Attachment 8-Vendor Q-A_36C26226Q1001_0001.pdf

Attachment 8-36C26226Q1001_0001: Vendor Inquiries And Answers

1. Question: Can the Government provide a complete equipment inventory for all 58 ice machines, including manufacturer, model number, serial number, asset/equipment ID, building, room/location, and machine type?

Answer: Please reference Attachment 7 for the Ice machine inventory list attached.

2. Question: Please confirm the exact number of ice machines at each place of performance, including the Long Beach VA Medical Center and the Community- Based Outpatient Clinic location.

Answer: Please reference Attachment 7 for the inventory list with Building/Room Number details.

3. Question: Please confirm if these are the correct address Radiation Therapy - 5901 E. 7th St. Long Beach, CA 90822 | Community-Based Outpatient Clinics - 770 S.

Placentia Avenue, CA 92870.

Answer: There is one ice machine in Radiation Therapy and one ice machine in Placentia, the rest of the ice machines are located in different buildings at 5901 E.

7th St. Long Beach, CA 90822 (please reference Attachment 7).

4. Question: Are all 58 machines required to be serviced during the same quarterly cycle, or will the Government require a staggered schedule by building/department?

Answer: This will be a staggered schedule by building/department.

5. Question: Will the Government provide a historical maintenance schedule or last-service dates so the contractor can properly track preventative maintenance due dates?

Answer: For Building Numbers 150, 164, and 165 the last service was on 4/08/26.

For Building Numbers 2, 5, 133, 166, 800 and 600 the last service 5/05/26. Lastly Building Numbers 126, 149, 6, and Placentia’s last service was on 3/04/26.

6. Question: Are replacement parts, water filters, air filters, hoses, fittings, or other consumables included in the maintenance requirement, or should these be quoted separately as corrective repair items?

Answer: Please include water filters in the maintenance of all other items we can submit this to contracting for approval to proceed with work outside of the contract through a contract modification.

7. Question: If deficiencies, leaks, failed components, or required repairs are identified during quarterly service, should those repairs be performed under this contract or submitted separately for Government approval?

Answer: If deficiencies, leaks, failed components, or required repairs are identified, then the additional repairs can be quoted separately under the Emergency CLIN and Contract Modification.

8. Question: Can the Government provide an approved chemical list or specific requirements for the “VHA-approved” chemicals referenced in the SOW?

Answer: The recommended chemicals per manufacture specifications.

9. Question: Is a site visit available or will site photos/equipment lists be provided for estimating purposes?

Answer: There will not be a site visit available.

10. Question: Are lifts, ladders, carts, or special access equipment required for any units?

Answer: A six-foot ladder is required.

11. Question: Are before-and-after photos required for every ice machine at every quarterly service, or only for units where deficiencies/corrective actions are identified?

Answer: No pictures are necessary we ask that the documentation provided to us has the model number, serial number, location, EE number if there is a sticker, and a checklist of everything that was completed during the P/M.

12. Question: Please confirm whether emergency response, on-call repair, or non-scheduled service calls are included in the requirement or outside the scope of this solicitation.

Answer: No emergency response is needed for this solicitation.

13. Question: Would the Government be able to provide an equipment list for the fifty-five (58) ice machines, including the make, model, and location for each unit, along with the breakdown between the Long Beach main campus (5901 E. 7th St.) and the Placentia CBOC (770 S. Placentia Ave.)?

Answer: Please reference Attachment 7 for the ice machine inventory list. The building numbers and room numbers are listed at 5901 E. 7th Street. One ice machine is in one of our CBOC’s at 770 S. Placentia Ave.

14. Question: Can the Government please confirm whether the ice machine units/bins can be emptied prior to the contractor’s arrival?

Answer: The Contractor will be responsible for that when you perform the maintenance, the VA will provide you with some bottled water to be placed in the area you will be working in so water can be available for staff and patients to use.

15. Question: Are all 58 machines owned or leased?

Answer: Owned

16. Question: Do you have the models of the machines?

Answer: Hoshizaki, Follett, & Manitowoc.

17. Question: What is the production per machine?

Answer: 102 Lbs. per 24 hours, 257 Lbs. per 24 hours, 282 Lbs. per 24 hours, 425 Lbs. per day, 708 Lbs. per day. 500 Lbs. per 24 hours, 618 Lbs. per 24 hours, 776 Lbs.

per 24 hours, & 1353 Lbs. per 24 hours

18. Question: Our question: we thoroughly reviewed the SOW, noticed that a certification is missing or may have been missed by the COR or Engineer who wrote the scope. An Ice machine tech must shut the unit off and do visual to insure there is contamination coming from the actual ice maker above the ice bulk storage compartment, is the condensation line secure, is the evaporator and condenser draining properly if humidity density increases in the room due to poor HVAC circulation? Much of this impacts the interior where the ice is stored and or made.

We noticed the Long Beach VA Facilities Management is not requiring that the Contractor hold an EPA 608 Certification which requires the cleaning tech to identify potential oily refrigerant leaks like R-22 or R134a refrigerants that leave behind oil residue and can contaminate ice with invisible gas if leaking or if the service tech did not secure the freon fill valve.

Answer: The mechanic performing work on all these ice machines needs to have an EPA 608 Certification.

19. Question: Could you please provide the manufacturer, model, and serial number for the ice machines?

Answer: Please reference Attachment 7.

20. Question: Could you clarify the type of the units (e.g., standalone ice machines, undercounter units, or built into refrigerators/freezers)?

Answer: Standalone ice machines.