J059--36C249-26-AP-0547 - Filters and UV Bulb Services - Engineering

Forms / Attachments / Pricing Sheets

This document is a price and cost schedule that details the supplies and services required for the opportunity across multiple contract periods (Base, Option 1, Option 2, Option 3, Option 4). It outlines specific Air Handling Unit (AHU) filters (pre-filters, final filters, HEPA filters), UV bulbs, and incidental filter items, along with the quantities and contract periods for each. It also includes a line item for monthly labor for the installation of UV bulbs and filters.

• Item Numbers: Unique identifiers for each line item.
• Description of Supplies/Services: Specific types and sizes of filters, UV bulbs, and labor.
• Quantity: The number of units required for each item.
• Unit: The unit of measure (e.g., EA for Each).
• Unit Price & Amount: Fields for pricing, to be filled by the bidder.
• Contract Periods: Details are provided for the Base period (2026-2027) and four Option periods (2027-2028, 2028-2029, 2029-2030, 2030-2031).
• NAICS Code: 561210 (Facilities Support Services).
• PSC Code: J045 (Plumbing, Heating, and Waste Disposal Equipment).
• Appendices: References to Appendices B, C, D, E, F, and G for detailed specifications of the items.

This document is critical for bidders as it provides the specific items and quantities for which pricing is required. Bidders must use this schedule to input their unit prices and calculate total amounts for each line item across all contract periods. Understanding the detailed specifications referenced in the appendices and the quantities for each contract period is essential for accurate proposal development and cost estimation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for the Department of Veterans Affairs (VA), Network Contracting Office 9 (NCO 9), for the Nashville TVHS VAMC. The VA is seeking a full-service contract for the removal, replacement, and disposal of Air Handling Unit (AHU) air filters and Ultraviolet (UV) bulbs for AHUs and heat exchangers.

• Full-service contract including all labor and parts.

• Removal, replacement, and disposal of AHU air filters and UV bulbs.

• Regular filter replacement according to the VA schedule outlined in the U.S. Department of Veteran Affairs Office of Construction and Facilities Management HVAC Design Manual (November 2017).

• Compliance with manufacturer, environmental safety, and facility requirements.

• Contractor employees must be knowledgeable of relevant standards.

• A Quality Control Plan demonstrating how contract requirements will be met.

• Identification of employees working under the contract.

• Contract type: RFQ (Request for Quotation).

• Period of Performance: Base year plus four (1-year) option years.

• Response Date/Time: March 25, 2026, 11:00 AM Eastern Time.

• Submission Method: Email to Daphne.Stewart@va.gov with Subject: "36C24926Q0153 UV BULBS and FILTERS - TVHS".

• Questions Deadline: March 21, 2026, 11:00 AM CDT via email to Daphne.Stewart@va.gov.

• Evaluation Factors: Award will be based on a comparative evaluation of quotes considering Technical, Price, and Past Performance. Technical qualifications, ability to meet requirements, and a Quality Control Plan are key. Past performance requires three recent (within 3 years) and relevant references.

• This solicitation is a 100% Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside.

• NAICS Code: 561210 (Small business size standard $47 Million).

• FSC/PSC Code: J045 (Note: Document also lists J059 in general info, J045 in description).

• Offerors must be registered in the System for Award Management (SAM.gov) at the time of quote submission and award.

• This is a combined synopsis/solicitation; no separate solicitation document will be issued.

• Offerors must complete representations and certifications electronically via SAM.gov.

• Quotes must be submitted in PDF or Microsoft Word format (8MB file size limit).

• Offerors must acknowledge any amendments.

• Pricing must be submitted using the provided Price/Cost Schedule (Attachment B).

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

This Statement of Work outlines the requirements for a full-service contract to provide Air Handling Unit (AHU) air filters and Ultraviolet (UV) bulb services, including removal, replacement, and disposal.

• Air Filters: Requires HEPA-grade, high-capacity filters with specific construction (micro glass fiber media, aluminum separators, urethane sealant, 16-gauge steel frame). Pre-filters (MERV 8) and final filters (MERV 14) require replacement and offsite disposal every 3 months and annually, respectively. Filters must meet specific efficiency, airflow resistance, UL ratings, and durability standards. Each filter must be serialized and labeled with performance data.

• UV Bulbs: Requires UV-C bulbs (potentially Low-pressure Mercury-Arc) with a peak wavelength of 253.7nm. Bulbs must be replaced and disposed of offsite annually. Mercury-containing bulbs must be disposed of according to EPA guidelines.

• Service Schedule: Routine filter and bulb replacement will occur during normal business hours (Monday-Friday, 0700-1530), unless an emergency or access issue arises. Federal holidays are observed.

• Filters must achieve 99.97% efficiency at specified particle sizes.

• Initial airflow resistance must not exceed 1.35" w.g. ±10%.

• Filters must withstand 10" w.g. without failure.

• Manufacturers must provide verifiable ISO 9001:2015 certification.

• UV bulbs must offer consistent UV output over their lifetime.

• Place of Performance: 1310 24th Avenue South, Nashville TN 37212.

• Period of Performance: Dates to be determined (TBD).

• Local Storage: Contractor must maintain a local storage facility (within 2 hours of the VA campus) for filter and UV bulb inventory.

• Will Call & Emergency Delivery: Must provide a will-call pick-up option with a maximum 2-hour notice and capability for same-day emergency delivery.

• Compliance: Adherence to VA facility regulations, including a smoke-free policy, parking/traffic rules, and NARA records management requirements.

• Personnel: Contractor employees must be knowledgeable and adhere to VA policies. Identification badges are required.

• Waste Disposal: Contractor is responsible for disposing of all waste generated.

• Government Furnished Property: Contractor must maintain and preserve any government-furnished materials.

• Deviations: Any deviations from specifications require written approval from the Contracting Officer.

Forms / Attachments / Pricing Sheets

This document, "ATTACHMENT B PRICE COST SCHEDULE AMENDED.docx", serves as a detailed pricing and cost schedule for the opportunity. It outlines the specific items, quantities, and associated pricing required for the contract period, including base and option years.

• Item Numbers: Each line item is assigned a unique identifier (e.g., 0001, 1001, 2001, 3001, 4001).
• Description of Supplies/Services: Details the specific items, such as AHU Pre-filters, AHU Final Filters, AHU HEPA Filters, AHU UV Bulbs, Filter Incidental, and Monthly Labor for installation. Specific sizes and types are provided for filters and bulbs.
• Quantities: The number of units required for each item.
• Unit: The unit of measure (e.g., EA for Each).
• Unit Price: The cost per unit (to be filled in by the bidder).
• Amount: The total cost for the item (Quantity x Unit Price) (to be filled in by the bidder).
• Contract Periods: The schedule is broken down by contract period, including Base (2026-2027), Option 1 (2027-2028), Option 2 (2028-2029), Option 3 (2029-2030), and Option 4 (2030-2031).
• NAICS Code: 561210 (Facilities Support Services).
• PSC Code: J045 (Plumbing, Heating, and Waste Disposal Equipment).

This document is critical for bidders as it provides the structure for submitting their pricing proposals. Bidders must carefully review the listed items, quantities, and contract periods, and then provide their unit prices and calculate the total amounts for each line item. The accuracy and competitiveness of the pricing submitted in this schedule will be a key factor in proposal evaluation.

Amendment / Modification

• The Statement of Work (SOW) has been updated with clarifying language for the requirements.

• The offer due date has been extended from March 18, 2026, to March 25, 2026.

• The pricing schedule has been updated to include one additional CLIN for each contract year, resulting in a total of 5 additional CLINs.

• Statement of Work (SOW)

• Pricing Schedule

• The proposal submission deadline has been extended to March 25, 2026, 11:00 AM Eastern Time, New York, USA.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial products and services for the removal, replacement, and disposal of Air Handling Unit (AHU) air filters and Ultraviolet (UV) bulbs for the Nashville TVHS VAMC. The contract will include all labor and parts necessary to maintain the HVAC system's air quality and functionality.

• Service: Full-service contract for AHU air filter and UV bulb replacement and disposal.

• Filters: HEPA-grade, high-capacity units with specific construction and performance requirements (99.97% efficiency at specified particle size, <1.35" w.g. initial resistance, UL-900 & UL-586 rated, 10" w.g. durability).

• UV Bulbs: Compact UV-C design, peak wavelength of 253.7nm, constant UV output, correct wattage for AHUs.

• Replacement Frequency: Pre-filters and secondary filters every 6 months; final filters every 3 years; UV bulbs annually.

• Disposal: Offsite disposal of used filters and UV bulbs (mercury-containing bulbs per EPA guidelines).

• Local Storage: Contractor must maintain a local storage facility within a 2-hour drive of the VA campus.

• Delivery: Will-call pick-up with a maximum 2-hour notice and capability for same-day emergency delivery.

• Contract Type: Request for Quotation (RFQ).

• Period of Performance: Base year plus four (4) one-year option periods. Specific start/end dates TBD.

• Response Date: March 18, 2026, 11:00 AM ET.

• Submission Method: Email to Daphne.Stewart@va.gov with subject "RFQ 36C24926Q0153 UV BULBS and FILTERS - TVHS".

• Questions Due: March 16, 2026, 11:00 AM CDT via email to Daphne.Stewart@va.gov.

• Evaluation Factors: Award will be made to the responsible offeror whose quote is most advantageous to the Government, considering Price, Technical qualifications, and Past Performance.

• Set-Aside: 100% Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside.

• NAICS Code: 561210 (Facilities Support Services) with a size standard of $47 Million.

• Registration: Offerors must be registered in SAM.gov at the time of quote submission and award.

• Solicitation number: 36C24926Q0153.

• Contracting Office: Department of Veterans Affairs, Network Contracting Office 9 (90C).

• Place of Performance: Nashville TVHS VAMC, Nashville, TN.