Solicitation
PM&R Svc for Floor Cleaning Equipment
Department of Veterans Affairs · Sol. 36C26226Q1421
Due in 20 days
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The VA Network Contract Office 22 wants a contractor to do preventive maintenance and repair on floor cleaning equipment (scrubbers, burnishers, polishers, vacuums, carpet dryers) at the Phoenix VA Health Care System in Phoenix, AZ. It is a firm-fixed-price contract for a base year starting 1 Jan 2027 plus four option years, with a possible 6-month extension. Quotes are due 29 Oct 2026 by email. Important parts of the solicitation (the statement of work and the first part of the instructions) were cut from the text available, so this brief is incomplete.
Watch out for
- Set-aside status is unclear. SAM.gov says no set-aside, but the contract clause list includes the VA total SDVOSB set-aside notice and the SF 1449 shows a 100 percent entry, so a bidder that is not a certified SDVOSB could be wasting effort; ask the contracting officer.
VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES
- Statement of work not in the text provided. The middle of both solicitation files (the statement of work, wage determination and the first part of the instructions) was cut, so exact tasks, response times, page limits and insurance or vetting rules are unknown.
- PM frequency is described two ways. The price schedule calls for an annual comprehensive PM service billed over 12 months, but the technical factor says quarterly PM, which changes how much labor you must price.
inspect and provide quarterly comprehensive preventative maintenance for all equipment and repair services, as needed and requested
- Missing paperwork means no evaluation. A late or incomplete set of forms (VA Form 10091, W-9, SAM proof, signed certifications, amendments) gets your quote thrown out without review.
Failure to submit these forms at the time of quote submission will result in the Offeror not being evaluated.
- Large, mixed-brand equipment list. Attachment A lists about 92 machines from many makers (49 Tennant, 24 Nilfisk, plus Taski, Karcher, Sanitaire, Kaivac and others), so you need technicians and parts access across several brands, and it is unclear whether the list is complete.
- Five-year price commitment on a fixed price. You must price the base year and four option years up front at firm-fixed prices, with unit quantities of only 12 months and 1 job per year, so repair cost risk sits with you.
The Government contemplates award of a Firm-Fixed-Price contract resulting from this solicitation.
- Heavy proposal paperwork. You must send both a redacted and an unredacted PDF set of the technical proposal and experience, indexed and cross-referenced to the statement of work.
Each Offeror shall submit two (2) versions of its technical proposal
- Deadline time zone and subject line conflict. The text says 1:00 PM MST while SF 1449 block 8 says MDT and SAM.gov lists UTC-6, and the email subject line differs between the front page and the instructions, so confirm the cut-off and subject line to avoid a rejected email.
All offers are due NLT October 29, 2026, at 1:00 PM MST.
- Two near-duplicate solicitation files. The notice points to the updated solicitation, and a second file with the same number but an earlier issue date (09-28-2026 versus 10-01-2026) is also attached, so use the updated one and ask about any differences.
Read from the notice and 5 attachments.
- S02 36C26226Q1421_2-PMR Floor Cleaning UPDATED.docx
- 36C26226Q1421_2.docx
- W9 Request for Taxpayer Identification Number and Certification.pdf
- Attachment A - Equipment List.pdf
- FMS Vendor File Update Request Form.pdf
Full brief
What they want
- Preventive maintenance (PM) service for the floor cleaning equipment, billed as 12 months per contract year
- Repair service for problems that are not normal wear, as needed and requested
- Emergency work above and beyond the regular services (a no-quantity line item each year)
- Provide all labor, materials, tools, travel, supervision, transportation and parts
- Service about 92 listed machines (Tennant, Nilfisk, Taski, Karcher, Sanitaire, Kaivac and others) for the EMS Department at the Phoenix VA
- Contract type
- Firm-fixed-price (RFQ under FAR Part 12 commercial procedures)
- Period of performance
- Base year 1 Jan 2027 to 31 Dec 2027, plus four 1-year options (through 31 Dec 2031), plus an optional extension of up to 6 months under FAR 52.217-8
- Place of performance
- Phoenix VA Health Care System, 650 E. Indian School Rd., Phoenix, AZ 85012
- How they'll choose
- Best value, comparing offers against each other. Lowest price technically acceptable (LPTA) will not be used.
- Offers due
- October 29, 2026, 1:00 PM MST (SAM.gov lists 2026-10-29 13:00 at UTC-6). Questions are due October 26, 2026, 1:00 PM MST.
- How to submit
- Email to felicia.simpson@va.gov and NCO22SERVICES4SOLICITATIONINBOX@va.gov
What they'll judge offers on
- Technical Approach (Factor 1): how you will meet the statement of work
- Experience (Factor 2): your and any subcontractor's past three years of similar work, with contract numbers, dollar values, periods and points of contact
- Required Documents (Factor 3): VA Form 10091 verification, W-9, active SAM registration, signed VAAR 852.219-75 and -76 certifications if applicable, signed amendments
- Price: checked for reasonableness using the price/cost schedule, including all option years
- Past performance: the Government will review CPARS (federal past performance ratings)
What to include when you submit
- Subject line: RFQ# 36C26226Q1421_2 – Preventative Maintenance and Repair Service for Floor Cleaning Equipment (the SF 1449 front page gives a different subject line, so confirm with the contracting office)
- Send two versions of the technical proposal and previous experience (including certificates/licenses) as separate PDFs, one labeled UNREDACTED and one labeled REDACTED in the file name and on the cover page
- Label each submission with contractor name, business address, solicitation number 36C26226Q1421_2, and point of contact name, phone and email
- Number all pages, index them and cross-reference them to the statement of work sections; keep to essential information and no watermarks
- Include verification of VA Form 10091, a W-9 (the text says faxed to Austin, TX), proof of active SAM registration, and signed VAAR 852.219-75 and -76 certifications if applicable
- Acknowledge and sign all amendments and return them with the quote
- Complete the Price/Cost Schedule (items 0001 to 4004) and keep price out of the technical proposal
- State whether a subcontractor will be used and give its name, address, phone, UEI and relevant experience
- Send questions by email by October 26, 2026, 1:00 PM MST
You must have
- Active SAM registration, with proof included in the quote
Verification of Registration in System for Award Management (SAM)
- Signed VAAR 852.219-75 certificate on limitations on subcontracting (applies to services); if it is not signed or filled out you will not be evaluated
VAAR 852.219-75 and -76 certifications if applicable shall be signed and filled out at the time of bid/quote/offer submission.
- Possible service-disabled veteran-owned small business (SDVOSB) set-aside. The SAM.gov listing says no set-aside, but the contract clause list includes the VA total SDVOSB set-aside notice. Confirm before bidding.
VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES
- VA Form 10091 (vendor file update request) submitted, with verification included
Verification of submitted VA Form 10091
- Past three years of the same or similar experience, with contract details and references
Your submission must include the past three years of experience or similar experience
- Personnel vetting and credentialing clause (VAAR 852.204-72) is listed in the contents; the full text was not provided, so check what background checks workers must pass
VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING
Not in the notice text
- Full statement of work (D.1): exact tasks, how often PM is done, response times for repairs, and who pays for parts
- Whether the acquisition is actually set aside for service-disabled veteran-owned small businesses or open to all
- Estimated contract value (none is stated; the $12.5 Million on the SF 1449 appears to be the NAICS size standard)
- Page limits for the proposal
- Wage determination (D.2) and Service Contract Act rates
- Personnel vetting, background check and insurance requirements (the full text of the vetting clause was not provided)
- Whether the Attachment A equipment list is complete and where on campus each machine is located
- Whether there is a current contractor for this work
- First part of FAR 52.212-1 instructions and the middle of both solicitation files (about 76,000 characters each) were left out
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Key facts
- Response due
- Oct 29, 2026, 7:00 PM UTC
- Posted
- Oct 1, 2026
- Notice type
- Solicitation
- Solicitation
- 36C26226Q1421
- Agency
- Department of Veterans Affairs
- Office
- 262-Network Contract Office 22 (36C262)
- NAICS
- 811310
- Product/service code
- J079
- Business type
- Equipment repair & maintenance
- Contracting contact
- Felicia L Simpsonfelicia.simpson@va.gov
- Versions
- 3 (amended since first posted)
Full notice text from SAM.gov
PMR FLOOR CLEANING REFER TO THE UPDATED SOLICITATION
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