Award Watch: VA Cook Exhaust Fan Replacement (Omaha, NE) — Small Business Set-Aside RFQ

Executive takeaway

The VA Nebraska-Western Iowa Health Care System is requesting quotes for an 8th Floor Cook Exhaust Fan Replacement under a combined synopsis/solicitation for commercial items (FAR Part 12). It’s a total Small Business set-aside with the VA anticipating one firm-fixed-price award covering all labor and resources. If you routinely replace commercial exhaust equipment and can work within hospital operational constraints, this is the kind of RFQ where execution planning (access, shutdowns, infection control expectations, and schedule) can differentiate a quote.

What the buyer is trying to do

The buyer is looking to replace and install an exhaust fan serving a cook/kitchen exhaust application on the 8th floor at the VA Nebraska-Western Iowa Health Care System in Omaha, Nebraska. The Government is seeking a single contractor to provide all resources and labor necessary to complete the replacement and installation within the stated period of performance.

This opportunity is being run as an RFQ (the notice states this announcement constitutes the only solicitation, with details and line items in the attached solicitation documentation).

What work is implied (bullets)

• Furnish all labor and resources required to replace and install the specified cook exhaust fan (verify exact fan requirements in attachments).
• Coordinate work at a VA healthcare facility site in Omaha, NE (4101 Woolworth Avenue).
• Execute within the stated period of performance: 02/15/2026 to 03/31/2026.
• Prepare a quote aligned to the contract line items, quantities, and units of measure (listed in the attached solicitation documentation).
• Comply with incorporated FAR provisions/clauses called out in the notice (including FAR 52.212-1, 52.212-2, and 52.212-4), plus any additional requirements in the attachments.

Who should bid / who should pass (bullets)

Who should bid

• Small businesses under NAICS 238220 that routinely perform exhaust fan replacement/installation in commercial facilities.
• Firms that can support a firm-fixed-price approach and control field risk through site verification and clear assumptions.
• Contractors experienced working in healthcare environments where access, scheduling, and disruption controls often drive success (verify facility-specific constraints in attachments).

Who should pass

• Firms that cannot reliably mobilize and complete work inside the stated performance window.
• Contractors who need open-ended T&M flexibility (this is anticipated as firm-fixed-price).
• Companies not currently registered and current in SAM (required prior to award).

Response package checklist (bullets; if unknown say “verify in attachments”)

• Completed RFQ response per FAR 52.212-1 instructions (verify specifics in attachments).
• Pricing for all contract line items (CLINs), quantities, and units of measure (verify in attachments).
• Technical approach/understanding of the exhaust fan replacement and installation (verify required format in attachments).
• Any past performance or experience information requested (verify in attachments).
• Representation that your SAM registration is active/current prior to award.
• Acknowledgment of applicable evaluation criteria per FAR 52.212-2 (verify in attachments).
• Acceptance of terms consistent with FAR 52.212-4 (verify in attachments).
• Submission method: quote must be emailed (ensure you follow the exact submission instructions in the notice/attachments).
• Deadline compliance: Feb 03, 2026 at 12:00 PM Central Time (the notice indicates late or incomplete receipt risk is on the offeror).

Pricing & strategy notes (how to research pricing; do not invent pricing numbers)

• Start with the attachments. The notice states the CLIN structure, quantities, and units are in the solicitation documentation—build your estimate strictly against those line items.
• Confirm the scope boundaries. In exhaust fan replacements, price drivers can include access, rigging/hoisting, electrical tie-ins, roof/shaft access, and downtime coordination—validate what the RFQ includes vs. excludes (verify in attachments).
• Use comparable VA or hospital mechanical awards as benchmarks. Search recent VA exhaust fan / kitchen ventilation / mechanical replacement awards in public award history and cross-check against similar NAICS/PSC work.
• Reduce FFP risk with pre-bid diligence. If the attachments allow questions or site verification, use that to lock in assumptions before finalizing price.

Subcontracting / teaming ideas (bullets)

• Pair a mechanical prime with an electrical subcontractor if wiring/controls work is required (verify in attachments).
• If the replacement involves specialty equipment constraints, consider teaming with a commercial kitchen ventilation specialist for removal/reinstall coordination (verify in attachments).
• For tight schedules, line up a local Omaha-area field partner for after-hours support and rapid mobilization (if allowed).

Risks & watch-outs (bullets)

• Attachments control the scope. The notice references additional requirements and CLIN details in the attached solicitation—do not price blind.
• Healthcare facility constraints. Access restrictions, work windows, and operational impacts can materially affect labor hours (verify facility requirements in attachments).
• Submission risk. The notice states it is the offeror’s responsibility to ensure the quote is received in its entirety before closing.
• Set-aside compliance. This is a total small business set-aside—ensure eligibility alignment to NAICS 238220 and applicable size standard referenced in the notice.
• Schedule risk. Period of performance is short; confirm procurement lead times for the fan and any associated materials (verify in attachments).

Related opportunities

• Renovate First Floor Kitchen (Sources Sought)
• Preventive Maintenance for Schneider Electric Galaxy VL UPS (Notice of Intent)
• Paint Primer, Blast Media and Paint Thinner Materials (Sources Sought)

How to act on this

1. Open the BidPulsar notice and download/review the attached solicitation documentation for CLINs, technical requirements, and submission instructions.
2. Validate your eligibility (Small Business under NAICS 238220) and confirm your SAM registration is active.
3. Build a firm-fixed-price quote mapped directly to the CLINs; document assumptions clearly (as allowed).
4. Submit the quote by the stated deadline: Feb 03, 2026 (Central Time), using the required email method.

If you want a second set of eyes on compliance (FAR 52.212-1/2/4 alignment, attachment cross-checks, and quote structure), consider engaging Federal Bid Partners LLC to help tighten the submission before it goes in.