4460--Air Filters - Rocky Mountain Regional VA Medical Center

Statement of Work (SOW) / Performance Work Statement (PWS)

The purpose of this Statement of Work is to provide the annual requirement of air filters for the Facilities Management Services at the Eastern Colorado Health Care System (RMRVAMC) to support air handler units, fan coils, and HEPA banks.

• The Contractor shall deliver selected air filter items in specified quantities on an as-needed/ordered basis.

• All items must meet the salient characteristics defined in section 2.5 and comply with ASHRAE Standards 170 and 52.2-2012 Addendum E and F.

• Items must be available for individual unit purchase with no minimum purchase requirement.

• All freight and shipping costs are to be included in the unit price.

• The Contractor is responsible for furnishing all personnel, supplies, and equipment for delivery.

• MERV 9A Moisture Resistant Filters: Various sizes (e.g., 24x12x2, 24x24x2, 20x20x2, 24x20x2, 20x16x2, 24x16x2, 20x8x2, 16x10x2, 32x10x2, 24x24x1, 18x14x2, 14x18x1, 12x18x1, 18x30x2, 18x12x1, 18x14x1) with quantities specified. Features include dual-layered blended polyester, moisture resistance, welded steel grid, UL 900 fire rating, high dust holding capacity, and a five-star Energy Cost Index (ECI).

• MERV 13 Filters: Various sizes (e.g., 12x24x12, 24x24x12, 20x16x4, 20x20x4, 25x20x4) with quantities specified. Features include UL 900 fire rating, low initial pressure drop at high airflows, and a five-star ECI.

• MERV 14 Filters: Various sizes (e.g., 12x24x12, 24x24x12) with quantities specified. Features include UL 900 fire rating and a 0.29 in.w.g. initial resistance.

• MERV 14A Pleat Filters: Various sizes (e.g., 24x12x4, 20x20x4, 24x20x4, 24x24x4) with quantities specified. Features include UL 900 fire rating and low initial pressure drop at high airflows.

• Timeframe: Filters to be delivered within 7-10 business days upon coordination with the Delivery POC. Initial deliveries for custom filters within 15 business days.

• Location: Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC), 1700 N. Wheeling Street, Aurora, CO 80045.

• Markings: Deliveries must be marked with the PO, contract number, and On-Site POCs.

• Adherence to site safety requirements, including no smoking, eating, or drinking in the delivery area, and wearing required PPE.

Amendment / Modification

• Answers to submitted questions are provided in the attachment "Questions and Answers – Air Filters".

• The due date for quotes has been extended to April 1, 2026, at 10:00 AM Mountain Time.

• A Revised Statement of Work titled "Revised Statement of Work - Air Filters - 03-18-2026" is attached.

• The due date for quotes has been modified.

• New questions and answers have been added.

• The Statement of Work has been revised.

• The deadline for submitting quotes is now April 1, 2026, at 10:00 AM Mountain Time.

• Bidders should review the attached "Questions and Answers – Air Filters" and the "Revised Statement of Work - Air Filters - 03-18-2026" for updated information.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the Air Filters opportunity, clarifying specifications and delivery timelines. It also references a revised Statement of Work dated 03-18-2026.

• Filter Size Discrepancies:
  • For SOW 2.5.27, the correct filter size is 18x12x1 (clarified from a discrepancy with 18x30x2).
  • For SOW 2.5.28, the correct filter size is 18x14x1 (clarified from a discrepancy with 18x30x2).
• Custom Filter Lead Times: Initial orders for custom-sized filters (CLINs 0018-0028) can have their 7-10 business day delivery window extended to up to 15 business days to accommodate manufacturing setup.
• MERV 9A Testing Standard: Equivalent products tested to the current ASHRAE 52.2-2017 standard will be accepted, not strictly the 2012 edition.

These clarifications, particularly the confirmed filter sizes and acceptance of the current testing standard, may impact product selection and proposal preparation. Bidders should refer to the revised Statement of Work dated 03-18-2026 for updated details.

Form / Attachment / Pricing Sheet

This document is the VAAR 852.219-76, VA Notice of Limitations on Subcontracting—Certificate of Compliance for Supplies and Products. It requires offerors to certify their compliance with subcontracting limitations if awarded a contract, specifically for supplies or products.

• Subcontracting Compliance: Offerors must select whether they will comply with the 50% subcontracting limit for non-certified SDVOSBs/VOSBs (for supplies/products) or if they are a nonmanufacturer supplying products from a domestic small business.
• Manufacturer/Nonmanufacturer Representation: Offerors must certify if they are the manufacturer/producer of the end item (and if it's US-manufactured) or if they qualify as a nonmanufacturer (meeting employee limits, primary business in retail/wholesale, and taking ownership of items).
• Waiver Information: Acknowledges potential waivers for the nonmanufacturer rule.
• Certification of Accuracy: Offerors certify that their statements are true and subject to penalties for false claims.
• Cooperation: Agreement to provide documents to VA for compliance verification.
• Completion Requirement: The certification must be completed, signed, and returned with the offer. Failure to do so will result in the offer being deemed ineligible.

This form is mandatory for all offerors. Bidders must carefully review and complete the certification accurately, selecting the appropriate boxes to represent their company's status and commitment to subcontracting limitations. Failure to submit this completed form will disqualify the bid.

Form / Attachment / Pricing Sheet

This document is the "Buy American Certificate" provision (FAR 52.225-2, Oct 2022). Offerors must use this form to certify compliance with the Buy American Act.

• Domestic End Product Certification: Offerors must certify that each end product is a domestic end product, and that domestic end products contain a critical component, unless exceptions apply.
• Foreign End Products: Offerors must list any foreign end products, their country of origin, and indicate if they exceed 55% domestic content (unless COTS items).
• Domestic End Products with Critical Components: Offerors must separately list domestic end products that contain a critical component.
• Definitions: Key terms like "domestic end product," "foreign end product," and "COTS item" are defined in the "Buy American-Supplies" clause.

This provision is critical for determining the eligibility of offered products under the Buy American Act. Bidders must accurately complete this certificate to ensure their offer is compliant. The government will evaluate offers based on the policies in FAR Part 25.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide the annual requirement of air filters for Facilities Management Services at the Eastern Colorado Health Care System (RMRVAMC) in Aurora, Colorado, to support air handler units, fan coils, and HEPA banks.

• The Contractor shall deliver selected air filters in specified quantities on an as-needed/ordered basis.
• All items must meet the salient characteristics defined in section 2.5 and comply with ASHRAE Standards 170 and 52.2-2012 Addendum E and F.
• Items must be available for purchase individually, with no minimum purchase requirement.
• All freight and shipping costs are to be included in the unit price.
• The Contractor is responsible for furnishing all personnel, supplies, and equipment for delivery.

Detailed specifications are provided for various air filter types, including:

• MERV 9A Moisture Resistant Filters: Various sizes (e.g., 24x12x2, 24x24x2, 20x20x2, 24x20x2, 20x16x2) with quantities ranging from 30 to 1520 each, plus boxed quantities.

• MERV 13 Filters: Various sizes (e.g., 12x24x12, 24x24x12, 20x16x4, 20x20x4) with quantities ranging from 100 to 510 each.

• MERV 14 Filters: Various sizes (e.g., 12x24x12, 24x24x12) with quantities ranging from 125 to 465 each.

• MERV 14A Pleat Filters: Various sizes (e.g., 24x12x4, 20x20x4, 24x20x4, 24x24x4) with quantities ranging from 3 to 9 each.

• Specialty Filters: Including DATA AIR Units (25x20x4 MERV 13 Pleat) and filters for the Fisher House location (24x16x2 MERV 9A).

• Minimum Efficiency Reporting Value (MERV) ratings as specified (MERV 9A, 13, 14, 14A).

• Compliance with ASHRAE Standards 170 and 52.2-2012.

• Fire rating: UL 900 for all specified filters.

• Energy Cost Index (ECI): Five stars for many listed filters.

• Period of Performance: Not explicitly defined, but implies an annual requirement with delivery on an as-needed basis throughout the contract period.

• Place of Performance: Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC), 1700 N. Wheeling Street, Aurora, CO 80045.

• Delivery Timeframe: Within 7-10 business days upon coordination with the delivery POC.

• Delivery Location: RMRVAMC, 1700 N. Wheeling Street, Aurora, CO 80045.

• Delivery Markings: Must include PO, contract number, and On-Site POCs.

• Site Conditions: Adherence to site safety requirements, including no smoking, eating, or drinking in the delivery area, and wearing required PPE.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926Q0320) for commercial items, specifically Air Filters (Brand Name or Equal), for the Department of Veterans Affairs Eastern Colorado Health Care System. The government anticipates awarding a firm-fixed-price contract. This solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

The procurement includes various sizes and types of air filters, including "30/30 DUAL 9" series, "MERV 13 DURAFIL," "MERV 13 Pleat," "MERV 14 DURAFIL," "OPMV14," and "AQ13" filters. Offerors must provide new OEM medical supplies; remanufactured or gray market items are not acceptable. For "brand name or equal" items, offerors must meet or exceed specified characteristics and clearly identify the offered product with brand name, make, and model number, along with OEM authorization.

The contract will have a Base Year (09/28/2026 – 09/27/2027) and four Option Years. Delivery is FOB Destination to the Rocky Mountain VA Medical Center in Aurora, CO.

Quotes are due by 10:00 AM MT on March 20, 2026, and must be submitted via email to Noaa.Lanotte@va.gov. Questions are due by 10:00 AM MT on March 13, 2026. Offers will be evaluated based on Factor 1 (Technical capability or quality) and Factor 2 (Price). The government reserves the right to make award solely on initial quotes received. Award will be made on an All or Nothing Basis.

This solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB). SDVOSB status must be SBA certified and visible in the SBA Database at the time of quote submission and award.

Offerors must complete and submit "Attachment - VAAR Clause 852.219-76 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Supplies and Products" and "Attachment - FAR 52.225-2 Buy American Certificate." The System for Award Management (SAM) registration is required (FAR 52.204-7). The Defense Priorities and Allocations System (DPAS) does not apply.