Caterpillar Backhoe Repair (DEF System) Riverside National Cemetery

Solicitation / RFP / RFQ

This solicitation is for the procurement, replacement, programming, calibration, and verification of specific OEM Caterpillar (or equivalent) components for the Diesel Exhaust Fluid (DEF) system and related electronic controls for a Caterpillar 416F2 backhoe at Riverside National Cemetery (RNC). The objective is to restore the backhoe to safe, reliable, and fully functional operation to ensure uninterrupted burial operations.

• Components to be replaced: Relay Assembly (P/N 265-8025), Module AR EX (P/N 454-8355), Sensor/Sensor Kit (P/N 594-8693), CEM Sensor Relay (P/N MC2). Final part numbers must be verified against the equipment serial/VIN using Caterpillar SIS.

• Programming: Reprogramming of the Electronic Control Unit (ECU) and DEF system using licensed Caterpillar software (e.g., Cat ET) to recognize new components, clear fault codes, and perform calibrations.

• Testing: Conduct operational testing (hot/cold starts, DEF dosing validation, drive cycle checks, no active faults).

• Documentation: Provide OEM authenticity documentation (packing slips, part labels, Cat invoices) and programming logs.

• Technician Qualifications: Work must be performed by certified heavy-equipment technicians with Caterpillar system experience.

• Parts: All installed parts must be new OEM or OEM equivalent (pre-approved in writing).

• Location of Work: Repairs to be performed onsite at RNC where feasible; offsite transport requires Contracting Officer (CO) approval.

• Period of Performance: 03/30/2026 - 05/29/2026 (Two (2) weeks after award).

• Contract Type: Not explicitly stated, but indicated as a "SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS" and uses SF 1449.

• Offer Due Date: 03/18/2026, 1:00 PM (PST).

• Submission Method: Email to roberto.escobedo@va.gov.

• Evaluation: Lowest Price Technically Acceptable (LPTA) basis. Offerors must provide OEM parts and certified technicians. Technical acceptability is paramount.

• Quote Submission: Must include completed SF 1449 (Section 17a, 30a-c, and Price Schedule) and a Technical proposal addressing evaluation factors.

• The solicitation is listed under NAICS code 811310 with a size standard.

• Block 10 indicates "UNRESTRICTED OR SET ASIDE" but does not specify a set-aside.

• Contractors may request a site visit to inspect the backhoe prior to submitting a quote. Site visits must be coordinated with the Contracting Officer's Representative (COR).

• Transportation costs for off-site repair will be included in the IGCE for planning purposes.

• Points of Contact for questions: Roberto Escobedo (Contract Specialist) and CORs Lincoln Sii and Frank Jimenez.

Statement of Need (SON)

To restore the safe, reliable, and fully functional operation of a Caterpillar 416F2 backhoe at Riverside National Cemetery (RNC) by replacing and reprogramming critical electronic components of its Diesel Exhaust Fluid (DEF) system.

The contractor shall provide all labor, parts, tools, diagnostic equipment, transportation, programming software, testing, and technical expertise to:

• Remove and replace specific OEM Caterpillar components (Relay Assembly, Electronic Control Module, DEF Sensor/Kit, CEM Sensor Relay).

• Perform functional diagnostics on the DEF system and related electronics.

• Reprogram and calibrate the Electronic Control Unit (ECU) and DEF system using licensed Caterpillar software (e.g., Cat ET).

• Conduct post-installation operational testing to verify performance and ensure no active faults.

• Provide OEM authenticity documentation and programming logs.

• Parts must be new OEM or approved OEM equivalent.

• Work to be performed by certified heavy-equipment technicians with Caterpillar system experience.

• Repairs may be performed onsite at RNC or offsite with government approval.

• All work must adhere to manufacturer specifications and utilize licensed software.

• Contractors may request a pre-quote visual inspection of the backhoe.

Completion of all tasks (procurement, installation, reprogramming, testing, documentation) within two (2) weeks (14 calendar days) after award.

Riverside National Cemetery (RNC), 22495 Van Buren Blvd, Riverside, CA 92518

• Parts authenticity documentation
• Pre and post repair diagnostic reports
• Programming logs
• Operational test results
• Completion memo certifying equipment is restored to full service

Sources Sought

This is a Sources Sought synopsis to gather information on potential qualified sources for the repair of a 2018 Caterpillar Backhoe, Model 416F2. The National Cemetery Administration (NCA) is seeking information on companies capable of procuring, replacing, programming, calibrating, and verifying specific components for the Diesel Exhaust Fluid (DEF) system and related electronic controls.

• Component Replacement: Replace specific OEM Caterpillar parts (Part Numbers: 265-8025, 454-8355, 594-8693, MC2) for the DEF system.

• Services: Provide all labor, parts, tools, diagnostic equipment, transportation, programming software, testing, and technical expertise.

• Programming & Calibration: Use Caterpillar licensed software (Cat ET) for programming and calibration of the electronic control module and DEF systems.

• Testing: Perform functional diagnostics, operational testing (hot/cold starts, DEF dosing, drive cycle checks), and verify safe, reliable performance.

• Documentation: Provide OEM authenticity documentation and programming logs to the COR.

• The intent is to award a contract for this repair.

• This notice is for market research only and is not a request for proposal.

• Responses are due by January 30, 2026, 1:00 PM PST.

• Submit responses via email to Roberto.escobedo@va.gov.

• Information gathered will aid in acquisition decisions; a future solicitation may be published.

• Seeking information on potential sources and their size classification (HUBZone, 8(a), Small, Small Disadvantaged, VOSB, SDVOSB, Large Business).

• NAICS Code: 811310 (Industrial Equipment Repair) with a size standard of $12.5 million.

• If sufficient SDVOSB or VOSB sources are identified, the underlying solicitation may be set aside per 38 U.S.C. §8127.

• Riverside National Cemetery, 22495 Van Buren Blvd, Riverside, CA 92518.

• Responses to this Sources Sought are not considered responses to a future solicitation.

• This notice does not commit the Government to pay for response preparation costs.

• Inquiries accepted only in writing via email.