P09 SOW for Braun Laundry for FINAL.docx

FUNCTIONAL/PERFORMANCE/SPECIFCATION

Description & Salient Characteristics: Laundry Equipment Preventative Maintenance Service Contract - Braun Equipment

1. Objectives:

A. The contractor shall provide laundry equipment preventative maintenance service in accordance with the statement of work (SOW). All work shall be coordinated with the Environmental Services (EMS) Contracting Officer Representative (COR).

B. The Laundry equipment preventive maintenance program is required by VHA Directive 1850.07(1). The directive states that VA medical facilities must have an effective preventive maintenance program that prioritizes the textile care processing facilities equipment assets by maximizing efficiency, extending the useful life of the equipment, and mitigating unexpected breakdowns or interruptions to production.

C. The preventative maintenance program will be conducted quarterly by a certified Braun laundry equipment technician.

D. The contractor will provide all materials, labor, transportation and services to fullfill the requirement’s needs per this statement of work.

2. Place of Performance:

Fargo VA Medical Center 2102 Elm Street North Bld. 13 Fargo ND 58103

3. Period of Performance:

A. Anticipated Period of performance is 03/01/2024. The Contractor shall provide service and maintenance under this contract during normal VA working hours (7:00 a.m. – 2:30 p.m.), Monday through Friday unless otherwise approved by the Contracting Officer.

· Base Year from 04/01/2024 – 03/31/2025

· Option Year One 04/01/2025 – 03/31/2026

· Option Year Two 04/01/2026 – 03/31/2027

· Option Year Three 04/01/2027 - 03/31/2028

· Option Year Four 04/01/2028 - 03/31/2029

1. Scope:

A. To provide quarterly site visits to the Fargo VA Medical Center laundry to perform basic preventative maintenance and provide guidance on Braun laundry equipment and controls. The contractor shall perform preventive maintenance as specified with all updated manufacturer specifications and requirements/checklists.

B. VA requires guidance for repairs when necessary.

C. All technicians shall be certified to maintain and repair Braun laundry equipment.

4. Specific Tasks:

A. This service contract shall include – Equipment Inspection, Operation assessment, Problem Identifications and Recommendation for repairing or adjusting equipment.

B. The contracted technician shall be trained and certified on the operation and maintenance of Braun Laundry equipment. All certifications will be provided at the request of the VA COR.

C. At completion of inspections and prior to leaving the contractor will provide a detailed list of repairs needed on laundry equipment. The list will include part numbers and estimates for parts.

D. Contractor shall perform preventive maintenance on site as outlined below.

1. Bearings – Lubricate

2. Belts – Verify proper tension, Replace/adjust.

3. Burners – check sensors operation.

4. Drive Components – check for proper operation, adjust as necessary.

5. Hoses & Connections – Check for leaks.

6. Filters – replace/clean.

7. Gaskets – verify doors/gaskets do not leak.

8. Motor Mounts – Tighten as necessary.

9. Motor – Clean with compressed air

10. Interior – Clean

11. Electrical Components – Check for proper voltage, clean with compressed air, check for loose/broken wires.

12. Door(s) & Hinges – Tighten as necessary.

13. Safety – Check for proper operation.

14. Valves – check for proper operation.

15. Overall – Verify proper operation checking for unusual noise/vibration.

E. No repairs will be performed without the authorization of the Contracting Officer for this action.

F. Contractor shall be knowledgeable of original equipment manufacturer standards associated with conducting quarterly Preventative Maintenance on Industrial Laundry Equipment and more specifically, the types of equipment listed below.

5. Scheduling Arrangements:

Except by special alternative arrangement, scheduled work will be performed only during VAMC’s normal working hours (7:30 a.m. to 4:00 p.m. Monday through Friday excluding federal holidays). Contractor shall schedule all work with the Contracting Officer’s Representative. Vendor shall provide at least two weeks’ notice to the COR prior to performing the work. Work cannot be scheduled during heavy steam load periods. Only one boiler at a time can be out of service for the inspection, testing, and calibration procedures. Work must be conducted when the COR or his/her designate is available on site to monitor the work. Due to heightened security requirements, the contractor and/or contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. The technician is required to be escorted at all times.

6. Federal Holidays:

A. Federal holidays are any calendar days designated by statute or executive order as federal holidays. Federal holidays consist of New Year’s Day, Martin Luther King Jr.’s Birthday, Juneteenth, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas.

7. Documentation:

Contractor shall provide Fargo VA with individual service reports, which describes the inspection services performed on the equipment.

10. Protection From Damage:

A. Contractor shall provide all labor, materials, and equipment necessary for protection of VA personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

11. Response to Requests:

A. Contractor shall only respond to requests for service from VA Fargo CO or COR. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

B. Contractor is required to provide an emergency line which will be answered within 2 hours of notification. Non-Emergency calls will be answered within 10 hours of notification.

12. Check In/Out Procedures:

A. Prior to commencement of, and immediately after each service visit, the Contractor or his authorized repair technician must check in and out with the VA Fargo COR (during normal working hours). Contractor will be required to obtain contractor badges provided by the VA Fargo.

13. Liability Insurance:

A. Contractor must provide the VA Fargo with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VA Fargo.

14. Additional Requirements:

A. The Contractor shall adhere to the VHA smoke-free campus policy.

B. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties. The Contractor shall obtain a signed “Confidentiality Certificate” from each employee prior to allowing them to start work under this contract. The contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

C. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. The Contractor will inform the COR, if their employee was at risk of exposing Veterans, visitors or VHA employees to a communicable disease.

D. Contractor shall provide his/her employees safety equipment which is required for performance of the contract. The contractor shall also take all required precautions regarding fire and safety policies/procedures within VA. The contractor is responsible for immediately notifying the COR of any existing or potentially unsafe conditions noted or with possibility to develop in any space the contractor is aware of i.e., frayed electrical cord, dripping, or seeping of fluids. Contractor shall comply with all Occupational Safety and Health Act (OSHA) and applicable laws/regulations for the protection of his/her employees, including providing all PPE at no cost to their employees. The Government shall assume no liability or responsibility for the Contractor’s compliance or noncompliance with such requirements.