36C25526Q0651 sources sought.docx

Sources Sought Notice Sources Sought Notice

Hobart FT1000E Base (Brand name or equal)

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Erika Kobulnicky Erika.Kobulnicky@va.gov 913-946-1991

PLACE OF PERFORMANCE

Kansas City VA Medical Center

4801 East Linwood Boulevard

Kansas City MO

ADDITIONAL INFORMATION

DESCRIPTION

SOURCES SOUGHT NOTICE

Disclaimer—Sources Sought/Market Research Only This notice is issued solely for market research and planning purposes. It does not constitute a solicitation, request for proposal, invitation for bid, request for quotation, commitment, promise, or obligation by the Government to procure any supplies or services. The Government is not requesting pricing or proposals at this time and will not reimburse any costs associated with responding to this notice.

The attached Draft Statement of Work (SOW) is preliminary and is provided only to describe the Government’s current anticipated requirement and to obtain industry capability and market information. The Government may revise, add to, delete from, or otherwise modify any aspect of the anticipated requirement, acquisition strategy, performance period, delivery schedule, installation scope, site conditions, specifications, and terms and conditions before issuing any formal solicitation.

If issued, the formal solicitation will contain the final requirement, including any available floor plans, photographs, verified utility information, delivery/access details, site-visit instructions, if applicable, and other site-specific information. Interested parties should not rely on the draft SOW as a final statement of requirements.

Information received in response to this notice may be used by the Department of Veterans Affairs for developing the acquisition approach, SOW, and performance specifications. Interested parties are responsible for marking proprietary or competition-sensitive information. The Government will not award a contract based on this notice, nor otherwise pay for information submitted in response.

Purpose The intent of this Sources Sought Notice is to conduct market research to identify potential qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), 8(a), HUBZone, and other Small Businesses interested in and capable of providing the services described below.

Requirement The VA Heartland Network 15 Contracting Office, located at 3450 South 4th Street, Leavenworth, KS 66048-5055, anticipates a requirement for a commercial, high-capacity warewashing system, name brand or equal to a Hobart commercial pot/pan/utensil washer (for example, Hobart FT1000E+Base or equivalent), capable of washing and sanitizing large pots, pans, utensils, sheet pans, and mixing bowls used in a healthcare food service environment.

The anticipated scope includes furnishing the equipment; delivery; removal of existing equipment, as applicable; installation; start-up and commissioning; operator training; and a minimum one-year parts-and-labor warranty. Contractor personnel performing on-site work shall comply with all applicable VA information security and privacy requirements in effect at the time of performance, including required training and incident reporting at the Kansas City VA Medical Center in Kansas City, Missouri. Refer to the Draft SOW for additional details.

If offering the Hobart brand, the respondent must be a certified supplier and service provider of Hobart equipment. The respondent must provide an Original Equipment Manufacturer (OEM) authorization letter from Hobart, signed and presented on Hobart letterhead, confirming the respondent’s authorization to supply and service the offered Hobart equipment.

NAICS and Socio-Economic Designation The applicable NAICS code is 333310, Commercial and Service Industry Machinery Manufacturing, with a size standard of 1,000 employees. Please indicate whether your company is a small or large business under this NAICS code and identify all applicable socio-economic classifications.

Required Capabilities Responses should demonstrate sufficient technical expertise for the Government to assess the organization’s qualifications to perform as a prime contractor. Include the following:

1. Company name, address, point of contact, telephone number, and email address.

2. Unique Entity Identifier (UEI), CAGE code, and Tax ID number.

3. Small-business designation and socio-economic status, such as SDVOSB, VOSB, 8(a), HUBZone, WOSB, or SDB.

4. Any Federal Supply Schedule (FSS), GSA, VA NAC, NASA SEWP, or other federal contract that could support this requirement, including the contract number.

5. A capability statement describing qualifications and ability to perform the anticipated requirement as a prime contractor.

6. Relevant OEM authorization, technical certifications, service coverage, lead time, warranty capability, and small-business status.

7. If offering Hobart equipment, the signed Hobart OEM authorization letter on Hobart letterhead confirming certified supplier and service-provider status.

Industry Feedback Requested To support market research and acquisition planning, respondents are requested to address the following:

1. Whether the respondent can furnish, deliver, remove existing equipment, install, commission, train staff, and support a commercial pot/pan/utensil washer meeting the draft functional requirements.

2. Whether the stated maximum equipment dimensions—47.5 inches wide, 46 3/7 inches deep, and 86 inches floor-to-hood—are sufficient to assess equipment compatibility.

3. What minimum site information the respondent would need in an eventual solicitation to provide firm turnkey pricing without a site visit.

4. What utility data the respondent would need, including electrical capacity and disconnect details; hot- and cold-water size, pressure, and temperature; drain size, location, and elevation; hood/vent details; and anchoring/floor information.

5. What delivery-route and access information the respondent would need, including loading dock, door, elevator, and corridor dimensions; turning clearances; permitted work hours; escorts; and other restrictions.

6. Whether a site visit would be customary or necessary for this type of installation, and why.

7. Relevant OEM authorization, technical certifications, local and/or regional service coverage, anticipated lead time, warranty capability, and small-business status.

This feedback is requested because market research may include engagement with industry and assessment of customary commercial practices, customization needs, and costs.

Additional Information This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government’s acquisition approach. Any future solicitation will be announced separately. Responses to this notice are not a request to be added to a prospective bidder’s list and do not guarantee that a solicitation will be issued.

Based on responses to this notice, the Government may set aside any resulting procurement for SDVOSBs, VOSBs, or another small-business category. If inadequate response from SDVOSBs is received, alternate set-asides or full and open competition may be considered in accordance with Public Law 109-461, Section 8127 (Veterans Benefits Act).

Response Instructions Responses must be submitted by email to Erika Kobulnicky at Erika.Kobulnicky@va.gov no later than Thursday, September 10, 2026, at 7:00 AM CST. Telephone responses will not be accepted.

DRAFT—FOR SOURCES SOUGHT / MARKET RESEARCH ONLY

NOT A SOLICITATION; NOT A REQUEST FOR PROPOSAL, QUOTATION, OR PRICING

This Draft Statement of Work is preliminary and subject to change. The Government may revise the scope, specifications, site information, performance schedule, installation requirements, and all other terms before issuance of any solicitation. No award will result from responses to this Sources Sought notice.

Draft Statement of Work (SOW)

Flight‑Type Dishwasher for the Kansas City VA Medical Center (KCVAMC)

1. Background KCVAMC Nutrition & Food Services requires replacement of the existing Pot, Pan, and Utensil Washer located in the main kitchen (Room mb.255). The current unit is beyond economic repair and no longer meets operational sanitation requirements.

2. Scope The Contractor shall provide, deliver, install, and commission one commercial flight‑type dishwasher (name brand or equal to Hobart FT1000E+BASE) that meets or exceeds the functional performance requirements specified herein, and shall provide on‑site operator training and standard warranty support. Solutions proposed as “equal” must fully meet the salient functional characteristics and performance standards in Sections 4 and 7.

3. Objectives

· Restore reliable, compliant high‑temperature sanitizing of pots, pans, and utensils to support KCVAMC NFS operations.

· Reduce water/energy use within the required performance envelope.

· Ensure safe, code‑compliant installation with minimal disruption to patient care and kitchen operations.

· Transfer knowledge through effective operator training and provision of OEM operation & maintenance manuals.

4. Performance Requirements / Tasks

4.1 Equipment Supply (Commercial Product)

· Sanitizes with high temperature: wash ≥150°F and final rinse ≥180°F (as measured at respective manifolds).

· Water use: nominal ≤2.35 gallons per cycle.

· Capacity: chamber accepts 20 full‑size pans or one 140‑quart mixing bowl.

· Wash/rinse action: dual, revolving anti‑clog wash and rinse arms (upper/lower).

· Plumbing features: automatic fill, pumped drain, delime pump, water hammer arrestor kit.

· Power/heat: electric tank heat, 208–240 V / 60 Hz / 3‑phase; corrosion‑resistant pump.

· Throughput: selectable timed cycles yielding approximately 20 racks/hour (2‑min), 12 racks/hour (4‑min), 8 racks/hour (6‑min).

· Stability: flanged feet for secure anchoring.

· Condition: new OEM (no used/refurbished/gray‑market items).

Note: Vendors proposing “equal” products shall map each salient characteristic above to their model/specification. See acceptance criteria in Section 7.

4.2 Delivery & Installation

· Deliver equipment to KCVAMC and install in Room mb.255. Coordinate placement, anchoring, and utility connections (electrical, water, drain, venting as applicable) with Facility Engineering.

· Provide all ancillary materials (e.g., fittings, anchors, sealants, cord/conduit, hoses, and any trim or bracing) necessary for a complete, code‑compliant installation.

· Perform start‑up/commissioning, including calibration and verification tests in Section 7.

· Remove all packaging, debris, and waste materials; restore work area to clean, safe condition.

· Remove and discard old equipment.

· Contact Raymond Thomas at 816-861-4700 x56797 to arrange delivery

· Need by date: November 15, 2026

4.3 Training

· Provide on‑site operator training covering safe operation, cycle selection, sanitation verification, cleaning/maintenance, and basic troubleshooting.

· Provide training materials (printed and electronic) accessible to a range of users; see Section 10 (Accessibility).

4.4 Warranty & Support

· Provide minimum 1‑year parts and labor warranty; identify authorized service coverage region and escalation paths.

· Provide OEM operation & maintenance (O&M) manuals with parts lists and wiring/plumbing schematics.

5. Place of Performance Kansas City VA Medical Center, Main Kitchen Room mb.255 (exact building/entry/logistics details to be coordinated post‑award).

6. Period of Performance

· Delivery and installation completed within 60 calendar days after receipt of order (ARO), unless otherwise proposed and accepted as part of the vendor’s schedule.

· Operator training conducted within 2 business days after installation/commissioning.

· Warranty period commences upon Government final acceptance (Section 7).

7. Performance Standards & Acceptance Criteria

· Sanitization Temperatures: wash manifold ≥150°F and final rinse manifold ≥180°F under normal operating conditions, confirmed with calibrated instruments or data logger.

· Functional Throughput: selectable cycles achieving approximately 20 / 12 / 8 racks per hour for 2/4/6‑minute cycles (empty‑rack simulation or OEM validation).

· Water Use: average ≤2.35 gallons per cycle (OEM spec or commissioning measurement).

· Capacity & Physical Fit: chamber accommodates 20 full‑size pans or a 140‑quart mixing bowl; installation fits available space and clearances; anchoring via flanged feet verified.

· Codes/Standards Compliance: equipment/installation comply with NSF sanitation standards, UL/cUL safety listing, and applicable codes (e.g., NFPA 70/NEC, local plumbing/mechanical codes).

· OEM/Authorized Source: equipment is new OEM; vendor provides proof of authorized reseller status and OEM warranty; no gray‑market/counterfeit items.

· Training Delivery: on‑site training completed; users demonstrate cycle selection and sanitation checks; Government receives training materials as specified.

· Documentation: delivery of O&M manuals and as‑installed connection diagrams; submission of required security/privacy and badging items (as applicable).

· Machine must fit within these measurements: Width 47.5” – Depth 46 3/7” – Height (floor to hood of exhaust vent) 86”

8. Deliverables & Schedule

· Submittals: Model/cut‑sheets; mapping to salient characteristics; authorized reseller letter; installation plan; safety plan — Due: Within 10 business days ARO

· Commissioning/Test Report: Temperature readings (wash/rinse), throughput, water‑use summary; calibration certificates — Due: At installation completion

· O&M Manuals: OEM operation & maintenance manuals; parts lists; wiring/plumbing schematics — Due: At delivery/installation

· As‑Installed Diagrams: Electrical/plumbing/anchoring details; serial numbers — Due: Within 10 business days after acceptance

· Training: On‑site training completion report; sign‑in sheets; training materials (print/electronic) — Due: Within 2 business days after commissioning

· Warranty Certificate: OEM warranty; service contacts; response times — Due: At acceptance

· IFU/Cleaning Instructions: Equipment cleaning instructions/IFU documents provided with the unit — Due: At delivery/installation

· LOS Compliance (if VFCP applies): Signed VAAR 852.219‑75/‑76 Certificate of Compliance and, if requested, M819‑A Payment‑Based LOS Worksheet — Due: At award and upon request

9. Government‑Furnished Resources (GFR)

· Access and escorts as required by facility policy; utility service points (existing building power/water/drain) in the kitchen area; and reasonable work windows coordinated to avoid meal service peaks.

· The Government does not furnish equipment, installation materials, or tools; Contractor provides all consumables and ancillary items necessary for a complete installation. (Facility will coordinate shut‑offs and access to utility rooms, when required.)

10. Special Requirements

10.1 Security, Privacy, Badging (Physical Access)

Where Contractor personnel require physical access to VA facilities, they must meet VA PIV/badging and personnel vetting requirements and follow facility security rules. Contractor shall comply with VA privacy and cybersecurity training requirements for any access to VA systems or sensitive areas and shall report security/privacy incidents immediately. (Applies generally to on‑site work; this acquisition does not include VA system logical access.)

Liquidated Damages (SPI): If the work requires access to Sensitive Personal Information (SPI), the solicitation/award may include VAAR 852.211‑76 (Liquidated Damages—Reimbursement for Data Breach Costs); Contractor shall comply with all incident reporting and cooperation requirements therein. Applicability will be determined by the CO.

10.2 Accessibility (Section 508 / Physical Accessibility)

The equipment is non‑ICT; VAAR 852.239‑75 (ICT Accessibility Notice) generally applies to ICT acquisitions. However, any electronic training materials provided must be accessible (e.g., tagged PDFs, readable text, alt text for images) to the extent feasible. The installation must maintain accessible routes/clearances in the kitchen work area and avoid creating barriers for staff with disabilities (coordinate with facility Safety/Accessibility POCs).

10.3 Gray‑Market/Counterfeit Prevention

All equipment shall be new OEM, sourced from authorized channels; proposals shall include proof of authorized reseller status. No gray‑market or counterfeit items are permitted.

10.4 Technical Industry Standards & Manuals

Contractor shall ensure compliance with relevant technical industry standards and shall provide Equipment Operation & Maintenance Manuals with required content to enable safe operation and maintenance. (References: VAAR 852.211‑72; VAAR 852.211‑70.)

10.5 Small Business / Vets First (if applicable)

If this acquisition is conducted under Vets First set‑aside (SDVOSB/VOSB), the Contractor shall comply with Limitations on Subcontracting (LOS) and Non‑Manufacturer Rule as applicable, including submitting the VA Notice of Limitations on Subcontracting—Certificate of Compliance (VAAR 852.219‑75/‑76) and, upon request, the M819‑A payment‑based LOS worksheet.

11. Key Personnel Identify the Installation Lead/Foreman and Authorized Service Technician(s) (certified by OEM where applicable). Provide point of contact, qualifications/certifications, and on‑site lead presence during installation/commissioning/training.

12. Quality Assurance & Government Surveillance The Government will perform inspection and acceptance per Section 7. For commercial products/services, the Government may rely on the Contractor’s existing quality assurance program in lieu of Government inspection/testing prior to acceptance, consistent with VA policy.

13. Safety, Infection Control, and Work Hours Comply with facility Safety, Infection Control Risk Assessment (ICRA) requirements, Lockout/Tagout, and OSHA standards; coordinate work windows to minimize disruption to kitchen operations.

After‑hours work may require VA escort; contractors may not escort other contractors.

14. Risk Management & Continuity of Operations Contractor shall develop a site‑specific installation risk plan addressing utility interruptions, hot‑work permits (if any), spill control, and emergency contacts. Provide contingency for delivery delays and document lead times in the project schedule.

15. Invoicing & Payment Invoicing instructions will be provided in the solicitation/award. The Government will not pay for unauthorized work or for repeated site access due to Contractor failure to meet badging/security requirements.

Sources Sought Notice