4130--HVAC Filters for Batavia & Buffalo VA Medical Centers

The VA Western New York Healthcare Facilities in Buffalo and Batavia are seeking a firm-fixed-price contract for HVAC filter supply and delivery. This contract includes a 12-month base period (December 2025 – December 2026) and four 12-month option years, extending to December 2030. The contractor must supply and deliver specific HVAC filters that meet or exceed detailed requirements for each location, ensuring filters are labeled with VA identifiers. Deliveries must adhere to strict schedules, with no early or excess quantities accepted. The document provides extensive specifications for various filters required at both Batavia and Buffalo facilities, including MERV ratings, sizes, media types, and performance metrics. Detailed delivery schedules for the base year and Option Year 1 are outlined for both locations.

The Department of Veterans Affairs, Network Contracting Office 2, is soliciting bids for HVAC filters for the Batavia and Buffalo VA Medical Centers. This Request for Quotation (RFQ) is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS code 333413. The contract will be an Indefinite Delivery/Indefinite Quantity (IDIQ) for five years, including a base period and four option years, with an estimated performance from December 2025 to December 2030. Quotes are due by November 10, 2025, 9:00 AM Eastern Time, and must be submitted electronically to Jonathan Kilgore at jonathan.kilgore@va.gov. Evaluation will be based on technical capability and price, with a comparative evaluation process. Offerors must be registered in SAM, and non-OEM vendors need to provide authorization letters. Compliance with subcontracting limitations is required, and late submissions will be handled per FAR 52.212-1(f).

The provided government file details an extensive inventory of HVAC system components, specifically Air Handling Units (AHU), Fan Coils, and various filters, across numerous buildings and locations within a facility. The document is structured into two main sections: one for BAT (presumably Building Air Treatment) units and another for BUF (likely Building Utility Filters) units. Each entry specifies the quantity, location, equipment description, and location description for the units. For the filters, the file further includes pre-filter and final filter sizes, filter descriptions (e.g., MERV 8 Pleat, HEPA), and PM (Preventative Maintenance) month schedules across four quarters, along with delivery year requirements. The primary purpose of this document is to serve as a comprehensive catalog for HVAC system maintenance, procurement, and scheduling, ensuring proper air quality and system functionality across the diverse operational areas of the facility. This is crucial for planning federal government RFPs related to HVAC services and supplies.

The VA Western New York Healthcare Facilities in Buffalo and Batavia are seeking a firm-fixed-price contract for HVAC filter supply and delivery. This contract includes a nine-month base period (December 2025 - September 2026) and four twelve-month option years, extending through September 2030. The contractor must supply filters that meet or exceed the specifications for each VAMC location, ensure timely delivery according to detailed schedules, and label each filter with its VA identifier. Deliveries must strictly adhere to the specified quantities, as excess filters will not be accepted due to storage limitations. The document outlines comprehensive filter specifications for both the Batavia and Buffalo facilities, detailing various MERV ratings, sizes, filter descriptions (e.g., pleated, V-style, HEPA, metal washable), airflow capacities, and resistance levels. Specific delivery schedules for both locations are provided for the base year and Option Year 1, with schedules for subsequent option years to follow a similar pattern.

This amendment modifies Solicitation Number 36C24226Q0059 for HVAC filters at Batavia and Buffalo VA Medical Centers. Key changes include an updated period of performance (December 2025 to September 2030 with four option years), a revised statement of work, and the addition of a filters worksheet. The deadline for questions was November 6, 2025, and the quote submission deadline is November 13, 2025, at 3:00 PM EST. This requirement is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). Quotes will be evaluated based on technical capability and price, with award going to the most advantageous offer to the government. Submissions must include documentation if the vendor is not the OEM and a signed Limitations on Subcontracting Certificate of Compliance.

This government file details the extensive filter requirements for various HVAC systems across multiple buildings, likely within a federal government facility, spanning from 2024 to 2030. The document lists specific identifiers, locations, equipment descriptions (e.g., AHU, CRAC Unit, Package A/C, Fan Coil), pre-filter and final filter sizes, filter descriptions (e.g., DURAFIL ES3 V-BANK, MERV 8 Pleat, Viledon MV95 NR, HEPA), and precise PM (Preventive Maintenance) months, including yearly delivery requirements. The file categorizes filters by type (Pre-Filter, Final Filter) and indicates locations such as D-Ward, Women's PTSD, MRI Control Room, Operating Rooms, Boiler Plant, Laundry, Computer Rooms, and various offices and clinics. This comprehensive inventory highlights the critical need for specialized filtration to maintain environmental quality and operational efficiency within the facility.

This amendment to solicitation 36C24226Q0059 is for HVAC filters for the Batavia and Buffalo VA Medical Centers, issued as an RFQ set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The purpose of this amendment is to attach a revised excel spreadsheet dated November 12, 2025, and to extend the quote submission due date to November 19, 2025, at 3:00 PM EST. The procurement falls under NAICS code 333413 and FSC/PSC 4130. The contract period includes a nine-month base period and four twelve-month option years, with estimated dates from December 22, 2025, to September 30, 2030. Quotes will be evaluated based on technical capability and price, with award going to the most advantageous offer to the Government. Quoters must submit a completed and signed Limitations on Subcontracting – Certificate of Compliance and, if not the OEM, an authorization letter. All submissions must be electronic and sent to Jonathan Kilgore, Contracting Officer, at jonathan.kilgore@va.gov.

The document provides a comprehensive inventory of HVAC and filter systems across various buildings and locations within a VA facility. It details equipment descriptions such as AHUs, fan coils, CRAC units, split A/Cs, and package A/Cs, along with their specific locations. The file also includes extensive information on pre-filter and final filter sizes, filter descriptions (e.g., MERV 8 Pleat, HEPA, Tri-Dek), and proposed preventative maintenance (PM) months and delivery year requirements. This detailed listing is crucial for planning maintenance schedules, procurement of replacement parts, and ensuring proper air quality and environmental control within the different functional areas of the facility, ranging from patient wards and clinics to administrative offices, boiler plants, and specialized units like operating rooms and laboratories. The document is structured to facilitate efficient management of these critical building systems.

This document is an amendment to a previous combined solicitation, 36C24226Q0059, for HVAC filters for the Batavia & Buffalo VA Medical Centers. The primary purpose of this amendment is to include “Attachment 0002 - WNY Filters Worksheet 11-10-25,” which was previously omitted. No other changes have been made to the original solicitation. The contracting office is the Department of Veterans Affairs, Network Contracting Office 2, located in Bronx, NY. The solicitation is set aside for Service-Disabled Veteran-Owned Small Business Concerns (SDVOSBC), with a product service code of 4130 and a NAICS code of 333413. The response deadline is November 17, 2025, at 3:00 PM Eastern Time.

This document is an amendment to a previous combined solicitation, 36C24226Q0059, for HVAC filters for the Batavia and Buffalo VA Medical Centers. The purpose of this amendment is to address contractor questions, include a revised Excel spreadsheet (dated 11/10/2025), and extend the submission due date to November 17, 2025, at 3:00 PM EST. Key clarifications include specifying 4 grooves for filter boxes and confirming 12-inch bag filters for BAT-F1, with substitutions for part numbers being acceptable. The solicitation is a Request for Quotation (RFQ) set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) with NAICS code 333413. The contract will be an Indefinite Delivery/Indefinite Quantity (IDIQ) with a nine-month base period and four twelve-month option years. Quotes will be evaluated based on technical capability and price, with the government reserving the right to select a quotation that provides additional benefits beyond minimum requirements. Vendors must be authorized dealers/distributors if not the OEM and submit a signed Limitations on Subcontracting Certificate of Compliance. Electronic submissions are required to Jonathan Kilgore at jonathan.kilgore@va.gov.