36C24526Q0478.docx

SUBJECT*

HEPA CART

GENERAL INFORMATION

SET-ASIDE

Martinsburg VA Medical Center 510 Butler Avenue, Building 306A Martinsburg WV 25405

POINT OF CONTACT*

Contracting Officer James Ferro james.ferro@va.gov 202-745-8000

PLACE OF PERFORMANCE

50 Irving St NW

Washington DC

ADDITIONAL INFORMATION

This is not a solicitation but rather a Request for Information (RFI/Sources Sought) for market research purposes only. Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this Sources Sought in order to identify capable firms and obtain information for planning purposes only.

Responses must be submitted by 12:00 PM EST, May 8th, 2026. Submit responses to this Sources Sought via email to james.ferro@va.gov All SDVOSB and VOSB firms that respond shall include proof of SBA certification via https://veterans.certify.sba.gov/All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB firms are preferred, all capable firms are welcome to respond to this Sources Sought. All respondents to this Sources Sought shall include as part of their response answers to the below questions and provide any additional pertinent information that supports the answers. If there are any ambiguities in this Sources Sought, please identify them in your response.

The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses.

Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories.

Statement of Work (SOW)

1. Background

The Washington DC VA Medical Center (DC VAMC) requires the use of High-Efficiency Particulate Air (HEPA) filtration carts during maintenance, construction, renovation, or repair activities in or adjacent to occupied buildings, rooms, or hallways. The use of HEPA carts is essential to control airborne contaminants, protect patients, staff, and visitors, and ensure compliance with all applicable VA, federal, state, and local regulations.

2. Scope

This Statement of Work (SOW) outlines the requirements for Facilities Management Services (FMS) contractors to provide, operate, and maintain HEPA filtration carts when performing work in or near occupied spaces at the Washington DC VA Medical Center.

3. Applicable Regulations and Standards

All work performed under this SOW shall comply with, but is not limited to, the following regulations and standards:

- VA Requirements: VA Design Guides, VA Master Specifications, Infection Control Risk Assessment (ICRA) protocols, and VA Directive 2010-006.

- Federal Regulations: OSHA 29 CFR 1910 (General Industry), OSHA 29 CFR 1926 (Construction), CDC Guidelines for Environmental Infection Control in Health-Care Facilities, EPA NESHAP (as applicable).

- State and Local Regulations: DC Department of Health, DC Department of Energy & Environment, and all other applicable codes and ordinances.

- Industry Standards: ASHRAE 170, ANSI/AIHA Z9.2, and other relevant standards for air filtration and indoor air quality.

4. Requirements

4.1 HEPA Cart Specifications

- Carts must be equipped with HEPA filters certified to capture at least 99.97% of particles ≥0.3 microns.

- Carts must have variable speed fans and be capable of providing negative air pressure as required by ICRA.

- Units must be portable and sized appropriately for the work area.

- Please see Specifications below:

4.2 Deployment and Operation

- HEPA carts shall be deployed prior to the start of any dust-generating activity in or adjacent to occupied areas.

- Carts must remain operational throughout the duration of the work and until the area has been cleaned and cleared by Infection Control personnel.

- Airflow direction and negative pressure must be monitored and documented regularly.

4.3 Inspection and Maintenance

- HEPA units must be inspected prior to use and maintained according to manufacturer recommendations.

- Filters must be replaced by manufacturer guidelines or sooner if performance is compromised.

- Maintenance logs must be kept on site and available for review.

4.4 Containment

- Contractors shall use HEPA carts in conjunction with physical barriers (e.g., plastic sheeting, temporary walls) as required by the ICRA.

- Entry and exit procedures for work areas must minimize contaminant migration.

4.5 Documentation and Reporting

- Contractors must maintain daily logs of HEPA cart operation, filter changes, and pressure monitoring.

- Incident reports must be filed for any breach of containment or equipment malfunction.

4.6 Training

- All contractor personnel must be trained in the proper use and maintenance of HEPA carts, as well as infection control procedures relevant to the VA facility.

4.7 Coordination

- All work must be coordinated with the DC VAMC Facilities Management and Infection Control staff.

- Contractors must participate in pre-construction risk assessments and comply with all infection control protocols.

5. Deliverables

- Documentation of HEPA cart inspections, maintenance, and filter changes.

- Daily operational logs and pressure monitoring records.

- Incident and containment breach reports (if applicable).

- Certificates of training for staff using HEPA carts.

6. Period of Performance The period of performance for these services shall be as specified in the contract or task order. All requirements apply throughout the duration of any work performed in or adjacent to occupied areas.

Salient Characteristics

1. Mobile Containment Unit:

Designed for rapid deployment and mobility, allowing for easy transport and positioning in healthcare, construction, and renovation environments.

2. Integrated HEPA Filtration:

Equipped with a high-capacity HEPA filtration system (99.97% efficiency at 0.3 microns) to capture airborne dust, particles, and contaminants during work activities.

3. Negative Air Pressure Capability:

Capable of maintaining negative air pressure within the containment area, preventing the spread of dust and contaminants to adjacent spaces.

4. Adjustable Ceiling Access:

Features a telescoping upper enclosure that extends to securely seal against ceilings up to 10 feet high, providing a dust-tight barrier for above-ceiling work.

5. Durable Construction:

Constructed with lightweight yet robust aluminum and composite panels for durability and ease of cleaning/disinfection.

6. Easy Set-Up and Operation:

Designed for single-person assembly and operation, with intuitive controls and minimal tools required.

7. Clear Viewing Panels:

Includes transparent panels for safe observation of work inside the containment area without breaching the barrier.

8. Integrated Electrical Outlets:

Outlets provided inside the cart to power tools and equipment safely within the containment zone.

9. Lockable Entry Door:

Provides secure, easy access for workers and equipment while maintaining containment integrity.

10. Compact Storage:

Designed to collapse or fold for compact storage and easy transport between job sites.

11. Compliance:

Meets or exceeds applicable infection control and safety guidelines for use in healthcare and sensitive environments.

If you are interested, please e-mail the following information:

1. Company Name:

0. UEI Number:

0. Cage Code:

0. Dun & Bradstreet Number:

1. Person of Contact (including telephone number and email address).

1. Socio-economic status (SDVOSB, VOSB, Woman-Owned, Other… etc.).

1. Are you a distributor or a manufacturer?

3. If you are an authorized distributor, please provide confirmation on Company Letter Head.

3. If you are a distributor, who is the manufacturer?

3. Where is the manufacturer located in the world?

1. Do you currently hold a government contract?

4. Contract Number?

4. Type of contract?

4. Are these particular quoted items under contract?

4. With whom (GSA, SEWP, etc…)?

3. If GSA what Schedule and SIN?

1. Can your company provide the service for the listed Department of Veterans Affairs locations?

1.

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1. Does your firm utilize the suggested NAICS and PSC per this Sources Sought Notice? If not, please suggest a more appropriate NAICS and/or PSC and explain why it’s more appropriate?”

1. How do you invoice for this service, including rates?

1. What Certifications, State and/or Federal, if any must you have to perform this service?

1. Please list all of your concerns, questions and ambiguities below. Questions will not be addressed directly but will be used by the Government in the event that this Sources Sought would move forward to solicitation.

1. Please provide estimated rates if possible.

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