J073--Veteran Canteen Equipment Preventative Maintenance and Service Contract

Amendment / Modification

• Extension of Quote Submission Deadline: The due date and time for submitting quotes has been extended.

  • New Date: May 15, 2026
  • New Time: 4:00 PM EST

• The deadline for quote submission for Solicitation Number 36C24126Q0450 has been changed.

• The deadline for quote submission has been extended to May 15, 2026, at 4:00 PM EST.

• All other terms, conditions, provisions, and specifications of the original solicitation remain unchanged.

• Offerors are responsible for reviewing this amendment and ensuring their submissions address all requirements.

Amendment / Modification

This amendment incorporates Questions and Answers (Q&A) submitted by prospective offerors by May 1, 2026. The Government's responses modify and/or clarify the original solicitation.

• Site Visits: No scheduled or optional site visits were conducted for the West Haven or Newington sites.
• Equipment Condition: Model numbers are provided for identification. Serial numbers are present on most units. Contractors are responsible for verifying equipment matches provided information and identifying any replacements. Most equipment is in working order. Contractors should speak with Canteen Chiefs upon award for initial assessment and report any "out of commission" equipment needing repair as part of the initial assessment. Repairs within the PM scope should be performed; those outside the scope are considered "unscheduled/emergent" repairs.
• Known Deficiencies: To the Government's knowledge, all existing equipment is in good or functioning condition. Equipment known to be "broken" or "out of service" should have been removed and is not the contractor's responsibility.
• Subcontractor Past Performance: Subcontractor past performance will be accepted if the subcontractor has relevant technical certifications and a proven track record with the equipment.
• Subcontractor Certifications: Original Equipment Manufacturer (OEM) training certificates are acceptable if not expired.
• Limitation on Subcontracting: FAR 52.219-14 is required for services when set aside for small businesses above the simplified acquisition threshold. Prime contractors must pay no more than 50% of the government-paid amount to similarly situated subcontractors. Offerors must be prepared to demonstrate compliance.
• Contingency Parts Allowance: The $2,500 contingency parts allowance must be priced exactly at $2,500 per contract year.
• After-Hours Emergency Repairs: These are not included in the firm-fixed-price service line item and will be billed separately using approved labor rates and parts costs. Contractors must provide a separate line item for emergency services and repairs, detailing straight time and overtime rates.
• Preventive Maintenance Parts & Labor: All preventive maintenance parts, filters, cleaning materials, lubricants, fluids, travel, labor, and reporting costs are included in the annual firm-fixed-price service line item.
• Separate Labor Rates: Separate labor rates are not required for unscheduled/emergency repairs unless they fall outside the PM findings window and require variances, as outlined in the "Unscheduled/emergency repairs and service calls requirements" section.
• Operating Windows: Preventive maintenance must be performed during listed operating windows unless coordinated with the COR to minimize disruption. Emergent repairs may require special approval to work within operating periods, potentially requiring special PPE.
• Safety Plan Submission: The full safety plan package (Lock-Out/Tag-Out, electrical safety, PPE, infection control, SDS) is required upon award, not with the quote.

This amendment primarily affects the Q&A section and clarifies requirements related to equipment assessment, repairs, subcontracting, and safety plan submission.

This amendment does not change the proposal due date of May 8, 2026. All other terms and conditions remain unchanged.

Combined Synopsis/Solicitation

This document is a combined synopsis and solicitation for commercial services for the Veteran Canteen Equipment Preventative Maintenance and Service Contract. The Department of Veterans Affairs (VA) Connecticut Healthcare System (VACHS) requires comprehensive preventive maintenance, inspection, corrective service, and emergency repair for Veterans Canteen Service (VCS) equipment at the West Haven and Newington campuses.

• Comprehensive preventive maintenance, inspection, corrective service, and emergency repair for VCS equipment.

• Scheduled preventive maintenance (PM), inspections, periodic testing.

• Corrective call-back service for operational problems and issues identified during inspections.

• 12-hour, 5-day per week call-back support with after-hours emergency services.

• Contractor must provide all resources including parts, materials, lubricants, fluids, cleaning fluids, equipment, tools, shipping, travel, and labor.

• All work must comply with manufacturer guidelines and applicable industry standards.

• On-call services including labor costs and unlimited service calls.

• Response to issues within six (6) hours from 6:00 AM to 6:00 PM, Monday-Friday.

• Minimum annual inspection with a detailed quote for parts, labor, and minor parts/materials.

• Detailed inspection report within seven (7) business days of visit.

• Identification and presentation of emergent repairs within 24 hours of inspection.

• Quarterly servicing of Ice Machines and Soda Fountain Machines, including bi-annual filter supply and changes.

• Use of new OEM parts only.

• Initial assessment and PM on base year contract, assuming minimal prior maintenance.

• Provide guidance and training to VCS staff on specialized cleaning if equipment has been neglected.

• Period of Performance: Base contract: 06/01/2026 – 05/31/2027. Includes four (4) option years.

• Place of Performance: VA Connecticut Healthcare System, West Haven VA Medical Center (950 Campbell Avenue, West Haven, CT 06516) and Newington VA Medical Center (555 Willard Avenue, Newington, CT 06111).

• Response Date/Time: 05-08-2026, 16:00 Eastern Time, New York, USA.

• Submission Method: Email to juliette.buchanan@va.gov.

• Required Submissions: Technical Proposal (OEM training/certifications, PM approach, emergency response, safety plans, parts sourcing), Past Performance (at least three recent/relevant contracts), Price Proposal (completed pricing for base and option CLINs), SAM Registration & Reps/Certs.

• Evaluation Factors: Technical (most important), Past Performance, Price. Technical and past performance combined are more important than price.

• Questions Deadline: 05-01-2026, 4:00 PM EST.

• Set-Aside: 100% set aside for verified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Requirement: Offerors must be listed as Verified in the SBA Veteran Small Business Certification (VetCert) database at the time of quote submission and award.

• NAICS Code: 811310 (Small business size standard: $12.5 million).

• Qualifications: Field service representative located within 200 miles of West Haven/Newington campuses; trained by OEM on specific equipment models; must provide documentation of factory-certified training.

• A list of specific equipment models and their locations at both West Haven and Newington campuses is provided.

• The Service Contract Act Wage Determination for South Central Connecticut County is included, outlining minimum wage rates and fringe benefits for various occupations.