Solicitation
PMI On Sterilizing Equipment
Department of Veterans Affairs · Sol. 36C26227Q0031
Due in 11 daysSDVOSB
Track this notice by email. We'll email you if it's amended or awarded, and a week and two days before responses are due.
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The VA's Network Contracting Office 22 wants a contractor to do preventive maintenance and repair on about 27 pieces of sterilizing and reprocessing equipment at the New Mexico VA Health Care System in Albuquerque. It is set aside 100% for certified service-disabled veteran-owned small businesses. The contract is one base year starting 2026-10-29 plus four option years, and quotes are due by email on 2026-10-21 at 1:00 PM Pacific.
Watch out for
- OEM certified technicians for many makers. The equipment list covers STERIS, Olympus, PCI Medical, Primus, Lynx, Getinge, GE Healthcare, Tuttnauer, Dentsply and others, and all service must be done by OEM-certified staff using OEM-approved parts, which is hard for one small firm to cover.
All parts must be OEM approved for use in the equipment.
- SDVOSB certification required. Only firms certified in the SBA database at the time of offer and at award can bid; an uncertified firm's offer is not considered.
This requirement is set aside 100% for Service-Disabled Veteran Owned Small Business (SDVOSB)
- 50% limit on subcontracting. If you need OEM service firms to cover equipment you cannot service yourself, no more than half of the contract money can go to firms that are not certified SDVOSBs, and you must sign the certification with your quote.
- California license requirement for a New Mexico job. The evaluation asks for a State of California license (or an OEM registration certificate) even though the work is in Albuquerque, so ask whether an OEM certificate alone is acceptable.
proof of a State of California license to service OEM Equipment, or a Certificate of Registration issued by the OEM or authorized authority
- Conflicting past performance wording. The evaluation scores past performance, yet the tailored instructions say it will not be considered in simplified acquisitions, so provide your 2-3 references anyway.
(10) Past performance information will not be considered in simplified acquisition
- Fast emergency response. You must answer calls within 4 hours and be onsite within 48 hours of an emergency modification, and sterilizer downtime is described as affecting patient care.
The uptime of the sterilizing equipment is critical to providing patient-centered care.
- Short window and mixed time zones. Questions close 2026-10-14 and quotes close 2026-10-21, and the documents say both PDT and PST, so confirm the cutoff with the Contract Specialist.
Offerors shall submit quotes via email only to Marco Ramos at Marco.Ramos1@va.gov
- Extras and out-of-hours work not paid. Work outside normal hours or requested for your convenience gets no extra pay, and any extra-cost work needs prior Contracting Officer approval.
The contractor shall not perform any services that shall result in
- Options priced up front. Price is judged on all years plus 6 months of the last year, and unbalanced option prices can make an offer unacceptable.
determine that an offer is unacceptable if the option prices are significantly unbalanced.
Read from the notice and 3 attachments.
- S02- Solicitation RFQ 36C26227Q0031.pdf
- Attachment 1- FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services.docx
- Attachment 2- 52.212-2 Evaluation - Commercial Products and Commercial Services.docx
Full brief
What they want
- Preventive maintenance on the listed sterilizers, endoscope reprocessors, washers, probe storage cabinets and related equipment, done to OEM specifications
- Repair services, including unlimited phone support and onsite service calls
- All labor, travel and parts, with every part approved by the equipment maker (OEM)
- Technicians holding OEM certifications for the equipment, with proof on request
- Phone response within 4 hours (7:00 am to 4:00 pm Mountain Time, Mon-Fri) and onsite within 48 hours of an emergency modification
- Check that serviced equipment is fully working, and email a Field Service Report after each visit to ABQBIOMED@va.gov
- Guarantee workmanship and parts for at least 90 days
- Provide shipping labels for equipment that has to be sent out
- Contract type
- Firm-fixed-price, priced as one yearly line for the base year and each option year (commercial products and services; Simplified Acquisition procedures, FAR Parts 12 and 13). Award is a purchase order.
- Period of performance
- 1 base year (2026-10-29 to 2027-10-28) plus 4 option years, through 2031-10-28. The Government may also extend services up to 6 months, with a total limit of 5 years.
- Place of performance
- New Mexico VA Health Care System, 1501 San Pedro Dr. SE, Albuquerque, NM 87108 (services coordinated through Biomedical Engineering)
- How they'll choose
- Best value comparison: the Government compares quotes against each other (FAR 13.106-2(b)(3)) and may pick one other than the lowest price. Total evaluated price is the base year plus all options plus 6 more months of the last option year.
- Offers due
- 2026-10-21 at 1:00 PM Pacific (the cover page says 13:00 PDT; other pages say 'Pacific Standard Time'). Questions are due by 2026-10-14 at 1:00 PM Pacific.
- How to submit
- Email only to Marco Ramos (Contract Specialist) at Marco.Ramos1@va.gov. Questions go to marco.ramos1@va.gov.
What they'll judge offers on
- Price and other factors (the solicitation does not say which matters most)
- Experience: show the firm has or can get the resources to do the work
- Past performance: at least 2-3 contracts for similar sterilizing equipment maintenance and repair
- Qualifications: proof of a State of California license to service OEM equipment, or a Certificate of Registration from the OEM or an authorized authority
- Cost schedule/price: sum of all line item prices including options
What to include when you submit
- Price each line in the Price/Cost Schedule table (base year and four option years) and show a grand total
- Provide Element 1: documentation of certification or licensing for the OEM equipment you will maintain and repair
- Provide Element 2: two to three contract numbers for similar maintenance and repair of sterilizing equipment
- Quote must show the solicitation number, your name, address and phone, a technical description, express warranty terms, price and discount terms, and a remit-to address if different
- Include a completed FAR 52.212-3 representations and certifications (or confirm they are current in SAM)
- Fill in, sign and return the VAAR 852.219-75 limitations on subcontracting certification, or the offer is not considered
- Enter your SAM.gov Unique Entity ID
- Acknowledge any amendments
- State the extent of your agreement with the solicitation terms
- Hold prices firm for 30 calendar days after the due date (52.212-1 tailored version; the standard form says 60 days)
- Before award, give the Contracting Officer evidence of general liability insurance without asbestos exclusions
You must have
- Must be a service-disabled veteran-owned small business certified in the SBA certification database (listed at the time of offer and at award), and small under NAICS 811210 (size standard shown as $34 million)
This requirement is set aside 100% for Service-Disabled Veteran Owned Small Business (SDVOSB)
- Technicians must hold OEM certifications for the listed equipment, and the contractor must show documentation on request
Service technicians shall have OEM certifications to perform any services/maintenance
- Proof of a State of California license to service OEM equipment, or an OEM or authorized registration certificate
proof of a State of California license to service OEM Equipment, or a Certificate of Registration issued by the OEM or authorized authority
- Past performance on 2-3 similar contracts for preventive maintenance and repair of sterilizing equipment
Contractor shall provide a minimum of 2-3 contracts performed on similar preventive maintenance
- Insurance: general liability $500,000 per occurrence, automobile liability $200,000 per person / $500,000 per occurrence / $20,000 property damage, employer's liability of at least $100,000, plus workers' compensation as required by law
General Liability: $500,000.00 per occurrences.
- Active SAM.gov registration with a Unique Entity ID, current representations and certifications, and the security-prohibition certifications (covered telecom equipment, FASCSA orders, Sudan, Iran)
- Limitations on subcontracting: pay no more than 50% of the amount the VA pays you to firms that are not certified SDVOSBs
Not in the notice text
- Estimated contract value or budget (not stated)
- Preventive maintenance schedule: the notice calls it 'monthly', but the equipment-specific PM frequency and any required visit counts are not given
- Part of the statement of work (about 1,150 characters, covering payment terms and the start of the Field Service Report requirements) was not provided
- Relative importance of the evaluation factors (only listed as 'price and other factors')
- Whether an OEM certificate alone satisfies the California license requirement
- Whether a site visit is allowed or required before quoting
- Who currently holds the contract (no incumbent is named)
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Key facts
- Response due
- Oct 21, 2026, 8:00 PM UTC
- Posted
- Oct 9, 2026
- Notice type
- Solicitation
- Solicitation
- 36C26227Q0031
- Agency
- Department of Veterans Affairs
- Office
- 262-Network Contract Office 22 (36C262)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 811210
- Product/service code
- J065
- Business type
- Equipment repair & maintenance
- Place of performance
- Albuquerque, NM, 87108
- Contracting contact
- Marco RamosMarco.ramos1@va.gov
What similar contracts paid
52 contracts at this agency under the same NAICS code, in the same state, had activity in the last 5 years, according to USAspending.gov. Small businesses won 21% of the dollars in this market over the last 3 fiscal years.
Typical contract$33.2KMiddle half: $16.3K to $104K
Typical per year$22.6KValue divided by years of performance
Possible incumbent's contract endsOct 2026A similar contract in this state, ending near when this one starts
Before you respond
Full notice text from SAM.gov
Solicitation
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