4460--AHU Filters and Belts | Wilkes-Barre VA Medical Center

Amendment / Modification

This amendment provides responses to vendor questions regarding solicitation 36C24426Q0472.

• Question and Answer section.

• Clarifies that all items on the contract must be bid on, even if a vendor can only supply a portion of the items (e.g., air filters but not belts).

• All other terms and conditions remain unchanged.

Form / Attachment / Pricing Sheet

This attachment, "Attachment A Pre Filter Quantities.xlsx", details the required prefilter sizes, types, ratings, and quantities for the opportunity. It specifies quarterly and total annual quantities for each product.

• Prefilter Types: Merv 9 Pleated Pre Filters and 4 Ply Antimicrobial Treated Pre Filters (including Link, Panel, and Cube variations).
• Product Specifications: Includes Product Number, Filter Size, and required Delivery Quantities for each quarter (Quarter 1, Quarter 2, Quarter 3, Quarter 4).
• Quantities: Provides both quarterly delivery quantities and the Total Annual Quantity for each listed product.

This document is crucial for bidders to understand the specific types and volumes of prefilters required. It outlines the exact quantities needed on a quarterly basis, which directly impacts procurement, inventory management, and delivery scheduling. Bidders must use this information to accurately price their proposals and ensure they can meet the specified delivery requirements.

Amendment / Questions & Answers / Clarifications

This amendment provides responses to vendor questions and includes an updated Attachment A due to a typo.

• Substitutions/Alternates: Considered only if they meet or exceed required specifications.

• MERV 11 vs. MERV 9 Filters: MERV 11 filters are acceptable in lieu of MERV 9, as MERV 11 is greater than the MERV 9 specification.

• Bid Structure: All items on the contract must be bid on; it is not an "all or none" bid.

• Appendix J Testing: Testing per Appendix J is a mandatory requirement for pleated filters.

• Filter Rack Fit: Filters are 6" deep and must be able to slide into a 1" filter rack track. The note in the solicitation regarding the 1" filter rack track was clarified.

• Ply Count for Pre-Filters: Attachment A lists "3 Ply Antimicrobial Treated Pre Filters," but the listed filters are 4 Ply. The correct specification is 4 ply anti-microbial treated; the "3 ply" was a mistype.

• Attachment A has been updated.

No changes to proposal deadlines or submission rules are indicated, but bidders should note the clarifications regarding filter specifications and bid structure.

Form / Attachment / Pricing Sheet

This attachment, "Attachment A Pre Filter Quantities.xlsx", details the required prefilter sizes, types, ratings, and quantities for the opportunity. It specifies quarterly and total annual quantities for each product.

• Prefilter Types: Merv 9 Pleated Pre Filters and 3 Ply Antimicrobial Treated Pre Filters (including 4 Ply Link, 4 Ply Panel, and 4 Ply Cube variations).
• Product Specifications: Includes Product Number, Filter Size, and specific dimensions.
• Quantities: Lists the required delivery quantity for each quarter (Quarter 1, Quarter 2, Quarter 3, Quarter 4) and the Total Annual Quantity for each product.

This document is crucial for bidders to understand the exact quantities and types of prefilters required. It directly impacts the scope of work, material sourcing, and pricing strategies for proposals. Bidders must ensure their proposed products meet the specified sizes, types, and ratings, and that their pricing reflects the detailed quarterly and annual quantity requirements.

Form / Attachment / Pricing Sheet

This Excel spreadsheet lists the required belt sizes and their corresponding quantities for the opportunity. It details the semi-annual and total annual quantities needed for each product.

• Product Number: Unique identifier for each belt.
• Belt Size: Specific dimensions or model of the belt.
• Quarterly Delivery Quantities: Quantities required for Quarter 1 and Quarter 3.
• Total Annual Quantity: The total number of units required for the entire year.

This document is crucial for bidders to understand the specific types and volumes of belts required. It outlines the delivery schedule, indicating that deliveries are concentrated in Quarter 1 and Quarter 3, with no deliveries in Quarter 2 or Quarter 4. Bidders must use this information to accurately price their proposals and plan their logistics to meet the specified delivery quantities and timing.

Form / Attachment / Pricing Sheet

This Excel attachment provides detailed quantities for required final filters, including specific sizes, MERV ratings, and delivery schedules. It serves as a critical reference for bidders to understand the volume and types of filters needed for the opportunity.

• Filter Types: Includes "Merv 15 Antimicrobial Box Style Final Filters" and "HEPA Final Filters" (both Gasket and Gel types).
• Product Specifications: Lists specific filter sizes (e.g., 24x24x6, 12X30x12) and MERV ratings where applicable.
• Quantities: Provides semi-annual and total annual delivery quantities for each product.
• Delivery Schedule: Quantities are broken down by quarter, aligning with the "Statement of Need section 6.0 Schedule of Deliveries."

This document is essential for bidders to accurately price their proposals and plan their supply chain logistics. It clearly defines the specific products and quantities required, enabling vendors to assess their capacity and provide precise cost estimates for the filters needed throughout the year.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing detailed line item information for a potential procurement. It lists various air filters and belts with their respective quantities and specifications.

• Item Number: Unique identifier for each product.
• Description: Details of the product, including dimensions, MERV rating, material type (e.g., pleated, antimicrobial treated, HEPA), and construction (e.g., box style, gasket type, gel type).
• Quantity: The number of units required for each item.
• Unit of Measure: Typically 'EA' (Each).
• PRINCIPAL NAICS CODE: 333413 - Industrial and Commercial Fan and Blower and Air Purification Equipment Manufacturing.
• PRODUCT/SERVICE CODE: 4460 - Air Purification Equipment.

This spreadsheet provides a comprehensive list of the specific items and quantities that may be procured. Bidders should use this information to understand the scope of potential requirements, prepare accurate pricing, and ensure they can meet the specified product details and quantities. The NAICS and PSC codes indicate the primary industry and product classification for this procurement.

Form / Attachment / Pricing Sheet

This document, "DELIVERY.xlsx", appears to be a detailed list of items and their associated quantities, delivery locations, and other logistical information. It serves as a crucial attachment for understanding the specific goods or services required for the opportunity.

• Item Numbers: A comprehensive list of item numbers (0001 through 4179).
• Quantities: The number of units required for each item.
• UOM: Unit of Measure (consistently 'EA' for Each).
• Delivery Date: Not explicitly detailed per item, but references "See Clin 0001" or similar, indicating a need to refer to a CLIN (Contract Line Item Number) for specific delivery timelines.
• Delivery Address: Primarily "Wilkes-Barre VA Medical Center, 1111 East End Blvd, Wilkes-Barre, PA 18711, USA" for multiple CLINs, with "DESTINATION" as the Mark For.
• Contact Information: Fields for contact phone and email are present but not populated in this excerpt.
• FOB: Indicates "DESTINATION" for all listed items.

This spreadsheet provides a granular breakdown of the items and quantities that form the core of the procurement. Bidders must carefully review this document to understand the full scope of materials or services needed, verify their ability to supply these items, and accurately price their proposals. The repeated structure across different CLIN ranges (0001, 1001, 2001, 3001, 4001) suggests multiple contract line items with similar or identical item requirements, which bidders should analyze for potential consolidation or specific bidding strategies.

Solicitation / RFP / RFQ

This solicitation is for the procurement of air filters and belts for the Wilkes-Barre VA Medical Center's onsite air handling equipment. The requirement is for a five-year Indefinite Delivery/Indefinite Quantity (IDIQ) contract, with an anticipated start in 2026.

• Products: MERV 9 Pleated Pre-Filters, MERV 14 Final Filters, and Belts.

• Specifications: Detailed specifications are provided for each product type, including MERV ratings, pressure drop resistance, dimensions, materials, and efficiency ratings. Filters must meet ASHRAE and UL standards. Belts must be grip notch style with high heat and oil resistance.

• Deliverables: Vendors must deliver specified quantities, sizes, and types of products according to the provided delivery schedules.

• Costs: All costs, including overhead, materials, packaging, shipping, and offloading, must be included.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ).

• Period of Performance: A five-year contract is anticipated, starting in 2026. Specific award dates will be issued upon award.

• Submission Method: Quotes must be submitted via email to the Contracting Specialist, Olivia McDonald (olivia.mcdonald@va.gov).

• Offer Due Date: May 1, 2026, at 4:00 PM EST.

• Questions Due Date: April 22, 2026, at 12:00 PM EST via email to Olivia McDonald.

• Evaluation: The award will be made to the responsible offeror whose offer is most advantageous to the Government, based on Lowest Price Technically Acceptable (LPTA) criteria.

• Required Documents: Offerors must submit descriptive literature, completed SF 1449 forms, price/cost schedule, delivery schedule, and representations/certifications. Registration in the System for Award Management (SAM) is required.

• This acquisition is UNRESTRICTED.

• Trade Agreements apply to this acquisition; only U.S.-made or designated country end products will be considered for award unless otherwise specified.

• No phone calls will be accepted for solicitation information.

• Vendors must read the entire solicitation and complete all required sections.

• Deliveries are scheduled Monday through Friday, 8:00 AM - 4:00 PM, excluding Federal Holidays and weekends.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for Air Handling Unit (AHU) HVAC Filters & Belts for the Wilkes-Barre VA Medical Center. The Department of Veterans Affairs, Network Contracting Office (NCO) 4, has a requirement for these supplies.

• Air Handling Unit HVAC Filters & Belts are to be provided.

• The procurement will be conducted as Full and Open Competition.

• The full solicitation will be posted on the Contract Opportunities website (www.beta.sam.gov) on or about April 9, 2025.

• Potential offerors are responsible for monitoring the site for the release of the solicitation package and any amendments.

• All questions must be submitted in writing to the Contract Specialist, Olivia McDonald, at olivia.mcdonald@va.gov. No telephone inquiries will be accepted.

• This notice does not obligate the Government to award a contract or pay for proposal preparation costs.

• All interested parties must be registered in the System for Award Management (SAM) prior to award.

• 333413

• Wilkes-Barre VAMC, 1111 East End Blvd, Wilkes-Barre, PA 18711, USA

• April 10, 2026, 16:00 Eastern Time, New York, USA

• Olivia McDonald, Contract Specialist, olivia.mcdonald@va.gov