Combined Synopsis/Solicitation
NTX – Preventive and Corrective Maintenance for Ice
Department of Veterans Affairs · Sol. 36C25727Q0009
Due in 18 daysSDVOSB
AI summary Beta
The VA North Texas Health Care System (run by Network Contracting Office 17) wants a contractor to do quarterly preventive maintenance and on-call repairs on about 95 government-owned ice machines at seven VA sites in the Dallas, Fort Worth, Grand Prairie, Plano and Tyler, Texas area. It is set aside for service-disabled veteran-owned small businesses. The base period starts 11/09/2026 and runs one year, with four one-year options.
Watch out for
- Repair budget cap not disclosed. Emergency and unforeseen repairs are a separate line item with a not-to-exceed amount the VA sets only at award, and the contractor must supply all repair parts, so you cannot size repair risk when you price.
The Government will establish a Not To Exceed amount at award.
- Filters replaced every quarter at your cost. All water filters and cartridges must be replaced at every visit on every unit regardless of condition, and these costs are inside the fixed price and not chargeable to the repair budget.
visit, regardless of remaining service life or indicated capacity, and record the
- Unit count is an estimate and can grow. Attachment A is only an estimate (18 units have unknown manufacturers and counts at six sites still need validation); unlisted units are covered at the same price, and changes up to 20% must be absorbed with no price adjustment.
provided for estimating purposes only; it is not an exhaustive list and does not limit the scope of
- 24/7 emergency coverage with fast response times. Emergency calls need a technician on site within 4 hours, around the clock, across seven sites spread over the Dallas-Fort Worth area and Tyler; missed times can lead to payment deductions.
Failure to meet response times may result in performance deductions in
- Very fast mobilization. Quotes are due 10/27/2026 and the base period starts 11/09/2026; you must be fully mobilized with badged staff and parts stock within 14 days of award and finish a first visit on all units within 45 days.
shall be fully mobilized within fourteen (14) calendar days after award,
- Paid only after services are complete. Invoices go in arrears after all services are completed, which can mean carrying parts, labor and filter costs for a long time before payment.
Invoices shall be submitted in arrears: After all services are completed.
- Site visit and early questions deadline. The site visit is 10/13/2026 and questions close 10/16/2026, well before the 10/27 due date; the notice does not say the visit is mandatory, so confirm with the contracting office.
Site Visit: 10/13/2026 at 9AM CDT
- Document inconsistencies to clarify. The addendum says licenses come from 'section 4' of the PWS (which is locations; training and EPA rules are in section 9.1), the price hold is 30 days in one place and 90 in another, and page 34 shows a different solicitation number (36C25726Q0342).
Provide certifications/licenses required IAW section 4 of the PWS.
Read from the notice and 2 attachments.
- RFQ 36C25727Q0009 .pdf
- 36C25727Q0009_1.docx
Full brief
What they want
- Quarterly preventive maintenance on every covered ice machine: full cleaning, descaling and sanitizing, drain line flushing, and mechanical and electrical testing with recorded readings
- Replace all water filters and cartridges at every quarterly visit, with filters, gaskets, seals and sanitizers included in the fixed price
- Corrective repairs with OEM or VA-approved equivalent parts, including refrigerant recovery and charging, with emergency service 24/7 including federal holidays
- On-site response within 4 hours for emergencies, 24 hours for priority and 72 hours for routine calls
- Be fully mobilized (badged staff, parts stock, monitored phone line) within 14 days of award, with the first PM visit on every unit within 45 days
- Joint inventory walk with the VA within 30 days of award, and report any unlisted government-owned ice machines within 5 business days of finding them
- PDF service reports within 3 business days of each visit, quarterly summary reports, an annual replacement-recommendation report, and a service sticker on each machine after every visit
- Haul away all faulty parts, used filters and packaging; follow VA infection control, CDC, Joint Commission and OSHA rules
- Contract type
- Firm-fixed-price (quarterly PM line items), plus a separate emergency repair line item with a government-set not-to-exceed amount, ordered as needed
- Period of performance
- 1 base year (11/09/2026 to 11/08/2027) + 4 option years, through 11/08/2031; the government may also extend services up to 6 months under FAR 52.217-8
- Place of performance
- VA North Texas Health Care System: Dallas VA Medical Center (75 units), Fort Worth VA Clinic (12), Grand Prairie, Herzog Veterans Resource Center, Plano, Polk Street and Tyler clinics (1 to 2 units each)
- How they'll choose
- Competitive best value using comparative analysis (quotes are compared to one another); the government may pick other than the lowest price
- Offers due
- 10/27/2026 at 10:00 AM Central (CDT)
- How to submit
- Email to Abduel Sanford, Contract Specialist, at abduel.sanford@va.gov
What they'll judge offers on
- Technical Capability: contract management, communication, documentation and reporting approach; required certifications and licenses; ability to meet the PWS response times
- Past Performance: recent (last 5 years) and relevant work similar in size and scope; no past performance is rated neither favorable nor unfavorable
- Price: evaluated for completeness and reasonableness (all option prices are added to the base price)
What to include when you submit
- Technical questions must be emailed by 10/16/2026 at 10:00 AM CDT, with the subject line 'Technical Questions - 36C25727Q0009 - NTX - Preventive and Corrective Maintenance for Ice Machines' and the solicitation section/page referenced
- Site visit is 10/13/2026 at 9:00 AM CDT at Bldg. 9 (Engineering Building), 4500 S. Lancaster Rd., Dallas, TX 75216 (POCs Greg Shepherd and Jerry Reese)
- Sign the SF 1449 (blocks 30a-c) and fill in the Price/Cost Schedule with unit prices rounded to the nearest hundredth; give flat-rate pricing per line item
- Complete, sign and return VAAR 852.219-75 (Limitations on Subcontracting certification) with the quote; offers without it are ineligible
- Include a Capability Statement describing technical approach, methodology and techniques for the PWS requirements
- Provide the certifications and licenses required (technician training on Scotsman, Follett and Manitowoc machines must come with the proposal)
- Give references for up to three similar-size and scope contracts from the last five years (contract number, agency, point of contact, phone, email) plus contract value and period of performance
- Acknowledge any amendments; hold prices firm for 90 calendar days; list any exceptions to terms with a full rationale
- Incomplete quotes are removed from consideration
You must have
- Must be a certified Service-Disabled Veteran-Owned Small Business (SDVOSB); status is checked in the SBA certification search after the quote arrives
Offeror must be certified as a SDVOSB
- Limitations on subcontracting: for services, the contractor may not pay more than 50% of what the government pays it to firms that are not certified SDVOSBs/VOSBs
will not pay more than 50% of the amount paid by the government to it to firms that are not
- Technicians must be factory-trained or demonstrably qualified on Scotsman, Follett and Manitowoc commercial ice machines, and proof must be submitted with the proposal
(Must be submitted with proposal)
- Technicians doing refrigerant work must hold current EPA Section 608 certification (copies to the COR before work begins)
All technicians performing refrigerant work shall hold current EPA Section 608
- Insurance: general liability of $500,000 per occurrence, employer's liability of at least $100,000, and automobile liability; proof of general liability coverage with no asbestos exclusion must be shown before award
General Liability: $500,000.00 per occurrences.
- Personnel must pass VA background screening and be badged (the listed ice machine technician roles are Tier 1/low risk)
Ice Dispenser Equipment Technician
- Active SAM registration and a unique entity identifier (UEI) are needed to bid
52.204-7 SYSTEM FOR AWARD MANAGEMENT
Not in the notice text
- Estimated contract value and the not-to-exceed amount for the emergency repair line items (not stated; the $34 Million on the SF 1449 is the size standard, not the contract value)
- Attachment A (the ice machine inventory), the QASP (performance deduction rules) and Service Contract Act Wage Determination 2015-5227 Rev 30 are referenced in Section D but were not provided in the text
- Whether the 10/13/2026 site visit is mandatory
- The incumbent or any previous contract for this work is not named
- Relative importance of the three evaluation factors is not stated
- Which sites and units are still under manufacturer warranty or in construction areas
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Key facts
- Response due
- Oct 27, 2026, 3:00 PM UTC
- Posted
- Oct 7, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 36C25727Q0009
- Agency
- Department of Veterans Affairs
- Office
- 257-Network Contract Office 17 (36C257)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 811310
- Product/service code
- J041
- Business type
- Equipment repair & maintenance
- Contracting contact
- Abduel Sanfordabduel.sanford@va.gov254-922-1975
Full notice text from SAM.gov
Preventive and Corrective Maintenance for Ice Machines
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