36C26325P1034 bdls signed.pdf

9/01/2025

36C26325P1034

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ACCOUNTING AND APPROPRIATION DATA

B.4 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...31

C.4 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.5 VAAR 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY (FEB 2023)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION………………………………………………………………..

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: Dakota Refrigeration 4322 15th Ave N Fargo, ND 58102 Shayne@dakref.com (701)261-9358

b. GOVERNMENT: NCO 23 Contracting Officer Department of Veterans Affairs Network 23 Contracting Office 1303 5th St. Suite 300 Coralville, IA 52241

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

[ ] a. Quarterly [ ] b. Semi-Annually [X ] c. Other: Within: Quarterly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (FSC).

The VA Financial Service Center (FSC) has partnered with 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.

Vendor e-Invoice Set-Up Information:

Please contact the phone numbers or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of mailto:Shayne@dakref.com 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 set-up information: 877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 877-353-9791 FSC e-Invoice email: vafsccshd@va.gov More information on the FSC electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Statement of Work- Ice Machine Maintenance

Scope of Work:

The purpose of this contract is to ensure that appropriate regular cleaning and maintenance is performed to ensure compliance to Joint Commission regarding Ice Machines and refrigerators/freezers in a medical setting to include the main hospital, CBOC’s and CRRC.

These units support direct patient care and are required for medical recovery.

Period of Performance:

Base Year (9/1/2025-8/31/2026) Option Period 1 (9/1/2026-8/31/2027) Option Period 2 (9/1/2027-8/31/2028) Option Period 3 (9/1/2028-8/31/2029) Option Period 4 (9/1/2029-8/31/2030)

Requirements:

a. The contractor is required to supply all materials and labor to complete the objectives specifically stated in the scope of work. Work will occur in patient care areas during normal business hours Monday through Friday, 8:00am-4:30pm, including holidays. Therefore, work must be scheduled two business days in advance with the VA contracting officers’ technical representative. Services will be rendered quarterly and semiannually and will be limited to appropriate completion within the selected calendar month. Payment will be made quarterly in arrears. Professional conduct and appropriate dress are required inside the premise.

Holidays observed by the VAMC are:

New Year's Day Martin Luther King Day President's Day

Memorial Day Independence Day Labor Day http://www.fsc.va.gov/einvoice.asp

Schedule of Equipment

Columbus Day Veterans' Day Thanksgiving Day

Christmas Day Juneteenth

b. Emergency Call Back Service: Prompt emergency call back service shall be provided on site within two (2) hours in response to requests (telephone or otherwise) from the COR or his designee in case of shutdown or emergency trouble arising between scheduled service calls. This service shall be rendered at any hour of any day of the week at no extra charge, regardless of cause. The serviceman responding to the call must personally call the person that made the service request and confirm that he/she is in route to the medical center. If a serviceman is not immediately available, the office receiving the call must notify the person that made the service request stating the length of time of delay. Contractor will be advised at that time if the service call can be deferred. If prompt response is not available, the Government reserves the right to procure services from a noncontract source and bill the excess costs to the contractor if deemed necessary. The Government will be the sole judge in making this determination. No overtime or travel will be charged.

Maintenance and Repair:

Any necessary non-routine maintenance and/or deficiency repairs covered under the SOW shall be communicated to the COR. The contractor shall perform maintenance and repairs once approval has been made by the Contracting Officer. A final report for the repair shall be provided within fourteen calendar days. The non-routine maintenance and repair services will be accomplished via a modification to the task order. The contractor shall provide VA with a quote for the services necessary. After review and a determination of fair and reasonable prices, a bilateral modification will be required prior to the services commencing.

Instructions:

The contractor must perform the equipment manufactures exact cleaning and maintenance procedures quarterly for each piece of equipment. Any piece of equipment will not be allowed to be out of service for more than one singular business day for cleaning. If repairs are required during the cleaning process, this will be coordinated through Engineering. Standard cleaning and maintenance services as defined by the equipment manufacturer must be provided in the months of July, October, January, and April of each fiscal year. Documentation of service must be provided in the form of a label adhered to each piece of equipment that indicates the initials of the service and date of service (MM/YY). Additional documentation will consist of an invoice for services indicating specific dates provided to the VA to ensure prompt payment.

Ice Machine Procedures:

Scotsman (MDT5N25A-1J)

1) Shut off power and water to machine

2) Remove ice from bin and water from reservoir

3) Disconnect compressor power so it won't run

4) Use nickel safe cleaning solution provided by contractor

5) Fill water reservoir with the solution

6) Turn on power so auger rotates inside evaporator assembly for 15-20 minutes

7) During this time, check and clean condenser, sink, storage bin and areas of scale formations

8) Clean water level control if the machine has one

9) Shut off machine and drain evaporator of solution

10) Open water valve and start machine to flush solution

11) Re-connect compressor operation and start making ice

12) Test ice to make sure all cleaner is gone

13) Shut down machine and melt all ice in bin, wipe bin clean with sanitizer

14) Start machine and re-assemble any covers removed

Scotsman (HID312A-1A)

1) Remove both front panels

2) Push On/Off button to shut ice making off

3) Shut water supply off, either by lifting the float with the lever on the size of the reservoir, or by shutting the water off to the ice machine

4) Drain water from ice making system by pulling reservoir drain hose from plug at drain basin and return to plug when drained

5) Remove reservoir cover and fill with hot (110-120 degree F.) water, wait 2 minutes and drain water from ice making system by pulling reservoir drain hose from plug and return hose to plug when drained

6) Mix a solution of 12 ounces of nickel safe cleaning solution and 12 ounces of clean, potable water

7) Loosen thumb screw holding water reservoir to post

8) Lift water reservoir to the top of the post and re-secure with the thumb screw

9) Remove cover from water reservoir

10) Vend all ice from dispenser

11) Remove dispense bin cover, but keep photo eyes connected to harness

12) Remove ice discharge chute cover from top of ice making system

13) Pour cleaning solution into reservoir. CAUTION: solution is highly acidic. Use rubber gloves and DO NOT SPILL

14) Push the clean button. The unit will operate the auger motor for 30 minutes and then stop

15) Disconnect unit from electrical power

16) Drain the nickel safe cleaning solution from the water system by pulling the reservoir drain hose from its plug and return it to the plug when drained

17) Pour 24 ounces of clean, potable water into the reservoir

18) Drain the water from the water system by pulling the reservoir drain hose from its plug and return it to the plug when drained

19) Mix a solution of 4 ounces of nickel safe cleaning solution and 16 ounces of potable water. Use this nickel safe cleaning solution to washout the water reservoir cover, ice discharge chute, ice chute cover, ice delivery chute, storage bin cover and inside of the ice storage bin. Also wash the sink/drip tray and grill with this solution. Pour half down the drain and the rest into the sink/drip tray to flush out their drains

20) Mix a 2-gallon solution of sanitizer, or an equivalent sanitizer at a concentration of 100 ppm.

21) Pour the sanitizer solution into the reservoir until it is full (level with the molded line on the side)

22) Reconnect electrical power

23) Push the On/Off button to make ice for 10 minutes. Add more sanitizer to the reservoir to keep it full while making ice

24) Push the On/Off button to stop making ice

25) Disconnect electrical power

26) Remove the ice outlet cover, dispense rotor and ice dispenser agitator from the bin.

Wash them with the sanitizer solution

27) Wash all inside surfaces of the ice storage bin and ice discharge chute with the sanitizer solution

28) Wash the ice discharge chute cover, ice sweep, metal area below the ice sweep and ice dispense chute with the sanitizer solution

29) Wash the sink/drip tray and grill with the sanitizer solution. Pour remaining sanitizer into the bin and sink. Do not overfill bin

30) Drain sanitizer from ice making system by pulling reservoir drain hose from plug and return hose to plug when drained. Repeat with clean water

31) Loosen thumb screw holding water reservoir to post and lower the water reservoir to the top of the slot, retighten thumb screw

32) Return the chute cover, dispenser rotor and agitator to the inside of the storage bin.

Secure with the original fasteners

33) Return the ice dispense chute and water reservoir cover to their original positions and secure them with their original fasteners

34) Reconnect water and electrical power to the machine

35) Push the On/Off button to restart ice making

36) Operate machine for 5 minutes and then push the On/Off button to stop making ice

37) Pour 16 oz of warm (95 to 105 degrees F.) potable water into the bin. Repeat until the ice has been melted

38) Return the dispense bin cover to the machine and secure with the original screws

39) Push the On/Off button to resume ice making

40) Return all panels to their normal positions and secure with original screws

Manitowoc (ALL MODELS)

1) Set the toggle switch to the OFF position after ice falls from the evaporator at the end of a harvest cycle. Or, set the switch to the OFF position and allow the ice to melt off the evaporator

2) Remove all ice from the bin

3) To start a cleaning cycle, move the toggle switch to the WASH position

4) Add the proper amount of Nickel safe cleaning solution to the water trough

5) Wait until the clean cycle is complete (approximately 22 minutes) then place the toggle switch in the OFF position, disconnect power and water supplies to the ice machine

6) Remove parts for cleaning:

1. Remove two thumbscrews and water pump cover (when used)

2. Remove the vinyl hose connecting the water pump and water distribution tube

3. Remove the water pump

• Disconnect the water pump power cord

• Loosen the screws securing the pump-mounting bracket to the bulkhead

• Lift the pump and bracket assembly off the mounting screws

4. Remove the ice thickness probe

• Compress the side of the ice thickness probe near the top hinge pin and remove it from the bracket

1) Ice Thickness Probe Cleaning:

• Mix a solution of nickel safe cleaning solution and water (2 ounces of cleaner to 16 ounces of water) in a container

• Soak the ice thickness probe a minimum of 10 minutes

• Clean all ice thickness probe surfaces and verify the ice thickness probe cavity is clean. Rinse thoroughly with clean water, then dry completely. Incomplete rinsing and drying of the ice thickness probe can cause premature harvest

5. Remove the water distribution tube

• Loosen the two thumbscrews, which secure the distribution tube

• Lift the right side of the distribution tube up off the location pin, then slide it back and to the right

1) Disassembly

• Twist both inner tube ends until the tabs line up with the keyways

• Pull the inner tube ends outward

6. Remove the float valve

• Turn the splash shield counterclockwise one or two turns

• Pull the float valve forward and off the mounting bracket

• Disconnect the water inlet tube from the float valve at the compression fitting

• Remove the cap and filter screen for cleaning

7. Remove the water trough

• Apply downward pressure on the siphon tube and remove from the bottom of the water trough

• Remove the upper thumbscrew

• While supporting the water trough, remove the two thumbscrews from beneath the water trough

• Remove the water trough from the bin area

8. Remove the ice damper

• Grasp ice damper and apply pressure toward the left-hand mounting bracket

• Apply pressure to the right-hand mounting bracket with thumb

• Pull ice damper forward when the right-hand ice damper pin disengages

1) Installation

• Place damper pin in left hand mounting bracket and apply pressure toward the left-hand mounting bracket

• Apply pressure to the right-hand mounting bracket with thumb

• Push the ice damper toward evaporator until right hand damper pin engages

Hoshizaki (KM-515MWH)

Preparation:

1) Remove the front panel, then move the control switch to the “OFF” position. After 3 min., move the control switch to the “ICE” position, then replace the front panel

2) After 3 min., remove the front panel, the move the control switch to the “OFF” position

3) Remove all ice from the dispenser unit/ice storage bin. WARNING! If on a dispenser unit, turn off the dispenser unit power supply after dispensing ice Cleaning:

4) Remove the base cover, then disconnect the water pump hose. After the water tank has drained, reconnect the water pump hose. Do not replace the base cover at this time

5) To fill the water tank, move the control switch to the “ICE” position, then replace the front panel. After 3 min., remove the front panel, then move the control switch to the “OFF” position

6) Remove the front insulation panel, then pour 14 fl. Oz. (414 ml) of nickel safe cleaning solution into the water tank. Replace the front insulation panel. Turn the cleaning valve to the left until completely vertical (open)

7) NOTICE! To avoid excessive foaming, wait 1 min. before proceeding. After 1 min., move the control switch to the “WASH” position, then replace the front panel

8) After 30 min., remove the front panel, then move the control switch to the “OFF” position

9) Disconnect the water pump hose. After the water tank has drained, reconnect the water pump hose.

10) In bad or sever water conditions, turn off the power supply, then remove, clean with nickel safe sanitizing solution, rinse, and replace the cube guide, float switch, water supply tubes, spray tubes, and spray guides; turn on the power supply when complete.

Otherwise, continue to step 11

Cleaning Rinse:

11) Turn the cleaning valve to the right until completely horizontal (closed). Move the control switch to the “ICE” position, then replace the front panel. After 3 min., remove the front panel, then move the control switch to the “OFF” position. Note: The icemaker will not operate unless the cleaning valve is completely closed

12) Turn the cleaning valve to the left until completely vertical (open). Move the control switch to the “WASH” position, then replace the front panel. After 5 min., remove the front panel, then move the control switch to the “OFF” position

13) Disconnect the water pump hose. After the water tank has been drained, reconnect the water pump hose

Sanitizing:

14) To fill the water tank, turn the cleaning valve to the right until completely horizontal (closed). Move the control switch to the “ICE” position, then replace the front panel. After 3 min., remove the front panel, then move the control switch to the “OFF” position

15) Remove the front insulation panel, then pour nickel safe cleaning solution into the water tank. Replace the front insulation panel. Turn the cleaning valve to the left until completely vertical (open

16) NOTICE! To avoid excessive foaming, wait 1 min., before proceeding. After 1 min., move the control switch to the “WASH” position, then replace the front panel

17) After 45 min., remove the front panel, then move the control switch to the “OFF” position

18) Disconnect the water pump hose. After the water tank has drained, reconnect the water pump hose Sanitizing Rinse 1:

19) Turn the cleaning valve to the right until completely horizontal (closed). Move the control switch to the “ICE” position, then replace the front panel. After 3 min., remove the front panel, then move the control switch to the “OFF” position

20) Turn the cleaning valve to the left until completely vertical (open). Move the control switch to the “WASH” position, then replace the front panel. After 5 min., remove the front panel, then move the control switch to the “OFF” position

21) Disconnect the water pump hose. After the water tank has drained, reconnect the water pump hose

Sanitizing Rinse 2:

22) Turn the cleaning valve to the right until completely horizontal (closed). Move the control switch to the “ICE” position, then replace the front panel. After 3 min., remove the front panel, then move the control switch to the “OFF” position

23) Turn the cleaning valve to the left until completely vertical (open). Move the control switch to the “WASH” position, then replace the front panel. After 5 min., remove the front panel, the move the control switch to the “OFF” position

24) Disconnect the water pump hose. After the water tank has drained, reconnect the water pump hose

Sanitizing Rinse 3:

25) Turn the cleaning valve to the right until completely horizontal (closed). Move the control switch to the “ICE” position, then replace the front panel. After 3 min., remove the front panel, then move the control switch to the “OFF” position

26) Turn the cleaning valve to the left until completely vertical (open). Move the control switch to the “WASH” position, then replace the front panel. After 5 min., remove the front panel, then move the control switch to the “OFF” position

27) Disconnect the water pump hose. After the water tank has drained, reconnect the water pump hose. Replace the base cover

28) Clean the dispenser unit/ice storage bin liner using a nickel safe cleaning solution. Rinse thoroughly after cleaning

29) Turn the cleaning valve to the right until completely horizontal (closed). Move the control switch to the “ICE” position. NOTE: If on a dispenser unit, turn on the dispenser until power supply

30) Replace all panels in their correct positions20) Press and hold maintenance/clean switch to exit Maintenance Mode

Ice-O-Matic

Cleaning:

Prior to cleaning the ice machine and/or Bin/Dispenser, perform the following:

1) Remove the ice machine front panel

2) Make sure that all the ice is off of the evaporator. If ice is being made, wait for cycle completion then turn the machine “OFF” at the ICE/OFF/WASH selector switch.

3) Turn off the potable water supply to the ice machine.

4) Remove all ice in the storage bin. (Required for cleaning and/or sanitizing

Cleaning Instructions – Ice Machine:

1) Initiate the wash cycle at the ICE/OFF/WASH switch by placing the switch in the “WASH” position. Depress the Purge Switch” to flush the remaining water from the water trough. Release the Purge Switch when the water trough is empty.

2) Terminate the wash cycle at the ICE/OFF/WASH switch by placing the switch in the “OFF” position.

3) Add recommended amount of approved nickel safe ice machine cleaner (diluted per manufacturer’s instructions) to the water trough. (Reference cleaner manufacturer’s instructions on the package)

4) Initiate the wash cycle at the ICE/OFF/WASH switch by placing the switch in the “WASH” position. Remove the splash curtain and inspect the evaporator and water spillway to ensure all mineral residue has been removed.

5) If necessary, wipe the evaporator, spillway and other water transport surfaces with a soft cloth to remove any remaining residue. If necessary, remove and clean the water trough thoroughly to remove all scale or slime build-up, remove the water distribution tube, disassemble, and clean with a bottlebrush. Reassemble all components and repeat steps 2 through 5 as required to remove any remaining residue.

6) Sanitizing the ice machine is required after cleaning per sanitizing instructions.

Cleaning instructions – Storage bin/dispenser

1) Open the bin door and remove all of the ice in the storage bin, store the ice in a clean container for reuse or discard.

2) Add recommended amount of approved nickel safe ice machine (diluted per manufacturer’s instructions)

3) Thoroughly wash all surfaces within the bin, this includes the bin door, bin walls, window track and snout area with soap and water and rinse. NOTE: An extended handle soft bristle brush may be required.

4) Allow the mineral deposits to absorb the cleaner for approximately 15 minutes to remove and loosen the mineral deposits. NOTE: This includes the bin drain.

5) Thoroughly wash all surfaces within the bin, this includes the bin door, bin walls, window track and snout area with soap and water and rinse. NOTE: Repeat steps 3, 4, and 5 as required.

6) Sanitizing the storage bin/dispenser is required after cleaning per sanitizing instructions.

Sanitizing Prior to sanitizing the ice machine and/or bin/dispenser, perform the following:

1) Remove the ice machine front panel.

2) Make sure that all the ice is off of the evaporator. If ice is being made, wait for cycle completion, then turn the machine “OFF” at the ICE/OFF/WASH selector switch.

3) Turn OFF the potable water supply to the ice machine.

4) Remove all ice in the storage bin. (Required for cleaning and/or sanitizing).

Sanitizing Instructions – Ice Machine

1) Use an EPA approved food equipment sanitizer at the solution mix recommended by the sanitizer manufacturer.

2) Add enough sanitizing solution to fill the water trough to overflowing and place the ICE/OFF/WASH switch to the “WASH” position and allow circulation to occur for 10 minutes and inspect water transport system for water leaks. During this time, wipe down all other ice machine splash areas. Inspect to ensure that water transport system components are in the correct position.

3) Depress the purge switch and hold until sanitizer has been flushed down the drain. Turn ON the ice machine potable water supply and to flush the remaining diluted sanitizing solution out of the water trough for another 1 to 2 minutes.

4) Place the ICE/OFF/WASH switch to the “ICE” position and replace the front panel.

5) Discard the first two ice harvests. DO NOT USE any ice produced from the cleaning solution.

Sanitizing Instructions – Bin/Dispenser

1) Use an EPA approved food equipment sanitizer at the solution mix recommended by the sanitizer manufacturer.

2) Sanitize the bin interior, this includes the bin door, bin walls, window track and snout area with an approved sanitizer using the directions for the sanitizer. NOTE: This includes the bin drain.

3) Discard the first two ice harvests. DO NOT USE any ice product from the cleaning solution.

Refrigerator & Freezer Procedures:

1) Check Compressor Operation

2. Check Operating Temperatures

3. Clean Condensers with CO2

4. Check Condenser Fan Motors & Blades

5. Check Defrost System & Times

6. Check Oil Level on Semi Hermetics

7. Check Sight Glass For Proper Charge

8. Check Quick Response Controllers on Evaporators

9. Check For Proper Air Flow

10. Check For Vibrations

11. Check Doors, Gaskets, Hinges, & Handles

12. Check Drain Pans, Drain Lines, & Drain Heaters

13. Clean / Check Ice Machine Operation

14. Wash Walk-in Condensing Units

15. Report any Needed Parts or Repairs to Management

Ice Machine Equipment:

ROOM BRAND MODEL SERIAL NUMBER

BC-74 Hoshizaki KM-515MWH T00492L

1A-25 Follett 1049436 S96917-291 17

1B-06 Scotsman HID312A-1A 18071320012724

1C-70 Follett 01049436 K52346-241 18

1C-85 Manitowoc UDE0080A-161B 1121098224

1E-34A Ice-O-Matic Ice U220FA5 21011280010213

2B-06 Follett 01049436 0000002517

2C-55 Scotsman HID312A-1A 22021320013028

2D-105 Scotsman MDT5N25A-1J 14081320015791

2D-110 Scotsman MDT5N25A-1J 14081320015788

2E-49 Follett 1049436 M40480-014 2

3A-37 Scotsman HID312A-1A 22021320013031

3B-39 Follett 01049436 L21941

3C-55 Scotsman HID312A-1A 21121320014219

4B-42 Scotsman HID312A-1A 21121320014219

Walk-In Cooler Equipment:

BE-35

Morgue Walk-In Cooler: Make: Vollrath Model: 16520-S

Serial: 67074-FR-1

Evaporator: Make: Bohn Model: ADT090A5 Serial: D96K 05747

^Compressor: Make: Copeland Model: KAK1-0100-TAC-800 Serial: CT96G02178

*Condenser: Make: Heatcraft Model: W55040 Serial: T18L05004

BE-47

Biohazard Waste Walk-In Cooler: Make: Vollrath Model: 16422-S Serial: 67523-FR-1

Evaporator: Make: Bohn Model: ADT090AK Serial: T19G18602

^Compressor: Make: Copeland Model: KWK1-0100-TAC-800 Serial: CTC81B11832

*Condenser: Make: Heatcraft

BE-50

NFS Basement Freezer: Make: Vollrath Model: 16627 Serial: 67522-FR-1

Evaporator: Make: McQuay Model: ELC-070B-M-33 Serial: 4 KH 41050

^Compressor: Make: Copeland Model: 3AB1-031A-TAC-800 Serial: 14H61070R

*Condenser: Make: Heatcraft

2E-47

NFS Vegetable Walk-In Cooler: Make: Vollrath Model: 16532-S Serial: 67525-FR-1

Evaporator: Make: Vollrath Model: KR-1000 Serial: 24333-0 #16

^^Compressor: Make: Copeland Model: KALA-016E-TAC Serial: 97B69481

**Condenser: Make: Heatcraft Model: W55024 Serial: T18L05005

2E-48

NFS Main Walk-In Freezer: Make: CrownTonka Model: CT5078F Serial: 201-E003817-03

Evaporator: Make: Heatcraft Model: LSF200BEQRC6K Serial: T19F19321

**Condenser (with compressor): Make: Heatcraft Model: CCH0060LCAC2C0640 Serial: T20A14771

2E-51 NFS Cooks Walk-In Cooler: Make: Vollrath Model: 6432 Serial: 67524-FR-1

Evaporator: Make: Vollrath Model: KR-750 Serial: 25013-0 #33

^^Compressor: Make: Copeland Model: KAJA-011E-TAC-800 Serial: 10D61784R

**Condenser: Make: Heatcraft Model: W55024 Serial: T18L05005

*Note: Condenser located outside to the East of BE-47 NFS Freezer and to the West of Building 3.

**Note: Condenser located outside on the 4th Floor Roof to the North of Mechanical Room 4E- 19.

^Note: Compressor located in BE-46 Mechanical Room.

^^Note: Compressor located in 2E-53 Mechanical Room.

Refrigerator/Freezer Equipment:

Jamestown:

Equipment #1: Refrigerator Model: MS24RAS4RW Manufacturer: Marvel Scientific Serial Number: 20200902016H

Equipment #2: Residential Refrigerator/Freezer Model: FFTR1513LW9 Manufacturer: Electrolux Serial Number: BA24625311

Equipment #3: Residential Refrigerator/Freezer Model: GTE17DTNDRWW Manufacturer: GE Serial Number: SR757043

Grand Forks:

Equipment #1: Lab Refrigerator Model: FRT17HB3JW3 Manufacturer: Frigidaire Serial Number: BA92303889

Equipment #2: Marvel Cooler Model: MX2323314 Manufacturer: Marvel Serial Number: 340-6996701

Equipment #3: Breakroom Cooler/Freezer Model: FFTR1814QW28 Manufacturer: Frigidaire Serial Number: BA70227547

Grafton:

Equipment #1: Breakroom Cooler Model: FFTR1821TW0 Manufacturer: Frigidaire Serial Number: BA74531251

Equipment #2: Lab Freezer/Cooler Model: LRTLS2403S/01 Manufacturer: LG Serial Number: 208MRZ0V178

Equipment #3: Medical Cooler

Model: 6RFXWWR-PL Manufacturer: Marvel Scientific Serial Number: 20160713192H

Bemidji:

Equipment #1: ABS Upright Cooler Model: MX3569782 Manufacturer: ABS Serial Number: 23130082-2408

Equipment #2: Frigidaire #1 Model: FRT17HB3JW Manufacturer: Frigidaire Serial Number: BA00903076

Equipment #3: Frigidaire #2 Model: FFTR1821TW Manufacturer: Frigidaire Serial Number: BA74531268

Equipment #4: Magic Chef Model: HMBR350SE Manufacturer: Magic Chef Serial Number: ZC1309004

Equipment #5: Marvel Scientific Model: 6CARFX100 Manufacturer: Marvel Scientific Serial Number: 20160707087H

Fergus Falls:

Equipment #1: Breakroom Refrigerator Model: A4TXNWFW01 Manufacturer: Amana Serial Number: VS13478308

Equipment #2: Exam Room Refrigerator Model: FFHT1713LW Manufacturer: Frigidaire Serial Number: BA11712608

Equipment #3: Under Counter Cooler Model: MS24RAS4RW Manufacturer: Marvel Scientific Serial Number: 20200902014H

Bismarck:

Equipment #1: Breakroom Refrigerator Model: 253.60082411 Manufacturer: Kenmore Serial Number: 4A50106379

Equipment #2: Lab Refrigerator Model: 253.6008241

Manufacturer: Kenmore Serial Number: 4A50106323

Equipment #3: Med Room Fridge #1 Model: MS24RAS4RW1 Manufacturer: Marvel Scientific Serial Number: 20200902018H

Equipment #4: Med Room Fridge #2 Model: MS24RAS4RW1 Manufacturer: Marvel Scientific Serial Number: 20200826012H

Minot:

Equipment #1: Frigidaire Upright #1 Model: FRT17HB3JW Manufacturer: Frigidaire Serial Number: BA00903062

Equipment #2: Frigidaire Upright #2 Model: FFHT1814TW Manufacturer: Frigidaire Serial Number: BA8181746

Equipment #3: Med Cooler Model: MS24RAS4RW Manufacturer: Marvel Scientific Serial Number: 20180305004H

Devils Lake:

Equipment #1: Breakroom Fridge Model: GTE17DTNDRWW Manufacturer: GE Serial Number: SR756903

Equipment #2: Reach In Cooler Model: 253.6880201E Manufacturer: Kenmore Serial Number: BA42447367

Equipment #3: Reach In Cooler Model: MS24RAS4RW Manufacturer: Marvel Scientific Serial Number: 20200826014H

Privacy & Confidentiality:

Privacy training is required if the contractor(s) will be working in areas with sensitive Veteran information with an increased risk of inadvertent disclosures. These are areas where only authorized personnel are allowed (nurse’s stations, PACT team areas, Laboratory, Pharmacy, etc.) and where visitors would typically be escorted and not be allowed to roam around freely (4B, ER, 3M, ICU, CLC, etc.). The contractor(s) must read and sign TMS 20939, VA Privacy Training for Personnel without Access to VA Computer Systems or Direct to or the Use of VA Sensitive Information, prior to beginning work in these areas.

NARA Records Management Language for Contracts (National Archives and Records Administration)

Link: https://www.archives.gov/records-mgmt/policy/records-mgmt-language

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs control or the Contractor must hold it until otherwise directed.

Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

https://www.archives.gov/records-mgmt/policy/records-mgmt-language

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Department of Veterans Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veterans Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

TRAINING: TMS 20939 NO ACCESS

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Fargo VA HCS records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Fargo VA Medical Center] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Fargo VA HCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Fargo VA HCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Fargo VA HCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Fargo VA HCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Fargo VA HCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Fargo VA HCS policy.

8. The Contractor shall not create or maintain any records containing any non-public i Fargo VA HCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Fargo VA HCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Fargo VA HCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Fargo VA HCS provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of Requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 YR $28,990.000000 $28,990.00

Cleaning and Maintenance of ice machines, refrigeratorsand freezers POP 9/1/2025-8/31/2026 Contract Period: Base POP Begin: 09-01-2025 POP End: 08-31-2026 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

ACRN: 1 Requisition Number: 437-25-4-6058-0907 Appropriation: 437-3650162-6058-855100 Operating Equipment M\T\R-2520 Repair of Furniture and E-010050192

$28,990.00

1.00 YR $30,149.600000 $30,149.60

Cleaning and Maintenance of ice machines, refrigerators and freezers POP 9/1/2026-8/31/2027 Contract Period: Option 1 POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

1.00 YR $31,355.580000 $31,355.58

Cleaning and Maintenance of ice machines, refrigeratorsand freezers POP 9/1/2027-8/31/2028 Contract Period: Option 2 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

1.00 YR $32,609.800000 $32,609.80

freezers POP 9/1/2028-8/31/2029 Contract Period: Option 3 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

1.00 YR $33,914.190000 $33,914.19

freezers POP 9/1/2029-8/31/2030 Contract Period: Option 4 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

GRAND TOTAL $157,019.17

ACCOUNTING AND APPROPRIATION DATA

ACRN APPROPRIATION

REQUISITION

NUMBER AMOUNT

1 437-3650162-6058-855100 Operating Equipment M\T\R-2520 Repair of Furniture and E- 010050192

437-25-4-6058-0907 (P)

$28,990.00

B.4 DELIVERY SCHEDULE

SHIPPING INFORMATION

SHIP TO: DEPARTMENT OF

VETERAN AFFAIRS

Fargo VA Medical Center 2101 N. Elm st Fargo, ND 58102

USA

MARK FOR: Sherri Wakeman Sherri.wakeman@va.gov

FOB: DESTINATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers.