Question and Answer Document.pdf

Question and Answer Document RFQ 36C25727Q0009 - Preventive and Corrective Maintenance for Ice Machine

1. I have heard that the VA across the nation is going to a insert type of water filter. I notice one during the site walk. Are we responsible for purchasing the filters and the insert for quarterly services?

A. An inline filter (Aquatools AT50671) will be used for the scotsman and approved manufacturer filter will be used on the other models.

2. Due to the fact there are 4 types of ice machines who orders the filters for the units not using this newer style filter?

A. Under PWS 8.0(c), the contractor supplies all PM filters.

3. Are we required to fix the downed ice machine over the weekend?

A. PWS 6.0(f) requires 24/7 emergency corrective service, including federal holidays.

PWS 7.0 sets on-site response at 4 hours for emergencies affecting patient care, food service, or a critical clinical area, and 24 hours for a unit down that does not affect patient care. The 24-hour priority has no business-day qualifier, so the clock runs through the weekend.

4. Should a unit become unrepairable who is responsible for the replacement?

A. PWS 6.0 requires immediate notice to the COR and a written condition assessment.

Under PWS 4.1(c), a unit deemed beyond economical repair is removed from coverage once the COR confirms disposition in writing. The PDF implies the Government handles replacement, but it should be confirmed.

5. How soon can the services start and is there any restrictions on when the services can be done.

A. Under PWS 5.1, the contractor must submit a PM schedule within 7 days of award, be fully mobilized within 14 days, and complete the initial PM on every unit within 45 days. Routine PM runs Monday through Friday, 7:00 AM to 4:30 PM CT, excluding federal holidays (PWS 7.0). Work in patient care, food service, or other sensitive areas must be scheduled through the COR, with 24 hours' notice before any unit outage.

6. Section D of the RFQ references Attachment A (the ice machine asset list), the QASP, and SCA WD 2015-5227 Rev 30, but only the RFQ PDF and the notice document are posted on SAM.gov. Could you send those over or post them with an amendment?

Attachment A, especially, would help us price the PM line accurately.

A. Sent

7. Also, on the x002 emergency/corrective CLINs, since the Government sets the NTE at award, should offerors leave those lines blank, or do you want hourly labor rates and parts markup quoted there?

A. Leave Blank

8. Water Filters. PWS 5.2.2(b) and 8.0(c)/(h) include water filters, cartridges, gaskets, seals, and sanitizing agents in the PM firm-fixed price. The 10/13/2026 site visit identified three (3) different filter types in use across the covered ice machines. Please confirm all three filter types are in scope for the PM FFP, and provide the OEM manufacturer, model, and part number for each so offerors can price filter replacement accurately across the 95-unit fleet.

A. PWS 8.0(a) requires OEM or VA-approved OEM-equivalent parts,

9. Tyler VA Clinic. Please confirm the Tyler VA Clinic (428 Centennial Parkway, Tyler, TX

75703-7166, 2 units) listed in PWS 4.0 is in scope for both preventive and corrective maintenance under this RFQ.

A. Yes. PWS 4.0 lists the Tyler VA Clinic at 428 Centennial Parkway with 2 units, and

PWS 4.1 includes those units in coverage. The CLINs cover "7 sites" for both quarterly PM and emergency corrective maintenance.

10. Site Access. For each of the seven places of performance (Dallas VAMC, Herzog VRC, Fort Worth, Grand Prairie, Plano, Polk Street, Tyler), please confirm (a) whether contractor technicians will be issued VA badges for recurring access or will use a visitor sign-in process, and (b) whether a VA escort is required for routine PM visits per PWS

11.0(a), or only in restricted and construction areas.

A. PWS 9.1(c) requires VA-issued identification badges displayed at all times, and PWS

5.1(b) requires badged personnel at mobilization. Sign-in: PWS 9.1(e) requires contractor personnel to sign in and out with Engineering Service at each visit. Escort:

PWS 11.0(a) says the VA provides escorts "where required, including access to restricted or construction areas." Badged personnel PM visits do not need an escort, so ask the Government to confirm for each of the seven sites.

11. The PWS requires all water filters and cartridges to be replaced quarterly, regardless of their remaining service life. Since certain filtration systems have manufacturer-recommended replacement intervals of six months or longer, would the VA confirm if the filter replacements will be required on each quarterly visit? Water Filter Replacement

Frequency – Section 5.2.2(b)

A. Yes, as written. PWS 5.2.2(b) requires replacement at every quarterly PM visit, "regardless of remaining service life or indicated capacity," and PWS 8.0(k) repeats the quarterly filter replacement obligation. The PWS clause that defers to manufacturer intervals (PWS 5.0) applies only when the manufacturer requires a shorter interval, so a six-month filter would still be replaced quarterly.

12. During the site visit, several filtration configurations were identified, including wall-mounted systems and inline filters. Could the VA provide the manufacturer, model, part number, and quantity of each filter type currently installed across the covered facilities?

Additionally, there is a newer inline filtration system that may be introduced. Can the VA confirm the specifications and anticipated quantities of any planned replacement filtration systems?

Inline (Aquatools AT50671) used on the Scotsman and follet machines.

13. The PWS requires technicians to be factory-trained or demonstrably qualified on

Scotsman, Follett, and Manitowoc ice machines. Would the VA accept preventive maintenance technicians with documented commercial ice machine servicing experience who are not individually factory-certified. Technician Qualification Requirements –

Section 9.1(a)

A. PWS 9.1(a) requires technicians to be "factory-trained or demonstrably qualified" on

Scotsman, Follett, and Manitowoc machines. The qualification documentation must be submitted with the proposal, so plan to show commercial servicing experience with each brand.

14. Will the VA provide a designated escort or facility representative during scheduled maintenance visits to assist technicians in locating equipment and accessing restricted areas? Once personnel complete VA background screening and receive badges, will they be permitted to access unrestricted equipment locations independently? Equipment

Locations and Site Access – Sections 4.3 and 11.0

A. PWS 11.0(a) requires escorts where needed for restricted or construction areas, and PWS 11.0(c) requires the VA to coordinate work windows. Check in and out procedures still apply.

15. Given the number of covered machines and the time required to properly clean, descale, sanitize, and inspect each unit, can the VA confirm whether the contractor may schedule multiple technicians simultaneously and complete quarterly maintenance over several consecutive days or weeks, provided all required maintenance is completed within the applicable quarter?

A. PWS 5.2 requires each covered unit to be serviced every quarter, and PWS 5.1(a) requires COR concurrence on the PM schedule and any later change. Work must stay within the Monday–Friday PM window in PWS 7.0.

16. Could the VA confirm that the two ice machines at the Tyler VA Clinic are included in the base contract requirements throughout the period of performance? Also, should all travel-related costs for this location be incorporated into the firm-fixed-price preventive maintenance CLIN? Tyler VA Clinic Coverage

A. The two Tyler units are in the base contract. They appear in PWS 4.0 and 4.1 and fall within the "7 sites" CLIN description. PWS 2.0 requires the contractor to provide all transportation, and the PDF has no separate travel CLIN, so travel costs for Tyler should be included in the PM firm-fixed price.

17. The PWS requires the contractor to absorb changes of up to 20% in the covered equipment count without adjusting the contract requirements. Could the VA clarify whether this provision also applies to additions requiring substantially different filtration systems, higher-cost consumables, or additional travel between locations? Equipment

Inventory Adjustments – Section 4.4

A. PWS 4.4(b) addresses only changes in the total covered unit count of ±20% of the reconciled baseline, and that baseline is set during the 30-day inventory validation in

PWS 4.3, not at award. The clause does not address changes in filter type, consumable cost, or travel between sites. Changes beyond 20% go to the contracting officer under PWS 4.4(c)