36C26120Q0421-004.docx

Statement of Work Ice Machine Cleaning and Maintenance VA Palo Alto Health Care System Section 1: General Information

1.1 General: This is a non-personal services contract to provide ice machine cleaning services for the VA Palo Alto Health Care System (VAPAHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Place of Performance:

Medical Centers Palo Alto Medical Center 3801 Miranda Ave.

Palo Alto, CA 94304 Santa Clara County Livermore Medical Center 4951 Arroyo Rd.

Livermore, CA 94550 Alameda County Menlo Park Medical Center 795 Willow Rd.

Menlo Park, CA 94025 San Mateo County

Community Based Outpatient Clinics San Jose CBOC 5855 Silver Creek Valley Place San Jose CA 95138 Santa Clara County Fremont CBOC 39199 Liberty Street Fremont, CA 94538 Alameda County

1.3 Hours of Operation: All work shall be performed during business hours of 8:00 am to 4:30 PM Monday through Friday, except Federal Holidays.

1.4 Type of Contract: The government will award a Firm Fixed Price contract.

1.5 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

Section 3: Government Furnished Property, Equipment, and Services None

Section 4: Contractor Furnished Items and Services The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall be a duly licensed and trained HVAC/R mechanic and ensure all work meets performance standards specified in this Statement of Work (SOW) and referenced documents.

Section 5: Specific Tasks A. The Contractor shall provide all tools, materials, equipment, labor, transportation, and supervision necessary to provide the following tasks:

5.1 The Contractor shall provide cleaning, disinfection, and maintenance of 91 ice machines. See the attached inventory for a listing of the ice machines.

5.2 The contractor hours of operation are 08:00-4:30pm (not included travel time)

5.3 The Contractor shall be a duly licensed and trained HVAC/R mechanic. Please include a copy of the Contractor’s license with the quote.

5.4 The Contractor shall provide fully qualified maintenance personnel.

5.5 The contractor shall report to the site POC upon arrival and at COB each working day to report on the day’s activities, and upon the discovery of any ice machine that can’t be maintained under the provisions of this contract due to the ice machine being out of order or in need of major repairs.

5.6 The Contractor shall be escorted by a V.A. HVAC mechanic to several ice machines to ensure that they are comfortable with the facility and the process, especially in-patient car areas.

5.7 The Contractor shall submit an Ice Machine Maintenance Report in the form of an excel spreadsheet no later than 15 calendar days after the completion of the 6-month service cycle. Contractor service technician initials are required on ALL reports submitted for Compliance purposes.

5.8 The Contractor shall follow the Ice Machine Maintenance Report spreadsheet in the same sequence during each cycle of maintenance to ensure each ice machine dose not have a lapse in-service dates and the filters do not go past their service life.

5.9 The Contractor shall perform the following tasks: Semi-Annual Cleaning and Descaling:

A. Remove all ice from bin during cleaning process.

B. Turn off power switch on the dispenser.

C. Turn off compressor switch on the icemaker.

D. Turn off water supply or block up float.

E. Remove plug and loosen drain clamp.

F. Drain water from reservoir and evaporator.

G. Disconnect ice transport tubing from evaporator.

H. Remove ice compression nozzle and drain line.

I. Mix 8 oz bottle of Safe Clean Plus liquid with 1 gallon of hot water (120’F)/ Nickel ice machine cleaner can be used as a substitute for Safe Clean.

J. Fill reservoir to overflowing with cleaning solution.

K. Turn the power switch on--leave the compressor switch off, Let the gearmotor run for 15 min, running the cleaning solution in the evaporator, Soak the ice compression nozzle and drain lines in the sanitizing solution, Clean with brush if necessary, Clean air-cooled condenser if necessary.

L. Remove scale from drain pan.

M. Wait 15 min, turn off the power switch and drain sanitizing solution from evaporator.

N. Fill reservoir to overflowing with hot water, Turn the power switch back on, running the gearmotor for one minute to rinse the evaporator, turn off power and drain the evaporator—three rinses total—residual cleaner can cause a torque-out, thoroughly rinse ice compression nozzle and drain lines.

O. Reconnect ice transport tube to evaporator without the ice compression nozzle.

P. Add 2.0 oz of sanitizing cleaner to 1 gallon of hot water (120’F), Fill reservoir to overflowing with sanitizing solution, Turn the power switch on, leave compressor switch off, run gearmotor for 10 min, Running sanitizing solution trough evaporator.

Q. After 10 mins, turn on compressor switch and start making ice with sanitizing solution, as unit makes ice, continue pouring sanitizing solution into the reservoir—maintain level just below reservoir overflow.

R. Continue to make ice with sanitizing solution for 20 mins, Turn off compressor and power switches.

S. Reconnect ice compression nozzle and drain lines, Reconnect ice transport tubing to evaporator.

T. Drain evaporator and refill with hot water to rinse out the sanitizer.

U. Turn on power switch only, Running the gearmotor for one min to rinse out the evaporator, turn off power and drain the evaporator—three rinses total, turn on the water supply to reservoir, Turn on the compressor and power switch- make ice for 15 min to flush out the transport tubing.

V. Remove all ice from the storage hopper, Use Safe Clean Plus to clean dispenser (disassemble the hopper and soak parts in sanitizing solution, Clean hopper drain line and water dispense tube, Wipe underside of hopper lid and dispense chutes, Rinse all cleaned surfaces with fresh water.

W. Reassemble all dispenser components- do not rinse, slowly pour all unused sanitizing solution into dispenser drain pan.

5.10 The Contractor shall Clean and wipe the following areas:

1) Side walls

2) Base

3) Evaporator

4) Plastic parts

5) Bin/hopper and/or dispenser A. Rinse all areas with clean water; this will help to prevent ice from being contaminated.

B. Change the ice machine water filter and mark the date.

C. Check the function (electrical and mechanical) of the ice machine.

D. Restart the machine and run through two cycles of ice making; (dispose of this ice).

E. Cleaning/Disinfection shall occur every six months for each individual ice machine.

5.10 Equipment failure is not included in this SOW.

5.11 Contractor shall work with HVAC/R and Pipefitting Shop personnel to verify proper operation of ice machines before acceptance (Includes before and after pictures)

5.12 The contractor shall initial the spreadsheet once the service has been completed.

5.13 The maintenance services covered under this contract will be for minor repairs, such as drain hose replacement, hose clamps, machine screws, etc. The service will be based on an hourly rate and are listed as a separate line item in the price schedule.

5.14 The contractor, their personnel, and their subcontractors shall be subject to all Federal Laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. VA sensitive data will be protected in accordance within the guidelines spelled out in VA Handbook 6500 rules of behavior.