Air Filter Replacement Service

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically "Air Filter Replacement Service for the Phoenix Rearing Facility." It serves as the sole solicitation, and a separate written solicitation will not be issued. The acquisition is set-aside for small business concerns and specifically for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The North American Industry Classification Standard (NAICS) code is 23220, with a small business size standard of $19 million.

• The "Statement of Requirement" is detailed in an attached SOW (not provided in this document).

• The solicitation incorporates numerous Federal Acquisition Regulation (FAR) and Agriculture Acquisition Regulation (AGAR) clauses and provisions, many of which are incorporated by reference.

• Key clauses include those related to commercial products/services, contractor ethics, whistleblower rights, combating trafficking in persons, and various small business requirements (e.g., limitations on subcontracting).

• Specific AGAR clauses address Anti-Discrimination and Diversity, Equity, and Inclusion (DEI) Compliance.

• Award Type: Firm-Fixed price contract.

• Structure: One (1) one-year base period and four (4) one-year option periods.

• Number of Awards: The Government intends to make one award.

• Pricing: Contractors must submit pricing for all items to be considered responsive.

• Evaluation Criteria: Award will be made to the offeror representing the best value to the Government, based on the "lowest price technically acceptable" criteria.

  • Technical Approach: Evaluated on the ability to provide a sound and compliant approach, meet schedule requirements, address any unaccomplishable requirements, and ensure compliance with FAR 52.219-14 (Limitations on Subcontracting).
  • Past Performance: Evaluated using a rating system (Acceptable, Neutral, Unacceptable).
  • Price: Evaluated for fairness and reasonableness.

• Site Visit: A mandatory site visit was held on March 25 and 26, 2026. Vendors who attended are eligible for award; no additional site visits will be held.

• Period for Acceptance of Offers: Offerors must hold prices firm for 90 calendar days from the offer receipt date.

• Questions: Questions regarding updates to clauses are due by April 15, 2026. Questions should be emailed to cody.grey@usda.gov.

• Set-aside for small business concerns.

• Set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• The document references an attached SOW for detailed requirements.

• It includes information on the USDA Ombudsman Program for filing agency protests.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for "Weekly Filter Replacement IAW the attached SOW" and "Semi-annual filter replacement IAW the attached SOW" for the maintenance of miscellaneous buildings. The services are for USDA APHIS.

• Weekly Filter Replacement

• Semi-annual Filter Replacement

• Maintenance of Miscellaneous Buildings

• The solicitation is for a base period and four option years.

• Base Period of Performance: 04/24/2026 to 04/23/2031 (for weekly replacement) and 04/17/2026 to 04/16/2031 (for semi-annual replacement).

• Option Year 1: 04/24/2027 to 04/23/2028

• Option Year 2: 04/24/2028 to 04/23/2029

• Option Year 3: 04/24/2029 to 04/23/2030

• Option Year 4: 04/24/2030 to 04/23/2031

• Offer Due Date: 04/17/2026 at 0900 ET.

• The solicitation number is 12639526Q0070.

• The North American Industry Classification Standard (NAICS) code is 238220 with a size standard of $19 million.

• The acquisition is unrestricted.

• The document references an attached Statement of Work (SOW) which provides further details on the requirements. Bidders should refer to the attached SOW for comprehensive information.

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

To procure whole facility air filter replacements for the U.S. Department of Agriculture's (USDA) Phoenix Rearing Facility (PRF), a 69,000 square foot facility that produces approximately one million insects per day.

• Replacement of air filters in 106 fan coil units and one air handler, which include pleated pre-filters (MERV 8 rated) and pleated return air filters.

• Replacement of HEPA filters in six fan coil units and one air handler.

• Replacement of pleated filters in ten evaporator units within three walk-in coolers.

• Replacement of existing washable filters with custom fabricated pleated filters in dark rooms, larvae rooms, egg layer rooms, moth collection areas, and shipping coolers.

• Weekly replacement for some areas (e.g., walk-in coolers).

• Monthly replacement for remaining units and dark/larvae/egg layer rooms.

• Semiannual replacement for HEPA filters and some pleated filters.

• Removal and disposal of used filters.

• Fabrication of custom, three-section removable frames for walk-in cooler evaporator units.

• Contractor shall provide Safety Data Sheets for any products used.

• Contractor shall repair any damaged systems/equipment immediately at no additional cost.

• Contractor shall keep documentation of filter change dates visible.

• Contractor shall hold a monthly meeting to discuss filter status, safety, materials, and potential interruptions.

• Work is to be performed at the government site.

• Work hours are Monday - Friday, 6 a.m. - 2:30 p.m. (40-hour work week), excluding Federal Holidays. Any work outside these hours requires written approval, except for emergencies.

• Contractor must provide all required filter sizes and reusable media (MERV 8 washable filters) for walk-in coolers.

• Contractor must measure openings for custom frames and fabricate them.

• Contractor is responsible for all labor and parts.

• Contractor must be informed about the work's nature and relation to facility operations.

• Water and electrical power will be provided by the government; connections require approval.

• Contractor must place barricades for safety and remove them upon completion.

• Contractor is responsible for site cleanliness and orderly work conditions.

• Equipment used in mechanical rooms or on roofs must be secured overnight.

• Equipment must not be left unattended.

• Doorways, hallways, and aisles must be kept clear.

• Contractor must provide their own Personal Protective Equipment (PPE) if required.

• Contractor will report daily to Marvin Draper or Ramon Lopez with progress updates.

• All contractors must have valid picture identification.

• Travel is not anticipated.

Form / Attachment / Pricing Sheet

This document is a map illustrating filter locations within a facility. It appears to be an attachment to a larger solicitation or work statement, providing visual context for HVAC or air quality related requirements.

• The map displays various rooms and areas within a building, indicated by numbers and labels (e.g., "OFFICE", "CORRIDOR", "LAB", "WAREHOUSE", "KITCHEN").
• Specific filter types are noted in a legend:
  • Fresh air filter only (72x52x1 OR 71/2x36x1)
  • Pleated filters
  • Pleated pre filters with HEPA filters
  • Washable return filters
• Various locations on the map are marked with colored boxes (red, blue, yellow) and numbers, likely corresponding to specific filter installations or maintenance points.

This map is crucial for bidders to understand the physical layout of the facility and the specific locations where filter maintenance, replacement, or installation services are required. It helps in assessing the scope of work, potential challenges, and the types of filters involved in the opportunity.

Form / Attachment / Pricing Sheet

This document lists the filters required for various fan coil units across different areas (Area 1, Area 2, Area 3, and Area 4). It serves as a reference for filter sizes and quantities needed for maintenance or replacement.

• Fan Coil #: Unique identifier for each fan coil unit.
• Area: The specific area or room where the fan coil unit is located.
• Filter Size: The dimensions (height x width x depth) of the filters required, often with quantities indicated in parentheses.
• Date Changed: A column for recording when filters were last changed (mostly blank in this document).
• Notes: Additional information or specific details about the filters or their installation.

This document is crucial for bidders providing HVAC maintenance or filter supply services. It details the specific filter types, sizes, and quantities needed for each fan coil unit, enabling accurate bidding and procurement of the correct filter stock. The document also indicates the locations of these units, aiding in logistical planning for service calls.

Form / Attachment / Pricing Sheet

This document is a map illustrating filter locations within a facility. It appears to be an attachment to a solicitation or work statement, providing visual context for HVAC or air quality related requirements.

• The map displays various rooms and areas within a building, indicated by numbers and labels (e.g., "OFFICE," "LAB," "CORRIDOR," "WAREHOUSE").
• Different types of filters are indicated with color-coded legends:
  • Red box: Fresh air filter only (72x52x1 or 71/2x36x1)
  • Blue box: Pleated filters
  • Yellow box: Pleated pre-filters with HEPA filters
  • Square with dots: Washable return filters
• Specific filter locations are marked with these symbols throughout the facility layout.

This map is crucial for bidders to understand the physical locations and types of filters that are part of the opportunity. It directly informs requirements related to filter procurement, installation, maintenance, or replacement, helping bidders to accurately scope their proposals and understand the scope of work.

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

To procure whole facility air filter replacements for the U.S. Department of Agriculture's (USDA) Phoenix Rearing Facility (PRF), a 69,000 square foot facility that produces and ships approximately one million insects per day.

• Replacement of air filters in 106 fan coil units (pleated pre-filters and return air filters, MERV 8 rated) and 4 walk-in coolers (with ten evaporator units each, pleated filters).

• Replacement of HEPA filters in six fan coil units and one air handler.

• Replacement of washable filters with pleated filters in egg layer rooms.

• Fabrication of custom removable frames for media used in moth collection areas and shipping coolers.

• Regular filter replacement schedule: weekly for some areas (e.g., walk-in coolers), monthly for most units, and semi-annually for HEPA filters.

• Contractor shall provide Safety Data Sheets for any products used.

• Contractor shall maintain documentation of filter change dates, visible on or around the filters.

• Monthly meetings with the customer to discuss filter status, safety, materials, and potential interruptions.

• Work is to be performed at the government site.

• Work hours are Monday - Friday, 6 a.m. - 2:30 p.m. (40-hour work week), excluding Federal Holidays. Any work outside these hours requires prior written approval from the Facility Director, except for emergencies.

• Contractor must provide all required filter sizes and reusable media (MERV 8 washable filters) for walk-in coolers.

• Contractor is responsible for removing and disposing of used filters.

• Contractor must measure openings and fabricate removable frames for specific areas.

• Contractor is responsible for any damages caused by their employees and must repair them immediately.

• Contractor must provide their own Personal Protective Equipment (PPE) if required.

• All contractors must have valid picture identification.

• Contractor will report daily progress and deficiencies to Marvin Draper or Ramon Lopez.

Form / Attachment / Pricing Sheet

This document lists the required filter sizes, quantities, and recommended change frequencies for various fan coil units (FC) and air handling units (AHU) within a facility. It serves as a reference for maintenance and supply needs.

• Fan Coil Unit (FC) Number: Identifies specific units.
• Area/Room: Specifies the location of each fan coil unit.
• Filter Size: Details the dimensions of the filters required for each unit (e.g., 7.5X52X1, 20X24X1, 18X24X1).
• Quantity: Indicates the number of filters needed per unit or location.
• Frequency Change: Suggests how often filters should be replaced (e.g., 1, 2, 4, 16, 20 times per year).
• Notes: Provides additional details such as HEPA filter requirements, specific room functions (e.g., QC Dirty Lab, Director's Office, Maintenance Office), or special instructions (e.g., TWO-TAPED).

This attachment is crucial for bidders to understand the specific filter requirements for maintaining the facility's HVAC system. It directly impacts the scope of work, material costs, and logistical planning for any maintenance or supply contract related to this opportunity. Bidders should carefully review the filter sizes, quantities, and change frequencies to accurately price their proposals and plan for procurement and replacement schedules.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation (RFQ) for Air Filter Replacement Service for the Phoenix Rearing Facility. It is prepared in accordance with FAR Part 12 and constitutes the only solicitation; no separate written solicitation will be issued.

• The core service required is Air Filter Replacement.

• A Statement of Work (SOW) is attached and referenced for detailed requirements.

• The solicitation incorporates numerous Federal Acquisition Regulation (FAR) and Agriculture Acquisition Regulation (AGAR) clauses and provisions, which are critical for understanding contract terms.

• Anticipated Award Type: Firm-Fixed Price contract.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years total.

• The contract will include FAR 52.217-8 (Option to Extend Services) for up to a six-month extension.

• Submission: Contractors must submit pricing for all items to be considered responsive.

• Evaluation Criteria: Quotes will be evaluated based on the lowest price technically acceptable (LPTA) criteria. This includes:

  • Price: Evaluated for fairness and reasonableness, including options and potential extensions.
  • Technical Acceptability: Rated as "acceptable" or "unacceptable" based on the offeror's ability to meet requirements and demonstrate understanding of the PWS.
  • Past Performance: Evaluated as "acceptable" or "neutral" using references and systems like CPARS.

• Offerors must provide detailed explanations of their ability to perform services and any requirements they cannot accomplish.

• Quotations must be held firm for 90 calendar days from the specified receipt date.

• Key Deadlines:

  • Mandatory Site Visit: March 25 and 26, 2026.
  • Questions Due: April 3, 2026, 9:00 AM Eastern Time.

• This acquisition is set-aside for small business concerns.

• Specifically, it is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• The North American Industry Classification Standard (NAICS) Code is 23220, with a small business size standard of $19 million.

• A mandatory site visit is required for eligibility for award. Vendors must sign the attendance sheet.

• Full text of incorporated clauses and provisions may be accessed electronically at www.acquisition.gov.

• The place of performance is the USDA APHIS Phoenix Rearing Facility, Phoenix, AZ.

Solicitation / RFP / RFQ

This document is a solicitation for commercial items, specifically for the maintenance of miscellaneous buildings, including filter replacements. The acquisition is being conducted by USDA APHIS.

• Weekly Filter Replacement

• Monthly Filter Replacement

• Semi-annual Filter Replacement

• All services are to be performed in accordance with an attached Statement of Work (SOW).

• The solicitation includes an initial period of performance from 04/17/2026 to 04/16/2031.

• Option years are included for filter replacement services.

• The solicitation issue date is 03/12/2026.

• The offer due date is 04/10/2026 at 0900 ET.

• Federal Acquisition Regulation (FAR) clauses 52.212-1, 52.212-4, and 52.212-5 are incorporated by reference and are attached.

• The acquisition is listed as "UNRESTRICTED" with no specific set-aside indicated.

• The North American Industry Classification Standard (NAICS) code is 238220 with a size standard of $19 million.

• The solicitation number is 1263952600070.

• The issuing office is USDA APHIS, Minneapolis, MN.

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

To provide a service contract for the replacement of all air filters and reusable media within the USDA, APHIS, Phoenix Rearing Facility (PRF) to improve bacterial growth control and air quality.

• Provide all required sizes of MERV 8 pleated filters and reusable media for walk-in coolers.

• Remove and dispose of used filters.

• Measure openings for custom frames.

• Fabricate removable, three-section frames for walk-in cooler evaporator units.

• Replace filters in various locations according to specific schedules (e.g., walk-in coolers weekly, dark rooms monthly, HEPA filters semi-annually).

• Filters for walk-in coolers are to be changed weekly.

• Reusable media for walk-in coolers are to be changed semi-annually.

• Filters in dark rooms, larval rooms, hallways, shop, and electrical rooms are to be changed monthly.

• All HEPA filters are to be changed every six months.

• Documentation of all work performed is required for payment.

• Project Location: USDA, APHIS, Phoenix Rearing Facility, 3645 E. Chipman Road, Phoenix AZ. 85040.

• Work hours are Monday-Friday, 6 a.m. – 2:30 p.m., with exceptions requiring prior written approval.

• Contractor must provide all labor and required parts.

• Contractor must provide Safety Data Sheets for any products used.

• Contractor is responsible for any damages caused by their employees.

• Contractor must provide their own Personal Protective Equipment (PPE).

• Contractor must place and remove barricades for safety and keep the work site clean and orderly.

• All equipment must be removed from pedestrian areas at the end of the workday.

• Water and electrical power will be provided by the government, with connections requiring approval.

Form / Attachment / Pricing Sheet

This document lists the required filter sizes and quantities for various fan coil units (FC) and air handling units (AHU) across different areas (Area 1, Area 2, Area 3, Area 4). It serves as a specification for filter replacements or procurement.

• Fan Coil # / AHU: Unique identifier for the unit.
• Area: Location of the unit within the facility.
• Filter Size: Specific dimensions of the required filters (e.g., 7.5X52X1, 20X24X1).
• Quantity: The number of filters needed for each unit.
• Notes: Additional details, such as HEPA filters or specific per-size requirements.

This document is crucial for bidders to understand the exact filter specifications required for maintenance or replacement contracts. It directly informs the types and quantities of filters that need to be sourced and supplied, impacting pricing and logistical planning for any bid.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (No. 2015-5469, Revision No. 29) applicable to the State of Arizona, specifically the counties of Maricopa and Pinal. It lists various occupational classifications along with their corresponding minimum hourly wage rates and required fringe benefits.

This wage determination is crucial for any bidder responding to a Service Contract Act (SCA) covered opportunity in the specified geographic area. It establishes the minimum wages and benefits that must be paid to employees performing work under the contract. Key information includes:

• Occupational Wage Rates: A comprehensive list of job titles and their minimum hourly pay.
• Fringe Benefits: Details on Health & Welfare benefits (standard and EO 13706 specific), paid vacation accrual, and a list of 11 paid holidays.
• Executive Order Applicability: Notes on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), including their effective dates and requirements.
• Hazardous Pay: Information on differential pay for working with ordnance, explosives, and incendiary materials (8% for high hazard, 4% for low hazard).
• Uniform Allowance: Guidance on contractor responsibilities for uniform costs and maintenance.
• Conformance Process: Instructions for requesting authorization of additional classifications and wage rates (using Standard Form 1444) if an occupation is not listed in the determination.

Bidders must use this information to accurately calculate labor costs for their proposals and ensure compliance with federal labor laws.