2940--Sources Sought Notice: Air Handling Unit (AHU) MERV Filters, for the James J. Peters VAMC, Bronx. Base plus four option year contract.

THIS REQUEST IS FOR SOURCES SOUGHT AND IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFQ IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought Notice is marked as proprietary and will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought Notice only. The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their size classification relative to NAICS code 333413 (size standard of 500 employees). Responses to this Sources Sought Notice will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 02 Network Contracting Office, is seeking sources that can provide AHU Filters that at a minimum meet the following salient characteristics with a brand name or equal product for the James J. Peters VA Medical Center, Bronx, NY. 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 contract 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 below: The contract performance years required are as follows: Base Year: February 01, 2026 January 31, 2027 Option Year 1: February 01, 2027 January 31, 2028 Option Year 2: February 01, 2028 January 31, 2029 Option Year 3: February 01, 2029 January 31, 2030 Option Year 4: February 01, 2030 January 31, 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 meets 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? Total 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 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 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 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 d. Ensuring a submittal package is provided, including product specifications and documentation confirming that the material meets the requirements outlined in this document. e. 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: a. 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. b. Acceptance of the materials will be based on COR S approval. c. The C&A requirements do not apply, and a Security Accreditation package is not required. Schedule: The vendor shall make deliveries every 90 days, occurring within the first 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 contract. All deliveries shall be coordinated with COR minimum 5 business days in advance. Contractor shall submit proposed delivery schedule upon award of contract. 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: Contract Award Date: January 1, 2026 First Delivery: January 19, 2026 Second Delivery: April 3, 2026 Third Delivery: July 3, 2026 Fourth Delivery: October 30, 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 information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? (2) Is your company considered small under the NAICS code identified under this RFI? (3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? (4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (6) If you intend to sub contract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to sub contracted work and completion of job. (7) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. (8) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (9) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (10) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? (11) Will the items you will be providing manufactured domestically in the United States or are they foreign manufactured items? (12) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. (13) Please provide your Sam.gov Unique Entity ID number. *** Submissions addressing number (10) should show clear, compelling and convincing*** evidence that all equal to items" meet all the salient characteristics. Responses to this notice shall be submitted via email to Jonatan.rondon@va.gov, telephone responses shall not be accepted. Responses must be received no later than January 16th, 2026. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.