SOW 2023-2024.docx

Statement of Work Commercial Kitchen and Dietetics Equipment Maintenance Veterans Affairs Palo Alto Health Care System

1.0 General Information

1.1 Contractor shall perform all maintenance of and repair work for approximately 255 pieces of kitchen equipment located at the Palo Alto, Menlo Park, and Livermore Divisions within the VA Palo Alto Health Care System (VAPAHCS).

Palo Alto Kitchen equipment locations:

Dietetics Service; bldgs. 100, 7, and 520. Canteen Service; bldg. 101.

Menlo Park Kitchen equipment locations:

Canteen/Kitchen Service; Bldgs. 329, 331 and 360.

Livermore Kitchen equipment locations:

Canteen/Kitchen Service; bldgs. 64, and 90.

1.2 Period of Performance (POP): The period of performance shall be base year plus up to four (4) option years. Performance shall begin on the date of contract award. The Contracting Officer Representative (COR) will coordinate with the Contractor a schedule for quarterly maintenance 30 days from the effective date of the award of the contract.

1.3 Site visits are highly recommended and are scheduled in FAR 52.237-1 in Section E of the solicitation.

1.4 Contracting Officer Representative (COR) will be delegated by the Contracting Officer. The COR’s delegation letter will be presented to the Contractor within 15 days after the effective date of the Contract award.

2.0 Scope of Work

2.1 The Contractor shall provide labor, materials, tools, equipment, specialty services and supervision necessary to perform the requirements of Quarterly and Monthly inspection, maintenance and repair of commercial kitchen and canteen equipment located at the facilities identified in List of Equipment.

2.2 The Contractor shall provide quarterly and monthly safety inspection and repair any deficiency at the time and/or remove the equipment from service if needed. If the Contractor deemed it necessary to remove a piece of equipment from service, the Contractor shall notify the COR or designee as well as the Manager of the Canteen Service or Dietetics Kitchen Service. Upon approval to remove the equipment from service, the Contractor shall lay out proper signage to announce “out of service” to facility users.

2.3 Maintenance Schedule

2.3.1 The Contractor and the COR shall coordinate a schedule as to when to provide quarterly and monthly maintenance for the Kitchen equipment within two weeks after the effective date of the contract.

2.3.2 Hours of Services: The Contractor shall normally perform services after 8 am and complete by 5 pm. There are times the Contractor shall have to schedule work around the work schedules of the Canteen Service or Dietetics Service to allow food preparation or cleaning activities to continue in operation.

2.3.3 Holidays. The Contractor shall not provide services during Federal Holidays unless specifically scheduled in advance.

3.0 Contractor Responsibilities

3.1 The Contractor shall perform maintenance in accordance with (IAW) manufacturer’s recommendations. The Contractor shall physically test each piece of equipment to insure proper functionality. The physical tests shall include a “run through” of any electronic programming and display functions, temperatures, pressures, drainage, spray pattern, heating and cooling cycles, and any other functions required by the individual piece of kitchen equipment.

3.2 The Contractor shall respond to emergency call backs and will make repairs with on- site response within 24 hours after notification.

3.3 The Contractor shall inform the COR or designee when equipment needs repairs and provide status of ongoing repairs.

3.4 The Contractor shall provide the tools and equipment necessary to make repairs and dispose of all excess parts and materials.

3.5 The Contractor shall ensure that while performing repairs that customers using the facility are safe. While working, the Contractor shall keep tools and repair parts secured so that they do not present a safety risk to staff and patients at the facility.

3.6 The Contractor shall provide a written report after performing repairs (i.e. quarterly and monthly reports, emergency repairs report, etc.). The written report shall indicate the location, which equipment required repairs, status on out of service equipment, etc. Standard service invoice with company’s letterhead is acceptable.

3.7 Increase/Decrease in number of equipment during the POP. The Government may decrease or increase the number of equipment requiring maintenance and/or repairs. The Contractor’s proposed cost shall include up to the total of 255 pieces of commercial kitchen equipment. Should the number exceed 265 or decrease to less than 230, the Contractor and Contracting Officer (CO) shall re-negotiate prices to compensate all parties. The equipment list is currently 238 pieces of equipment.

4.0 Contractor Personnel Qualifications/Certification

3.1 The Contractor personnel shall be trained and certified to perform under this contract. The Contractor shall furnish a copy of technician’s training and experience in maintaining any of the varied pieces of equipment furnished.

3.2 The Contractor personnel shall wear an appropriate and professional uniform with company’s logo/name and nametag.

4.0 Contractor’s Quality Control Program (QCP)

4.1 The Contractor shall establish and maintain quality control to ensure all contract requirements are met. An original and one (1) copy of the Contractor’s QCP shall be forwarded to the COR. The COR will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

4.1.1 An inspection plan covering all services is required by this contract. The inspection plan must specify the equipment to be inspected on a scheduled basis.

4.1.2 On-site records of all inspections/repairs conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each repair.

4.1.3 The Contractor shall maintain on-site records of all repairs and maintenance.

5.0 Availability and Use of Utilities - The Government will make reasonably required amounts of utilities available to the Contractor from existing outlets, drops, water and/or plumbing drains.

6.0 Use of Roadways and Parking Lot

6.1 The Contractor shall park in designated parking areas and areas that will not obstruct any ongoing construction projects, or hospital services.

6.2 The Contractor shall notify the COR or designee if the loading docks are required for loading or unloading equipment.

7.0 Material Safety and Data Sheets (MSDS) - The Contractor shall furnish the Material Safety Data Sheets (MSDS) and the trade names (if any) and names of chemicals to be used in the performance of this contract prior to initial application.

8.0 Badges – The Contractor shall obtain a time limited Identification (ID) badge from the VA Police Service when providing services to the facility.

9.0 Call Back Requirement: If a repair or maintenance call is inadequate (as per manufacturer’s recommendations), the Contractor shall return (within twenty-four (24) hours after receipt of notification by the COR) to make necessary repairs or maintenance of the equipment.

10.0 Payments and Invoicing

10.1 Payment shall be made thirty (30) days in arrears, upon receipt of a proper invoice. If services are provided numerous times in each month, the Contractor shall combine the services into one invoice and submit for payment. Contractor’s billing invoices shall include the authorized Purchase Order and Contract number, description of services provide, itemize the number of equipment service and the technician’s name who provided the service.

11.0 Information Security - The Contractor and its personnel shall be subject to the same federal laws, regulations, standards, and VA directives and handbooks as VA personnel regarding information and information system security as per handbook 6500.6, contract security, appendix C.