HVAC Filters & Belts

This is a SOURCES SOUGHT only pertaining to brand name or equal item(s) for the VA Chillicothe Medical Center. If a solicitation is issued, the Government will do so in accordance with Federal Acquisition Circular (FAC) 2025-04. The North American Industry Classification System (NAICS) number is 333413. The NAICS size is 500 employees.

Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA and be able to be located through SBA - Dynamic Small Business Search. Any contractor that believes they are capable and desires to claim preference for veteran owned small business status must be registered with in VetCert at Veteran Small Business Certification (sba.gov) as an SDVOSB or VOSB. SDVOSB must comply with VAAR 852.219-76.

VA Chillicothe intends to solicit offers for HVAC Filters and Belts on a base plus four (4) option years contract. Chillicothe VA Medical Center has a wide variety of HVAC equipment located in various areas of various buildings on a campus-style facility. The requirement is to supply and deliver specified belts and filters at a frequency specified for replacement (quarterly/bi-annual/etc.). The facility intends to furnish 7200 plus filters, and 500 plus belts. Belts and filters will vary in size.

Unless otherwise specified, all air handling unit final filters shall be required to be MERV 14 equivalent. In cases where two sets of pre-filters exist, pre-filters shall be required to be MERV 7 (PF1) and MERV 11 (PF2). All final filters must have a reinforcing frame (cardboard, etc.) to provide stability. Fan coil unit filters should be one inch pleated. All deliverables shall be shipped on pallets, organized by building.

Each pallet clearly labeled by building number, and all contents of pallet shrink wrapped with plastic film to prevent moisture damage during transit. Combining multiple buildings with small quantities of belt/filters is acceptable. Upon delivery, filters shall be delivered by the vendor to the area of the equipment. In many cases, these areas are in attic or basement spaces and only accessible via multiple flights of stairs. VA employees will escort vendor personnel during these deliveries.

No installation is required beyond delivery of belts and filters to specific areas of use. Contractors that deem themselves capable of meeting the requirement shall provide the below information to Lonnelle Jones, Contract Specialist, at lonnelle.jones@va.gov no-later-than Friday, July 18, 2025, at 5:00PM, EST, referencing 36C25025Q0724. Responses shall include:

(1) Business Name and Address (2) Contract Number items are covered under, if applicable (3) Point of Contact Name, Phone Number and E-mail Address (4) SAM UEI and NAICS code (5) Business Size SMALL or LARGE (6) Type of Business: service disabled veteran owned, veteran owned small business, 8a, HUBZone, woman-owned, etc. (7) Information for the product you would propose and which if any of the salient characteristics below it does not meet. (8) Where the proposed product is manufactured.

(9) A concern that is not a manufacturer of the supply shall provide the manufacturers name and size standard and an authorized distributor letter. (10) If the concern is the manufacture and the sole distributor, please provide documentation to that effect. If the concern is the manufacturer and has authorized distributors, please provide a list of the authorized distributors as well. (11) Current lead time of equipment that will be proposed.

Contractor must be registered with https://www.sam.gov To be considered SDVOSB/VOSB, must be registered in VetCert at Veteran Small Business Certification (sba.gov). FOB is Destination. Contractor responsible for delivery of all receivables without damage. Contractor shall arrange and cover the cost of freight. Deliveries will be made to:

Chillicothe VA Medical Center Warehouse (Bldg 23) 17273 State Route 104 Chillicothe, OH 45601