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

Active

Contract Opportunity

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.

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