S222--Grease Tank Preventative Maintenance | Corporal Michael J. Crescenz VA Medical Center

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment.
The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to identify potential sources to perform a firm fixed price contract for procurement of Grease Tank Preventive Maintenance Services for the Corporal Michael J. Crescenz (Philadelphia) Veterans Affairs Medical Center (CMC VAMC), 3900 Woodland Avenue, Philadelphia, PA 19104:
DRAFT REQUIREMENTS DESCRIPTION (NOT COMPREHENSIVE)
The Corporal Michael J. Crescenz (Philadelphia) Veterans Affairs Medical Center (CMC VAMC) is seeking to procure a contract for Grease Tank Preventive Maintenance Services to cover a five-year period.
DESCRIPTION
The Corporal Michael J. Crescenz (Philadelphia) Veterans Affairs Medical Center (CMC VAMC), located at 3900 Woodland Avenue, Philadelphia, PA 19104, has a requirement for a firm fixed price contract to provide Grease Tank Preventive Maintenance Services. The period of performance for this requirement includes a one-year base year and four one-year option periods.
PLACE OF PERFORMANCE:
Corporal Michael J. Crescenz (Philadelphia) Veterans Affairs Medical Center (CMC VAMC) 3900 Woodland Avenue Philadelphia, PA 19104
PERIOD OF PERFORMANCE:
Base Period: 02/01/2026 01/31/2027 Option 1: 02/01/2027 01/31/2028 Option 2: 02/01/2028 01/31/2029 Option 3: 02/01/2029 01/31/2030 Option 4: 02/01/2030 01/31/2031 SCOPE OF WORK:
Vendor shall provide at minimum the following goods and services.
CONTRACTOR RESPONSIBILITIES The Contractor shall provide the manpower, materials and equipment to clean the grease tanks, floor drains and lines, sewers and storm lines at the CMC VAMC; the Continuing Life Center (CLC) located at 3461 Civic Center Boulevard, Philadelphia, PA 19104; and the Snyder House located at 1425 Snyder Avenue, Philadelphia, PA 19145. The specifics regarding the preventive maintenance services under this contract shall include: water jetting sanitary and storm sewer lines, floor drains, pumping and cleaning of grease tanks, traps and lines for the CMC VAMC, the CLC (building #30), and the Snyder House, as well as cleaning of the employee garage sand traps. The Contractor shall follow best management practices for spill risk.
EQUIPMENT LOCATIONS, LIST, and CLEANING INTERVALS Grease tanks (6 in total):
Building #1, the Canteen located on the first floor has three 40-gallon interior grease tanks and three floor drains throughout the kitchen, prep area, and steam stations. Pumping and cleaning of the grease tanks as well as the water jetting of the traps and lines (approximately 100 per line) originating from the three floor drains. Service to be performed monthly.
Building #2, originating from the Main Kitchen on the ground floor, has one 1,000-gallon grease tank. It is located inground just outside loading dock #2. Pumping of the grease tanks as well as the water jetting of the traps and lines. Service to be performed quarterly (four times each year).
CLC/Building #30, has one 1,200-gallon grease tank located in the ground outside the loading dock of the CLC by the rear parking lot. The pumping of the grease tank as well as the water jetting of the traps and lines (approximately 100 per line) is to be performed quarterly (four times each year).
CLC/Building #30, has five floor drains that need to be jetted (located in Basement of CLC Room BA-100) is to be performed semi-annually (two times each year).
Snyder House has one 20-gallon interior grease tank, located in the kitchen. This tank shall be pumped and cleaned monthly (twelve times each year).
The vendor shall pump out and clean each grease tank, jet each grease trap and line going to the grease holding tank with exception to the Snyder House location. Services required at the Snyder House location is pump and clean of the grease tank only.
Sewer Mains and Manholes: CMCVAMC sanitary sewer mains and manholes shall be service annually (once per year). There is a total of 10, originating at the Bravo Gate at Woodland Avenue (entrance) following the driveway along building #1 past Employee Parking lot to the Charlie Gate (exiting) at University Avenue and (8) Storm sewer manhole to manholes. Vendor shall waterjet sanitary sewer mains from manhole to manhole and spray down the inside of the manholes. CLC/Building #30 Outside Behind Room BC-108, sanitary sewer is located in the lower parking lot along University Avenue. Waterjet Jet and spray down manholes from the building to the last manhole before the University Avenue. Vendor shall waterjet jet inlet lines and spray down sewer manholes. Service to be performed once per year.
CMCVAMC storm sewer mains and manholes shall be service to be performed annually (once per year). The storm drains and two sand traps are located in the employee garage. Vendor shall waterjet from manhole to manhole and spray down the inside of each manhole after jetting is complete. Vendor shall jet sand pits and spray down manholes after water jetting is complete.
REPORTS Following each on-site maintenance visit, the Contractor shall provide a written report to the Technical Point of Contact (POC) within 10 business days, detailing the results of the maintenance visit, noting and addressing any discrepancies found, and making specific recommendations toward future remedial action, or upgrades. Any unsafe conditions encountered during the service call shall be reported immediately to the POC or designee, advising the CMC VAMC of the found condition(s).
IDENTIFICATION Contractor s employees shall have identifiable information on their uniform, to include their name and company s logo, at a minimum.
CERTIFICATION OF CONTRACTORS Contractor s service personnel shall be certified to perform the preventative maintenance work. Contractor shall furnish a copy of its up-to-date and current State certification (showing categories) to the Contracting Officer and to the POC upon request and prior to the start of the contract.
CONFORMITY TO REGULATIONS The Contractor shall conform to all Federal, State and local regulations governing jetting and cleaning maintenance service to grease traps, sanitary and storm sewer systems. The Contractor shall follow best management practices for spill risk.
HOURS OF OPERATION The normal hours of operation for the facility are 8:00 am to 4:00 pm, ET, Monday through Friday, excluding Federal holidays. All contract work shall commence on weekdays AFTER 4:30 pm, ET, or on weekends from 6:00 am to 4:00 pm, ET, on Saturdays only. In addition, for the Snyder House Location, this work shall be performed after the main campus services are completed and begin no earlier than 6:00 pm, ET.
HOLIDAYS Federal Holidays include: New Years Day, Martin Luther King Birthday, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day proclaimed by the President as a Federal Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by US Government Agencies.
SCHEDULE OF VISITS The Contractor shall provide a schedule to the POC within fifteen calendar days prior to the anticipated inspection date of when services shall be scheduled. Services shall be scheduled to be performed on definite appointed days and in no event shall the Contractor perform inspections outside regularly agreed upon work hours without prior approval from the POC. In the event climate or weather conditions make it unsuitable for services, the entire service date shall be re-scheduled to a date and time satisfactory to the Contractor and the POC. Postponement shall not reflect any penalties assessed to the Contractor or the Government. Capabilities Statement and Documentation:
Companies are invited to provide their capabilities, experience, and knowledge in the provision of Grease Tank Preventive Maintenance Services. Sources are asked to provide information to demonstrate their answers to the following items of information:
1. General information about your company to include:
Company Name: Company Address: Socioeconomic Status: GSA Contract Number covering these services and Expiration Date (if applicable): Company Unique Equity Identifier (UEI): Company NAICS Code(s): Point of Contact Name: Point of Contact Phone Number: Point of Contact Email Address: Company Website (if available): GSA FSS and/or NASA SEWP V Schedule:
2. The North American Industry Classification System Code (NAICS) is 562998 (All Other Miscellaneous Waste Management Services), and the Small Business Size Standard is $16.5 million.
3. Based on market response, the following clauses may be included in a resulting solicitation, should one be issued:
VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside. FAR 52.219-6, Notice of Total Small Business Set-Aside.
Accordingly, prospective contractors will be required at time of solicitation response to certify to the applicable limitation on subcontracting requirements in 13 CFR 125.6, with reference to the appropriate set-aside. Please include in the response to this sources sought notice your ability or inability to certify to the clause applicable to your organization.
4. Provide a summary of your firm s ability to provide the services described in this announcement. In addition to a Capability Statement, submissions can include specifications, brochures, and manuals as attachments.
Submit responses via email only to Contracting Officer Stephanie McFadden at stephanie.mcfadden@va.gov, no later than 1:00 PM ET, Friday, November 21, 2025, with Sources Sought number 36C24425Q0087 in the subject line. Telephone responses shall not be accepted. The Government will not provide feedback in response to vendor questions about the requirement at this time. If you identify ambiguities or have concerns about anything in the description of the requirement, however, please include them with your response. Confirming receipt of the response is the responsibility of the contractor. Contact the Contracting Officer if the Government does not confirm receipt of the sources sought response within two business days.
Simply responding as an interested party does not constitute your company as a source. Prospective contractors must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the SAM, NASA SEWP V or GSA websites in the near future. Responses to this sources sought notice are not considered adequate responses to a solicitation announcement. All prospective contractors are required to respond to a solicitation announcement in addition to responding to this sources sought notice.
Prospective contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM.
No solicitation document is available at this time; this notice is to acquire information only.