4120--RFQ: Air Handling Unit Filters, MERV Filters, for the James J. Peters VA Medical Center.

Description This is a combined presolicitation/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 2025-06, effective date of 10/01/2025. This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 333413, with a small business size standard of 500 employees. The FSC/PSC is 4120. The James J. Peters VA Medical Center located at 130 West Kingsbridge Road, Bronx, NY 10468 is seeking to purchase Air Handling Unit (AHU) Filters on a base plus four (4) option year Blanket Purchase Agreement (BPA). All interested companies shall provide quotations for the following: Statement of Work Title: Procurement and Delivery of AHU Filters at James J. Peters VA Medical Center, Bronx, New York. Objective: James J. Peters VA Medical Center located at 130 W Kingsbridge Road Bronx, NY 10468 is seeking a fixed firm price BPA to include a base year and four (4) option years for the supply and delivery of Brookaire Air Handling Unit (AHU) Filters in accordance with specified requirements as outlined in the Statement of Work (SOW). The BPA performance years required are as follows: Base Year: February 27, 2026 February 26, 2027 Option Year 1: February 27, 2027 February 26, 2028 Option Year 2: February 27, 2028 February 26, 2029 Option Year 3: February 27, 2029 February 26, 2030 Option Year 4: February 27, 2030 February 26, 2031 Scope: The vendor shall be responsible for the following: Procuring Brookaire AHU filters or equivalent in accordance with the specified requirements. Ensuring that the filters meet all manufacturer and medical center specifications, as outlined in the following lists. The following quantities of each filter will be needed: Filter Sizes (in) Ratings Types Headers? Annual Quantity 12x20x2 MERV 8 Pleated N/A 60 12x20x2 MERV 11 Pleated N/A 20 12x20x12 MERV 11 Rigid Box Single 20 12x20x12 MERV 14 Rigid Box Single 10 12x24x2 MERV 8 Pleated N/A 420 Filter Sizes (in) Ratings Types Headers? Annual Quantity 12x24x2 MERV 10 Pleated N/A 116 12x24x2 MERV 11 Pleated N/A 376 12x24x4 HEPA Cartridge Box Single 2 12x24x4 MERV 14 Mini-Pleated N/A 4 12x24x6 MERV 11 Cartridge Box Single 12 12x24x12 MERV 11 Rigid Box Single 44 12x24x12 MERV 11 Cartridge Box Single 84 12x24x12 MERV 14 Rigid Box Single 114 12x24x12 MERV 14 Rigid Box No 20 12x24x12 MERV 14 Rigid Box Double 20 12x24x12 MERV 14 Cartridge Box Single 92 16x16x2 MERV 8 Pleated N/A 64 16x20x2 MERV 8 Pleated N/A 424 16x20x2 MERV 11 Pleated N/A 104 16x20x4 MERV 11 Mini-Pleated N/A 32 16x20x12 MERV 14 Rigid Single 40 16x25x2 MERV 10 Pleated Pleated 420 20x20x2 MERV 8 Pleated Pleated 708 20x20x2 MERV 11 Pleated Pleated 1048 20x20x4 MERV 10 Mini-Pleated N/A 60 20x20x4 MERV 11 Mini-Pleated N/A 88 20x20x12 MERV 11 Rigid Box Single 20 Filter Sizes (in) Ratings Types Headers? Annual Quantity 20x20x12 MERV 11 Cartridge Box Single 128 20x20x12 MERV 14 Rigid Box Single 238 20x20x12 MERV 14 Cartridge Box Single 208 20x24x2 MERV 8 Pleated N/A 1272 20x24x2 MERV 11 Pleated N/A 772 20x24x4 MERV 11 Mini-Pleated N/A 56 20x24x12 MERV 10 Rigid Box Single 20 20x24x12 MERV 11 Rigid Box Single 104 20x24x12 MERV 11 Cartridge Box Single 192 20x24x12 MERV 14 Rigid Box Single 280 20x24x12 MERV 14 Cartridge Box Single 80 24x24x2 MERV 8 Pleated N/A 1680 24x24x2 MERV 10 Pleated N/A 912 24x24x2 MERV 11 Pleated N/A 1080 24x24x4 HEPA Cartridge Box Single 4 24x24x4 MERV 11 Mini-Pleated N/A 72 24x24x4 MERV 11 Pleated N/A 24 24x24x4 MERV 14 Mini-Pleated Mini-Pleated 4 24x24x6 MERV 11 Cartridge Box Single 84 24x24x12 MERV 10 Rigid Box Single 40 24x24x12 MERV 11 Rigid Box Single 4 24x24x12 MERV 11 Cartridge Box Single 400 Filter Sizes (in) Ratings Types Headers? Annual Quantity 24x24x12 MERV 14 Rigid Box No 320 24x24x12 MERV 14 Rigid Box Single 358 24x24x12 MERV 14 Rigid Box Double 40 24x24x12 MERV 14 Cartridge Box Single 192 24x24x12 HEPA Cartridge Box No 4 24x25x2 MERV 11 Pleated N/A 36 Ensuring a submittal package is provided, including product specifications and documentation confirming that the material meets the requirements outlined in this document. Coordinating with the James J. Peters VA Medical Center for delivery schedules and ensuring materials are delivered to the designated address: Delivery Address: James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx, NY 10468 Providing all necessary documentation, including packing slips, invoices, and certifications of compliances for the flooring materials. Delivering the materials within the agreed timeframe to avoid project delays. Each pallet delivered should only house filters for one air handler. Filters for different air handlers should not be on the same pallet. Every box on the pallet shall be labeled with the air handler number, location served, and filter size (LOCATION AHU #). This is for all pre-filters (pleated), cartridge boxes, mini-pleats and rigid box. The location and air handler and the filter required is on the master filter spreadsheet which is attached as a PDF in the solicitation. The list for the quarterly amounts below is just used for pricing purposes for what is required to be delivered on a quarterly basis. The locations of where the filters are going are on the master spreadsheet. It should be noted that all the penthouse filters will be frontloaded in the first delivery. It also should be noted that the list below, separates the amount of filters per each of the four deliveries. Freight charges cannot exceed $250 dollars per delivery. The delivery of the filters is the responsibility of the vendor that wins the bid. No taxes are included nor allowed. A tax exempt form can be provided if necessary. Any mistakes in labeling, having multiple air handlers on one pallet, or delivery will require the vendor to come on site to either sort the boxes or take them off site and redeliver the correctly at no cost to the VA. No substitute filters are allowed. IF there is a lead time on any filters, it is on the vendor to ensure they coordinate receiving the filters in advance of the delivery and storing them at no cost to the VA until delivery is ready. Reports and Acceptance: The vendor shall provide a delivery report upon completion of each delivery. This report should include the quantities delivered, batch numbers, and any variances from the original order. Acceptance of the materials will be based on COR S approval. The C&A requirements do not apply, and a Security Accreditation package is not required. Schedule: The vendor shall make deliveries every ninety (90) days, occurring within the first two (2) weeks of award, and then every 90 days after that. Total quantities of each filter type shall be delivered in four (4) equal shipments across the entire Blanket Purchase Agreement (BPA). All deliveries shall be coordinated with COR at a minimum of five (5) business days in advance. Contractor shall submit proposed delivery schedule upon award of BPA. Index Filter Sizes Ratings Types Headers? Delivery 1 Delivery 2 Delivery 3 Delivery 4 Total 1 12x20x2 MERV 8 Pleated N/A 15 15 15 15 60 2 12x20x2 MERV 11 Pleated N/A 5 5 5 5 20 3 12x20x12 MERV 11 Rigid Box Single 5 5 5 5 20 4 12x20x12 MERV 14 Rigid Box Single 0 5 0 5 10 5 12x24x2 MERV 8 Pleated N/A 240 60 60 60 420 6 12x24x2 MERV 10 Pleated N/A 62 18 18 18 116 7 12x24x2 MERV 11 Pleated N/A 94 94 94 94 376 8 12x24x4 HEPA Cartridge Box Single 0 1 0 1 2 9 12x24x4 MERV 14 Mini-Pleated N/A 1 1 1 1 4 10 12x24x6 MERV 11 Cartridge Box Single 3 3 3 3 12 11 12x24x12 MERV 11 Rigid Box Single 11 11 11 11 44 12 12x24x12 MERV 11 Cartridge Box Single 66 6 6 6 84 13 12x24x12 MERV 14 Rigid Box Single 57 26 5 26 114 14 12x24x12 MERV 14 Rigid Box No 5 5 5 5 20 15 12x24x12 MERV 14 Rigid Box Double 5 5 5 5 20 16 12x24x12 MERV 14 Cartridge Box Single 23 23 23 23 92 17 16x16x2 MERV 8 Pleated N/A 64 0 0 0 64 18 16x20x2 MERV 8 Pleated N/A 106 106 106 106 424 19 16x20x2 MERV 11 Pleated N/A 26 26 26 26 104 20 16x20x4 MERV 11 Mini-Pleated N/A 8 8 8 8 32 21 16x20x12 MERV 14 Rigid Single 6 14 6 14 40 22 16x25x2 MERV 10 Pleated Pleated 105 105 105 105 420 23 20x20x2 MERV 8 Pleated Pleated 177 177 177 177 708 24 20x20x2 MERV 11 Pleated Pleated 262 262 262 262 1048 25 20x20x4 MERV 10 Mini-Pleated N/A 15 15 15 15 60 26 20x20x4 MERV 11 Mini-Pleated N/A 22 22 22 22 88 27 20x20x12 MERV 11 Rigid Box Single 5 5 5 5 20 28 20x20x12 MERV 11 Cartridge Box Single 32 32 32 32 128 29 20x20x12 MERV 14 Rigid Box Single 19 100 19 100 238 30 20x20x12 MERV 14 Cartridge Box Single 52 52 52 52 208 31 20x24x2 MERV 8 Pleated N/A 318 318 318 318 1272 32 20x24x2 MERV 11 Pleated N/A 193 193 193 193 772 33 20x24x4 MERV 11 Mini-Pleated N/A 14 14 14 14 56 34 20x24x12 MERV 10 Rigid Box Single 5 5 5 5 20 35 20x24x12 MERV 11 Rigid Box Single 26 26 26 26 104 36 20x24x12 MERV 11 Cartridge Box Single 48 48 48 48 192 37 20x24x12 MERV 14 Rigid Box Single 19 121 19 121 280 38 20x24x12 MERV 14 Cartridge Box Single 20 20 20 20 80 39 24x24x2 MERV 8 Pleated N/A 1068 204 204 204 1680 40 24x24x2 MERV 10 Pleated N/A 264 216 216 216 912 41 24x24x2 MERV 11 Pleated N/A 270 270 270 270 1080 42 24x24x4 HEPA Cartridge Box Single 0 2 0 2 4 43 24x24x4 MERV 11 Mini-Pleated N/A 18 18 18 18 72 44 24x24x4 MERV 11 Pleated N/A 6 6 6 6 24 45 24x24x4 MERV 14 Mini-Pleated Mini-Pleated 1 1 1 1 4 46 24x24x6 MERV 11 Cartridge Box Single 21 21 21 21 84 47 24x24x12 MERV 10 Rigid Box Single 10 10 10 10 40 48 24x24x12 MERV 11 Rigid Box Single 1 1 1 1 4 49 24x24x12 MERV 11 Cartridge Box Single 316 28 28 28 400 50 24x24x12 MERV 14 Rigid Box No 80 80 80 80 320 51 24x24x12 MERV 14 Rigid Box Single 206 69 14 69 358 52 24x24x12 MERV 14 Rigid Box Double 10 10 10 10 40 53 24x24x12 MERV 14 Cartridge Box Single 48 48 48 48 192 54 24x24x12 HEPA Cartridge Box No 0 2 0 2 4 55 24x25x2 MERV 11 Pleated N/A 9 9 9 9 36 Total 4462 2947 2670 2947 13026 Sample Delivery Schedule: BPA Award Date: February 14, 2026 First Delivery: February 28, 2026 Second Delivery: May 29, 2026 Third Delivery: August 29, 2026 Fourth Delivery: November 27, 2026 Deliveries shall be during normal business hours, which are 8 am to 4 pm, Monday through Friday. Deliveries must not occur during federal holidays. Holidays observed by the federal government are annotated below:

• New Year s Day
• Martin Luther King s Birthday
• President s Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) https://www.acquisition.gov/far-overhaul (FAR OVERHAUL) The following solicitation provisions and clause apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION AUG 2025) Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The following provision is incorporated into 52.212-1 as an addendum to this solicitation: 52.212-1Â Instructions to Offerors Commercial Products and Commercial Services (DEVIATION AUG 2025) (a)Â Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include (1)Â The solicitation number; (2)Â The name, address, telephone number of the Offeror; (3)Â The Offeror s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator; (4)Â Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation; (5)Â Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and (6)Â A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments. (b)Â Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (c)Â Late submissions, modifications, revisions, and withdrawals of offers. (1)Â Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation. (2)Â Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. (3)Â If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (4)Â Offerors may withdraw their offers by written notice to the Government received at any time before award. (d)Â Blanket Purchase Agreement (BPA) award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a BPA without discussions with Offerors. Therefore, the Offeror s initial offer should contain the Offeror s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received. (e)Â Debriefings. If a post award debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable: (1)Â The agency s evaluation of the significant weak or deficient factors in the debriefed Offeror s offer. (2)Â The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror. (3)Â The overall ranking of all Offerors when any ranking was developed by the agency during source selection. (4)Â A summary of the rationale for award. (5)Â For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror. (6)Â Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities. *The Government will not consider offers for award from offerors that do not provide the Buy American certification with their bid, quotation, or proposal, and all such responses will be deemed ineligible for evaluation and award. Certificate must be filled out, signed, and submitted with proposal. *The Government will not consider offers for award from offerors that do not provide the Limitations of Subcontracting document with their bid, quotation, or proposal, and all such responses will be deemed ineligible for evaluation and award. Document must be filled out, signed, and submitted with proposal. (End of provision) All quoters shall submit the following: One (1) quote in PDF format One (1) Limitations on Subcontracting certificate, filled out and signed in PDF format One (1) Buy America Certificate, filled out and signed in PDF format All quotes shall be sent to the Contracting Officer at Jonatan.Rondon@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION AUG 2025) The following factors shall be used to evaluate quotations: (1) technical capability or quality of the item offered to meet the Government requirement; (2) price; and (3) past performance. Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum. Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. (End of Provision) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/. FAR 52.212-4, Blanket Purchase Agreement (BPA) Terms and Conditions Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) To facilitate the award process, all quotes must include a statement regarding the ter…