J041--36C25526Q0257 iCE MACHINE PREVENTIVE MAINTENANCE TOPEKA VA MEDICAL CENTER AND JUNCTION CITY CBOC

Quick Summary

The Department of Veterans Affairs (VA), specifically the Colmery O'Neil VA Medical Center in Topeka, KS, is seeking a contractor for quarterly preventive maintenance, cleaning, and sanitizing of ice machines at its Topeka facility and the Junction City CBOC. This Presolicitation is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The goal is to ensure continuous, reliable, and safe operation of critical ice machines. Responses are due April 13, 2026.

Scope of Work

The contractor will provide all labor, supervision, tools, equipment, materials, transportation, and expertise for quarterly preventive maintenance (PM), cleaning, descaling, and sanitizing of ice machines listed in Attachment 1. Key tasks include:

• Preventive Maintenance: Pre-service checks, cleaning/descaling using manufacturer-approved chemicals, sanitizing food-contact surfaces, and post-service checks.
• Filter Maintenance: Replacing water filters (provided by VA Facilities Management) and documenting changes.
• Regulatory Compliance: Adherence to manufacturer specifications, federal, state, and local codes, including NEC, LSC, Joint Commission standards, OSHA, and VA directives.
• Inventory Management: Verifying and correcting make, model, and serial numbers of ice machines during the first PM.

Performance Requirements

• PM Completion: 100% of listed machines serviced quarterly (AQL ≥ 98%).
• Procedure Compliance: 100% adherence to manufacturer methods (AQL: 100%).
• Service Report Timeliness: Reports submitted within two business days of completion (AQL ≥ 95%).
• Workmanship: No repeat findings due to improper cleaning/sanitizing (AQL ≥ 95%).
• Reporting: Detailed service reports for each PM and a quarterly PM schedule submitted 10 business days prior to the quarter start.

Contract Details

• Type: Presolicitation (implies a future solicitation will be issued)
• Set-Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB)
• Product Service Code: J041 (Maintenance, Repair And Rebuilding Of Equipment: Refrigeration, Air Conditioning, And Air Circulating Equipment)
• Place of Performance: Colmery O'Neil VAMC, Topeka, KS, and Junction City CBOC.
• Period of Performance: To be specified in the contract (base and option periods).
• Hours of Work: Routine PM during normal business hours (Mon-Fri, 8:00 a.m. – 4:30 p.m.). Off-hours work requires COR approval.

Key Requirements & Deliverables

• Personnel Qualifications: Technicians must be qualified for specific makes/models and possess EPA Section 608 refrigerant certification. Factory training is preferred.
• Safety & Infection Control: Strict adherence to Universal/Standard Precautions, use of PPE, SDS management, and Lockout/Tagout procedures.
• Government-Furnished Materials: VA will provide water filters; the contractor is responsible for proper disposal of used materials.
• Security: Compliance with facility security, badging, and escort requirements.
• Contact: Lisa Fischer, Contract Specialist, LISA.FISCHER1@VA.GOV, 913-946-1993.

Response Details

• Response Due Date: April 13, 2026, 1:00 PM ET.
• Published Date: March 19, 2026.