P09_Freezer PWS New Walkin Freezer FINAL.docx

PERFORMANCE WORK STATEMENT

Installation of New Freezer Unit Department of Veterans Affairs CMOP in Dallas Tx

1.0 INTRODUCTION

1.1 Background

The VA Consolidated Mail Outpatient Pharmacy (CMOP), located at 2962 South Longhorn Drive Lancaster Tx 75134 operates a high-volume, direct-to-patient prescription medication delivery service for Veterans across the United States, utilizing integrated, automated dispensing systems.

The Dallas CMOP requires replacement of the existing 20-foot freezer trailer with a new 40-foot freezer trailer to support storage of ice for perishable medications and associated cold‑chain materials used for outbound shipments from the facility.

1.2 Scope

The requirement is for a firm-fixed-price, turnkey project to replace the existing freezer trailer with a new 40-foot freezer trailer and associated systems as described in this Performance Work Statement (PWS).

The contractor shall provide all qualified personnel, labor, materials, equipment, and services necessary to perform the work. See the attached Appendix for current site and equipment photographs. The existing dock door opening is approximately 9 feet by 9 feet; the contractor must verify all dimensions during the site visit.

A pre‑proposal site visit will be scheduled by the COR to allow offerors to verify existing conditions prior to proposal submission.

1.3 Performance Requirements Summary (Freezer Replacement)

The performance requirements specified in Section 2.0 are summarized as follows:

· Disconnect existing electrical services and terminate them in a junction box inside the building, as required for removal of the existing freezer trailer.

· Remove the existing refrigeration unit from the freezer roof for transport and place it inside the existing freezer trailer; reclaim all refrigerants in accordance with applicable regulations and properly seal the unit.

· Remove the existing freezer trailer and relocate it to a Government-designated location on the premises.

· Install a new 40-foot refrigerated shipping container with a roll-up door capable of operating over a temperature range of -40 to 86 degrees Fahrenheit; normal operating temperature will be a constant 0 degrees Fahrenheit.

· Place the container on a trailer and level it with the dock door for smooth transition of pallets and rolling stock.

· Ensure refrigeration equipment is accessible from the trailer exterior for maintenance and repairs.

· Install a new transition plate to allow low‑resistance movement of pallets and rolling stock across the container and dock door thresholds.

· Install weatherproof and insulated flashing around the container and building face to prevent moisture, air, rain, wind, and dust intrusion into the building.

· Ensure the existing dock door can be fully closed at night and when the freezer is not in use for security.

· Install all electrical power and control circuits required for the refrigeration equipment, including connection to the new panel specified in Section 2.3. Electrical review can be completed during the site visit. Existing service is 480 V, 3-phase; the contractor shall verify available capacity and final breaker sizing.

· Install a new 100‑amp, 480 V, 3-phase, 12‑circuit panelboard near the trailer dock location (no smaller than 12 circuits). The new freezer will be fed from this panel.

1.4 Period of Performance (Freezer Replacement)

· The period of performance for this contract line item (freezer replacement) shall not exceed 90 calendar days from the date of contract award.

· The contractor shall complete all freezer‑related work, including submittals, procurement, installation, testing, correction of deficiencies, final inspections, and submission of all required documentation, within this 90‑day period, unless otherwise approved in writing by the Contracting Officer.

· All work shall be scheduled and performed in coordination with the COR so as not to interfere with CMOP production operations and within the hours and conditions specified in Section 4.0 of this PWS.

1.5 Alternate Completion Schedule (Freezer Replacement)

· The Government’s desired completion timeframe for the freezer work is within 90 calendar days of contract award. Offerors may propose an alternate completion schedule if required based on equipment lead times or other justified factors. Any proposed alternate schedule shall be clearly identified in the offer and shall still minimize impact on CMOP operations. The Government reserves the right to accept or reject any proposed alternate schedule as part of its best‑value determination.

2.0 REQUIREMENTS

2.1 Refrigeration Container (Freezer Replacement)

1. New 40‑Foot Refrigerated Container with Roll-Up Door

· Operating temperature range shall be from -40 to 86 degrees Fahrenheit, with a normal operating setpoint of 0 degrees Fahrenheit.

· The roll-up door must be original to the container (not an aftermarket modification).

· The container must be pre‑wired with interior LED lighting.

· All refrigeration equipment must be accessible for maintenance and repairs without requiring removal of the container.

2.2 Container Trailer

2. Container Trailer

· A used trailer is preferred; however, it must be in good condition, free of significant rust or structural damage, neatly painted, and roadworthy at the time of delivery. Once in place, it is not expected to be moved again.

· The trailer shall support and position the container so that the container floor is level with the dock door threshold to allow safe and efficient pallet and rollingstock transfer.

· Both the container roll-up door and the existing building roll-up door must be able to close fully when the trailer and container are in their final position.

· The trailer must be blocked and supported on leveling jacks or equivalent support to prevent movement during loading and unloading; additional structural support shall be provided as needed to ensure stability.

· The contractor shall install a new transition plate between the container floor and the dock door threshold to provide a smooth, low‑resistance surface for pallet jacks and other rolling stock.

· The contractor shall install new weatherproof and insulated flashing around the container end and the adjacent building wall to prevent rain, moisture, wind, and dust from entering the building.

· The contractor shall ensure the trailer and container assembly meet all applicable safety and structural requirements. Documentation demonstrating structural soundness and compliance with applicable standards shall be made available to the COR upon request.

2.3 Electrical needs

3. Electrical Requirements

· The contractor shall provide all electrical power and control circuit installation required for the freezer and any associated refrigeration systems.

· Existing electrical panels are located on the northeast wall of the building. The new freezer will be fed from a new 100-amp, 480 V, 3-phase panel, subject to verification of available capacity and coordination with facility engineering.

· Electrical permits must be obtained from the City of Lancaster, if required, and copies provided to the COR before work begins. All required final inspections must be completed and approved by the Authority Having Jurisdiction (AHJ) before final invoicing will be accepted.

· The contractor shall verify all electrical loads and coordinate final breaker sizes, feeder conductors, and panel schedules with the COR and facility engineering prior to installation.

· The COR will identify the location of the existing 3-phase service during the site visit; the contractor shall confirm available capacity and coordinate all tie ins with facility engineering.

2.4 Miscellaneous

4. Miscellaneous Requirements

· The contractor shall provide all miscellaneous hardware, fasteners, sealants, and accessories required to complete the installation in a workmanlike manner.

· The contractor shall remove and properly dispose of all waste, debris, and surplus materials generated by the work in accordance with local, state, and federal regulations.

· The existing trailer and container shall be relocated to the fenced area designated by the Government for further disposition.

· Work shall not impact CMOP production operations. If work activities have the potential to interfere with production, they must be performed during off-shift hours or on weekends, as coordinated with the COR.

· All lifts, forklifts, rigging, and transportation required for movement and placement of the trailer and freezer equipment are the responsibility of the contractor. No Government tools or equipment will be provided.

2.5 Site Visit and Existing Conditions

5. Site Visit and Existing Conditions

· A pre‑proposal site visit is strongly recommended so that offerors can verify existing conditions, measurements, and access constraints.

· The Contracting Officer’s Representative (COR) will coordinate the date and time of the site visit and will escort contractor personnel while on site.

· During the site visit, the contractor shall, at a minimum, verify dock door opening dimensions, trailer clearances, available space for the new container and trailer, existing electrical service characteristics, and any structural or site constraints that may affect installation.

· Failure to attend the site visit does not relieve the contractor of the responsibility to fully understand site conditions and to complete the work as specified at the firm-fixed-price proposed.

3.0 PERFORMANCE STANDARDS

3.1 Deliverables

The contractor shall provide the following deliverables to the COR for review and acceptance:

1. Equipment submittals and shop drawings for the freezer container, trailers, refrigeration systems (including any refrigeration systems), electrical distribution, and controls, submitted and approved prior to procurement and installation.

2. Start‑up, testing, and temperature verification reports documenting that the installed systems meet the performance requirements of this PWS.

3. Operation and maintenance (O&M) manuals for all major equipment, including recommended preventive maintenance, troubleshooting procedures, and parts lists.

4. Warranty certificates and related documentation for all contractor‑provided equipment and materials.

5. Copies of all required permits, inspection approvals, and Authority Having Jurisdiction (AHJ) sign‑offs associated with the work.

3.2 Quality of Work

1. All work shall comply with the original equipment manufacturer (OEM) recommended specifications and applicable codes.

2. All parts and materials shall be new and shall conform to OEM specifications; rebuilt or remanufactured parts are not acceptable.

3. The contractor shall ensure that all installed equipment maintains its OEM warranties.

4. The contractor shall provide all materials, supplies, tools, and labor necessary to complete the project.

5. The contractor shall not perform any work that would result in additional charges without prior written approval from the Contracting Officer.

6. The contractor shall temporarily halt or adjust work activities as directed by the COR to avoid disrupting facility operations.

7. The contractor shall maintain a quality control program sufficient to ensure that all contract requirements are met.

8. All required permits shall be finalized, and documentation submitted to the COR before final invoicing is allowed.

3.3 Safety Compliance

1. All installation activities shall comply with Occupational Safety and Health Administration (OSHA) safety standards and all other applicable safety regulations.

2. Installation of refrigeration equipment shall be performed by qualified, licensed refrigeration technicians.

3.4 Customer Service

1. The contractor shall maintain communication with the COR regarding installation schedules, findings, and any required follow-up actions.

2. The contractor is responsible for ensuring that any issues reported are documented and tracked until they are resolved.

3. Complaints will be documented by the COR within 24 hours and must be addressed by the contractor within 24 hours of notification.

3.5 Warranty

All contractor-provided equipment, materials, and workmanship under this PWS shall be warranted by the contractor for a minimum period of one (1) year from the date of Government acceptance. During the warranty period, the contractor shall, at no additional cost to the Government, correct any defects in materials or workmanship and restore affected systems to proper operating conditions, in coordination with the COR. This contractor’s warranty is in addition to, and shall not limit, any longer, original equipment manufacturer (OEM) warranties provided with the installed equipment.

1. Warranty must be 1-year parts, labor, and workmanship

2. Warranty must be for 4-years on parts Performance Requirements Summary Matrix

4.0 STATION INFORMATION

4.1 Operating Hours and Conditions

Work may be performed during normal working hours from 6:00 a.m. to 12:00 a.m. (midnight), Monday through Friday. Saturday and Sunday work may be approved if scheduled with the COR at least one week in advance.

Work must not interfere with normal CMOP operations or impact patient care. When specific tasks have the potential to disrupt production, those tasks shall be scheduled during off‑shift hours or on weekends, as coordinated with the COR.

The COR will provide an initial orientation to the facility. Orientations for any replacement or additional contractor personnel are the contractor’s responsibility.

Installation activities shall be rescheduled in the event of severe weather or other hazards that would compromise safety, without penalty to the Government.

4.2 Holidays

The following Federal Holidays are observed; however, work on these days may be approved upon authorization:

· New Year’s Day

· Martin Luther King Jr.’s Birthday

· Washington’s Birthday (Presidents Day)

· Memorial Day

· Juneteenth National Independence Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day When a holiday falls on a Sunday, the following Monday is observed. When a holiday falls on a Saturday, the preceding Friday is observed.

4.3 Standards of Conduct and Safety

Contractor personnel shall conduct themselves in a professional manner at all times and shall not engage in any behavior that interferes with CMOP operations.

Smoking, illegal substances, alcohol, and weapons are prohibited on Government property. The contractor is solely responsible for compliance with OSHA and all other applicable laws, regulations, and facility policies.