Set-Aside Pulse: VA cook exhaust fan replacement (Omaha) and other small business notices to watch

Executive takeaway

The most bid-ready item in this set-aside pulse is the VA Nebraska–Western Iowa Health Care System requirement to replace and install an exhaust fan on the 8th floor in Omaha. It’s a total small business set-aside RFQ under FAR Part 12 with a stated intent to award a single firm-fixed-price contract. The response window is short, and the technical specifics (line items, site constraints, and any required submittals) appear to live in the attachments—so your speed will come from pulling and reviewing the solicitation package immediately.

What the buyer is trying to do

The VA is seeking all resources and labor needed to complete replacement and installation of cook exhaust fan services at its Omaha facility. The notice is structured as a combined synopsis/solicitation (commercial items), and the VA is requesting quotes rather than issuing a separate solicitation later.

Key signals in the notice:

• Total small business set-aside under NAICS 238220 (size standard noted as $19.0M).
• Single firm-fixed-price award anticipated.
• Performance window stated as 02/15/2026 to 03/31/2026 (verify any phasing, access limits, or outage coordination in attachments).
• Commercial-item RFQ referencing FAR provisions 52.212-1, 52.212-2, and clause 52.212-4 (details in the solicitation document).

What work is implied (bullets)

• Furnish labor, materials, and equipment to replace and install an exhaust fan for the VA Nebraska–Western Iowa Health Care System (Omaha).
• Price and deliver the required contract line items (CLINs) as listed in the attached solicitation documentation (quantities/units not shown in the snippet).
• Complete work within the stated period of performance (confirm any interim milestones in attachments).
• Submit a quote that aligns with the RFQ instructions (format and evaluation factors are indicated as being in the attachments).
• Maintain active SAM registration prior to award.

Who should bid / who should pass (bullets)

• Bid if: you are a small business under NAICS 238220 and routinely perform exhaust fan replacement/installation work in occupied facilities and can support a fast turnaround quote.
• Bid if: you can produce a clean firm-fixed-price scope tied to the CLIN structure shown in the solicitation attachments.
• Pass if: you cannot meet the submission timing (quotes due February 03, 2026 at 12:00 PM Central) or cannot mobilize during the stated performance window.
• Pass if: you are not prepared to follow FAR 52.212-1 quotation instructions and provide the documentation requested in the attached solicitation.

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

• Completed quotation per FAR 52.212-1 (verify required structure/content in attachments).
• Pricing for all CLINs (CLIN list/quantities/units: verify in attachments).
• Acknowledgment of applicable provisions/clauses including 52.212-2 and 52.212-4 (verify any addenda in attachments).
• Any technical approach, schedule, and submittals required (e.g., product/cut sheets, installation plan): verify in attachments.
• Proof of active SAM registration status prior to award (registration itself occurs in SAM; include representations as required by the RFQ).
• Submission method: email submission is referenced in the notice; exact formatting/subject line/file limits: verify in attachments.

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

• Start with the CLIN structure: since the VA says quantities/units are in the attachments, align your estimate to those exact units (lump sum vs. discrete line items can change competitiveness and evaluation risk).
• Use comparable federal exhaust/HVAC mechanical awards: search recent VA and DOD awards for “exhaust fan replacement” and similar PSC/NAICS combinations. The goal is to sanity-check labor mix, material lead times, and realistic overhead for short on-site windows.
• Confirm facility coordination assumptions: access restrictions, after-hours work, and outage/ventilation impacts can be major cost drivers. If the attachments are silent, consider asking a question (if the RFQ allows) rather than burying a large contingency.
• Keep it quote-evaluable: under FAR 52.212-2, evaluation criteria matter. If “price” is dominant, avoid optional alternates unless explicitly requested (verify in attachments).

Subcontracting / teaming ideas (bullets)

• Partner with a local mechanical installer or service firm for rapid mobilization and site access logistics (if you’re estimating remotely).
• If the attachments require electrical or controls work, line up a licensed electrical subcontractor early (requirements: verify in attachments).
• If the scope includes duct/hood interfaces, consider teaming with a firm that specializes in kitchen ventilation components to reduce rework risk (scope boundaries: verify in attachments).

Risks & watch-outs (bullets)

• Attachment-dependent scope: the notice explicitly says CLINs and additional requirements are in the attached solicitation documentation—missing a requirement here is the most common way to become noncompliant.
• Short fuse: quotes are due February 3, 2026 (Central). Plan backwards for site questions, supplier quotes, and internal review.
• Firm-fixed-price exposure: if access constraints, after-hours rules, or phasing are strict, ensure your assumptions match what the attachments state.
• Submission risk: the notice places responsibility on the offeror to ensure the quote is received in its entirety before closing—avoid last-minute delivery and large attachments (limits: verify in attachments).
• Eligibility: total small business set-aside and SAM registration requirements are explicit; confirm status before investing heavily.

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How to act on this

1. Open the BidPulsar notice page and download/review the attached solicitation documentation for the VA exhaust fan requirement.
2. Build your quote around the CLINs, confirming submittals, site constraints, and evaluation criteria (verify in attachments).
3. Validate SAM status and plan an on-time submission well ahead of the February 3, 2026 deadline.
4. If you want outside help tightening compliance and positioning, engage Federal Bid Partners LLC to support your response strategy and final package readiness.

Author: Taylor Nguyen, Capture Strategy Analyst