36C25526Q0257.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

PLACE OF PERFORMANCE

TOPEKA VA MEDICAL CENTER & JUNCTION CITY CBOC

2200 GAGE BLVD

TOPEKA KS

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE (NCO) 15

3450 S 4TH STREET TRAFFICWAY

LEAVENWORTH KS 66048

POINT OF CONTACT*

CONTRACT SPECIALIST

LISA FISCHER

LISA.FISCHER1@VA.GOV

ADDITIONAL INFORMATION

DESCRIPTION

Performance Work Statement (PWS) Ice Machine Preventive Maintenance, Cleaning, and Sanitizing Department of Veterans Affairs – Colmery‑O’Neil VA Medical Center (VAMC) 2200 Gage Boulevard, Topeka, KS 66622

1. Purpose and General This Performance Work Statement (PWS) defines the requirements for quarterly preventive maintenance (PM), cleaning, descaling, and sanitizing of ice machines located throughout the Colmery‑O’Neil VA Medical Center and designated Community Based Outpatient Clinic (CBOC) locations, to ensure continuous, reliable, and safe operation in accordance with manufacturer specifications and applicable regulations.

2. Description of Services The Contractor shall provide all labor, supervision, tools, equipment, materials, transportation, and expertise necessary to perform quarterly PM, cleaning, descaling, and sanitizing of all ice machines identified in Attachment 1 – Ice Machine Inventory. Work shall be performed in accordance with manufacturer recommendations and applicable VA and regulatory requirements.

3. Scope of Work

3.1 General Requirements

· Unless otherwise specified, the Contractor shall furnish all supplies, materials, tools, personnel, equipment, supervision, and other items necessary to maintain the equipment under this PWS.

· VA Facilities Management will provide water filters for the units; see Section 8 – Government‑Furnished Materials.

3.2 Preventive Maintenance – Cleaning, Descaling, and Sanitizing

· Perform quarterly PM on each unit listed in Attachment 1, per manufacturer instructions.

· At a minimum, each PM shall include:

1. Pre‑service checks: visual inspection, operational assessment, and lockout/tagout as applicable.

2. Cleaning and Descaling: use manufacturer‑approved chemicals (e.g., nickel‑safe cleaner where required) and procedures for the evaporator, water system, bin/dispensing lines, and any accessible surfaces/components.

3. Sanitizing: sanitize food‑contact surfaces, water circuits, bins, and dispensers per manufacturer specifications after cleaning or when the evaporator is free of ice.

4. Filter Maintenance: replace water filters when due per manufacturer guidance or as directed by the COR; document replacement and label date of installation.

5. Post‑service checks: flush systems, discard first batch of ice per manufacturer guidance, verify correct operation, inspect for leaks, and confirm ice quality/harvest.

6. Labeling and Documentation: affix PM sticker/date and complete the service report (see Section 11).

3.3 Regulatory Compliance

All services shall conform to manufacturer performance and technical specifications and applicable federal, state, and local codes and standards, including but not limited to:

· National Electrical Code (NEC)

· Life Safety Code (LSC)

· Joint Commission (JC) standards applicable to equipment maintenance

· VA Regulations/directives applicable to cleaning of Reusable Medical Equipment (RME), if/when relevant to units with patient‑contact assemblies

· OSHA requirements and VA safety policies Note: Where this PWS references standards generally, the Contractor shall follow the current manufacturer service manuals and applicable regulatory guidance. If discrepancies arise, notify the COR and seek CO direction.

4. Place of Performance

· Primary site: Colmery‑O’Neil VAMC, 2200 Gage Blvd, Topeka, KS 66622.

· Additional site(s): Junction City CBOC (see Attachment 1 for inventory entries).

5. Period of Performance See Schedule of Services and Prices in the contract for the base and option periods.

6. Hours of Work

· Normal business hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

· Off‑duty hours: Friday–Monday, 4:30 p.m. – 8:00 a.m.; Monday–Thursday, 4:30 p.m. – 8:00 a.m.

· Federal Holidays: New Year’s Day; Martin Luther King Jr. Day; Presidents Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any day declared by the President.

Work Window Requirements:

· Routine PM shall be scheduled during normal business hours unless otherwise approved by the COR.

· Off‑hours work requires advance COR approval; any price impact must be approved by the CO before performance.

7. Contractor Personnel and Qualifications

· Personnel performing maintenance must be fully qualified and competent to service the specific makes/models listed.

· EPA Section 608 refrigerant certification is required and must be provided to the COR prior to commencing work.

· Factory training/certification for Follett, Manitowoc, Scotsman, and Hoshizaki units is preferred; at minimum, technicians shall demonstrate ability to perform manufacturer‑specified procedures.

8. Government‑Furnished Materials (GFM)

· Water filters will be provided by VA Facilities Management for replacement when due.

· The Contractor shall coordinate pick‑up with the COR and note filter changes in the service report.

· The Contractor is responsible for proper disposal of used filters and waste materials in accordance with facility environmental and infection‑control policies.

9. Safety and Infection Control

· There is a potential for exposure to bloodborne or other infectious materials in hospital settings. The Contractor shall use Universal/Standard Precautions at all times and provide appropriate Personal Protective Equipment (PPE).

· Maintain Safety Data Sheets (SDS) for all chemicals used and comply with VA requirements for chemical use and storage.

· Follow applicable Lockout/Tagout procedures when servicing electrical or mechanical systems.

· Coordinate with the COR to minimize disruption in patient care areas; use appropriate signage/barriers as required.

10. Equipment List / Inventory The equipment covered under this PWS is identified below– Ice Machine Inventory.

Inventory Accuracy Note: Some entries have incomplete model/serial information. The Contractor shall verify and correct make/model/serial data during the first PM and report discrepancies to the COR.

11. Deliverables and Reporting

11.1 Service Reports

For each PM, the Contractor shall submit a detailed field service report to the COR within two (2) business days of service completion. The report shall include, at a minimum:

1. Service date and time (start/finish).

2. Building, wing, and room location.

3. Make, model, and serial number of equipment serviced.

4. Total labor time performing maintenance.

5. Detailed narrative of maintenance performed, including cleaning/descaling/sanitizing steps and chemicals used.

6. Filter replacement (Yes/No) and filter type/part number if replaced.

7. List of parts replaced (if any).

8. Observed deficiencies and recommendations.

9. Cause of malfunction (when applicable).

10. Photos (optional) of key components before/after if issues are noted.

11.2 PM Schedule

· Provide a quarterly plan/schedule to the COR no later than 10 business days prior to the start of each quarter.

· Notify the COR at least 48 hours in advance of site visits, and coordinate escort needs and area access.

12. Quality Assurance and Performance Standards

12.1 Government Surveillance

The COR may monitor performance by:

· Observing work in progress and upon completion.

· Inspecting service reports and visual condition of units.

· Reviewing records and responding to staff feedback.

12.2 Performance Standards & Acceptable Quality Levels (AQL)

· PM Completion: 100% of listed machines serviced each quarter. AQL: ≥ 98%; any shortfalls must be corrected within 5 business days.

· Procedure Compliance: All PMs performed in accordance with manufacturer methods. AQL: 100%.

· Service Report Timeliness: Reports submitted within 2 business days of completion. AQL: ≥ 95%.

· Workmanship/Quality: No repeat findings due to improper cleaning/sanitizing on subsequent inspection. AQL: ≥ 95%.

12.3 Remedies

· If services do not conform to contract requirements, the Government may require re‑performance at no additional cost.

· For unacceptable performance, the COR may issue a Contract Discrepancy Report (CDR).

· When a corrective action plan is required, the Contractor shall submit it to the COR within 3 business days of CDR receipt.

· Rework shall be completed within 5 business days unless otherwise directed.

13. Contract Administration

· All contract administration functions are retained by the Department of Veterans Affairs.

· The Contracting Officer (CO) is the only person authorized to approve changes or modify contract requirements.

· The Contractor shall communicate with the CO on all matters affecting price, quantity, or quality.

· Any changes directed by persons other than the CO are unauthorized; no price adjustment will be made for such changes.

14. Contracting Officer’s Representative (COR) The COR will monitor performance, verify services received, and serve as the primary point of contact for scheduling and access.

15. Security, Access, and Badging

· The Contractor shall schedule work with the COR and check in upon arrival.

· The COR (or designee) will escort the Contractor to the appropriate areas as needed.

· All Contractor personnel shall comply with facility security/badging requirements and wear visible identification while onsite.

· The COR will escort the Contractor out upon completion.

16. Personnel and Legal Compliance

· Non‑Personal Services: Contractor employees are accountable solely to the Contractor and not subject to Government supervision or control.

· Immigration and Nationality Act (1952, as amended): The Contractor shall comply with all applicable provisions and related regulations enforced by Homeland Security, ICE, and the U.S. Department of Labor.

17. Equipment Additions/Removals

· The inventory in Attachment 1 represents the assets at time of award.

· Additions or removals during the period of performance shall be coordinated with the COR.

· Any price or quantity adjustments require CO approval (e.g., via modification/CLIN adjustment).

18. Attachments Index

· Attachment 1 – Ice Machine Inventory

· Attachment A – Service Report Content Requirements (included in Section 11.1 above)

Attachment 1 – Ice Machine Inventory Note: Manufacturer names standardized. Entries with missing data are marked TBD – verify during first PM.

Presolicitation Notice