Replace HVAC Components Building 2 TeleHealth Rooms at Central Western MA VAMC

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.603, as supplemented by the current Federal Acquisition Circular (FAC 2026 01) and the Department of Veterans Affairs Acquisition Regulation (VAAR). This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This acquisition is 100% set aside for verified SDVOSBs in accordance with VAAR 852.219 73. Offerors must be listed as Verified in the SBA Veteran Small Business Certification (VetCert) database both at the time of quote submission and at the time of award. The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, with a small business size standard of $19.0 million. The FSC/PSC is Z1DZ. The Department of Veteran Affairs (VA) Central Western Massachusetts Medical Center located at 421 North Main St. in Leeds, MA 01053 is seeking to purchase services for HVAC replacement as outlined in the Performance Work Statement: Performance Work Statement for B2- HVAC Replacement TeleHealth Location(s):Building 2 1 Overview 1.1 General The Contractor provide professional services to include all labor, transportation, materials, apparatus, tools, equipment and permits necessary to in accordance with this design scope of work. All work must meet VHA, OSHA, EPA, and Mass DEP standards. 1.2 Project Specific Scope of Work - B2- HVAC Replacement Telehealth Work consists of procuring and replacing all components, compressors, cassettes, line sets, controls etc. to replace One (1) Split-System Heat Pump Systems supporting four (4) Telehealth Rooms in Building 2 each having a ceiling cassette and thermostat. This system is in Building 2 in Rooms 109, 113, 120, and one in the hallway by the waiting room. The new system will support only 109 (106 SF), 113 (143 SF), and 120 (147 SF). The cassette in the hallway and all associated components will be disposed of. The Period of Performance for this project is 90 calendar days. 1.3 General Scope Items The following is a list of general scope considerations: 1. Meet with VA Facilities staff, review existing drawings and estimates, and perform field work necessary to determine required materials and equipment. 2. All field work shall be scheduled at least 72 hours in advance with VA Facilities Management. 3. The site shall be left clean of all construction debris and hazardous materials. 4. Coordinate with VA CWM HCS GEMS coordinator Rob Michalik at 413-584-4040 x 2330 for the removal of waste refrigerant. 5. Design and installation to meet the most stringent of latest edition of the NEC and NFPA. 6. Submit product data and shop drawings for all materials prior to installation. Submittals and shop drawings shall be approved by COR. 7. Contractors shall supply all tools, parts, labor, travel and equipment to perform the removal, disposal of all old equipment and installation of all the new equipment. 8. All proper LOTO devices and procedures are to be implemented. 9. Contractors will keep and maintain a clean and neat work area. 10. Any hot work that may come up will need to be done under a hot work permit with a fire watch. 11. Any damage to ceiling tiles, walls or flooring will be fixed by the contractor. 12. All work shall be performed in accordance with Massachusetts DEP and DLS regulations and OSHA codes. Specific Scope Items: 1. Determine size and capacity is sufficient for heating and cooling the three rooms above. Preferred manufacturer is Mitsubishi. 2. Provide shop drawings, product data, Warranty Information and Operation and Maintenance Manuals via email to COR for approval. 3. Disconnect Power and LOTO 4. Recover and Dispose of Existing Refrigerant 5. Remove and dispose of 4 Ceiling Cassettes (Model # PLFY-P05NFMU-E) 6. Remove and Dispose of Condensing Split-system Heat Pump Unit (Model # PUMY-P36NKMU1) 7. Remove and dispose of 4 Thermostats 8. Remove and dispose of existing 3/8*5/8 Existing Line sets 9. Install new system including charging with new refrigerant. 10. Test (template provided in attachments) and Provide Report of Proper Functionality to COR. Test should be coordinated a minimum of 72 hours in advance with COR so that person can be present along with any other necessary VA Stakeholders. 1.4 Site Access and Management Requirements The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the project. The contractor must have the following additional requirements before working on site: 1. Contractor badge must be obtained and visibly worn by contractor or representative at all times while on campus Parking is restricted to the lower lots (N and P). One vehicle will be allowed to park behind Building 2 in an employee authorized spot. These requirements are applicable to all contractor employees and subcontractors working in and around campus building unless stated otherwise by COR. The contractor is ultimately responsible for the behavior of employees and subcontractors. Questions or concerns may be addressed by the COR. 2 Proposed Schedule Period of performance for this contract is 90 days from NTP. All on-site work (including cleanup) shall take place during the following times, unless otherwise approved by the COR: 07:30-15:15h Monday through Friday Except the following: Hallway work is to be completed off hours, which are Saturday and Sunday or Monday through Friday 1730-0800. Noisy work 70Db and above inside the building Off Hours M-F 1700-0600 or Weekends. Excessively Noisy exterior work Off Hours M-F 1700-0600 or Weekends. Work on Federal Holidays requires permission from the COR. 3 Work Location and Restrictions The work site location is at the Edward P. Boland Campus- VA Central Western Massachusetts Healthcare System. The contract work is intended to be limited to Building 2. When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR. 3.1 Project Safety Contractor shall comply with the VA Construction Safety Guidebook as well as all OSHA requirements. Exterior work areas shall be fenced in with temporary fence. Interior work areas must maintain ICRA barriers which shall not impede patient through traffic. o A 5-foot-wide clear path must be maintained through the building 2 main corridor. FAR Clause 52.236-13 subparagraph (f) is invoked: (f) Before Commencing the work, the Contractor shall- (1) Submit a proposed written plan for implementing this clause. The plan shall include an analysis of the significant hazards to life, limb, and property inherent in contract work performance and a plan for controlling these hazards: and (2) Meet with representatives of the Contracting Officer to discuss and develop a mutual understanding relative to administration of the overall safety program. [56 FR 55376, Oct. 25, 1991] 3.2 Penetrations of Fire and Smoke Barriers Prior to any installation of equipment, cables, power connections, conduit, piping or other work that penetrates a smoke or fire barrier, all such work must be approved by the site-specific Facilities Management Service (FMS) via the COR. An above ceiling/penetration permit must be secured from FMS prior to disturbing the integrity of the barrier. The permit must be available for inspection at the project location. After the work is completed, the penetration must be repaired (sealed) according to accepted practice and utilizing materials (including UL/FM-listed through penetration fire stopping materials) that meet the original barrier construction requirements in order to restore the designed specifications for smoke and fire compartmentalization. Upon completion of any penetration repair, a visual inspection for approval must be requested from, and completed by FMS. 3.3 Interim Life Safety Protection Measures Contractors shall participate with the VA in the preparation of an interim life safety measures and fire protection Plan that will be implemented during construction of this project. At a minimum, contractor shall comply with the following requirements of an interim life safety measures and fire protection plan: Ensure exits provide free and unobstructed egress for all building occupants. If required by contractor s operations, establish and mark alternate means of egress for all building occupants. Contractor shall maintain escape facilities from the work area for construction workers at all times. Means of egress in construction areas will be inspected daily. Ensure free and unobstructed access to all areas of the project site for emergency services and for emergency forces. Do not impair means of egress, automatic sprinklers, smoke and heat detection, and fire alarm systems, except for portions immediately under construction, and temporarily for connections. Provide fire watches in accordance with NFPA standards for impairment. Request approval of impairments from the COR in writing a minimum of 72 hours in advance. When required, a fire watch shall be by a qualified person provided by the contractor who shall maintain constant observation of the affected area and have no other duties. The person providing the fire watch shall be trained in fire prevention and in the use of fire extinguishers, occupant hose lines, occupant fire protection system, in sounding the building fire alarm and in notifying the local fire department, and in understanding the particular fire safety situation for the project. Provide written procedures and guidelines for construction personnel and post in the immediate areas of construction detailing what to do and who to call in the event of fire or emergency. Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of construction material, construction waste and debris during construction operations. All temporary construction shall be built of noncombustible/fire retardant materials and shall be smoke tight. Contractors shall comply with the requirements and ensure efforts to prevent false fire alarms. 3.4 Parking Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in designated areas (subject to change). Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. 1. Parking is restricted to the lower lots (N and P). One vehicle will be allowed to park behind Building 2 in an employee authorized spot. 3.5 Storage of Equipment and Materials The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. Additionally, a contractor trailer is NOT permitted for this project. The Contractor should schedule delivery of materials to limit the amount of storage space and time. The warehouse CANNOT accept or store deliveries. 3.6 Debris Removal The Contractor/Installer shall be required to remove waste materials and debris daily (unless otherwise authorized by COR) from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. 3.7 Site Utilities The Contractor/Installer should note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. The contractor shall note any obstruction, utility, or condition that may hinder or interfere with the execution of this contract, and the contractor shall make provisions in their contract price to resolve such interferences and other conditions that may hinder the proper completion of the work. All proposed utility relocations, reallocations, and shutdowns shall be approved by the COR prior to commencing such work. The contractor shall verify all existing utility installations and take appropriate action prior to working around any potential utility installation. In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 14 calendar days in advance) and approved by the VA COR. All utility shutdowns must be reviewed and approved by the VA. 3.8 Infection Control All work shall be performed in accordance with the Construction Specifications for Infection Control of the Edward P Boland VA Medical Center. For purposes of this project, the work shall be accomplished using the controls indicated in the specifications and on the Infection Control Construction Permit attached. No work will be allowed to proceed until an Infection Control Construction Permit has been completed and signed and all protective measures required by the permit are in place. 4 Material and Workmanship Quality All materials and workmanship shall comply with all codes, standards, and requirements of all Authorities Having Jurisdiction (AHJ). All work shall be done in accordance with contract terms and conditions and in a professional manner according to the best trade practices and to the satisfaction of the COR. This includes work performed by subcontractors. **************** End PWS **************** The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (DEVIATION AUG 2025) FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. As prescribed in 852.102(a), insert the following provision: Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the Web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. [Contracting officer shall list all FAR and 48 CFR Chapter 8 (VAAR) provisions and clauses incorporated by reference that must be completed by the offeror or prospective contractor and submitted with the quotation or offer.] (End of provision) 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (JAN 2023) (DEVIATION) As prescribed in 819.7011(c), insert the following clause. The contracting officer shall tailor the clause in paragraph (a)(2)(iii) as appropriate: (iii) The offeror certifies that it will supply the end item of a small business manufacturer, processor, or producer made in the United States, unless a waiver as provided in 13 CFR 121.406(b)(5) has been issued by SBA. Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: Printed Title of Signee: Signature: Date: Company Name and Address: (End of clause) Parent topic: Subpart 852.2 - Text of Provisions and Clauses 6. FAR 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (APR 2026) (a) Definitions. As used in this clause Program participation means membership or participation in, or access or admission to: training, mentoring, or leadership development programs; educational opportunities; clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor. Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources. (b) In connection with the performance of work under this contract, the Contractor agrees as follows: (1) The Contractor will not engage in any racially discriminatory DEI activities; (2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause; (3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts; (4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and (5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause. (6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C. 3729(b)(4). (c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United States. (End of clause) 52.252-2 Clauses Incorporated by Reference (FEB 1998). This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/browse/index/far. The following contract clauses apply to this acquisition: 52.203-11 C and D Regarding Payments to Influence Certain Federal Transactions. (SEP 2024) 52.203-18 Prohibition on Contracting with Entities (JAN 2018) 52.204-7 System for Award Management Registration (DEVIATION NOV 2025). 852.203 70 Commercial Advertising (MAY 2018) 852.204-70 Personal Identity Verification of Contractor Personnel (DEVIATION MAY 2020). 852.204 72 VA Personnel Security & Credentialing (DEVIATED) 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations. (DEVIATION NOV 2025). 52.219-14 Limitations on Subcontracting (OCT 2022). 52.233-3 Protest after Award (DEVIATION NOV 2025). 52.233-4 Applicable Law for Breach of Contract Claim (DEVIATION NOV 2025). 52.244-6 Subcontracts for Commercial Products and Commercial Services. (DEVIATION NOV 2025). 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.246-71 Rejected Goods (OCT 2018) 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services (DEVIATION AUG 2025). 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (OCT 2025). The following subparagraphs of FAR 52.212-5 are applicable: 52.203-17 Contractor Employee Whistleblower Rights.(NOV 2023) 52.204-13 System for Award Management-Maintenance (DEVIATION NOV 2025) 52.204-14 Service Contract Reporting Requirements (Oct 2016). 52.219-27, Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024). 52.222-3 Convict Labor (JUNE 2003). 52.222-21 Prohibition of Segregated Facilities (APR 2015). 52.222-26 Equal Opportunity (SEPT 2016). 52.222-35 Equal Opportunity for Veterans (JUN 2020). 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020). 52.222-37 Employment Reports on Veterans (JUN 2020). 52.222-50 Combating Trafficking in Persons (OCT 2025). 52.222-54 Employment Eligibility Verification (JAN 2025). 52.225-1 Buy American-Supplies (OCT 2022). 52.225-13 Restrictions on Certain Foreign Purchases (FEB 2021). 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024). 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (OCT 2018). 52.242-5 Payments to Small Business Subcontractors (JAN 2017). 52.222-41 Service Contract Labor Standards (AUG 2018). 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014). 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (MAY 2014). 52.222-50 Combating Trafficking in Persons.(DEVIATION OCT 2025) 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022). 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2022). 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving.(MAY 2024) 52.233-3 Protest after Award.(DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim.(DEVIATION NOV 2025) 52.203-13 Contractor Code of Business Ethics and Conduct (NOV 2021). 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023). 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017). 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021). 52.219-8 Utilization of Small Business Concerns (JAN 2025). 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.212-2 Evaluation-Commercial Prods and Commercial Svcs (DEVIATION AUG 2025) SAM: Interested parties shall be registered in 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 in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. 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. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can apply here: https://www.cep.fsc.va.gov/ Instructions to Offerors: All quoters shall submit the following: 1. Technical Proposal Evidence of OEM training/certifications Description of approach and compliance with PWS Emergency response capability Safety/LOTO/PPE/infection control plans Parts sourcing plan confirming OEM only materials 2. Past Performance At least three recent/relevant contracts of similar scope 3. Price Proposal Completed pricing for all base and option CLINs Confirmation of SDVOSB status via VetCert 4. SAM Registration & Reps/Certs Active SAM registration required Complete 52.212 3 or confirm online SAM status The following are the decision factors: Evaluation will be conducted under FAR 12.602: Technical (most important) Past Performance Price Technical and past performance, combined, are more important than price. Award may be made without discussions. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 3-JUL-2026 by 10:00 AM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. Submission of your response shall be received not later than 13-JUL-2026 by 4pm. RFQ responses must be submitted via email to: juliette.buchanan@va.gov. Hand deliveries shall not be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Point of Contact Juliette Buchanan Juliette.Buchanan@va.gov ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Multi Heat Pump Unit Condenser 1 EA $___________ $____________ 0002 Ceiling Cassette 3 EA $___________ $____________ 0003 Wi-Fi Thermostat 3 EA $___________ $____________ 0004 Line Set Assembly 250 LF $___________ $____________ 005 Technician Labor 72 HR $___________ $____________ 006 Technician Labor Off Hour 72 HR $___________ $____________ GRAND TOTAL $_________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: