HVAC Filters and Belts

2 | Page 36C25025Q0845 This is a combined synopsis/solicitation 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, and the solicitation number is 36C25025Q0919. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular #2025-05 (Aug 7, 2025). The associated North American Industrial Classification System (NAICS) code for this procurement is 333413 (Industrial and Commercial Fan and Blower and Air Purification Equipment Manufacturing), with a small business size standard of 500 employees. The FSC/PSC is 4460 (Air Purification Equipment). This requirement is unrestricted and only qualified offerors may submit bids. Chillicothe VA Medical Center, 17273 State Route 104, Chillicothe, OH, 45601, FOB destination, is seeking procurement, and delivery of specified belts and filters at a frequency specified for replacement (quarterly/bi-annual/etc.). Supply necessary materials and/or parts for HVAC Filters and Belts per the requirements listed below. VANIHCS requires the purchase of 7200 plus filters, and 500 plus belts. Belts and filters will vary in size. All interested offerors shall provide quotes for the following items: Requirements: For the list of products, please see Attachment A Table of Products. For a list of locations, please see Attachment B for Belts and Filters by Location-building. STATEMENT OF WORK HVAC Filters and Belts, Chillicothe Ohio Veterans Affairs Medical Center BACKGROUND Chillicothe VA Medical Center has a wide variety of HVAC equipment located in various areas of various buildings on a campus-style facility. The requirement is for the offeror to supply and deliver a variety of filters and belts at a frequency specified for replacement. SCOPE The offeror shall furnish HVAC filters and belts with delivery to specific areas of use. See attachments A for Table of Product, and attachment B for Belts and Filters by Location-building-Data Sheets. TERM OF CONTRACT AND BILLING Chillicothe VA Medical Center anticipates the award of a firm fixed-price, 5-year ordering period, Indefinite Delivery/Indefinite Quantity (IDIQ) contract to a single offeror. SALIENT CHARECTERISTICS Offeror shall reference attachments A, and B for lists of belts and filters by size, building, and individual piece of equipment served. Attachment B also indicates change frequency (quarterly/bi-annual/etc.) Unless otherwise specified on attachment A, and B, all air handling unit final filters shall be required to be MERV 14 equivalent. In cases where two sets of pre-filters exist, pre-filters shall be required to be MERV 7 (PF1) and MERV 11 (PF2). All final filters must have a reinforcing frame (cardboard, etc.) to provide stability. Fan coil unit filters should be one inch pleated. Costs shall include delivery of filters on a quarterly basis (multiple shipments per quarter acceptable), to specific areas of use. Specific areas of usage are often located in attics or basements of various buildings accessible only via multiple flights of stairs. Many of these spaces require bending, stooping, crawling, etc. to access. HOURS OF OPERATON FOR ON-SITE NEEDS Delivery of new equipment and exchanges should be done within the administrative hours of 7:00am to 3:30pm, excluding all Federal holidays and weekends, at all locations. Federal holidays include: New Years Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Federally observed holidays that fall on Saturday will be observed on the Friday before, and holidays falling on Sunday will be observed on the following Monday. PLANNING AND DELIVERY COORDINATION Deliveries will be inspected upon arrival for defects by COR, VA Logistics, and Engineering staff. Initial delivery of contracted goods shall be completed within 60 calendar days of award. Contractor is responsible for ensuring all items are delivered in acceptable condition. Damaged items will not be accepted. The following applies if contractor needs access for visual inspection of HVAC equipment. To gain access to the VA medical center, the contractor and their employees shall be escorted when at the facility and while performing the Statement of Work. Contractor personnel are only to be in their assigned areas and are not allowed in other areas without section supervision approval and/or escort. Your escort assigned to this Statement of Work is William.pickerrell@va.gov Prior to delivery, the offeror must coordinate delivery of the new equipment with the COR. All deliveries shall be coordinated a minimum of 3 working days in advance with the VAMC COR / Supervisor of the Engineering Service HVAC Shop. The Contractor must send shipping information to COR via email at William.pickerrell@va.gov. The COR will coordinate with designated site personnel prior to start of work. Site Damage: Contractor shall be responsible for all facility and equipment damage incurred during this project and shall return damaged areas to their original condition at no additional cost to the government. Any back order of supplies, materials, tools, and equipment will be addressed and remedied prior to the start of the requirement. Failure to coordinate shipment with COR may result in failure to deliver and cause re-scheduling of delivery/freight at no charge to the government. VAMC COR in co-ordination with VA Logistics and the Supervisor of the Engineering Service HVAC Shop will be responsible for overseeing delivery and inspecting items for defects upon delivery for final acceptance. Final acceptance of equipment to be determined by VAMC COR in coordination with VA Logistics and the Supervisor of the Engineering Service HVAC Shop Shipping must be free on board (FOB) destination CONUS (Continental U.S.), which means that the seller must deliver the goods on its conveyance at the destination specified by the buyer, and the seller is responsible for the cost of shipping and risk of loss prior to actual delivery at the specified destination. Deliveries will be made to: Chillicothe VAMC (Bldg 23) Building 36, Warehouse 17273 State Route 104 Chillicothe, OH 45601 INSTALLATION No installation is required beyond delivery of belts and filters to specific areas of use. SECURITY Contractor will not require access to VA sensitive information to fulfill the terms of the contract. Offeror will not require access to VA buildings and the related building service equipment to fulfill terms of the contract. WARRANTY No warranty required due to being expendable/disposable MUST NEED TO MEET REQUIREMENTS OF VHA HVAC Design Guide for the various spaces. No Government-Furnished Equipment required. New Equipment ONLY; NO remanufactured or "gray market" items. All items must be covered by the manufacturer's warranty. (End of SOW) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. Offerors must comply with all instructions contained in provision 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEPT 2023) FAR 52.212-2, Evaluation Commercial Products and Commercial Services (NOV 2021) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (MAY 2024) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal 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. FAR 52.204-7, System for Award Management (NOV 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Service or Equipment (NOV 2021) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders Representation and Disclosures (DEC 2023) FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018) FAR 52.216-1, Type of Contract (APR 1984) FAR 52.225-2, Buy American Certificate (OCT 2022) FAR 52.233-2, Service of Protest (SEP 2006) FAR 52.252-1, Solicitation Provisions 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): http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) VAAR 852.215-72, Notice of Intent to Re-Solicit (OCT 2019) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (SEP 2018) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) VAAR 852.273-70, Late Offers (NOV 2021) (End of Addendum to FAR 52.212-1) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.217-6 Option for Increased Quantity (Mar 1989) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.224-1, Privacy Act Notification (APR 1984) FAR 52.224-2, Privacy Act (APR 1984) FAR 52.225-1, Buy American Supplies (OCT 2022) VAAR 852.201-70 Contracting Officer's Representative (DEC 2022) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.208-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors Orders or PBAs (NOV 2022) VAAR 852.208-71, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factor Commitments Orders and BPAs (NOV 2022) VAR 852.211-70, Equipment Operation and Maintenance Manuals (NOV 2018) VAAR 852.211-72, Technical Industry Standards (NOV 2018) VAAR 852.212-71, Grey Market and Counterfeit Items (Feb 2023) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) Award Basis Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Price, past performance, sufficient documentation to evaluate the functional and technical specifications compared to Statement of Work, Buy American Act Certificate, copy of OEM s Authorized Distributor letter (if applicable), and estimated schedule for delivery. Warranty/Extended Warrant details and Delivery/Installation Schedule. 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. Submission of your response shall be received via email not later than 4:00PM EST on Wednesday, Sep 24, 2025, to Lonnelle.jones@va.gov. No submission received after the above-mentioned date and time will be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below by 4:00PM EST on Monday, September 22, 2025. Responses will be posted by 1:00PM EST on Tuesday, September 23, 2025. No telephone calls will be accepted. Point of Contact Lonnelle Jones, Email: Lonnelle.jones@va.gov. See attached document: 52.225-2 Buy American Certificate.