Combined Synopsis/Solicitation
Preventive and Corrective Maintenance for Ice Machines
Department of Veterans Affairs
AI summarySolicitation 36C25727Q0009 is set aside for service-disabled veteran-owned small businesses (SDVOSB): only certified SDVOSBs can bid. The VA North Texas Health Care System wants quarterly preventive and corrective maintenance on 95 Government-owned ice machines at 7 sites in the Dallas-Fort Worth area, for a base year plus four option years. The response due date is November 9, 2026 on SAM.gov, but Amendment 0001 says November 10, 2026, 10:00 AM CT. More in the summary
AI summary Beta
Solicitation 36C25727Q0009 is set aside for service-disabled veteran-owned small businesses (SDVOSB): only certified SDVOSBs can bid. The VA North Texas Health Care System wants quarterly preventive and corrective maintenance on 95 Government-owned ice machines at 7 sites in the Dallas-Fort Worth area, for a base year plus four option years. The response due date is November 9, 2026 on SAM.gov, but Amendment 0001 says November 10, 2026, 10:00 AM CT.
Who can bid (4)
- Certified service-disabled veteran-owned small business (SDVOSB); the VA will check status in the SBA certification search when it receives your quote
- Agree not to pay more than 50% of the amount the Government pays you to firms that are not certified SDVOSBs or veteran-owned small businesses (limitations on subcontracting)
- Technicians factory-trained or demonstrably qualified on Scotsman, Follett and Manitowoc commercial ice machines; proof goes with the quote
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- Insurance: general liability of $500,000 per occurrence, automobile liability of $200,000 per person, $500,000 per occurrence and $20,000 property damage, and employer's liability of at least $100,000. The winning bidder must show general liability proof with no asbestos exclusion before award.
How to submit: Email to the contract specialist, Abduel Sanford, at abduel.sanford@va.gov. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (10)
From the version posted Oct 26, 2026.
- Serious: Set aside for SDVOSBs only. Only service-disabled veteran-owned small businesses certified with SBA can bid; the VA verifies status when it receives your quote.
- Serious: Quotes without the signed subcontracting certificate are rejected. The VAAR 852.219-75 certificate must come back signed with your quote or the offer is ineligible.
- Serious: Four-hour emergency response and 24/7 service. A technician must reach the site within 4 hours for failures affecting patient care or food service, any day including holidays; missing response times can bring performance deductions.
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- Serious: Repairs capped by an annual not-to-exceed amount that is not stated. Repair parts cost is tracked against a yearly not-to-exceed (NTE) amount set at award; you can't price repair work without knowing it, and work beyond it needs written approval.
- Serious: Equipment list is an estimate and counts may change. The 95 machines are an estimate. Unlisted machines are covered at the same price, 18 machines have unknown makers, and 3 sit in construction areas. Counts changing by up to 20% are absorbed without a price change.
- Worth checking: Mobilization within 14 days of award. You must be fully mobilized with badged staff, parts stock and a service phone within 14 calendar days of award, and finish the first maintenance visit on every unit within 45 calendar days.
- Worth checking: Filters, seals and sanitizers are included in the fixed price. All water filters are replaced every quarter on every machine, and these supplies cannot be charged against the repair not-to-exceed amount.
- Worth checking: The site visit was Oct 13, 2026. Check the notice and its amendments for whether attendance was required, and whether another visit is offered.
- Minor: Start date and base period dates differ. The PWS says the start date is to be determined, while the price schedule shows a base period beginning November 9, 2026.
- Minor: Certification section reference is unclear. The instructions point to section 4 of the PWS for licenses, while the evaluation points to section 9; the certifications are in section 9.
Read from the notice and 6 attachments. Show which files.
- RFQ 36C25727Q0009 .pdf (read)
- 36C25727Q0009 0001.docx (read)
- 36C25727Q0009 0001_1.docx (read)
- 36C25727Q0009_1.docx (read)
- QASP_Preventive and Corrective Maintenance for Ice Machines.pdf (read)
- Attachment A_Preventive and Corrective Maintenance for Ice Machines.pdf (read)
Full summary
What they want
- Quarterly preventive maintenance on every covered ice machine: descale, sanitize, flush drain lines, test pressures and amperage, and replace all water filters each visit
- Corrective repairs with parts supplied by the contractor, including refrigerant handling under EPA Section 608, with 24/7 emergency service
- On-site response within 4 hours (emergency), 24 hours (priority) or 72 hours (routine) of notice
- Be fully mobilized within 14 calendar days of award and finish the first maintenance visit on every unit within 45 calendar days
- Walk the sites with the VA within 30 calendar days of award to reconcile the equipment list
- Report any unlisted Government-owned ice machine within 5 business days and send PDF service reports (within 3 business days of each visit) and quarterly reports
- Place a service sticker showing the service date and next due date on each machine after every visit
- Haul away old parts, filters and packaging; leave nothing on VA property
- Contract type
- Firm-fixed-price (FFP): one set price, whatever the work ends up costing. The emergency repair line items are ordered as needed under a Not-To-Exceed (NTE) amount the Government sets at award.
- Period of performance
- Base year (November 9, 2026 to November 8, 2027) plus four one-year options, ending November 8, 2031 if all are used. The PWS says the start date is to be determined.
- Place of performance
- VA North Texas Health Care System: Dallas VA Medical Center (75 machines), Fort Worth VA Clinic (12), Grand Prairie VA Clinic (2), Herzog Veterans Resource Center (2), Tyler VA Clinic (2), Plano VA Clinic (1) and Polk Street VA Clinic (1), all in Texas
- Estimated value
- Not stated
- How they'll choose
- Competitive best value using comparative analysis: quotes are compared with one another, and the Government may pick a quote other than the lowest price
- Offers due
- November 9, 2026 (end of day Central) on SAM.gov; November 10, 2026, 10:00 AM CT in Amendment 0001
- How to submit
- Email to the contract specialist, Abduel Sanford, at abduel.sanford@va.gov
What they'll judge offers on
- Technical Capability: how contract management, communication, documentation and reporting will work; required certifications and licenses; ability to meet all response times in PWS section 7
- Past Performance: recent (within 5 years) and relevant (similar size and scope) work; no past performance is neither favorable nor unfavorable
- Price: checked for completeness and reasonableness, with option years added to the base price
What to include when you submit
- Fill in the Price/Cost Schedule with unit prices rounded to the nearest hundredth and give flat rate pricing per line item
- Sign and return the VAAR 852.219-75 limitations on subcontracting certificate; offers without it are not evaluated
- Send a Capability Statement describing your technical approach, methods and techniques for the PWS
- Send the certifications and licenses the PWS requires, including proof that technicians are factory-trained or demonstrably qualified on Scotsman, Follett and Manitowoc machines
- Give references for up to three contracts within the last five years of similar size and scope, with contract number, agency, point of contact, phone number and email address
- For each past performance entry include agency or company name, contract dollar value, period of performance and reference contact details
- Sign Standard Form 1449 (SF 1449), the form you sign and return as your offer, which also confirms you received all amendments
- Clearly identify any exception to the solicitation terms and give the reason
- Hold your price firm for 90 calendar days from the date offers are due
After award, you must have
- Current EPA Section 608 certification for every technician doing refrigerant work; copies go to the contracting officer's representative (COR) before work begins From RFQ 36C25727Q0009 .pdf:
…b. All technicians performing refrigerant work shall hold current EPA Section 608…
- VA background screening and badging for all contractor personnel From RFQ 36C25727Q0009 .pdf:
…c. Contractor personnel shall complete VA-required background screening and badging…
Current contractor
No incumbent is named in the documents.
Not in the notice text
- The annual not-to-exceed amount for emergency repair work is set at award and is not stated.
- The Government's estimate or contract value is not given; the $34 Million on the SF 1449 is the NAICS size standard.
- A question-and-answer document is to be posted a few days before the RFQ closing date; it was not among the files read.
- The model and serial numbers, and the makers of 18 machines, are to be recorded during inventory validation after award.
Eligibility and how to respond
- Only service-disabled veteran-owned small businesses (SDVOSBs) certified through SBA's VetCert can bid as the prime contractor. Not certified through VetCert yet? Apply on VetCert (SBA), or start with the SDVOSB guide. More open service-disabled veteran-owned set-asides under NAICS 811310
- How to submit, from the AI summary: Email to the contract specialist, Abduel Sanford, at abduel.sanford@va.gov. Check it in the notice before you send anything.
- SAM.gov has no description for this notice beyond its title. The work is described in its attachments, listed under Notice details.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 26, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- 257-Network Contract Office 17 (36C257), San Antonio, TX
- Product/service code
- J041 · Maint/Repair/Rebuild of Equipment – Refrigeration, Air Conditioning, and Air Circulating Equipment
- Business type
- Equipment repair & maintenance (FedReady's grouping, from NAICS 811310)
- Versions
3 versions have been posted, newest first.
- Oct 26, 2026 · Amendment 0002 (this version)Due Nov 9, 2026 (changed)
- Oct 20, 2026 · Amendment 0001Due Oct 27, 2026
- Oct 7, 2026 · Combined Synopsis/SolicitationDue Oct 27, 2026
- 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
- Open SDVOSB set-aside contracts
Terms on this notice: Solicitation, SDVOSB (service-disabled veteran-owned small business), Set-aside
Full notice text from SAM.gov
Preventive and Corrective Maintenance for Ice Machine
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