Request for Information This Request for Information (RFI) is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This RFI is intended strictly for Market Research purposes only. The Department of Veterans Affairs VISN 10 Network Contracting Office, serving Indiana, Michigan, and Ohio VA Medical Centers, is conducting a market survey to help determine the availability and technical capability of qualified small businesses, and/or HUBZone small businesses capable of serving the needs identified below. This request for Information is for open market as well as Federal Supply Schedules services. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic statues (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS code 561720 Janitorial Services. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on the government-wide point of entry business opportunities website http://www.sam.gov, and all interested parties must respond to that solicitation accountment separately from the responses to this RFI. Your responses to the information requested will assist the Government in determining the appropriate acquisition methods, including whether a set-aside is possible. Background The VISN 10 VA Northern Indiana Health Care System is seeking to acquire semi-annual and annual professional cleaning of kitchen hood ventilation systems at its Fort Wayne and Marion campuses in Indiana. This includes the VCS Canteen and Dietetics kitchen hoods, ductwork, and fans. The cleaning ensures safe and efficient removal of cooking fumes and grease buildup, in compliance with NFPA 96, OSHA, and IKECA standards. The contractor must provide all labor, materials, and equipment, coordinate with VA staff, and deliver post-cleaning reports to confirm system functionality and cleanliness. The goal of this Request for Information is to establish if there may be any small business vendors that can satisfy this requirement. Please advise if you can provide the service and submit a list of similar projects worked on to include the cost of the awarded contracts. Please submit all information to Contracting Specialist, Jacob Bishop via email: Jacob.bishop@va.gov by Wednesday, November 26, 2025, 1:00pm EST. Contractor Requirements: Cleaning of VCS kitchen hood and Dietetics ventilation system. This includes: Cleaning of all kitchen hoods and fans. Fort Wayne Campus- Canteen and Dietetics Marion Campus- Canteen and Dietetics 2. Contractor should be NFPA 96 Compliant. 3. Performing the work in compliance with the Occupational Safety and Health Administration (OSHA) Standards requiring compliance by all private employers on an ongoing basis under the General Industry (29CFR1910) and Construction Industry (29CFR1926) Regulations, which include but is not limited to: Hazardous Communications OSHA 1910.120 Lock-Out/Tag-Out Protection OSHA 1910.47 4. Preparing and protecting work areas with poly plastic, as necessary. 5. Cleaning Tasks: a. Kitchen and Dietetics exhaust systems shall include all surfaces on which dust and grease can be deposited in normal operations including, but not limited to, grease removal devices, duct systems, including all horizontal and vertical ductwork, from the filters up and throughout its entirety including the fan and blower housing, fan, fan wheel, exhaust fan, and other apparatus thereto, with the exception of the hoods, canopies and motor interiors. Systems shall be considered clean if there is no visible accumulations of dirt and grease. b. Grease removal devices. Cleaning service shall include grease filters, baffles, and other approved grease removal devices for use with commercial cooking equipment. c. Blower units. Cleaning service shall include the complete fan assembly including the housing, wheel shafts, braces, supports, pulleys, and all other apparatuses thereto, except for motor interiors. d. Exhaust Duct Systems. Cleaning service shall include all horizontal and vertical ductwork beginning at the hood connection and extending to and including the exit stack. Where ducts are joined in sections, they may be removed, cleaned, and reinstalled so joints are opposite to the direction of air flow, using sheet metal screws and new clips. Ducts shall be cleaned to bare metal. e. Exhaust Fans. Service shall include the complete fan assembly including the structural frame assemblies, housing, fan blades, shafts, braces, louvers, and all other apparatus thereto, except motor interiors. The contractor shall remove accumulation of all foreign material, such as dirt and grease by dismantling the fan and cleaning with degreasing compound. Fans shall be reassembled and reinstalled in a satisfactory working condition. f. This to be performed in accordance with NFPA-96 & IKECA Standards. 6. Leaving all work areas in a neat and orderly fashion and removing all accumulated debris from work site. 7. Checking the total system upon completion to ensure functional operation in same way system was operating prior to cleaning process. 8. Access Panels and Doors. When cleaning procedures are complete, all access panels (doors) and cover plates shall be restored to their normal operating condition. 9. Fire Suppression System. Components of the fire suppression system shall not be rendered inoperable during the cleaning process. Cleaning chemicals should not be applied to the fusible links or any other detection devices of automatic fire suppression systems installed in exhaust equipment. 10. Clean-Up. The contractor shall keep the service area free from accumulations of waste material or rubbish. When cleaning from roof down through the ducts, plastic film shall be spread directly under the hood to prevent steam from encountering people working below. Upon completion of the cleaning service, the contractor shall leave the work area and premises in a clean and neat condition satisfactory to the COR. The contractor shall take all trash off-site for lawful disposal. All condensed steam, grease, and dirt shall be collected and disposed of by the contractor. 11. A lift is needed to complete cleanings. 12.Contractor will coordinate all cleanings with COR and Maintenance Department Supervisors.
