2940--Sources Sought Notice: Air Handling Unit (AHU) MERV Filters, for the James J. Peters VAMC, Bronx. Base plus four option year contract.

THIS REQUEST IS FOR SOURCES SOUGHT AND IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFQ IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought Notice is marked as proprietary and will be handled accordingly. IAW FAR 15.201(e), 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 Sources Sought Notice.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought Notice only. The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their size classification relative to NAICS code 333413 (size standard of 500 employees). Responses to this Sources Sought Notice will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 02 Network Contracting Office, is seeking sources that can provide AHU Filters that at a minimum meet the following salient characteristics with a brand name or equal product for the James J. Peters VA Medical Center, Bronx, NY.

Statement of Work

Title: Procurement and Delivery of AHU Filters at James J. Peters VA Medical Center, Bronx, New York.

Objective:

James J. Peters VA Medical Center located at 130 W Kingsbridge Road Bronx, NY 10468 is seeking a fixed firm price contract to include a base year and four (4) option years for the supply and delivery of Brookaire Air Handling Unit (AHU) Filters in accordance with specified requirements as outlined below:

The contract performance years required are as follows:

Base Year: February 01, 2026 January 31, 2027

Option Year 1: February 01, 2027 January 31, 2028

Option Year 2: February 01, 2028 January 31, 2029

Option Year 3: February 01, 2029 January 31, 2030

Option Year 4: February 01, 2030 January 31, 2031

Scope:

The vendor shall be responsible for the following:

Procuring Brookaire AHU filters or equivalent in accordance with the specified requirements.

Ensuring that the filters meets all manufacturer and medical center specifications, as outlined in the following lists.

The following quantities of each filter will be needed:

Filter Sizes (in)

Ratings

Types

Headers?

Total Quantity

12x20x2

MERV 8

Pleated

N/A

60

12x20x2

MERV 11

Pleated

N/A

20

12x20x12

MERV 11

Rigid Box

Single

20

12x20x12

MERV 14

Rigid Box

Single

10

12x24x2

MERV 8

Pleated

N/A

420

12x24x2

MERV 10

Pleated

N/A

116

12x24x2

MERV 11

Pleated

N/A

376

12x24x4

HEPA

Cartridge Box

Single

2

12x24x4

MERV 14

Mini-Pleated

N/A

4

12x24x6

MERV 11

Cartridge Box

Single

12

12x24x12

MERV 11

Rigid Box

Single

44

12x24x12

MERV 11

Cartridge Box

Single

84

12x24x12

MERV 14

Rigid Box

Single

114

12x24x12

MERV 14

Rigid Box

No

20

12x24x12

MERV 14

Rigid Box

Double

20

12x24x12

MERV 14

Cartridge Box

Single

92

16x16x2

MERV 8

Pleated

N/A

64

16x20x2

MERV 8

Pleated

N/A

424

16x20x2

MERV 11

Pleated

N/A

104

16x20x4

MERV 11

Mini-Pleated

N/A

32

16x20x12

MERV 14

Rigid

Single

40

16x25x2

MERV 10

Pleated

Pleated

420

20x20x2

MERV 8

Pleated

Pleated

708

20x20x2

MERV 11

Pleated

Pleated

1048

20x20x4

MERV 10

Mini-Pleated

N/A

60

20x20x4

MERV 11

Mini-Pleated

N/A

88

20x20x12

MERV 11

Rigid Box

Single

20

20x20x12

MERV 11

Cartridge Box

Single

128

20x20x12

MERV 14

Rigid Box

Single

238

20x20x12

MERV 14

Cartridge Box

Single

208

20x24x2

MERV 8

Pleated

N/A

1272

20x24x2

MERV 11

Pleated

N/A

772

20x24x4

MERV 11

Mini-Pleated

N/A

56

20x24x12

MERV 10

Rigid Box

Single

20

20x24x12

MERV 11

Rigid Box

Single

104

20x24x12

MERV 11

Cartridge Box

Single

192

20x24x12

MERV 14

Rigid Box

Single

280

20x24x12

MERV 14

Cartridge Box

Single

80

24x24x2

MERV 8

Pleated

N/A

1680

24x24x2

MERV 10

Pleated

N/A

912

24x24x2

MERV 11

Pleated

N/A

1080

24x24x4

HEPA

Cartridge Box

Single

4

24x24x4

MERV 11

Mini-Pleated

N/A

72

24x24x4

MERV 11

Pleated

N/A

24

24x24x4

MERV 14

Mini-Pleated

Mini-Pleated

4

24x24x6

MERV 11

Cartridge Box

Single

84

24x24x12

MERV 10

Rigid Box

Single

40

24x24x12

MERV 11

Rigid Box

Single

4

24x24x12

MERV 11

Cartridge Box

Single

400

24x24x12

MERV 14

Rigid Box

No

320

24x24x12

MERV 14

Rigid Box

Single

358

24x24x12

MERV 14

Rigid Box

Double

40

24x24x12

MERV 14

Cartridge Box

Single

192

24x24x12

HEPA

Cartridge Box

No

4

24x25x2

MERV 11

Pleated

N/A

36

d. Ensuring a submittal package is provided, including product specifications and documentation confirming that the material meets the requirements outlined in this document.

e. Coordinating with the James J. Peters VA Medical Center for delivery schedules and ensuring materials are delivered to the designated address:

Delivery Address:

James J. Peters VA Medical Center

130 West Kingsbridge Road

Bronx, NY 10468

Providing all necessary documentation, including packing slips, invoices, and certifications of compliances for the flooring materials.

Delivering the materials within the agreed timeframe to avoid project delays.

Each pallet delivered should only house filters for one air handler. Filters for different air handlers should not be on the same pallet. Every box on the pallet shall be labeled with the air handler number, location served, and filter size (LOCATION AHU #). This is for all pre-filters (pleated), cartridge boxes, mini-pleats and rigid box. The location and air handler and the filter required is on the master filter spreadsheet which is attached as a PDF in the solicitation.

The list for the quarterly amounts below is just used for pricing purposes for what is required to be delivered on a quarterly basis. The locations of where the filters are going are on the master spreadsheet. It should be noted that all the penthouse filters will be frontloaded in the first delivery. It also should be noted that the list below, separates the amount of filters per each of the four deliveries.

Freight charges cannot exceed $250 dollars per delivery. The delivery of the filters is the responsibility of the vendor that wins the bid.

No taxes are included nor allowed. A tax exempt form can be provided if necessary. Any mistakes in labeling, having multiple air handlers on one pallet, or delivery will require the vendor to come on site to either sort the boxes or take them off site and redeliver the correctly at no cost to the VA.

No substitute filters are allowed. IF there is a lead time on any filters, it is on the vendor to ensure they coordinate receiving the filters in advance of the delivery and storing them at no cost to the VA until delivery is ready.

Reports and Acceptance:

a. The vendor shall provide a delivery report upon completion of each delivery. This report should include the quantities delivered, batch numbers, and any variances from the original order.

b. Acceptance of the materials will be based on COR S approval.

c. The C&A requirements do not apply, and a Security Accreditation package is not required.

Schedule:

The vendor shall make deliveries every 90 days, occurring within the first 2 weeks of award, and then every 90 days after that. Total quantities of each filter type shall be delivered in four (4) equal shipments across the entire contract. All deliveries shall be coordinated with COR minimum 5 business days in advance. Contractor shall submit proposed delivery schedule upon award of contract.

Index

Filter Sizes

Ratings

Types

Headers?

Delivery 1

Delivery 2

Delivery 3

Delivery 4

Total

1

12x20x2

MERV 8

Pleated

N/A

15

15

15

15

60

2

12x20x2

MERV 11

Pleated

N/A

5

5

5

5

20

3

12x20x12

MERV 11

Rigid Box

Single

5

5

5

5

20

4

12x20x12

MERV 14

Rigid Box

Single

0

5

0

5

10

5

12x24x2

MERV 8

Pleated

N/A

240

60

60

60

420

6

12x24x2

MERV 10

Pleated

N/A

62

18

18

18

116

7

12x24x2

MERV 11

Pleated

N/A

94

94

94

94

376

8

12x24x4

HEPA

Cartridge Box

Single

0

1

0

1

2

9

12x24x4

MERV 14

Mini-Pleated

N/A

1

1

1

1

4

10

12x24x6

MERV 11

Cartridge Box

Single

3

3

3

3

12

11

12x24x12

MERV 11

Rigid Box

Single

11

11

11

11

44

12

12x24x12

MERV 11

Cartridge Box

Single

66

6

6

6

84

13

12x24x12

MERV 14

Rigid Box

Single

57

26

5

26

114

14

12x24x12

MERV 14

Rigid Box

No

5

5

5

5

20

15

12x24x12

MERV 14

Rigid Box

Double

5

5

5

5

20

16

12x24x12

MERV 14

Cartridge Box

Single

23

23

23

23

92

17

16x16x2

MERV 8

Pleated

N/A

64

0

0

0

64

18

16x20x2

MERV 8

Pleated

N/A

106

106

106

106

424

19

16x20x2

MERV 11

Pleated

N/A

26

26

26

26

104

20

16x20x4

MERV 11

Mini-Pleated

N/A

8

8

8

8

32

21

16x20x12

MERV 14

Rigid

Single

6

14

6

14

40

22

16x25x2

MERV 10

Pleated

Pleated

105

105

105

105

420

23

20x20x2

MERV 8

Pleated

Pleated

177

177

177

177

708

24

20x20x2

MERV 11

Pleated

Pleated

262

262

262

262

1048

25

20x20x4

MERV 10

Mini-Pleated

N/A

15

15

15

15

60

26

20x20x4

MERV 11

Mini-Pleated

N/A

22

22

22

22

88

27

20x20x12

MERV 11

Rigid Box

Single

5

5

5

5

20

28

20x20x12

MERV 11

Cartridge Box

Single

32

32

32

32

128

29

20x20x12

MERV 14

Rigid Box

Single

19

100

19

100

238

30

20x20x12

MERV 14

Cartridge Box

Single

52

52

52

52

208

31

20x24x2

MERV 8

Pleated

N/A

318

318

318

318

1272

32

20x24x2

MERV 11

Pleated

N/A

193

193

193

193

772

33

20x24x4

MERV 11

Mini-Pleated

N/A

14

14

14

14

56

34

20x24x12

MERV 10

Rigid Box

Single

5

5

5

5

20

35

20x24x12

MERV 11

Rigid Box

Single

26

26

26

26

104

36

20x24x12

MERV 11

Cartridge Box

Single

48

48

48

48

192

37

20x24x12

MERV 14

Rigid Box

Single

19

121

19

121

280

38

20x24x12

MERV 14

Cartridge Box

Single

20

20

20

20

80

39

24x24x2

MERV 8

Pleated

N/A

1068

204

204

204

1680

40

24x24x2

MERV 10

Pleated

N/A

264

216

216

216

912

41

24x24x2

MERV 11

Pleated

N/A

270

270

270

270

1080

42

24x24x4

HEPA

Cartridge Box

Single

0

2

0

2

4

43

24x24x4

MERV 11

Mini-Pleated

N/A

18

18

18

18

72

44

24x24x4

MERV 11

Pleated

N/A

6

6

6

6

24

45

24x24x4

MERV 14

Mini-Pleated

Mini-Pleated

1

1

1

1

4

46

24x24x6

MERV 11

Cartridge Box

Single

21

21

21

21

84

47

24x24x12

MERV 10

Rigid Box

Single

10

10

10

10

40

48

24x24x12

MERV 11

Rigid Box

Single

1

1

1

1

4

49

24x24x12

MERV 11

Cartridge Box

Single

316

28

28

28

400

50

24x24x12

MERV 14

Rigid Box

No

80

80

80

80

320

51

24x24x12

MERV 14

Rigid Box

Single

206

69

14

69

358

52

24x24x12

MERV 14

Rigid Box

Double

10

10

10

10

40

53

24x24x12

MERV 14

Cartridge Box

Single

48

48

48

48

192

54

24x24x12

HEPA

Cartridge Box

No

0

2

0

2

4

55

24x25x2

MERV 11

Pleated

N/A

9

9

9

9

36

Total

4462

2947

2670

2947

13026

Sample Delivery Schedule:

Contract Award Date: January 1, 2026

First Delivery: January 19, 2026

Second Delivery: April 3, 2026

Third Delivery: July 3, 2026

Fourth Delivery: October 30, 2026

Deliveries shall be during normal business hours, which are 8 am to 4 pm, Monday through Friday.

Deliveries must not occur during federal holidays. Holidays observed by the federal government are annotated below:

- New Year s Day

- Martin Luther King s Birthday

- President s Day

- Memorial Day

- Juneteenth

- Independence Day

- Labor Day

- Columbus Day

- Veterans Day

- Thanksgiving Day

- Christmas Day

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, 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 your company considered small under the NAICS code identified under this RFI?

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

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

(5) If you re 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) If you intend to sub contract 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.

(7) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number.

(8) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

(9) 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.

(10) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?

(11) Will the items you will be providing manufactured domestically in the United States or are they foreign manufactured items?

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

(13) Please provide your Sam.gov Unique Entity ID number.

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

Responses to this notice shall be submitted via email to Jonatan.rondon@va.gov, telephone responses shall not be accepted. Responses must be received no later than January 16th, 2026. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.