Ice Machine Preventive Maintenance
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 NETWORK CONTRACT OFFICE 15 (36C255), is soliciting proposals for Ice Machine Preventive Maintenance Services at the Colmery O'Neil VA Medical Center in Topeka, KS, and the Junction City CBOC. This is a Total Set-Aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns. The contract will cover a base year and four option years, from July 1, 2026, to June 30, 2031. Offers are due by June 18, 2026, at 3:00 PM CST.
Scope of Work
The requirement is for comprehensive quarterly preventive maintenance (PM), cleaning, descaling, and sanitizing of all ice machines listed in Attachment 1 of the Performance Work Statement (PWS). Services include preservice checks, cleaning/descaling with approved chemicals, sanitizing food-contact surfaces, replacing water filters (provided by VA), and postservice checks. All work must adhere to manufacturer specifications and applicable federal, state, and local codes (e.g., NEC, LSC, Joint Commission, OSHA, VA regulations). The contractor will also be responsible for verifying and correcting ice machine inventory data.
Contract Details
- Contract Type: Solicitation for a base year with four option years.
- Period of Performance: July 1, 2026, to June 30, 2031.
- Set-Aside: Total Set-Aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns. If an award cannot be made to an SDVOSB, the solicitation may be cancelled and resolicited.
- Product Service Code: J041 (Maintenance, Repair And Rebuilding Of Equipment: Refrigeration, Air Conditioning, And Air Circulating Equipment).
Submission & Evaluation
- Questions Due: June 12, 2026, via email to Lisa.Fischer1@va.gov.
- Offers Due: June 18, 2026, by 3:00 PM Central Time (CT). No late bids will be accepted.
- Submission Method: Electronically via email to Lisa.Fischer1@va.gov.
- Evaluation Factors: Proposals will be evaluated based on Cost, Past Performance, Technical Capability, and Prior Experience. Quotes must be submitted in three parts: Price Quote, Technical Acceptability Response, and General Responsibility Determination.
Key Requirements
Contractor personnel must be qualified for specific makes/models, possess EPA Section 608 refrigerant certification, with factory training preferred. Services are to be performed during normal business hours (Mon-Fri, 8:00 a.m. – 4:30 p.m.), with provisions for off-duty hours requiring COR approval. Adherence to safety, infection control (Universal/Standard Precautions, PPE), and facility security protocols is mandatory. Detailed service reports are required within two business days of completion.