36C25726Q0395.docx
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- Solicitation number
- 36C25726Q0395
About this file
This is a Sources Sought Notice from the Department of Veterans Affairs, Network Contracting Office 17, seeking qualified vendors to provide service and maintenance for eight laboratory/medical-grade freezers at the VA Central Texas Health Care System in Waco, Texas. The solicitation number is 36C25726Q0395, with a response deadline of 2:00 PM Central Time on April 20, 2026. This is market research only; no contract will be awarded from this announcement, and respondents will not receive reimbursement or evaluation feedback.
The required services include preventative maintenance performed by qualified field service engineers, unlimited remote diagnostic support via video conference or telephone, complete equipment inspections (controllers, displays, alarm set points, battery backup, gaskets, condenser coils, CO2/LN2 systems, and chart recorders), and repair estimates provided prior to any work authorization. The contractor must provide at least 24 hours' notice before servicing and submit service reports within two weeks. The anticipated performance period runs from June 15, 2026, through June 14, 2027 (base year), with four optional one-year renewal periods extending through June 14, 2031. Travel and per diem costs are not reimbursable. Interested vendors must be registered in SAM and VISTA, provide their business size classification, any FSS contract numbers, SAM UEI, and submit responses not exceeding 10 pages in Microsoft Word or PDF format to Tammy.Wilson5@va.gov. The NAICS code is 811412 with a $19 million threshold.
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Text version
Sources Sought Notice Sources Sought Notice
| SUBJECT* |
| Medical Grade Freezer Service Follow-on Maintenance |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 76504 |
| SOLICITATION NUMBER* |
| 36C25726Q0395 |
| RESPONSE DATE/TIME/ZONE |
| 04-20-2026 2:00PM CENTRAL TIME, CHICAGO, USA |
| ARCHIVE |
| 60 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
SET-ASIDE
| PRODUCT SERVICE CODE* |
| J066 |
| NAICS CODE* |
| 811412 |
CONTRACTING OFFICE ADDRESS
Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 San Antonio TX 78240
POINT OF CONTACT*
PLACE OF PERFORMANCE
| ADDRESS |
| Department of Veterans Affairs |
Central Texas Veterans HCS
Waco VA Medical Center
4800 Memorial Drive
Waco TX
| POSTAL CODE |
| 76711 |
| COUNTRY |
| USA |
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.
The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811412 – $19M. The Department of Veterans Affairs (VA), Network Contracting Office 17 (NCO 17) is seeking to identify any vendor capable of providing a service/maintenance contract for 8 existing laboratory/medical grade freezers for the VA Central Texas Health Care System, 4800 Memorial Drive, Waco, TX 76711. Refer to the Statement of Work (SOW) for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the SOW.
This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.
Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 2:00 PM CDT, April 20, 2026. All responses under this Sources Sought Notice must be emailed to Tammy.Wilson5@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Interested parties should be sure to provide business size, any FSS contract numbers and SAM UEI. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 10 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.
SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.
VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.
Respondents claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification (VetCert) at Veteran Small Business Certification (sba.gov)
STATEMENT OF WORK
FREEZER MAINTENANCE SERVICE AGREEMENT
A. GENERAL INFORMATION
1. Title of Project: Service Contract for Laboratory Freezers Currently Storing Veteran Samples (Blood/Blood Products) for VA Research; Biomarkers and Genetics Core in Waco
2. Scope of Work: The VISN 17 Center of Excellence (CoE), Translational Science Core, Waco, TX 76711 has requested a service contract for the eight (8) freezers currently in use in support of multiple ongoing Veteran Research Studies. This contract must include preventative maintenance, labor & parts discounts, and unlimited access to remote diagnostic and telephone support.
3. Background: The Ultra-Low Laboratory Freezers are a critical piece of equipment used by researchers at the CoE and required by most funded research programs at this location.
4. SERVICE COVERAGE DESCRIPTIONS: Below are requirements for service and maintenance of the freezers:
(1) Preventative maintenance (PM) (travel and labor) by qualified field service engineers.
(2) Unlimited access to remote diagnostic services via video conference or telephone support.
(3) Complete check of controllers, displays, alarm set points, battery backup, including adjustments as needed.
| (3) | Check for possible oil and/or refrigerant leaks. |
| (5) | Inspect all cabinet hardware (hinges, latches, strikes, door handles, and closures). |
| (6) | Check door gaskets for proper seal. |
| (7) | Clean condenser coils. |
| (8) | Check CO2 and LN2 systems for proper operations, set point calibrations, inject temperatures, check battery backup, voltages and leak check. |
| (9) | Check and calibrate chart recorders. |
| (10) | If at the time of these visits it is determined repairs are necessary you will be provided an estimate. No repair will be done without prior approval. |
REPORTING PROCEDURES: The contractor will provide at least 24 hours’ notice prior to performing servicing of the instrument. For service calls, repair/service technicians must report to the Center of Excellence and sign-in before proceeding to work location. A copy of the service report will either be directly given or emailed to the research point of contact within two weeks after service.
5. Performance Period:
Base year: 06/15/2026 to 06/14/2027 Option year 1: 06/15/2027 to 06/14/2028 Option year 2: 06/15/2028 to 06/14/2029 Option year 3: 06/15/2029 to 06/14/2030 Option year 4: 06/15/2030 to 06/14/2031
B. TRAVEL: Travel and per diem will not be reimbursed, in addition to contract.
| *= Required Field |
| Sources Sought Notice |
Sources Sought Notice
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