SSN - HVAC Filters - SAM - 36C24425Q0776.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJE

CT*

Industrial HVAC Air Filters Coatesville VA Medidcal Center

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 18711

SOLICITATION NUMBER* 36C24425Q0776

RESPONSE DATE/TIME/ZONE 06-23-2025 12:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 4460

NAICS CODE* 333413

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 4

Wilkes-Barre VAMC

1111 East End Blvd

Wilkes-Barre, PA 18711

POINT OF CONTACT* Contract Specialist

Olivia McDonald olivia.mcdonald@va.gov

PLACE OF PERFORMANCE

ADDRESS Coatesville Veterans Affairs Medical Center

(VAMC)

1400 Black Horse Hill Rd

Coatesville PA

POSTAL CODE 19320

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is Not a Solicitation Announcement. This is a Request for Information Only.

This Request for Information (RFI) is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Since this is Request for Information announcement, no evaluation letters and/or results will be issued to respondents. No solicitation exits. Therefore, do no request a copy of a solicitation.

The Department of Veterans Affairs VISN 4, Network Contracting Office 4 (NCO 4), is seeking information and potential qualified/verified Businesses capable of meeting requirement and salient characteristics below to provide the Coatesville VA Medical Center with various sized HVAC Air Filters.

STATEMENT OF NEED

Coatesville VA Medical Center

HVAC Air Filters

BACKGROUND:

The Coatesville Veterans Affairs Medical Center (VAMC) Air Conditioning (AC) shop needs filters for the upcoming spring/fall preventative maintenance of the air handlers.

The heating ventilation and air conditioning (HVAC) air filters for various makes and models of commercial HVAC systems need to be changed every 6 months for compliance to air quality standards established by Environmental Protection Agency

(EPA).

DESCRIPTION OF SUPPLIES:

This request is for Blanket Purchase Agreement for a base plus four (4) option years for HVAC Air Filters. Air filters must be the exact filter size with no substitute for HVAC use at Coatesville Medical Center.

The AC shop requires two (2) deliveries a year, every six (6) months of the HVAC filters and quantities listed in the chart below:

PRODUCT DESCRIPTION:

Total yearly filter quantities:

Item # Description/Part Number* Qty

405619DF12 12x24x12 10 pocket HiFlo ES MERV14 68

49880006 12x24x2 30/30 MERV8A 50

405820M12 16x20x12 8 pocket HiFlo ES MERV14A 8

49880001 16x20x2 30/30 MERV8A 78

59413004 16x20x4 30/30 MERV8A 50

59413005 16x25x4 30/30 MERV8A 12

405619D12 20x20x12 8 pocket HiFlo ES MERV14A 60

49880002 20x20x2 30/30 MERV8A 118

59413003 20x20x4 30/30 MERV8A 14

405619E12 20x24x12 10 pocket HiFlo ES MERV14A 88

49880012 20x24x2 30/30 MERV8A 144

59413008 20x24x4 30/30 MERV8A

49880003 20x25x2 30/30 MERV8A 8

59413006 20x25x4 30/30 MERV8A

405619C12 24x12x12 5 pocket HiFlo ES MERV14A 6

49880006 24x12x2 30/30 MERV8A 14

405619A12 24x24x12 10 pocket MERV14A 140

49880005 24x24x2 30/30 MERV8A 130

59413001 24x24x4 30/30 MERV8A 4

HVAC AIR FILTER MAINTENANCE

Coatesville VAMC has the right to refuse HVAC air filters that do not meet applicable size and standards. The Contractor must replace rejected HVAC air filters within 96 hours at no additional cost to the government.

DELIVERY/STORAGE REQUIREMENTS:

Delivered to the Coatesville VAMC, 1400 Black Horse Hill Rd, Coatesville, PA 19320, Building 13

Delivery Schedule –Shall be available during the hours Monday through Friday, 8:00AM- 4:00PM. It is the responsibility of the Contractor to ensure each VA Facility shall receive their orders on the specified delivery dates

NLT 4:00PM.

Deliveries will be coordinated with the contract Point Of Contact (POC) which will be made available at time of award.

Two deliveries per contract year ordering period (1 every 6 months)

1.1. The delivery driver is required to provide the warehouse personnel with a legibly signed and dated electronic delivery ticket after each delivery.

1.2. The delivery slip/ticket for contractor-provided HVAC air filters must include:

Contract Number, Facility PO Number Account number for the specific delivery location Date of Order Date of Delivery Item number(s) (CLIN) and/or product identification number(s) Quantity of each HVAC air filter ordered.

Items ordered and not delivered.

The number and type of HVAC air filters being delivered.

1.3. Contractor shall provide access to the scanned copy of the delivery slip to the COR through electronic means (e-mail or otherwise)

The following holidays are observed by the Federal Government:

New Year's Day Martin Luther King's Birthday (3rd Monday in January) Presidents Day (3rd Monday in February) Memorial Day (last Monday in May) Juneteenth (June 19) Independence Day (July 4th) Labor Day (1st Monday in September) Columbus Day (2nd Monday in October) Veterans Day (November 11th) Thanksgiving Day Christmas Day

Any day specifically declared by the President of the United States to be a national holiday.

Note: If the holiday falls on a Saturday, it shall be officially observed on the Friday before the holiday. If the holiday falls on a Sunday, it shall be officially observed on the Monday following the holiday.

Prices listed on the Schedule of Items will be all-inclusive prices. All transportation charges for delivering HVAC air filters shall be included in the price of the HVAC air filters. Additional charges such as delivery fees, hazardous material fees, fuel surcharges, etc. shall NOT be billed to or collected from the facilities for orders received under this contract.

Inspection and acceptance by VA personnel will be completed at time of delivery.

Deliveries are not considered to be “accepted” unless written verification of such is provided by VA personnel.

EMERGENCY DELIVERY REQUIREMENTS

The Contractor shall provide a written action plan and have protocols in place to ensure compliance with the VA’s requirements under the contract in the event of a declared National or State Emergency which affects the Contractor’s ability to perform. In the event the plan is implemented, the Contractor shall provide notification of implementation of the action plan and protocols within 48 hours of any declared National or State Emergency to the Contracting Officer and VA Point of Contact.

INSPECTION AND ACCEPTANCE:

HVAC supervisor will examine and confirm adequacy upon delivery.

Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industry Classification code (NAICS) 333413, Air purification equipment, stationary, manufacturing.

Please answer the following questions:

(1) Please indicate the size status and representations of your business in accordance with the NAICS code 333413, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)

(2) Is the required equipment available on a Federal Supply Schedule or Government Wide Acquisition Contract? If so, please include the schedule number.

(3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

(4) If your company is a large business, do you have any authorized small business distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

(5) If your company is a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled;

modified?

(6) Is the item you are supplying made or manufactured in America? This is to ensure compliance with FAR 52.225-1 Buy American-Supplies.

(7) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to sub contracted work and completion of job.

(8) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(9) Please submit your capabilities in regard to the salient characteristics detailed above and any information pertaining to “equal to items” to establish capabilities for planning purposes?

(10) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(11) Please provide your UEI number.

*** Submissions addressing number (10) should show clear, compelling and convincing*** evidence that all “equal to items" meet all the salient characteristics.

This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted.

Responses must be received via email to Contract Specialist Olivia McDonald at olivia.mcdonald@va.gov no later than 12:00 PM Eastern Standard Time on June 23, 2025.

Sources Sought Notice This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action.

All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award.

If a solicitation is issued, information will be posted on SAM.gov for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing via email.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

End of Document