36C24526Q0152.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Sources Sought Notice - Expires 12-12-25 @ 10 AM Repair AVTEC Tray Conveyor System Washington DC VAMC 36C24526Q0152

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 21902

SOLICITATION NUMBER* 36C24526Q0152

RESPONSE DATE/TIME/ZONE 12-12-2025 10:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J073

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

VAMC

10 N Greene St Baltimore MD 21201

POINT OF CONTACT* Contracting Specialist Torcara Charles torcara.charles@va.gov 410-642-2411

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Washington DC VA Medical Center

50 Irving Street NW Washington DC

POSTAL CODE 20422

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov /

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS torcara.charles@va.gov

EMAIL DESCRIPTION NC05

DESCRIPTION

SUMMARY:

Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this request for sources sought notice to identify vendors that are interested in and capable of providing contractor services. For a contractor to provide AVTEC Kitchen repairs for the Washington DC VA Medical Center per Scope of Work.

Interested & Capable Responses: Must respond with the following information.

NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Washington DC VA Medical Center.

Please respond to this RFI/Sources Sought 36C24526Q0152 with your:

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 DC 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?

Response Instructions:

Responses must be submitted by 10:00 AM (ET) Friday 12-12-2025, Responses to the information requested above must be submitted via email to Torcara Charles at Torcara.Charles@va.gov .

Respond: 36C24526Q0152– Sources Sought Notice | Company Name

This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.).

SCOPE OF WORK:

Repair AVTEC Tray Conveyor System

General:

The Contractor shall provide all labor, equipment and or parts to perform needed repairs or replacements to the AVTEC Tray Conveyor W2053646-1/W20536461-2 necessary to replace the hot well pans that have or are failing resulting in water leaks. Repairs shall include the replacement of tray pucks – pucks are part of the tray guide on the conveyor system. Repairs shall include the replacement of the control foot switch—control for the operator to stop/start the conveyor. The Tray Conveyor is in the Dietary Kitchen Room 1C-102 of Building 1 on the campus of the Washington DC VA Medical, part of VISN 05 located at 50 Irving Street NW, Washington DC 20422.

Scope of Work:

The Contractor shall furnish all equipment, labor, materials, apparatus, tools, parts, transportation, supervision, permits, disposal, and expertise necessary to provide ALL Services outlined in the Service agreement to the various manufactures of kitchen equipment listed below. The technician(s) shall complete all preventative maintenance following OEM procedures and standards of The Joint Commission. The contractor shall ensure all maintenance requirements as defined by the OEM and approved by the NSF (Nation Sanitation Foundation) standards are implemented as necessary for each unit of kitchen equipment listed below:

Repairs shall include:

8 each pan inserts 12 X20 Stainless-steel HFT w spout.

20 each Tray puck guides.

1 each Foot actuated switch for wet locations.

Skill and Knowledge:

A trained inspector/operator that is proficient in performing the following (individual equipment specific):

The technician(s) shall have the knowledge and expertise to ensure the equipment under this contract is safe, expertly maintained, fully certified and 100% for use by the dietary kitchen staff. The technician shall ensure the level of service is delivered with the highest level of technical expertise and fully compliant with the original equipment manufacturer (OEM) quality and regulatory requirements.

The Contractor shall have field service representative or representatives who have received manufacture training specific to the models of the kitchen assets listed in the Repair List.

The Contractor shall provide, upon request, evidence of appropriate manufacture training of any field service certifications issued by the manufactures of the equipment listed in the Repair List.

Equipment to be inspected:

8 each pan inserts 12 X20 Stainless-steel HFT w spout.

20 each Tray puck guides.

1 each Foot actuated switch for wet locations.

Scheduling:

The Contractor shall schedule with the Contracting Officers Representative (COR). The COR will ensure the staff using the space is notified when work is Scheduled to take place to ensure minimal impact to the any processes taking place.

The Contractor shall schedule with the COR at least 72 hours in advance and during normal working hours.

All Services shall be performed during regular business hours from 7:30 AM to 4:30 PM EST. unless portions require the work to be done after hours for the safety of both patients and staff—see overtime rates. Monday through Friday except for Federal Holidays. Federal Holidays observed (listed below) and any other day declared by the President of the United States by Executive Order deemed a Holiday.

Responsibility:

Only newly manufactured service parts shall be used. Parts shall be manufactured by the maker of the equipment or equal (if approved by the manufacture OEM).

Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications.

Repair/replacement parts are covered under this contract per the terms of the service agreement unless considered beyond normal wear and tear as —for this, when parts are needed for a specific repair, the contractor will provide a price quote with an itemized list identifying each part needed to complete the repair and the cost.

The Contractor shall remove and dispose of all defective parts.

Inventory— the Contractor shall survey all kitchen equipment assets throughout the Dietary and Community Living Center (CLC) Kitchen to ensure equipment has been included on inventory list provided.

Service Histories—The Contractor shall be able to provide a service record on each asset. Provided details of failures to show reason for failure to allow the Facilities Management Service to structure a cause of failure for the purpose of replacement of equipment repair cost exceeding the value of the equipment.

The Contractor shall perform preventative and corrective maintenance according to each of the manufacture’s specifications and outlined in the service agreement; to include at minimum the test listed in in section 2 of this SOW. The Contractor shall retain and provide written procedures to be followed to document evidence demonstrating that each kitchen equipment asset has been inspected according to those procedures.

If any kitchen equipment assets are found in the inventory are discovered to be obsolete and/or no longer supported by the manufacture, the Contractor shall document said asset and inform the COR. Preventative Maintenance shall continue with such assets including safety and performance testing. If an asset is found to be defective and fails requiring parts or components that are not available, the component shall be extracted from service and tagged “DO NOT USE”. The Contractor shall inform COR, and the COR shall inform the Dietary Services the status of the asset and coordinate the turn-in of said asset.

The Contractor will maintain records of all Preventative and Corrective Maintenance and Repairs.

Emergency Services—The Contractor will provide all services during normal business hours, Monday through Friday.

New Equipment—N/A

Preventative or Corrective Maintenance Service will normally be performed in the permanent locations of the listed kitchen equipment asset unless portable and can be moved to a remote location to service

Repair and emergency repairs may be conducted in the kitchen space(s).

Upon completion of maintenance activities, or as work progresses, the Contractor removes all replaced parts/debris.

Physical Effort:

Prolonged physical effort is not routine. Occasionally lifts objects weighing over 50 pounds. Lifting equipment, such as chain hoists, is available for heavier objects. Some standing, stooping, bending and working on ladders (occasionally over operating equipment) is required.

Working Conditions:

Most of the time the work is performed indoors with adequate light and ventilation. Occasionally works in areas of temperature extremes, e.g., 100 degrees Fahrenheit and above in the plant or is exposed to changes in temperature while working on outside cooling towers, roof exhausts, and ventilating fans.

Noise level is often high, sometimes to the point of requiring ear plugs to prevent permanent damage to the hearing. Other protective devices such as goggles, masks and gloves may be needed periodically.

Exposed to possibility of burns when working on steam and hot water lines. Occasionally works in contaminated areas and is exposed to communicable diseases when changing filters, etc. Operators are also subjected to noxious gases, cuts bruises and scrapes.