36C26126Q0769.docx

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY

The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer.

Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 06/08/2026 by 1:00 p.m. (Pacific Time). Upon receipt of capabilities statement, Contracting Officer may request additional market research aid such as informal pricing.

1.0 Specific Tasks:

Contractor shall perform all maintenance of and repair work for approximately 224 pieces, (see Attachment #1 Equipment List) of kitchen equipment located at the Palo Alto, Menlo Park, and Livermore Divisions within the VA Palo Alto Health Care System (VAPAHCS).

Palo Alto Kitchen equipment locations:

· Dietetics Service; bldgs. 100, 7, and 520. Canteen Service; bldg. 101.

Menlo Park Kitchen equipment locations:

· Canteen/Kitchen Service; Bldgs. 329, 331 and 360.

Livermore Kitchen equipment locations:

· Canteen/Kitchen Service; bldgs. 64, and 90.

2.0 Scope of Work

2.1 The Contractor shall provide labor, materials, tools, equipment, specialty services and supervision necessary to perform the requirements of Quarterly and Monthly inspection, maintenance and repair of commercial kitchen and canteen equipment located at the facilities identified in List of Equipment.

2.2 The Contractor shall provide quarterly and monthly safety inspection and repair any deficiency at the time and/or remove the equipment from service if needed. If the Contractor deemed it necessary to remove a piece of equipment from service, the Contractor shall notify the COR or designee as well as the Manager of the Canteen Service or Dietetics Kitchen Service. Upon approval to remove the equipment from service, the Contractor shall lay out proper signage to announce “out of service” to facility users during repairs.

3.0 Contractor Responsibilities

3.1 The Contractor shall perform maintenance in accordance with (IAW) manufacturer’s recommendations. The Contractor shall physically test each piece of equipment to insure proper functionality. The physical tests shall include a “run through” of any electronic programming and display functions, temperatures, pressures, drainage, spray pattern, heating and cooling cycles, and any other functions required by the individual piece of kitchen equipment.

3.2 The Contractor shall respond to emergency call backs and will make repairs with on- site response within 24 hours after notification.

3.3 The Contractor shall ensure that while performing repairs that customers using the facility are safe. While working, the Contractor shall keep tools and repair parts secured so that they do not present a safety risk to staff and patients at the facility.

3.4 The Contractor shall provide a written report after performing repairs (i.e. quarterly and monthly reports, emergency repairs report, etc.). The written report shall indicate the location, which equipment required repairs, status on out of service equipment, etc. The nomenclature of the report shall be as follows:

Facility name as PAD or MPD or LVD, followed by building number followed by room number. For example: PAD-b520-A175. Reports shall be monthly or as approved by COR upon providing schedule. Standard service invoice with company’s letterhead is acceptable.

4.0 Call Back Requirement:

If a repair or maintenance call is inadequate (as per manufacturer’s recommendations), the Contractor shall return (within twenty-four (24) hours after receipt of notification by the COR) to make necessary repairs or maintenance of the equipment.

5.0 Contractor Personnel Qualifications/Certification

5.1 The Contractor personnel shall be trained and certified to perform services; technician’s experience in maintaining any of the varied pieces of equipment furnished. A certificate from Commercial Food Equipment Service Association (CFESA) is preferred but not required.

5.2 Contractor to have satisfactory experience providing kitchen equipment maintenance and repair service for at least two other VA facilities or large hospital systems for at least 5 years with equipment inventory similar in size and complexity as VAPAHACS inventory.

5.3 Contractor to have documented experience working on retherm units, conveyorized dishwashers and refrigeration units for at least 5 years.

6.0 Contractor’s Quality Control Program (QCP)

6.1 The Contractor shall establish and maintain quality control to ensure all contract requirements are met. An original and one (1) copy of the Contractor’s QCP. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

6.2 An inspection plan covering all services is required by this contract. The inspection plan must specify the equipment to be inspected on a scheduled basis.

6.3 On-site records of all inspections/repairs conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each repair.

6.4 The Contractor personnel shall wear an appropriate and professional uniform with company’s logo/name and nametag.

7.0 Availability and Use of Utilities

The Government will make reasonably required amounts of utilities available to the Contractor from existing outlets, drops, water and/or plumbing drains.

8.0 Material Safety and Data Sheets (MSDS)

The Contractor shall furnish the Material Safety Data Sheets (MSDS) and the trade names (if any) and names of chemicals to be used in the performance of this contract prior to initial application.

R E S P O N S E M E T H O D:

The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VAPAHCS Appliance Services

At a minimum, the following information shall be provided:

1. Company Name;

2. Company Mailing Address;

3. Point(s) of Contact including telephone number(s) & email address(es);

4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service-Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 811412 – Appliance Repair and Maintenance ($19 Million)

5. Provide a summary of the type of services performed and experience as it relates to repair, maintenance, and servicing of equipment listed in Attachment #1 Equipment List.

6. UEI Number

7. If participant in Veterans Affairs national contracts or GSA; provide contract #.

8. Sub-Contracting Intentions (provide above items 1 thru 6 of intended subcontractor along with description of sub-contractor duties). This area will be heavily scrutinized so as to avoid pass-through acquisitions.

9. Additional information and/or comments.

Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in Small Business Administration database at https://search.certifications.sba.gov/ to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice within the above stated due date will be eligible for award.

See attached document: Attachment 1 Equipment Inventory 05 15 26.

VAPAHCS Commercial Kitchen and Dietetics Equipment Maintenance