Laundry Room PM SOW- DRAFT.pdf

Scope of Work for Maintenance Contract Michael E. DeBakey VA Medical Center – Houston, TX

SCOPE OF SERVICES: MAINTENANCE, SCHEDULED/UNSCHEDULED SERVICES, AND

REPAIR

1. GENERAL: This is a non-personnel services contract to provide all labor, equipment, tools, supervision, transportation, administration and parts and materials (including lubricants) to provide maintenance and repairs to all laundry equipment and associated utilities work associated with repair, scheduled preventative maintenance (PM) and testing. This effort is to support the continuous operation of laundry equipment located in Building 100 at the Michael E DeBakey VA Medical Center MEDVAMC in Houston, Texas. 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.

Security Accreditation and Network Access Statement

The integrated systems maintained and serviced under this contract—including the ICS Soil Sorter, Soil-Side Rail System, Vacuum Chutes, Trash Chutes, Automated Patient Locker Systems, and IPA Server Infrastructure—operate entirely within dedicated local area networks (LANs) managed by Maintenance Management Services, LLC. These systems do not require access to any VA internal trusted or non-public networks.

All Programmable Logic Controllers (PLCs), Winterms, and Man-Machine Interfaces (MMIs) are operated exclusively through a secured, on-site Industrial Control System (ICS) server, which is isolated from any VA enterprise or clinical network environment. This architecture ensures full operational independence and network isolation.

As such, no Authority to Operate (ATO) or security accreditation package is required for these systems under current VA cybersecurity guidelines. All communications and control functions are contained within a closed-loop infrastructure designed and maintained exclusively by Maintenance Management Services, LLC.

2. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Laundry Equipment Preventative Maintenance and Services as defined in this Performance Work Statement

DRAFT

except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

3. BACKGROUND: This is a new laundry equipment preventative maintenance service requirement.

4. OBJECTIVE: The Contractor shall provide services, which include repair, scheduled preventative maintenance (PM) and testing for Laundry Equipment located in Building 100 at the Michael E DeBakey VA Medical Center MEDVAMC in Houston, Texas.

5. PERIOD OF PERFORMANCE: The expected period of performance for this requirement is a base year and four options years (which may or may not be exercised based on the needs of and at the discretion of the government). Period of Performance (Option Year Four)

Base Year: 11/1/2025 - 10/30/2026 Option Year 1: 11/1/2026 – 10/30/2027 Option Year 2: 11/1/2027 – 10/30/2028 Option Year 3: 11/1/2028 – 10/30/2029 Option Year 4: 11/1/2029 – 10/30/2030

6. WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled preventive maintenance/services will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m.

Monday through Friday excluding federal holidays). Downtime of laundry machines for preventive maintenance/services must be scheduled through the Contracting Officer Representative (COR) at least 2 days in advance. When downtime for service/repairs is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day

-Martin Luther King’s Birthday -President’s Day

-Memorial Day

-Independence Day

-Labor Day

-Columbus Day

-Veterans Day

-Thanksgiving Day

-Christmas Day

-Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation). Usually holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR.

7. PREVENTIVE MAINTENANCE (PM) CHECKS AND SERVICES

The contractor shall perform all preventive maintenance (PM) checks and services according to OEM (Original Equipment Manufacturer) recommendations. This will include all labor, travel, shipping, replacement parts, and materials required to complete PM checks and services for the equipment specified in the contract.

A preventive maintenance schedule/checklist for all included equipment will be provided by the contractor, detailing the specific tasks to be completed for each piece of equipment.

Refer to Equipment Listing (Appendix A) for a comprehensive list of equipment included.

8. STANDARD AND EMERGENCY SERVICES (NON-PREVENTIVE MAINTENANCE)

Standard service requests beyond preventive maintenance will require a on-site fully qualified technician. The goal is to minimize equipment downtime and ensure optimal performance at the VA facility.

Emergency service requests will also require a four (4) hour response, with a qualified technician onsite Monday through Friday or engaged remotely within 24 hours on week-ends or holidays. All service requests, whether standard or emergency, must be initiated within one (1) business day of the request from the Contracting Officer Representative (COR). The expected uptime after repairs is five business days unless parts must be ordered, in which case the contractor must notify the COR with an ETA for parts and equipment repair.

The contractor will only respond to service requests from the VA Medical Center COR or the Contracting Officer. Requests from unauthorized personnel will not be honored, and any unauthorized service billing will not be paid by the government.

9. REPLACEMENT PARTS (FOR NON-ROUTINE PM CHECKS AND SERVICING)

For any repairs or parts replacements that are not considered routine PM, the contractor will provide an all-inclusive hourly rate for labor and travel. These repairs and parts will be paid separately from parts rider fund outlined in this maintenance contract. The use of refurbished or gray market parts is not allowed, and only OEM-specified parts will be accepted.

10. SCHEDULE/FREQUENCY OF SERVICES AND REQUIRED DOCUMENTATION

(CHECKLISTS)

Preventive maintenance (PM) checks and services will be conducted at least five days a week (Monday through Friday) or more as required to ensure compliance with OEM guidelines. The technician performing the service must be an expert in preventive maintenance and provide a detailed Preventive Maintenance and Services Plan for each piece of equipment, including a checklist detailing the tasks, parts, and labor covered. This checklist, aligned with OEM maintenance manuals, must be used during service and signed by the technician upon completion.

Weekly and monthly reports detailing all maintenance activity will be submitted to VA Laundry Management, and in-person meetings with the Laundry Manager will occur to review these reports, recommend address repairs, and discuss potential equipment upgrades or safety improvements.

11. REQUIRED REPORTING (FOR SERVICES RENDERED)

The contractor shall provide service reports within ten (10) business days after maintenance or service, detailing all services performed, any required repairs, and recommended parts for future visits. No additional work will be performed outside the contract without a Purchase Order issued by the government.

12. CHECK-IN AND CHECK-OUT PROCEDURES

Before and after each service visit, the contractor or authorized technician must check in and out with the COR. The technician must also obtain and return an ID Badge for security purposes. Failure to return the ID Badge will result in a charge to the contractor.

13. SUPERVISION, COMMUNICATION, AND ACCESSIBILITY DURING PERFORMANCE

OF WORK

A qualified “Competent Person” must supervise all maintenance activities, either remotely or onsite, ensuring work is completed by certified technicians and to the highest quality standards. Monthly site inspections will be conducted in collaboration with the COR, and documentation of all work will be maintained for government review.

14. CALIBRATION OF CONTRACTOR'S EQUIPMENT

All gauging and measurement equipment used must be calibrated annually, with proof of calibration provided to the COR.

15. PROTECTION OF PROPERTY, INSURANCE, AND REGULATORY REQUIREMENTS

The contractor must provide all labor, materials, and equipment necessary to protect VA personnel, equipment, and property during maintenance work. The contractor is responsible for repairing or replacing any damage caused during work. Adequate insurance and adherence to all applicable federal, state, local, and VA regulations are mandatory.

16. TRAINING OF STAFF AND LAUNDRY MECHANICS

The contractor will provide training to VA staff and laundry mechanics on troubleshooting, repairs, and preventive maintenance based on OEM manuals for the equipment listed in Appendix A. Training will include operation and maintenance of automated chemical dispensers.

17. REQUIRED REPORTING (FOR SERVICES RENDERED)

Service reports will be provided weekly to the Laundry Operations Manager, detailing maintenance activities, needed repairs, and recommendations for future services. No work outside the contract scope will be performed without prior approval and a Purchase Order.

18. ICS SOIL LINEN SORTING SYSTEM AND SOILED SIDE RAIL SYSTEM

Service includes calibration of the scales, rail adjustments, and software upgrades for the ICS Soil Linen Sorting System and the soiled side rail system.

Contractor must be knowledgeable of Beckhoff systems, I/O MMI interfaces. and be certified by ICS.

19. VACUUM LAUNDRY CHUTE SYSTEM

Service includes maintenance of the 100 HP vacuum system and the delivery hopper connected to 12 drop locations that interface with the ICS Sorting System. The service will include checking the vacuum system for operational efficiency, ensuring the delivery hopper and related components are functioning properly, and performing software updates where necessary. Contractor must be experienced in high pressure vacuum systems and be certified by ICS for service.

20. PATIENT ARTICLE LOCKER SYSTEMS

Maintenance includes program updates, repair of broken locks, and servicing of remote terminals used throughout the Patient Article Locker systems. The contractor will also troubleshoot any hardware and software issues to ensure the system operates smoothly. The system requires intricate knowledge of the networking data interfaces within the ICS management software. Contractor must have experience in this system and has received a certificate of training by the OEM.

21. PARTS PART RIDER

The contract will include a part rider fund, an estimated dollar amount dedicated to parts replacements throughout the year for all equipment listed in the machine schedule attached to the contract. This fund will ensure that necessary parts are available without requiring separate approval processes for each purchase.

CONTRACTOR REQUIRED QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY

Preventive Maintenance Technician:

1. Experience Requirements The contractor must have at least three (3) years of experience in preventative maintenance of laundry equipment in VA Medical Center Laundry Facilities and/or facilities of comparable size, scope, and complexity. During the formal bid submission process, contractors shall submit three (3) relevant Hospital Laundry Preventive Maintenance (PM) projects completed within the last six (6) years. Each project submission must demonstrate the relevance of the experience, particularly as it relates to hospitals/medical facilities that are similar in size, scope, and complexity to the current requirement.

2. Technical Capability and Knowledge Contractor employees must be familiar with OEM standards associated with conducting Preventive Maintenance on Industrial Laundry Equipment, especially the types of equipment listed in Equipment Listing (Appendix A). Proof of experience and technical capabilities/qualifications of technicians must be provided via certifications or written confirmation from the OEM.

3. Personnel Qualifications During the formal bid submission process, the contractor must include descriptions of the personnel’s skills, abilities, knowledge, and experience. Resumes for each personnel member who will perform work (directly or indirectly) must be provided, along with verification of the qualifications and experience of subcontractors and subcontractor personnel, if any.

4. Special Qualifications The contractor must provide evidence of knowledge and experience with equipment listed in Appendix A. This includes technician certifications from OEMs, dated within the past six (6) years, indicating proper training to service the equipment. The contractor must have experience with the following ICS systems, sorting systems, soil side storage rail systems, vacuum chute systems, and Patient Article Locker systems. Additionally, technicians must be proficient in maintaining and purging databases, upgrading software, and troubleshooting both the hardware and software aspects of these systems.

Qualifications for Full-Time Laundry Mechanic

1. Education and Experience-Minimum Education. High school diploma or equivalent;

technical degree or certification in industrial maintenance, mechanical engineering, or related field preferred. Experience: At least 3-5 years of experience in industrial maintenance or a related field, specifically in a laundry or textile environment.

2. Technical Skills:

Mechanical Skills: Proficiency in troubleshooting, repairing, and maintaining laundry machinery, including washers, dryers, conveyors, and finishing equipment, soil sorters, vacuum system, automated locker system, and the networks attached. Ability to perform mechanical assembly, disassembly, and adjustments as needed.

Electrical Skills - Understanding of electrical circuits, including AC/DC systems. Ability to troubleshoot and repair electrical components, including motors, relays, contactors, and sensors.

PLC Knowledge: Familiarity with programmable logic controllers (PLCs), including programming, troubleshooting, and basic ladder logic principles. Experience with specific PLC brands and models used in laundry operations.

Networking Skills: Knowledge of networking principles, including IP configurations, troubleshooting network connections, and understanding of industrial Ethernet protocols. Experience with networked systems used for monitoring and controlling laundry equipment.

MMI Understanding: Ability to work with Man-Machine Interfaces (MMIs), including understanding graphical displays and user input/output systems. Experience in configuring and troubleshooting MMIs to ensure proper communication with laundry machinery.

3. Soft Skills: Problem-Solving Skills: Strong analytical and critical thinking skills to diagnose and resolve mechanical and electrical issues effectively.

Communication Skills: Excellent verbal and written communication skills for documenting maintenance activities and conveying information to team members and management.

Teamwork: Ability to work collaboratively in a team environment, supporting colleagues and contributing to a positive workplace culture.

4. Certifications and Training

Interactive Control Systems Certification: Must possess a certificates of training from Interactive Control Systems demonstrating training on:

- Interactive Control Systems (ICS) Sorter

- ICS Rail Systems

- ICS Vacuum Systems

- ICS Uniform Management Systems

Relevant certifications in industrial maintenance, electrical systems, or PLC programming (e.g., National Institute for Certification in Engineering Technologies - NICET). Continuous education and training in emerging technologies related to laundry equipment and systems.

5. Documentation Requirements

Bid Submission: A qualification overview detailing the performing technicians experience, skills, and certifications relevant to the position.

6. Safety and Compliance: Understanding of safety regulations and best practices in industrial settings. Ability to adhere to OSHA guidelines and implement safety protocols while performing maintenance tasks.

7. Physical Requirements: Ability to perform physically demanding tasks, including lifting heavy equipment, standing for long periods, and working in confined spaces. Capability to work in varying environmental conditions (heat, humidity) typical in industrial laundry settings.

8. Availability: Willingness to work flexible hours, including weekends, holidays, and on-call shifts as needed to maintain laundry operations.