Ice Machine Preventive Maintenance

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the solicitation for ice machine maintenance and services.

• Junction City CBOC Address: The full street address is 623 Southwind Drive, Junction City, KS 66441.
• TBD Equipment: Two Manitowoc QM45A units at the Starbucks on the EKHS campus have TBD model/serial numbers. The vendor must update serial numbers during preventive maintenance (PM). Additional information will be provided to the awardee.
• Corrective Repairs: Repairs identified during quarterly PM are not included in the fixed quarterly price. The contractor must notify the Contracting Officer's Representative (COR) for repair decisions.
• Non-Operational/Inaccessible Units: Document and notify the COR if a unit is non-operational or inaccessible. If a unit is no longer in service, document accordingly; the COR should be aware.
• Infection Control: None of the listed ice machines are Reusable Medical Equipment. Follett ice storage bins (models 50FB400W and 50FB400WS) require adherence to VA cleaning and infection-control protocols due to internal ice-contact surfaces. Ice maker-only units do not require these specific measures.
• Afterhours Service: Some areas may require afterhours service due to patient care, food service, or access restrictions. Advance notice for scheduled maintenance is necessary.
• Known Deficiencies: Advance scheduling allows for communication of current equipment information as conditions can change daily.

The due date for the solicitation is not being extended. The answers provided will be added to the solicitation as an attachment.

Solicitation / RFP / RFQ

This solicitation is for quarterly preventive maintenance (PM), cleaning, descaling, and sanitizing of ice machines located at the Colmery-O'Neil VA Medical Center in Topeka, KS, and designated Community Based Outpatient Clinic (CBOC) locations. The goal is to ensure continuous, reliable, and safe operation of the ice machines.

• Perform quarterly PM, cleaning, descaling, and sanitizing on all ice machines identified in the Ice Machine Inventory.

• Services must be performed in accordance with manufacturer specifications, VA regulations, and applicable federal, state, and local codes.

• Specific tasks include pre-service checks, cleaning/descaling with approved chemicals, sanitizing food-contact surfaces, replacing water filters, post-service checks, and documentation.

• Contractor personnel must be qualified and competent, with EPA Section 608 refrigerant certification required. Factory training is preferred.

• Safety and infection control measures, including Universal/Standard Precautions and appropriate PPE, must be followed.

• Contract Type: Base year with 4 Option Years.

• Period of Performance: 07/01/2026 to 06/30/2031.

• Estimated Value: Not explicitly stated, but NAICS code 811310 has a size standard of $12.5 Million.

• Questions due: 06/12/2026 via email to Lisa.Fischer1@va.gov.

• Offers due: 06/18/2026 by 3:00 p.m. Central Time (CT).

• Submission: Electronically via email to Lisa.Fischer1@va.gov.

• Evaluation Factors: Cost, Past Performance, Technical Capability, and Prior Experience.

• Quotes must be submitted in three parts: Price Quote, Technical Acceptability Response, and General Responsibility Determination.

• This acquisition is a Total Set-Aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns. If award cannot be made to an SDVOSB, the solicitation may be cancelled and resolicited.

• The solicitation includes numerous FAR and VAAR clauses related to contract terms, security, representations, and certifications.

• A Quality Assurance Surveillance Plan (QASP) is attached.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for quarterly preventive maintenance (PM), cleaning, descaling, and sanitizing of ice machines at the Colmery-O’Neil VA Medical Center and its associated Community Based Outpatient Clinic (CBOC) locations. The goal is to ensure continuous, reliable, and safe operation of the ice machines.

• Services: Provide all labor, supervision, tools, equipment, materials, and expertise for quarterly PM, cleaning, descaling, and sanitizing of all ice machines listed in Attachment 1.

• Maintenance: Includes preservice checks, cleaning/descaling using approved chemicals, sanitizing food-contact surfaces, replacing water filters (provided by VA), and postservice checks.

• Compliance: Services must adhere to manufacturer specifications and applicable federal, state, and local codes and standards (e.g., NEC, LSC, Joint Commission, OSHA, VA regulations).

• Inventory: The Contractor must verify and correct make, model, and serial number data for all ice machines during the first PM and report discrepancies.

• PM Completion: 100% of listed machines serviced quarterly; Acceptable Quality Level (AQL) of ≥ 98%.

• Procedure Compliance: 100% adherence to manufacturer methods (AQL: 100%).

• Service Report Timeliness: Reports submitted within 2 business days of completion (AQL: ≥ 95%).

• Workmanship: No repeat findings due to improper cleaning/sanitizing (AQL: ≥ 95%).

• Reporting: Submit detailed service reports within 2 business days of completion and a quarterly PM schedule 10 business days prior to the quarter start.

• Primary Location: Colmery-O’Neil VAMC, Topeka, KS.

• Additional Location: Junction City CBOC.

• Period of Performance: To be detailed in the Schedule of Services and Prices (base and option periods).

• Hours of Work: Normal business hours (Mon-Fri, 8:00 a.m. – 4:30 p.m.), with provisions for off-duty hours and Federal Holidays, requiring COR approval.

• Personnel Qualifications: Technicians must be qualified for specific makes/models, possess EPA Section 608 refrigerant certification, and factory training is preferred.

• Safety & Infection Control: Adhere to Universal/Standard Precautions, use appropriate PPE, maintain Safety Data Sheets (SDS), and follow Lockout/Tagout procedures.

• Government-Furnished Materials: VA will provide water filters; Contractor is responsible for coordination and disposal.

• Security: Comply with facility security, badging, and escort requirements.

• Non-Personal Services: Contractor employees are not subject to Government supervision.

• Attachment 1 – Ice Machine Inventory