B08_Attachment_1_SOW__Washer_Dryer_Lease__SIPI.pdf

Southwestern Indian Polytechnic Institute Statement of Work

Washer and Dryer Lease 13 March 2025

General Requirements

1.1 Introduction. The Bureau of Indian Education (BIE) – Southwestern Indian Polytechnic Institute (SIPI), SIPI Housing and Recreation Program, and SIPI Student Services has identified a need for Washer and Dryer Lease, Maintenance and Repair Services. The required services include but are not limited to installation, monitoring, and services.

1.2 Location. SIPI is located at 9169 Coors Boulevard NW, Albuquerque, New Mexico, 87120. It is in Bernalillo County.

1.3 Direction. The contractor shall accept direction from the Contracting Officer (CO) or the duly authorized Contracting Officer’s Representative (COR). The COR cannot change/modify the contract, but they serve in an advisory role for the performance of the contract, to clear up any questions and to coordinate work. Requests or desires of the Users or Using Agency made directly to the Contractor shall be brought to the immediate attention of the COR. Any changes to the project scope or other provisions of this SOW can only be made by the CO.

1.4 Performance Time. The performance period associated with this contract is 365 calendar days from the issuance and acceptance of Purchase Order. If work has to be scheduled after hours or during weekends, Government personnel may be required for oversite. All work shall be scheduled through the COR.

1.5 Meeting/Phone Records/Email/Zoom Meetings. The contractor shall prepare a written record of each site visit, meeting, or conference, either telephone, emails, zoom session, or in person, and shall furnish this record within five working days to the COR with copies to all parties involved. The written record shall include the subject, the names of the participants, and outline of discussion, and the recommendations or conclusions reached.

1.6 Protection of Existing Facilities and Work. All areas that are used for access shall be kept clean and any damage to these areas shall be repaired by and at the contractor’s expense to match the original condition. When the work is completed, all surfaces in the work areas shall be restored to the original condition.

1.7 Description of Services/General Information. The contractor shall provide all personnel, transportation including fuel, tools, supplies, supervision, equipment, and other items and services necessary for the Washer/Dryer Maintenance, repair, and leasing service contract as defined in this Statement of Work (SOW). T he contractor i s responsible for the delivery, installation, cleaning, maintenance, repair, removal, and relocation of contractor furnished washers and dryers.

2. Descriptions of Services

2.1 Equipment Quality Standards. All washers and dryers shall be in compliance with Executive Order (12901-Sec. 507) and the Energy Policy Act of 1992 (EPACT). All washers shall be efficient and comply with the Energy Star ratings required (see website http://www.energystar.gov for brands and models numbers that meet the U.S. Department of Energy qualifications). All machines shall be brand new at time of initial installation;

replacement appliances shall not be older than the current age of the machine installed at the beginning of the contract. New or replacement equipment shall be the same size and color.

2.2 Appliance. Appliances that are removed and not replaced to operating condition under the terms of paragraph 2.10, Maintenance Service, shall be deducted from the lease fee at the rate of 1/30 of the monthly leasing fee of the removed appliance per day. Deductions shall not be made if appliances are replaced or restored to operation condition starting from the day after the allowed time for maintenance service.

2.3 Installation. The contractor shall deliver, install, level, and prepare for immediate use the washers and dryers identified in Appendix A. The appliance shall be heavy duty, commercial or industrial type and designed to operate continuously at its maximum design capacity efficiency. Contractor shall be responsible for all appliances provided. The Government assumes no responsibility for any damage or loss except as provided in Paragraph 2.16.

2.4 Installation Schedule. The contract shall submit an installation scheduled for each designated building.

2.5 Appliance Connections. Connections of appliances to existing Government furnished utilities shall be coordinated with the COR. Final work shall be subject to the approval of the COR and shall be installed in accordance with the manufacturer’s recommendations.

The contractor shall ensure that installation is compatible with existing facilities.

2.6 Washers. The contractor shall furnish new washing machines as indicated in Appendix B. Washers shall be heavy duty commercial or industrial and have the minimum amount of control knobs, switches, settings and cycles. If washers are equipped with push to start switches or buttons, they should only operate when door is closed. Heavy duty machines not designed especially for commercial use is not acceptable. The contractor shall provide catalogs, brochures, or other written literature and specifications on washer equipment they propose to furnish for approval. Contractor shall furnish all parts and accessories with all necessary connections including in line filter to prevent sediment build up (hot and cold-water hoses, drain hose, filter, etc.). Washers shall be equipped with a UL listed, molded three (3) prong 110 V Male plug.

2.7 Dryers. The contractor will provide new electric dryers as indicated in Appendix B.

Dryers shall be heavy duty machines designed specifically for commercial use and shall be of a matched color with washing machines (white). All dryers shall be equipped with manual push to start switch, which only operate when door is closed. If dryers are equipped with coin buttons or switches, the coin slot shall be disabled, blocked or plugged. All http://www.energystar.gov/ machines shall have the capability of being manually turned off, irrespective of the time into drying cycle. Dryers shall have variable heat settings. The dryers shall be of 18-pound capacity single stack, (Electri0220V). The electric cord will be provided by the contractor.

Dryers shall have door mounted filters. All dryers shall be installed with flexible aluminum vents.

2.8 Controls and Control Knobs. The Washers and Dryers controls and control knobs are the sole responsibility of the contractor.

2.9 Appliance Identification Cards. All appliances provided shall be identified as property of the contractor. Appliance “Operating Instructions” decals shall be prominently displayed in view of the customers. Contractor shall furnish the appliance identification/signs, or any additional signs deemed necessary, to the COR within five (5) days prior to contractor start date for approval.

2.10 Maintenance/Repair Services. The contract shall be responsible for the maintenance of the machine, to include the hook up to Government utilities. Preventative maintenance shall be performed to identify potential problems and to repair prior to equipment failure.

Washer and dryer connections such as hoses, exhaust vents, filters, etc., shall be inspected during the scheduled equipment inspection. The contractor shall:

1) monitor, inspect and clean (appliance surfaces) all washers and dryers monthly to ensure equipment is operational and performing according to design.

2) submit a monthly maintenance and cleaning schedule to the COR at least five (5) business days before the start of each month. The schedule shall include the date and approximate time each machine will be serviced.

3) inspect and clean all dryer exhaust vents monthly, from the dyer itself to the permanent exhaust system. In facilities where multiple dryer ducts are available, the contactor will be allowed to shut of only one system at a time for cleaning.

4) inspect dyer lint filters and immediately replace torn or unusable filter.

5) ensure dryer exhaust vents are properly secured to dryer and exhaust ducting at all times to prevent fire hazards.

6) identify and replace deteriorated ducting as part of the monthly cleaning schedule.

7) ensure areas surrounding dryers are free from lint, debris, etc., after each service.

2.11 Service Call. Service repair calls will occur when appliances malfunction or fail to operate properly. The contractor will receive a Service Request ticket from the COR, either via email or telephone. The contractor shall respond to all service repair calls as requested by the respective COR within 48 hours. Contractor shall place an “OUT OF ORDER” sign on inoperable machines with an expected date of repair for unserviceable equipment. The contractor shall also check for other problems to washers and dryers in the area. Upon completion of the service all, the contractor shall identify the response date, provide a short summary of repair performed or reason equipment was not made operational to the respective COR. The contract shall report to the COR prior to responding to a service call.

2.12 Replacement. Any appliance that cannot be repaired to operating condition on site within three (3) working days shall be identified to the COR and shall be removed and replaced with a new appliance that is the same type and brand or equal. The contractor shall maintain sufficient replacement appliances, ready for use, in the event major repairs require removal of any appliances.

2.13 Frequent Repairs. Appliances that show a continued tendency for frequent repairs as determined by the COR shall be removed and replaced with a new appliance.

2.14 Clean Up. The contractor shall be responsible for leaving the appliance and area where works is performed neat and clean after repair or maintenance and installation of each appliance, including proper disposal of all containers, trash, and debris.

2.15 Appliance Misuse or Abuse. When appliances are discovered in need of repairs and are in the opinion of the contractor caused by abuse or misuse by other than the contractor’s personnel, the contractor shall immediately notify the COR for determination of responsibility. In the event of abuse or misuse, the contractor shall submit in writing, the proposal for repairs with a cost estimate. The total cost of these repairs will be reviewed by the COR and Contracting Officer. The repair work cannot be conducted until approved by the Contracting Officer.

2.16 Responsibility for Damage. The contractor shall not hold the Government responsible for any claim for damages caused by a third party or property of third party arising out of:

a. The contractor providing defective appliance,

b. The contractor’s defective maintenance of appliances, or

c. The negligent operation of the appliances by the contractor and its employees.

2.17 Removal of Appliances. The contractor shall remove washers and dryers, with proper coordination through COR, in accordance with the phase out procedures identified in paragraph 2.18.

2.18 Phase-Out and Phase-In. The phase-out of old washers and dryers and phase-in of new washers and dryers shall be performed to ensure no lapse in service. The contractor shall submit a phase-in schedule to the COR for review. The phase-in schedule shall be typewritten and shall consist of the building name, date, and number of scheduled installations of all machines. The schedule shall be submitted five (5) business days before the start of the phase-in period. Delivery and installation of all new washers and dryers shall be performed in accordance with the approved phase-in schedule and shall be completed no later than fifteen (15) calendar days after start of phase-in. The contractor shall ensure washers and dryers are fully operational prior to moving from one floor to another. The contractor shall coordinate installation for new machines with the COR before removing the old machines in order to maintain washer and dryer capacity in each facility during each day of the phase-in and phase-out period.

2.19 Material Safety Data Sheets (MSDS). All hazardous materials to be used in performance to this contract shall be coordinated through the COR. A copy of all Manufacturer’s MSDS paperwork shall be furnished to the COR a minimum of ten (10) calendar days prior to the delivery of the materials. This includes any material in a liquid, gel or semi-solid state. Additionally, the size and weight of each container shall be provided with the MSDS.

2.20 Dryer Vent Cleanings. The contractor shall monitor, schedule and clean exhaust ducts quarterly to ensure ducts do not fill with lint, are lint and dirt free and do not pose a fire/safety hazard. The contractor shall contact the COR to schedule cleaning services at least ten (10) calendar days prior to performing maintenance services. During each maintenance, repair, and installation visit, the contractor shall:

1) thoroughly clean all areas of the interior and exterior of the dryer exhaust ducts and adjacent areas to remove all traces of dirt, mildew, lint, etc.,

2) clean all components of the dryer exhaust system to include exhaust caps, grills, louvers, bird & insect screens, rain caps, exhaust fan hoods and the exterior of ducts, if exposed,

3) clean the floor area around the dryers, specifically behind the dryers where lint and trash accumulate. Floor shall be cleaned of all dirt, lint, grime, trash, etc.

2.21 Training. The contractor shall provide training to the SIPI Dormitory students at the beginning of each trimester. The contractor’s training schedule shall be provided to the COR at least ten (10) calendar days prior to start of class. Contractor shall educate students and staff on the proper use of the equipment.

3. General Information

3.1 Quality Control. The contractor shall develop and maintain a Quality Control Program (QCP) to ensure services are performed in accordance with the SOW. The contractor shall develop and implement procedures to track, identify, prevent, remedy and ensure non- recurrence of defective service. The contractor is responsible for the QCP to include updates to ensure compliance with the SOW. Contractor’s QCP shall be summarized and provided to the Contracting Officer in the form of a Quality Control Plan within ten (10) calendar days after award of contract.

3.2 Quality Assurance. The Government will evaluate the contractor’s performance periodically throughout the life of the contract. The COR will also evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s quality control program and receipt of complaints from campus personnel. The contractor is responsible for initially validating customer complaints. See appendix A.

3.3 Hours of Operation. The contractor shall schedule all work between the hours of 10:00 a.m. & 6:00 p.m., Monday through Friday. The contractor is not required to provide services on recognized Federal holidays. The contractor will be required to respond to all emergency service requests in accordance with paragraph 3.3.1 of this SOW. Contractor shall sign in and get escorted to designated machine for repair. NOTE: Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

3.3.1. Emergency Services. The contractor shall be available within four (4) hours to provide emergency service between 7:30 a.m. to 4:30 p.m., Monday through Friday, except for Federal Holidays. The contractor shall provide a name and phone number to the COR upon contract award of the person responsible for responding to emergency service calls.

Determinations of emergency service is when 50% of the washers or 50% of the dryers are out of service per building, per floor.

3.4 Security Requirements. The contractor must assure security background clearance prior to performing duties. Otherwise, the contractor must make arrangement while on SIPI premises with the COR to have a SIPI employee escort until a completed BIE background check is obtained. Contactor must submit paper application for a BIE security background upon notice of award of the contract. Video cameras and picture taking are prohibited on campus. Firearms, knives or other weapons are prohibited on campus. Possession of and use of drugs and/or alcohol is prohibited on campus. Identification badges and uniforms shall be worn by all staff while on campus.

3.5 Utilities and Services. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which preclude the waste of utilities.

4. Workplace Safety

Due to the nature of the educational environment of the facility and daily operations, all work shall be in accordance with common safe work practices according to the Occupational Safety and Health (OSHA) for Safety and Health Programs to prevent any accidents or injuries.

The Contractor shall comply with all applicable Federal laws with such additional measures as is deemed appropriate. The Contractor is required to implement a ZERO INJURY PROGRAM for these services.

Safety & Security – Contractor Employee Identification. All drivers shall wear identifying apparel with the company logo visible. The Contractor’s company logo shall be visible on all other vehicles.

5. Contracting Officer Representative (COR)

The COR is Dr. Cecelia Cometsevah, SIPI Vice-President of the Division of Student Affairs. She can be contacted at (505) 922-4093 or v i a email address Cecelia.Comestsevah@bie.edu.

6. Appendices:

A. Service Summary Performance Objectives.

B. Washer and Dryer Quantities and Locations.

mailto:Cecelia.Comestsevah@bie.edu.

Appendix A

Service Summary Performance Objective

PWS Reference Performance Threshold

Washers and Dryers are operating as designed

2.6 and 2.7 2 defects allowed: all washers and dryers are operational for each month

Replacement of unserviceable as requested

2.12 1 defect allowed: new equipment requirements

Service tickets are picked up and completed within 28 hours.

Provides monthly maintenance and cleaning schedule; inventory listing current; inventory reports

IAW PWS

2.10 and 2.11 0 defects allowed: Service tickets picked up on time and returned completed.

Maintenance and cleaning schedules and inventory reports are provided within required timeframes.

Prevention maintenance is performed in accordance with schedule

2.10 1 defect allowed: Monthly equipment monitoring inspection and preventative maintenance performed as schedule.

Quality Control inspection procedures are followed and documented in accordance with Contractor’s Quality Control Program (QCP)

3.1 2 defects allowed

Appendix B

Washer and Dryer Quantities and Locations Building No. Building

Type Floor Washer Dryer Equipment

Four Winds Lodge No. 113 Female

Dorm 1 4 4 Front Load Washers & Electric

Dryers No. 113 Female

Dorm 2 4 4 Front Load Washers & Electric

Dryers Golden Eagle Lodge

No. 114 Male Dorm

1 4 4 Front Load Washers & Electric Dryers

No. 114 Male Dorm

2 4 4 Front Load Washers & Electric Dryers