Award Notice - Fort Yuma Health Center Indian Health Service HVAC Filter Replacement and Disposal Services

Form / Attachment / Pricing Sheet

This document is a pricing schedule for HVAC Filter Replacement Services at the Fort Yuma Health Center (FYHC) for the Indian Health Service. Offerors are to provide firm-fixed-price (FFP) pricing for the identified Contract Line Item Numbers (CLINs).

• CLIN Structure: Includes a Base Year CLIN (0001) and four Option Year CLINs (1001, 2001, 3001, 4001), each for quarterly HVAC filter replacement services.
• Pricing Basis: Prices must include all labor, materials, equipment, transportation, supervision, overhead, profit, and disposal costs necessary to perform the services as described in the Statement of Work.
• Service Frequency: Services are approximately every 4 months of the year.
• Total Evaluated Price: A field is provided to calculate the Total Evaluated Price, encompassing the Base Year and all Option Years.

This document is critical for bidders to understand the cost structure and pricing requirements for the HVAC filter replacement services. Bidders must complete the Unit Price and Extended Price fields for each CLIN, as well as the Total Evaluated Price, to submit a responsive proposal. The pricing provided will be a key component of the evaluation.

Form / Attachment / Pricing Sheet

This document provides detailed specifications and data for water-cooled air conditioning units, including equipment and pump schedules. It serves as a technical reference for potential bidders to understand the specific requirements for HVAC equipment.

• Water Cooled Air Conditioning Unit Schedule: Details for multiple units, including filters, heating section, refrigerant, compressor data, supply section, and return section. Electrical data for each unit is also provided.
• Equipment Schedule: Lists various equipment with specifications such as manufacturer, model, capacity, and power requirements.
• Pump Schedule: Details for pumps, including manufacturer, model, capacity, horsepower, and flow rates.
• Notes: Provides important clarifications and instructions related to the equipment and schedules, such as specifying "approved manufacturers" and "as indicated" for certain components.

This document is crucial for bidders to accurately price and propose compliant HVAC equipment. It outlines the specific technical parameters, performance requirements, and approved manufacturers for air conditioning units, pumps, and other related equipment, directly impacting the scope and cost of proposals.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ IHS1520125, clarifying requirements related to HEPA filters, MERV ratings, and proposal submission.

• HEPA Filter Specification: The "HEPA 95%" requirement in the SOW is clarified. The government intends to specify either true HEPA (99.97% @ 0.3 micron) or a defined efficiency of >=95% at a specified particle size. Bidders should confirm the exact specification.

• Filter Construction: For HEPA-required units, filter sealing must prevent bypass. Gasketed filters are required, with the gasket typically on the air-leaving side.

• Existing Filter Identification: The government has provided manufacturer/part numbers for currently installed filters (FilterBuy Models AFB9H122412 and AFB9H242412). Contractors must provide filters meeting or exceeding these specifications, with equivalent products subject to COR approval.

• Replacement Frequency: While quarterly replacement is typical, the government will consider alternate approaches like quarterly pre-filters and annual HEPA replacements, subject to COR approval. Pricing for alternates should be submitted/evaluated accordingly.

• MERV Substitution: For MERV 8/9/10 items, MERV 10 is generally not accepted as a substitution for MERV 8/9 unless specifically approved. The government has determined MERV 9 is sufficient for the systems as designed, and substitution up to MERV 9 is acceptable. MERV 10 is not required.

• Proposal Submission: Bidders are directed to Attachment D, pages 10-12, for detailed instructions on where and how to submit proposals (email or postal mail).

• Site Visit: A site visit is not mandatory to bid on this RFQ, as the Q&A and SOW with new supporting attachments are deemed sufficient.

• COR Designation: Edmund Thundercloud is designated as the Contracting Officer's Representative (COR) for technical oversight, but does not have authority to modify contract terms.

Other / Unclassified

This document provides site visit information for RFQ IHS1520125.

Potential bidders should note the following details for the site visit:

• Location: Fort Yuma Health Center, 401 Picacho Road, Winterhaven, CA 92283
• Date: Wednesday, February 18, 2026
• Time: 10:00 am Mountain Standard Time
• Point of Contact (POC): Edmund Thundercloud and Zachery Webbkeel
• Check-in Instructions: Arrive at the front desk, request the POC, and obtain a visitor's badge.
• Cost: Site visits are free of charge to the government.

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for commercial items, specifically for HVAC filter replacement and disposal services at Fort Yuma. It constitutes the only solicitation, and a written solicitation will not be issued separately. The contract will be a Firm Fixed Price award.

• The specific "List of Items" is detailed in an attached Statement of Work, Solicitation Clauses, and Price Schedule.

• Offerors must propose on an "all or none" basis.

• Written proposals are required; oral offers will not be accepted.

• The contract includes a Base Year and Four (4) Option Years.

• An acknowledgment of a 120-day acceptance period is required.

• Submission Deadline: February 27, 2026, 1:00 pm MST.

• Questions Deadline: February 20, 2026, 5:00 pm MST. Questions should be directed to Kerri Gilmore at Kerri.Gilmore@ihs.gov.

• Required Information: Offerors must include CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• Evaluation: Not explicitly detailed, but proposals are required.

• This is a Total Small Business Set-Aside.

• Offerors must be registered in the System for Award Management (SAM) to be eligible for award.

• The NAICS Code is 333415 (Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing).

• Applicable FAR/HHSAR provisions and clauses are included as an attachment, specifically referencing FAR 52.212-1 Instructions to Offerors – Commercial Items (Mar 2020).

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" for the State of California, County of Imperial. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that "Fringe Benefits Required Follow the Occupational Listing."
• Includes notes on Executive Orders related to paid sick leave (EO 13706) and minimum wage (EO 13658), outlining specific requirements for contractors regarding paid sick leave and minimum hourly wages.
• Details standard benefits such as vacation time and paid holidays.
• Provides information on hazardous pay differentials and uniform allowances.
• References the "Service Contract Act Directory of Occupations" for job duties.
• Outlines the "Conformance Process" for classifying employees not listed in the wage determination.

This document is crucial for bidders to understand the labor costs associated with performing the contract. It establishes the minimum wages and benefits that must be paid to employees working on the contract, directly impacting the pricing strategy and overall cost proposal. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.

Solicitation / RFP / RFQ

This document, RFQ IHS1520125, is a Request for Quotation for Fort Yuma HVAC Filter Replacement and Disposal Services. It outlines the clauses, provisions, and additional terms and conditions that will govern the contract.

While the specific SOW/PWS is not detailed in this document, it references the need for HVAC filter replacement and disposal services. Offerors must describe their technical approach, including methodology, infection prevention and control measures, staffing plan, quality control procedures, and safety/OSHA compliance.

• The contract type is for commercial items.

• The period of performance is not explicitly stated but will include an option to extend services for up to 6 months.

• Technical Proposal: Must not exceed 10 pages and cover technical approach, staffing, quality control, and safety.

• Past Performance: Minimum of two and maximum of five recent (within 3 years) and relevant references required.

• Price Proposal: Must include all labor, materials, equipment, overhead, profit, and disposal costs. Incomplete pricing may lead to rejection.

• Format: Offers must be submitted electronically in PDF format, sectioned into three volumes: Technical, Past Performance, and Price.

• Evaluation: Award will be made on a Best Value basis, with Technical Capability and Past Performance being significantly more important than Price. Discussions may be held if deemed necessary.

• Quote Due Date: February 27, 2026, at 1:00 PM MST.

• Technical Questions Due: February 20, 2026, at 5pm MST.

• Offerors must be registered in the System for Award Management (SAM.gov).

• The document lists numerous clauses related to small business set-asides (HUBZone, Total Small Business, Partial Small Business, SDVOSB, EDWOSB, WOSB) and utilization of small businesses, indicating potential set-aside considerations.

• Proposals must remain valid for at least 120 days from the receipt date.

• The Government reserves the right to award without discussions or to not award at all.

• The Department of Health and Human Services, Phoenix Area Indian Health Service is tax-exempt in Arizona.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter from the Arizona Department of Revenue granting the Department of Health & Human Services, Phoenix Area Indian Health Service, an exemption from Arizona Transaction Privilege Tax and Use Tax. This exemption is effective January 1, 2025.

• The letter lists specific business codes and classifications for which the exemption applies, including Utilities, Pipeline, Publication, Job Printing, Restaurant, Personal Property Rental, Retail, and Use Tax for Arizona State Tax.
• It also lists business classifications exempt from Cities Privilege Tax and Use Tax, including Jet Fuel Tax and Commercial Lease.
• Appendix A lists all locations claimed to be exempt by the organization.

Bidders should note that this exemption applies to transactions occurring under the listed business classifications for the Phoenix Area Indian Health Service as the customer. The exemption is valid from January 1, 2025. Vendors must present a copy of this Exemption Letter along with a properly completed Arizona Form 5000HC to substantiate the exempt status for the specified Appendix 'A' location. This document clarifies tax obligations for vendors providing goods or services to the Phoenix Area Indian Health Service.

Form / Attachment / Pricing Sheet

This document is a pricing schedule for HVAC Filter Replacement Services at the Fort Yuma Health Center (FYHC) for the Indian Health Service. Offerors are required to provide firm-fixed-price (FFP) pricing for the listed Contract Line Item Numbers (CLINs).

• The pricing schedule outlines a Base Year and four Option Years.
• Each CLIN represents a "Quarterly HVAC Filter Replacement Service."
• For each CLIN, offerors must provide pricing for a quantity of 4 jobs.
• Fields for Unit Price and Extended Price are provided for each CLIN.
• A "Total Evaluated Price (Base + All Options)" field is included.
• Prices must include all labor, materials, equipment, transportation, supervision, overhead, profit, and disposal costs.

This document is critical for bidders to understand the cost structure and to prepare their pricing proposals. Bidders must accurately complete this schedule with their proposed prices for each CLIN, ensuring their total evaluated price reflects the full scope of services across the base and option years. The government reserves the right to exercise options as per FAR 52.217-9.

Statement of Work (SOW)

To provide routine replacement and proper disposal of 136 HVAC air filters at the Fort Yuma Health Center (FYHC) approximately every four months (quarterly), or as otherwise directed by the Contracting Officer's Representative (COR).

• Remove existing HVAC air filters.

• Furnish and install new air filters meeting required specifications.

• Properly dispose of used filters.

• Comply with infection prevention and control (IPC) standards applicable to healthcare facilities.

• Perform work in accordance with manufacturer specifications and regulatory requirements.

• A total of 136 filters are required per service cycle, with various sizes and types including Standard, MERV 8, MERV 9, MERV 10, and HEPA 95%.

• Work must comply with OSHA, EPA disposal regulations, ASHRAE healthcare ventilation standards, CDC Guidelines for Environmental Infection Control in Healthcare Facilities, and applicable IHS infection control policies.

• Strict infection control measures must be followed, including coordinating with the COR, minimizing dust, sealing used filters, transporting them in covered containers, and cleaning debris.

• Contractor personnel must be trained and certified, complying with OSHA requirements and facility security procedures.

• Services will be performed upon issuance of a service call, approximately quarterly.

• The contract performance period will be determined by the Contracting Officer in coordination with the COR.

• Used filters from clinical areas shall be treated as potentially contaminated materials.

• Contractor must provide trained and certified personnel.

• Contractor must comply with FYHC's PPE requirements.

Sources Sought Notice

This notice is for market research to determine compliance with the Buy Indian Act and to assess the feasibility of a set-aside for Indian Economic Enterprises (IEE) or Indian Small Business Economic Enterprises (ISBEE). The government is seeking information on potential sources for the replacement and disposal of 136 air conditioning filters.

• Provide qualified personnel, supplies, materials, and equipment for air filter replacement and disposal.

• Work must be performed in accordance with manufacturer requirements.

• No remanufactured or gray market items will be acceptable.

• Vendors must be an OEM, authorized dealer, authorized distributor, or authorized reseller, verified by an authorization letter from the OEM.

• NAICS Code: 333415 (Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing).

• Place of Performance: Fort Yuma Service Unit, Winterhaven, CA.

• This is NOT a Request for Quote; it is a Sources Sought Notice.

• Interested parties must respond in writing.

• Response Date/Time: 01/23/2026, 1300 Local Time.

• The government will give priority for purchases utilizing ISBEE set-aside to the maximum extent possible.

• Acquisitions subject to commercial items or SAP must be set-aside exclusively for ISBEEs.

• Interested firms must indicate if they qualify as an IEE or ISBEE.

• Firms must be registered in SAM.

1. Company name.
2. Point of contact (name/title/telephone number/e-mail address).
3. FSS / SEWP Contract number, if applicable.
4. DUNS number OR SAM Unique Entity Identifier Number.
5. Tax ID number.
6. Indication of business category (IEE or ISBEE).
7. Capability statement addressing qualifications and ability to provide the requirement.
8. Documentation from manufacturer as an authorized distributor (See Attachment 2).
9. IHS Indian Economic Enterprise Representation form (Attachment 1).
10. Identification of the Federally Recognized Indian Tribe or Alaska Native Corporation for IEE status.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Self-Certification: Offerors must certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Eligibility Period: The enterprise must meet the definition throughout the offer period, at contract award, and during the full contract performance period. Notification is required if eligibility is lost.
• Required Information: Fields include:
  • Name of Federally Recognized Tribal Entity
  • Name of the 51% owner of IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name
• Legal Consequences: False or misleading information is a violation of law, punishable under 18 U.S.C. 1001 and 31 U.S.C. 3729-3731, 18 U.S.C. 287.
• Additional Requirements: Successful offerors must also be registered with the System of Award Management (SAM).

This form is critical for any bidder seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete and submit this form to self-certify their eligibility. Failure to meet the definition or provide accurate information can lead to disqualification or penalties. Contracting Officers may require further documentation of eligibility.