P09 SOW Equipment PM and Repair Cook Chill.docx

PERFORMANCE WORK STATEMENT

Nutrition and Food Service Maintenance and Repair Contract Kitchen Equipment

A. GENERAL REQUIREMENT

The contractor will, upon successful award of the contract, provide to Hampton Veterans Affairs Medical Center (VAMC) 100 Emancipation Dr, Hampton, Virginia 23667. Contract services in the form of labor, materials and expertise to maintain kitchen Cook Chill equipment and other food preparation equipment as set for in this contract in peak operating condition. This contract is effective from the date of award for a period of one base year and (4) 1 year options.

The Nutrition and Food Service Department is tasked with food preparation to support at a minimum of seven (7) hospitals located in North Carolina and Virginia. This food production involves state of the art equipment and extremely tight schedules. Operational equipment is mission critical and therefore of paramount importance.

The contractor will provide the manufacturer’s required maintenance as a normal part of this contract and as set forth in this contract. In addition, contractor will provide repair service for Advanced Food Production (AFP) equipment as required for an established hourly rate. Travel time to the medical center and to acquire parts will not be chargeable. Hourly rate will be charged from the time the contractor is on station until he/she leaves the station. The Contracting Officer’s Representative (COR) prior to any repair work proceeding must authorize repair work.

This contract is a 24 hour / 7 day a week / 365 day a year contract. The established hourly rate for repairs is for the same time frame. Overtime rates or premium rates are not authorized.

Preventative Maintenance will be conducted monthly, quarterly (January, April, July, and October), semi-annually (April and October) and annually in August/September (as scheduled).

B. SPECIFIC REQUIREMENTS

Service technicians working on all equipment will be factory trained and certified as well as have experience working on food service equipment and specifically Cook Chill equipment.

· The service technicians working on the Cleveland Cook Chill equipment will be factory trained by Cleveland.

· Each technician will provide a certificate of Cleveland Factory Training prior to contract award and have one year field experience working on Cook Chill equipment. If technicians are not Cleveland Factory Certified, they must attend a 3-day training within two (2) months of award at the contractor’s expense. The training will be held at the Hampton VAMC on VA equipment by a Cleveland representative.

· Only technicians who have provided Cleveland Certification will be allowed to work on Cleveland Cook Chill Equipment.

· As the contractor experiences technician turnover, each new technician will have to be trained and certified by Cleveland to be allowed to service Cleveland Cook Chill Equipment.

· Contractor must have a minimum of 2 technicians certified to work on Cleveland Cook Chill Equipment. Contractor shall give staffing numbers of cook chill technicians who are currently and/or to be Cleveland trained.

Contractor must be an Authorized Cleveland Parts Dealer or have a letter from Cleveland stating that they will approve authorization if awarded the contract. Parts cannot be ordered through a secondary vendor.

Cleaning products and lubricants must be approved in advance to ensure they are USDA compliant. MSDS must also be provided before use of product.

Contractor will perform a quarterly inventory of all cook chill parts and provide the list to COR. Any cook chill parts will need to be routed through NFS appropriately to ensure proper inventory accountability. Any part removed from stock will be noted on the service ticket and approval for a replacement part will need to be approved. Contractor will be responsible for maintaining appropriate PAR levels for any part in inventory.

Any equipment used for calibrating temperatures must be calibrated and certified per manufacturer’s standards on the anniversary of the last calibration. A copy of the certification will be provided to the COR. Proof of recalibration will be required if the equipment has been exposed to unusual conditions (i.e. accidently dropped, etc.).

Preventive Maintenance (PM) will be performed on a routine basis (monthly, quarterly, semi-annually or annually as outlined in the Preventive Maintenance Schedule). Maintenance WILL be split into 2 or more visits to ensure a thorough and detailed overview of EACH piece of equipment outlined within this document has been inspected. Each monthly PM visit will be split by a minimum of ten (10) calendar days, unless other arrangements have been made and agreed upon by the department. This will ensure that the PM is not interrupted by unforeseen emergencies requiring immediate technician support. If the contractor chooses to use two (2) or more technicians to meet the obligated contractual hours the maintenance visits will still need to be split by a minimum of ten (10) calendar days, unless other arrangements have been made and agreed upon by the department. Recommend that PM be conducted every 2 weeks or more often until all equipment has been inspected. If a service call is initiated on (1) one business day after the PM and the issue is related to an oversight or improper PM, service call will be resolved with no service or travel cost to the government. Business days are Monday – Friday.

Any work performed under a warranty visit will require its own separate service ticket. Any work performed under a PM visit will require its own separate service ticket. Deficiencies noted on PM should be corrected during PM visit if parts are available. Deviations from this must be approved by the COR.

Contractor will ensure that any and all areas which they are granted access to are secured prior to departure. Any area left unsecure (i.e. fenced in areas, etc) by the contractor may be held liable for any damage that occurs.

Records for maintenance and inspection will be maintained for a period of three years and a hard copy given to the COR for government records. Equipment subject to this contract and its recommended maintenance schedules are listed below.

C. SERVICE CALLS

Upon notification of a trouble call or problem, the contractor will acknowledge the call within 30 minutes and be on the facility ready to work within 2 hours. The time starts when the initial call is made from the facility. The contractor will maintain a human interface (answering center or on duty maintenance mechanic) with up-to-date contact information to receive the call. Use of pagers or answering machines is not acceptable.

The contractor will develop a source of supply parts to repair equipment in a timely manner. In the event a part is required to be shipped overnight, the government will pay the shipping charge.

The contractor will submit a detailed list of equipment parts required for repairs with their costs to the government. The government reserves the right to order parts or to have the contractor order parts with an established mark up. The government reserves the right to select shipping speed for ordered parts.

Provide written reports following each regular inspection or emergency call, i.e. Work Order slip.

D. SERVICE RECALLS

If called back for the same problem within 3 days, contractor will not charge the government for follow-on work. If production schedule has to be stopped due to the inability to fix the problem for more than 3 days, then a 5% credit will be credited to the original invoice for each day that production is ceased. This does not include waiting for parts to be shipped. The following are considered critical equipment:

E. SAFETY

All work will be accomplished to industry standards and compliant with the LIFE SAFETY Code, edition 2012 and all its referenced codes and regulations. All Dept. of Veteran Affairs, Federal, Commonwealth of Virginia laws, regulations and codes will be complied with.

In particular, all refrigerant handling will be IAW EPA Section 608 regulations. The refrigerant removed from the equipment may not be reintroduced unless the contractor can prove to the COR the refrigerant is not contaminated otherwise new or virgin refrigerant will be used. The contractor will supply to the government copies of the documents certifying the proper disposal of the reclaimed refrigerant. Once refrigerant level has been successfully achieved any loss of more than 10# of refrigerant will constitute an initiation of an inspection for the entire refrigeration line for any potential leaks.

F. SECURITY

Prior to any hot work commencing, the contractor must obtain a hot work permit from the Fire Safety Division of the medical center on a daily basis. All provisions of the permit must be complied with.

Parking will be in designated lots. Consult with the COR as to allowable parking and material drop-off.

Any work requiring a shutdown or utility outage will be requested in advance and scheduled by the COR prior to the work being accomplished.

This is a hospital environment. The contractor and his personnel are expected to be appropriately dressed (uniformed), wear a hairnet and, if needed, a beard guard in the production area and conduct themselves in a professional manner.

Normal work hours of the medical center are from 7:30 AM to 4:00 PM, Monday through Friday. Due to the potential emergent nature of this contract, work outside the normal working hours (to include evenings and weekends) will be required. The contractor will coordinate any work outside normal working hours with the COR and the kitchen supervisor.

Since the incidents of September 11, 2001, the Federal Government has begun to implement new security measures to help protect federal facilities. The contractor will provide to the COR a list of employees expected to work on this contract. This list will be on company letterhead and contain the employees’ name, driver’s license number, address and nationality. This list will be verified and signed by a corporate officer.

All mechanics and technicians will need to obtain a permanent Contractor ID badge from the Police Department. They will need to coordinate this with the COR before any work can be done. Badge must be worn and visible at all times when on VA property. Loss of badges can result in administrative fees and fines not to exceed $50.00 USD to replace them. Keys to gate and other areas are available in the Main Office. The key must be returned promptly. Loss of keys can result in administrative fees and labor/material costs to re-key all locks on the facility serviced by that key. All contractors must complete all applicable privacy and Rules of Behavior online training on a yearly basis. A copy of the completed certificate must be provided to the COR.

G. MAINTENANCE PROGRAM: ADVANCED FOOD PREPARATION EQUIPMENT SCHEDULE

Provide scheduled maintenance on listed kitchen equipment. Maintenance may require shutting down equipment. This will be coordinated with Facilities and Nutrition and Food Service and may require after hours or weekend service.

H. PREVENTIVE MAINTENANCE

1. COOK/CHILL MIXER KETTLES

Monthly:

AUTOMATIC DUMP VALVE / KETTLE

- Check for leaking seals on agitator arm by filling with water and turning on agitator arm. Monitor for a minimum of 5 minutes for signs of leaking.

- Grease agitator arm bearings with food grade grease (Chevron FM ALC EP2 or its equivalent)

STEAM TRAP

- Check proper operation

- Calibrate probe, digital display, and pen chart to read within +/- 2o F utilizing certified calibrated equipment and noted on inspection form. Must use chart recorder and log provided. Must be done the first week of the month and scheduled a week in advance to coordinate with the production schedule.

Annually:

TILT MECHANISM (Hydraulic Tilt)

- Change hydraulic fluid every two years. (1 1/2 gallons of FOOD GRADE HYDRAULIC FLUID) (Shell Telis #5)

2. MFS METERING FILL STATION

Monthly:

AIR PRESSURE

3. TUMBLE CHILLERS 1&2

Monthly:

MAIN CONTROL PANEL

WATER TEMPERATURE

- Calibrate probe and digital display to read within +/- 2o F utilizing certified calibrated equipment and notate on inspection form.

Semi-Annually:

MOTORS

- Check Chain Tension (1/4” -3/8” Slack)

4. ICE BUILDER

Monthly:

AIR AGITATOR

ICE THICKNESS

- Ice thickness approximately 2 1/2” in diameter around each refrigerant coil

- Inspect thermister wires and ice thickness control sensors for signs of shearing, breakage or corrosion.

- Inspect mounting wire contact points for any signs of corrosion.

Annually:

CLEANING

- Water treatment must be coordinated with Facilities Management Service

- Watch closely when putting back on line

- Must be scheduled a month in advance for August or September

5. CLIPPER (Z-4135) CLIPPER VAC (CV4100) TIPPER TIE

Monthly:

- Check air pressure 80 to 100 psi (air pressure should never be over 100 psi)

- Check oil reservoir containing wick for proper oil level. Add/replace oil to meet OEM specifications (use food grade mineral oil or its equivalent)

- Remove and clean knife blade housing

- Check knife for signs of chipping

- Check punch for signs for burrs

- Check guards for safe function

- Clean lubricator

- Check air muffler

Quarterly:

- Clean air filter

- Clean regulator (using only denatured alcohol)

6. COOK TANKS #1&2

Monthly:

- Check safety valve operation

- Check solenoid valve for proper functionality

- Lubricate motor per factory specs

- Check complete operation, switches, lights, emergency stops

- Check panel for condensation

- Check controller operation, time, temp, chart rotation, etc…

- Check quad ring for proper cleaning and greasing

- Calibrate probe, digital display, and pen chart to read within +/- 2o F utilizing certified calibrated equipment and noted on inspection form. Must use chart recorder and log provided. Must be done the first week of the month and scheduled a week in advance to coordinate with the production schedule.

Semi-annually:

- Lubricate all valve gaskets with DOW CORNING 111 compound lubricant or equivalent high grade silicone grease.

- Clean valve strainer per manufactures specifications.

Annually:

- Dismantle and clean solenoid valve per manufactures specifications.

7. AIR COOLED CONDENSING UNITS (AQUASNAP) –FOR CT#2 & TC#2

Monthly:

- Check condenser coils

- Check moisture indicator sight glass for refrigerant loss and presence of moisture

- Check refrigerant charge

- Check all refrigerant joints and valves for leaks

- Check chilled water flow switch operation

- Check condenser fan operation

- Check crank case heater operation

- Inspect all contactors and relays

- Check thermistor operation

- Inspect contactors for pitting, corrosion, increased amperage draw or any other signs of wear.

- Check glycol percentage and note on inspection form (Should be a minimum of 30%).

- Check refrigerant filter dryers, replace if necessary

- Check cooling water strainers

8. HEAT EXCHANGE TANK

Monthly:

- Make sure tank is being cleaned properly

- Check control panel function, switches, lamps, read outs, chart recorders

- Check inside control panel for signs of water damage and corrosion

- Check meat probe cable for signs of wear

- Check lid springs adjust if needed

- Check the impeller and protective screen inside the tank

- Check all motor mounting bolts

- Lubricate motor per factory specs

- Check all steam and water connections for leaks

- Check all in line strainers for debris

- Run operational test

- Check water fill system

- Compare actual temps with read out temps

- Check meat probe operation

- Check safety valve operation

- Check drain operation

Semi-annually:

- All Aquasnap Condensers need to have coils and strainers cleaned semi-annually or more often if needed. When cleaned, contractor will need to program cleaning into main controller board to prevent alarm.

9. WATER & GLYCOL CIRCULATION PUMP

Monthly:

- Check casing gasket for leakage

- Check for any signs of leakage (i.e. water, air, etc)

- Ensure PSI gauge is working correctly.

Quarterly:

COMPONENT CHECK

LUBRICATION:

WEATHER PROTECTION:

10. CHR-102 HOIST

Monthly:

11. MHD-10 HP MAIN HYDRAULIC DRIVE (TILT OR MIXING OPTION)

Monthly:

- Check oil fill level in Gearbox (Use only ISO 60 Food Grade oil or equal).

Annually:

- Change oil and filter (ISO 46 20 Weight Food Grade as specified per manufacture)

12. CLEVELAND COMBI OVEN

Monthly:

- Clean drain with a USDA approved drain cleaner.

- Follow the instructions of the manufacturer of the cleaner.

Quarterly:

· Inspect the flues, vents and vacuum reliefs for signs of soot, blockage or other malfunction

13. HALTON, CAPTURE JET HOOD(s)

Monthly:

- Check motor and fan assembly to insure they are installed as designed

- Inspect and adjust belt tension as needed. Replace belts as necessary

- Assure mechanical fasteners associated with motor and fan assembly are secure

14. AIR COOLED CONDENSING UNIT (ICE BUILDER)-FOR CT#1 & TC#1

Monthly:

· Check refrigerant and oil level in system

· Check for proper defrosting

· Check for proper voltage and amp draws

· Check discharge and suction pressures

· Check liquid, suction and crank case temperatures

· Check oil pressure

· Change oil per factory specifications

· Check superheat

· Check oil sight glass

· Check refrigerant site glass

· Check for oil and refrigerant leaks

· Check fan cycling components

· Clean and or replace filters and dryers

· Perform as acid test

· Inspect contactors for pitting, corrosion, increased amperage draw or any other signs of wear.

· Check for loose fastener and worn components

· Inspect drive belt for signs of wear and tear. Replace as necessary.

Semi-annually:

· Check and tighten ALL electrical connections

· Check all wiring and insulators

· Check contactors for proper operation and for worn contact points

· Check all fan motors – tighten all motor mount bolts/nuts and tighten fan set screws

· Clean condenser coil surface

· Check operation of the control system. Make sure all safety controls are operating correctly.

· Check that all defrost controls are operating correctly.

· Clean evaporator coil surface

· Clean drain pan and check the drain pan and drain line for proper drainage

· Check drain line heater for proper operation, cuts and abrasions.

· Check and tighten all flare connections.

15. LIGHT MAINTENANCE

Light maintenance to include limited preventative maintenance for equipment located in Building 116 not listed on the equipment schedule in the solicitation.

Hours required: As needed, scheduled Monday-Friday as agreed upon with Nutrition and Food Service Management.

Work will provide for general and routine maintenance in Building 116 to include production kitchen, Domiciliary dining and server area, all storage, Central Tray Unit, scullery, break room, loading dock, locker rooms and hallways, as well as office and conference space.

General assignments may include but are not limited to:

· Change filters, air and water

· Clean vents, steam traps, floor drains and equipment drainage tubes

· Mobile Equipment – replace gaskets, lubricate wheels, and adjust hinges as required.

· Carts, dollies and dunnage racks

· Thermalization Carts

· Patient dining room serving equipment

· Tray assembly area tray line equipment

- Dining Area – tables and chairs.

- Calibrate steam tables

- Reach in refrigeration and freezers – periodic cleaning, replace gaskets, lubricate and adjust hinges

- Others as assigned

B.4 SPECIAL CONTRACT REQUIREMENTS

KEY PERSONNEL

Key personnel will be identified in the quote and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted, or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

NO SMOKING

Per VHA Directive 1085 Dated 3/15/19 All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors.

BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA facility. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

HOURS OF OPERATION

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours are Monday through Friday, 8:00am-4:30pm, excluding federal holidays which are as follows:

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

BILLING AND PAYMENT

Contractor shall submit invoice monthly via payment request in electronic form via VA’s Electronic Invoice Presentment and Payment system https://authentication.tungsten-network.com/login. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

• Date of invoice

• Invoice number

• Contract number

• Obligation number

• Vendor name

• CLIN and dates of service

CONTRACT ADMINISTRATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

The Facility POC shall be responsible for the overall technical administration of this contract.

IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

POINT OF CONTACT

Contracting Officer (CO) Zanona Pickett / 757-722-9961 Next 7596 / zanona.pickett@va.gov

Facility POC

TBD