PKG 061 SOW Rev 1.docx

SCOPE OF WORK

1.0 Introduction

This Statement of Work (SOW) defines the requirements of the Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla in establishing a fixed-price order for Ice Makers & Medical Grade Ref./Freezers.

1.1 Background

Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla requires Ice Makers & Medical Grade Ref./Freezers to outfit the new facility and provide services for the VA.

1.2 Scope

The scope of this purchase order is to provide Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla with the products outlined for delivery to the Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla location. Contractors shall furnish all requirements.

The initial delivery will be to an offsite warehouse to support installation time lines. The warehouse location has yet to be determined. The warehouse will be available June 1st, 2026 – May 31st,2027. Initial Outfitting Transition and Activation team will be responsible for delivery to Rolla Super CBOC with estimated delivery dates are November 2nd, 2026 – January 8th, 2027. Specific installation dates will be defined upon award.

The delivery schedule is based upon the current construction schedule, which is subject to change. The vendor shall not increase prices for a change in delivery date due to construction delays. The awardees actual delivery dates will be confirmed by VA upon award.

The Contractor shall provide services and support at the locations identified in this Statement of Work. The Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve across the current and future operational footprint. The Contractor shall accommodate these changes within the scope of the contract without disruption to services. Any adjustments to pricing, schedule, or resources resulting from such changes shall be addressed through the appropriate contractual modification process in accordance with the applicable Changes clause.

2.0 General Requirement

All equipment to be supplied under the specifications shall be the newest and the most current model of a standard product of a manufacturer of record. The products provided must meet or exceed the specifications laid out in the sections. A manufacturer of record is defined as a company whose main occupation is the manufacture for sale of the items of equipment and which:

a. Maintains a factory production line.

b. Maintains a stock of replacement parts for the item.

c. Maintains engineering drawings, specifications, operating manuals and maintenance manuals.

d. Has published and distributed descriptive literature and equipment specifications on the equipment.

Any equipment or service as applicable must be in compliance with the Memorandum dated March 6th 2025 Subject: Electronic Health Record Modernization Standardization (VIEWS 12862405).

Requirements:

Specifications:

1. Ice Machine, Dispenser, Nugget, Countertop

a. Countertop ice and water dispenser with air-cooled, modular ice machine behind splash panel.

b. Lever dispensing.

c. Produces compressed nugget ice (or equal soft, chewable nugget-style ice)

d. Produces up to 425 lbs compressed nugget ice/24 hrs.

e. Minimum storage capacity 25 lbs.

f. Stainless steel cabinet with accent trim, corrosion-resistant poly drain pan, grille and dispenser lid.

g. Secured top lid.

h. Agion silver-based antimicrobial product protection of key ice and water contact components.

i. Quiet Night sleep mode turns off ice machine when idle.

j. NSF and ETL listed.

k. 115V / 60Hz / single phase

l. Standard NEMA plug configuration

m. Footprint suitable for countertop installation

n. Approximate width: 21-22 inches

o. Approximate depth: 24-25 inches

p. Approximate height: 35-37 inches

2. Freezer, Laboratory, 1 Door

a. Temperature Performance

i. Operating temperature range: -15°C to -35°C

ii. Factory setpoint: -30°C

iii. Temperature uniformity suitable for plasma storage

iv. Microprocessor-controlled temperature management system

v. Digital temperature display with minimum 0.1°C resolution

vi. Audible and visual high/low temperature alarms

b. Capacity & Storage

i. Minimum capacity: 25 cu ft

ii. Adjustable storage racks suitable for plasma boxes or bags

c. Construction

i. Exterior: Powder-coated steel or equivalent durable finish

ii. Interior: Corrosion-resistant material (coated aluminum or stainless steel preferred)

iii. CFC-free refrigerant and insulation

iv. Magnetic door gasket with positive seal

d. Refrigeration System

i. Forced-air circulation system for uniform temperature

ii. Compressor-based refrigeration system

iii. Automatic defrost system (if applicable to model type)

iv. Air-cooled condenser

v. Controls & Monitoring

vi. Integrated temperature monitoring system

vii. Alarm conditions must include at minimum:

1. High temperature

2. Low temperature

3. Power failure

4. Door ajar

5. Sensor failure

viii. Remote alarm contacts (dry contacts)

ix. Access port for independent temperature probe

e. Electrical Requirements

i. 115V, 60 Hz, single phase

ii. NEMA 5-15 plug

iii. Hospital-grade plug preferred

iv. Maximum current draw suitable for standard 15A circuit

3. Freezer, Medical Grade, Undercounter

a. Temperature Performance

i. Operating temperature range: -15°C to -25°C minimum

ii. Factory preset setpoint approximately -20°C

iii. Microprocessor-controlled temperature management system

iv. Digital temperature display with minimum 0.1°C resolution

v. Forced-air circulation for uniform temperature distribution

vi. Temperature uniformity appropriate for pharmaceutical storage

b. Capacity & Storage

i. Minimum capacity: 4.0-4.5 cubic feet

ii. Minimum three (3) adjustable shelves

iii. Shelves constructed of epoxy-coated steel or stainless steel

iv. Interior configuration suitable for boxed pharmaceuticals and small containers

c. Physical Characteristics (Undercounter Configuration)

i. Width: Approximately 24 inches

ii. Depth: Approximately 24-26 inches

iii. Height: Maximum 34-35 inches (ADA compliant undercounter height preferred)

iv. Solid insulated swing door

v. Right-hinged door (field reversible preferred)

vi. Leveling feet

d. Construction

i. Exterior: Powder-coated steel or equivalent durable finish

ii. Interior: Corrosion-resistant material (painted aluminum or stainless steel preferred)

iii. CFC-free refrigerant and insulation

iv. Magnetic door gasket with positive seal

v. Lockable door

e. Controls & Monitoring

i. Integrated digital control panel

ii. Audible and visual alarm system

iii. Alarm conditions must include at minimum:

1. High temperature

2. Low temperature

3. Power failure

4. Door ajar

5. Sensor failure

iv. Alarm silence and test feature

v. Remote alarm contacts (dry contacts) for connection to facility monitoring systems

vi. Access port for independent temperature probe

f. Refrigeration System

i. Compressor-based refrigeration system

ii. Forced-air evaporator system

iii. Automatic or manual defrost system (as applicable to model)

iv. Air-cooled condenser

g. Electrical Requirements

i. 115V, 60 Hz, single phase

ii. NEMA 5-15 plug

4. Refrigerator/Freezer, Biological, Upright, 18 Cu Ft

a. Biological refrigerator with freezer

b. This unit includes a freezer compartment for general laboratory use.

c. Temperature Performance

i. Operating Temp: Refrigerator +33.8°F to +53.6°F (+1°C to +12°C)

ii. Operating Temp: Freezer -11.2°F to +10.4°F (-24°C to -12°C)

iii. Microprocessor-controlled temperature regulation

iv. Digital temperature display with minimum 0.1°C resolution

v. Forced-air circulation system to ensure uniform temperature distribution

vi. Temperature uniformity appropriate for laboratory/clinical storage

d. Capacity & Configuration

i. Minimum capacity: 17-19 cubic feet

ii. Upright configuration

iii. Minimum four (4) adjustable shelves

iv. Shelves constructed of epoxy-coated steel or stainless steel

v. Interior designed for storage of boxed supplies, bottles, and laboratory containers

e. Physical Characteristics

i. Width: Approximately 28-30 inches

ii. Depth: Approximately 30-35 inches

iii. Height: Approximately 78-82 inches

iv. Solid insulated swing door

v. Right-hinged door (field reversible preferred)

vi. Lockable door

vii. Leveling feet or casters

f. Construction

i. Exterior: Powder-coated steel or equivalent durable finish

ii. Interior: Corrosion-resistant material (painted aluminum or stainless steel preferred)

iii. CFC-free refrigerant and insulation

iv. Magnetic door gasket for positive seal

g. Controls & Monitoring

i. Integrated digital control panel

ii. Audible and visual alarm system

iii. Alarm conditions must include at minimum:

1. High temperature

2. Low temperature

3. Power failure

4. Door ajar

5. Sensor failure

iv. Alarm silence and test function

v. Remote alarm contacts (dry contacts)

vi. Access port for independent temperature monitoring probe

vii. Battery backup for alarm system (minimum 24 hours preferred)

h. Refrigeration System

i. Compressor-based refrigeration system

ii. Forced-air evaporator for uniform cooling

iii. Automatic defrost system

iv. Air-cooled condenser

i. Electrical Requirements

i. 115V, 60 Hz, single phase

ii. NEMA 5-15 plug

5. Refrigerator, Biological, Upright, 20 Cu Ft

a. Temperature Performance

i. Operating temperature range: +2°C to +10°C

ii. Factory preset setpoint: +4°C

iii. Microprocessor-controlled temperature regulation

iv. Digital temperature display with minimum 0.1°C resolution

v. Temperature uniformity suitable for medication/reagent storage

vi. Forced-air circulation system for consistent temperature distribution

b. Capacity & Storage

i. Minimum capacity: 20 cu. ft.

ii. Adjustable epoxy-coated or stainless steel shelves

iii. Minimum three (3) adjustable shelves

iv. Interior design allowing flexible configuration for small containers and boxed supplies

c. Construction

i. Exterior: Powder-coated steel or equivalent durable finish

ii. Interior: Corrosion-resistant material (coated aluminum or stainless steel preferred)

iii. CFC-free refrigerant and insulation

iv. Magnetic door gasket with positive seal

v. Lockable door

d. Controls & Monitoring

i. Integrated microprocessor controller

ii. Audible and visual alarm system

iii. Alarm conditions must include at minimum:

iv. High temperature

v. Low temperature

vi. Power failure

vii. Door ajar

viii. Sensor failure

ix. Alarm silence and test function

x. Remote alarm contacts (dry contacts)

xi. Access port for independent temperature probe

e. Electrical Requirements

i. 115V, 60 Hz, single phase

ii. NEMA 5-15 plug

6. Refrigerator, U/C or F/S, 2.5 Cu Ft, Right Hinged

a. Undercounter, purpose-built pharmacy/laboratory refrigerator designed for storage of pharmaceuticals, vaccines, reagents, and temperature-sensitive clinical supplies requiring stable temperatures between +2°C and +8°C, suitable for healthcare environments.

b. Temperature Performance

i. Operating temperature range: +1°C to +10°C minimum

ii. Factory preset setpoint approximately +5°C

iii. Microprocessor-based temperature control system

iv. Digital temperature display with minimum 0.1°C resolution

v. Forced-air circulation system to maintain temperature uniformity

vi. Temperature stability appropriate for pharmacy and vaccine storage

c. Capacity & Configuration

i. Minimum capacity: 2.5 cubic feet

ii. Undercounter configuration

iii. Minimum four (4) adjustable shelves

iv. Shelves constructed of epoxy-coated steel or stainless steel

v. Interior configuration suitable for boxed pharmaceuticals and small containers

d. Physical Characteristics

i. Width: Approximately 17-19 inches

ii. Depth: Approximately 19-22 inches

iii. Height: Maximum 28-30 inches

iv. Solid insulated swing door

v. Right-hinged door (field reversible preferred)

vi. Lockable door

vii. Leveling feet

e. Construction

i. Exterior: Powder-coated steel or equivalent durable finish

ii. Interior: Corrosion-resistant material (painted aluminum or stainless steel preferred)

iii. CFC-free refrigerant and insulation

iv. Magnetic door gasket with positive seal

f. Controls & Monitoring

i. Integrated digital control panel

ii. Audible and visual alarm system

iii. Alarm conditions must include at minimum:

1. High temperature

2. Low temperature

3. Power failure

4. Door ajar

5. Sensor failure

iv. Alarm silence and test function

v. Remote alarm contacts (dry contacts) for connection to building monitoring systems

vi. Access port for independent temperature probe

g. Refrigeration System

i. Compressor-based refrigeration system

ii. Forced-air evaporator system

iii. Automatic defrost

iv. Air-cooled condenser

h. Electrical Requirements

i. 115V, 60 Hz, single phase

ii. NEMA 5-15 plug

7. Refrigerator, Lab, SS, 2 Door, 6 Shelves

a. Full-height, double-door, purpose-built laboratory refrigerator designed for storage of pharmaceuticals, vaccines, reagents, and clinical supplies requiring controlled temperatures between +2°C and +8°C. Unit shall be designed for healthcare, pharmacy, and laboratory environments and provide uniform temperature performance with integrated monitoring and alarm systems.

b. Temperature Performance

i. Operating temperature range: +2°C to +10°C minimum

ii. Factory preset setpoint approximately +4°C

iii. Microprocessor-controlled temperature management system

iv. Digital temperature display with minimum 0.1°C resolution

v. Forced-air circulation system to maintain temperature uniformity

vi. Temperature stability and uniformity suitable for pharmaceutical and vaccine storage

vii. Rapid temperature recovery following door openings

c. Capacity & Configuration

i. Minimum capacity: 56 cu ft

ii. Double-door configuration to minimize temperature loss during access

iii. Minimum four (4) adjustable shelves per cabinet section

iv. Shelves constructed of epoxy-coated steel or stainless steel

v. Interior LED lighting

vi. Interior design suitable for boxed pharmaceuticals, trays, and laboratory containers

d. Physical Characteristics

i. Width: Approximately 58-62 inches

ii. Depth: Approximately 38-42 inches

iii. Height: Approximately 78-82 inches

iv. Dual-pane glass doors

v. Lockable doors

vi. Leveling feet or casters

e. Construction

i. Exterior: Powder-coated steel or equivalent durable finish

ii. Interior: Corrosion-resistant material (coated aluminum or stainless steel preferred)

iii. CFC-free refrigerant and insulation

iv. Magnetic door gaskets with positive seal

f. Controls & Monitoring

i. Integrated digital control panel

ii. Audible and visual alarm system

iii. Alarm conditions must include at minimum:

1. High temperature

2. Low temperature

3. Power failure

4. Door ajar (per door)

5. Sensor failure

iv. Alarm silence and test function

v. Remote alarm contacts (dry contacts) for connection to facility monitoring system

vi. Access port(s) for independent temperature monitoring probe

g. Refrigeration System

i. Compressor-based refrigeration system

ii. Forced-air evaporator system

iii. Automatic defrost system

iv. Air-cooled condenser

h. Electrical Requirements

i. 115V, 60 Hz, single phase

ii. NEMA 5-15

3.0 Work Hours:

Normal business hours are 8:00AM to 4:30PM Monday thru Friday excluding Federal Holidays. Work completed outside this time shall be requested through the Point of Contact.

The Government recognized US holidays are: New Year's Day, Martin Luther King, Jr. Day, Presidents Day, Juneteenth, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

4.0 Delivery and Receiving:

Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Delivery shall be freight on board (FOB) – Destination.

Installation Address:

Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla 13063 Old Wire Rd Rolla, MO 65401-000

Vendor Delivery paperwork requirements:

Vendors must provide packing slips with a line-by-line inventory for each item in the delivery to include description and serial number for each item so that items can be entered into the VA property book upon arrival to site or warehouse.

5.0 Period of Performance:

Period of performance will be from November 2nd, 2026 – January 31st, 2027 giving the vendor time deliver the product and install, to each listed location, after award.

6.0 Installation

The contractor shall be responsible for the installation, performance verification and validation of the equipment with a VA Activations member who will accept the equipment.

All requested products shall be completely manufactured as specified and delivered to the respective delivery locations as described above.

White glove installation shall be included for all products provided under this award.

Protection of Existing Structures, Equipment, Utilities, and Improvements:

0. The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site. The contractor shall replace at his own expense damage to such items to the satisfaction of the Contracting Officer.

0. Contractor shall take all measures and provide all materials necessary for protecting and preserving existing equipment and property in affected areas of installation against dust, debris, and physical damage, so that equipment and affected areas to be used in clinical operations will not be hindered.

7.0 Warranty and Support:

The contractor shall provide a manufacture’s two-year, free replacement warranty on units with normal wear and tear, including free return shipping, from date of delivery.

8.0 Use of Premises

If during the performance of this contract, work will be carried out on Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla premises, the vendor shall perform all work in such a manner that will cause a minimum interference with operations and the operations of other contractors on the premises.

The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor prior to and during delivery and installation activities.

The project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors’) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g. hard hats, safety vests).

9.0 GOVERNMENT AND CONTRACTOR RESPONSIBILITIES

VA shall provide the contractor with copies of documents that the VA is required to provide.

The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

The contractor shall maintain frequent communications with the Program Office and the COR to conduct work in progress reviews if necessary. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the activations PM.

The contractor assumes full responsibility for the delivery of the goods and shall assume all the duties, responsibilities and obligations associated with the prime contractor.

The contractor assumes liability for its subcontractors and shall ensure that its subcontractors shall comply in all respect with the relevant terms of this agreement to the extent that it or they are retained by the Contractor.

The contractor shall deliver the goods to the Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla locations listed in section 4.0 Delivery Requirements.