Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF OCTOBER 09, 2025 SAM #8718
SOURCES SOUGHT

J -- Air Handling Units (AHU) Filter Replacement for PAD

Notice Date

10/7/2025 12:40:49 PM
 

Notice Type

Sources Sought
 

NAICS

238220 — Plumbing, Heating, and Air-Conditioning Contractors
 

Contracting Office

261-NETWORK CONTRACT OFFICE 21 (36C261) MATHER CA 95655 USA
 

ZIP Code

95655
 

Solicitation Number

36C26125Q0798
 

Response Due

10/14/2025 3:00:00 AM
 

Archive Date

11/13/2025
 

Point of Contact

Yuliya Kochkina, Contract Specialist, Phone: 559-241-6477
 

E-Mail Address

yuliya.kochkina@va.gov
(yuliya.kochkina@va.gov)
 

Awardee

null
 

Description

STATEMENT OF WORK Air Handling Units (AHU) Filter Replacement for PAD General Intent 1.1 SCOPE: The contractor must provide personnel, equipment, tools, materials, supervision, and other items and services necessary to perform air filter replacement of HVAC Air Handling Units (AHU) on 96 Air Handling Units at VA Palo Alto Healthcare System Palo Alto Campus located at 3801 Miranda Ave, Palo Alto, CA 94304. The AHU inventory and filter counts are shown in the attached inventory. Any modifications or additional requirements not included in this service contract must have approval from the Government Contracting Officer (CO), Contracting Officers Representative (COR) or designee. 1.2 Contractor must have a safety program to include but not limited to, the following: Electrical Safety, Hazardous Material Handling, Industrial Safety Practices, and Confined Space program. 1.3 The contractor must perform to the standards in this contract. This contract is for one time replacement of all filters at all the Air Handling Units at Palo Alto facility per inventory provided. 1.4 This project shall be supervised by the appointed Government COR to ensure minimal impact to the medical center s day to day activities. Scheduling of work shall be done with coordination and approval VA Palo Alto Engineering Service. 1.5 Period of performance is seven (7) months after award, with one (1) month for survey and verification. 2.0 General Information and Requirements 2.1 Failure to Comply: Failure to perform any of the services, as set forth in this contract will be considered grounds for invoking Termination for Default procedures. 2.2 Check-in and out on Service Calls at Service Calls at the VA Facility: The contractor s personnel are required to check-in and check-out upon arrival and departure with the COR, if available the HVAC Shop Supervisor, prior to each service. 2.3 Work Site Access: Access to work areas, and contract performance monitoring, will be provided by VA HVAC Shop Supervisor and coordinated with COR. 2.4 Contractor Responsibilities: a. Contractor Employees: The Contractor shall not employ personnel for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well-being or operational mission of the Veterans Health Administration staff and Veteran population. Contractor personnel shall adhere to the VA code of conduct. b. Regulatory agencies: Work shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, Joint Commission, and other applicable national standards. The COR may provide a copy of VA safety standards to the Contractor upon request. c. Appearance: Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor personnel shall be dressed to present a clean, neat appearance when performing work under this contract on Federal property. 2.5 QUALIFICATIONS Personnel performing maintenance and repair services must be fully qualified, competent, technicians. Fully qualified and competent is defined as factory trained and at a minimum two (2) years of experience doing similar work. HVAC technicians must be NAFA National Air Filtration Association certified with documentation verifying they have successfully completed the prescribed training. The HVAC lead technician must be HAZ whopper certified by the State of California OSHA standard. Service company must have a current valid C-20 license. 2.6 NATIONAL HOLIDAYS: The Contractor is not required to provide services on the following National Holidays nor shall the Contractor be paid for these holidays: New Year s Day: January 1 Martin Luther King s Birthday: Third Monday in January President s Day: Third Monday in February Memorial Day: Last Monday in May Juneteenth: June 19th. Independence Day: July 4th Labor Day: First Monday in September Columbus Day: Second Monday in October Veterans Day: November 11 Thanksgiving Day: Fourth Thursday in November Christmas Day: December 25 When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday. 2.7 OVERTIME AND HOLIDAYS: Any overtime or holiday pay that may be entitled to contractor personnel performing under this contract shall be the sole responsibility of the contractor and shall not be billed to nor reimbursed by the Government. The contractor shall prepare their proposals with consideration of any overtime salaried required to perform the contract work. 2.8 PARKING POLICY: Contractor personnel are responsible to park only in designated parking areas. Parking information is available from the VA Police and COR. The VA shall not invalidate or make reimbursement for parking violations of Contractor's personnel under any circumstances. 2.9 SMOKING POLICY: As of 10/01/2019 smoking is prohibited on campus. 2.10 ORDERING ACTIVITY: Contractor shall not accept any instructions regarding the contract work issued by any person other than the CO or COR acting within the limits of his/her authority. 2.11 BADGES: Contractor personnel shall always be required to wear VA provided identification (I.D.) badges above the waist while on the VA grounds. Contractors shall be required to coordinate with COR in order to obtain the VA provided I.D. badges. VA provided I.D. badges shall be returned at the end of the contract or upon completion of service. Failure to wear ID badges may result in removal from Federal property. 2.12 VA POLICY: Possession of weapons is prohibited. Enclosed containers, including toolboxes and kits, are subject to search. Violations of VA regulations may result in citations in the jurisdiction of the United States (Federal) District Court. 2.13 COMPLAINTS: Contractor shall promptly and courteously respond to complaints within 3 working days. Including complaints brought to Contractor s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and Contractor s response. Contractor shall permit the Government to inspect such records upon reasonable notice. 3.0 Specific Tasks 3.1 Furnish and install disposable air filters in AHUs at the Palo Alto Campus buildings. The installation of air filters is part of the preventative maintenance program and filters in each AHU are to be changed once under this contract and within the period of performance. This request is for a turnkey annual air filter supply and replacement. 3.2 Work shall be performed at the VA Palo Alto Division (campus). This contract is for filter replacement services to take place at the following buildings: � Building # � # of AHU Unit 1 B4 Research/ Admin � 3 LS 2 B5 � Outpatient 4 LS 3 B6 � Admin 2 LS 4 B7 � SCI 8 LS 5 B8 Fisher House 1 LS 6 B9 Defenders' Lodge 5 LS 7 B10 Fisher House 1 LS 8 B50 Warehouse 1 LS 9 B100 � Main Hospital 17 LS 10 B100 -G wing � Radiology 2 LS 11 B101 � Admin Bldg 8 LS 12 B102 � Radiology 11 LS 13 B105 � Education/ Sim Center 2 LS 14 B500 � PolyTrauma 6 LS 15 B520 � MentalHealth 5 LS 16 B530 � Equatic/ Rehab 5 LS 17 B701 Parking Structure 2 3 LS 18 B501 (601) Parking Structure 1 6 LS 19 B710 � Animal Research 5 LS 20 B603 Chiller building 4 LS 21 T5A Radiology 1 LS 22 T6 Research 1 LS 23 T 6B Whistle Stop 1 LS 24 T 7D � Swing Space 2 LS 25 MB-1, MB2, MB3, MB4 � Modular Bldg 8 LS Verify exact AHU/ Filter count with Inventory provided. Chart 3.2. 3.3 Upon award of contract, contractor must provide a schedule within 30 calendar days for filter replacement for all the buildings at the Palo Alto Campus after survey and verification. Work schedules will be approved and facilitated by the COR and VA Engineering Service. Contractor is to allow 3 weeks for approval of Utility Shut Down request for any building before turning off an AHU of a building for filter replacement. Contractor is to coordinate the shutdown request with the site manager and COR. 3.4 Certain critical areas shall require the air filters changes to be performed during off-hours or on weekends at no additional cost to the government. Building 100 is the main hospital building and the AHU-6 services the Operating Room (OR) Suite and AHU-6A serves Hybrid OR. Filter replacement on these units must be performed on the weekend outside of scheduled surgical services. 3.5. Filters shall be changed according to the attached AHU inventory. Contractor to field verify the inventory for sizes, quantities and MERV rating prior to purchasing the filters. Any discrepancy discovered on site must be brought to the attention of the COR immediately. 3.6 All Post filters are to have MERV rating of 15, all Medium filters are to have MERV rating of 11, and all prefilters to have MERV rating of 8 unless a change is made by the COR after inventory verification. All changes will be approved by the COR and any change in cost will be adjusted after approval by the contracting officer. 3.6a Contractor to note that filter inventory provided by the government does not identify medium filters separately where they occur, from post filters for MERV rating. Contractor to identify in field the AHUs that have medium filters and to use MERV 11 rated filters as medium filters. 3.6b. Contractor to provide VA an updated AHU filter inventory over the period of performance by making corrections to quantities and sizes as needed as well as identifying medium filters where they occur. 3.7 The Contractor shall ensure air filters fit tightly in the filter frame and to each other filter to ensure there will be no air flow blowby in the filter bank. 3.8 The contractor shall provide a complete report of all field service records to the COR within 5 days after the service has been performed. The contractor shall provide digital documentation of each and every air handler and filter bank serviced in a report to be delivered to the COR within 5 days of the completion of each monthly service. Filter frame condition reporting shall be a part of the filter change report. 3.9 The contractor is responsible for installing the filters correctly so as to optimize efficacy and minimize any potential blowby. Filters shall meet specifications as described above. 3.10 The Contractor shall submit any errors in the AHU inventory sheet to the COR for corrections. Errors may include discrepancies in filter sizes or types, or changes in filter ordering information such as part numbers. The COR will endeavor keep an updated AHU inventory to ensure accurate information is available to the Contractor and Engineering Service. 3.11 Cleaning of Job Site: Contractor shall keep the job site clean of surplus materials, old air filters and debris. Contractor shall dispose of removed air filters, debris, and leave the area broom clean. Used filters shall be transported fully enclosed in original boxes taped closed, sealed plastic bags or bins with plastic covering to contain all dust, or any combination of the above. 3.12 Reporting: For work and service performed during normal working hours, the Contractor will report upon arrival to the Contracting Officers Representative (COR) to arrange all services. The COR or his/her designee may accompany the Contractor throughout the job site. A detailed log shall be furnished to the COR upon completion of each service detailing removal/installation and cleaning/disinfecting of air handlers and fan coils. This log will include which filters have been removed and replaced and from which location. NOTE: PAYMENT OF INVOICES MAY BE DELAYED IF THE APPROPRIATE REPORTS ARE NOT COMPLETED PROPERLY AND ARE NOT SUBMITTED TO ENGINEERING SERVICE AS REQUIRED ABOVE. 3.13 Travel, zone, and labor charges performed during normal working hours are included at no extra cost. Authorization must be obtained from the Contracting Officer or the Contracting Officer s Representative (COR) in advance for any work performed outside of normal working hours (after 4:00 p.m. and before 8:00 a.m. Monday through Friday, and Saturday, Sunday, or Federal holiday), to arrange for all services on the VA Division. If this authorization is given for the convenience of the Contractor, there will be no additional charge for labor, travel time, or other expenses. 3.14 Metric Dimensions: Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, provided they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376, and all other requirements of this solicitation are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerance specified in the inch-pound units, a request shall be made to the Contracting Officer to determine if the product is acceptable. The Contracting Officer, in concert with the COR, will accept or reject the product. 3.15 Safety: Contractor shall follow all recommended safety procedures. It is not possible to guarantee all air handler interior light bulbs will be in good operating condition. The Contractor shall notify the HVAC Shop Supervisor and/or COR of lighting deficiencies immediately so any burned out bulbs could be replaced immediately. 4.0. Additional Specific Tasks 4.1 The contractor shall perform cleaning of condenser and evaporator coils, and filter racks and filter housing for AHUs at building 100, building 101, building 500, building 520 and building 7. 5.0 Additional Requirements 5.1. Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. 5.2 The Contractor must comply with all applicable Federal, State, and local requirements regarding Worker s health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926. The Contractor is solely responsible for determining the legal requirements that apply to activities and must ensure safe and healthful working conditions for its employees. 5.3 In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer, or his designee, may determine to be reasonably necessary to protect the lives and the health of the occupants of any building. Contractor shall provide its employees any and all personal protective equipment required by OSHA. 5.4 The Contracting Officer or his designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. After such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when serviced on the Contractor or his representative at the site of work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, 6.0 Changes: 6.1 The Contractor is advised that only the Contracting Officer, acting within the scope of the contract, has the authority to make changes affecting the contract in terms of quality, quantity, price or delivery. In the event the Contractor affects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority, and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. 6.2 Delay in Performing Contract Services: Contractor should fully understand the VA Medical employees are responsible for providing Veteran patient care, thus making advance scheduling a challenge. Contractor shall work closely with the designated COR to ensure scheduling is done for optimum results and minimal patient care interruptions. Documentation of delays to provide contract services shall be provided to the COR for a concurring signature from the COR. Contractor s personnel shall be responsible for proper documentation of delays. The document must state the scheduled time that services were required, the reason for the delay, and the actual time contract services could be provided. Insurance Coverage: 7.1 The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with the laws of the State of California. 7.2 Public Liability Insurance: (1) the Contractor shall comply with applicable Federal and State laws with regard to liability arising or resulting from injury to or death of an employee, in performing the work under this contract, and shall save and hold the Government harmless against any or all loss, cost, damage, claim expense, or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. (2) The Contractor shall be responsible for damage to property which is caused by an employee engaged in the performance of this contract. 7.3 Before commencing work under this contract, the Contracting Officer may require the Contractor to furnish certification from his insurance company indicating that the coverage outlined in paragraphs (a) and (b) has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days notice to the Contracting Officer. The Contracting Officer may waive the requirement if he determines that insurance certifications now on file are acceptable, however, new certifications shall be furnished prior to the expiration date. 8.0 Technical Exhibits VAPAHCS AHU/Filter Inventory Spreadsheet PAD-Site Plan filter replacement buildings
 

Web Link

SAM.gov Permalink
(https://sam.gov/workspace/contract/opp/fa19231c6acd40aca1be7120e48e65a9/view)
 

Place of Performance

Address: Department of Veterans Affairs Network Contracting Office (NCO) 21 VA Palto Alto Healthcare System 3801 Miranda Ave, Palo Alto 94304, USA

Zip Code: 94304

Country: USA
 

Record

SN07614072-F 20251009/251008010143 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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