36C25026Q0489 COMBINED SYNOPSIS.docx

1. General: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in RFO 12 and as supplemented with additional information included in this notice. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C25026Q0489, in accordance with RFO 12. This announcement constitutes the only solicitation; QUOTES ARE BEING REQUESTED and a written solicitation will not be issued. Awards resulting from the (RFQ) will be based on Brand Name or Equal to the Department of Veterans Affairs giving consideration to: Technical, delivery, past performance, and Price. This acquisition is Unrestricted, the North American Industry Classification System (NAICS) code is 333310 and has a size standard of 1,000 employees. The solicitation incorporates provisions and clauses in effect through the Federal Acquisition Circular (FAC) 2026-01, effective March 13, 2026.

1. Line Item(s):

ITEM INFORMATION

TRAYLINE

PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing PRODUCT/SERVICE CODE: 7310 - Food Cooking, Baking, and Serving Equipment

MANUFACTURER PART NUMBER (MPN): TRAYLINE

NATIONAL STOCK NUMBER: TRAYLINE

LOCAL STOCK NUMBER: TRAYLINE

1. Statement of Work (SOW):

I. Background:

The Department of Veteran Affairs Cleveland Medical Center (CLE VAMC) requires the replacement of an existing trayline system to support high-volume patient meal assembly operations within a healthcare dietary environment. The current system is outdated and does not fully support efficient workflow, infection control standards, or modern dietary service demands.

This acquisition will provide a hospital-grade, fully integrated trayline system designed to improve operational efficiency, maintain food safety standards, and support continuous patient meal service.

II. Scope:

The Contractor shall provide all labor, materials, equipment, transportation, supervision, and technical expertise necessary to furnish, deliver, remove existing equipment, install, configure, test, and make fully operational a complete trayline system.

The system shall be delivered as a 100% turnkey solution, including all mechanical, electrical, and plumbing coordination required for full operation.

III. Specific Tasks:

General Requirements:

The Government requires a fully integrated trayline system that operates as a single, cohesive solution. All components must function together without reliance on multiple independent systems, third-party integration, or post-installation customization.

Proposed systems that rely on multiple manufacturers, fragmented components, or require significant integration effort introduce unacceptable risk to installation, system performance, workflow efficiency, infection control, and long-term maintenance and will not be considered acceptable.

Offerors proposing brand name or equal solutions (e.g., Burlodge or equivalent) must demonstrate equivalent system-wide integration, compatibility, and performance.

Enterprise Management Controls

The contractor shall confirm existing conditions to determine all the mechanical, electrical, and plumbing utilities at the site. Any modifications to the existing utilities shall be included as part of this contract. There is NOT a separate site preparation contract for utilities required for the new equipment. The contractor shall provide the removal, disposal, delivery, installation, and configuration services of the replacement trayline. The contractor will be responsible for all removal and installation services of the requested equipment and provide equipment that meets all listed salient characteristics and space and utility requirements outlined herein. The contractor shall review the provided CAD drawing and provide a solution that is operational within the designated space and is responsible for and will ensure proper hookup and connections to utilities.

The contractor shall provide the following services for each listed deliverable:

· Removal of the existing trayline. The contractor shall be responsible for the hauling and disposal of the current equipment. The contractor shall provide a dumpster for the disposal of waste/materials/existing equipment.

· Upon removal, the facility will need to complete flooring repairs and will indicate to the contractor that these repairs are completed so that the continuation of installation services by the contractor can take place.

· The VA is requesting a minimum of ten (10) business days after removal of equipment to complete necessary flooring repairs and replacement activities. All scheduling and coordination of the removal and installation services shall be coordinated with VA Engineering to ensure that all flooring work can be scheduled and completed prior to the installation of the new equipment. The VA will not accept any installation services to be completed/scheduled until the flooring repair/replacement services are complete.

· The contractor shall meet the new equipment at the facility dock, unload, uncrate, and move it into the designated area of installation where assembling will be completed by an OEM certified service engineer of the equipment.

· The contractor shall dispose of all debris in a provided dumpster by the contractor

· The contractor shall start up and test all equipment upon installation

Utilities and Construction:

The Government’s intent is to procure a trayline system that is compatible with existing facility infrastructure and does not require construction or major utility modifications. The requested equipment, including brand name or equal solutions, is expected to operate within the current electrical, plumbing, and ventilation capacities of the facility.

However, in the event that the proposed system requires minor adjustments to existing utilities to achieve full operational capability, the Contractor shall be responsible for completing such work as part of this contract. This includes, but is not limited to:

· Reworking electrical connections for the new equipment, if required

· Reworking any plumbing necessary to support the new equipment, if required

· Reworking existing ducting to accommodate the trayline configuration below the ceiling, if required

Any such modifications shall be limited in scope and shall not constitute major construction. Systems that require significant facility modification, structural changes, or extensive utility upgrades will be considered non-compliant with the Government’s requirement.

The Government’s expectation is that the requested equipment, or equal, will be compatible with existing utilities and will not necessitate the above modifications under normal installation conditions.

Electric Utilities:

· Hot Food Server (4 or 5 wells): 208/1PH or 208V/3PH power required

· B-Cool Lean Air Curtain Refrigerator: NEMA5-20P

· Mobile plate and dish dispenser: 120v/60/1-ph, 1000 watts, 8.4 amps, cord with NEMA 5-15P, cULus, UL EPH CLASSIFIED

· Refrigerated Tray Slide Table: 120v/60Hz/1PH power

Standard components:

· Complete with 6 Dividers for each unit - Model #B2-SSD-22-11G (Item #2A)

· Complete with 5 Anti-Falling devices each unit - Model #B2-AT-REV2 (Item#2B)

· Complete with total 2 ea. Storage Bins for Dividers – Model #B2-CBD (Item#2C)

· Complete with a complement of large and small bins and dividers as required.

System-Wide Requirements (Applies to All Items):

All equipment shall meet the following requirements:

· Constructed of stainless steel or corrosion-resistant materials

· Support cleanability and infection control standards

· Operate on standard commercial electrical systems (120V–240V, single phase preferred)

· Fit within existing dietary space constraints without requiring major facility modification

· Support continuous trayline workflow operations through a fully integrated trayline solution

· Be compatible with standard healthcare tray sizes (approximately 14” x 18” to 18” x 26”)

Hot Food Server (4-Well to 5-Well Configuration):

Minimum Requirements:

· Configuration: Minimum 4 wells, up to 5 wells

· Dimensions:

· Length: 48” – 84”

· Depth: 28” – 36”

· Height: 34” – 60” (including shelving)

· Must maintain ≥140°F hot holding temperature

· Must include:

· Minimum one (1) overhead shelf (maximum two (2) tiers)

· Integrated work/staging shelf (minimum 6” depth)

· Must include wet or dry heating system

· Must support full-size and fractional food pans

Maximum Constraints:

· Shall not exceed 5 wells per unit

· Shall not exceed 2-tier overhead shelving

· Shall not require non-standard electrical infrastructure

Gravity Shelf System with Bin Storage:

Minimum Requirements:

· Shelf width: 24” – 30”

· Shelf depth: 18” – 26”

· Height: 60” – 84”

· Must include:

· Gravity-fed shelving system

· Divider bars for separation

· Anti-fall retention system

· Must include modular bin system:

· Small and large bins

· Replaceable dividers

Maximum Constraints:

· Total system depth shall not exceed 36”

· System shall not obstruct workflow or access Tray Table (Non-Refrigerated):

Minimum Requirements:

· Dimensions:

· Length: 60” – 96”

· Depth: 24” – 30”

· Height: 34” – 36”

· Must include:

· Flat work surface (no slope required)

· Lower storage shelf

· Must support integration with adjacent trayline components

Maximum Constraints:

· Shall not include unnecessary powered components

· Shall not exceed ergonomic height standards

Refrigerated Tray Table (Cold Food Station):

Minimum Requirements:

· Must maintain ≤41°F

· Dimensions:

· Length: 60” – 120”

· Depth: 30” – 36”

· Must include:

· Food protection (covers or guards)

· Tray-compatible cold storage surface

· Must support continuous operation during service

Maximum Constraints:

· Must operate on self-contained refrigeration (no remote condenser)

· Shall not exceed noise or heat levels that negatively impact workspace

Refrigerated Storage Unit (B-Cool Type System):

Minimum Requirements:

· Must maintain ≤41°F

· Must support multiple tray storage

· Dimensions:

· Width: 30” – 60”

· Depth: 30” – 36”

· Height: 60” – 84”

· Must include:

· Dual-access doors (preferred) or equivalent workflow capability

· Must support 18” x 26” trays (or facility equivalent)

Maximum Constraints:

· Shall not exceed available footprint

· Door configuration shall not obstruct workflow

Mobile Tray Dispenser:

Minimum Requirements:

· Must accommodate tray sizes 14” x 18” to 18” x 26”

· Dimensions:

· Width: 20” – 36”

· Height: 36” – 60”

· Must include:

· Smooth dispensing mechanism

· Locking casters

· Must support high-volume operation

Mobile Heated Plate Dispenser:

Minimum Requirements:

· Must be a heated unit (120V preferred)

· Must include:

· Enclosed cabinet

· Minimum 2-silo configuration

· Must maintain appropriate plate warming temperatures

· Must include casters with brakes

· Must be UL listed or equivalent

Maximum Constraints:

· Shall not exceed standard electrical load (≤120V preferred)

· Shall not exceed 2–3 silo configuration

Training and Implementation:

Minimum Requirements:

· On-site training for staff

· Operational and maintenance instruction

Installation Services:

Minimum Requirements:

· Delivery coordination

· Uncrating and placement

· Installation during normal business hours

· Coordination with Government for final connections

Constraints:

· Must not require major facility modification

· Utilities must be within ~5 feet of final placement

IV. Performance Monitoring:

The COR will monitor contractor performance based on:

· Timeliness of delivery and installation

· System functionality and operational readiness

· Responsiveness to issues or deficiencies

· Quality of training and documentation

V. Other Pertinent Information or Special Considerations:

The trayline system shall be provided as a fully integrated, turnkey solution by a single manufacturer or an authorized distributor capable of delivering all components, installation, and support services as one cohesive system. The Contractor must demonstrate the ability to provide a complete system solution without reliance on multiple independent vendors or post-installation integration efforts.

All equipment shall be new (not refurbished) and comply with applicable NSF certification (or equivalent), UL listing, and healthcare sanitation standards. The system must support infection control practices and be designed for continuous operation in a healthcare dietary environment.

Any system requiring significant customization, third-party integration, or modification after installation to achieve full functionality will be considered non-compliant with the Government’s requirement for a fully integrated solution.

a. Inspection and Acceptance Criteria.

Inspection and acceptance of all deliverables under this contract shall be performed by the Contracting Officer’s Representative (COR) or designated Government personnel at the place of performance. Acceptance will be based on compliance with all requirements outlined in this Statement of Work.

VI. Place of Performance:

The supplies shall be delivered to the warehouse. There is a dock.

Louis Stokes Cleveland Veterans Affairs Medical Center Pathology & Laboratory Medicine Service 10701 East Blvd.

Cleveland, OH 44106

VII. Period of Performance:

Delivery, installation, and full system implementation shall be completed within 90 calendar days from date of award.

VII. Delivery Schedule.

All equipment shall be delivered during normal business hours unless otherwise approved by the COR. Business hours are 8:00 am to 4:30 pm.

The Contractor shall provide a minimum of 20 business days advance notice prior to delivery and installation.

IX. Government Holidays:

National holidays observed by the Federal Government are as follows:

If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President.

1. Applicable Provisions and Clauses:

The following clauses apply to this acquisition: RFO 52.212-4, Contract Terms and Conditions - Commercial Items, with the following added as addenda to the clause, 52.212-4; Addendum to 52.212-4 Contract Terms and Conditions-Commercial Items,; 52.252-2 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 ; 52.203-17; 52.203-19; 52.204-13; 52.209-6; 52.209-10; 52.219-4; 52.222-19; 52.222-35; 52.222-36; 52.222-50; 52.222-54; 52.223-12; 52.223-23; 52.225-5; 52.226-8; 52.232-33; 52.232-40; 52.233-3; 52.203-11;52.203-18; 52.204-7; 852.212-72; 852.246-71

5. Procedure for submitting documents to the Department of Veterans Affairs:

DOCUMENTS THAT ARE TO BE PROVIDED TO THE CONTRACTING OFFICER WILL BE SUBMITTED USING THE APPROPRIATE VEHICLE BELOW.

email: rachelle.hamer@va.gov

6. Submission of Offer:

All information shall be submitted in the manner described below and offerors who do not submit all information may not be considered for award.

0. Contractor shall provide an authorized distribution letter. The Contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized Contractor reseller for the proposed equipment/system such that the OEM warranty and service are provided and maintained by the OEM. All warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. The Contractor shall provide new items ONLY; no remanufactured or "gray market" items. All items must be covered by the manufacturer's warranty.

0. F.O.B. shall be destination.

0. This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information can be found at www.sam.gov.

0. Offers are to be broken out to include line item pricing for each item in separate quote.

0. All equipment shall be new, commercially available, and shall meet or exceed the stated requirements (brand name or equal).

0. This requirement will be awarded on all-or-none basis.

0. A site visit will be held on Monday, May 4, 2026 at 2 PM EST. All contractors will meet the VA staff at The Department of Veterans Affairs, 1620 East 105th Street, Cleveland, Ohio 44106, in the lobby. Please use the parking garage on the east side of the street, across from the meeting place. Any questions for directions, please contact Rachelle Hamer, Contract Specialist, at either Rachelle.Hamer@va.gov.

a. All Questions in response to the Solicitation are due no later than Wednesday May 6, 2026 at 1 PM EST. Questions shall be emailed to Rachelle.Hamer@va.gov on or before the date and time stated. Any Government responses, answers, and/or comments to all questions will be posted Thursday, May 7, 2026 on eBuy. Enter “RFK 36C25026Q0489 “Trayline” in the email subject line.

b. Offerors shall submit the following technical capability information:

· Provide brochures and cut sheets of equipment, with details on specifications, for the equipment that will be provided to the facility.

c. RESPONSES ARE DUE: Friday, May 15, 2026, at 5 PM EST. Offers will only be accepted electronically via e-mail rachelle.hamer@va.gov. Enter “RFQ 36C25026Q0489|Trayline” in email subject line. Late submissions may not be considered

7. Evaluation of offers:

Evaluation Criteria

This acquisition will be evaluated using a Best Value Tradeoff methodology for brand name or equal requirements.

Award will be made to the offeror whose quotation represents the best value to the Government, considering the following factors:

· Technical

· Past Performance

· Price

Technical is more important than Past Performance, and Past Performance is more important than Price. When combined, non-price factors are significantly more important than Price.

The Government will perform a comparative assessment of quotations, evaluating the relative strengths, weaknesses, risks, and overall value of each offer. The comparative assessment will be documented in a manner that clearly supports the source selection decision. Award may be made to other than the lowest-priced quotation if a higher-priced quotation is determined to provide superior value.

Brand Name or Equal Requirement

Offerors proposing an “equal” product shall provide sufficient descriptive literature (e.g., illustrations, drawings, specifications, or other documentation) to clearly demonstrate that the proposed product meets all salient characteristics identified in the solicitation.

The Government will evaluate the submitted information to determine whether the proposed product conforms to all stated requirements. Merely stating compliance is not sufficient. The Government is not responsible for locating or obtaining information not included in the quotation.

Technical Evaluation:

The Government will evaluate technical capability using a two-step approach:

· Technical Acceptability (Pass/Fail)

· Comparative Technical Assessment

Technical Acceptability (Pass/Fail)

A quotation must demonstrate that the proposed product meets all salient characteristics identified in the solicitation.

A quotation will be rated Unacceptable and will not be considered further if it:

· Fails to meet any salient characteristic

· Fails to provide sufficient descriptive literature

· Fails to clearly identify the product

Only quotations rated Technically Acceptable will proceed to further evaluation.

Comparative Technical Assessment

The Government will perform a comparative analysis of all Technically Acceptable quotations, assessing the degree to which each quotation demonstrates strengths, weaknesses, and risks in relation to the following areas:

· System Integration and Cohesion

· Workflow Efficiency

· Installation Approach and Risk

· Maintainability and Support

The Government will evaluate how well each quotation exceeds, meets, or fails to fully address these areas and the extent to which those differences provide value to the Government.

The evaluation will focus on:

· The benefits and advantages offered by each quotation

· The relative risks and potential performance impacts

· The degree of confidence in successful performance

No numerical or adjectival ratings are required; instead, the Government will document a comparative assessment of quotations to support a best value tradeoff decision.

Past Performance

Past Performance will be evaluated using a comparative assessment approach, considering relevance and quality of prior performance based on CPARS and other available sources.

The Government will assess the level of confidence in each offeror’s ability to successfully perform the requirement.

An Unacceptable level of confidence will render a quotation ineligible for award.

Price

Price will be evaluated for fairness and reasonableness.

In addition, price will be considered in relation to the technical value offered, and the Government will assess whether any price premium is justified by the benefits and advantages of a quotation.