RFQ 36C25727Q0009 .pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

549-27-1-5096-0015

36C25727Q0009 10-07-2026

Abduel Sanford 254-922-1975 10-27-2026

CDT

36C257

Department Of Veterans Affairs

Network Contracting Office 17

1901 Veterans Memorial Drive

Temple, TX 76504

X 100

X

811310

$34 Million

N/A

X

36C549

Department of Veterans Affairs

North Texas VA Healthcare System

See PWS for locations

36C257

Department Of Veterans Affairs

Network Contracting Office 17

This is accomplished through the

Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp

This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

Preventive and Corrective Maintenance for Ice Machine

See Cost/Price Schedule and Performance Work Statement for

Details.

See Addendum to FAR 52.212-1 Instructions to Offerors and

Basis for Award.

Important dates:

Site Visit: 10/13/2026 at 9AM CDT

RFQ Technical Questions Closes:10/16/2026 10AM CDT

RFQ Closes: 10/27/2026 at 10AM CDT

See CONTINUATION Page

X X

X 1

Contracting Officer http://www.fsc.va.gov/einvoice.asp

36C25727Q0009

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 18

C.5 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY

2014)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.7 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 33

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL

ITEMS

E.4 BASIS FOR AWARD

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contract Specialist, Abduel Sanford – abduel.sanford@va.gov

Department Of Veterans Affairs

Network Contracting Office 17

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management.

3. INVOICES: Invoices shall be submitted in arrears: After all services are completed.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

mailto:abduel.sanford@va.gov

B.2 PERFORMANCE WORK STATEMENT

Preventive and Corrective Maintenance for Ice Machines

1.0 PURPOSE

The purpose of this Performance Work Statement (PWS) is to define the required outcomes and performance standards for providing preventive and corrective maintenance services for

Government-owned ice machines located throughout the VA North Texas Health Care System

(VANTHCS). The contractor shall ensure all ice machines remain safe, sanitary, and fully operational to support patient care, nutrition services, staff areas, and facility operations.

2.0 PERFORMANCE OBJECTIVE

The contractor shall provide all labor, tools, materials, equipment, parts, transportation, and supervision necessary to perform preventive maintenance, inspections, sanitation, water treatment component replacement, and corrective repairs that ensure ice machines operate at optimal performance levels and remain compliant with manufacturer specifications, OSHA requirements, CDC sanitation standards, The Joint Commission Environment of Care requirements, and VA Engineering policies.

Success is defined as maintaining equipment functionality, minimizing downtime, ensuring verifiable sanitation, and ensuring timely response to service requests.

3.0 PERFORMANCE REQUIREMENTS

The contractor shall accomplish the following performance outcomes:

a. Perform preventive maintenance at required intervals to sustain uninterrupted machine operation.

b. Respond to and resolve corrective maintenance issues within the response times identified in this PWS.

c. Maintain sanitary and safe operating conditions at all times.

d. Ensure accurate documentation, reporting, and communication with VA Engineering through the Contracting Officer’s Representative (COR).

e. Provide all necessary consumables, water filters, gaskets, cleaning and sanitizing agents, and replacement parts unless otherwise directed in writing.

f. Haul off and dispose of all faulty parts, used filters, and packaging off station.

4.0 LOCATIONS OF PERFORMANCE

Work shall be performed at the following VA North Texas locations:

Facility Address Ice

Machines

(Current

Count)

Dallas VA Medical Center 4500 South Lancaster Road, Dallas, TX 75216-

Herzog Veterans Resource

Center

4900 South Lancaster Road, Dallas, TX 75216 2

Fort Worth VA Clinic 2201 Southeast Loop 820, Fort Worth, TX 76119-

Grand Prairie VA Clinic 2737 Sherman Street, Grand Prairie, TX 75051-

Plano VA Clinic (U.S.

Congressman Sam Johnson

Memorial VA Clinic)

3804 West 15th Street, Suite 175, Plano, TX

75075-4752

Polk Street VA Clinic 4243 South Polk Street, Dallas, TX 75224-4928 1

Tyler VA Clinic 428 Centennial Parkway, Tyler, TX 75703-7166 2

Total covered units at solicitation

Work shall also be performed at any additional VANTHCS location where Government-owned ice machines are installed during the period of performance, as directed by the CO and COR via a written modification.

4.1 Equipment Covered

*Note: Coverage under this PWS extends to all Government-owned ice machines located at the places of performance identified above, whether or not the unit is individually listed in

Attachment A. Attachment A represents the inventory known at the time of solicitation and is provided for estimating purposes only; it is not an exhaustive list and does not limit the scope of this PWS.

An asset list, including building, room, equipment (EE) tag, and manufacturer, is included in

Attachment A. The inventory identifies ninety-five (95) covered ice machines: seventy-five (75) on the Dallas VA Medical Center campus (Buildings 1, 2, 2J, 3, 5, 6, 9, 43, 44, 45, 60/CLC, 71A, 74/SCI, and 75), twelve (12) at the Fort Worth VA Outpatient Clinic, two (2) at the Grand Prairie

VA Clinic, two (2) at the Herzog Veterans Resource Center, one (1) at the Plano VA Clinic, one

(1) at the Polk Street VA Clinic, and two (2) at the Tyler VA Clinic. Fleet composition is predominantly Scotsman (42 units) and Follett (32 units), with Manitowoc (3 units) and eighteen

(18) units whose manufacturer is to be verified at award.

Three (3) records are flagged as removed from service, transferred off station, or on order and are not billable until status is confirmed by the COR. Three (3) additional units are located in construction or remodel areas and require coordinated access. Unit counts at Fort Worth, Grand

Prairie, Herzog, Plano, Polk Street, and Tyler have been confirmed by the COR; building, room, equipment tag, manufacturer, model, and serial number for those units will be recorded during inventory validation. Any additional Government-owned ice machine identified at a place of performance during inventory validation is within the scope of this PWS and shall be covered on the same terms as listed units.

Distribution of the 75 units on the Dallas VA Medical Center campus by building is as follows:

Building Units Building Units Building Units

1 5 9 1 60 (CLC) 8

2 24 43 2 71A 1

2J 25 44 2 74 (SCI) 2

3 1 45 1 75 1

5 1 6 1 Dallas total 75

Counts reflect the inventory recorded in Attachment A and are provided to support offeror estimating and Government cost estimation. They do not limit coverage, which is governed by this section and Section 4.2.

The following rules govern how equipment enters and leaves coverage:

a. Ice machines installed during the period of performance shall be added to coverage upon expiration of the manufacturer’s parts and labor warranty, or upon installation where no warranty applies.

b. A unit installed to replace a covered machine assumes that machine’s coverage upon installation, subject to the warranty provision above.

c. Units removed from service, transferred off station, or determined to be beyond economical repair shall be deleted from coverage on the date the COR confirms disposition in writing, and are not billable thereafter.

d. Ice machines that are not Government-owned, including leased or vendor-owned units and units maintained under a separate agreement, are excluded from coverage unless added in writing by the Contracting Officer.

4.2 Contractor Duty to Report Unlisted Equipment

a. The contractor shall identify any Government-owned ice machine encountered at a place of performance that is not reflected in the current covered-equipment list and shall report it to the COR in writing within five (5) business days of discovery.

b. The report shall include building, room, manufacturer, model, serial number, EE tag if present, and observed condition.

c. Unlisted units so identified are covered under this PWS and shall be added to the preventive maintenance schedule and receive an initial PM within thirty (30) calendar days of COR confirmation.

4.3 Inventory Validation

Within thirty (30) calendar days after award, the contractor and the COR shall jointly walk each site and reconcile Attachment A, recording for every unit the building, room, EE tag, manufacturer, model, serial number, and operational status. The reconciled list becomes the controlling inventory for scheduling and performance measurement and establishes the baseline unit count for purposes of Section 4.4.

4.4 Changes to the Covered Inventory

a. The Government may add, remove, or relocate covered units at any time during the period of performance, and the COR will notify the contractor in writing.

b. Net change in the total covered unit count within plus or minus twenty percent (20%) of the reconciled baseline established under Section 4.3 shall be absorbed within the existing scope of this PWS without adjustment to performance requirements.

c. Net change exceeding plus or minus twenty percent (20%) of the reconciled baseline shall be addressed through the Contracting Officer.

d. The contractor shall maintain a current covered-equipment list reflecting all additions, deletions, and relocations, and shall submit it to the COR with each quarterly report.

5.0 PREVENTIVE MAINTENANCE TASKS

Preventive maintenance shall be performed quarterly on every covered unit. Where manufacturer guidance requires a shorter interval than stated here, the manufacturer interval governs.

5.1 Mobilization and Schedule

a. The contractor shall submit a proposed preventive maintenance schedule to the COR within seven (7) calendar days after award and shall obtain COR concurrence before performing scheduled work or making any subsequent schedule change.

b. The contractor shall be fully mobilized within fourteen (14) calendar days after award, including badged personnel, parts and consumables stock, chemical approvals, and a monitored service telephone number, and shall be capable of accepting emergency service calls on that date.

c. The initial preventive maintenance visit on every covered unit shall be completed within forty-five (45) calendar days after award. Units inaccessible due to construction, remodel, or clinical restriction shall be documented and reported to the COR within the same period and serviced within fifteen (15) calendar days of access being granted.

5.2 Quarterly Preventive Maintenance Tasks

The contractor shall successfully complete the following outcome-based tasks on each covered unit every quarter:

5.2.1 Cleaning, Descaling, and Sanitation

a. Disassemble the water system, including the water distribution tube, water trough, float or reservoir assembly, ice curtain, splash guard, and dispensing components;

soak or chemically clean each component with a nickel-safe, manufacturer-approved scale remover, followed by a sanitizing rinse and a full flush-and-discard of the first ice production cycle.

b. Perform a complete descale of the evaporator and internal water circuit and verify by visual inspection that scale, slime, and mineral deposits have been removed.

c. Clean and sanitize all ice-contact surfaces, storage bin interior, bin liner, bin drain, dispensing chutes, and water pathways using agents approved for food-contact and medical environments.

d. Clean and sanitize all door and bin gaskets; replace gaskets that are cracked, deformed, or no longer sealing.

e. Chemically clean the air-cooled condenser coil, or on water-cooled units clean the condenser, inspect the water regulating valve, and verify the condenser water circuit is free of scale.

f. Clean drain pans and verify no standing water or biofilm remains.

5.2.2 Drain Lines and Water Treatment

a. Flush all drain lines and condensate lines with an approved cleaning and sanitizing solution; verify unobstructed gravity flow and confirm that the P-trap and air gap remain correctly configured and free flowing.

b. Replace all water filters and cartridges at every quarterly preventive maintenance visit, regardless of remaining service life or indicated capacity, and record the installation date on the filter housing. Water filters, cartridges, gaskets, seals, and cleaning and sanitizing agents are included in the firm-fixed price for preventive maintenance and are not chargeable against the repair not-to-exceed amount in

Section 8.1.

c. Test and record incoming water hardness and total dissolved solids, and verify the installed filtration is correctly sized for the water condition and the unit; recommend a filtration change to the COR where it is not.

5.2.3 Mechanical and Electrical Testing

a. Measure and record refrigerant suction and discharge pressures, superheat and subcooling, and compare readings against OEM specifications; document any deviation and corrective action taken.

b. Measure and record amperage draw for the compressor, condenser fan motor, and water pump, and compare against nameplate values.

c. Measure and record ice production over a complete harvest cycle and compare against nameplate capacity; document any production degradation and its probable cause.

d. Inspect and test water inlet solenoids, floats, water pumps, thermostats, and pressure and temperature controls; test and calibrate the bin level control, harvest assist, and purge valve, and verify cycle times against OEM specifications.

e. Inspect electrical components, including contactors, relays, terminal connections, and wiring insulation; tighten connections and report any deficiency.

f. Verify bin temperature and complete ice-making and harvest cycles.

5.2.4 Condition, Safety, and Documentation

a. Replace gaskets, seals, and consumables as necessary.

b. Check for water leaks, condensation, and any condition that could create a slip hazard or support microbial growth and report such conditions to the COR the same day.

c. Verify cabinet condition, leveling, panel and insulation integrity, and door closure.

d. Provide a written condition assessment for each unit, identifying deficiencies, recommended repairs, and any unit approaching the end of its service life.

e. Document all preventive work performed, parts installed, and machine conditions.

Recorded test values and condition assessments shall be submitted with the service report for that visit and summarized in the quarterly report required by Section 10.0.

6.0 CORRECTIVE MAINTENANCE TASKS

The contractor shall perform corrective maintenance to restore full functionality, including:

a. Diagnosing performance degradation, alarms, and system failures.

b. Repairing or replacing defective components such as motors, water pumps, valves, compressors, condensers, control boards, wiring, sensors, and dispensing hardware.

c. Clearing obstructions and ensuring proper drainage and water flow.

d. Recovering, evacuating, and charging refrigerants in accordance with EPA Section 608 requirements.

e. Restoring equipment to full operational status and verifying operation before departing the site.

f. Providing emergency corrective services 24 hours a day, 7 days a week, including federal holidays.

All corrective work shall meet OEM specifications. When a unit cannot be economically repaired, the contractor shall notify the COR immediately and provide a written condition assessment supporting the recommendation.

7.0 PERFORMANCE RESPONSE TIMES

The contractor shall adhere to the following required performance timelines. Response time is measured from the time the contractor is notified by the COR or designated VA representative to the time the technician is on site.

Priority Condition On-Site Response

Emergency Failure affects patient care, food service, or a critical clinical area

Within 4 hours

Priority Unit down but not affecting patient care Within 24 hours

Routine Degraded performance, scheduled repairs, non-urgent deficiencies

Within 72 hours

The contractor shall maintain a single point of contact and a monitored telephone number for service calls. Failure to meet response times may result in performance deductions in accordance with the QASP.

Routine and preventive maintenance shall be performed Monday through Friday, 7:00 a.m. to

4:30 p.m. Central Time, excluding federal holidays. Emergency corrective service shall be available 24 hours a day, 7 days a week. Work in patient care, food service, or other sensitive areas shall be scheduled through the COR, and the contractor shall notify the COR at least twenty-four (24) hours before any planned outage of a unit.

8.0 PARTS AND MATERIALS REQUIREMENTS

The contractor shall:

a. Use OEM or VA-approved OEM-equivalent parts (BAA/TAA compliant).

b. If applicable, obtain COR approval for any non-OEM part before installation.

c. Provide all water filters, cartridges, gaskets, seals, and consumables required for preventive maintenance as part of the firm-fixed price contract.

d. Provide all replacement parts required for corrective maintenance.

e. Maintain a stock of commonly required parts sufficient to meet the repair completion standard.

f. Haul off and dispose of all faulty parts, used filters, and packaging off station; no parts, debris, or refrigerant shall be left on VA property.

g. Recover and dispose of refrigerant in accordance with EPA Section 608 and provide documentation upon request.

h. Water filters, cartridges, gaskets, seals, cleaning and sanitizing agents, and other consumables furnished under Section 5.0, Preventive Maintenance Tasks, shall be included in the firm-fixed price contract.

i. The contractor shall track cumulative repair parts cost by contract year and shall report the cumulative amount, remaining balance, and parts consumed by unit in each quarterly report required by Section 10.0.

j. The contractor shall not perform work that would cause the annual not-to-exceed amount to be exceeded without prior written authorization from the Contracting Officer.

Where a required repair would exceed the remaining balance, the contractor shall submit a written estimate to the COR identifying the unit, the required parts, the estimated cost, and the operational impact of deferral.

k. Upon award, the contractor is obligated to perform preventive maintenance, including quarterly filter replacement and meet the response times in Section 7.0.

9.0 SANITATION, SAFETY, AND COMPLIANCE

The contractor shall comply with:

a. VA infection control policies, including Interim Life Safety Measures and Infection Control

Risk Assessment requirements when working in clinical areas.

b. CDC sanitation guidelines for ice and ice-making equipment.

c. The Joint Commission Environment of Care and Utilities Management standards.

d. The VANTHCS Water Management Plan including any sampling or remediation requirements applicable to ice machines.

e. OSHA, NFPA, and National Electrical Code standards, including lockout/tagout during service.

f. OEM disinfection and service recommendations.

Only cleaning agents suitable for medical and food-service environments may be used. Only cleaning agents authorized by SDS and the VA Industrial Hygienist may be brought on station, and current Safety Data Sheets shall be provided to the COR before the product is used. The contractor shall protect adjacent surfaces, contain water during service, post wet-floor signage, and leave the work area clean.

9.1 Contractor personnel shall meet the following requirements:

a. Technicians shall be factory-trained or demonstrably qualified on Scotsman, Follett, and

Manitowoc commercial ice machines. (Must be submitted with proposal)

b. All technicians performing refrigerant work shall hold current EPA Section 608 certification; copies shall be provided to the COR before work begins.

c. Contractor personnel shall complete VA-required background screening and badging and shall display the VA-issued identification badge at all times while on station.

d. The contractor shall furnish the COR with a roster of assigned personnel and update it whenever personnel change.

e. Contractor personnel shall sign in and out with Engineering Service at each visit and comply with all site-specific access and safety rules.

10.0 PERFORMANCE DOCUMENTATION AND REPORTING

The contractor shall provide:

a. PM and repair service reports for each machine, identifying the EE tag, building and room, date, arrival and departure times, technician name, work performed, parts installed, and unit status on departure.

b. Documentation of replaced parts, time on-site, and technician name.

c. Quarterly summary reports of equipment condition, PM completion, open deficiencies, recurring issues, and parts consumption.

d. An annual report identifying units recommended for replacement, with supporting repair history.

e. Immediate notification to VA Engineering of any machine deemed beyond economical repair, any unsanitary condition, and any condition affecting patient safety.

f. A service sticker placed on each ice machine at the completion of every preventive maintenance or corrective maintenance visit. The sticker shall clearly display the date the machine was serviced and the due date of the next scheduled service.

10.1 Submission and Distribution

a. All reports and records required by this section shall be submitted in writing, in Adobe

PDF format, by email to the Contracting Officer’s Representative (COR), the

Maintenance & Operations (M&O) Chief, and the Chief Engineer. The COR will furnish the current distribution list after award and will notify the contractor in writing of any change.

b. Service reports for preventive and corrective maintenance visits shall be submitted within three (3) business days of each visit.

c. Quarterly summary reports and the current covered-equipment list shall be submitted within ten (10) calendar days after the end of each quarter. The annual replacement recommendation report shall be submitted within thirty (30) calendar days after the end of each contract year.

d. Notifications of a unit beyond economical repair, an unsanitary condition, or a condition affecting patient safety shall be made immediately by telephone to the COR and confirmed in writing by PDF via email to the COR, M&O Chief, and Chief Engineer by the end of the same business day.

e. PDF submissions shall be text-searchable, shall legibly reproduce all recorded test values and technician signatures, and shall identify the covered unit by EE tag, building, and room in both the file name and the report body.

f. All documentation submitted under this contract becomes the property of the

Government.

11.0 GOVERNMENT FURNISHED SUPPORT

The VA will:

a. Provide building access and escorts where required, including access to restricted or construction areas

b. Provide updated equipment inventory lists and notify the contractor in writing of additions, removals, and relocations

c. Coordinate work windows to avoid disruptions to patient care and food service

d. Communicate any site-specific rules, safety requirements, or access restrictions

e. Provide utilities (electricity and water) at the point of service

f. Designate a COR as the technical point of contact for scheduling, work authorization, and performance monitoring

12.0 PERIOD OF PERFORMANCE: Base plus 4 option years, start date to be determined.

End PWS

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4.00 JB __________________ __________________

Quarterly Preventive and Corrective Maintenance for 7 sites IAW section

5 of the PWS

Contract Period: Base POP Begin: 11-09-2026 POP End: 11-08-2027

1.00 YR __________________ __________________

Emergency Call for Corrective Maintenance IAW section 7 of the PWS

The Government will establish a Not To Exceed amount at award. This CLIN covers unforeseen work only, ordered as needed. Before any work begins: (1) the COR requests a quote from the Contractor, (2) the Contractor submits pricing/scope, and (3) the COR approves the quote in writing. No work shall be performed, and no costs are reimbursable, without prior COR authorization. Total costs shall not exceed the NTE amount without a written modification from the Contracting Officer.

Contract Period: Base POP Begin: 11-09-2026 POP End: 11-08-2027

5 of the PWS

Contract Period: Option 1 POP Begin: 11-09-2027 POP End: 11-08-2028 begins: (1) the COR requests a quote from the Contractor, (2) the Contractor submits pricing/scope, and (3) the COR approves the quote in writing. No work shall be performed, and no costs are reimbursable, without prior COR authorization. Total costs shall not exceed the NTE amount without a written modification from the Contracting Officer.

Contract Period: Option 1 POP Begin: 11-09-2027 POP End: 11-08-2028

5 of the PWS

Contract Period: Option 2 POP Begin: 11-09-2028 POP End: 11-08-2029 begins: (1) the COR requests a quote from the Contractor, (2) the Contractor submits pricing/scope, and (3) the COR approves the quote in writing. No work shall be performed, and no costs are reimbursable, without prior COR authorization. Total costs shall not exceed the NTE amount without a written modification from the Contracting Officer.

Contract Period: Option 2 POP Begin: 11-09-2028 POP End: 11-08-2029

5 of the PWS

Contract Period: Option 3 POP Begin: 11-09-2029 POP End: 11-08-2030 begins: (1) the COR requests a quote from the Contractor, (2) the Contractor submits pricing/scope, and (3) the COR approves the quote in writing. No work shall be performed, and no costs are reimbursable, without prior COR authorization. Total costs shall not exceed the NTE amount without a written modification from the Contracting Officer.

Contract Period: Option 3 POP Begin: 11-09-2029 POP End: 11-08-2030

5 of the PWS

Contract Period: Option 4

POP Begin: 11-09-2030 POP End: 11-08-2031 begins: (1) the COR requests a quote from the Contractor, (2) the Contractor submits pricing/scope, and (3) the COR approves the quote in writing. No work shall be performed, and no costs are reimbursable, without prior COR authorization. Total costs shall not exceed the NTE amount without a written modification from the Contracting Officer.

Contract Period: Option 4 POP Begin: 11-09-2030 POP End: 11-08-2031

GRAND TOTAL __________________

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul http://www.va.gov/oal/library/vaar/index.asp

(End of Clause)

FAR

Number

Title Date

52.203-6 RESTRICTIONS ON SUBCONTRACTOR SALES TO THE

GOVERNMENT

JUN 2020

52.203-13 CONTRACTOR CODE OF BUSINESS ETHICS AND

CONDUCT

NOV 2021

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS NOV 2023

52.203-19 PROHIBITION ON REQUIRING CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS OR STATEMENTS

JAN 2017

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT—MAINTENANCE

(DEVIATION)

NOV 2025

52.209-6 PROTECTING THE GOVERNMENT'S INTEREST WHEN

SUBCONTRACTING WITH CONTRACTORS DEBARRED,

SUSPENDED, PROPOSED FOR DEBARMENT, OR

VOLUNTARILY EXCLUDED

JAN 2025

52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION

REGARDING RESPONSIBILITY MATTERS

OCT 2018

52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED

DOMESTIC CORPORATIONS

NOV 2015

52.212-4

52.219-6

52.219-8

CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE

(DEVIATION)

UTILIZATION OF SMALL BUSINESS CONCERNS

(DEVIATION)

NOV 2023

NOV 2025

NOV 2025

52.219-14 52.219-28

LIMITATIONS ON SUBCONTRACTING (DEVIATION)

POSTAWARD SMALL BUSINESS PROGRAM

REREPRESENTATION (DEVIATION)

NOV 2025

NOV 2025

52.222-3 CONVICT LABOR (DEVIATION) NOV 2025

52.222-35 EQUAL OPPORTUNITY FOR VETERANS (DEVIATION) NOV 2025

52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH

DISABILITIES (DEVIATION)

NOV 2025

52.222-37 EMPLOYMENT REPORTS ON VETERANS (DEVIATION) NOV 2025

52.222-41 SERVICE CONTRACT LABOR STANDARDS (DEVIATION) NOV 2025

52.222-40 NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE

NATIONAL LABOR RELATIONS ACT (DEVIATION)

NOV 2025

52.222-43 FAIR LABOR STANDARDS ACT AND SERVICE

CONTRACT LABOR STANDARDS-PRICE ADJUSTMENT

(MULTIPLE YEAR AND OPTION CONTRACTS)

(DEVIATION)

NOV 2025

52.222-50 COMBATING TRAFFICKING IN PERSONS (DEVIATION) NOV 2025

52.222-54 EMPLOYMENT ELIGIBILITY VERIFICATION (DEVIATION) NOV 2025

52.222-62

52.223-23

PAID SICK LEAVE UNDER EXECUTIVE ORDER 13706

(DEVIATION)

SUSTAINABLE PRODUCTS (DEVIATION)

NOV 2025

NOV 2025

52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT

MESSAGING WHILE DRIVING

MAY 2024

52.228-5

52.229-3

INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

FEDERAL, STATE, AND LOCAL TAXES (DEVIATION)

JAN 1997

SEP 2025

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

MAR 2023

52.233-3 PROTEST AFTER AWARD AUG 1996

52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM OCT 2004

52.244-

6DEV

SUBCONTRACTS FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

OCT 2025

852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE DEC 2022

852.203-70 COMMERCIAL ADVERTISING MAY 2018

852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

MAY 2020

852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL

BUSINESSES (DEVIATION)

JAN 2023

852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899

(DEVIATION) (APR 2025)

APR 2025

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS NOV 2018

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 calendar days.

(End of Clause)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 15 calendar days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 calendar days days before the contract expires.

The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.5 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES

(MAY 2014)

In compliance with the Service Contract Labor Standards statute and the regulations of the

Secretary of Labor (29 CFR Part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5

U.S.C.5341 or 5332.

This Statement is for Information Only:

It is not a Wage Determination

Employee Class Monetary Wage-Fringe Benefits

Ice Machine Technician $23.50

Preventive Maintenance Tech $19.50

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

(a) Definitions. As used in this clause—

American Security Drone Act-covered foreign entity means an entity included on a list that the

Federal Acquisition Security Council (FASC) develops and maintains and publishes in the

System for Award Management (SAM) at https://www.sam.gov (section 1822 of Pub. L. 118-31, 41 U.S.C. 3901 note prec.).

Backhaul means intermediate links between the core network, or backbone network, and the small subnetworks at the edge of the network (e.g., connecting cell phones/towers to the core telephone network). Backhaul can be wireless (e.g., microwave) or wired (e.g., fiber optic, coaxial cable, Ethernet).

Covered application means the social networking service TikTok or any successor application or service developed or provided by ByteDance Limited or an entity owned by ByteDance

Limited.

Covered article, as defined in 41 U.S.C. 4713(k), means:

(1) Information technology, as defined in 40 U.S.C. 11101, including cloud computing services of all types;

(2) Telecommunications equipment or telecommunications service, as those terms are defined in section 3 of the Communications Act of 1934 (47 U.S.C. 153);

(3) The processing of information on a Federal or non-Federal information system, subject to the requirements of the Controlled Unclassified Information program (see 32 CFR part 2002); or

(4) Hardware, systems, devices, software, or services that include embedded or incidental information technology.

Covered foreign country means The People’s Republic of China.

Covered telecommunications equipment or services means—

(1) Telecommunications equipment produced by Huawei Technologies Company or ZTE

Corporation (or any subsidiary or affiliate of such entities);

(2) For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

(3) Telecommunications or video surveillance services provided by such entities or using such equipment; or https://www.sam.gov

(4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.

Critical technology means—

(1) Defense articles or defense services included on the United States Munitions List set forth in the International Traffic in Arms Regulations under subchapter M of chapter I of title 22, Code of Federal Regulations;

(2) Items included on the Commerce Control List set forth in Supplement No. 1 to part 774 of the Export Administration Regulations under subchapter C of chapter VII of title 15, Code of

Federal Regulations, and controlled—

(i) Pursuant to multilateral regimes, including for reasons relating to national security, chemical and biological weapons proliferation, nuclear nonproliferation, or missile technology; or

(ii) For reasons relating to regional stability or surreptitious listening;

(3) Specially designed and prepared nuclear equipment, parts and components, materials, software, and technology covered by part 810 of title 10, Code of Federal Regulations (relating to assistance to foreign atomic energy activities);

(4) Nuclear facilities, equipment, and material covered by part 110 of title 10, Code of Federal

Regulations (relating to export and import of nuclear equipment and material);

(5) Select agents and toxins covered by part 331 of title 7, Code of Federal Regulations, part

121 of title 9 of such Code, or part 73 of title 42 of such Code; or

(6) Emerging and foundational technologies controlled pursuant to section 1758 of the Export

Control Reform Act of 2018 (50 U.S.C. 4817).

FASC-prohibited unmanned aircraft system means an unmanned aircraft system manufactured or assembled by an American Security Drone Act—covered foreign entity.

FASCSA order means any of the following orders issued under the Federal Acquisition Supply

Chain Security Act (FASCSA) requiring removing covered articles from executive agency information systems or excluding one or more named sources or named covered articles from executive agency procurement actions, as described in 41 CFR 201-1.303(d) and (e):

(1) The Secretary of Homeland Security may issue FASCSA orders that apply to civilian agencies, to the extent not covered by paragraph (2) or (3) of this definition. This type of

FASCSA order may be referred to as a Department of Homeland Security (DHS) FASCSA order.

(2) The Secretary of Defense may issue FASCSA orders that apply to the Department of

Defense (DoD) and national security systems other than sensitive compartmented information systems. This type of FASCSA order may be referred to as a DoD FASCSA order.

(3) The Director of National Intelligence (DNI) may issue FASCSA orders that apply to the intelligence community and sensitive compartmented information systems, to the extent not covered by paragraph (2) of this definition. This type of FASCSA order may be referred to as a

DNI FASCSA order.

Information technology, as defined in 40 U.S.C. 11101(6)—

(1) Means any equipment or interconnected system or subsystem of equipment, used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the executive agency, if the equipment is used by the executive agency directly or is used by a contractor under a contract with the executive agency that requires the use—

(i) Of that equipment; or

(ii) Of that equipment to a significant extent in the performance of a service or the furnishing of a product;

(2) Includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources; but

(3) Does not include any equipment acquired by a Federal contractor incidental to a Federal contract.

Intelligence community, as defined by 50 U.S.C. 3003(4), means the following—

(1) The Office of the Director of National Intelligence;

(2) The Central Intelligence Agency;

(3) The National Security Agency;

(4) The Defense Intelligence Agency;

(5) The National Geospatial-Intelligence Agency;

(6) The National Reconnaissance Office;

(7) Other offices within the Department of Defense for the collection of specialized national intelligence through reconnaissance programs;

(8) The intelligence elements of the Army, the Navy, the Air Force, the Marine Corps, the

Coast Guard, the Federal Bureau of Investigation, the Drug Enforcement Administration, and the Department of Energy;

(9) The Bureau of Intelligence and Research of the Department of State;

(10) The Office of Intelligence and Analysis of the Department of the Treasury;

(11) The Office of Intelligence and Analysis of the Department of Homeland Security; or

(12) Such other elements of any department or agency as may be designated by the

President, or designated jointly by the Director of National Intelligence and the head of the department or agency concerned, as an element of the intelligence community.

Interconnection arrangement means arrangements governing the physical connection of two or more networks to allow the use of another’s network to hand off traffic where it is ultimately delivered (e.g., connecting a customer of telephone provider A to a customer of telephone company B) or sharing data and other information resources.

Kaspersky Lab-covered article means any hardware, software, or service that—

(1) Is developed or provided by a Kaspersky Lab-covered entity;

(2) Includes any hardware, software, or service developed or provided in whole or in part by a

Kaspersky Lab-covered entity; or

(3) Contains components using any hardware or software developed in whole or in part by a

Kaspersky Lab-covered entity.

Kaspersky Lab-covered entity means—

(1) Kaspersky Lab;

(2) Any successor entity to Kaspersky Lab, including any change in name, e.g., “Kaspersky”;

(3) Any entity that controls, is controlled by, or is under common control with Kaspersky Lab;

or

(4) Any entity of which Kaspersky Lab has a majority ownership.

National security system, as defined in 44 U.S.C. 3552, means any information system

(including any telecommunications system) used or operated by an agency or by a contractor of an agency, or other organization on behalf of an agency—

(1) The function, operation, or use of which involves intelligence activities; involves cryptologic activities related to national security; involves command and control of military forces; involves equipment that is an integral part of a weapon or weapons system; or is critical to the direct fulfillment of military or intelligence missions, but does not include a system that is to be used for routine administrative and business applications (including payroll, finance, logistics, and personnel management applications); or

(2) Is protected at all times by procedures established for information that have been specifically authorized under criteria established by an Executive order or an Act of Congress to be kept classified in the interest of national defense or foreign policy.

Roaming means cellular communications services (e.g., voice, video, data) received from a visited network when unable to connect to the facilities of the home network either because signal coverage is too weak or because traffic is too high.

Sensitive compartmented information means classified information concerning or derived from intelligence sources, methods, or analytical processes, which is required to be handled within formal access control systems established by the Director of National Intelligence.

Sensitive compartmented information system means a national security system authorized to process or store sensitive compartmented information.

Source means a non-Federal supplier, or potential supplier, of products or services, at any tier.

Subsidiary means an entity in which more than 50 percent of the entity is owned directly by a parent corporation or through another subsidiary of a parent corporation.

Substantial or essential component means any component necessary for the proper function or performance of a piece of equipment, system, or service.

Unmanned aircraft means an aircraft that is operated without the possibility of direct human intervention from within or on the aircraft (49 U.S.C. 44801(11)).

Unmanned aircraft system means an unmanned aircraft and associated elements (including communication links and the components that control the unmanned aircraft) that are required for the operator to operate safely and efficiently in the national airspace system (49 U.S.C.

44801(12)).

(b) Prohibitions on providing or using specific products or services in performance of contract.

Unless a waiver or exception applies, the Contractor is prohibited from providing any products or services to the Government or using in the performance of the contract any of the following:

(1) A covered application on any information technology owned or managed by the

Government, or on any information technology used or provided by the Contractor under this contract, including equipment provided by the Contractor’s employees (section 102 of Division R of the Consolidated Appropriations Act, 2023 (Pub. L. 117-328));

(2) A Kaspersky Lab-covered article (Section 1634 of Division A of the National Defense

Authorization Act for Fiscal Year 2018 (Pub. L. 115-91));

(3) Covered telecommunications equipment or services used as a substantial or essential component of any system, or as critical technology as part of any system (paragraphs (a)(1)(A) of section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019

(Pub. L. 115-232)). This does not prohibit contractors from providing—

(i) A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Prohibition on unmanned aircraft systems manufactured or assembled by American

Security Drone Act—covered foreign entities.

(1) Prohibition. The Contractor is prohibited from—

(i) Delivering any FASC-prohibited unmanned aircraft system, which includes unmanned aircraft (i.e., drones) and associated elements (sections 1823 and 1826 of American Security

Drone Act of 2023, within the National Defense Authorization Act for Fiscal Year 2024, Pub. L.

118-31, Div. A, Title XVIII, Subtitle B, 41 U.S.C. 3901 note prec.);

(ii) On or after December 22, 2025, operating a FASC-prohibited unmanned aircraft system in the performance of the contract (section 1824 of Pub. L. 118-31); and

(iii) On or after December 22, 2025, using Federal funds to procure or operate a…