Dietetics Walk-In Freezer Replacement

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 THE PURPOSE OF THIS AMENDMENT IS TO SET A SITE VISIT: Date - MAY 20, 2026 @ 10am Building - 37 POC - Robert Mallinson This is a combined for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. This solicitation is set-aside for SDVOSB The associated North American Industrial System (NAICS) code for this procurement is 333415, with a small business size standard of 1250 Employees. The FSC/PSC is J041. The White River Junction VAMC located at 163 Veterans Drive is seeking a qualified vendor to provide a Dietetics Walk-In Freezer Replacement IAW the SOW. All interested companies shall provide quotations for the following: Supplies/Services ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Dietetics Walk-In Freezer Replacement IAW the SOW Period: Base 1.00 EA __________________ __________________ STATEMENT OF WORK (SOW) Dietetics Walk-In Freezer Replacement Department of Veterans Affairs White River Junction VAMC Project Scope The White River Junction VA Healthcare System requires the services of a qualified firm to upgrade the refrigeration components of the dietetics walk-in freezer. It has been determined that the cabinet of the existing freezer is in sufficient condition, therefore entire box replacement is not necessary. Contractor shall ensure that the removal process of the old components does not damage the structure of the walk-in freezer. Condenser is housed inside an enclosure on the roof. Use of a crane will be necessary for the safe removal of existing equipment, and proper installation of the new equipment. Contractor will need to cut into enclosure to perform work. Contractor will be responsible for disassembly and reassembly of structure. Current structure is made of wood with metal siding. Contractor shall be responsible for confirming that the cooling capacity for the system is sufficient. Current capacity is 36,410 BTU. Contractor shall be responsible for all electrical attached to this project. Voltage of current equipment is 208/230. This will include confirming the new equipment does not exceed the available amperage. If new equipment does exceed the available amperage, contractor shall work with onsite facilities staff to find solutions or choose other equipment. Contractor shall provide and install a refrigerant that is appropriate for low-temperature applications and meets all current industry standards, codes, and manufacturer

requirements for walk-in freezers operating in the range of minus 10 to minus 20 degrees. Contractor shall provide submittals of proposed equipment. The VA Medical Center reserves the right to deny proposed equipment if it does not meet the necessary

requirements Contractor shall confirm system is operating sufficiently, keeping the temperature within the freezer at the appropriate required temperature. It is recommended that vendors perform a site visit to better assess existing conditions. Tasks Removal of existing equipment. Contractors shall be responsible for adhering to all regulations regarding the removal, pump-down, and disposal of current equipment. Contractor shall provide a report that includes amount of refrigerant removed. Demolition of unnecessary control and line voltage wiring. Existing equipment information: Condenser Heatcraft, model # BDT0750L6C, serial # T06L00946 Evaporator Heatcraft, model # BML250BA, serial # D06K04939 Install new evaporator, condenser, piping, time clock, and all other refrigeration components. Evaporator Contractor shall ensure the installation adheres to manufacturer s instructions. Condenser Installation shall include anti vibration solutions to limit transmission of vibration through building. Refrigeration piping All existing refrigeration piping shall be replaced. Due to the catastrophic failure of existing equipment, the VA Medical Center HVAC team has concerns that attempting to reuse current piping, even if purged, will compromise new equipment. Therefore, use of current refrigeration piping will not be permitted. Piping shall be properly insulated and supported in accordance with industry standards. Contractor shall ensure after piping connections are made, proper leak test procedures are performed. Contractor shall perform appropriate vacuum procedures on system. Contractor will ensure proper refrigerant charge of system, taking into account piping length and size, all in accordance with manufacturer s specifications. Install defrost time clock Current system utilizes the building automation system for defrost initiation and termination. The VA Medical Center is requesting to simplify the defrost process with the installation of a mechanical defrost control timer. Installation of new time clock may require additional wiring from condenser on the roof to the evaporator inside the cooler. Functional Testing and Safety Checks Test the operation of system, including defrost operation. Inspect electrical connections for any signs of wear or damage. Check for compliance with fire safety regulations, including the presence of and condition of the fire suppression systems. Crane will be necessary to remove and install new condenser on the roof. Contractor will be required to submit lift plans that will be approved by the VA Medical Center Safety Department. Condenser is housed in an enclosure on the roof. Contractor will have to cut into enclosure to remove and install equipment. All work will be the sole responsibility of the contractor. Documentation/Reporting The contractor shall provide detailed refrigeration report. This includes: Amount of refrigerant recovered and disposed of from existing system. Amount of refrigerant in new system, including any amount added to meet system

requirements. Schedule/Period of Performance Work shall be performed within normal business hours, 7AM to 5 PM. The

Period of Performance for this contract is 6 Months from date of award. The

Period of performance is contingent upon the availability of necessary equipment. Start date for performance is subject to change based on the timely procurement and delivery of the required equipment. Current system is inoperable. Therefore, there will be no need to coordinate downtime with dietetics staff. Responsibilities The Contractor shall be responsible for all damages to persons or property that occurs as a result of the Contractor s fault or negligence. The contractor is responsible for providing all necessary tools, equipment, and materials required to perform the services outlined in this contract. The contractor shall also ensure that all technicians are properly trained and certified to carry out proper installation procedures. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract. The Contractor is required to check in and check out daily. The contractor shall report to the Facilities Management Service building to sign in and receive a contractor identification badge. The Contractor shall always wear visible identification while on the premises. The Contractor shall park in the appropriate designated contractor parking areas. Information on parking may be provided by the VA contracting representative or is available from the VA Police. The VA will not invalidate or reimburse for parking violations of the Contractor under any conditions. The Contractor shall be responsible for all damages to persons or property that occurs as a result of the Contractor s fault or negligence. Inspection will occur within an occupied and functioning healthcare facility. Work must be performed in a fashion that will have a minimum impact to staff and patients. The Contractor agrees to adhere to all necessary infection control measures while performing the inspection. This includes, but is not limited to, wearing appropriate personal protective equipment (PPE), complying with hand hygiene protocols, and following all hospital or facility-specific infection prevention and control guidelines to ensure the safety of both staff and patients. Work shall be completed in conformance with the time schedule requested by the VA