36C26125Q0798 0005.docx
DOCX document 24 KB Posted
- Attached to
- J041--Air Handling Units (AHU) Filter Replacement for PAD Federal contract opportunity
- Solicitation number
- 36C26125Q0798
About this file
The provided file appears to be a document related to a solicitation for Air Handling Units (AHU) Filter Replacement at the Department of Veterans Affairs (VA). The solicitation number is 36C26125Q0798, issued by the Veterans Health Administration Veterans Integrated Service Network 21. While specific details about the filter replacement requirements are not visible in the provided text, the document suggests this is a targeted procurement for HVAC maintenance and component replacement within VA facilities. The placeholder text "DO NOT USE" indicates this may be a preliminary or draft document that is not yet finalized for official solicitation.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 36C26125Q0798 0004.docx | DOCX document | |
| 36C26125Q0798 0003.docx | DOCX document | |
| 36C26125Q0798 0002.docx | DOCX document | |
| 36C26125Q0798 0001.docx | DOCX document | |
| 36C26125Q0798_1.docx | DOCX document | |
| WD 15-5641 7.8.25.pdf | ||
| PAD-Site Plan- filter replacement buildings Solicit.pdf | ||
| VAPA - HVAC Filter List - Inventory List Solicit.pdf |
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Text version
5. PROJECT NUMBER (if applicable)
CODE
7. ADMINISTERED BY
2. AMENDMENT/MODIFICATION NUMBER
CODE
6. ISSUED BY
8. NAME AND ADDRESS OF CONTRACTOR
4. REQUISITION/PURCHASE REQ. NUMBER
3. EFFECTIVE DATE
9A. AMENDMENT OF SOLICITATION NUMBER
9B. DATED
PAGE OF PAGES
10A. MODIFICATION OF CONTRACT/ORDER NUMBER
10B. DATED
BPA NO.
1. CONTRACT ID CODE
FACILITY CODE
CODE
Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:
The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers
E. IMPORTANT:
is extended,
(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.
12. ACCOUNTING AND APPROPRIATION DATA
(REV. 11/2016)
is required to sign this document and return ___________ copies to the issuing office.
is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.
15C. DATE SIGNED
B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).
RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.
C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:
D. OTHER
Contractor
16C. DATE SIGNED
14. DESCRIPTION OF AMENDMENT/MODIFICATION
16B. UNITED STATES OF AMERICA
Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.
15A. NAME AND TITLE OF SIGNER
16A. NAME AND TITLE OF CONTRACTING OFFICER
15B. CONTRACTOR/OFFEROR
STANDARD FORM 30
PREVIOUS EDITION NOT USABLE
Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)
(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)
(If required)
(SEE ITEM 11)
(SEE ITEM 13)
(X)
CHECK
ONE
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,
IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS
AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT
(Signature of person authorized to sign) (Signature of Contracting Officer) 10-28-2025
36C261-26-AP-0378
640-26-1-5051-0004 None 36C261 Department of Veterans Affairs Network Contracting Office (NCO) 21 VA Central California Health Care System 2615 E. Clinton Ave Fresno
CA
93703 36C261 Department of Veterans Affairs Network Contracting Office (NCO) 21 VA Central California Health Care System 2615 E. Clinton Ave Fresno
CA
93703 To all Offerors/Bidders
36C26125Q0798
X X X X The purpose of this amendment is to provide responses to questions received after the site visits.
The proposal due date remains November 20, 2025, at 3:00 PM Pacific Time.
All other terms and conditions remain unchanged.
Charee Harris Contracting Officer NCO 21 36C26125Q0798 Amendment 0005
| No. |
| QUESTION |
| RESPONSE |
| 1 |
| Can all work be done on standard business hours (ST) or do some have to be on overtime (OT)/weekend, and which Bldgs. Do you have some OR’s that never shut down? |
| Refer to Section 3.4 of the Statement of Work (SOW). |
| 2 |
| Is disposal onsite ok? Can we store filters onsite? |
| No. The contractor shall dispose of removed air filters, debris, and leave the area broom clean. Se Section 3.11 of SOW. |
| 3 |
| The filter list shows some MERV count below specified by 3.6. Do you want to like-for-like or are we upgrading to section 3.6 reqt. |
| The Inventory provided with this solicitation documents current filters (count, size and MERV rating). The contractor to provide MERV rating based on Section 3.6 of SOW which might be higher than what is currently installed. Where current filter MERV rating is higher than SOW Section 3.6, contractor to follow higher MERV. |
| 4 |
| Please verify pocket count on all bag filters. A large portion of them do not make sense. This will have a HUGE effect on cost. It can have a difference of $100ks on energy as well. |
| Please refer to the provided inventory for size and count. Provide bag filters where existing are also bag filters, at a minimum. |
| 5 |
| 12" deep final filters that are not HEPAs… what type of filter are you using? |
| The contractor shall provide filters per SOW, UL listed and approved conforming to UL 900. Each filter shall bear a label or name plate indicating manufacturer's name, filter size, rated efficiency, UL classification. |
| 6 |
| 12" deep HEPA filters… what type of filter are you using (High capacity? High volume?) |
| See response to question #5. |
| 7 |
| 10" deep final filter… what type of filters are these? (our best guess is polyester tube) |
| See response to question #5. |
| 8 |
| The filters numbers listed for the HEPA filters are not included or not precise enough to get actual bids from suppliers. These filters can vary a lot depending on the exact filter data. |
| The inventory has columns for size and quantity. The SOW provides info on MERV rating. The inventory has columns for HEPA filters which either has NA or a number. HEPA filter is required where “HEPA” is noted under column for MERV rating. |
| 9 |
| The SOW mentions the coils need to be cleaned on certain items, but there are no details about the coil cleaning details, is water available, how large are the coils, water cleaning, pressure washing, chemical cleaning, etc. |
| Air handling unit model/ serial numbers are provided for 152 out of 163 units. The size of units varies widely. Contractor to evaluate info on coils sizes from HVAC models. Contractor to employ water cleaning / pressure washing per manufacturer’s recommendation/ industry standards. No use of chemicals. Hose bibs are usually available on roofs, contractor to use his own hose. |
| 10 |
| For the buildings requiring coil and evaporator cleaning (100, 101, 520, and 7), is water available on the roof for cleaning coils, or will additional provisions need to be made? |
| Water is available on the roof of each of these buildings, but contractor may need to use a hose or whatever technique he may use, to bring water close to where it is needed. |
Additionally, is there any redundancy in place for these units that would allow them to be shut off and serviced without impacting operations?
Some units in B7 and B101 can be shut off after 4.00 pm when users are not using the area.
All others require preapproval of scheduled shutdown. Also see Section 3.4 of SOW.
| 11 |
| Are there specific Standard Operating Procedures (SOPs) or protocols that need to be followed when shutting down these units? |
| See Section 3.3 of SOW for protocol. Shut down request form will be provided to be filled out by contractor and submitted to the COR/ Site manager. |
| 12 |
| Could you confirm which buildings have Bag-In/Bag-Out (BIBO) systems, and what is the total count of these systems? |
| See inventory. |
| 13 |
| Are we allowed to dispose of all filters onsite, or should filter disposal be included in the scope of work? |
| Contractor is responsible for disposal and removal from site. |
| 14 |
| Upon award, will the vendor be required to conduct an initial site survey and provide a |
filter report along with updated pricing based on the findings?
Additionally, will the site survey be considered outside the pricing scope outlined in this RFP?
Site survey service is included in contract.
| 15 |
| For critical buildings such as B-100, specifically for the units serving the Operating Rooms (AJU-6 and AHU-6A), should the work be performed during ST, or is it required to be completed during OT hours? |
| Refer to Section 3.4 of the SOW. |
| 16 |
| For the animal research center, what is the gowning protocol, and what specific PPE |
(Personal Protective Equipment) is required? Will the customer provide the necessary PPE, or is the vendor expected to include this in the scope?
No gowning is required to access the roof of any building. All PPE for any work under the contract is the responsibility of the contractor.
| 17 |
| Is NAFA certification required for all technicians working onsite, or is it sufficient for only the lead technician to be certified? |
| NAFA cert for lead tech is sufficient who is supervising the work on site. |
| 18 |
| Is HAZWOPER certification required for all technicians working onsite, or is it sufficient for only the lead technician to be certified? |
| HAZWOPER cert for lead tech is sufficient who is supervising the work on site. |
| 19 |
| Could you provide details on the badging process? Will our technicians be issued temporary badges for daily access, or will they need to be escorted while on-site? |
| Daily badge is available from VA Police. |
| 20 |
| What is the earliest acceptable start time for performing the scope of work on campus? |
Are there any restrictions or specific time windows we should be aware of?
7.00 am is acceptable.
| 21 |
| Is there a defined staging / laydown area for the filters? If so, can you provide the total size that will be provided? |
| There is no designated staging area for Air filters. The buildings are spread throughout the campus. Contractor can propose an appropriate and reasonable temporary location and size of area he needs for consideration. COR to approve. |
| 22 |
| Are VA dumpsters available for use or do we need to provide our own? If the contractor is responsible, does the City of Palo Alto have a required vendor? |
| Contractor is responsible for removing and disposing off all filters from site. Contractor to verify all info from city of Palo Alto. |
| 23 |
| What methods are acceptable for bringing filters to the roof (e.g. - hoist, JLG, crane)? |
| Service elevator is available in some buildings like b100. Contractor is responsible for arranging the lifting of the filters to AHU locations. |
| 24 |
| Please confirm whether this is a SDVOSB set-aside as SAM.gov synopsis does not indicate a set-aside type. |
| It’s 100% SDVOSB set aside contract. |
| 25 |
| SOW 2.5 requires the lead technician to be HAZWOPER certified. This is unusual for a standard filter replacement. Please clarify the specific hazardous materials (e.g., mold, asbestos, lead) contractors are expected to encounter. Does this requirement mean the 96 sets of used filters must be treated as hazardous waste? If so, what are the specific requirements for disposal and manifesting per SOW 3.11? |
| No lead or asbestos. However, contractor is to understand that filters in hospitals and laboratories may trap mold, bacteria, viruses, and other pathogens. |
| 26 |
| SOW 3.3 requires a 3-week approval lead time for an AHU shutdown. Does this 3-week notice apply to all 96 AHUs? To meet the 7-month performance period, this is a significant logistical constraint. Can non-critical/administrative AHUs be scheduled with the COR on a shorter timeline (e.g., 48-72 hours’ notice)? |
| 3-week approval lead time for an AHU shutdown is required. Based on the schedule that contractor is to provide afterwards, all the shutdowns can be planned ahead of time without logistic constraint. |
| 27 |
| SOW 3.4 identifies AHU-6 and AHU-6A as requiring weekend work. The SOW also mentions "Certain critical areas". To price labor accurately, please identify all other AHUs or buildings that will require off-hours (evening or weekend) service. |
| 6 AHU for weekend work. |
| 28 |
| SOW 4.1 requires "cleaning" of coils and filter racks in five buildings. Please clarify the required level of cleaning. Is this a simple vacuum/wipe-down, or a full wet-wash with chemicals? If a wet-wash is required, please identify the location of available water and drain access for this work. |
| Full wash/pressure wash without chemicals. |
| 29 |
| SOW 1.5 states the POP is "seven (7) months after award, with one (1) month for survey and verification". Please clarify if this is a total of 7 months (including the 1-month survey) or 8 months (1-month survey + 7 months for execution). |
| 7 months total. |
| 30 |
| SOW 2.4.b mandates compliance with The Joint Commission. Please clarify the specific Infection Control Risk Assessment (ICRA) requirements for this project. |
| COR to verify after award, will not pose burden on Contractor. |
| 31 |
| SOW 2.11 requires VA-provided I.D. badges. What is the full process for obtaining these badges? Does it require a multi-week background investigation (e.g., PIV card), fingerprinting, and/or specific VA training, or is it a simple daily pass issued by the COR? Please clarify the estimated lead time to get a new technician badged and approved for site access. |
| Day passes from VA police are provided on the spot. COR will coordinate. |
| 32 |
| "SOW 3.8 requires 'digital documentation of each and every air handler and filter bank.' Please clarify this requirement. Does this mean a written report with a checklist (e.g., in Excel), or does it require pre- and post-service photographs of every filter bank in all 96 AHUs?" |
| Only Photos are required, and identification of what photo belongs to which AHU and coils of which AHU. Before and after cleaning of coils. |
| 33 |
| SOW 3.6 mandates MERV 15 filters. Some existing AHUs may not be designed for the increased static pressure of a MERV 15 filter, which could lead to reduced airflow or fan motor strain. Please confirm that the VA has verified all 96 AHUs are compatible with MERV 15 filters. If a unit is found to be incompatible, will the contractor be directed to use a lower MERV filter at no cost change, or will this be handled as an equitable adjustment? |
| 3.6 identifies filters of 3 MERV ratings. MERV 15 is for post filters only. If a unit is found to need a lower post filter contractor will obtain approval on proposed change with equitable adjustment in cost. |
| 34 |
| SOW 2.5 requires 'NAFA' certified HVAC technicians. Please confirm if this certification is required for every technician on-site, or if it is acceptable for one NAFA-certified supervisor to oversee a team of technicians/laborers performing the filter replacement. |
| One NAFA certifies supervisor responsible for the work and oversight is acceptable. |
| 35 |
| SOW 2.5 'QUALIFICATIONS' mandates that HVAC technicians be 'NAFA' certified. We request clarification on whether this is a mandatory credential for all on-site personnel. As no governing body (TJC, CMS, ASHRAE) specifically mandates this certification, will the Government accept 'equivalent qualifications'? Specifically, will the Government accept detailed resumes for all proposed technicians demonstrating 2+ years of direct, verifiable experience performing filter maintenance in lieu of the NAFA certification? |
| One NAFA certifies supervisor responsible for the work and oversight is acceptable. |
| 36 |
| For filter services to the air handlers supporting the operating rooms, will the work be done on overtime to accommodate operating room schedules? Do the OR's have fixed downtime, or do they run 24/7? |
| ORs work on weekdays as a s general rule. Contractor to work on AHUs serving ORs Cath labs and GI clinic etc. (allow 6 AHUs) over the weekend only, included in contract. No additional payment will be made. |
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