Backhoe Electronic (DEF System) Repair Riverside National Cemetery

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

1. 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.

2. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged. SOURCES SOUGHT DESCRIPTION: Repair of 2018 Caterpillar Backhoe, Model 416F2 at Riverside National Cemetery, Riverside, CA.

3. This is NOT a solicitation announcement. This is an RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After reviewing the responses to the sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

4. The National Cemetery Administration (NCA), Veterans Affairs (VA), Pacific District Contracting Office, is seeking sources that can provide the following repair:

The contractor must procure, replace, program, calibrate, and verify the following OEM Caterpillar (or OEM equivalent when explicitly approved) components for the Diesel Exhaust Fluid (DEF) system and related electronic controls: Relay Assembly — Caterpillar Part Number 265-8025, Module AR EX (Electronic Control Module) — Caterpillar Part Number 454-8355, Sensor / Sensor Kit — Caterpillar Part Number 594-8693, and CEM Sensor Relay — Caterpillar Part Number MC2.

The Contractor shall provide all labor, parts, tools, diagnostic equipment, transportation, programming software, testing, and technical expertise to perform:

1. Remove and replace the identified components listed above.
2. Perform functional diagnostics prior to programming (DEF dosing, sensor plausibility, wiring continuity, fault code capture).
3. Program and calibrate the electronic control module and associated DEF systems using Caterpillar licensed software (Cat ET), including fault clearing and parameter updates.
4. Conduct operational testing post-installation (hot/cold starts, DEF dosing validation, drive cycle checks, no active faults).
5. Verify safe, reliable performance and document results prior to release back to service.
6. Provide OEM authenticity documentation (packing slips, part labels, Cat invoices) and programming logs to the COR.

If the backhoe must be transported off-site for repair or reprogramming, transportation costs (including loading/unloading, hauling, and return delivery) will be the responsibility of the Contractor to ensure the safe handling and protection of Government property during transport and repair activities.

 5. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the OEM parts/services that fulfill the requirement. If you are interested and are capable of providing the sought-out services, please provide the requested information as well as the information indicated below. Failure to respond to all questions in this sources sought will determine the interested party as non-responsive which may affect a set-aside decision for a resulting solicitation.

Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

a. Please provide your UEI number.

b. 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.)?

c. Is your company considered small under the NAICS code identified under this RFI and is the NAICS code appropriate to this type of work?

d. If you are identified as a SDVOSB/VOSB or Small Business, identify how you intend to meet the requirements found in the limitations on subcontracting FAR or VAAR clauses. 

f. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirements listed above? If so, please provide the contract number(s).

g. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet all requirements described above.

6. Responses to this notice shall be submitted via email to Roberto.escobedo@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, January 30th, 2026, at 1300 PST or sooner.

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