Refrigerators & Freezers for Bakersfield CBOC

Sources Sought / Request for Information (RFI)

This is a Sources Sought notice for market research purposes, not a solicitation. The Department of Veterans Affairs (VA) is seeking information on vendor capabilities to provide brand-name-or-equal commercial supplies of Helmer Scientific Refrigerators and Freezers for the Bakersfield VA Clinic. The goal is to understand market capabilities for acquisition planning, size determination, and procurement strategy.

The requirement is for specific models of Helmer Scientific refrigerators and freezers, or equivalent, meeting detailed physical, functional, and performance characteristics. Key equipment includes:

• R5135 Freezer, Undercounter (5.3 cu ft): Helmer Scientific iSeries iLF105-GX, -15°C to -30°C, NSF/ANSI 456 certified, Energy Star, includes stacking kit.
• R6090 Pharmacy Refrigerator (13.3 cu ft): Helmer Scientific HLR113-GX, +2°C to +10°C, NSF/ANSI 456 certified.
• R6200 Refrigerator U/C or F/S (5.3 cu ft): Helmer Scientific iSeries iLR105-GX, +2°C to +10°C, Energy Star.
• R6200A Undercounter Pharmacy Refrigerator (5.3 cu ft): Helmer Scientific iSeries iPR105-GX, +5°C set point, NSF/ANSI 456 certified, Energy Star.

All equipment must meet or exceed specified salient characteristics, including temperature stability, alarms, energy efficiency, and compliance with standards like NSF/ANSI 456 and EPA SNAP.

• NAICS Code: 334516 (Analytical Laboratory Instrument Manufacturing)

• Product Service Code: 4110 (Refrigeration Equipment)

• Place of Performance: Bakersfield VA Clinic, 900 Old River Rd, Bakersfield, CA 93311

• Delivery: All items to be delivered and installed by 08/01/26.

• Warranty: Standard manufacturer industry warranty term required; extended warranties requiring advance payment are not accepted.

• Response Date: March 20, 2026, 12:00 PM Central Time.

• Submission Instructions: Email capability responses to the Contract Specialist, Sonja Fields (sonja.fields@va.gov), with the subject line: "Sources Sought 36C24W26Q0102 Refrigerators and Freezers".

• Response Content: Vendors should submit information regarding their company's capabilities and availability to fulfill the requirement.

Not specified in this RFI. Market research is being conducted to determine acquisition strategy.

• This is an RFI for market research only; it is not a solicitation or request for quotes.
• No costs will be paid for responses.
• Vendors must comply with VA security requirements for information and personnel, including background investigations for personnel accessing IT systems.
• Waste removal and proper disposal of related materials are the contractor's responsibility.

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

To outline the vendor's responsibilities for supplying specialized biological refrigerators and freezers for the Bakersfield VA Clinic, part of the VA Greater Los Angeles Healthcare System.

The contractor shall provide "brand name or equal" equipment that meets or exceeds the listed physical, functional, and performance characteristics. The required equipment includes:

• R5135 Freezer, Undercounter (5 Cubic Feet): 1 unit required. Key features include a temperature range of -15°C to -30°C, front touchscreen display, bacteria-resistant coating, and compliance with NSF/ANSI 456 Vaccine Storage Standard. Must include a stacking kit.

• R6090 Pharmacy Refrigerator (13.3 cu ft): 2 units required. Features include a temperature range of +2°C to +10°C, digital microprocessor controller with alarms, and certification to NSF/ANSI 456 Vaccine Storage Standard.

• R6200 Refrigerator U/C or F/S (5 Cubic Feet): 2 units required. Medical-grade with advanced monitoring, temperature range of +2°C to +10°C, Energy Star certified, and quiet operation.

• R6200A Undercounter Pharmacy Refrigerator (5.3 Cu Ft): 1 unit required. For medication and vaccine storage, temperature set point of 5°C, certified to NSF/ANSI 456 Vaccine Storage Standard, Energy Star certified, and includes a touchscreen interface.

• All items must be delivered and installed by August 1, 2026.

• Standard manufacturer industry warranty term is required; extended warranties requiring advance payment are not accepted.

• Contractor is responsible for removing and properly disposing of all waste related to services provided.

• All shipping for parts is included in the contract cost.

• Delivery Deadline: August 1, 2026.

• Place of Delivery: Bakersfield VA Clinic, 900 Old River Rd. Bakersfield, CA 93311.

• Work Hours: Normal duty hours are 8:00 a.m. - 3:00 p.m., Monday-Friday, excluding federal holidays. Coordination required for outside normal hours.

• Training: No training is provided or required by the contractor.

• Security: Vendor must ensure adequate LAN/Internet, data, information, and system security in accordance with VA policies and regulations (FISMA, NIST, VAAR 852.273-75). Contractor personnel requiring access to VA computer systems must undergo a background investigation and receive favorable adjudication per VA Directive 0710.

• Payment: Made upon receipt of a properly prepared invoice referencing the contract/PO number and period of performance.

• Noncontract Charges: No services resulting in additional charges without prior Contracting Officer approval.