J072-New Ice Machine Preventive Maintenance Base 4 OY Contract
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the NETWORK CONTRACT OFFICE 19, is soliciting quotes for Ice Machine Preventive Maintenance and Services for the Oklahoma City VA Health Care System and the Lawton Oklahoma CBOC. This is a Firm-Fixed-Price contract for a base year plus five option years, ensuring the operational reliability and infection control compliance of 54 ice machine units. This acquisition is a Total Small Business Set-Aside. Responses are due by May 28, 2026, at 1:00 PM CDT.
Scope of Work
The contractor will provide comprehensive preventative maintenance and cleaning services for 54 ice machine units. Services are required semi-annually per unit, adhering to each machine's Original Equipment Manufacturer (OEM) requirements and the hospital's infection control management plan. Key tasks include vacuuming coils, cleaning and sanitizing scoops, wiping exteriors, applying sanitizing solutions, scrubbing interior components, descaling, rinsing, and ensuring water line inspection and filter replacement. All labor, materials, and supplies must be provided by the contractor.
Contract & Timeline
- Contract Type: Firm-Fixed-Price
- Period of Performance: Base Year (June 1, 2026 - May 31, 2027) with five optional years.
- Set-Aside: Total Small Business Set-Aside (FAR 19.5)
- NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance)
- Submission Deadline: May 28, 2026, 1:00 PM CDT
- Submission Method: Email responses to orrellius.williams@va.gov
- Required Documents: Completed SF 1449 (Page 1, including SAM unique ID number) and a completed Price Schedule.
- Offer Acceptance: Offers must remain firm for 30 calendar days.
Eligibility & Requirements
- Set-Aside: This acquisition is exclusively set aside for small businesses.
- Technician Certification: Personnel must be certified per EPA's Section 608 Technical requirements for Type I and Type II equipment.
- Documentation: The contractor must maintain a detailed log (hard copy and digital Excel file) of all preventative maintenance performed, including dates, technician's name, unit location, and next due date.
- Responsibility: Offerors must be determined "Responsible" per FAR § 9.104-1.
Evaluation Criteria
Award will be based on a combination of:
- Price
- Technical Capability (demonstrated ability to perform preventative maintenance and cleaning services as per the Performance Work Statement).
Additional Notes
This is a Request for Quote (RFQ), not a Request for Proposal (RFP); proposals will not be accepted. Variations to the unit of issue or quantities in the Price Schedule are not permitted.