J066--Freezer Maintenance Agreement

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation.

• Required Maintenance Visits: The requirement includes one annual preventative maintenance visit.
• LN2 System Configuration: The ultra-low temperature freezer (model # ULT7150-9-D19) does not use LN2 as a cooling medium and is not configured as an open-loop or closed-loop LN2 system. Additional information for this model has been attached.

No impact on solicitation requirements, due dates, or submission rules was noted.

Form / Attachment / Pricing Sheet

This document provides detailed product specifications for Thermo Scientific Cryogenic Chest Freezers, including models designed for ultra-low temperature storage (-140°C and -150°C) for reliable sample protection. It outlines the features, technical specifications, and available accessories for these freezers.

• Model Numbers: ULT-10140 series (for -140°C) and ULT-7150 series (for -150°C).
• Capacity: Available in 10.3 cu. ft. (292L) and 6.8 cu. ft. (193L) models.
• Electrical Specifications: Various voltage and frequency options (60 Hz and 50 Hz) with corresponding amperage and breaker requirements.
• Dimensions: Interior and exterior dimensions are provided for each model.
• Shipping Weight: Specified in pounds (lbs) and kilograms (kg).
• Racking Systems: Details on compatible racking systems for 2" and 3" cryo boxes, and microplate racks.
• Optional Equipment: Information on chart recorders, LN2 back-up systems, and a Smart-Vue™ Wireless Monitoring Solution.
• Certifications: CE mark availability noted for specific models.

This document is crucial for bidders to understand the technical specifications of the cryogenic freezers being offered or considered. It allows for precise matching of product capabilities to the requirements of the opportunity, ensuring that any proposed solution meets the necessary temperature, capacity, and operational standards. Bidders can use this information to select appropriate models, identify necessary accessories, and confirm compliance with electrical and physical constraints.

Solicitation

This solicitation is for a "Freezer Maintenance Agreement" for the Department of Veterans Affairs, specifically for the Central Texas Veterans HCS in Waco, TX. The contract will cover the maintenance, repair, and service of eight (8) medical-grade laboratory freezers used for storing veteran samples for research. The primary NAICS code is 811412 (Appliance Repair and Maintenance), and the Product/Service Code is J066 (Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment).

• Preventative maintenance (PM) including travel and labor by qualified field service engineers.

• Unlimited access to remote diagnostic and telephone support.

• Complete checks of controllers, displays, alarm set points, and battery backup.

• Inspection of cabinet hardware and door gaskets.

• Cleaning of condenser coils.

• Checks of CO2 and LN2 systems, chart recorders, and calibration.

• Provision of repair estimates for any necessary repairs, requiring prior approval before work commences.

• Service technicians must report to the Center of Excellence and sign in before working.

• A service report must be provided within two weeks of service.

• The contract type is a Firm-Fixed-Price contract.

• The period of performance includes a base year (06/15/2026 to 06/14/2027) and four (4) option years, totaling up to five (5) years.

• The estimated contract value is $19 Million.

• Offers are due by May 4, 2026, at 2:00 PM Central Time.

• Proposals should be submitted electronically to Tammy.Wilson5@va.gov.

• The government intends to evaluate offers and award without discussions.

• This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must be certified SDVOSBs and listed in the SBA certification database.

• Specific limitations on subcontracting apply for services (50% to non-SDVOSB firms).

• The place of performance is Department of Veterans Affairs, Central Texas Veterans HCS, 4800 Memorial Drive, Waco, TX 76711.

• Travel and per diem will not be reimbursed.

• Invoices must be submitted electronically via the Tungsten Network.

Sources Sought Notice

This is a Sources Sought notice for market research to identify potential qualified sources for a service/maintenance contract for 8 existing laboratory/medical grade freezers for the VA Central Texas Health Care System in Waco, TX. This notice is not a request for quotes, and no contract will be awarded from this announcement. The government will not reimburse for responses and will not notify respondents of evaluation results.

The requirement is for a service/maintenance contract for 8 Ultra-Low Laboratory Freezers used for Veteran Research (Blood/Blood Products) at the VISN 17 Center of Excellence (CoE), Translational Science Core. The contract must include:

• Preventative maintenance (travel and labor) by qualified field service engineers.

• Unlimited access to remote diagnostic services (video conference or telephone support).

• Complete checks of controllers, displays, alarm set points, battery backup, including adjustments.

• Inspection for oil and/or refrigerant leaks.

• Inspection of cabinet hardware (hinges, latches, strikes, door handles, closures).

• Check of door gaskets for proper seal.

• Cleaning of condenser coils.

• Checks of CO2 and LN2 systems, set point calibrations, battery backup, voltages, and leak checks.

• Calibration of chart recorders.

• Estimates for any necessary repairs, with no repair performed without prior approval.

• Performance Period:

  • Base Year: 06/15/2026 to 06/14/2027
  • Option Years 1-4: Extending to 06/14/2031

• Travel and per diem will not be reimbursed in addition to the contract.

• Response Deadline: April 20, 2026, 2:00 PM Central Time, Chicago, USA.

• Submission Method: Email responses to Tammy.Wilson5@va.gov.

• Format: Microsoft Word or Adobe PDF, not exceeding 10 pages.

• Telephone inquiries will not be accepted. No feedback or evaluations will be provided.

• NAICS Code: 811412 (Appliance Repair and Maintenance) with a size standard of $19M.

• Interested parties must be registered in the System for Award Management (SAM).

• Parties claiming SDVOSB and VOSB status must be registered and verified in SBA Veteran Small Business Certification (VetCert).

• Registration in VISTA is required for purchase order issuance and invoice liquidation.

• The Statement of Work (SOW) is attached and provides further details on the requirement.