Performance Work Statement.docx

Performance Work Statement (PWS) EMS Housekeeping Equipment Preventive Maintenance Services VA Palo Alto Health Care System

1. INTRODUCTION

The Palo Alto VA Medical Center (PAVAMC), located in Palo Alto, California, is a major healthcare facility serving over 67,000 enrolled Veterans. The campus offers comprehensive primary and specialty care services, including addiction and substance abuse treatment, mental health and PTSD care, suicide prevention, surgical procedures, and more. The facility operates approximately 800 beds, including three nursing homes and a 100-bed homeless domiciliary, ensuring a broad spectrum of support for Veterans.

In addition to the main campus, PAVAMC operates two divisions:

Menlo Park: Delivers primary and specialty care such as addiction and substance abuse treatment, comprehensive mental health care, PTSD treatment, physical and occupational therapy, and suicide prevention.

Livermore: Offers primary and specialty care services including cardiology, dental and oral surgery, mental health care, nutrition services, and eye health (ophthalmology and optometry).

2. OBJECTIVE

The Environmental Management Services (EMS) division of the Palo Alto VA Medical Center seeks a qualified contractor to provide Preventive Maintenance Services for all EMS floor housekeeping equipment at its various campuses.

3. GENERAL REQUIREMENTS

The scope of this contract is to sustain the continuous, effective operation of all EMS floor housekeeping equipment through both preventive and corrective maintenance. The contractor shall not add equipment or items to this agreement without prior written approval by the Contracting Officer.

4. SCOPE OF WORK

The contractor shall furnish all management, supervision, labor, materials, tools, parts, supplies, lubricants, transportation, and other resources needed to deliver the preventive and corrective maintenance services as defined in this Performance Work Statement (PWS). All work must comply with applicable standards and the manufacturer’s recommendations. Government officials will not supervise contractor personnel.

5. DESCRIPTION OF SERVICES

The contractor shall deliver the following services for the EMS floor housekeeping equipment:

Preventive Maintenance Services (Scheduled): Per manufacturer and OEM guidelines, preventive maintenance will follow a schedule based on equipment type, age, usage, and manufacturer recommendations to ensure optimum function and lifespan.

Corrective Maintenance: Address and resolve equipment malfunctions detected during preventive inspections or reported by facility staff.

Preventive maintenance activities may include, but are not limited to cleaning, lubrication, oil changes, adjustments, detailed inspections, replacement of parts, and other necessary manufacturer-recommended actions, all designed to minimize equipment downtime and avoid unexpected failures.

6. WORK HOURS & SCHEDULING

All services must take place during normal business hours:

Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding federal holidays (see list below).

Equipment downtime for maintenance must be scheduled at least two business days in advance with the Contracting Officer’s Representative (COR). If unscheduled equipment downtime is required, notify the COR or designee as soon as possible.

Federal holidays observed include:

New Year’s Day Martin Luther King Jr. Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any other federally declared holiday Alternate work schedules may be permitted by mutual agreement.

7. PERSONNEL QUALIFICATIONS ("CORE COMPETENCIES")

All personnel performing maintenance must be proficient and experienced in the preventive and corrective maintenance of EMS floor housekeeping equipment and knowledgeable in OEM standards. The contractor is responsible for ensuring adequate, qualified staffing throughout the contract period. Subcontractors are permitted but must also meet all qualification requirements.

8. DELIVERABLES

Deliverable #1: Preventive Maintenance Services

· Conduct all preventive maintenance strictly per OEM recommendations for each equipment item.

· Ensure equipment operates within intended design and capacity.

· Be accountable as subject matter experts (SMEs) for all relevant equipment and maintenance practices.

· Maintain a service log, provide daily check-ins with site management, and submit work invoices for each visit.

· Utilize government-provided parts as available (e.g., vacuum bags, brushes).

· Perform maintenance at each campus (PAD/MPD/LVD) two (2) days per month, totaling sixteen (16) hours per month (8 hours per day), with schedule determined by the Site Manager.

· Attend a monthly Contractor Performance and Quality Control Meeting as required by the government.

· Two (2) hours per month are allocated for maintenance data entry.

Deliverable #2: Documentation and Reporting

· Submit a comprehensive Preventive Maintenance Plan detailing task types, scope, and maintenance schedule, closely following OEM standards.

· Maintain and provide a Preventive Maintenance Checklist for each equipment service date.

· Incorporate a Lifespan/BER (Beyond Economic Repair) or Life Expectancy Report for each equipment item at contract initiation.

· Provide individual service reports within ten (10) business days after each service visit, outlining work performed and personnel involved.

Deliverable #3: Check-In/Out Procedures

· Contractor personnel must check in and out with the designated facility representative before and after each visit. Procedures and representatives will be established before contract starts.

Deliverable #4: Quality Assurance & Control Program (QCP)

· Establish and maintain a Quality Control Program detailing personnel, procedures, and controls to ensure compliance with contract requirements.

· Attend quarterly performance and quality control meetings with government representatives, unless waived by the government for satisfactory performance.

NOTES:

Contractors are expected to flexibly schedule maintenance within listed guidelines, adjusting equipment needs as necessary.

The government remains neutral regarding the use of subcontractors, with compliance to solicitation requirements expected.

The exact day of service and meetings will be mutually determined between the government and the contractor.

Preventive Maintenance - two (2) days each month during the first week of the month for a minimum of eight (8) hours during business hours. Palo Alto and Menlo Park VA Corrective Maintenance & Repairs - two (2) days each month during the third week of the month for a minimum of eight (8) hours during business hours. Palo Alto and Menlo Park VA Eight (8) hours per month has been allotted for Preventive Maintenance and Corrective Maintenance monthly. For Livermore VA.

This will be a total of forty-two (42) hours for all three (3) Locations Palo Alto VA, Menlo Park VA and Livermore VA, including two hours (2) for documentation and reporting.