PWS - EMS Equipment Preventative Maintenance and Repair.pdf

Lebanon VA Medical Center Preventive Maintenance for Equipment

Performance Work Statement

Introduction

The Lebanon VA Medical Center (LVAMC) requires the services of a qualified Contractor to provide full-service preventive maintenance and repair services to all mechanical equipment belonging to Environmental Management Service/Department (EMS). The contractor shall provide all labor, materials and supervision required to service EMS equipment in accordance with the Preventative Maintenance Program/Schedule.

Certificates and Licenses

Contractor shall provide and maintain documentation regarding current licenses and certificates of all service technicians assigned to work on EMS equipment at the LVAMC. All service techs must be capable, qualified, experienced and competent to perform the required duties.

Scope of Services

The Contractor shall conduct planned monthly service visits to the LVAMC to provide inspection, maintenance and repair services for floor scrubbers, buffers extractors, shampooers, wet/dry vacuums and power washers. All equipment is listed on a Microsoft Excel spreadsheet (see attached document/table). Services to include replacing parts and accessories as needed. Most repairs will be completed on site to reduce the amount of down time and lost productivity. Repairs will be performed in conjunction with planned monthly service calls. Any emergency site visits in addition to the monthly scheduled visits are not covered under the contract. These additional service calls must be authorized by contract modification or credit card.

The service tech/field mechanic shall systematically examine, clean, adjust, lubricate and repair all functional components as applicable. The standard preventive maintenance task shall include safety checks and operational checks.

Required maintenance shall be completed in accordance with manufactures repair and maintenance manuals, within specific industry standards, other applicable codes, standard engineering practices and all applicable federal regulations and laws. All warranty claims must be submitted through and approved by factory authorized repair stations.

The Contractor shall provide the necessary materials and parts which shall be original manufacturer products or be of an equivalent quality. The Contractor shall not use refurbished/secondhand repair parts without prior approval from the VA. All workmanship under this Contract shall be guaranteed for one (1) year.

All equipment is to be maintained in superior working condition. During installation, maintenance, or removal of equipment associated with this contract, work shall be performed with minimum disturbance to occupants and limited activity to only those areas requiring access to perform requested services.

All services performed on site and inside the facility shall be performed during the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. The Contractor shall not provide services on Government observed holidays, weekends, or after hours without written authorization from the Point of Contact (POC). Prior to beginning work and after completion of work the service tech is to report to B-23/EMS office.

Check in: to discuss action plan.

Check out: to recap provided services, review service order/expenditures and determine next scheduled service date.

After completing preventive maintenance services and/or repairs the service tech is required to completely clean the work area and properly dispose of any waste. In addition, the service tech shall remove and properly dispose of any material or equipment refuse generated in the performance of his/her duties.

The Contractor shall be responsible for documenting all services in a Preventive Maintenance Log, to include type of equipment serviced, manufacturer name, model, serial number, VA PM number and location of equipment.

Employee Uniforms

The contractor shall provide its employees/service techs working under this contract with complete uniforms including, but not limited to, shirt with company identification logo, full-length pants, safety shoes and other necessary safety gear in compliance with EPA, and OSHA regulations.

Smoke Free Facility

The VA Medical Center is a non-smoking facility, at no time shall the Contractor or its employees smoke on VA grounds.

Security Requirements

The Contractor and all their employees shall be subjected to and shall at all-times conform with any and all rules, regulations, policies and procedures pertaining to security at the

LVAMC. Any violations or disregard of the rules can lead to an immediate removal and termination by the VA Police.

Any and all personal packages brought onto and/or removed from government property may be subject to inspection by VA Police. Firearms and/or explosives shall not be brought onto the VA Medical Center.

Accidents/Injuries/Stolen Property

The Contractor shall be responsible for promptly notifying POC and VA Police of any accidents arising from the performance of this contract involving property damage or bodily injury to workers, patients and visitors. The POC will provide necessary information concerning whom to contact and the specific paperwork to fill out. All accidents/injuries shall be documented and investigated by VA Police.

The Contractor shall immediately report to the POC and/or designee any loss of equipment and supplies belonging to the Medical Center. The Government will not be responsible for any lost or damaged equipment and vehicles used or stored at the LVAMC by Contractor.

OSHA Requirement

Contractor shall submit a safety plan and risk assessment. In addition, a copy of safety manual will be needed prior to starting any services at the LVAMC.

Security Note

Contractor/service techs will not have access to employee or patient records. In addition, Contractor/service techs will not have access to sensitive areas.

Preventive Maintenance Interval Schedule

Anticipated monthly or quarterly servicing of a list of approximately 196 pieces of equipment consisting of vacuums, shampooing machines, and floor scrubbing machines.

Equipment is from a variety of manufacturers including Hoover, Nilfisk Advance Co, Tennant, and Waxie. Vendor recommendation of monthly or quarterly service would be welcome in response.