SAM #36C24126Q0543

VA Seeks OEM-Certified Ice Machine Maintenance and Cleaning Services for West Haven Medical Center

The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), is seeking qualified vendors for comprehensive maintenance and cleaning of commercial ice machines at the West Haven VA Medical Center in Connecticut. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 1 (NCO 1), Contracting Officer (90C) - OEMs and Vendors: - Follett-Auto - Hoshizaki - Scotsman - 3M (Aqua-Pure filtration systems) - Products/Services Requested: - Quarterly preventative maintenance and cleaning for 25 commercial ice machines - Includes cleaning, sanitizing, and filter replacement - Machines from Follett-Auto, Hoshizaki, and Scotsman - Bi-annual filter changes using 3M Aqua-Pure in-line filtration systems (AP717, AP200, 3MFF101) - Unscheduled/emergency cleaning services (24-hour response, minimum 4 labor hours per call) - Unique/Notable Requirements: - All service personnel must be OEM-trained and provide documentation of factory-certified training for each model serviced - Strict adherence to OEM cleaning protocols and VA/federal safety and records management policies - No subcontracting allowed without written Contracting Officer approval - Set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) - Place of Performance: - West Haven VA Medical Center, 950 Campbell Avenue, West Haven, CT 06516

Description

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 333310, J073) with a size standard of 1000 Employees. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of Commercial Ice Machine Preventative Maintenance and Cleaning at the West Haven VAMC, per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer's review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 10 am EST, June 8, 2026. All responses under this Sources Sought Notice must be emailed to sheena.carlyle@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Registration Requirements SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1: Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: ____________________________________________________ Address: ________________________________________________________________ Phone Number: __________________________________________________________ Point of Contact: _________________________________________________________ E-mail Address: __________________________________________________________ Unique Entity Identifier (UEI) #:_____________________________________________ CAGE Code: ____________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): _____________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Attachment 2: Statement of Work COMMERCIAL ICE MACHINE PREVENTATIVE MAINTENANCE AND CLEANING VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN 950 CAMPBELL AVENUE WEST HAVEN, CT 06516 BACKGROUND VA Connecticut Healthcare System requires quarterly preventative maintenance and cleaning services, bi-annual filter changes, and unscheduled cleaning to an inventory of commercial ice machines located on the West Haven Campus. JUSTIFICATION Regular cleaning and disinfecting of commercial ice machines is required to support safety and hygiene in patient care areas. Veterans Health Administration (VHA) seeks to continue to improve the operational capabilities by establishing services that result in fewer operational problems, improved communications and increased efficiency within the facility and to improve the quality of services to veterans. PLACE OF PERFORMANCE The place of performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue, West Haven, CT 06516. PERIOD OF PERFORMANCE Base contract period shall be 07/01/2026 – 06/30/2027. The contract will also contain the provision for four (4) annual option years: Option Year 1: 07/01/2027 – 06/30/2028 Option Year 2: 07/01/2028 – 06/30/2029 Option Year 3: 07/01/2029 – 06/30/2030 Option Year 4: 07/01/2030 – 06/30/2031 QUALIFICATIONS To be considered eligible for consideration, potential bidders shall be trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer's Representative (COR) specifically reserve the right to reject any of the Service Provider's personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. SCOPE OF WORK Contractor shall perform the following quarterly preventative maintenance on each of the twenty-five (25) ice machines in accordance with the original equipment manufacturer (OEM) requirements to include but not limited to the specifications listed below. Contractor shall provide a one (1) week notice prior to the scheduled quarterly cleaning and disinfecting and bi-annual filter changes. Contractor shall schedule all work with the VA COR. Service provider shall provide all necessary labor, supervision, equipment, parts, materials, disposal, and travel to perform the maintenance. Preventative Maintenance shall be completed during regular business hours Monday through Friday, 7:00 a.m. – 5:00 p.m. or as coordinated with the VA COR. Objectives: Quarterly Preventative Maintenance and Cleaning: Machines with removable ice contact surfaces: Discard all ice currently present in the machine. Removal of ice-contact parts from the machine. Wash all parts in hot nickel safe cleaner & water. Use a soft brush to remove rust and dirt from metal parts. Nylon and rubber parts including gaskets and O-rings should be washed using a cloth. Rinse parts thoroughly in clean water. Place parts in an ice machine sanitizing solution for 30 seconds. Remove after 30 seconds, let parts air-dry. Thoroughly wash hands before handling all sanitized parts. Reassemble the machine. Wipe all exposed surfaces with a fresh chlorine solution, let air dry. Restart the machine; discard the first batch of ice produced. Machines with non-removable ice contact surfaces: Machines with non-removable ice contact surfaces that are National Sanitation Foundation (NSF) and American National Standards Institute (ANSI) Standard 12 Listed, are designed to have sanitizing solutions circulate through the machines. The manufacturer may state that chlorine solutions not be used during the clean in place procedures if chlorine solution is not allowable per the OEM specifications, then: Remove residual ice from the ice reservoir or shoots. Turn off the machine to allow any other ice in the machine to melt. Turn the water supply and electricity on. Drain sufficient water through the machine to flush residual water and dirt. Run the machine through 2-3 freezing cycles. Discard the ice made from the freezing cycles. Turn the water supply off. Drain the water and the ice inside the system. Circulate a warm water cleaning solution through the machine for a minimum of two minutes and drain the system. Circulate clean potable water for two minutes and drain the system. Wash, rinse, and sanitize any storage bins. Return the drain valves to their normal position and start the machine. Restart the machine; discard the first batch of ice. Bi-Annual Filter Supply and Changes: Remove existing filter and discard. Replace with new filter per manufacturer instructions. Filters shall be 3M Aqua-Pure in-line filtration system AP717 with triple-action filter to reduce chlorine taste and odor, sediment, and scale. Fittings shall be included for easy installation. Unscheduled/Emergency Service Calls Requirements: Unscheduled Maintenance and Cleaning shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Emergency service is available on a 24 hour per day basis and will be invoiced at the prevailing straight time or overtime contract customer rate. Vendor shall submit the following associated with unscheduled cleaning: Labor Hours: Minimum 4 Hours West Haven Ice Machine Inventory LocationBldg/RoomApplianceMfrModelFilter B1; G127AIce MachineFollett-AutoAP717 Aqua-PureNone DieteticsB1; G291Ice MachineHashizakiB-250PFAP200 Aqua-Pure <!-- Additional inventory rows omitted for brevity --> SUBMITTALS/DELIVERABLES Service Provider shall provide all materials, cleaning solution, parts and labor according to individual manufacturers' specifications and should be functionally tested and calibrated to align within the required specifications. Service provider shall provide a visual inspection sticker to be placed on each unit with the Service Provider's name, Inspector's initials, and the date that the machine was cleaned and inspected and note filter changes with Service Provider's name, Inspector's initials, and the date of the filter change. Service provider shall provide a written report indicating the condition of each machine. The report shall include as-found condition and as-left condition, with accompanying photographs for each machine. Photographs may be submitted on a compact disk or via Procore or equivalent VA approved cloud based application. USB devices are not supported by the VA. Service provider shall submit two (2) hard copies and an electronic copy of all maintenance and inspection within three (3) business days. Service provider shall be responsible for the proper removal and disposal of cleaning solutions, cleaning supplies, and other materials off site. Submit any waste manifest documents as applicable. Any changes to the inventory shall be communicated by the VA COR to the VA Contracting Officer. Additional ice machines may be added during the term of the contract. The VA Contracting Officer will notify the Service Provider of inventory modifications. If for any reason any deliverable cannot be provided within the scheduled time frame, the Service Provider shall provide a firm commitment, a date when the work will be completed, to the VA Contracting Officer. SPECIAL INSTRUCTIONS All Service Provider personnel, sub-contractors and representatives visiting VA sites will be required to sign in upon arrival at Building 15 and/or retain a temporary VA badge. Each visiting individual must enter their name, their company's name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours. The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed. The Service Provider shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy or completion. Per VA Directive 1805, smoking, vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider's performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. Safety Codes / Certification / Licensing: Environmental abatement work, if necessary, is to be performed by Service Provider under supervision and monitoring for the VA by a Certified Industrial Hygienist. The Service Provider shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the Service Provider shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports. Travel: Service Provider and/or subcontractors will travel from their place of business to the West Haven and Newington VA Medical Center of the VA Connecticut Healthcare System. NARA Records Management Requirements The following standard items relate to records generated in executing this contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. The Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format or mode of transmission or state of completion. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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