Combined Synopsis/Solicitation
Reverse Osmosis Systems Maintenance Services
Department of Veterans Affairs
AI summaryThe Department of Veterans Affairs' Network Contracting Office 10 wants a small business to maintain the reverse osmosis (RO) water purification systems for Sterile Processing and the Laboratory at the Ann Arbor VA Medical Center in Michigan, solicitation 36C25027Q0051. The notice text says the buy is 100% set aside for small business, while SAM.gov states no set-aside. It is a firm-fixed-price (FFP: one set price, whatever the work ends up costing) contract from January 8, 2027 to January 7, 2028, with four one-year options through January 7, 2032. The response due date is November 16, 2026, 10:00 AM Eastern. Some part quantities differ between the statement of work and the price schedule, so those quantities are unclear. More in the summary
AI summary Beta
The Department of Veterans Affairs' Network Contracting Office 10 wants a small business to maintain the reverse osmosis (RO) water purification systems for Sterile Processing and the Laboratory at the Ann Arbor VA Medical Center in Michigan, solicitation 36C25027Q0051. The notice text says the buy is 100% set aside for small business, while SAM.gov states no set-aside. It is a firm-fixed-price (FFP: one set price, whatever the work ends up costing) contract from January 8, 2027 to January 7, 2028, with four one-year options through January 7, 2032. The response due date is November 16, 2026, 10:00 AM Eastern. Some part quantities differ between the statement of work and the price schedule, so those quantities are unclear.
Who can bid
- Small business: the notice text says this requirement is 100% set aside for small business (SAM.gov states no set-aside); the size standard for NAICS 541380 is $19.0 million
- Registered and current in the System for Award Management (SAM) when the offer is sent
- Contractor staff must be qualified to service, adjust and maintain the covered RO equipment listed in the statement of work
How to submit: Email only to Contracting Officer Jeanne Ortiz at jeanne.ortiz@va.gov, with the subject line 36C25027Q0051 Offer. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (7)
From the version posted Oct 21, 2026.
- Serious: Small businesses only. The notice text sets this aside for small business, but SAM.gov does not state a set-aside; a firm over the $19.0 million size standard for NAICS 541380 should not bid.
- Worth checking: Part quantities differ between the SOW and the price schedule. For example, the mixed bed tank is Quantity 3 per quarter in the statement of work but 4.00 EA in the price schedule, so it is unclear what to price; ask the Contracting Officer before pricing.
- Worth checking: 24-hour emergency response. A phone line must be manned around the clock, on-site action is due within 8 hours, and repairs must be finished the same day, which needs a nearby technician.
Show all 7Show fewer
- Worth checking: After-hours and weekend work at no extra cost. The VA can ask for evening or weekend service, and service dates can change on short notice, with no added price.
- Minor: No site visit offered. No site visit will be held or answered as a question, so pricing must rely on the statement of work alone.
- Minor: Government may make no award. The Government can cancel the buy without awarding a contract, so quote preparation costs may not be recovered.
- Minor: No post-award debriefings. Because the buy uses FAR Part 12 procedures, unsuccessful quoters will not get a debriefing explaining why they lost.
Read from the notice and 1 attachment. Show which files.
- 36C25027Q0051_1.docx (read)
Full summary
What they want
- Preventive maintenance of the RO systems serving Sterile Processing Service (SPS) and the Laboratory (one Medica 15 unit in Room E326): quarterly, semi-annual and annual replacement of filters, ultraviolet bulbs and sleeves, RO membranes, and carbon and mixed bed tanks, plus yearly loop sanitizing
- Emergency repair service: an emergency phone line manned 24 hours a day, 365 days a year, on-site corrective action within 8 hours of a call, and equipment malfunctions corrected the same day
- Provide all labor, parts, materials and transportation, priced as 24 contract line item number (CLIN) lines per year, each with a quantity in EA (each), for the base year and each of four option years
- Quantities are unclear for some parts: the mixed bed tank is Quantity 3 per quarter in the statement of work but 4.00 EA in the price schedule, and the 10-inch pleated vent filter is Quantity 1 yearly in the statement of work but 4.00 EA in the price schedule
- Follow the manufacturer's instructions and the ST108, AAMI Standard 79 and AAMI TIR 34:2014 water-quality standards for reprocessing medical instruments (AAMI is the Association for the Advancement of Medical Instrumentation)
- Deliver a legible field service report at the end of every visit, and run AAMI tests and report after emergency work
- Book service dates with Facilities Management two weeks ahead, check in and out of the Plant daily logbook at the Energy Center, Building 32, and work Monday to Friday, 8:30 AM to 4:30 PM, not on federal holidays
- Have every worker complete VA Privacy and Information Security Awareness and Rules of Behavior training and send the certificates to the Service point of contact/Contracting Officer's Representative (COR)
- Contract type
- Firm-fixed-price (FFP) commercial services, Request for Quote (RFQ), bought with FAR Part 12 simplified procedures
- Period of performance
- Base year January 8, 2027 to January 7, 2028, plus four one-year options at the Government's discretion, to January 7, 2032 (5 years in all if every option is used); the Government may also extend services up to 6 more months
- Place of performance
- Ann Arbor VA Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105
- Estimated value
- Not stated
- How they'll choose
- Best value: award to the responsible quoter whose conforming quote is most advantageous to the Government, considering technical capability, price and past performance. If any section of a quote is unacceptable, the whole quote is unacceptable.
- Offers due
- November 16, 2026, 10:00 AM Eastern
- How to submit
- Email only to Contracting Officer Jeanne Ortiz at jeanne.ortiz@va.gov, with the subject line 36C25027Q0051 Offer
- Page limits
- Technical Volume (Section D): 10 pages including drawings, charts and images, 12-point font minimum and margins of at least 1/2 inch; only the first 10 pages are considered
What they'll judge offers on
- Technical Capability: a technical approach covering all aspects of the statement of work (SOW), including how the work is organized, staffed and managed, any subcontractors, and required certifications
- Price: total price of the base year plus all four option years, with six months of the last period added for evaluation; unbalanced prices in later years can make a quote unacceptable
- Past Performance: similar contracts, ongoing or completed within the last three years
What to include when you submit
- Include the signed and dated Standard Form 1449 (SF 1449: the form you sign and return as your offer), with your Unique Entity Identification (UEI) number in the block with your name and address
- Fill in the Price Schedule exactly as given, with no changes; price only the base year and the four option years, and do not price the 6-month extension
- Include the completed representations and certifications at FAR 52.212-3, or only paragraph (b) if you completed them in the System for Award Management (SAM)
- Include a technical approach covering all aspects of the SOW, how the project is organized, staffed and managed, any subcontractors proposed, and all required certifications
- Past performance and experience: list contracts of similar scope, size and complexity that are ongoing or finished within the last three years, with company name and address, services performed, a contact with first-hand knowledge (name, phone, email), contract number (absolutely required), dates, contract type and total value
- State either that the terms and conditions are acceptable without modification, deletion or addition, or list each exception with its rationale
- Send questions by email to the Contracting Officer, with the subject line 36C25027Q0051 - Question; answers are posted on the notice for all vendors
After award, you must have
- Copies of trainings, licenses and certifications for each worker handed to the Service point of contact/COR within 3 business days of award From 36C25027Q0051_1.docx:
…within three (3) business days from the date of contract award.
- VA privacy and information security training certificates for all contractor personnel, delivered before or when they arrive at the VA facility From 36C25027Q0051_1.docx:
The certificates shall be delivered before or at the time the personnel arrive at the VA facility.
Not in the notice text
- The minimum experience level for technicians and the specific licenses or certifications required are not stated in the statement of work
- Which quantities are correct where the statement of work and the price schedule differ (for example the mixed bed tank and the 10-inch pleated vent filter)
- No dollar value, budget or Government estimate is given for this contract
- The relative weight of technical capability, price and past performance is not stated
Eligibility and how to respond
- SAM.gov lists no set-aside, but the notice text limits who can bid:
- The notice text says this is set aside for small businesses, but SAM.gov lists no set-aside. Ask the contracting officer which one applies before you bid.
- How to submit, from the AI summary: Email only to Contracting Officer Jeanne Ortiz at jeanne.ortiz@va.gov, with the subject line 36C25027Q0051 Offer. Check it in the notice before you send anything.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 21, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- 250-Network Contract Office 10 (36C250), Dayton, OH
- Product/service code
- J065 · Maint/Repair/Rebuild of Equipment – Medical, Dental, and Veterinary Equipment and Supplies
- Business type
- Engineering, architecture & research (FedReady's grouping, from NAICS 541380)
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
Terms on this notice: Solicitation
Full notice text from SAM.gov
Page 3 of 3 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested. The Government reserves the right to make no award from this solicitation. Solicitation number 36C25027Q0051 is being issued as a Request for Quote (RFQ). The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01, effective March 13, 2026. The associated North American Industry Classification System (NAICS) code for this procurement is 541380 (size standard $19.0 million). This requirement is 100% set aside for Small Business (SB). The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO) 10 requires a contractor to provide reverse osmosis systems preventive maintenance services for Ann Arbor VA Medical Center, located in Ann Arbor, Michigan, for a period of one year with four possible option years. Please reference the Statement of Work for specific information and requirements. The anticipated contract period is January 8, 2027 January 7, 2032, if all options are exercised. Quotes MUST be received on or before the date and time specified in Block 8 of the SF1449 Solicitation. Solicitation posting and closing dates are subject to change as necessary and amendments will be issued accordingly. This solicitation requires registration with the System for Award Management (SAM) at time of offer, pursuant to applicable regulations and guidelines. Registration information is at www.sam.gov. This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. 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:" Offerors shall list exception(s) and rationale for the exception(s). Offerors shall only submit quotes electronically, via email, to Jeanne Ortiz, Contracting Officer, at jeanne.ortiz@va.gov. Subject line shall read: 36C25027Q0051 Offer. Any questions for this solicitation shall be sent via email to Jeanne Ortiz, Contracting Officer, at jeanne.ortiz@va.gov. There will be only one question and answer period. The deadline for submitting all questions is Wednesday, October 28, 2026, at 10:00 AM Eastern Time. All questions shall have 36C25027Q0051 - Question as the subject line. The Government will not respond directly to any questions but will post the answers to this Contract Opportunities posting for all vendors to access.
Similar open opportunities
- Mojave Tortoise BioinformaticsThe U.S. Geological Survey (USGS) plans to ask at least three sources for quotes on DNA sequencing and methylation analysis to build an age-estimating tool for the Mojave Desert…
- VACCHCS Pharmacy CertificationThe Department of Veterans Affairs, Network Contract Office 21, wants twice-a-year certification testing of two pharmacy sterile-compounding clean room suites (Buildings 1 and…
- Blanket Purchase Agreement of Laboratory Analyses Services for Worldwide SupportThe Navy's Engineering and Expeditionary Warfare Center (NAVFAC EXWC, Port Hueneme, CA) wants to set up Blanket Purchase Agreements with up to three accredited environmental…
- TDA Isolated Phase Bus and Duct InspectionThe Army Corps of Engineers, Portland District wants quotes to test the Isolated Phase Bus and Duct System (an enclosed electrical power system) at The Dalles Lock and Dam in…
- AMS Designated Laboratory Meat Testing Services (ADL)The U.S. Department of Agriculture's Agricultural Marketing Service (AMS) wants accredited labs to test meat samples for germs and fat for its food-purchase programs.