AN41--AMENDMENT - Weekly Dry Ice Supply Services

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for weekly, reoccurring Dry Ice Supply Services for the VA North Texas Healthcare System (Dallas VAMC). The Department of Veterans Affairs (VA) seeks offerors to provide Carbon Dioxide (Dry Ice) for research protocols supporting MERIT Awards and other funded research projects.

• Product: Dry ice in pellet form, approximately 1/2" to 3/4" in diameter.

• Packaging: Pellets should be packaged with material covering the ice.

• Quantity: 500 lbs weekly (250 lbs per location), totaling 26,000 lbs annually.

• Delivery: Every Tuesday, between 9:30 AM and 12:00 PM Central Time, to VA North Texas Healthcare System, Building 43 (Ground-level) and Building 1 – Clinical Research Unit (CRU), 3rd floor.

• Holiday Schedule: Deliveries falling on a Federal Holiday will be made the following day.

• Pricing: Must include all ancillary costs, hazardous material costs, surcharges, and shipping (FOB Destination).

• No Gray Market Items: Only new Original Equipment Manufacturer (OEM) goods sold through authorized channels are acceptable.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Five (5) years (12-month base year + four 12-month option years).

• Submission Method: Electronic via email to millicent.covert@va.gov.

• Deadline: Wednesday, April 29, 2026, by 11:59 AM Eastern Daylight Time.

• Subject Line: Reference solicitation number 36C24E26Q0032.

• Questions Deadline: Friday, April 24, 2026, by 11:59 AM Eastern Daylight Time via email.

• Evaluation: Award will be made to the responsible offeror with the lowest priced quotation that meets all salient characteristics and is both responsive and responsible.

• Set-Aside: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB).

• Registration: Offerors must be registered and active in the System for Award Management (SAM.gov).

• This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2026-01.

• Offerors must complete and submit Attachment A (Offeror Worksheet) and Attachment B (RFQ Document).

• Oral or facsimile offers will not be accepted.

Solicitation / RFP / RFQ

This solicitation is for the weekly supply and delivery of dry ice in pellet form to the VA North Texas Healthcare System (Dallas VAMC). The dry ice is required for the preservation of specimens and biological agents used in research protocols, supporting MERIT Awards and other funded research projects.

• Product: Dry ice in pellet form, approximately 1/2" to 3/4" in diameter, packaged with material covering the ice.

• Quantity: 500 lbs per week (250 lbs per location), totaling approximately 26,000 lbs annually.

• Delivery: Weekly, every Tuesday between 9:30 AM and 12:00 PM Central Time. Deliveries on Federal Holidays will be rescheduled to the following day.

• Delivery Locations: VA North Texas Healthcare System, 4500 S. Lancaster Road, Dallas, TX 75216, Building 43 (Ground-level) and Building 1 – Clinical Research Unit (CRU) (3rd floor).

• Contractor Access: Contractor personnel will be escorted to delivery sites and will not require computer access or access to identifiable data or PHI.

• Contract Type: Firm-Fixed Price.

• Period of Performance: 12 months from the date of award, with four 12-month option periods, for a total potential of 60 months. Anticipated period of performance is May 12, 2026, to May 11, 2031.

• Offer Due Date: April 29, 2026, 11:59 PM EDT.

• Evaluation: Lowest priced quotation that meets all salient characteristics and is both responsive and responsible.

• This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) in accordance with VAAR 852.219-73 and FAR 52.219-27.

• Offerors must be certified and listed in the SBA certification database at the time of offer and award.

• Limitations on subcontracting apply: For services, the contractor will not pay more than 50% of the contract amount to firms that are not certified SDVOSBs.

• The solicitation incorporates FAR clauses by reference, including 52.212-4 and 52.212-5.

• Payment will be made via Electronic Funds Transfer (EFT).

• Invoices are to be submitted monthly, in arrears, electronically via Tungsten Network.

Form / Attachment / Pricing Sheet

This document is an Offeror Worksheet, provided as an Excel file, designed for bidders to input their company information and pricing details for the opportunity.

• TAB 1 - OFFEROR INFORMATION: Requires bidders to provide their company name, DBA (if applicable), address, contact information (telephone, email, point of contact), and SAM UEI.
• TAB 2 - OFFER: This section details the CLINs (Contract Line Item Numbers) for the base year and four option years for Dry Ice, 500 lbs/week. Bidders are instructed to enter unit prices in highlighted fields, and totals will auto-populate. All shipping is to be FOB Destination and inclusive of prices. Quoted prices must include all ancillary costs, such as hazardous material costs and surcharges.
• List Tab: Contains a checkbox for "52.217-6 50% Increase," requiring a "Yes" or "No" selection.

This worksheet is critical for bidders to formally submit their pricing and company details. Accurate completion of this form is necessary for proposal submission and evaluation. The pricing structure outlines the expected quantities and contract duration, including option periods.

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

This Statement of Work outlines the requirements for the acquisition of Carbon Dioxide (Dry Ice) to support VA Research Protocols for the Office of Research and Development. The dry ice is essential for maintaining specimens and biological agents at low temperatures to preserve their integrity for research studies.

• Product: Carbon Dioxide (Dry Ice).

• Quantity: 500 lbs per week (250 lbs to Building 43, 250 lbs to Building 1 - CRU).

• Annual Usage: Approximately 26,000 lbs.

• Delivery Schedule: Weekly to two specified locations within Research Services.

• Delivery Start: Within 14 days after contract award.

• Vendor Escort: Vendor will be escorted to delivery sites; no access to identifiable data or PHI will be granted. No computer access is required.

• Deliveries must meet scheduled times. Any conflicts require immediate notification to the Contracting Officer (CO).

• Written explanation required for any delivery delays, including the reason and commitment for completion.

• Performance Period: Base year plus four (4) Option Years.

• Anticipated Period: May 1, 2026, to April 30, 2031.

• Place of Performance: Research Service, VA Research Protocols, specifically Building 43 (ground-level) and Building 1 – Clinical Research Unit (CRU) (3rd floor).

• Contract Type: Firm-Fixed Contract.

• Changes to SOW: Must be authorized and approved in writing by the CO.

• Contractor Experience: No specific experience or education requirements for personnel handling Dry Ice. However, the government reserves the right to review qualifications of replacement personnel.

• Personnel Security:

  • Position Sensitivity: Low Risk.
  • Background Investigation: Not required for Dry Ice acquisition.
  • Contractor must prescreen personnel for U.S. citizenship and English language proficiency.
  • Contractor must submit receipts for each delivery canister drop-off and pick-up.
  • Unfavorable determination of personnel requires withdrawal from the contract.
  • Failure to comply may result in contract termination.

• Government Responsibilities: Provide adequate safe space for delivery; provide necessary forms for personnel security checks (if required by OPM/VA Office of Security and Law Enforcement); notify contractor of adjudication results.

Sources Sought Notice

This is a Sources Sought Notice for the Department of Veterans Affairs, RPO-E Research and Development, to gather information regarding potential sources for the weekly delivery of carbon dioxide dry ice for the VA North Texas Healthcare System (Dallas). This notice is for planning purposes only; no quotes are being requested or accepted at this time.

The requirement is for weekly delivery of carbon dioxide dry ice.

Potential sources must respond via email to Ms. Millicent Covert (millicent.covert@va.gov) by April 16, 2026, 11:59 PM ET. Responses must include:

1. Company name
2. SAM Unique Entity Identification (UEI) or DUNS number
3. Company address
4. Point of Contact information
5. Company's capability to meet the requirement
6. Company's business type and socioeconomic status
7. Existing contract vehicle information (if applicable)

NAICS Code: 325120 (Industrial Gas Manufacturing) Product Service Code (PSC): 6830 (Gases; Compressed and Liquified) Small Business Size Standard: 1200 Employees.

• This is not a solicitation. No quotes are being accepted.
• There will be no question-and-answer period.
• Responding to this notice does not guarantee inclusion in future solicitations.
• All interested parties must be registered in SAM.gov.
• A draft Statement of Work is attached.