enhanced safety.
An antimicrobial waterproof topcoat for durability and sanitary conditions.
Ensure the coating is specifically designed for restoring Heating, Ventilation, and Air Conditioning (HVAC) units to prevent corrosion and leaks.
Ensure the coating provides protection against scuffs and is eco-friendly.
The coating product shall have no detectable odors or Volatile Organic Compounds (VOCs).
The coating shall be National Fire Protection Association (NFPA) 90A fire code compliant.
Apply the multi-layer system to re-slope condensate pans and seal surfaces to improve indoor air quality, in accordance with American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 62.1 standards.
Quality Control and Documentation
Inspections and Audits
Conduct regular inspections and quality audits to ensure compliance with project specifications and standards.
Maintain detailed records of all refurbishment activities.
Final Inspection and Handover
Perform a final inspection of each AHU to verify compliance with project requirements.
Conduct a handover session with facility management, providing detailed reports, manuals, and maintenance guidelines.
Project Closeout
Demobilization
Remove all equipment, tools, and materials from the site.
Restore the work area to its original condition.
Project Documentation and Reporting
Compile and submit a comprehensive project completion report, including before-and-after photos, test results, and documentation.
Training and Support
Provide training sessions for facility staff on the operation and maintenance of the refurbished AHUs.
Offer post-project support and warranty services as agreed upon.
Health, Safety, and Environmental Considerations
Ensure compliance with all health, safety, and environmental regulations.
Implement measures to minimize the environmental impact of refurbishment activities.
Deliverables
Detailed project plan and schedule
Refurbished and rehabilitated AHUs
Comprehensive project documentation and reports
Training and support for facility staff
Period of Performance
The period of performance for this project is 90 days from the start date.
(End Statement of Work)
(Space Left Blank Intentionally)
(iv) The anticipated award on 06/30/2026 and delivery on 10/01/2026, Freight On Board (FOB) Destination and Location is:
Robley Rex VAMC
800 Zorn Ave.
Louisville KY 40206
(v) Provisions
52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023)
52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)
https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR)
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
52.209-7 Information Regarding Responsibility Matters (OCT 2018) (DEVIATION NOV 2025)
52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025)
52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions. (SEP 2024)
52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017)
52.204-7 System for Award Management Registration (NOV 2024)
52.216-1 Type of Contract (APR 1984) (DEVIATION NOV 2025)
52.233-2 Service of Protest (SEP 2006) (DEVIATION NOV 2025)
852.209-70 Organizational Conflicts of Interest (OCT 2020)
852.233-70 Protest Content/Alternative Dispute Resolution (SEP 2018)
852.233-71 Alternate Protest Procedure (SEP 2018)
852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
(vi) Clauses
52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025)
52.252-2 Clauses Incorporated by Reference (FEB 1998)
https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
52.203-6 ALT I. Restrictions on Subcontractor Sales to the Government.(NOV 2021)
52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023)
52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)
52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025)
52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025) (DEVIATION NOV 2025)
52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters. (OCT 2018) (DEVIATION NOV 2025)
52.209-10 Prohibition on Contracting With Inverted Domestic Corporations. (NOV 2015) (DEVIATION NOV 2025)
52.219-8 Utilization of Small Business Concerns (JAN 2025)
52.219-9 Small Business Subcontracting Plan. (JAN 2025) (DEVIATION NOV 2025)
52.219-14 Limitations on Subcontracting. (OCT 2022) (DEVIATION NOV 2025)
52.219-16 Liquidated Damages-Subcontracting Plan. (SEP 2021) (DEVIATION NOV 2025)
52.219-33 Nonmanufacturer Rule. (SEP 2021) (DEVIATION NOV 2025)
52.222-3 Convict Labor. (JUN 2003) (DEVIATION NOV 2025
52.222-35 Equal Opportunity for Veterans. (JUN 2020) (DEVIATION NOV 2025)
52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020)
52.222-37 Employment Reports on Veterans. (JUN 2020) (DEVIATION NOV 2025)
52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (DEC 2010) (DEVIATION NOV 2025)
52.222-41 Service Contract Labor Standards. (AUG 2018) (DEVIATION NOV 2025)
52.222-42 Statement of Equivalent Rates for Federal Hires. (MAY 2014)
52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts). (AUG 2018) (DEVIATION NOV 2025)
52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025)
52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026
(JAN 2022) (DEVIATION NOV 2025)
52.222-62 Paid Sick Leave Under Executive Order 13706. (JAN 2022) (DEVIATION NOV 2025)
52.222-90 Addressing DEI Discrimination by Federal Contractors (APR 2026)
52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
CL-120 Supplemental Insurance Requirements
52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)
52.232-33 Payment by Electronic Funds Transfer-System for Award Management. (OCT 2018)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023)
52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025)
52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025)
52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984)
52.237-3 Continuity of Services (JAN 1991)
52.240-91 Security Prohibitions and Exclusions. (DEVIATION NOV 2025)
52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025)
52.252-6 Authorized Deviations in Clauses (NOV 2020
852.201-70 Contracting Officer s Representative (DEC 2022)
852.203-70 Commercial Advertising (MAY 2018)
852.204-70 Personal Identity Verification of Contractor Personnel (MAR 2026) (DEVIATION FEB 2026)
852.211-72 Technical Industry Standards (NOV 2018)
852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)
852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION)
852.222-71 Compliance with Executive Order 13899 (DEVIATION) (APR 2025)
852.232-72 Electronic Submission of Payment Requests (NOV 2018)
852.237-75 Key Personnel (OCT 2019)
852.242-71 Administrative Contracting Officer (OCT 2020)
(vii) Quotes are due 06/18/2026 at 11:00 AM ( CT) via email to diane.ziegler@va.gov . POC is Diane Ziegler by email diane.ziegler@va.gov.
(viii)
FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the provision.
This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information is at www.sam.gov.
This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a Purchase Order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.
Submitting your quote: Submit your company s quote by email the address specified on page 1 and section (vii) of this Request for Quotes (RFQ) utilizing either PDF or Microsoft Word file formats comprised of not more than 5 documents total (8 Megabyte File Size Limitation). Reply by email with Subject RFQ 36C24926Q0231 response . If a concern submits more than one quote all quotes may be rejected from that concern. Quotes received that do not contain all of the following information being requested may be considered unacceptable.
Submission deadline: Your quote must be received at the email address specified by the deadline specified on page 1 and section (vii). We will not consider any quote that we receive after the deadline unless we receive it before we issue an award and considering it will not delay the award. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day. All interested Parties are hereby advised that the Government shall not be responsible for late submissions, wi-fi/server interruptions related to the submission of a quote. It shall be the responsibility of each quoter to confirm receipt of quote with the Contracting Officer at the time of submission or prior to the close of the solicitation.
Terms and content of your quote: Quote must be based on the terms of this RFQ. We may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below.
Information to be submitted:
The following information is required on your quote:
1. RFQ Number: 36C24926Q0231
2. CONTRACTOR ________________________________________ (Contractor s Name)
3. ADDRESS ________________________________________(Street-City-State-Zip)
4. POINT OF CONTACT ________________________________________ (Name/Title/Phone/Email)
5. SAM UEI NUMBER ________________________________________
6. All quotes shall include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
7. Provide a statement that your company s Offeror Representations and Certifications are complete in SAM.gov.
8. ACKNOWLEDGMENT OF AMENDMENTS: The quoter acknowledges receipt of amendments to the synopsis solicitation numbered and dated as follows:
AMENDMENT NO
DATE
Add rows as needed.
The above amendment section shall be filled out in the event that an Amendment(s) is sent to the quoter or posted to www.sam.gov and shall be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote.
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS
Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.
The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far
(ix) FAR 52.212-2, Evaluation-Commercial Products and Commercial Services,
Evaluation of Quotes:
The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance.
Following receipt of quotes, the Government will perform an evaluation using a Lowest Price Technically Acceptable source Selection Process of the services quoted. The Government will compare quotes select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in this request for quote will determine suitability.
Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. The Government will evaluate quotes for award purposes for total price, no options evaluated.
Award will be made to the quote determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible quoters may submit quotes. All quoters must be registered in System for Award Management (SAM) at https://www.sam.gov at time quotes are due to be considered for an award of a federal contract. Registration must be complete and not missing any elements such as representations and certifications. To be eligible for this SDVOSB total set-aside your company s registrations shall include the appropriate NAICS code.
(x) Quoters are to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its quote.
(xi) FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the clause. Provisions and clauses are those in effect through Federal Acquisition Circular RFO FAR COMMERCIAL CHECKLIST FAC 2026-01 (eff. 03/13/2026) FAR Deviation APR 2026 (eff. 04/23/2026), VAAR DEVIATION MAY 2026 (eff. 05/12/2026) VAAM Alert 26-01 (eff. 10/01/2025), Acquisition Policy Flash 26-30 eff. 05/12/2026)
(xv) All questions regarding this RFQ must be in writing and may be sent by e mail to diane.ziegler@va.gov .
VENDOR QUESTIONS: Questions must be received no later than 06/02/2026 at 11:00 AM CT. No further questions will be accepted after that date and time.
ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be addressed in an amendment to Contracting Opportunities no later than 06/08/2026 at 5:00 PM CT.
You are reminded that representatives from your company SHALL NOT contact any VA Medical Center personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer by email.
To be considered for this award the Contractor must provide the following:
PRICE
Quoters are requested to complete and return Price/Cost Schedule located on pages 3 of this RFQ.
TECHNICAL
Contractor to provide a detailed quote to achieve the Government s objectives identified within the Statement of Work. The government requirements for technical evaluations are as follows:
Subfactor 1- Technical Approach:
Demonstrate a clear understanding of the project requirements, scope of work, and specific tasks for each AHU.
Detailed explanation of the methods and technical solutions proposed for refurbishing and rehabilitating the AHUs, especially AHU 43 with its specific tasks.
Subfactor 2 - Experience and Qualifications:
Specific experience in refurbishing and rehabilitating similar AHUs.
Qualifications and certifications of the personnel who will be executing the project.
Evidence of past projects or case studies showcasing similar work and the results achieved.
Subfactor 3 - Project Management
Project Plan and Schedule:
Detailed project plan outlining milestones, timelines, and deliverables as specified in the SOW.
Strategies for managing shutdowns and minimizing disruption to facility operations.
Risk management and mitigation strategies, including site safety and contingency plans.
Subfactor 4 - Resource Allocation:
Adequate allocation of tools, equipment, and materials.
Clear logistic plans for site preparation, delivery, storage, and handling.
Effective implementation of lockout/tagout procedures for safety.
Subfactor 5 - Quality Assurance
Quality Control Measures:
Methods for regular inspections and quality audits to ensure compliance with project specifications.
Detailed documentation processes for refurbishment activities.
Final inspection and handover procedures, including the provision of manuals and maintenance guidelines.
Subfactor 6 - Compliance and Safety
Health, Safety, and Environmental Considerations:
Detailed health, safety, and environmental plans.
Compliance with all relevant regulations and standards, especially NFPA 90A and ASHRAE 62.1.
Measures to minimize environmental impact during refurbishment activities.
Subfactor 7 - Training and Support
Training and Support Plan:
Detailed plans for training facility staff on the operation and maintenance of refurbished AHUs.
Outline of post-project support and warranty services provided.
Subfactor 8 - Documentation and Reporting
Comprehensive Project Documentation:
Submission of a comprehensive project completion report, including before-and-after photos, test results, and all necessary documentation as required in the SOW.
PAST PERFORMANCE
Vendors submitting a quote shall be regularly established in the business of providing the services identified in the Statement of Work and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract.
Vendors submitting a quote shall provide 3 ( THREE) identified references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last 3 (THREE) years. Relevant is defined as work similar in scope of the work described in the Statement of Work.
Contract:
Start Date of Contract:
End Date of Contract:
Reference s Name and Phone Number:
Type of work performed & product used:
EVALUATION
The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered, reference FAR 12.204. The following factors shall be used to evaluate quotes:
Price
Technical
Past performance
Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with RFO 12.203.
Options. No options evaluated.
A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quote within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(xvi) Point of Contact:
Diane Ziegler diane.ziegler@va.gov
