This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 13. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. Solicitation number 36C24726Q0223 is issued as a Request for Quote (RFQ), and repair Canteen Kitchen Equipment and three exhaust hood system for the Canteen Kitchen Equipment Service Contract Project per the provided specifications. This acquisition is set-aside for service-disabled veteran-owned small business (SDVOSB) concerns. The North American Industry Classification System (NAICS) code 811412 is assigned to this requirement with a small business size standard of $19.0 million. The FSC/PSC is J072. The Department of Veterans Affairs, Ralph H. Johnson VA Medical Center located at 109 Bee Street, Charleston SC 29401. To provide all supervision, labor, equipment, and materials needed to create a preventative maintenance plan, inspect, maintenance, and repair Canteen Kitchen Equipment and three exhaust hood system for the Canteen Kitchen Equipment Service Contract Project per the provided specifications, and this statement of work. The performance work statement, line-item descriptions, quantities, period of performance, applicable terms and conditions, and instructions to offerors are all specified in the attachments. Interested parties are encouraged to review this entire solicitation, including all attachments before responding to this solicitation. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov and www.acquisition.gov/vaar. Site Visit: Please reach out to Jack Cruz @ jack.cruz@va.gov, or call 360-516-8292 to schedule the time you will meet for the site visit which is scheduled on January 28, 2026, between the hours of 2:00 PM 3:00 PM ET. Vendors will meet Mr. Cruz in the main lobby of 109 Bee Street, Charleston VA Medical Center Questions regarding this combined synopsis/solicitation must be e-mailed to Sheryl Harris at sheryl.harris5@va.gov no later than 10:00 AM CT, on January 30, 2026. Deadlines: Quotes must be submitted via e-mail to Sheryl Harris at sheryl.harris5@va.gov, and received no later than 10:00 AM CT, on February 5, 2026. See attached document: PWS and Terms 36C24726Q0223. See attached document: Price Cost Schedule Template. Canteen Equipment Service Contract Performance Work Statement Introduction: The purpose of this Performance Work Statement (PWS) is to define the requirements for the Canteen Equipment Service Contract at Ralph H. Johnson VA Medical Center. These components are critical for maintaining proper functionality and ensuring a comfortable environment for patients, staff, and visitors. Scope of Work: The contractor will provide all supervision, labor, equipment, and materials needed to create a preventative maintenance plan, inspect, maintenance, and repair Canteen Kitchen Equipment and three exhaust hood system for the Canteen Kitchen Equipment Service Contract Project per the provided specifications, and this statement of work. Work will consist of service, preventative maintenance and regular maintenance on the following equipment located at Ralph H. Johnson VA Medical Center: -True Refrigeration Refrigerated Merchandiser Model: GDM 47, Cabinet Serial Number: 7226821 -True Refrigeration Refrigerated Merchandiser Model: GDM 47, Cabinet Serial Number: 7174225 -True Refrigeration Refrigerated Merchandiser Model: GDM 47, Cabinet Serial Number: 7337699 -Oasis Refrigerated Self-Service End Cap Model: FSE45R, Serial no: 2575333HZ399896. -Keating Miraclean Griddle Model no: 48X30, Serial no: GE36533 -Pitco High out fryer Model no: SFSELV14X, Serial no: E23JB057682 -True Refrigeration Refrigerator Reach-in One-section Model no: TS-23, Cabinet Serial Number: 7965004 -Alto-Shaam Holding Cabinet Mo: 1200-UP, Manufacturer no: 1025209-000. -Hoshizaki America Ice Machine Model no: KML-451MAH, Serial no: A11085K -Oasis Refrigerated Merchandiser Mo: B8832, Serial no: 1532484 EW350415. -Broaster, model # BROSTR1800GH, Serial no: SG8C900860. -Fryer, model no: RE14-SD, Manufacturer: Session fix. -Griddle, 48X30, Manufacturer: Keating. -Refrigerator Prep Table, model no: SES157 TSSU-60-12M, Serial -Salad Bar Staff Serve, model no: SQ8CD, Serial no: 12010569004 -Refrigerator Merchandiser, model no: SES107 GDM-47 TRUE, Serial no: 7337699 -Turbo Chief Oven, model no: Tornado -Refrigerator, model no: SES145 TS-13 -Freezer, model no: SES146 TS-23F TRUE -Oven Convection, model no: VC45EC 240V/60/3 PH -Refrigerator, model n0: SES145 TRUE -Range, model no: V6B36C HD RANGE 36 . -Refrigerator, model no: TS-23 TRUE. -Oven/COMBI/THERM, model no: CTC10-20E 208-240V -Refrigerator, model no: TS-23 TRUE SES145. -Grill with Stand, model no: 48 X 30 (Keating) Serial no: 546-f-16 -Canteen Hoods. (3 each). Note: It should be noted that part of the Canteen is still under construction and there is additional equipment that is in storage that will be included in this contract at no additional charge. This contract also includes inspection, cleaning and certification of the two hoods in the VCS. One hood is located near the griddle and one hood that will be in the area that is currently under construction. The hoods cleaning shall be a monthly requirement. Cleaning will include the entire hood, ductwork up to ceiling vent fan. The contractor shall develop and implement a preventive maintenance (PM) program, including periodic component calibrations, performed during normal hospital working hours acceptable to the Contracting Officer Representative (COR) or designee. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The PM program must be acceptable to the COR or designee prior to the commencement of the contract period. REPORT OF SERVICES/DOCUMENTATION: Upon completion of any maintenance and/or repair services, the contractor shall report to the COR or designee and provide a written report detailing services performed and obtain an acceptable signature. ITEMS TO BE SUPPLIED BY THE CONTRACTOR: Parts installed shall be new and genuine parts supplied by, or certified by the Contractor as equivalent to, the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of EMS controlled equipment. Contractor shall be the installer of all new or existing parts. When replacing existing parts or installing new parts, the Contractor shall install energy-efficient parts to the maximum extent possible. OTHER SPECIFIC SCOPE ITEMS: If repairs require work outside the scope of the maintenance contract. The contractor shall notify the COR or designee for directions. The contractor shall not perform chargeable work until authorized by the COR or designee. The contractor shall submit a complete list of all equipment incorporated under the contract to the COR or designee. The contractor shall submit copies of vendor manuals and/or other equipment manufacturer information for all EMS related components to the COR or designee. Contractors shall provide schematics, sequence of operations, and/or any other drawings/diagrams utilized in the energy management system to the COR or designee. Contractor shall incorporate and provide a list of standardized control acronyms utilized in the energy management system to the COR or designee. FAILURE TO PERFORM Should any of the services not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, with no increase in contract amount. Should the work remain deficient, the COR may have the work accomplished by other means and deduct the cost thereof from the monthly payment. When the defects in services cannot be corrected by re-performance, the Government may: Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and reduce the contract price to reflect the reduced value of the services performed. If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may: By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or Terminate the contract for cause. SERVICE CALLS The contractor shall provide the information requested below as to where service calls are to be placed. Name: Address: City, State, Zip Code: Toll Free Telephone Number: Local Telephone Number HQ: Facsimile Number HQ: E-mail Address: Primary Service Representative: The Contractor shall respond promptly within one (1) hour. Service calls are responses and subsequent repairs, or adjustments of systems or problems reported to the Contractor. If the service call cannot be resolved within one (1) hour, the Contractor shall immediately notify the COR or designee of the problem, and the time and date corrective action shall be completed. The Contractor shall maintain a service call log or record which shall be always available for inspection by the VA. As a minimum, the call log or record shall contain the information specified herein. Name of Caller. Description of the problem; location where the problem exists. Time and date the call was received. Description of the action taken to resolve the problem and the time and date corrective action was taken. The Contractor shall provide a year-end compiled service call log/record to the COR or designee encompassing all prior events in that calendar year. EMERGENCY CALL-BACK SERVICE Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 1 hour of the notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR or designee of the time and date corrective action shall be taken. Requests for service may be made by the COR or designee by telephone or other means. For service other than what is an emergency, outside the normal working hours of 7:00 a.m. to 3:00 p.m. Monday through Friday, the contractor shall report to the site within two (2) hours after the time of notification. WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS The Contractor shall instruct his/her personnel that any time they perform work under this contract they shall comply with the following procedures: Contact the COR or his/her designated representative when first arriving at the building. If the work is of a continuing nature, a check-in visit is required each day. All scheduled work that requires a system to be taken out of service shall be coordinated with the COR or designee and the contractor shall report to the COR or designee the status. At the completion of the work, the Contractor's employees shall submit to the COR or the designated representative a copy of a work order, repair order or a form which shall furnish the following information: Name and address of the Contractor. Name of Contractor's employee in charge of the work Date(s) work performed, and hours expended. Brief description of work performed including equipment identification. Signature of Contractor's employee and signature block for the COR or the designated representative. CHANGES TO PERFORMANCE WORK STATEMENT Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. REPORTING REQUIREMENTS The Contractor shall provide proof of Daikin factory trained technicians that will be assigned to work on this project. The Contractor shall obtain all necessary licenses and/or permits required to perform the work. In addition, the Contractor shall provide the COR with a copy of any licenses and/or permits obtained. TRAVEL All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina. The contractor is responsible for any anticipated travel and per diem. GOVERNMENT RESPONSIBILITIES The VA shall grant the Contractor and its Subcontractor permission to all areas of the Ralph H. Johnson VA Medical Center that are required. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO in response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Preventative and corrective maintenance of the Canteen equipment. It is the Contractors responsibility to take full inventory to determine extent of all Canteen equipment and cover the preventative and corrective maintenance needs of this equipment including the following: Vendor to provide, On-call services from a qualified technician to include after Hourly Rate for a qualified service technician for maintenance as required, the technician will perform the repair. Hourly Rate for Emergency Repair services Contingency for parts required to make the repairs. Parts are not pre-priced but operationally necessary for the Equipment to function at 100%. The technician will provide a report to the COR or Designee showing what parts are required and their price. Detailed report on Preventative Maintenance performed within 24 hours to the COR or Designee. The impact of this work shall be minimized and mitigated in a way that limits disruption to the functioning of the RHJ VAMC. Scheduling and coordination with the RHJ VAMC will be critical and must be approved by the Contracting Officer s Representative (COR) prior to work. General Requirements Employees of the contractor and sub-contractors shall always conduct themselves in a professional manner while on medical center property. The contractor shall ensure all personnel working on this contract are aware of RHJ VAMC policies pertaining to employee behavior and conduct. Physical or verbal misconduct may be grounds for removing employees from Medical Center property, or grounds for arrest by the Veteran Affairs (VA) Police. Employees may be banned from RHJ VAMC property because of inappropriate or illegal behavior. The contractor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government because of employee misconduct. Smoking and vaping are strictly prohibited on the entire VAMC campus. It is the contractor s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable RHJ VAMC, local, state, and federal regulations. All work shall be performed in accordance with VA standards, manufacturer recommendations, and applicable local, state, and federal regulations. Task Requirements Check in with COR or designee Lockout-tagout unit as needed. Perform preventative or corrective maintenance on the equipment associated with the contract or service order was placed for. Site Cleanup and Documentation Remove all debris and restore work areas to their original condition. Provide a detailed report of completed work, including before-and-after photos, test results, and any recommendations for ongoing maintenance. Safety and Compliance The contractor shall adhere to VA safety policies and OSHA regulations. Personal protective equipment (PPE) shall be always used during work activities. The contractor shall coordinate with VA personnel to minimize disruption to hospital operations. Period of Performance The contractor shall complete all work within 350 days from the start date, as agreed upon with the VA contracting officer. Normal working hours are 0700 1700 Monday to Friday, except for federal holidays. All work during normal hours shall be completed at the end of that working day. Some work may need to take place during after-hours (1700 0700) or during weekends. The contractor shall provide a detailed schedule to meet the requirements. All schedules and work hours shall be requested, coordinated, and approved through the COR. Deliverables Complete preventative and corrective maintenance of all associated equipment with this PWS. Ensure work area is cleaned Provide a service report to the COR and or designee.
