J073--Commercial Ice Machine Preventative Maintenance and Cleaning

The Department of Veterans Affairs Connecticut Healthcare System is soliciting quotes for a firm-fixed price contract to provide preventative maintenance and cleaning services for commercial ice machines at the West Haven VA Medical Center. This service-disabled veteran-owned small business (SDVOSB) set-aside contract covers quarterly maintenance and cleaning, bi-annual filter replacements, and unscheduled or emergency service calls on approximately 25 ice machines located across various hospital departments and facilities. Contractors must be trained and certified by the original equipment manufacturer (OEM) for the specific ice machine models, and subcontracting is not allowed without prior approval. Maintenance includes detailed cleaning procedures adhering to OEM standards, such as disinfection, part washing, filter changes, and proper waste disposal. The contractor is also responsible for scheduling service with the VA Contracting Officer’s Representative (COR), reporting machine conditions with photographic documentation, and complying with infection control and safety measures. The performance period begins July 1, 2026, through June 30, 2027, with four one-year option periods available. Quotes must be submitted electronically by June 16, 2026, and evaluated on price, past performance, and technical capability, including experience and technician qualifications. The solicitation requires registration and compliance with the System for Award Management (SAM) and the VA’s VISTA system. Reporting deliverables include timely maintenance reports, inspection stickers, and proper handling of cleaning materials and residues. The contract demands strict adherence to VA policies, including infection prevention, site access protocols, environmental safety, and records management laws. Emergency service availability 24/7 is required with prior approval of labor and parts costs. The contract emphasizes quality service, documentation, and regulatory compliance to ensure safety and operational efficiency supporting patient care at the facility.