J072--635-26-3-5006-0048 New Ice Machine Preventive Maintenance (VA-26-00056419)
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) is conducting market research through a Request for Information (RFI) to identify Service-Disabled Veteran-Owned Small Businesses (SDVOSB) capable of providing Ice Machine Preventive Maintenance Services for the Oklahoma City VA Health Care System and the Lawton Main Outpatient Clinic. This RFI is for information only, and no award will be made. Responses are due by May 1, 2026.
Scope of Work
The purpose of this potential contract is to provide comprehensive preventative maintenance and cleaning services for an inventory of 54 ice machine units. Services are required semi-annually per unit, adhering to each machine's Original Equipment Manufacturer (OEM) guidelines and the hospital's infection control management plan. The contractor will supply all labor, materials, and supplies. Services will be performed onsite, requiring the contractor to move machines from their locations to designated engineering shop areas for maintenance to avoid facility interruptions.
Key Requirements & Deliverables
- Maintenance Tasks: Semi-annual service including vacuuming/brushing condenser coils, cleaning/sanitizing ice scoops, wiping dispensers, descaling, scrubbing interior components, rinsing, water line inspection, filter replacement, and mechanical parts checks.
- Documentation: Maintain detailed hard copy and digital (Excel) logs showing maintenance dates, technician names, locations, and next due dates. Apply new PM stickers with clear "DAY-MONTH-YEAR" format for the next service date.
- Reporting: Provide individual service reports within two weeks of each inspection, detailing services, certification of cleaning/sanitization, and copies of procedures used. The digital report must cite OEM maintenance requirements.
- Scheduling: Work must be performed during VAMC normal working hours (8:00 a.m. - 4:30 p.m. Monday-Friday, excluding federal holidays). Contractors must provide at least two weeks' notice to the Contracting Officer's Representative (COR) and can only service two units at a time.
- Site Procedures: Check-in/out with the COR is mandatory for each service visit.
- Protection: Contractor is responsible for protecting VA personnel, furnishings, equipment, and buildings from damage.
- Insurance: Provide written confirmation of adequate liability insurance.
Contract & Timeline
- Type: Request for Information (RFI) / Market Research
- Planned Contract: Base with four possible Option Years
- Set-Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB)
- Response Due: May 1, 2026 (COB)
- Published: April 20, 2026
Submission Requirements
Interested parties should email Orrellius Williams (orrellius.williams@va.gov) with the following information:
- Company's business size
- DUNS number
- FSS/GSA contract details, if applicable (including contract number)
Additional Notes
This RFI is for market research purposes only; no award will be made from this notice.