J065--Housekeeping Equipment Preventive Maintenance Palo Alto EMS

Form / Attachment / Pricing Sheet

This document is an equipment list, provided in draft format, detailing various cleaning and maintenance equipment. It serves as an attachment to a SAM.gov opportunity record, likely to inform potential bidders about the types of equipment that may be relevant to the opportunity, such as for maintenance, cleaning services, or asset inventory.

The list includes columns for Manufacturer, Equipment Name, and Model. It enumerates a wide range of equipment including:

• Floor buffers and polishers (e.g., Clarke, Nilfisk, Advance Machine, Windsor Industries)
• Carpet extractors and cleaners (e.g., Nilfisk, Windsor Industries, Grainger)
• Vacuums (wet/dry, upright, backpack, flood sucker) (e.g., Nilfisk, Windsor Industries, Makita, Minuteman, Global Industrial)
• Floor scrubbers and machines (e.g., Nilfisk, Diversey Wyandotte, Tornado, Karcher North America)
• Air movers and blowers (e.g., Clarke Buffer, Advance Machine)
• Steam cleaning systems (e.g., Reliable)

Potential bidders should review this list to understand the types of equipment that may be associated with the opportunity. This information can help in assessing the scope of work, identifying potential equipment needs for their proposals, and understanding the operational context of the requirement. It may indicate the scale and nature of cleaning or maintenance operations involved.

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

The Palo Alto VA Medical Center's Environmental Management Services (EMS) division is seeking a contractor to provide preventive maintenance services and repair for all EMS floor housekeeping equipment across three locations.

• Provide continuous operation of housekeeping equipment through preventive and corrective maintenance.

• Services include maintenance and repair of All EMS Floor Housekeeping Equipment.

• The contractor will provide all necessary management, supervision, labor, personnel, administrative support, tools, parts, supplies, lubricants, equipment, and transportation.

• The contractor shall not exercise supervision or control over government service providers.

• Menlo Park Division (MPD): 795 Willow Road, Menlo Park, CA 94025

• Livermore Division (LVD): 4951 Arroyo Road, Livermore, CA 94550

• Palo Alto VA (PAD): Medical Center 3801 Miranda Avenue, Palo Alto, CA 94304

• Preventive Maintenance: Regular, scheduled maintenance to minimize equipment failure, including cleaning, lubrication, adjustments, inspections, and parts replacement based on manufacturer guidelines and equipment usage.

• Corrective Maintenance & Repair: Tasks to identify, isolate, and rectify faults to restore equipment to full operational condition. This includes diagnosing, testing, fixing, and repairing broken or inoperable equipment. It also covers parts, accessories, and labor for repairs.

• Beyond Economic Repair (BER): A BER analysis (estimated repair cost exceeding 70% of replacement value) must be performed before repairs. If BER criteria are met, replacement is preferred over repair.

• Contractor personnel must be knowledgeable of Original Equipment Manufacturer (OEM) standards.

• Contractor must provide a Preventive Maintenance Plan and a Service Log.

• A Quality Control Program must be established.

• Quarterly Contractor Performance and Quality Control Meetings will be held (unless deemed unnecessary by the government).

• Contractor will train end-users and on-site managers on EMS maintenance equipment.

• Services are to be performed at the three specified VA locations.

• Work will generally occur during normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday, excluding federal holidays).

• Downtime for equipment repair must be scheduled with the COR at least 2 days in advance.

• Personnel: Must possess "Core Competencies" and experience with EMS floor housekeeping equipment maintenance and repair.

• Subcontractors: The government takes a neutral stance but is concerned with successful completion.

• Parts & Accessories: An annual threshold of $90,000.00 is allotted for replacement parts and accessories. Expenditures above this threshold require government approval. Any unused funds below $90,000.00 will be returned.

• Reporting: A service log detailing all work performed, parts used, and costs must be maintained and submitted.

• Check-in/Check-out: Procedures will be determined after contract award.

• Training: Contractor must provide training in English and Spanish on equipment operation and light maintenance.

Sources Sought Announcement

This is a Sources Sought Announcement for preventative maintenance and services for housekeeping equipment at the VA Palo Alto Health Care System (VAPAHCS). No solicitation is currently available. The purpose is to gather information from interested contractors to assist the Department of Veterans Affairs (VA) Network Contracting Office (NCO) 21 in determining a procurement strategy.

The services required involve preventative maintenance and services for housekeeping equipment, as detailed in the attached DRAFT Performance Work Statement (PWS).

• The announcement references a potential contract period with CLINs spanning from 08/01/2026 to 07/31/2031.

• An estimated value of $100,000.00 is listed for replacement parts/accessories for each year, though this is noted as "NOT QUOTABLE".

• Interested contractors must respond via email to Gary.Christensen@va.gov by 1:00 P.M. PST on 03/13/2026.

• Responses are considered non-responsive if requested information is not provided.

• The Government will use the submitted information to determine its business type decision.

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

• Small Business Size Standard: $12.5 Million

• Contractors must be registered in SAM.gov.

• Specific questions regarding company socioeconomic status (e.g., SDVOSB, VOSB, small business, large business) are required.

• Limitations on Subcontracting requirements (FAR 52.219-14 and FAR 52.219-27) apply, requiring at least 50% of contract performance costs for personnel to be expended by the concern's own employees.

• This announcement is for informational purposes only and does not constitute a commitment to award a contract.

• All submitted information is preliminary and subject to modification.

• The Government will not pay for any information submitted.

• Attached documents include a DRAFT Performance Work Statement and a DRAFT Equipment list.