J073--Veteran Canteen Equipment Preventative Maintenance and Service

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.603, as supplemented by the current Federal Acquisition Circular (FAC 2026 01) and the Department of Veterans Affairs Acquisition Regulation (VAAR). This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This acquisition is 100% set aside for Small Business concerns in accordance with FAR 19.502-2 Total small business set-asides and FAR 52.219 6, Notice of Total Small Business Set Aside. Offerors must qualify as Small Business concerns under the applicable NAICS code at the time of quote submission and at the time of award. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $12.5 million. The FSC/PSC is J073. The Department of Veterans Affairs, VA Connecticut Healthcare System (VACHS) requires comprehensive preventive maintenance, inspection, corrective service, and emergency repair for Veterans Canteen Service (VSC) equipment located at the West Haven and Newington campuses as outlined in the following Statement of Work: STATEMENT OF WORK VETERANS CANTEEN SERVICE EQUIPMENT PREVENTATIVE MAINTENANCE & SERVICE VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN 950 CAMPBELL AVENUE WEST HAVEN, CT 06516 BACKGROUND To maintain safe and efficient inpatient Food Service operations, Veteran Canteen Service (VCS) VA Connecticut requires regular equipment inspection, preventative maintenance, regular maintenance, and emergency repair services. Given that much of this equipment is specialized, this work must be performed by an authorized commercial vendor. This scope of work is to provide details related to a service contract to support this necessary work. JUSTIFICATION To meet FDA Food code, Serve Safe and VA National and employee safety requirements, VCS equipment is required to function per the manufacturer s instructions. Given the complexity, expense and specificity of Food Service Operations equipment, any service agreement must include preventative maintenance to avoid costly and avoidable replacement. Preventative maintenance also minimizes the need for costly service and emergency calls. Specifically, the VHA Directive 1608 Comprehensive Environment of care program, and VHA Directive 1439 Food Service Management states that the equipment and components must be inspected, and maintained regularly to meet the facility efficiency, environmental and food safety requirements. PLACE OF PERFORMANCE The place of performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue; West Haven, CT 06516 and Newington VA Medical Center located at 555 Willard Avenue; Newington, CT 06111. PERIOD OF PERFORMANCE Base contract period shall be 06/24/2026 06/23/2027. The contract will also contain the provision for four (4) option years: Option Year 1: 06/24/2027 06/23/2028 Option Year 2: 06/24/2028 06/23/2029 Option Year 3: 06/24/2029 06/23/2030 Option Year 4: 06/24/2030 06/23/2031 QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven and Newington campuses of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for. Bidders must provide upon request documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. The contractor shall maintain sufficient stock of parts needed for repair and maintenance of the equipment or be able to secure parts within twenty-four (24) hours. All parts used shall be new OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer. SCOPE OF WORK This contract includes full maintenance for the equipment listed in the drawings and accompanying charts or lists, consisting of scheduled preventive maintenance (PM), inspections and periodic testing, corrective call back service for operational problems not successfully preempted by PM, corrective service for problems identified during inspections, and 12-hour 5-day per week call back support with supported after-hours emergency services. The contractor shall provide all resources required in performing these maintenance services and inspections, including parts, materials, lubricants, fluids, cleaning fluids, equipment, tools, shipping, travel, and labor. The contractor is responsible for determining the nature and extent of any work required restoring equipment to satisfactory condition and operation, as determined by Veteran Affairs Healthcare Facility Management and Veteran Canteen Service. All equipment operations, tests, maintenance, alterations, and repairs performed under this contract shall comply and be in accordance with manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent. 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 6:00am-6:00pm, Monday- Friday, excluding Federal Holidays: Page 7 of 57 New Year's Day Martin Luther King Day Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Page 1 of The vendor will conduct a thorough minimum annual inspection and shall provide to Veteran Canteen Service and COR a detailed quote to include parts, labor cost supply minor parts and materials as needed for necessary upgrades, replacement, and repairs. During each visit the vendor shall perform inspection of the equipment, components, and filters, and must provide, to Veteran Canteen Service and COR, with a complete inspection report within seven (7) business days. Immediate found emergent repairs shall be identified and presented to Veteran Canteen Service and COR within 24-hours of completing the inspection with the sole purpose of correcting emergent repairs. Monitoring should include, but not limited to filter cartridge, repair parts, temperature monitoring. The vendor shall provide action and services to ensure and correct any issue from the inspection/monitoring that is out of spec for the requirement according to the service contract. See the attached drawings below. Each drawing is a partial floor layout per facility location. West Haven Canteen Services VCS Cafeteria/Kitchen-B-2, 1st floor VCS Canteen Store-B-2, 1st floor VCS Starbucks-B-2, 1st floor Newington Canteen Services: VCS Cafeteria/Kitchen/Canteen Store- B-2E, Basement level West Haven: VCS Cafeteria/Kitchen West Haven: VCS Canteen Store Inventory Reference True Double Door Viewable Refrigerator Bottle Drink Station (Pepsi & cans) Model: GDM-47RL True Double Door Viewable Refrigerator Bottle Drink Station (Coke & water) Model: GDM-47RL Oasis Cool Storage Packaged Food Station w/Security Door Model: B3632 West Haven: VCS Starbucks Inventory Reference Structural Concepts Simply To Go Warming Station Manitowoc Ice Maker True Single Prep Station Cabinet Model: TWT-36 Oasis Pastry Display Serving Station West Haven VCS Cafeteria/Kitchen Inventory ITEM DESIGNATION MODEL 1 Ecolab Dish washer APEX TSC 2 State Industries Electric Storage Tank Water Heater EN6-40-DORS 110 3 True Refrigerator TS-49 4 Vulcan-Hart Cooktop Stove EV36S-6FP480 5 Alto-Shaam Baking Oven CTC7-20E 6 Doyon Baking Oven JAOP6 7 Hoshizaki Ice Maker KM-340MAH 8 (2) Alto-Shaam Warmer Ovens 9 True Single Door Viewable Refrigerator GDM-26-HC-TSL01 10 Wells Serving Station HT300AF 11 Wells Serving Station HT300AF 12 True Single Prep Station Cabinet TSSU-36-12M-B 13 Keating Grilling Station GE35133 14 Frymaster Frying Station FMRE117-2CSC 15 Wells Serving Station HT500AF 16 True Freezer TS-49F 17 True Single Prep Station Cabinet TSSU-27-08-HC 18 True Freezer TS-49F 19 True Triple Prep Station Cabinet TWT-72 20 True Double Door Viewable Refrigerator GDM-45 21 True Refrigerator TS-49 22 True Refrigerator TS-49 23 True Single Door Freezer STG1RRI-1S 24 American Foodservice Sandwich Making Station 25 Wells Serving Station (Sushi/Soups) 5S10ULTD 26 Structural Concepts Simply To Go Warming Station 27 (2) Fetco Coffee Brewer CBS-2052e 28 Hoshizaki Ice Maker (soft drink station) KMD-850MAH 29 True Double Door Viewable Refrigerator Bottle Drink Station GDM-47 30 Oasis Cool Storage Simply…