J059--36C249-26-AP-0547 - Filters and UV Bulb Services - Engineering

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

This Statement of Work outlines the requirements for a full-service contract to provide Air Handling Unit (AHU) air filters and Ultraviolet (UV) bulb services, including removal, replacement, and disposal.

• Air Filters: Requires HEPA-grade, high-capacity filters with specific construction (micro glass fiber media, aluminum separators, urethane sealant, 16-gauge steel frame, neoprene gasket). Pre-filters (MERV 8) and final filters (MERV 14) require replacement every 3 months and are disposed of offsite. HEPA filters are replaced annually. All filters must meet specific efficiency, airflow resistance, regulatory ratings (UL-900, UL-586), durability, and manufacturing quality (ISO 9001:2015) standards. Filters must be serialized for traceability.

• UV Bulbs: Requires compact UV-C bulbs (potentially Low-pressure Mercury-Arc) with correct wattage for AHUs. Bulbs must produce a peak wavelength of 253.7nm. Replacement is annual, with mercury-containing bulbs disposed of offsite per EPA guidelines.

• Filter replacement frequency: Pre-filters every 3 months, Final filters every 3 months, HEPA filters annually. UV bulbs replaced annually.

• Filtration efficiency: Minimum 99.97% at specified particulate size.

• Airflow resistance: Not to exceed 1.35” w.g. ±10% at rated capacity.

• Durability: Withstand 10” w.g. without structural failure.

• Manufacturing Quality: ISO 9001:2015 certification required.

• Place of Performance: 1310 24th Avenue South, Nashville TN 37212.

• Contract period of performance dates: To Be Determined (TBD).

• Work hours: Normal business hours (Monday-Friday, 0700-1530), unless emergency or access issues arise.

• Local Storage: Contractor must maintain a local storage facility within 2 hours of the VA campus for inventory.

• Will Call/Emergency Delivery: Provide a will-call pick-up option with a maximum 2-hour notice and capability for same-day emergency delivery.

• Personnel: Employees must be knowledgeable and adhere to VA facility regulations, including a smoke-free policy. Contractor personnel identification is required.

• Waste Disposal: Contractor is responsible for disposing of all waste materials.

• Records Management: Compliance with NARA records management regulations is required; all deliverables are U.S. Government property.

• Appendices: Detailed lists of AHU locations, filter sizes/quantities (pre-filter, final, HEPA), and UV bulb sizes/quantities are provided in Appendices A through G.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for the Nashville TVHS VAMC. The government intends to award a purchase order for a full-service contract to remove, replace, and dispose of Air Handling Unit (AHU) air filters and Ultraviolet (UV) bulbs for AHUs and heat exchangers within the facility.

• Full-service contract including all labor and parts for removal, replacement, and disposal of AHU air filters and UV bulbs.

• Regular replacement of filters according to the VA schedule outlined in the U.S. Department of Veteran Affairs Office of Construction and Facilities Management HVAC Design Manual (November 2017).

• Compliance with manufacturer, environmental safety, and facility requirements.

• Offerors must demonstrate qualifications and ability to meet requirements, including knowledgeable employees regarding filter and bulb services.

• Submission of a Quality Control Plan.

• Contract type: Purchase Order.

• Period of Performance: Base year plus 4 one-year options.

• NAICS Code: 561210 (Small business size standard $47 Million).

• FSC/PSC: J045.

• Response Date/Time: April 17, 2026, 10:00 AM Eastern Time.

• Submission Method: Email to Daphne.Stewart@va.gov with Subject: "36C24926Q0179 UV BULBS and FILTERS - TVHS".

• Questions Due: April 13, 2026, by 11:00 AM CDT via email to Daphne.Stewart@va.gov.

• Evaluation Factors: Award will be made to the responsible offeror whose quote is most advantageous to the Government, considering Price, Technical qualifications, and Past Performance.

• Technical Factor: Demonstrates qualifications, ability to meet requirements, knowledgeable employees, and a Quality Control Plan.

• Past Performance: Provide three (3) recent (within 3 years) and relevant references.

• Pricing: Complete and return the Price/Cost Schedule (Attachment B).

• This is an open-market combined synopsis/solicitation.

• All quoters must be registered in the System for Award Management (SAM) at https://www.sam.gov.

• The solicitation mentions eligibility for SDVOSB total set-aside, requiring appropriate NAICS code registration.

• Offerors must comply with VAAR 852.219-75 (Limitations on Subcontracting for Services), certifying compliance with subcontracting limitations for SDVOSBs/VOSBs.

• Solicitation document and incorporated provisions/clauses are effective through Federal Acquisition Circular 2025-06 (Effective Date 10/01/2025).

• Offerors must complete representations and certifications electronically via SAM.gov.

• Acknowledgment of amendments is required.

• Offerors shall hold quoted pricing firm for 60 days.

• Contact Daphne.Stewart@va.gov for any questions.

Forms / Attachments / Pricing Sheets

This document is a price and cost schedule detailing the supplies and services required for the opportunity across multiple contract periods. It serves as a template for bidders to provide their pricing.

• Item Number: Unique identifier for each line item.
• Description of Supplies/Services: Specifies the items, such as AHU Pre-filters, AHU Final Filters, AHU HEPA Filters, AHU UV Bulbs, Filter Incidental, and Monthly Labor for installation.
• Quantity: The number of units required for each item.
• Unit: The unit of measure (e.g., EA for Each).
• Unit Price: The price per unit (to be filled by bidder).
• Amount: The total price for the quantity (to be filled by bidder).
• Contract Period: Details the Base, Option 1, Option 2, Option 3, and Option 4 periods, each spanning approximately one year from April 24, 2026, to April 23, 2031.
• POP Begin/End: Period of Performance start and end dates for each contract period.
• NAICS Code: 561210 (Facilities Support Services).
• PSC Code: J045 (Plumbing, Heating, and Waste Disposal Equipment).

Bidders must use this schedule to input their proposed pricing for each item across all contract periods. The quantities and descriptions provided are critical for understanding the scope of the requirement and preparing a competitive bid. The detailed breakdown by contract period highlights the potential for multi-year work.