J041--ICE MACHINE CLEANING/SANITIZING Veterans Affairs Central California Health Care System

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "ICE MACHINE PREVENTIVE MAINTENANCE PROCEDURES" (SOP 138M-25-020). It outlines the detailed procedures for the inspection, cleaning, and preventive maintenance of ice machines and water dispensers used for patient care within the VA Central California HCS. The SOP specifies monthly, quarterly, and annual maintenance tasks for both Follett and Hoshizaki ice machine models, including cleaning internal systems, components, condenser coils, and inspecting various parts for wear or damage.

This document is relevant to potential bidders as it defines the specific maintenance and cleaning standards required for ice machines and water dispensers. Any vendor proposing to provide services related to the maintenance, repair, or supply of these units would need to adhere to these procedures to ensure compliance with VA standards for patient care and safety. It details the frequency of maintenance, specific cleaning agents (e.g., Nu-Calgon Liquid Ice Machine Cleaner, SafeCLEAN Plus, IMS-III Sanitizing Solution), and inspection points, which would inform the scope of work and resource allocation for any related contract.

Statement of Work (SOW)

To provide quarterly cleaning and sanitization services for 17 ice machines located across various facilities.

• Perform quarterly cleaning and sanitizing of ice machines, adhering to manufacturer's six-month and monthly cleaning procedures.

• Clean and sanitize supply lines between the filter and the ice machine.

• Replace chutes, trays, and other plastic items in contact with ice and water as needed (Government will provide these items).

• Repair or replace parts of ice machines damaged during cleaning.

• Cleaning to be performed "in place" and must not interfere with area operations.

• Specific servicing times are required for Starbucks, Canteen (after 2 PM), and Infusion Clinic (after 3:30 PM) locations.

• Work is to be performed Monday through Friday, between 7:00 AM and 4:30 PM, excluding Federal Holidays and weekends without prior authorization.

• Cleaning/sanitization to occur quarterly (every 90 calendar days), with 80-100 days between cleanings.

• Use only original equipment manufacturer (OEM) or equivalent, NSF-approved cleaning chemicals and supplies.

• Report any negative findings immediately to the Contracting Officer's Representative (COR).

• Upon completion, notify the COR or approved facility representative for inspection.

• Ice machines must be returned to service by close of business (4:30 PM) on the same day.

• Provide a legible service report signed by authorized personnel, detailing the condition, findings, and completion times.

• Place a sticker on each machine indicating service performed, date, and contractor information.

• Quarterly service intervals.

• Locations detailed in Table A, including Basement, 1st Floor, 2nd Floor, 3rd Floor, 5th Floor East, 5th Floor West, 6th Floor, Bldg 34, and CLC areas.

• Do not use tap or unfiltered water during cleaning/sanitization.

• Contractor is responsible for any damage caused by improper removal or reinstallation.

• Relocation of machines by the government does not negate contractor responsibilities.

• SOP 138M-25-020 Ice Machine Preventive Maintenance Procedures

Sources Sought Announcement

This announcement is a Sources Sought for contractors capable of providing ice machine cleaning and sanitation services for the VA Central California Health Care System (VACCHCS) in Fresno, CA. This is not a solicitation, and no contract will be awarded directly from this announcement. The information gathered will help the Department of Veterans Affairs (VA) determine its procurement strategy.

• Cleaning and sanitation of ice machines in accordance with the attached DRAFT Statement of Work (SOW).

• Services are required for approximately 17 machines, serviced quarterly.

• NAICS Code: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance.

• Small Business Size Standard: $12.5 Million.

• Limitations on Subcontracting: For small businesses, at least 50% of the cost of contract performance incurred for personnel must be expended for employees of the concern (FAR 52.219-14 and FAR 52.219-27).

• Interested contractors must submit a capability statement via email to Gary.Christensen@va.gov by 10:00 AM PDT on April 23, 2026.

• Responses must include:

  • Company's Socioeconomic Status (and SBA registration if SDVOSB/VOSB).
  • Company legal name and Unique Entity ID (SAM).
  • Primary point of contact (phone and email).
  • Capability Statement.
  • Description of experience in ice machine cleaning/sanitation.
  • List of similar Government and Commercial projects.
  • Details on prime performance vs. subcontracting for listed services (including percentage).
  • GSA Contract Number (if applicable).
  • Completed informational pricing table.

• Failure to provide requested information will be considered non-responsive.

• Information is being sought from all interested contractors.

• Contractors must have current registration in the System for Award Management (SAM).

• RFQ number 36C26126Q0584 must be referenced on all correspondence.

• Attached documents include a DRAFT Statement of Work and SOP 138M-25-020 Ice Machine Preventive Maintenance Procedures.