36C24526Q0091.docx

Sources Sought Notice Sources Sought Notice

Base Plus Four Option Years

GENERAL INFORMATION

SET-ASIDE

Baltimore VAMC

NCO 5

10 N Green St Washington DC 20422

POINT OF CONTACT*

Contract Specialist Patricia Thai Patricia.Thai@va.gov

PLACE OF PERFORMANCE

Baltimore VAMC

10 N Green St

Baltimore MD

ADDITIONAL INFORMATION

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method.

The Department of Veterans Affairs (VA), Network Contracting Office 5 (NCO 5) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Perry Point VA Medical Center, Baltimore VA Medical Center, and Loch Raven Rehabilitation and VA Medical Center.

The North American Industry Classification Code (NAICS) is 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance), and PSC code J073 (Maintenance, Repair, and Rebuilding of Equipment – Food Preparation and Serving Equipment), with a size standard of $12.5 Million.

REQUESTED RESPONSES:

All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information:

1. Business name (including Unique Entity ID (SAM.gov)

2. Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and

3. Person of contact (including telephone number & email address).

4. Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities.

5. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS)

6. Brief Summary of categories of services that your company can/cannot provide.

7. Certification(s) / Licenses for meeting the local requirements to provide these services at the Perry Point, Baltimore and Loch Raven VAMC (if applicable).

8. Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response:

a. Do you intend to self-perform this effort?

b. If you are located outside the immediate area, how will you self-perform?

c. Or do you intend to subcontract work under this contract?

d. If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?

Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice, your response will not be taken into consideration.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to William.Galletta@va.gov and Patricia.Thai@va.gov. Please respond to this source sought notice no later than 11-10-2025, 10:00 AM EST.

DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice.

VISN 5 Kitchen Service Maintenance Contract General:

VISN 5 The VA Maryland Health Care System is dedicated to improving the lives of Veterans and their families every day. Our health care teams are deeply experienced and guided by the needs of Veterans, their families, and caregivers. The VISN 5 nutrition and food services division is a corner stone of veteran care. The proposed contract will improve preventative maintenance and service maintenance to kitchen equipment located in these 3 facilities. Preventative maintenance involves functional checks, servicing, repairing, or replacing of necessary parts and equipment in a restaurant style kitchen. These cost-effective practices keep kitchen equipment operational and restaurant operations running smoothly, reducing down time extending operating life and decreasing impact to patients.

About the sites:

Perry Point VA Medical Center Provides primary care and specialty health services, including mental health care, audiology and speech, dental services, care for Veterans with post-traumatic stress disorder (PTSD), vocational rehabilitation, and more.

Baltimore VA Medical Center Provides primary care and specialty health services, including mental health services, women’s health care, multiple sclerosis treatment, care for Veterans who are blind or have low vision, cancer treatment, physical therapy, chronic pain management, and more.

The Loch Raven VA Community Living & Rehabilitation Center Provides rehabilitation and recreation therapy for our recovering veterans. The main building also provides hospice, nursing home care and care for patients with Alzheimer’s. The surrounding campus provides services including mental health care, audiology, care for Veterans who are blind or have low vision, and more.

Planned preventative maintenance, which is scheduled maintenance aimed at making repairs BEFORE failure occurs. Tasks like cleaning equipment or replacing air/water filters represent a form of routine preventative maintenance because there is a set cadence that occurs regularly regardless of how the equipment is running. Here, you're preventing it from breaking down or running inefficiently.

Planned unscheduled maintenance, which is having a strategy in place to repair or replace an asset as quickly as possible when it fails. Replacing and/or repairing gaskets or a compressor can be considered unscheduled because it usually occurs on an as-needed basis whenever wear is present or the unit breaks down. This situation can also incorporate a planning element by either having real OEM replacement parts on hand or budgeting for the cost of repairing/replacing a failed part.

Personnel Requirements: The contractor shall provide the following personnel:

a. Appliance Technician: Responsibilities include repair and calibration of existing kitchen appliances. Technician should be versed in basic electronics, parts replacement, mechanical function, standard trouble shooting measures, industry standard testing and calibration procedures. Technician should be qualified in several different makes and models of equipment. Technician should be able to inform the agency of eminent equipment failure, dangerous conditions and future maintenance work that may need repair. Maintain clean and organized work areas. Provide equipment and materials to adhere with Infection Control Risk Assessment (ICRA) standards.

b. Refrigeration Mechanic: Responsibilities include repair and calibration to refrigeration and freezer systems. Technician should be proficient with installing new refrigeration systems, troubleshooting mechanical failures, preventative maintenance and performing equipment maintenance on kitchen refrigeration systems. Technician will be required to carry CFC license and be familiar with state and federal refrigerant laws. Technician will be required to properly transport and reclaim refrigerant while on federal grounds. Technician should be able to inform the agency of eminent equipment failure, dangerous conditions and future maintenance work that may be required. Maintain clean and organized work areas. Provide equipment and materials to adhere with infection control Infection Control Risk Assessment (ICRA) standards.

c. Laborer/Apprentice: Laborers to have ability and be proficient in moving trash and debris from jobsite. Laborer will facilitate transfer of supplies/materials to jobsite, transfer tools from vehicles to jobsite, and be able to lift 50lbs. Laborer will be supervised when conducting repairs of any kind. Laborer shall assist in performing general maintenance tasks such as tightening hardware, closing panels, plugging in equipment, start/stop of equipment and basic assignment there in. All shall be supervised by a senior technician. Maintain clean and organized work areas. Provide equipment and materials to adhere with infection control Infection Control Risk Assessment (ICRA) standards.

Total number of hours:

(x2) Appliance Technician (x1) Refrigeration Mechanic (x2) Laborer/Apprentice Rate

Hours of Operations

(12) days per month to be distributed through all three sites, 8:00am - 4:00pm (M-F)

Areas to be maintained:

Perry Point Medical Center is located at 8th St, Perryville, MD 21903 Building 17H ground floor. The kitchen is accessible through the loading dock and main entrance.

Baltimore Medical Center is located at 10 North Greene Street, Baltimore, MD, 21201 basement area. The basement is accessible through the loading dock on the rear entrance.

Loch Raven Rehabilitation & Medical Center is located at 3900 Loch Raven Boulevard, Baltimore MD, 21218 Building # 1 basement area. The basement is accessible through the loading dock on the rear entrance.

Equipment Listing:

Perry Point

Baltimore

Loch Raven

Preparation/Application for Maintenance Work:

a. First, ensure that the appropriate Infection Control Risk Assessment (ICRA) paperwork has been completed and is posted and secure the area in accordance with Life-Safety and Infection Control guidelines.

b. Notify Kitchen Managers and Facilities and Engineering supervision 48 hours prior to equipment shutdown. Contractor to communicate on the day prior to work being performed.

c. All work shall be accomplished by skilled workmen familiar with and trained on equipment listed; moreover, they shall be qualified operate or use equipment and tools needed to accomplish this work.

d. All equipment shall be in sound working condition and must meet all OSHA Safety Standards. All workmen shall be aware of and trained in the operation of all safety equipment required for this project

e. Cleanup: The Contractor shall keep the work area, including storage areas, free from accumulations of waste and comply with all federal, state and local regulations pertaining to the storage, transport and disposal of wastes. The Contractor shall not use Embassy waste disposal facilities including garbage cans, trash piles or dumps

f. Use drop cloths when applicable, of adequate size to protect adjacent areas. Monitor hardware and keep work areas secure.

g. Contractor to supply equipment and tools to complete day to day workload. Equipment provide by contractor should be but not limited to ladders, scaffolding, PPE safety equipment, hard hats, safety eyewear, gloves, masks, small hand tools, power tools, plastic dust barrier assemblies, negative pressure machines and mobile containment carts where applicable.

Preventive maintenance breakdown

Refrigeration or Refrigerated Systems The most important thing you can do to maintain any refrigerator or freezer and extend its life, is to keep the condenser clean. Performance of the air-cooled condensing unit, located on top of the cabinet, depends exclusively upon the amount of air passing through the condenser fins. Keep evaporator coils (cold air) and condenser coils (warm air) clean. Never obstruct airflow of fans. Remove dust dirt or debris from coils. Clogged condenser coils are the main cause of compressor failure. Depending on the application, coils should be cleaned monthly or every other month in heavy use areas. COR will determine frequency per piece of equipment at each location.

All evaporator coils should be free of ice by visual inspection.

All door gaskets should seal from outside air completely. Gaps will have a big impact on performance. Seals should be evaluated and repaired/replaced as necessary.

Evaporator fins should be cleaned often, especially when the unit is exposed to grease.

Are temperatures with +/- 5 degrees F of the desired setting?

Is unit plugged in properly? Verify during all onsite inspections.

Reach in Refrigerators Keep evaporator coils (cold air) and condenser coils (warm air) clean. Never obstruct airflow of fans. Remove dust dirt or debris from coils. Clogged condenser coils are the main cause of compressor failure. Depending on the application, coils should be cleaned monthly or every other month in heavy use areas. COR will determine frequency per piece of equipment at each location.

All evaporator coils should be free of ice by visual inspection.

All door gaskets should seal from outside air completely. Gaps will have a big impact on performance. Seals should be evaluated and repaired/replaced as necessary.

Evaporator fins should be cleaned often, especially when the unit is exposed to grease.

Check hinges handles, knobs or grates monthly.

Are temperatures with +/- 5 degrees F of the desired setting?

Is unit plugged in properly? Verify during all onsite inspections.

Freezers Freezers will run more efficiently, consume less energy, and provide a maximum of trouble-free service throughout its lifetime if the condenser is kept clean and an adequate supply of clean, cool air is provided at all times. Periodically (at least once a month) inspect the condenser coil, which is located directly behind the front grill, to check for debris or blockage.

All door gaskets should seal from outside air completely. Gaps will have a big impact on performance. Seals should be evaluated and repaired/replaced as necessary.

Check hinges handles, knobs or grates monthly.

Are temperatures with +/- 5 degrees F of the desired setting.

Is unit plugged in properly? Verify during all onsite inspections.

Walk-in Refrigerator & Freezer Combination walk-in refrigerators and freezers require the same basic maintenance requirements as single-use units.

As with single-use units, proper walk-in maintenance is crucial with combination units to maximize the equipment's service life and energy efficiency. Inspect evaporator coils for ice build-up and dripping monthly. Inspect drain lines for blockage monthly.

Thoroughly vacuum condensers. Dirt or debris blocking a condenser can cause the unit to overheat and fail. Check evaporator fan blades to ensure there are no nicks that will compromise operation.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Are temperatures with +/- 5 degrees F of the desired setting.

Is unit plugged in properly? Verify during all onsite inspections.

Griddle and Range Top Maintenance Maintaining grills is important from a safety standpoint since grease build up is a fire hazard. When cleaning flat top griddle visually inspect doors to check for torn gaskets and seals.

Are temperatures with +/- 5 degrees F of the desired setting.

Brush off racks/grates and soak oven them in warm, soapy water.

Brush out crumbs and other remnants from the interior.

Wipe down interior walls with a damped soft cloth. Use mild dish soap, if necessary.

Wipe down exterior surfaces with a soft cloth, warm water and mild detergent.

Clean the flattop with a solution of warm water and mild detergent (if applicable).

Remove debris from the vent.

Empty and clean drip trays with degreaser.

Conveyor units only – Brush remnants off conveyor belt with a brush.

Cook and hold units only – Remove and clean shelves, racks and drip pans in warm water and mild detergent.

Deck units only – Clean ash and debris inside the oven using a brush or scraper.

Deck units only – Remove and brush debris off cooking stone.

Char broilers When cleaning char broilers visually inspect doors to check for torn gaskets and seals.

Are temperatures with +/- 5 degrees F of the desired setting.

Burn off grates by placing on broiler face down.

Keep air shutters clean.

Keep pilots clean.

Replace elements and grates semiannually.

Check for proper ventilation.

Gas Grill Although carbon debris acts as a non-stick coating, sealing steel from damaging sodium and citric acids, grill grates should be scraped and cleaned periodically with a wire brush to remove excess food particles. Gas grills should be cleaned and scrapped quarterly.

Take apart and wipe down grills once per month, depending on the operation's volume and type of products cooked.

Radiants should be checked at monthly and cleaned thoroughly in a pot sink.

Radiants and lava rock should be replaced every six to 12 months, or as needed depending on the operation's volume.

Quarterly burners should be checked for cracks and pin holes, which can cause uneven cooking and premature wear on the unit. Burner valves should be oiled monthly.

Are temperatures with +/- 5 degrees F of the desired setting.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Burner air shutter openings must be kept clean and free of grease build up Burner ports must be kept clean. To clean burners, boil them in a detergent and water solution for 15-20 minutes, then either brush with a wire brush or clean gas ports with a sharp-pointed metal instrument to ensure open ports. Use caution not to enlarge or damage ports.

The open burner pilot flash tubes and the burner ignition port must be clear for burners to ignite properly from the pilot.

Steamers, Kettles & Tilt Braising Pans Clean the unit with warm water, mild detergent, and a brush.

Empty and clean drip trays with mild detergent and warm water.

Steam kettles only – Wipe down external and interior surfaces with a soft cloth dampened in mild detergent and warm water.

Tilt braising pans only – Wash front, back, sides and splash guards with a soft cloth, warm water and mild detergent.

Are temperatures with +/- 5 degrees F of the desired setting.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Combi Oven Maintenance Because combi ovens relies on steam to cook foods, it will be required to perform regular deliming maintenance to prevent scale buildup. Many combi ovens include an automatic cleaning feature. The equipment manual will contain more detailed information on the types of cleaning cycles your combi oven requires. Contractors should reference the manual cleaning schedules and document proper cleaning of each combi oven in coordination with the owners scheduled cleanings. Cleaning should be as follows if not expressed in the owner’s manual:

Monthly Combi oven Clean racks and interiors Remove and clean drip tray Clean and sanitize food probe Wipe down door gasket with approved cleaner Delime the steam generator Remove and clean air filters Inspect drain lines Check door gasket for tears Inspect door hinges for signs of wear Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Are temperatures with +/- 5 degrees F of the desired setting.

Food Prep Equipment Wash bowls, containers and all attachments in warm water and mild detergent after use.

Clean the machine and base with warm water, mild detergent and a soft cloth or small brush after use (refer to owner's manual for specific instructions).

Sanitize and dry the machine after use.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Ware washers Drain water from the unit.

Remove and clean wash arms with warm water, mild detergent and soft cloth or brush.

Remove and clean curtains with warm water, mild detergent and a soft cloth or brush.

Record the internal temperatures of each unit.

Are temperatures with +/- 5 degrees F of the desired setting.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Beverage & Coffee Machines Clean exteriors of coffee and beverage machines with mild detergent, warm water and a soft cloth.

Clean or replace coffee machine filters at least once every month.

Clean syrup connectors on beverage dispensers by soaking them in manufacturer-recommended cleaning solution and sanitizer (refer to these general instructions or the owner's manuals).

Descale coffee machines every four to six weeks (refer to these general descaling instructions or the owner's manuals).

Are temperatures with +/- 5 degrees F of the desired setting.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Are temperatures with +/- 5 degrees F of the desired setting.

Visually inspect doors to check for torn gaskets and seals.

Check hinges handles, knobs or grates monthly.

Meat Slicer Monthly Lubrication is required per device The motor and knife bearings are permanently lubricated - do not add oil or grease. To insure continued smooth operation of sliding parts, use the oil supplied with the slicer or a light mineral oil as follows:

Apply about ten drops of oil to platform shaft every two months. NOTE: Shaft must be clean before lubricating.

Apply 2-3 drops of oil to food pusher shaft and knife cover shaft after each cleaning.

Sharpen blade as needed.

INSPECTING THE SLICER FOR DAMAGED OR BROKEN PARTS INCLUDING GASKETS & SEALS. A thorough visual inspection should be made of the entire slicer and its parts. Inspect all components often and for an authorized service agent to inspect the entire slicer at least every 6 months, including all parts that are detachable for cleaning and sanitizing. This inspection should include looking for damaged parts, broken seals or gaskets, and areas that may be more difficult to clean and sanitize.

Garbage Disposals Like any other piece of commercial kitchen equipment, though, garbage disposals require some preventative and planned maintenance to ensure they have long, productive service lives. Following inspections will be verified monthly:

Check to see if hoses and neck pieces are in place Check for tight belts Check for water leakage Check for excessive wear Check operation of controls Check for proper amperage draw Check for proper water flow when on Check for vibration or noise Check for obstructions or damage to blade assembly Check for clogged drains Check Garbage disposal supports for wear Check drain seals and drain seals

General Preventative Maintenance

Date:_____________________

Technician:____________________________________________________________

Hours of operation & Reporting for Duty: Contractor staff shall report for duty to the designated locations for each campus to be established by the Contracting Officer Representative (COR). The contractors shall review the required tasks and scheduling with the Facilities and Engineering supervisor Point Of Contact (POC) prior to the start of each workday. The workday hours shall be coordinated with the COR but will generally be an 8-hour day beginning at 8:00am. Hours may be adjusted/flexed to fit each campuses need. This will be determined by the COR and be presented in written format for any schedule changes.

Reporting Requirements: Upon completion of work, the Contractor shall document services electronically or written in a legible format and provide to the COR. If services are performed after normal businesses hours, the Contractor shall report to the VA site manager or designee. Contractor to provide the service report to the COR on the next business day (with the signature of the VA site manager) to substantiate hours work performed.

Invoicing: Contractor to submit invoicing within monthly intervals. Invoicing is to be line itemed and as detailed as possible. Labor hours are to be clearly marked by trade. Items that are not included in afore mentioned services agreement are not to be invoiced through this contract. Invoicing will be reviewed by the Contracting Officer Representative (COR) for authenticity. Items not to be billed to this contract will be equipment damage, storage fees, fuel fees, rental costs, unverified hours, travel cost, additional fees, taxes, etc. Invoices will be rejected and be required to be resubmitted if errors are detected.

Ordering Activities and Officers: The Contractor and/or its staff shall not accept any instructions issued by any other person(s) other than the Contracting Officer, the COR, or his/her delegated representative acting within the limits of his/her authority. Purchase of materials, orders or additional service will be documented and coordinated through the COR.

Safety and Security Precautions:

a. The Contractor shall comply with all applicable Federal, State and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees.

b. Contractor shall provide his/her employees with the necessary safety equipment required for performance of the contract. The contractor shall take precautions regarding fire and safety policies/procedures within VAMC and their associated Clinics.

c. Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property.

d. No flammable liquids shall be stored in non-designated areas or used in the medical center without communication and written approval from the Contracting Officer Representative (COR).

e. The Contractor and/or its staff shall immediately notify the COR of any existing or potentially unsafe conditions, i.e., frayed electrical cord, dripping, or seeping of fluids.

f. The Contractor shall receive from the COR a permit for all cutting, welding, soldering, or “Hot Work” of any kind. All permits shall be prominently displayed during all activities.

g. All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads.

HAZARDOUS MATERIAL REPORTING:

a. The Contractor shall maintain hazardous material inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR’s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project’s completion. The amounts used shall be maintained for the project duration.

b. Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval and copies furnished to the Contracting Officers Technical Representative.

c. In the event of a spill, Contractor shall immediately notify the Contracting Officer’s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup and / or damage resulting of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761.

Smoking Policy: Smoking is not permitted within the VAMC facilities. Smoking is prohibited in building or on the campus grounds. Contractors found smoking in/on campus, in their vehicles will be removed from campus and contractors supervision notified.

Service Calls: Contractor’s to provide emergency contacts, standard point of contacts name, phone number and email address for contractor POC.

Changes. Only those services specified herein are authorized. Services that are not included in the contract shall NOT be provided unless authorized via a modification issued by the Contracting Officer.

Overtime: Overtime shall be approved by the COR or his/her designated representative prior to services being rendered.

Badges and Parking: Contractor personnel are required to wear identification (I. D.) badges issued by the VA Security Office during the entire time they are on the grounds of the VAMC or one of its clinics.

It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. Parking information is available from the VAMC Security Office. The Government shall not validate or reimburse for parking violations under any circumstance.

At the Loch Raven Campus, Contractors will park along the designated contractors parking area The Alameda. Contractors may temporarily park vehicles closer to buildings for “drop off” purposes that do not exceed 30 minutes per day unless otherwise discussed with the COR. Contractors may not offload and leave vehicles in the loading dock location.

At the Baltimore Veterans Administration Hospital, Contractors may park along any adjacent street location legally available for parking. Contractors may not park in the garage beneath the building. Offloading time will be 30 minutes per day on the rear loading dock. Contractors may not offload and leave vehicles in the loading dock location.

At the Perry Point Campus, there are currently no restrictions to parking near building 17H. Contractors may find the closest available parking space to facilitate completion of the days task at that campus. Contractors may not offload and leave vehicles in the loading dock location longer than 30 minutes.

National Holidays: Listed below are the eleven national holidays:

Also included would be any day specifically declared by the President of the United States of America as a National holiday.

Sources Sought Notice image1.jpeg