J041--ICE MACHINE CLEANING/SANITIZING

Amendment / Modification

This amendment corrects the date for confirming attendance to the site visit.

• Site visit confirmation deadline and details.

• Attendees must email Michael Avakian at Michael.Avakian@va.gov (copying gary.christensen@va.gov) no later than 10:00 AM PDT on 05/19/2026 to confirm attendance for the site visit scheduled for 11:00 AM PDT on 05/20/2026.

• No other changes are made to the solicitation as a result of this amendment.

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 at VA Central California HCS.

This document is relevant to potential bidders as it specifies the required maintenance and cleaning protocols for ice machines. Any vendor proposing to provide services related to the maintenance, repair, or supply of ice machines would need to adhere to these procedures. It details:

• Frequency of Maintenance: Monthly, Quarterly, and Annually tasks for both Follett and Hoshizaki ice machines.
• Specific Cleaning Agents and Tools: Mentions Nu-Calgon Liquid Ice Machine Cleaner, SafeCLEAN Plus solution, and SaniSponge.
• Hazard Control: Addresses biological risks associated with ice machines and outlines hazard control strategies, including cleaning, disinfection, and filtration.
• Responsibilities: Assigns responsibility for maintenance to the Facilities Management Section.
• References: Lists relevant manuals and standards, including manufacturer guidelines and Joint Commission standards.
• Appendices: Includes detailed maintenance schedules for Hoshizaki and Follett machines, and a hazard assessment.

Solicitation / RFP / RFQ

This solicitation is for ice machine cleaning and sanitization services for the Department of Veterans Affairs Central California Health Care System. The contractor will be responsible for providing all necessary tools, chemicals, expertise, equipment, labor, and transportation to perform quarterly cleaning and sanitizing of approximately 17 ice machines.

• Scope: Quarterly cleaning and sanitizing of ice machines (Follett and Hoshizaki models primarily), including supply lines, and replacement of minor parts as needed.

• Frequency: Cleaning must occur quarterly (every 90 calendar days), with 80-100 days between cleanings.

• Chemicals: Must use OEM or equivalent NSF-approved cleaning and sanitizing chemicals.

• Hours: Work to be performed Monday-Friday, 7:00 AM - 4:30 PM, with specific time restrictions for Starbucks, Canteen (after 2 PM), and Infusion Clinic (after 3:30 PM) locations.

• Reporting: Contractor must report negative findings immediately and provide a legible service report after each cleaning, including machine condition, findings, and recommendations. A service sticker must be affixed to each cleaned machine.

• Damage: Contractor is responsible for repairing or replacing any ice machine parts damaged during cleaning.

• Water Usage: Tap or unfiltered water is prohibited during cleaning/sanitization.

• Contract Type: Firm-Fixed-Price Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• Period of Performance: Base Period: 07/01/2026 - 06/30/2027. The contract may include up to five one-year ordering periods.

• Estimated Value: Not explicitly stated, but Block 10 indicates a size standard of $12.5 Million.

• Submission: Quotes must be submitted electronically to gary.christensen@va.gov. Offers should be organized into three PDF volumes: Technical, Experience, and Price. Email size limit is 5 MB.

• Questions Deadline: All questions must be emailed to gary.christensen@va.gov by 10:00 AM PDT on 05/21/2026.

• Site Visit: Scheduled for 05/20/2026 at 11:00 AM PDT at VA Central California Medical Center. RSVP required by 10:00 AM PDT on 03/31/2026.

• Evaluation: Best value will be determined through a comparative evaluation based on Technical Capability, SDVOSB/VOSB Evaluation Preference, Past Performance, and Price.

• Offer Acceptance Period: 14 calendar days.

• NAICS Code: 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance).

• Size Standard: $12.5 Million.

• Set-Aside: Acquisition is unrestricted, but SDVOSB/VOSB status is an evaluation factor.

• Offerors must be registered in SAM and have a Unique Entity ID (UEI).

• Attachments include SOP 138M-25-020 Ice Machine Preventive Maintenance Procedures and WD 2015-5609 REV 29 03.30.26.

Wage Determination

This document is a Wage Determination (WD 2015-5609, Revision 29) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes minimum wage rates and fringe benefits for various occupations in the area of California Counties of Fresno.

• Applicability: This wage determination applies to service contracts covered by the Service Contract Act.
• Occupational Listings: The document provides a detailed list of occupations with corresponding minimum hourly wage rates. These include administrative, automotive, food service, health, information technology, transportation, and miscellaneous occupations, among others.
• Fringe Benefits: All listed occupations receive specific fringe benefits, including:
  • Health & Welfare: $5.55 per hour (up to 40 hours/week) or $222.00 per week.
  • Health & Welfare (EO 13706): $5.09 per hour (up to 40 hours/week) or $203.60 per week, applicable to SCA-covered contracts also covered by EO 13706.
  • Vacation: 2 weeks after 1 year, 3 weeks after 5 years, 4 weeks after 15 years of service.
  • Holidays: A minimum of eleven paid holidays per year.
• Executive Orders:
  • EO 13706 (Paid Sick Leave): Contractors must provide 1 hour of paid sick leave for every 30 hours worked, up to 56 hours annually, for employees on contracts awarded on or after January 1, 2017.
  • EO 13658 (Minimum Wage): For contracts awarded between January 1, 2015, and January 29, 2022 (and not renewed/extended after Jan 30, 2022), contractors must pay at least $13.30 per hour (or the applicable wage rate if higher) in 2025. This rate adjusts annually.
• Hazardous Pay: An 8% differential applies to positions with a high degree of hazard involving ordnance/explosives. A 4% differential applies to positions with a low degree of hazard.
• Uniform Allowance: Contractors must furnish uniforms or reimburse employees for their cost. Reimbursement for cleaning is $3.35 per week unless uniforms are "wash and wear" and do not require special cleaning.
• Conformance Process: If a contractor needs to employ individuals in classifications not listed, they must follow a conformance process (SF-1444) to establish appropriate wage rates and fringe benefits, ensuring a reasonable relationship to listed classifications.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for a Request for Quote (RFQ) regarding ice machine cleaning and service support for the VA Central California Health Care System.

• Cleaning and sanitizing of ice machines.

• Service support for ice machines.

• Not specified in this notice.

• The full solicitation (RFQ) will be posted to SAM.GOV on or about May 15, 2026, and will contain all necessary specifications and information for quoting.

• Quotes are tentatively due on June 1, 2026.

• Specific deadlines for submitting questions will be detailed in the solicitation.

• This opportunity is set aside for the Small Business Administration (SBA).

• The Product Service Code (PSC) is J041.

• The North American Industry Classification System (NAICS) code is 811310.

• Place of Performance: VA Central California Health Care System, 2615 E. Clinton Avenue, Fresno CA 93703, USA.

• Point of Contact: Gary Christensen, Contract Specialist, gary.christensen@va.gov.