4130--HVAC Filters for Batavia & Buffalo VA Medical Centers

Solicitation / RFP / RFQ

This document is a solicitation for HVAC Filters for the Batavia & Buffalo VA Medical Centers. The government is procuring these filters to meet the ongoing needs of these medical facilities.

• Procurement of HVAC Filters.

• The award number is 36C24226D0034.

• The award amount was $471,366.76.

• The award date was 02-02-2026.

• Not specified in the provided text.

• This opportunity was set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• The Product Service Code (PSC) is 4130.

• The North American Industry Classification System (NAICS) Code is 333413.

• The contracting office is Network Contracting Office 2, located in Bronx, NY.

• The Contracting Officer is Jonathan Kilgore (jonathan.kilgore@va.gov).

• The awardee was ACCORD FEDERAL SERVICES, LLC, with UEI FNBQK6RYKE85, located in Knoxville, TN.

Amendment / Modification

This amendment revises the solicitation for HVAC filters for Batavia & Buffalo VA Medical Centers (Solicitation # 36C24226Q0059) by:

• Attaching a revised Excel spreadsheet dated 11-12-2025. All previous versions of this spreadsheet should be disregarded.
• Extending the quote submission due date to November 19, 2025, at 3:00 PM Eastern Time.

• Revised Excel spreadsheet (Attachment 0002).
• Response Date/Time/Zone.

Potential bidders must submit their quotes by the new deadline of November 19, 2025, at 3:00 PM EST and use the updated Excel spreadsheet for any relevant information.

Form / Attachment / Pricing Sheet

This document provides detailed lists of air filters required for facilities in Batavia and Buffalo, including their specifications, quantities, and delivery schedules. It serves as a critical reference for potential bidders to understand the scope and nature of filter requirements.

• Filter Identification: Unique identifiers for each filter type (e.g., BAT-A1, BUF-A3).
• Quantity: The number of filters required for each type.
• Location: Specific building or area where the filter is used.
• Equipment Description: The type of equipment the filter is for (e.g., AHU, CRAC Unit, Fan Coil).
• Filter Size & Description: Dimensions and material specifications (e.g., MERV rating, HEPA, pleated, V-style, metal washable).
• PM Month: Months designated for preventative maintenance related to filter replacement.
• Delivery Schedules: Detailed breakdown of filter quantities required by month and year for both Batavia and Buffalo locations, spanning from 2025 through 2030.
• Filter Specifications: Separate sheets provide detailed descriptions of filter types, including manufacturer part numbers, performance data (airflow, resistance), and material composition.

This attachment is crucial for bidders to accurately estimate material costs, understand the variety and complexity of filters needed, and plan for procurement and delivery logistics. The detailed schedules indicate the demand over several years, which is vital for long-term contract planning and resource allocation.

Amendment / Modification

This amendment's purpose is to attach "Attachment 0002 - WNY Filters Worksheet 11-10-25", which was inadvertently omitted from Amendment 0002.

• Attachment 0002 - WNY Filters Worksheet 11-10-25

No other changes to the solicitation, including proposal deadlines or requirements, have been made.

Form / Attachment / Pricing Sheet

This document, "WNY Filters Worksheet 11-10-25.xlsx", appears to be a detailed list of filter requirements for the Batavia and Buffalo facilities. It specifies filter identifiers, quantities, locations, equipment descriptions, filter sizes, filter descriptions, and monthly/yearly maintenance schedules. This information is crucial for potential bidders to understand the scope and scale of filter procurement and maintenance services required.

• Batavia Facility: Details specific filter types (e.g., MERV 8, MERV 13, MERV 14, HEPA), their dimensions, descriptions, and associated Camfil part numbers. It also outlines the required monthly maintenance periods (e.g., January-March, April-June) and delivery year requirements.
• Buffalo Facility: Similar to Batavia, this section lists filter identifiers, quantities, locations, equipment descriptions, filter sizes, filter descriptions, and Camfil part numbers. It also specifies monthly maintenance schedules and yearly requirements.
• Delivery Schedules (Batavia & Buffalo): Provides detailed monthly delivery quantities for filters for multiple years (2025-2030), indicating a long-term need and the timing of procurement.

This worksheet is essential for bidders to accurately estimate costs, identify necessary filter types and quantities, understand maintenance cycles, and plan for delivery logistics. It provides a comprehensive inventory of filter needs across two facilities, directly impacting the scope of any potential contract for HVAC filter supply and maintenance.

Amendment / Modification

This amendment addresses questions submitted by interested contractors, includes a revised Excel spreadsheet dated 11/10/2025 (superseding all previous versions), and extends the submission due date to November 17, 2025, at 3:00 PM EST.

• Filter Box Grooves: 4 grooves are needed.

• Pocket Filters: The number of pockets depends on the filter size.

• Replaceable Filter Media: The government requires replacement filters, not components of filters. Refer to the revised Excel spreadsheet dated 11-10-25.

• Filter BAT-F1 Depth: A 12" bag filter is required; this has been revised in the description and the Excel spreadsheet.

• Filter BAT-F1 Size: The size is 24x12x12, as revised in the Excel spreadsheet.

• Part Number Substitutions: Substitution is acceptable if the filter description matches previous part numbers. Refer to the revised Excel spreadsheet dated 11-10-25.

• Brand Restrictions: The requirement is not restricted to Camfil; any brand meeting specifications will be considered.

• Pricing Submission: Pricing should ideally follow the "Supplies/Services" table, but alternative pricing structures may be proposed. Monthly billing is acceptable.

• Submission due date extended to 11/17/2025, 3:00 PM EST.

• Revised Excel spreadsheet (Attachment 0002 - WNY Filters Worksheet 11-10-2025) is the governing document for filter specifications.

Bidders must use the revised Excel spreadsheet for specifications and ensure their quotes reflect the updated information and adhere to the new submission deadline.

Statement of Work (SOW)

This Statement of Work (SOW) outlines the requirements for the supply and delivery of Heating Ventilation and Air Conditioning (HVAC) filters to two VA Western New York Healthcare facilities: Buffalo (3495 Bailey Avenue, Buffalo, NY 14215) and Batavia (222 Richmond Avenue, Batavia, NY 14020).

The contract will be firm-fixed-price and include a nine (9) month base period and four (4) twelve (12) month option years. The contractor is responsible for supplying and delivering HVAC filters that meet or exceed the specifications detailed in Sections III (Batavia) and IV (Buffalo) of the SOW. Specific tasks include:

• Supplying and delivering filters to the Batavia VAMC according to specified schedules.

• Supplying and delivering filters to the Buffalo VAMC according to specified schedules.

• Labeling each filter with its respective VAMC filter identifier number prior to delivery.

• Adhering strictly to the delivery schedules; no advance deliveries or extra quantities will be accepted.

• Base Period: December 22, 2025 – September 30, 2026

• Option Year 1: October 1, 2026 – September 30, 2027

• Option Year 2: October 1, 2027 – September 30, 2028

• Option Year 3: October 1, 2028 – September 30, 2029

• Option Year 4: October 1, 2029 – September 30, 2030 (Note: The period of performance timeline is an estimate and will be based on the actual contract award date.)

• Deliveries must commence within 30 days after receipt of order.

• Specific monthly delivery schedules for both Batavia and Buffalo VAMC locations are detailed in the SOW.

• Must possess the capability and supply chain network to meet all delivery schedules.

• Must be able to provide onsite representation within 48 hours if filter performance issues arise.

• VA will verify filters upon delivery for completeness and absence of defects.

• Vendors will be notified within three (3) business days of unacceptable materials.

• Replacement materials must be delivered within fifteen (15) business days of notification.

• Filters must meet minimum specifications outlined in Sections III & IV.

• ASHRAE 52.2 test reports are required for extended surface filters, submitted within 60 days of contract award.

• Filters must comply with UL 900 for flame testing.

• Each filter must be labeled with manufacturer, size, rated efficiency, and UL classification.

Amendment / Modification

This amendment addresses questions from interested contractors, revises the estimated period of performance, includes a revised Statement of Work (SOW) dated 11/4/25 (superseding the previous SOW), adds Attachment 0002 - WNY Filters Worksheet, and extends the deadline for submitting questions and quotes.

• Period of Performance: Revised timeline provided for Base Period through Option Year 4.
• Statement of Work (SOW): A revised SOW dated 11/4/25 is included and should be used instead of the previous version.
• Attachments: Attachment 0002 - WNY Filters Worksheet has been added.
• Question Submission Deadline: Extended to November 6, 2025, at 3:00 PM Eastern Standard Time.
• Quote Submission Deadline: Extended to November 13, 2025, at 3:00 PM Eastern Standard Time.

The deadline for submitting quotes has been extended to November 13, 2025, at 3:00 PM Eastern Standard Time. Contractors should ensure they are using the revised SOW dated 11/4/25 and refer to the newly added WNY Filters Worksheet.

Forms / Attachments / Pricing Sheets

This document is an Excel spreadsheet containing detailed lists of filters required for HVAC systems at two locations: Batavia and Buffalo. It specifies filter identifiers, quantities, locations, equipment descriptions, filter sizes, filter descriptions, and the months in which preventative maintenance (PM) is scheduled for each filter. It also includes delivery year requirements and specific monthly delivery schedules for several years.

• Batavia and Buffalo Filter Lists: Detailed breakdowns of specific filter types, sizes, and their associated equipment and locations.
• Filter Descriptions: Technical specifications for each filter type, including MERV ratings, materials, and performance data (e.g., airflow, resistance).
• Preventative Maintenance Schedule: Indicates the months when filters are scheduled for maintenance or replacement.
• Delivery Schedules: Outlines the quantities of specific filters required for delivery across multiple years (2025-2030 for Batavia, and 2025-2030 for Buffalo), broken down by month.

This attachment is crucial for bidders to understand the scope and scale of filter requirements. It provides specific details on the types, quantities, and delivery timelines for filters needed for the opportunity. Bidders should use this information to accurately price their proposals, plan logistics, and ensure they can meet the specified delivery and maintenance schedules.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial products and services for Heating Ventilation and Air Conditioning (HVAC) filters. The Department of Veterans Affairs, Network Contracting Office 2, is seeking to procure these filters for the Batavia VA Medical Center and Buffalo VA Medical Center.

• Procurement of HVAC filters for Batavia and Buffalo VA Medical Centers.

• The requirement includes a base period and four option periods.

• Delivery is FOB Destination to the specified VA Medical Centers.

• Successful bidders must be prepared to begin delivery within 30 days after receipt of order.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ).

• Period of Performance: Five (5) years, including a 12-month base period and four 12-month option years.

  • Base Period: December 22, 2025 – December 21, 2026
  • Option Year 1: December 22, 2026 – December 21, 2027
  • Option Year 2: December 22, 2027 – December 21, 2028
  • Option Year 3: December 22, 2028 – December 21, 2029
  • Option Year 4: December 22, 2029 – December 21, 2030

• Submission Deadline: November 10, 2025, 9:00 AM Eastern Time.

• Submission Method: Electronic submissions via email to jonathan.kilgore@va.gov.

• Evaluation Criteria: Comparative evaluation based on Technical Capability and Price. The award will be made to the most advantageous offer to the Government.

• Offerors must include a statement regarding acceptance of terms and conditions or list any exceptions.

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

• NAICS Code: 333413 (Industrial and Commercial Fan and Blower and Air Purification Equipment Manufacturing) with a small business size standard of 500 employees.

• Offerors must submit a completed and signed Limitations on Subcontracting - Certificate of Compliance (Clause 852.219-76).

• If not the OEM, vendors must provide authorization as a dealer, distributor, or reseller.

• The full Statement of Work (SOW) is attached.

• Offerors must be registered in the System for Award Management (SAM).

• No debriefings will be provided for this simplified acquisition.

Statement of Work (SOW)

This Statement of Work (SOW) outlines the requirements for the supply and delivery of Heating, Ventilation, and Air Conditioning (HVAC) filters to two Department of Veterans Affairs (VA) Healthcare Facilities: one in Buffalo, New York, and another in Batavia, New York.

The contract will be a firm-fixed-price agreement with a twelve (12) month base period and four (4) twelve (12) month option periods. The contractor is responsible for supplying and delivering specific types and quantities of HVAC filters to both the Batavia VAMC and Buffalo VAMC locations according to detailed schedules. Filters must meet or exceed the specifications outlined in Sections III and IV of the SOW. Each filter must be labeled with its respective VAMC filter identifier number prior to delivery. The contractor must adhere strictly to the specified delivery schedules and quantities, with no advance shipments or excess quantities accepted.

Estimated timeline:

• Base Year: December 22, 2025 – December 21, 2026
• Option Year 1: December 22, 2026 – December 21, 2027
• Option Year 2: December 22, 2027 – December 21, 2028
• Option Year 3: December 22, 2028 – December 21, 2029
• Option Year 4: December 22, 2029 – December 21, 2030

Delivery is expected within 30 days after receipt of order. The final delivery schedule will be determined based on the contract award date.

• Filters must meet or exceed specifications detailed in Sections III (Batavia) and IV (Buffalo).

• Compliance with ASHRAE 52.2 standards for filter performance is required, with test reports to be submitted within 60 days of contract award.

• Filters must comply with UL 900 for flame tests.

• Each filter must be labeled with the manufacturer's name, filter size, rated efficiency, and UL classification.

• Contractor Qualification: Must possess the capability and supply chain to meet delivery schedules. Must be able to provide onsite representation within 48 hours for filter performance issues.

• Delivery Locations: Batavia VAMC (222 Richmond Avenue, Batavia, NY 14020) and Buffalo VAMC (3495 Bailey Avenue, Buffalo, NY 14215).

• Inspection & Acceptance: VA will verify filters upon delivery. Unacceptable materials will result in notification within 3 business days, with replacements required within 15 business days.

• Quality Assurance: Government may inspect goods. ASHRAE 52.2 test reports are required. Filters may be tested independently post-delivery.

• Invoicing: Must be submitted electronically, including contract number, PO number, dates of service, itemized charges, and CLINs.