S02 36C24126Q0821 Comb Synopsis SB RFQ Floor Scrubbers Post 091126-091826.docx

Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330-6719

POINT OF CONTACT*

Contract Specialist Carlos Ortiz carlos.ortiz3@va.gov

PLACE OF PERFORMANCE

VAMC Manchester

718 Smyth Road

Manchester NH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Combined Synopsis: Intent to Compete/RFQ Straight SB Set-Aside Between Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice OEM-Authorized Distributors-Brand Name Only

Combined Synopsis/Solicitation Notice

COMBINED SYNOPSIS/SOLICITATION–FAR 19.502-2(a) SB SET-ASIDE RFQ

GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.

This solicitation: 36C24126Q0821 is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through FAC 2026-01, effective March 13, 2026.

This acquisition is being conducted as a Total Small Business (SB) Set-Aside for the procurement of Pacific Floor Care brand Floor Scrubbers for the Manchester VA Medical Center.

This is a commercial supplies acquisition for Floor Scrubbers. The quotes will be submitted via email. The associated North American Industrial Classification System (NAICS) code for this procurement is 333310 with a small business size standard of 1,000 employees. The FSC/PSC is 7910.

Manchester VA Medical Center 718 Smyth Road Manchester NH 03104-7007

VAMC Manchester is seeking Floor Scrubbers SCI Tent Rental

TOTAL

The quotations shall be for Floor Scrubbers/Vacuum listed on Page 1 (P1), and as described in detail in the combined synopsis solicitation, Intent to Compete/ RFQ as posted on Contract Opportunities. The FOB point is “Destination.”

Please follow the solicitation provisions, clauses, and the addendum to offerors stated below:

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1” Instructions to Offerors–Commercial Items” (RFO)

· Award shall be made to the responsible SBA VetCert-certified SB quoter whose quote is determined to be the lowest price for the brand name requested. Service is standardizing to the product. No substitutions.

· Pricing shall be entered for each line item as listed in the PRICE LIST above.

· The requirement is for the procurement of Floor Scrubbers/Vacuum listed on Page 1 (P1) for VAMC Manchester

· Offeror shall be registered in SAM and certified as an SB in SBA VetCert, as applicable.

The following solicitation provisions apply to this acquisition:

2. FAR 52.212-2 (RFO) The government will evaluate information based on the following evaluation criteria:

(a) Evaluation Factors. The Government will award a contract resulting from this solicitation to the responsible SDVOSB whose quotation conforms to all solicitation requirements and offers the lowest evaluated price.

The Government will evaluate information based on the following criterion:

1. Capability to provide all required Floor Scrubbers/Vacuum in accordance with the Statement of Work (SOW) and the product chart on P1.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (RFO) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold; Or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different the mailing address;

(8) A completed copy of the representations and certifications Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically).

(9) Acknowledgment Request for Quotation amendments;

(10) Past performance will not be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9) and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes unless another time period is specified in an addendum to the solicitation.

(d) Product samples. NA

(e) Multiple Quotes. Quoters are requested to submit one (1) quote presenting their best price for the required Floor Scrubbers.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 11:00 AM local time, for the designated Government office on the date that quotes are due. (Time specified is 09/18/26 11:00 AM (EDT))

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms and the best quoted price. The Government may reject any or all quotes if such action is in the public’s best interest.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).)

· The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoter's name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable.

· The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity.

· If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

CC: deidra.thomas@va.gov Deidra Thomas Contracting Officer

The Government will evaluate quotations based on the ability to provide all required Floor Scrubbers line items and associated services at the lowest price. Please submit your best and final price. Award will be made to the responsible SB whose quotation conforms to all solicitation requirements and offers the lowest evaluated price.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html

This is an open-market combined synopsis/solicitation for commercial services as defined herein. The government intends to award a one-time contract/purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein.

E-mailed quotes will be accepted. Submissions shall be received no later than 11:00 AM EDT 09/18/26.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

VAMC Manchester, NH Statement of Work (SOW) Pacific Floor Care Scrubber/Vacuum Equipment

1. Purpose: The purpose of this procurement is to acquire industrial‑grade floor scrubbers and vacuums capable of maintaining VAMC Manchester’s patient care areas, corridors, and high‑traffic spaces at required Environmental Management Service (EMS) cleanliness standards. Equipment must deliver reliable cleaning performance, comply with applicable safety and environmental regulations, and integrate operational safeguards needed for VA healthcare environments.

2. Scope of Work: The Contractor shall provide Pacific Medline scrubbers or brand‑equal equipment capable of meeting all functional, regulatory, and safety criteria outlined herein. Equipment must arrive fully assembled (where applicable), tested, and accompanied by all required documentation.

· Equipment List (Brand Name or Equal)

· EVSMD28LBSP2 – Pacific 28" Disk Scrubber (Lead‑Acid Battery) – Qty: 2

· PAC675405 – QS12 Walk‑Behind Scrubber – Qty: 2

· EVSM805402 – V15ED Upright Dual‑Motor Vacuum Cleaner – Qty: 8

Accessories shall be included where required for full operation (pads, chargers, hoses, filters, squeegees, and safety labels).

3. Salient Characteristics: To be considered acceptable, brand‑name or equal equipment must meet all the following salient characteristics:

3.1 General Cleaning Performance

· Capability to scrub and dry in a single pass across large hallways, lobbies, and patient corridors

· Adjustable cleaning pressure suitable for VHA hallway tile, resilient flooring, and sealed surfaces

· Water recovery efficiency ≥ 90% to prevent slip hazards

3.2 Technical Design

· Disk scrubber head size: 28" (for EVSMD28LBSP2 equivalent)

· Walk‑behind scrubber path width: 12" (for QS12 equivalent)

· Dual‑motor vacuum with minimum 5,000 RPM brush speed

3.3 Power & Battery Requirements

· Lead‑acid battery system with onboard charger

· Automatic low‑battery safety shutoff

· Battery capacity is sufficient for minimum 3 hours continuous operation.

3.4 Safety & Environmental Requirements

· All equipment must comply with:

· OSHA 29 CFR 1910 (machine safety, electrical equipment labeling)

· EPA Clean Water Act Sections 301 & 311 (wastewater handling and disposal standards for auto‑scrubbers)

· NFPA 70/NEC (electrical safety)

· VA EMS infection‑control cleaning standards for equipment used in patient‑adjacent spaces

3.5 Maintenance & Durability Standards

· Operator notification system for maintenance

· Machine diagnostics showing battery status, vacuum performance, brush pressure, and alert codes

· Minimum 2‑year motor warranty (or manufacturer standard)

4. Technical Criteria

· Equipment must meet the following mandatory technical requirements for use in VAMC Manchester:

4.1 Regulatory Compliance

· Must meet hospital safety requirements (OSHA lockout/tagout, NFPA electrical safety)

· Must meet EPA wastewater containment and recovery standards for auto‑scrubbers

· Must meet VHA EMS requirements for equipment used in patient‑care proximate environments

4.2 Required Technological Features

To support VA EMS operational demands, scrubbers must include:

1) BatteryShield®‑Equivalent Safety Functionality

· Automatic alert when water levels are insufficient

· Prevention of operation under low‑water conditions

· Protection against premature battery failure and operator damage

· Diagnostic reporting for electrolyte levels and charging faults

2) Pacific/Medline models incorporate BatteryShield® Protection technology

3) Performance Reliability Criteria

· All scrubbers must:

· Maintain consistent down‑pressure across uneven VHA floors

· Provide superior water pickup on tile and LVT floors

· Operate with noise level < 70 dB for patient‑care environments

· Provide sealed motor assemblies appropriate for medical‑grade sanitation

5. Contractor Responsibilities

· The Contractor shall:

· Provide, deliver, and install listed equipment

· Perform site inspection prior to setup

· Unpack, assemble, test all units

· Perform initial operation and safety training for VAMC Manchester EVS staff

· Provide all manuals, quick‑reference sheets, SDS, warranties, and battery maintenance documents

6. Deliverables

7. Tasks & Timeline

· Task 1: Procurement initiation (upon award)

· Task 2: Delivery within 30 days

· Task 3: Installation & training within 45 days

· Task 4: Inspection & acceptance within 50 days

· Task 5: Final closeout & invoice within 60 days

8. Inspection & Acceptance

· VAMC Manchester will inspect for:

· Shipping damage

· Full functional test (scrubbing, drying, battery charging, vacuum performance)

· Operation simulation in patient‑area corridor

· Acceptance requires passing functional tests and verified compliance with salient characteristics.

9. Warranty & Support

· Manufacturer’s standard warranty (minimum 12 months)

· Minimum 2‑year motor warranty (or manufacturer standard)

· Support availability for parts, technical service, and battery maintenance consultation

10. Points of Contact

· Government Representative: Elyse P. Perez, Administrative Officer

· Oversight: David N. DeJulio

12. Modifications

· Any changes must be approved via formal contract modification.

DEPARTMENT OF VETERANS AFFAIRS

Justification for Brand Name Awards IAW FAR 12.102-1(a) For Over Micro-Purchase Threshold but Not Exceeding the Simplified Acquisition Threshold

Acquisition Plan Action ID: 36C241-26-AP-3973

1. Contracting Activity: Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN) 01, VA Central Western Massachusetts Healthcare System.

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: VAMC Manchester Environmental Management Service (EMS) requires industrial-grade floor scrubbers and commercial upright vacuums to support daily cleaning operations in patient-care corridors, high-traffic areas, and safety-sensitive areas throughout the facility.

· EVSMD28LBSP2 - Pacific 28-inch Disk Scrubber (Lead-Acid Battery)-Qty. 2

· PAC675405 - Pacific QS-12 Walk-Behind Scrubber-Qty. 2

· EVSM805402 - Pacific V15ED Upright Dual-Motor Vacuum, 15-inch-Qty. 8

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: VAMC Manchester is standardizing to the Pacific Floor Care Scrubbers: EVSMD28LBSP2 Pacific 28-inch Disk Scrubber (Lead-Acid Battery), PAC675405 Pacific QS-12 Walk-Behind Scrubber, and the EVSM805402 15” Pacific V15ED Upright Dual-Motor Vacuum due to the simple mechanical design and the patented technological peculiarities that offer the best value to the government due to their ability to minimize safety risk, to optimize operational efficiencies, and to maximize cost savings.

· Technological Peculiarity: The key technological features that provide best value to the Government are the BatteryShield® Protection and the HydroLink® technologies.

· The BatteryShield® Protection Plan includes a 3-Year 100% full replacement warranty. BatteryShield® reduces battery replacements extending battery longevity up to four (4) to over seven (7) years. The increase in battery longevity produced cost savings between $1,400–$2,800, depending on the scrubber model. The BatteryShield® extended warranty, coupled with the simple motherboard-free design, has yielded a ROI (Return on Investment) between 340%–690%, due to lower maintenance and battery replacement costs.

The HydroLink® technology ensures even, factory spec fill level from Battery manufacturer. HydroLink® technology provides greater durability in wet/dirty environment, prevents lockout prevention and immobilization under low-water conditions, and prevents battery acid leakage from battery. The HydroLink® technology and automated alerts and controls have increased machine uptime and reduced risk of damage from low battery water levels. This has increased operational efficiencies and cost efficiencies due to less labor and fewer mistakes

· Safety Risk: Integrated diagnostic indicators such as “Battery Power Level Indicators” and associated fault minimize safety risk by generating automated codes that give operators clear, on‑machine feedback to guide safe use and maintenance without external tools. BatteryShield® Pacific’s patented, first‑of‑its‑kind automated battery protection system incorporates battery failure and damage prevention safeguards to prevent early wet‑battery failure by monitoring electrolyte levels and by automatically taking protective action when a problem is detected. The key safeguards include safeguards:

· Automatic detection of low battery water via a dedicated sensor

· Operator alert (control‑panel LED) when low water is detected;

· Automatic shutdown of scrub brush motors until watering is performed;

· Paired watering system (HydroLink®) for fast, fool‑proof maintenance;

· Three‑year full battery replacement warranty when BatteryShield is installed.

· Operator alerts for insufficient water levels

· Operational Efficiencies: Pacific brand Floor Scrubbers use patented orbital mechanics that deliver the highest down pressure in their class, enabling chemical-free finish removal in a single pass. The Pacific Floor Scrubber models selected are already in use at VAMC Manchester; EMS seeks to expand their fleet of Pacific Floor Scrubbers because they are easy to operate and require less training.

· Cost Savings: Pacific Floor scrubbers are built using U.S.-manufactured, rotationally molded polyethylene and robust components. This construction has provided exceptional durability and consistent quality. These floor scrubbers were originally purchased for their simple electromechanical design; they have no motherboards which means increased durability and reliability. The Pacific scrubbers in use at Manchester have reduced repair costs and have demonstrated faster service turnarounds. They can be serviced in-house, on the same day, with readily replenishable parts.

4. Description of market research conducted and results or statement why it was not conducted:

Market Research Findings: Market Research was conducted by the service and by Contracting IAW FAR 10.001 and VAAR 810.001.

· Mandatory Sources: No mandatory source was identified for the required Pacific Floorcare equipment. The Pacific Floor Scrubbers are not available via VA Inventories, Other Government Agencies, AbilityOne, nor via any mandatory SAC, NAC, or other GWAC contracts.

4. Description of market research conducted and results or statement why it was not conducted:

Market Research Findings:

· GSA Advantage: None of the Pacific Floor Care, Floor Scrubber models listed were in GSA Advantage. There was one (1) Pacific Floor Care offering at GSA Advantage, the V15ED Model 675405 vacuum.

· GSA e-Library: MAS Category 333310 contains twenty (20) floor-care contractors. One Danish competitor, Nilfisk holds an FSS contract for Nilfisk vacuums and floor scrubbers. There are no FSS contracts for any of the required Pacific floor scrubber models.

· ADDS-UP: VA history shows recent floor-scrubber awards under NAICS 333310 using Small Business and SDVOSB set-asides. This confirms an active Federal market for floor-care equipment.

· EMS/SME Technical Validation: Manchester EMS evaluated other floor-care equipment, including Tennant, and selected Pacific for its operating needs. The Tennant and other alternative bands cannot meet the minimum needs of the Government. EMS requires BatteryShield® motor-disable protection and the associated three-year battery warranty. The facility has owned alternative brands in the past. These brands demonstrated multiple failures caused by dry batteries and electrical components experiencing motherboard failures. Pacific's mechanical simplicity, durability, low-noise operation, ergonomics, intuitive controls, and reduced training burden best meet the Government need. The Pacific brand technologies minimize safety risk, optimize operational efficiency, and maximize cost savings.

· FAR 11.105: This is a commercial product acquisition. The brand name requirement meets the basic brand name criteria cited in FAR 11.105 where no alternative band can meet the minimum Government need. There is one manufacturer who had patented technology offering peculiarity in the market when compared to alternate rands.

· FAR 12.102-1(a): The Pacific brand Floor Scrubbers have patented technological peculiarities that distinguish them in the market from alternative brands: 1) BatteryShield® Protection Plan with a three-year full replacement warranty and 2) HydroLink® which is a safety feature that minimizes equipment failure due to overfilling the water reservoir and prevents equipment immobilization due to lockout. There is one manufacturer; one reasonably available source for the Pacific Floor Scrubbers required. The one reasonably available source being the OEM-authorized SB vendor pool. EMS's operational determination and market research support the Pacific brand restriction.

· Brand Name Only: Manchester EMS requires Pacific Floorcare to address repeated dry-battery failures. BatteryShield® monitors battery water levels and disables operation when water levels are unsafe. The associated battery warranty protects the Government from premature battery failure. Pacific also provides a simple mechanical design, durability, low-noise operation, ergonomics, and controls required by EMS. The requirement is restricted to Pacific brand and will be competed among capable Pacific sources.

Small Business: SBA SBS identified thirty (30) small businesses under NAICS 333310 using the keyword "floor scrubbers." Pacific also identified Environment of Care Solutions LLC and RC Quartermaster LLC as authorized SDVOSB distributors for Federal Government sales. With the application of the FAR 19.502-2(a) SBA NMR Exception for a below SAT requirement, a Total Small Business Set-Aside can be applied. There are (2) SB class OEM-authorized eligible and responsible distributors who are likely to compete. This satisfies the SB Rule of 2.

NMR (Nonmanufacturing Rule): Pacific Floorcare is the LB OEM for the Pacific Floor Care floor scrubbers. There is no NMR Waiver for NAICS 333310. Per VAAR 819.7003(d), VFCP cannot be applied, the NMR and the LOS (Limitations on Subcontracting) are not satisfied. Because the requirement is below SAT (Simplified Acquisition Threshold), Contracting will apply the SBA NMR Exception, FAR 19.502-2(a) for a SBSA, to compete to the maximum extent practicable.

Recommendations: Award as a FAR 19.502‑2(a) Small Business Set‑Aside for a FAR 12.102‑1(a) brand‑name acquisition of Pacific Floor Care scrubbers and vacuums. A brand‑name justification is supported under FAR 11.105 due to Pacific’s unique, proprietary BatteryShield® and HydroLink® technologies and mechanical design that constitute items peculiar to one manufacturer. Because NAICS 333310 lacks an NMR waiver and VAAR 819.7003(d) precludes SDVOSB/VOSB set‑asides, a Small Business set‑aside is the only compliant path. Two OEM‑authorized SB distributors—RC Quartermaster LLC and Environment of Care Solutions LLC—are verified and capable, ensuring adequate competition.

Contracting Officer's Certification: Purchase is approved in accordance with FAR 12.102-1(a)(for brand). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

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