Refrigerators & Freezers for Bakersfield CBOC

Statement of Work (SOW)

To outline the tasks and responsibilities for supplying biological refrigerators and freezers for the Bakersfield VA Clinic within VISN22 for the VA Greater Los Angeles Healthcare System. These units are needed to preserve sensitive materials and samples at precise temperatures.

The contractor must provide brand name or equal biological/laboratory refrigerators and freezers that meet or exceed the listed salient characteristics. The document details specific models and their required features:

• R5135 Freezer, Undercounter 5 Cubic Feet (Helmer Scientific iSeries iLF105-GX or equivalent):

  • Medical-grade, 5.3 cu ft capacity.
  • Temperature range: -15°C to -30°C.
  • Features: Bacteria-resistant coating, ventilated shelves, front touchscreen, solid door, rear access port, alarms (power failure, high/low temp, door ajar, condenser temp, low battery), VCC with hydrocarbon refrigerants, EPA SNAP-compliant, Energy Star, NSF/ANSI 456 certified.
  • Includes stacking kit.
  • Requires temperature and event logging (5-minute intervals or less), USB/network export, user access control (PIN-based), NIST-traceable calibration certificate.

• R6090 Pharmacy Refrigerator (Helmer Scientific HLR113-GX or equivalent):

  • 13.3 cu ft capacity.
  • Temperature range: +2°C to +10°C.
  • Features: Ventilated shelf and pull-out drawers, digital microprocessor controller, alarms (power failure, high/low temp, door ajar, condenser temp, low battery), noise emission (39 dB), Energy use (2.47 kWh/day), NSF/ANSI 456 certified.
  • Requires temperature and event logging, USB/network export, user access control, NIST-traceable calibration certificate.

• R6200 Refrigerator U/C or F/S, 5 Cubic Feet (Helmer Scientific iSeries iLR105-GX or equivalent):

  • Medical-grade, 5.3 cu ft capacity.
  • Temperature range: +2°C to +10°C.
  • Features: VCC with hydrocarbon refrigerants, optimized uniformity/recovery/stability, quiet operation, solid door, rear access port, fits under ADA countertop, Energy Star certified.
  • Requires temperature and event logging, USB/network export, user access control, NIST-traceable calibration certificate.

• R6200A Undercounter Pharmacy Refrigerator (Helmer Scientific iSeries iPR105-GX or equivalent):

  • Designed for medication, vaccine, pharmaceutical storage, 5.3 cu ft capacity.
  • Temperature set point +5°C, operating range +2°C to +10°C.
  • Features: Ventilated drawers, NSF/ANSI 456 certified, EPA SNAP-compliant refrigerants, quiet operation, i.C3 touchscreen, alarms, high-quality medical-grade cabinet, solid door, fits under ADA countertop, Energy Star certified.
  • Requires temperature and event logging, USB/network export, user access control, NIST-traceable calibration certificate.

• Delivery/Installation: On or before 08/01/26.

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

• Normal Duty Hours: Monday through Friday, 8:00 a.m. to 3:00 p.m., excluding federal holidays.

• Training: Contractor is not providing training; government will not require additional training.

• Warranty: Standard manufacturer industry warranty term required. Extended warranties are not accepted.

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

• Payment: Upon receipt of a properly prepared invoice.

• Waste Removal: Contractor is responsible for removing and disposing of all waste related to services.

• Shipping: All shipping costs are included in the contract price.

• Information Security: Vendor must ensure adequate LAN/Internet, data, information, and system security in accordance with VA standards, including meeting or exceeding government minimum requirements for security. Must follow VAAR clause VAAR-852.273-75 and NIST guidelines.

• Contract Personnel Security: Personnel requiring access to VA systems must undergo a background investigation and receive favorable adjudication. Requirements apply to subcontractors as well.

Solicitation / RFP / RFQ

This solicitation is for the procurement of biological refrigerators and freezers for the Bakersfield VA Clinic within VISN22 for the VA Greater Los Angeles Healthcare System. The equipment is needed to preserve sensitive medical materials and samples (vaccines, pharmaceuticals, blood products, and biological samples) at precise temperatures.

The solicitation specifies several models of medical-grade refrigerators and freezers, including:

• R5135 Freezer, Undercounter 5 Cubic Feet – Helmer Scientific iSeries iLF105-GX: Features include a temperature range of -15°C to -30°C, front touchscreen interface, alarms for power failure and temperature excursions, EPA SNAP-compliant refrigerants, and NIST-traceable calibration.
• R6090 Pharmacy Refrigerator – Helmer Scientific HLR113-GX: Features include a capacity of 13.3 cu ft, a temperature range of +2°C to +10°C, alarms for power failure and temperature, and certification to NSF/ANSI 456.
• R6200 Refrigerator U/C or F/S, 5 Cubic Feet – Helmer Scientific iSeries iLR105-GX: Features include advanced monitoring, VCC technology, a temperature range of +2°C to +10°C, alarms, and Energy Star certification.
• R6200A Undercounter Pharmacy Refrigerator – Helmer Scientific iSeries iPR105-GX: Features include a temperature set point of +5°C, alarms, and an i.C3 touchscreen interface.

All equipment must meet specific physical characteristics, including dimensions, capacity, and temperature logging capabilities. NIST-traceable calibration certificates are required for all units.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Delivery and installation required by 08/01/2026.

• Offer Due Date: April 29, 2026, 14:00 CDT.

• Submission Method: Quotes must be submitted via email to Sonja Fields (sonja.fields@va.gov) with the subject line "36C24W26Q0130 – Refrigerators and Freezers Proposal".

• Evaluation Criteria: Offers will be evaluated for technical acceptability based on meeting brand name or equal product requirements, followed by a comparative analysis considering price.

• Questions Due Date: April 15, 2026, 12:00 P.M. CST.

• This acquisition is set aside for small businesses.

• It is also a total set-aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• The solicitation includes numerous FAR and VAAR clauses related to contract terms, conditions, security, payment, and small business requirements.

• Offerors must provide a signed SF 1449, technical quote, completed price schedule, and other required documentation. Failure to do so may result in rejection.

• Contractor personnel may require background investigations and PIV cards for access to VA facilities or systems.