SOW Food Service Equipment Repair and Maintenance 29 Jul 2026.docx

STATEMENT OF WORK

Food Service Equipment Repair / Maintenance

Table of Contents

1. Scope of Work

1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain all commercial kitchen equipment and food service carts located at the HJ Heinz and University Drive Veterans Affairs Medical Centers (VAMCs). The contractor shall provide coverage for all preventive maintenance / repair and emergency service. The contractor shall provide all coverage and benefits normally given in their commercial service and support agreements.

1.2. This contract is effective for one (1) year upon date of award plus four (4) additional annual options that may be exercised by the VA.

1.3. The commercial kitchen equipment and food service carts covered by this contract will not contain electronic patient health information (EPHI). The contractor shall not have access to EPHI. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks concerning Protected Health Information (PHI) and Personally Identifiable Information (PII) regarding information and information system security as delineated in this contract. The contractor must adhere to all medical center safety and medical guidelines.

1.4. Normal service requirements consist of scheduled preventive maintenance inspections, adjustments and repairs, as specified herein, along with scheduled maintenance in response to service calls made by designated VA personnel due to equipment breakdown or out of service equipment which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the kitchen equipment or food carts.

2. Equipment

2.1. The equipment to be serviced/maintained includes:

HJ Heinz itemized list of kitchen equipment and food carts University Drive itemized list of kitchen equipment and food carts

3. Definitions/Acronyms

3.1. VA Pittsburgh HealthCare System consists of 2 medical centers located at 2 different locations.

3.2. CO – Contracting Officer.

3.3. COR / PM – Contracting Officer’s Representative / Program Manager

3.4. IAW – In Accordance With

3.5. PM – Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

3.6. FSE – Field Service Engineer. A person who is authorized by the contractor

3.7. FSR – Field Service Report. Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

3.8. Acceptance Signature – Signature of VA Pittsburgh Healthcare employee who indicates the service conclusion/status and user has accepted work as complete/pending as stated in work order.

3.9. Authorization Signature – COR’s signature; indicates COR accepts work status as stated in work order IAW the statement of work.

3.10. OSHA – Occupational Safety and Health Administration.

3.11. CFESA - Commercial Food Equipment Service Association

4. Conformance Standards

4.1. Contractor to provide all necessary materials, parts and labor for all preventative maintenance and emergency services for all kitchen equipment and food service carts for both HJ Heinz and University Drive medical centers.

4.2. All technicians must be certified and knowledgeable to work on various types and manufactures of commercial kitchen equipment and food service carts.

4.3. The technician must have a CFESA certification. All work is to be performed per the manufacturers’ specifications and recommendations and industry standards for commercial kitchen equipment repair and maintenance.

4.4. Contractor shall maintain the equipment IAW manufacturer’s standards.

4.5. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts.

4.6. All parts will be covered in this agreement.

5. Hours of Coverage

5.1. The contractor will respond by phone or email, at no additional charge, Monday through Friday, within the normal business hours of 7:00 AM to 4:30 PM EST. Contractor shall perform preventive maintenance and service three (3) days per week (typically Monday, Wednesday, and Thursday) at either the HJ Heinz facility or the University Drive Medical Center, as required. Specific workdays and locations may be modified at the direction of designated VA personnel to meet the operational needs.

5.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless the contractor has a callback or emergency service.

5.2.1 In the event the contractor chooses to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor shall submit a request to the COR prior to the proposed start of the maintenance and no performance of the request shall commence until the request is approved.

5.2.1.1 The COR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

5.3. Scheduled maintenance shall be performed in accordance with the manufacturer’s recommended intervals and be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approved by the COR and CO.

5.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR.

5.5. Federal holidays observed by VA Pittsburgh HealthCare System are:

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day New Years Day Martin Luther King Day President's Day Memorial Day Juneteenth National Independence Day Independence Day and any other day specifically designated by the President of the United States.

6. Unscheduled Maintenance

6.1. The Contracting Officer, COR, and designated VA personnel have the authority to approve/request a service call from the contractor.

6.2. Response time:

6.2.1. Contractor’s FSE shall respond by phone or email during normal business hours or within thirty (30) minutes after normal business hours.

6.2.2. If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive not later than four (4) business hours after the call is placed. Uptime commitment shall be 95%.

7. Scheduled Maintenance

7.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer’s Maintenance Manuals for the system.

7.2. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

7.3. PM services shall include, but not be limited to, the following:

7.3.1. Cleaning of equipment to include filters, gearing, and other parts.

7.3.2. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer’s specifications.

7.3.3. Calibrating and lubricating the equipment.

7.3.4. Performing remedial maintenance of non-emergent nature.

7.3.5. Performing electrical safety inspection IAW National Fire Protection Association (NFPA) 99.

8. Parts

8.1. The contractor shall provide the Government all of the necessary identifiable information for replacement parts required to keep the system in operating condition as originally designed by the manufacturer. The COR/PM will need to concur and approve the recommendation to purchase specified parts on behalf of the Government.

8.2. Parts may be repaired or replaced, as the contractor deems it appropriate.

9. Service Manuals

9.1. VA will not provide service manuals of service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

9.2. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

10. Documentation/Reports

10.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications. Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number and date due calibration.

10.2. Any additional charges shall be approved by the CO via the COR before start of service.

11. Reporting Requirements

11.1. Upon arrival at either VA medical center, the contractor shall be required to check in with the COR or VA assigned personnel. Contractor’s FSE(s) shall always wear visible identification while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all times while working at a VA facility.

11.2. When service is completed, the FSE shall document services rendered on a legible Equipment Service Report (ESR) and submit to COR or designated VA personnel that requested the service. A copy of the work order completed is to be given to the COR or designated VA personnel onsite.

11.3. In those cases when the Facility Maintenance office is closed, contractor personnel will log in and/or out via the VA police and after-hours service shall be prearranged with the COR or designated VA personnel.

12. Services Beyond the Contract Scope

12.1. Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers not responsible for under the terms of the contract.

12.2. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs.

13. Condition of Equipment

13.1. The contractor accepts responsibility for the equipment described in “as is” condition.

14. Test Equipment

14.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology (NIST) standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used.

15. Parking, Smoking, and VA Regulations

15.1. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

15.2. Smoking is prohibited inside all VA buildings.

15.3. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

15.4. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

15.5. INFLUENZA TESTING: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VAPHS.

Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer’s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192.

TUBERCULOSIS TESTING: Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR.

Please provide a signed memo stating that:

(number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days.

(number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater.

16. Contractor Qualifications

16.1. “Fully qualified” is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

16.2. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract.

16.3. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.

17. Invoicing

17.1. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

End of Statement of Work