6830--AMENDMENT #2 - Weekly/Reoccuring Dry Ice Supply Delivery

Amendment / Modification

This amendment updates Solicitation 36C24E26Q0032 by modifying the service clause.

• The service clause VAAR 852.219-75 (VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction) has been removed.

• The service clause has been replaced with the supply clause VAAR 852.219-76 (VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products).

• The deadline for offers remains unchanged: April 30, 2026, at 4:00 PM Eastern Time.

• Offerors must complete the updated version of Attachment B for Amendment #2.

• Offerors must complete Blocks 15A – 15C (AMENDMENT OF SOLICITATION) of both amendments.

• Incomplete submissions will be considered non-responsive.

• All quotes must be submitted electronically via email to Millicent Covert at millicent.covert@va.gov by the deadline. The solicitation number must be included in the email subject line.

• Quotes received after the deadline will be considered non-responsive.

Solicitation / RFP / RFQ

This solicitation is for the weekly delivery of dry ice in pellet form to the VA North Texas Healthcare System in Dallas, TX. The purpose is to support VA research protocols by providing dry ice for preserving specimens and biological agents at low temperatures.

• Product: Dry ice in pellet form (approx. 1/2” – 1” diameter).

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

• Containers: Contractor must provide bins for dry ice storage at each location, which can be filled weekly or switched out.

• Delivery: Weekly, every Tuesday between 9:30 AM and 12:00 PM Central Time. Deliveries must be made from the delivery vehicle into the specified locations (Building 43, Ground-level and Building 1 – Clinical Research Unit (CRU), 3rd floor). Contractor must provide own equipment (pallet jack, dolly, lift) for delivery.

• Holiday Schedule: If delivery day falls on a Federal Holiday, delivery will be made the following day.

• Contract Type: Firm-Fixed Price.

• Period of Performance: 12 months from award, with four 12-month option years, for a total of up to 60 months. Anticipated period: May 12, 2026, to May 11, 2031.

• Option to Increase Quantity: Exercisable within 30 days of notice.

• Offer Due Date: April 30, 2026, 16:00 EDT.

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

• Invoicing: Monthly, in arrears, submitted electronically via Tungsten Network.

• Set-Aside: This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 325120 (Industrial Gas Manufacturing), Size Standard: 1000 employees.

• SDVOSB Requirements: Offerors must be certified and listed in the SBA certification database at the time of offer and award. Compliance with Limitations on Subcontracting (LOS) is required (50% for supplies).

• FAR clauses 52.212-1, 52.212-4, 52.212-3, and 52.212-5 are incorporated by reference.

• VAAR clauses 852.219-73 and 852.219-76 apply regarding SDVOSB set-aside and limitations on subcontracting.

• VAAR 852.232-72 requires electronic submission of payment requests.

• No computer access or access to identifiable data or PHI will be granted to the contractor.

Amendment / Modification

This amendment modifies Solicitation 36C24E26Q0032 by updating a service clause to a supply clause.

• The service clause VAAR 852.219-75 - VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction has been removed.

• The supply clause VAAR 852.219-76 - VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products has been added.

• Attachment B has been updated for Amendment #2.

• The deadline for offers remains unchanged: April 30, 2026, at 4:00 PM Eastern Time.

• Offerors must complete the updated version of Attachment B for Amendment #2.

• Offerors must complete Blocks 15A – 15C of both amendment documents.

• Incomplete submissions will be considered non-responsive.

• All quotes must be submitted electronically via email to millicent.covert@va.gov by the deadline, referencing solicitation number 36C24E26Q0032 in the subject line.

Amendment / Modification

This amendment to Solicitation 36C24E26Q0032 modifies the requirements for Weekly Dry Ice Supply Services.

Key changes include:

• Deadline Extension: The response date has been extended to April 30, 2026, 4:00 PM Eastern Time.

• Dry Ice Specifications: Dry ice must be provided in pellet form (approximately 1/2” – 1” in diameter).

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

• Storage Bins: The contractor must provide bins for dry ice storage at each location. These bins can be refilled weekly or exchanged.

• Delivery Schedule: Weekly delivery is required every Tuesday between 9:30 AM and 12:00 PM Central Time. If a Tuesday falls on a Federal Holiday, delivery will be the following day.

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

• Interior Delivery: The contractor is responsible for bringing dry ice from the delivery vehicle into the specified delivery locations and must provide their own equipment (e.g., pallet jack, dolly) for this purpose.

• Economic Price Adjustment (EPA): An EPA clause will be included for option years to account for potential volatility in CO2 or fuel prices.

• "1.2 REQUIRED PRODUCTS & SPECIFICATIONS" within the Statement of Need (Dry Ice Requirements and Delivery Requirements).

• Response Date/Time.

• The deadline for offers has been extended to April 30, 2026, 4:00 PM Eastern Time.

• Offers must be submitted electronically via email to millicent.covert@va.gov, referencing solicitation number 36C24E26Q0032 in the subject line.

• Offerors must complete all instructions in the original solicitation and specific amendment blocks (15A-15C).

Amendment / Modification

This amendment modifies Solicitation 36C24E26Q0032.

• Deadline Extension: The hour and date for receipt of offers has been extended to April 30, 2026, at 11:59 PM Eastern Daylight Time (EDT). All offers must be received electronically via email by this deadline.

• Dry Ice Requirements Update:

  • Dry ice must be provided in pellet form (approximately 1/2” – 1” in diameter).
  • The weekly requirement is 500 lbs (250 lbs per location), totaling 26,000 lbs annually.
  • Contractor must provide bins for dry ice storage at each location. These bins may be refilled weekly or exchanged.
  • Dry ice delivered for refilling bins should be in standard industry packaging (bagged or boxed).
  • Dry ice delivered in exchange bins is acceptable.

• Delivery Requirements Update:

  • Deliveries are required weekly, every Tuesday, between 9:30 AM and 12:00 PM Central Time.
  • If a delivery day falls on a Federal Holiday, delivery will be made the following day.
  • Delivery locations are VA North Texas Healthcare System at 4500 S. Lancaster Road, Dallas, TX 75216, specifically Building 43 (ground-level) and Building 1 – Clinical Research Unit (CRU) (3rd floor).
  • Contractor is responsible for transporting dry ice from the delivery vehicle into the specified delivery locations using their own equipment (e.g., pallet jack, dolly).

• Questions and Answers:

  • Deliveries to Buildings 43 and 1 are not dock accessible; dry ice must be moved into buildings via carts at ground level.
  • Interior delivery to both locations, including the 3rd floor of Building 1, is required.
  • The VA currently uses vendor-provided storage containers, and bin exchange is acceptable. Pricing for bin usage must be included in the dry ice price.
  • There is no dedicated freight elevator for Building 1; a standard hospital elevator is available. Contractors must provide their own equipment for interior transport.
  • No central check-in for dry ice deliveries; a POC will be provided after award.
  • No anticipated seasonal fluctuations in quantity; the amount has been consistent.
  • An Economic Price Adjustment (EPA) clause for option years will be considered due to CO2 market volatility.

• "1.2 REQUIRED PRODUCTS & SPECIFICATIONS" within the Statement of Need (Dry Ice Requirements and Delivery Requirements).

• Solicitation deadline.

• The deadline for offer submission is extended to April 30, 2026, 4:00 PM Eastern Time.

• Offerors must complete all instructions in the original solicitation and Blocks 15A-15C of the Amendment of Solicitation document. Incomplete submissions may be considered non-responsive.

• All quotes must be submitted electronically via email to millicent.covert@va.gov, referencing solicitation number 36C24E26Q0032 in the subject line.

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.