Combined Synopsis/Solicitation
Walk In Coolers and Freezer Replacement and Installation
Department of Veterans Affairs · Sol. 36C25227Q0048
Due in 11 daysSDVOSB
AI summary Beta
The VA's Great Lakes Acquisition Center is buying and installing three new walk-in units (two coolers and one freezer) to replace worn-out ones at the Captain James A. Lovell Federal Health Care Center in North Chicago, Illinois. The buy is set aside for service-disabled veteran-owned small businesses and will go to the lowest-priced acceptable quote. The installation window is 6 to 9 weeks.
Watch out for
- Specific model and OEM authorization required. The quote names a particular model and component part numbers and requires an OEM dealer letter, so a firm that cannot get that manufacturer's authorization cannot bid.
Authorization letter or other documents from the OEM verifying offeror is an authorized dealer, distributor, or reseller.
- Work in an operating hospital kitchen. The replacement happens while the food service department keeps running, with utility shutdowns coordinated with the VA and a temporary rental freezer already in use.
This is a direct replacement during operational hours Monday-Friday.
- Unclear who does floor repairs. The task list says floor repairs are by others and not included but also lists floor repairs as a task, so price risk exists unless you ask.
Floor repairs by others (not included)
- Units must fit existing space and utilities. The new boxes must fit the existing space and tie into the same utilities, but no drawings or site visit are mentioned, so measuring is on you before you price.
that will fit into the existing space, will connect to the same utilities, and provide the functionality
- Week-long acceptance testing. Acceptance waits on a full week of temperature checks, which can delay final sign-off and payment.
verify all temperatures are within food service specifications and guidelines 3 times daily for one week prior to acceptance
- Management plan and monthly reports. Even though this is a small equipment replacement job, the SOW asks for a written plan and monthly status reports, which adds paperwork.
Prepare a Contract Management Plan describing the technical approach, organizational resources and management controls
- Time zone wording differs. The due time is written as Central Time in one place and Central Standard Time in another, so confirm with the contracting officer and send early.
Submission of your response shall be received not later than 10:00 a.m. Central Standard Time on October 20, 2026.
Read from the notice and 3 attachments.
- 36C25227Q0048.docx
- S02 - Attachment 2 Tax on Certain.pdf
- S02 - Attachment 1 Buy American Certificate.pdf
Full brief
What they want
- Supply one walk-in cooler/freezer set (Model CC363130) made up of two 35F coolers and one -10F freezer
- Recover refrigerant from the 3 existing systems per EPA guidelines, then demolish and remove the old boxes and refrigeration
- Assemble the new units, set the evaporators and outdoor condensing units, and connect and braze new refrigerant lines
- Run control and lighting wiring, drain piping, and seal all seams
- Start up, test and commission the units; the VA witnesses temperature checks 3 times daily for one week before acceptance
- Provide O&M manuals, extended warranty registration, and startup/test reports signed off by the VA representative (COR)
- Provide a Contract Management Plan and monthly status reports
- Include an OEM authorization letter showing you are an authorized dealer or reseller
- Contract type
- Not stated. Combined synopsis/solicitation (RFQ) for commercial products and services with two priced lines: the equipment and the installation.
- Period of performance
- Installation window of 6 to 9 weeks, during standard business hours. No start date or equipment delivery deadline is given.
- Place of performance
- Captain James A. Lovell Federal Health Care Center, 3001 Green Bay Rd, North Chicago, IL 60064, Building 6 (old warehouse), Nutrition and Food Service Department
- How they'll choose
- Lowest price, technically acceptable
- Offers due
- 10:00 a.m. Central on October 20, 2026 (the attachment says both Central Time and Central Standard Time; the notice shows 2026-10-20T10:00:00-05:00)
- How to submit
- Email to Contracting Officer Jennifer Mead at Jennifer.Mead@va.gov
What they'll judge offers on
- Technical acceptability (meeting the salient characteristics and required submissions)
- Lowest price among acceptable quotes
What to include when you submit
- Quotation per the addendum to FAR 52.212-1, with the solicitation number, name, address, phone and UEI
- Authorization letter or other OEM document showing you are an authorized dealer, distributor or reseller
- Completed FAR 52.225-2 Buy American Certificate (Attachment 1)
- Completed FAR 52.229-11 Tax on Certain Foreign Procurements (Attachment 2)
- A statement of agreement with all terms and conditions, or a list of exceptions with rationale; the exact wording is given in the solicitation
- Hold your prices for 60 calendar days after the due date
- Annual representations and certifications must be current in SAM
- Send questions in writing by email to the contracting officer (no question deadline is stated)
You must have
- Service-disabled veteran-owned small business (SDVOSB) set-aside
This solicitation is set-aside for Service-Disabled Veteran Owned Small Businesses.
- NAICS 333415 with a size standard of 1,250 employees
- Authorized dealer, distributor or reseller of the specified equipment, proven by an OEM letter
Authorization letter or other documents from the OEM verifying offeror is an authorized dealer, distributor, or reseller.
- Active SAM registration and current representations and certifications
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website
- Refrigerant must be recovered per EPA guidelines (no specific certification is named in the text)
Recover refrigerant from (3) existing systems per EPA guidelines
- Limitations on subcontracting and nonmanufacturer rule clauses apply, which limit how much you can pass to non-SDVOSB firms and require supplied items to come from small manufacturers if you are a reseller
Not in the notice text
- Estimated value or budget is not stated
- Contract type (for example firm-fixed-price purchase order) is not stated
- No award date, start date or equipment delivery deadline is given beyond the 6 to 9 week installation window
- Whether a site visit is allowed and whether existing-space drawings are available
- Deadline for submitting questions
- Who performs floor repairs (the SOW lists it both as by others and as a task)
- Whether specific EPA refrigerant handling certification is required of the technicians (only EPA guidelines are mentioned)
Is this a fit for your business?
Create a free accountFedReady checks notices like this against your business profile, tracks deadlines, and alerts you to new matches. Creating an account is free.
Key facts
- Response due
- Oct 20, 2026, 3:00 PM UTC
- Posted
- Oct 6, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 36C25227Q0048
- Agency
- Department of Veterans Affairs
- Office
- 252-Network Contract Office 12 (36C252)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 333415
- Product/service code
- 4110
- Business type
- Manufactured parts & equipment
- Contracting contact
- Jennifer MeadJennifer.Mead@va.gov414-844-4800
Full notice text from SAM.gov
Cooler and Freezer
Similar open opportunities
- 41- Vaneaxial FansDLA Troop Support (Defense Logistics Agency) is doing market research to find companies that can supply vaneaxial fans (NSN 4140-00-289-8783) built to a military spec.
- COMPRESSOR,REFRIGER, IN REPAIR/MODIFICATION OFNAVSUP Weapon Systems Support (Mechanicsburg) posted a presolicitation for repair of 13 refrigeration compressors (NSN 7H-4130-015136359), delivered FOB Origin.
- Sources Sought - Directional Hemispherical ReflectometerThe Army's Product Manager Vehicle Protection Systems is doing market research to find companies that can supply handheld Directional Hemispherical Reflectometer (DHR) devices,…
- C-130 Sanding Booth with Allen Bradley Control System and GVS-RPB Safety Respirator SystemDLA Weapons Support Richmond is doing market research for a C-130 sanding booth with fire suppression, ventilation, dust collection and related systems, to be installed at Fleet…
- AMMONIUM HYDROXIDE,NAVSUP Weapon Systems Support (Navy) plans to buy 2,739 PG of Ammonium Hydroxide (NSN 1HM 6810-01-018-9769 X2) made to a technical data package.