4460--Air Filters - Rocky Mountain Regional VA Medical Center

Statement of Work (SOW) / Performance Work Statement (PWS)

The purpose of this Statement of Work is to provide the annual requirement of air filters for Facilities Management Services at the Eastern Colorado Health Care System (RMRVAMC) to support air handler units, fan coils, and HEPA banks.

• The Contractor shall deliver selected air filter items in specified quantities on an as-needed/ordered basis.

• All items must meet the salient characteristics defined in section 2.5 and conform to ASHRAE Standards 170 and 52.2-2012 Addendum E and F.

• Items must be available for individual unit purchase with no minimum purchase requirement.

• All freight and shipping costs are to be included in the unit price.

• The Contractor is responsible for furnishing all personnel, supplies, and equipment for delivery.

• MERV 9A Moisture Resistant Filters: Various sizes (e.g., 24x12x2, 24x24x2, 20x20x2, 24x20x2, 20x16x2) with quantities ranging from 30 to 1520 each. Features include dual-layered polyester, high dust holding capacity, and a five-star Energy Cost Index (ECI).

• MERV 13 Filters: Various sizes (e.g., 12x24x12, 24x24x12, 20x16x4, 20x20x4) with quantities ranging from 100 to 510 each. These filters offer low initial pressure drop and meet MERV 13 standards.

• MERV 14 Filters: Various sizes (e.g., 12x24x12, 24x24x12) with quantities ranging from 125 to 465 each. These filters meet MERV 14 standards and have a specified initial resistance pressure drop.

• MERV 14A Pleat Filters: Various sizes (e.g., 24x12x4, 20x20x4, 24x20x4, 24x24x4) with quantities ranging from 3 to 100 each. These filters offer low initial pressure drop and meet MERV 14A standards.

• Specialty Filters: Includes DATA AIR Units (25x20x4 MERV 13) and filters for the Fisher House location (24x16x2 MERV 9A).

• Boxed Filters: Several MERV 9A Moisture Resistant filters are supplied in boxes with specified quantities per box.

• Period of Performance: Not explicitly stated, but deliveries are on an "as needed/ordered basis" throughout the contract period.

• Delivery Location: Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC), 1700 N. Wheeling Street, Aurora, CO 80045.

• Requested filters shall be delivered within 7-10 business days after coordination with the Delivery POC.

• Initial deliveries for custom filters require a 15-business day timeframe.

• Deliveries must be marked with the PO, contract number, and On-Site POC information.

• Delivery personnel must comply with site safety requirements, including PPE if necessary.

• All items must meet ASHRAE Standards 170 and 52.2-2012 Addendum E and F.

• Fire rating for all filters is UL 900.

• No smoking, eating, or drinking is permitted in the delivery area.

Amendment / Modification

This amendment provides answers to questions submitted by potential bidders regarding the "Air Filters - Rocky Mountain Regional VA Medical Center" solicitation.

• Questions and Answers: A document titled "Questions and Answers – Air Filters" has been attached, containing responses to vendor inquiries.
• Statement of Work: A revised "Statement of Work - Air Filters - 05-08-2026" is attached.
• Line Items: Revised line items are provided in the document "Revised Line Items - 05-08-2026".

All other terms and conditions of the original solicitation remain unchanged. Bidders should review the attached "Questions and Answers" document for clarification on requirements and the revised SOW and line items.

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the Air Filters opportunity.

• Header Style: A single header is required on the intake. The Statement of Work has been updated to reflect this. Refer to "Statement of Work – Air filter – 05-08-2026".
• CLIN Quantity: CLINs 0027 and 0028 should be priced at 24 EA (Each) per contract period, not 12 EA. Revised line items are provided in "Revised Line Items – 05-08-2026".
• Manufacturer Authorization: Offerors must be an authorized distributor of the Original Equipment Manufacturer (OEM). Documentation from an authorized distributor identifying products and confirming the manufacturer relationship is not sufficient on its own.
• Technical Literature: For products within the same family and MERV rating but offered in multiple sizes, offerors must submit technical documentation that demonstrates how the quoted items meet or exceed the Government's requirements. A single cut sheet per product family/MERV rating with a compliance matrix is not explicitly stated as sufficient; the focus is on demonstrating compliance.

Vendors must use the revised line items and ensure their submissions adhere to the clarified requirements regarding header style, CLIN quantities, manufacturer authorization, and technical documentation.

Forms / Attachments / Pricing Sheets

This document provides the revised line items and pricing schedule for the opportunity. It details the specific items to be procured, their quantities, and the Not-to-Exceed (NTE) pricing for each line item across the base year and four option years. Bidders must use this schedule to understand the scope of potential orders and to formulate their pricing.

• Line Items: A comprehensive list of 28 line items, each with a unique identifier, description (including part numbers and "Brand Name or Equal" specifications), unit of measure (EA), and Not-to-Exceed (NTE) quantity for each contract year (Base, Option Year 1, 2, 3, and 4).
• Contract Period: Specifies the quantities for the Base Year and four Option Years.
• Pricing: Each line item has a designated NTE amount. Bidders are expected to provide their pricing within these NTE limits.
• Contractual Terms: The document states that the resulting contract will be a firm order only if the bidder's price does not exceed the maximum line item or total price in the schedule. It also includes instructions for submitting invoices and notifying the Contracting Officer if exact performance in accordance with the order cannot be met.

This document is critical for bidders as it outlines the specific goods (primarily air filters of various sizes and MERV ratings) and their estimated quantities over the contract period. Bidders must carefully review these line items and quantities to determine their ability to meet the demand and to prepare competitive pricing proposals. The "Brand Name or Equal" designation indicates that equivalent products may be acceptable, provided they meet specifications. The NTE pricing structure means that bidders should not exceed these maximums when submitting their offers.

Form / Attachment / Pricing Sheet

This document is a provision titled "Trade Agreements Certificate" (Feb 2021), to be inserted as prescribed in FAR 25.601(c)(2). It requires offerors to certify compliance with the Trade Agreements Act.

• Certification: Offerors must certify that each end product offered is a U.S.-made or designated country end product, as defined in the "Trade Agreements" clause.
• Other End Products: A section is provided for offerors to list any supplies that are not U.S.-made or designated country end products, including the line item number and country of origin.
• Government Evaluation: The government will evaluate offers based on the policies in FAR Part 25. For items covered by the WTO GPA, U.S.-made or designated country end products will be evaluated without regard to Buy American statute restrictions. Offers of non-U.S.-made or designated country end products will only be considered if no acceptable offers of U.S.-made or designated country end products are received.

Bidders must carefully review this provision to understand the requirements regarding the origin of end products. They must either certify that all products meet the criteria or list any exceptions with their country of origin. Failure to comply or properly identify other end products may impact the evaluation and award of the contract.

Statement of Work (SOW)

To provide the annual requirement of air filters for Facilities Management Services at the Eastern Colorado Health Care System (RMRVAMC) to support air handler units, fan coils, and HEPA banks.

• The Contractor shall deliver specified air filters in quantities listed in section 2.5 on an as-needed/ordered basis.

• All items must meet the salient characteristics defined in section 2.5 and ASHRAE Standards 170 and 52.2-2012 Addendum E and F.

• No minimum purchase quantity is required.

• Freight and shipping costs must be included in the unit price.

• The Contractor is responsible for all personnel, supplies, and equipment for delivery.

• MERV 9A Moisture Resistant Filters: Various sizes (e.g., 24x12x2, 24x24x2, 20x20x2, 24x20x2, 20x16x2) with quantities ranging from 30 to 1520 each. Features include dual-layered polyester, high dust holding capacity, and a five-star Energy Cost Index (ECI).

• MERV 13 Filters: Various sizes (e.g., 12x24x12, 24x24x12, 20x16x4, 20x20x4) with quantities ranging from 100 to 510 each. These filters offer low initial pressure drop at high airflows and a five-star ECI.

• MERV 14 Filters: Various sizes (e.g., 12x24x12, 24x24x12) with quantities ranging from 125 to 465 each. Features include a specific initial resistance pressure drop and a five-star ECI.

• MERV 14A Pleat Filters: Various sizes (e.g., 24x12x4, 20x20x4, 24x20x4, 24x24x4) with quantities ranging from 3 to 160 each. These filters provide low initial pressure drop even at high airflows.

• Specialty Filters: Includes DATA AIR Units (25x20x4 MERV 13) and filters for the Fisher House location (24x16x2 MERV 9A).

• Boxed Filters: Several MERV 9A Moisture Resistant filters are supplied in boxes with specified quantities per box (e.g., 20x8x2, 16x10x2, 32x10x2, 24x16x2, 24x24x1, 18x14x2, 14x18x1, 12x18x1, 18x30x2, 18x12x1, 18x14x1).

• Period of Performance: Not explicitly stated, but deliveries are on an as-needed basis throughout the contract period.

• Delivery Location: Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC), 1700 N. Wheeling Street, Aurora, CO 80045.

• Timeframe: Filters shall be delivered within 7-10 business days of order. Custom filters require 15 business days for initial delivery.

• Markings: Deliveries must be marked with the PO, contract number, and On-Site POCs.

• Site Conditions: Adherence to site safety requirements, including PPE if necessary, is mandatory. No smoking, eating, or drinking in the delivery area.

• All items must meet specific ASHRAE standards and have a UL 900 fire rating.

• Manufacturer product guarantee is mentioned for some boxed filters.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, specifically air filters, for the Department of Veterans Affairs (VA) at the Rocky Mountain Regional VA Medical Center in Aurora, CO. The government intends to award a firm-fixed-price contract. This announcement serves as the only solicitation; no separate written solicitation will be issued. The government reserves the right to make no award.

The procurement is for various sizes and types of air filters, including "Brand Name or Equal" items. Specific filter types include 30/30 DUAL 9, MERV 13 DURAFIL, MERV 13 Pleat, MERV 14 DURAFIL, OPMV14, and AQ13. Offerors must provide products that meet or exceed the salient physical, functional, or performance characteristics specified. No remanufactured or gray market items will be accepted. Offerors must be an OEM, authorized dealer, distributor, or reseller, verified by OEM documentation.

• Contract Type: Firm-fixed-price.

• Period of Performance: Base Year (09/28/2026 – 09/27/2027) with four Option Years (through 09/27/2031).

• Place of Performance: Rocky Mountain Regional VA Medical Center, 1700 North Wheeling Street, Aurora, CO 80045.

• Delivery: F.O.B. Destination.

• Quote Submission Deadline: May 15, 2026, 10:00 AM Mountain Time.

• Questions Deadline: May 5, 2026, 10:00 AM Mountain Time (must be submitted in writing).

• Submission Method: Email quotes only to Noaa.Lanotte@va.gov (10MB email limit). Faxed or hand-carried quotes will not be accepted.

• Evaluation Factors: Technical capability/quality of the item offered and Price. Offers must meet or exceed technical requirements to be considered, regardless of price.

• Award Basis: Most advantageous to the Government, considering price and other factors. Award will be made on an "All or Nothing" basis.

• NAICS Code: 333413 (Air Filter Manufacturing) with a small business size standard of 500 Employees.

• Set-Aside: This solicitation is 100% unrestricted.

• OEM Authorization: Offerors must provide OEM authorization documentation if not the OEM themselves.

• Attachments: Statement of Work (Air Filters - 04-22-2026), RFO 52.225-6 Trade Agreements Certificate.

• SAM Registration: Required (52.204-7).

• Gray Market/Counterfeit Items: Prohibited (VAAR 852.212-71).