Set-Aside Pulse: VA 8th Floor Cook Exhaust Fan Replacement (RFQ 36C26326Q0298)

Executive takeaway

The VA is seeking a small business to provide all resources and labor to replace and install an 8th floor cook exhaust fan at the VA Nebraska-Western Iowa Health Care System in Omaha. This is a commercial-item RFQ (combined synopsis/solicitation) with an anticipated firm-fixed-price award and a tight turnaround from quote due date to a defined period of performance. The key to bidding well will be confirming the exact fan scope, access constraints, and any infection control / facility coordination requirements in the attached solicitation documentation.

What the buyer is trying to do

The buyer needs a contractor to complete the replacement and installation of exhaust fan services supporting a kitchen/cooking exhaust system on the 8th floor at the VA facility in Omaha, Nebraska. The notice indicates the Government intends to award one firm-fixed-price contract for the full effort.

Context clues from the posting suggest the VA wants a straightforward, commercially-procured mechanical replacement executed within a defined window (period of performance listed in the notice), without DPAS constraints.

What work is implied

• Provide replacement and installation of the specified cook exhaust fan (verify equipment specifications, make/model, and required performance in attachments).
• Furnish all labor, materials, and resources needed to complete the work as a single firm-fixed-price effort.
• Coordinate work in an active VA healthcare facility environment at 4101 Woolworth Avenue, Omaha, NE (verify site access, work hours, escorts, shutdown constraints, and any required coordination steps in attachments).
• Meet the stated period of performance (02/15/2026 to 03/31/2026) and any interim milestones (verify in attachments).
• Comply with the RFQ’s incorporated commercial clauses/provisions (notably FAR 52.212-1, 52.212-2, and 52.212-4 as referenced).

Who should bid / who should pass

• Bid if:
  • You are a small business under NAICS 238220 and can keep SAM registration current through award.
  • You routinely self-perform HVAC/exhaust fan replacement and can handle rooftop/shaft/mechanical room logistics typical of exhaust systems (verify location details in attachments).
  • You can mobilize quickly and manage a short performance window with facility coordination.
• Pass if:
  • You cannot perform or manage mechanical work in a healthcare environment (access limits, shutdowns, coordination) within the stated period.
  • You are not prepared to quote as one firm-fixed-price effort for “all resources and labor.”
  • You cannot confirm scope-critical details because you cannot obtain/review the attached solicitation documentation in time.

Response package checklist

• Completed quote responding to the RFQ (format/structure: verify in attachments).
• Pricing for the full requirement (the notice anticipates a single firm-fixed-price award; line items/units are listed in the attached solicitation documentation).
• Acknowledgement of applicable provisions/clauses (FAR 52.212-1, 52.212-2, 52.212-4 are referenced; confirm any additional requirements in attachments).
• SAM registration current and active prior to award.
• Any required technical approach, schedule, or compliance submissions (verify in attachments).
• Any required representations/certifications or past performance details (verify in attachments).

Pricing & strategy notes

This RFQ indicates a firm-fixed-price award for all resources and labor. Since the critical scope details live in the attachments, your pricing strategy should be attachment-driven and risk-adjusted.

• Start with the line items (quantities and units of measure are stated to be in the attachments) and build a full bill of effort around them.
• Risk-price facility coordination: VA healthcare sites can require tight coordination for access, shutdowns, and work windows—confirm requirements in the attachments and incorporate contingency appropriately.
• Confirm equipment and install constraints before locking price: fan specification, any curb/duct/interface work, electrical tie-in needs, and disposal requirements should be verified in attachments.
• Commercial clauses matter: confirm any acceptance, warranty, and invoicing requirements within the incorporated FAR 52.212-4 terms included in the solicitation.

Subcontracting / teaming ideas

• Team with a mechanical/HVAC specialty firm experienced in exhaust fan replacement if you can prime but need additional install capacity.
• Add a controls/electrical partner if the fan replacement requires electrical work beyond your licensing/capability (verify requirements in attachments).
• Use a local rigging/hoisting subcontractor if fan removal/installation requires specialized lift planning (verify physical constraints in attachments).

Risks & watch-outs

• Scope is attachment-heavy: the posting explicitly points to attached solicitation documentation for line items and “additional requirements.” Missing one can sink price realism and compliance.
• Schedule compression: quote due 03 Feb 2026 (12:00 PM Central) with performance starting 15 Feb 2026 per notice—plan for quick procurement and mobilization.
• Site constraints: working on an 8th floor cooking exhaust system may involve access restrictions and operational impacts—confirm shutdown windows and work hours in attachments.
• Submission risk: the notice emphasizes it is the offeror’s responsibility to ensure the quote is received in its entirety before closing.

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How to act on this

1. Open the BidPulsar notice and download/review the attached solicitation documentation for CLIN structure, technical requirements, and any site constraints.
2. Validate your SAM status and confirm you qualify for the small business set-aside under NAICS 238220.
3. Build an FFP quote around the attachment-defined scope, then submit it per the RFQ instructions before the closing time.

If you want a second set of eyes on compliance, pricing posture, and win themes, consider support from Federal Bid Partners LLC.