PMI ICE Machine Service Contract -w/wd, B+4, POP 1/1/2027 - 12/31/2027

What they want

• Preventive maintenance (PM) of ice machines: 4 PMs a year at the Main Campus (35 machines, 550 lb of ice per day) and 2 PMs a year at the community-based outpatient clinics (CBOCs)
• Follett ice machines at clinic sites: Showlow 1, CRRC 1, Fairmont 1, OPC 9, Northwest 2, Southeast 2, Thunderbird 1, Southwest 6, Mid-Town 3
• Sanitation, descaling, refrigeration and electrical inspections, diagnostics, operational testing and documentation, following the manufacturer's (OEM) procedures
• Technicians trained to work on Follett machines to manufacturer specifications and healthcare facility standards
• Service for additional ice machines added at the Main Campus or clinics (QTY 10 EA per period, priced as a separate line)
• Work during hours of operation, Monday to Friday, 0800 to 1630

What they'll judge offers on

• Technical Approach (Factor 1): how you will do the preventive maintenance, sanitation, descaling, diagnostics, testing and documentation; PM frequency; OEM requirements for Follett machines; technician capability and training
• Experience (Factor 2): past three years of similar preventive maintenance, sanitation and refrigeration work, for you and any subcontractor
• Required Documents (Factor 3): proof of VA Form 10091 submitted, W-9, active System for Award Management (SAM) registration, signed VAAR 852.219-75 certification, signed amendments
• Price (Factor 4): reasonableness, using the Price/Cost Schedule, with base and option years added together
• Past Performance (Factor 5): the Government reviews Contractor Performance Assessment Reporting System (CPARS) records

What to include when you submit

• Send the offer as PDF files that work with Microsoft Office; you are responsible for making sure the contract specialist received it before the deadline.
• Send two versions of the technical proposal, previous experience, and any certificates or licenses: one UNREDACTED and one REDACTED, as separate PDF files labeled that way in the file name and on the cover page.
• Label each submission with contractor name, business address, solicitation number 36C26227Q0030_1, and a point of contact (name, phone, email).
• Number all pages, index them, and cross-reference them to the statement of work (SOW) sections; no watermarks.
• Fill in the Price/Cost Schedule and do not include technical information in the price.
• Experience: list the past three years of similar work. Each entry needs contract number, dollar value, period of performance, prime contractor point of contact (name, phone, email), location of work, and whether subcontractors were used.
• If a subcontractor will be used, give name, address, telephone number, unique entity ID (UEI), relevant experience, prior contract numbers, dollar values, periods of performance, point of contact and location of work.
• Required Documents: verification that VA Form 10091 was submitted, the W-9 sent to the VA Financial Service Center in Austin, Texas, verification of active SAM registration, and the signed and completed VAAR 852.219-75 and -76 certifications (if applicable).
• VA Form 10091 and the W-9 go to the VA Financial Service Center through the Customer Engagement Portal (https://www.cep.fsc.va.gov) or by fax at 512-460-5221.
• Sign and return all amendments with the offer.
• Requirements valued at $200,000 or more must comply with VETS-4212 federal contractor reporting.
• Hold your prices firm for 60 calendar days after the offer due date.
• Questions go by email to the same two addresses, due October 29, 2026, 1:00 PM MST.

Current contractor

No incumbent, follow-on or previous contract number is named in the text read.

Not in the notice text

• The main solicitation document was only partly read (about 94,500 of 155,500 characters); the middle, including the full statement of work, supplemental insurance requirements, personnel vetting and the VAAR 852.219-73 set-aside clause text, is on SAM.gov.
• Whether the buy is set aside for certified SDVOSBs (SAM.gov shows none; the table of contents lists the SDVOSB clause).
• Street addresses of the clinic sites (Showlow, CRRC, Fairmont, OPC, Northwest, Southeast, Thunderbird, Southwest, Mid-Town) were not found in the text read.
• The Government's estimate and the insurance amounts required.
• Whether a site visit is held; none is mentioned in the text read.
• Follett equipment specifications are in a PDF whose text did not come through; check the file on SAM.gov.