J041--Walkin Freezer Repair

COMBINED SYNOPSIS/SOLICITATION Repair Freezer 10 Nutrition and Food Services VA Connecticut Healthcare System West Haven VAMC
Solicitation Number: 36C24127Q0010 Posted Date: October 7, 2026 Response Deadline: October 19, 2026, 10:00 AM Eastern Time Pre-Bid Site Visit: October 14, 2026, 8:30 AM Building 15, 950 Campbell Avenue, West Haven, CT 06516 (Mandatory see Section 5) Set-Aside: Total Small Business Set-Aside Service-Disabled Veteran-Owned Small Business (SDVOSB) NAICS Code: 811310 Commercial and Industrial Machinery and Equipment Repair and Maintenance Size Standard: $12.5 Million Product Service Code (PSC): J065 Maintenance/Repair of Food Preparation and Serving Equipment Contract Type: Firm-Fixed Price (FFP) Place of Performance: VA Connecticut Healthcare System, 950 Campbell Avenue, West Haven, CT 06516
1. GENERAL INFORMATION This is a combined synopsis/solicitation for commercial services prepared in accordance with the format prescribed in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued separately. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01. This acquisition is set aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) in accordance with FAR 19.1405 and VAAR 819.7005 (Deviation). Offerors must be verified in the SBA Veteran Small Business Certification (VetCert) database at the time of quote submission and at time of award, per 38 U.S.C. § 8127. Failure to maintain verified status through award will result in the quote being deemed ineligible.
2. REQUIREMENT OVERVIEW The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1), on behalf of the VA Connecticut Healthcare System, requires repair services for Freezer #10 serving Nutrition and Food Services at the West Haven VA Medical Center. The freezer has failed and requires replacement of piping, cabling, and associated components to restore appropriate operating temperatures and ensure the safety and quality of food storage for inpatient services.
3. STATEMENT OF WORK (SOW) 3.1 Background The VA Connecticut Healthcare System requires repairs to Freezer #10 serving Nutrition and Food Services at the West Haven VA Medical Center. Freezer equipment critical to patient Nutrition and Food Services has failed, necessitating the replacement of piping and cabling components to restore appropriate temperatures and ensure food safety and storage quality. Alternate food storage is currently in use but does not provide the volume required to meet inpatient program needs. 3.2 Scope of Work The Contractor shall furnish all labor, materials, equipment, tools, supervision, disposal, and all incidentals necessary to complete the repair of Freezer #10 as described herein. The Contractor shall coordinate all work with the VA Contracting Officer's Representative (COR), Utilities Supervisor, and Chief of Maintenance and Operations. 3.3 Specific Tasks The Contractor shall perform the following, including but not limited to: Schedule and coordinate all work with the VA COR, Utilities Supervisor, and Chief of Maintenance and Operations prior to commencing work. Comply with all Lockout/Tagout (LOTO) procedures in accordance with VA Connecticut Healthcare System Medical Center Policy 138-075. Coordinate all placement and removal of LOTO devices for any energy source with the VA COR and Maintenance and Operations. Obtain a Hot Work Permit as necessary through VA Connecticut Healthcare System Safety and Occupational Health Service prior to beginning any hot work activities. Protect all equipment in place during replacement activities. Furnish and install cylinders, fittings, hangers, new tubing, piping, and insulation as required. Furnish and install IRP heat cable and electrical support for 240V heat cable. Perform startup activities upon completion of repairs. Conduct temperature trending of Freezer #10 for a minimum of three (3) consecutive calendar days following startup to confirm corrective action. Facilities Management Service shall designate an authorized representative to witness the trending period. 3.4 Hours of Work All work shall be performed during normal business hours, Monday through Friday, 8:00 AM 4:40 PM, and as otherwise coordinated with the COR. No work shall be performed on federal holidays unless an emergency status has been declared by the Contracting Officer. Federal Holidays Observed: New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. 3.5 Contractor Qualifications To be eligible for award, the Contractor shall meet all of the following qualifications: Maintain a field service representative located within 200 miles of the West Haven Campus of the VA Connecticut Healthcare System. Provide, upon request, documentation of factory-certified service and maintenance training on the specific equipment under this contract. The CO and/or COR reserve the right to reject any Contractor personnel and refuse them permission to work on the equipment, based upon credentials or conduct. 3.6 Submittals and Deliverables The Contractor shall furnish all submittal documentation with final dispositions, including a final documentation report with all tests, photographs, and work completed, within 10 business days following completion of all work. The Contractor shall provide a minimum two (2) year warranty on all parts, labor, workmanship, and equipment furnished under this contract. Prior to the start of work, the Contractor shall submit copies of all required permits to the VA COR. The Contractor shall provide copies of all inspection reports for inspections conducted by local, regional, and state code authorities. 3.7 Safety Requirements All applicable Contractor personnel on-site are required to hold a current OSHA 10-hour construction certification. The site competent person shall hold an OSHA 30-hour construction certification. The Contractor shall develop and submit a Safety Plan to the COR prior to commencing work. Work shall comply with the latest editions of all applicable VA guidelines (DVA Construction Standards, Master Specifications, Standard Details, Special Design Criteria for JCAHO requirements), NFPA, and all applicable federal and state codes. Environmental abatement work, if required, shall be performed under the supervision and monitoring of a Certified Industrial Hygienist (CIH). The Contractor shall comply with VA Directive 1805: smoking, vaping, and smokeless tobacco are prohibited on all VA grounds, including in vehicles. No photography of VA premises is permitted without written authorization from the Contracting Officer. Patients and staff shall not be photographed at any time. The Contractor shall confine all operations and material storage to areas authorized by the Contracting Officer or COR. Parking is restricted to designated areas only; the Contractor shall coordinate parking with the COR. 3.8 Billing and Invoicing The Contractor shall provide the COR with a report or statement of work completed with each request for payment. The statement shall include services completed and the date each item was completed. Labor charges shall be billed hourly; any unused labor will be credited back to the VA Medical Center on the next billing cycle upon receipt of the service report. 3.9 NARA Records Management The Contractor shall comply with all applicable federal records management requirements, including but not limited to 44 U.S.C. Chapters 21, 29, 31, and 33; the Freedom of Information Act (5 U.S.C. 552); the Privacy Act (5 U.S.C. 552a); and 36 CFR Parts 1222 and 1228. All deliverables are the property of the U.S. Government. No records shall be retained, sold, or destroyed without prior written consent of the Contracting Officer.
4. CONTRACT CLAUSES AND PROVISIONS Provisions (Pre-Award) FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3 Offeror Representations and Certifications Commercial Products and Commercial Services (Complete annually via SAM.gov) FAR 52.204-7 System for Award Management FAR 52.204-16 Commercial and Government Entity Code Reporting VAAR 852.219-73 VA Notice of Total Set-Aside for Certified SDVOSBs (Deviation) VAAR 852.219-75 SDVOSBs and VOSBs (Deviation) Clauses (Post-Award) FAR 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services Applicable subparagraphs include: 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards 52.219-28 Post-Award Small Business Program Rerepresentation 52.222-21 Prohibition on Segregated Facilities 52.222-26 Equal Opportunity 52.222-36 Equal Opportunity for Workers with Disabilities 52.222-50 Combating Trafficking in Persons 52.225-13 Restrictions on Certain Foreign Purchases 52.232-33 Payment by Electronic Funds Transfer System for Award Management FAR 52.232-18 Availability of Funds FAR 52.237-3 Continuity of Services FAR 52.246-4 Inspection of Services Fixed Price VAAR 852.203-70 Commercial Advertising VAAR 852.219-73 VA Notice of Total Set-Aside for Certified SDVOSBs (Deviation) VAAR 852.232-72 Electronic Submission of Payment Requests VAAR 852.237-70 Contractor Responsibilities
5. PRE-BID SITE VISIT A mandatory pre-bid site visit will be held on: Date: October 14, 2026 Time: 8:30 AM Eastern Time Location: VA Medical Center West Haven, 950 Campbell Avenue, West Haven, CT 06516 Meeting Point: Building 15 All prospective quoters shall obtain a temporary day badge and complete a sign-in sheet upon arrival. Failure to attend the mandatory site visit may result in the quote being deemed technically unacceptable.
6. EVALUATION CRITERIA This acquisition will be evaluated using Simplified Acquisition Procedures in accordance with FAR Part 13. Award will be made to the Lowest Price Technically Acceptable (LPTA) quotation that meets all of the following: Quoter is a verified SDVOSB in both SAM.gov and SBA VetCert at time of submission and award Quoter demonstrates technical capability to perform the required repairs, including factory-certified technician documentation Quoter attended the mandatory pre-bid site visit Quoter submits a complete and responsive price schedule
7. QUOTE SUBMISSION REQUIREMENTS Quoters shall submit the following documents electronically by the response deadline: Technical Capability Statement Narrative (no more than 3 pages) demonstrating experience performing commercial or industrial refrigeration/freezer repair in healthcare or institutional settings, including factory-certified technician credentials Price Schedule Itemized quote for all labor, materials, parts, disposal, and warranty, inclusive of the three-day temperature trending period Completed Representations and Certifications Via SAM.gov or attached as required SBA VetCert Confirmation Copy or confirmation of active SDVOSB verified status Signed Site Visit Attendance Confirmation Quotes shall be submitted electronically to: Contracting Specialist: Nathan Langone Email: Nathan.Langone@va.gov Network Contracting Office 1 Quote Deadline: October 19, 2026, 10:00 AM Eastern Time Late quotes will not be accepted.
8. ADDITIONAL INFORMATION All quoters must be registered and active in SAM.gov at time of quote submission and award. All SDVOSB quoters must be verified in SBA VetCert at time of quote and award per 38 U.S.C. § 8127. Questions shall be submitted in writing to the Contracting Officer no later than October 15th 2026, 05:00 PM Eastern Time. Questions received after this date may not receive a response. The Government reserves the right to make award without discussions. The Government reserves the right to cancel this solicitation at any time. All personnel visiting VA sites must sign in upon arrival at Building 15 and retain a temporary VA badge for the duration of their visit.