J041--Ultra-Low Freezer Maintenance Services | KC VAMC | Base plus four option years

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Sources Sought Notice | Ultra-Low Freezer Maintenance Services for VA Facilities under Kansas City VAMC
Kansas City VA Medical Center (VAMC), 4801 East Linwood Boulevard, Kansas City, MO 64128-2226

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the services described below.
The Department of Veterans Affairs, Network Contracting Office (NCO) 15 located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide a base year Ultra-Low Freezer Maintenance Services for VA Facilities under Kansas City VAMC with the possibility of four (4) option years in support of the Kansas City VA Medical Center (VAMC), 4801 East Linwood Boulevard, Kansas City, MO 64128-2226. The NAICS code for this service is 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance), with a business size standard of $12.5 Million.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity Identification Number (UEI) (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Businesses (SDVOSBs) and Veteran Owned Small Businesses (VOSBs) are being sought based on the Veterans Administration requirement with Public Law 109-461, Vets First Contracting Program. However, if response by SDVOSB or VOSB firms proves inadequate, an alternate set-aside or full and open competitive solicitation may result.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) located on the web at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Small Business Association (SBA) Registry located at https://certifications.sba.gov/. All interested Offerors shall submit a Capabilities Statement and SAM UEI by e-mail referencing 36C25526Q0411 _Ultra-Low Freezer Maintenance Services for VA Facilities under Kansas City VAMC_SS in the subject line to Aubrey.Visocsky@va.gov. All information submissions should be received no later than 3:00 pm Central on May 20, 2026. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.

Performance Work Statement (PWS)
Kansas City VAMC Research Ultra-Low Freezer Maintenance

Purpose: Performance-based freezer maintenance for 20 -80C units.

This Performance Work Statement (PWS) is issued by the Department of Veterans Affairs (VA), Kansas City VA Medical Center (VAMC), Research Service. Only the Contracting Officer (CO) may modify, add, or delete contract requirements.

Purpose
Provide performance based preventive and corrective maintenance to ensure continuous, compliant operation of twenty (20) Government owned 80 °C freezers supporting the Kansas City VAMC Research Service.

Background
The Research Service stores mission critical biological materials requiring ultra-low temperature control ( 80 °C). Reliable freezer performance is essential to prevent sample loss and research disruption.

Scope
The Contractor shall furnish all labor, travel, tools, test equipment, PPE, calibration standards, and supplies to perform services on covered units. Services shall conform to the most up to date published VA and industry standards and be performed by trained, accredited, competent personnel. Quantity covered: 20 ultra-low ( 80 °C) freezers (see Attachment A).

Place of Performance
Kansas City VAMC, Research Service, 4801 E Linwood Blvd, Kansas City, MO 64128. Research Freedom Building. The COR will provide specific room locations for each unit listed in Attachment A.

Period of Performance (PoP)
Base Plus Four Option Years: Dates To Be Determined

Hours of Coverage & Access
Normal Window: Mon Fri, 8:00 a.m. 4:30 p.m., excluding Federal holidays. After hours/emergency calls require prior CO/COR authorization. The COR will coordinate lab access/escort.

Definitions & Roles
CO: Contracting Officer (contract authority).
COR: Contracting Officer s Representative (technical oversight, acceptance).
PM: Preventive Maintenance.
ULF: Ultra Low Freezer ( 80 °C).

Contractor Qualifications
Contractor personnel shall be trained, accredited, and competent in ultra-low freezer maintenance, refrigerant handling/leak detection, and temperature calibration.

Performance Requirements (Outputs)
The Contractor shall meet these outcomes; how to achieve them is at the Contractor s discretion, consistent with safety/regulatory requirements (performance based approach).

PM Frequency: Semiannual PM per unit (two PMs per unit per PoP), approximately 6 months apart.
Temperature Control: Calibrated control and recorder accuracy within manufacturer spec or ±1 °C (stricter applies).
Refrigerant Integrity: Leak check completed; charge level verified/adjusted as required.
Electrical Verification: Compressor amperage draw measured/documented vs nameplate; out of spec conditions corrected or flagged.
Mechanical Integrity: Motors, fans, gaskets, hinges, electrical connections inspected; door operation confirmed.
Timers (if applicable): Cycle timer operation verified.
Asset Tagging: Inspection sticker affixed to each unit with vendor info, inspection date, next due date.

Corrective Maintenance & Parts: Defective parts shall be replaced during the visit when available and covered by the contract. For non-covered parts/work or a return visit, Contractor shall submit a firm fixed quote and obtain CO written approval prior to performance via contract modification.

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