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

Solicitation / RFP / RFQ

This is a combined presolicitation/solicitation (RFQ) for commercial products and services, specifically Air Handling Unit (AHU) Filters for the James J. Peters VA Medical Center. The government is seeking to establish a base plus four (4) option year Blanket Purchase Agreement (BPA) for these filters.

• Procurement and delivery of Brookaire AHU filters or approved equivalents.

• Filters must meet specified MERV ratings, sizes, types, and header requirements as detailed in the provided lists and master filter spreadsheet.

• Vendor must ensure filters meet manufacturer and medical center specifications.

• Specific quantities for various filter sizes and ratings are listed, with annual quantities provided.

• Filters must be delivered in four (4) equal shipments across the BPA term.

• Each pallet must only contain filters for one air handler and be labeled accordingly.

• Deliveries are required every ninety (90) days, coordinated with the COR at least five (5) business days in advance.

• No substitute filters are allowed.

• Vendor is responsible for coordinating receiving and storing filters in advance if there are lead times.

• Contract Type: Blanket Purchase Agreement (BPA) with a base year and four (4) option years.

• Performance Period: Base Year (Feb 27, 2026 – Feb 26, 2027) through Option Year 4 (Feb 27, 2030 – Feb 26, 2031).

• Place of Performance: James J. Peters VA Medical Center, Bronx, NY.

• Response Date/Time: February 10, 2026, 16:00 Eastern Time.

• Submission Method: Quotes must be sent via email to Jonatan.Rondon@va.gov.

• Required Documents: One (1) quote in PDF, one (1) Limitations on Subcontracting certificate (signed PDF), one (1) Buy America Certificate (signed PDF).

• Evaluation Factors: Technical capability/quality, price, and past performance.

• Award Basis: Comparative evaluation of quotes, not necessarily lowest price.

• Offer Acceptance Period: 60 calendar days from the receipt date.

• This solicitation is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must provide a completed and signed Limitations on Subcontracting document and a Buy America Certificate.

• NAICS Code: 333413 (Small business size standard: 500 employees).

• FSC/PSC: 4120.

• The solicitation is issued as an RFQ under Simplified Acquisition Procedures (FAR Subpart 12.202).

• Vendors must agree to the terms and conditions or state exceptions.

• Freight charges cannot exceed $250 per delivery.

• No taxes are included or allowed; a tax exempt form can be provided.

Sources Sought Notice

This notice is for information and planning purposes only and does not constitute a solicitation. The Department of Veterans Affairs (VA), Network Contracting Office 2, is seeking information on potential sources capable of providing Air Handling Unit (AHU) MERV Filters for the James J. Peters VA Medical Center in Bronx, NY. The goal is to identify qualified sources and their size classification relative to NAICS code 333413 (size standard of 500 employees).

• Procurement and delivery of Brookaire AHU filters or equivalent.

• Filters must meet specified requirements, including various sizes, MERV ratings (8, 10, 11, 14), and HEPA ratings.

• A detailed list of required filter types, sizes, and quantities is provided, totaling 13,026 filters.

• Deliveries are required quarterly, with specific quantities allocated per delivery.

• Filters must be labeled with air handler number, location served, and filter size (LOCATION – AHU #).

• Each pallet should house filters for only one air handler.

• Freight charges cannot exceed $250 per delivery.

• No substitute filters are allowed.

• Vendors must provide product specifications and documentation confirming compliance.

• A fixed-firm price contract is anticipated.

• The contract period includes a base year (Feb 1, 2026 – Jan 31, 2027) and four (4) option years.

• Responses are due by January 16, 2026, 16:00 Eastern Time.

• Submissions should be emailed to jonatan.rondon@va.gov.

• Pricing, capabilities, and market information are encouraged for planning purposes.

• Responses to this notice are not offers and will not be used to form a binding contract.

• Interested sources should indicate their business size status (SDVOSB, VOSB, Hubzone, WOSB, Large Business, etc.) and whether they are considered small under NAICS code 333413.

• Companies should identify if they are a manufacturer, distributor, or equivalent.

• This is a Sources Sought Notice, not a solicitation. A separate solicitation announcement may be published later.

• All information received will be handled as proprietary.

• Responders are responsible for all associated costs.

• Specific questions regarding company capabilities, distribution, subcontracting, existing federal contracts, domestic manufacturing, and feedback on salient characteristics are requested.