J073--Veteran Canteen Equipment Preventative Maintenance and Service Contract

AMENDMENT NO. 2 SOLICITATION NO. 36C24126Q0638 DATE: 7/27/2026 1. THE SOLICITATION IS HEREBY AMENDED AS FOLLOWS: a. The following Questions and Answers, submitted by prospective offerors by July 13, 2026, are incorporated into this solicitation. b. The Government s responses modify and/or clarify the solicitation. 2. QUESTIONS AND ANSWERS RFI s for -Veteran Canteen Equipment Preventative Maintenance and Service Contract West Haven, CT VAMC
On pg. 7, the West Haven VCS Cafeteria/Kitchen Inventory includes an Ecolab Dish Machine APEX TSC. In our experience, repairs and maintenance on Ecolab leased equipment is handled solely by Ecolab. Parts are generally only available through Ecolab. Please advise if this should be removed from the scope.
The SOW does not specifically address leased equipment or Ecolab s service exclusivity, so unless otherwise directed, it remains in scope.
On pg. 11, the SOW states, Each contract year, the contractor shall notify the VCS Chiefs, POC, and Contracting officer with a notice of planned yearly PM. This implies ONE (1) ANNUAL PM. The SOW goes on to mention Quarterly Ice Machine Work and Bi-Annual Filter Changes. These statements appear to be contradictory. Please clarify the exact number of PM s you are seeking.
All equipment will be annual except where specified otherwise. Ice machines will require bi-annual and quarterly service aside from the annual requirements of all other kitchen equipment.
On pg. 13, the SOW states, Bi-Annual Filter Supply and Changes . This seems to apply to both Ice Machines and Soda Systems. Are there any other filters? Please provide make and model and quantity of all filter cartridges so we can include in pricing. Alternatively, please allow us to invoice you separately for each filter cartridge when replaced. Please advise which way you prefer.
Based on the SOW, bi-annual filter supply and changes apply only to Ice Machines and Soda Fountain Machines. No other filters are mentioned. The SOW lists the following relevant equipment:
Ice Machines: Hoshizaki KM-340MAH, Hoshizaki KMD-850MAH (West Haven), Hoshizaki (Newington, model not specified)
Soda Fountain Machines: No specific models listed
The SOW states that both Ice Machines and Soda Fountain Machines shall be serviced quarterly and include bi-annual filter supply and changes. Since these filters are part of routine, scheduled PM, they fall under the contractor s responsibility to provide as part of the base maintenance contract.
On pg. 15, the SOW states, Contingency Allowance of $2,500.00 for parts. Contractor shall submit a quarterly balance with all parts utilized and documented to include service dates. Please answer the following: What is the intent of this statement? It is unclear what this means. The contract will include a line item that can be billed up to $2500 for parts. All other repairs needed to equipment shall be quoted and receive a government issued purchase order prior to work being completed. Please provide clarification as to how we invoice and when we invoice for parts used. Parts included in regular planned and scheduled PM s shall be included in invoicing. Additional parts needed for repairs shall be identified in servicing and inspection reports and quoted for repairs. A separate contracting action will be processed to obtain a Purchase Order prior to repairs/installation of parts being completed that are not included within the base contract. On pg. 16, the SOW states, Vendor shall submit the following associated with unscheduled repairs. 1. Labor Hours: Minimum 6 Hours 2. Parts Cost: Minimum Total $500.00. Please describe what the intent of this statement is. What is meant by labor hours with a 6-hour minimum? What is meant by a minimum parts cost of $500.00?
This is a minimum that the service provider can bill and this is for work requested by VA Connecticut beyond work and parts required by the base contract. This can include work during premium/outside of regular business hours.
On pg.16, the SOW states, West Haven Cafeteria/Kitchen - 3:00 PM - 11:00 PM, Newington Cafeteria/Kitchen - 2:00 PM - 7:00 PM, West Haven Starbucks & VCS Store - Coordinate with VCS Chief (Starbucks closes ~2 PM, VCS Store closes @ 5 PM, Newington VCS Store has same hours as Cafeteria). These hours contradict the hours mentioned on pg. 3, The vendor shall provide on-call services that shall include labor costs and unlimited service calls. The vendor shall be able to respond to issues within six (6) hours from 6:00 AM - 6:00 PM, Monday-Friday, excluding Federal Holidays. Are the hours after 6 PM billable separately and, if so, how are they invoiced? Work outside of regular business hours shall be quoted with required off hours servicing timeframes or premium hours. This will be invoiced through a purchase order issued by the contracting officer upon a quote to perform the work.
Is this agreement subject to Prevailing Wage Rates and does it require submitting a Certified Payroll Report? Yes, Wage Determination #2015-4127 Revision 35 dated 6/25/2026 applies to this solicitation, however under the Service Contract Act, contractors are not required to submit certified payroll reports.
How do we invoice for parts? Additional parts needed for repairs shall be identified in servicing and inspection reports and quoted for repairs.  A separate contracting action will be processed to obtain a Purchase Order prior to repairs/installation of parts being completed that are not included within the base contract. 
How do we invoice for labor outside the 6:00 AM to 6:00 PM Monday through Friday window? Additional labor for repairs shall be identified in servicing and inspection reports and quoted for repairs. A separate contracting action will be processed to obtain a Purchase Order prior to repairs/installation of parts being completed that are not included within the base contract.