SOW Pot_Pan_Utensil_Washer KCVAMC.docx

Statement of Work (SOW) KCVAMC Pot, Pan, and Utensil Washer Replacement Department of Veterans Affairs — Kansas City VA Medical Center (KCVAMC)

Project Title: KCVAMC Pot, Pan, and Utensil Washer Replacement (PW20) Customer: Nutrition & Food Services (NFS), Kansas City VA Medical Center

PSC: 7310 | NAICS: 333319

1. Background KCVAMC Nutrition & Food Services requires replacement of the existing Pot, Pan, and Utensil Washer located in the main kitchen (Room mb.255). The current unit is beyond economic repair and no longer meets operational sanitation requirements.

2. Scope The Contractor shall provide, deliver, install, and commission one commercial flight‑type dishwasher (name brand or equal to Hobart PW20) that meets or exceeds the functional performance requirements specified herein, and shall provide on‑site operator training and standard warranty support. Solutions proposed as “equal” must fully meet the salient functional characteristics and performance standards in Sections 4 and 7.

3. Objectives Restore reliable, compliant high‑temperature sanitizing of pots, pans, and utensils to support KCVAMC NFS operations.

Reduce water/energy use within the required performance envelope.

Ensure safe, code‑compliant installation with minimal disruption to patient care and kitchen operations.

Transfer knowledge through effective operator training and provision of OEM operation & maintenance manuals.

4. Performance Requirements / Tasks

4.1 Equipment Supply (Commercial Product)

Sanitizes with high temperature: wash ≥150°F and final rinse ≥180°F (as measured at respective manifolds).

Water use: nominal ≤2.35 gallons per cycle.

Capacity: chamber accepts 20 full‑size pans or one 140‑quart mixing bowl.

Wash/rinse action: dual, revolving anti‑clog wash and rinse arms (upper/lower).

Plumbing features: automatic fill, pumped drain, delime pump, water hammer arrestor kit.

Power/heat: electric tank heat, 208–240 V / 60 Hz / 3‑phase; corrosion‑resistant pump.

Throughput: selectable timed cycles yielding approximately 20 racks/hour (2‑min), 12 racks/hour (4‑min), 8 racks/hour (6‑min).

Stability: flanged feet for secure anchoring.

Condition: new OEM (no used/refurbished/gray‑market items).

Note: Vendors proposing “equal” products shall map each salient characteristic above to their model/specification. See acceptance criteria in Section 7.

4.2 Delivery & Installation

Deliver equipment to KCVAMC and install in Room mb.255. Coordinate placement, anchoring, and utility connections (electrical, water, drain, venting as applicable) with Facility Engineering.

Provide all ancillary materials (e.g., fittings, anchors, sealants, cord/conduit, hoses, and any trim or bracing) necessary for a complete, code‑compliant installation.

Perform start‑up/commissioning, including calibration and verification tests in Section 7.

Remove all packaging, debris, and waste materials; restore work area to clean, safe condition.

Remove and discard of old equipment.

Contact Raymond Thomas at 816-861-4700 x56797 to arrange delivery Need by date: November 15, 2026

4.3 Training

Provide on‑site operator training covering safe operation, cycle selection, sanitation verification, cleaning/maintenance, and basic troubleshooting.

Provide training materials (printed and electronic) accessible to a range of users; see Section 10 (Accessibility).

4.4 Warranty & Support

Provide minimum 1‑year parts and labor warranty; identify authorized service coverage region and escalation paths.

Provide OEM operation & maintenance (O&M) manuals with parts lists and wiring/plumbing schematics.

5. Place of Performance Kansas City VA Medical Center, Main Kitchen Room mb.255 (exact building/entry/logistics details to be coordinated post‑award).

6. Period of Performance Delivery and installation completed within 60 calendar days after receipt of order (ARO), unless otherwise proposed and accepted as part of the vendor’s schedule.

Operator training conducted within 2 business days after installation/commissioning.

Warranty period commences upon Government final acceptance (Section 7).

7. Performance Standards & Acceptance Criteria Sanitization Temperatures: wash manifold ≥150°F and final rinse manifold ≥180°F under normal operating conditions, confirmed with calibrated instruments or data logger.

Functional Throughput: selectable cycles achieving approximately 20 / 12 / 8 racks per hour for 2/4/6‑minute cycles (empty‑rack simulation or OEM validation).

Water Use: average ≤2.35 gallons per cycle (OEM spec or commissioning measurement).

Capacity & Physical Fit: chamber accommodates 20 full‑size pans or a 140‑quart mixing bowl; installation fits available space and clearances; anchoring via flanged feet verified.

Codes/Standards Compliance: equipment/installation comply with NSF sanitation standards, UL/cUL safety listing, and applicable codes (e.g., NFPA 70/NEC, local plumbing/mechanical codes).

OEM/Authorized Source: equipment is new OEM; vendor provides proof of authorized reseller status and OEM warranty; no gray‑market/counterfeit items.

Training Delivery: on‑site training completed; users demonstrate cycle selection and sanitation checks; Government receives training materials as specified.

Documentation: delivery of O&M manuals and as‑installed connection diagrams; submission of required security/privacy and badging items (as applicable).

Machine must fit within these measurements: Width 47.5” – Depth 46 3/7” – Height (floor to hood of exhaust vent) 86”

8. Deliverables & Schedule

• Submittals: Model/cut‑sheets; mapping to salient characteristics; authorized reseller letter; installation plan; safety plan — Due: Within 10 business days ARO

• Commissioning/Test Report: Temperature readings (wash/rinse), throughput, water‑use summary; calibration certificates — Due: At installation completion

• O&M Manuals: OEM operation & maintenance manuals; parts lists; wiring/plumbing schematics — Due: At delivery/installation

• As‑Installed Diagrams: Electrical/plumbing/anchoring details; serial numbers — Due: Within 10 business days after acceptance

• Training: On‑site training completion report; sign‑in sheets; training materials (print/electronic) — Due: Within 2 business days after commissioning

• Warranty Certificate: OEM warranty; service contacts; response times — Due: At acceptance

• IFU/Cleaning Instructions: Equipment cleaning instructions/IFU documents provided with the unit — Due: At delivery/installation

• LOS Compliance (if VFCP applies): Signed VAAR 852.219‑75/‑76 Certificate of Compliance and, if requested, M819‑A Payment‑Based LOS Worksheet — Due: At award and upon request

9. Government‑Furnished Resources (GFR) Access and escorts as required by facility policy; utility service points (existing building power/water/drain) in the kitchen area; and reasonable work windows coordinated to avoid meal service peaks.

The Government does not furnish equipment, installation materials, or tools; Contractor provides all consumables and ancillary items necessary for a complete installation. (Facility will coordinate shut‑offs and access to utility rooms, when required.)

10. Special Requirements

10.1 Security, Privacy, Badging (Physical Access)

Where Contractor personnel require physical access to VA facilities, they must meet VA PIV/badging and personnel vetting requirements and follow facility security rules. Contractor shall comply with VA privacy and cybersecurity training requirements for any access to VA systems or sensitive areas and shall report security/privacy incidents immediately. (Applies generally to on‑site work; this acquisition does not include VA system logical access.)

Liquidated Damages (SPI): If the work requires access to Sensitive Personal Information (SPI), the solicitation/award may include VAAR 852.211‑76 (Liquidated Damages—Reimbursement for Data Breach Costs); Contractor shall comply with all incident reporting and cooperation requirements therein. Applicability will be determined by the CO.

10.2 Accessibility (Section 508 / Physical Accessibility)

The equipment is non‑ICT; VAAR 852.239‑75 (ICT Accessibility Notice) generally applies to ICT acquisitions. However, any electronic training materials provided must be accessible (e.g., tagged PDFs, readable text, alt text for images) to the extent feasible. The installation must maintain accessible routes/clearances in the kitchen work area and avoid creating barriers for staff with disabilities (coordinate with facility Safety/Accessibility POCs).

10.3 Gray‑Market/Counterfeit Prevention

All equipment shall be new OEM, sourced from authorized channels; proposals shall include proof of authorized reseller status. No gray‑market or counterfeit items are permitted.

10.4 Technical Industry Standards & Manuals

Contractor shall ensure compliance with relevant technical industry standards and shall provide Equipment Operation & Maintenance Manuals with required content to enable safe operation and maintenance. (References: VAAR 852.211‑72; VAAR 852.211‑70.)

10.5 Small Business / Vets First (if applicable)

If this acquisition is conducted under Vets First set‑aside (SDVOSB/VOSB), the Contractor shall comply with Limitations on Subcontracting (LOS) and Non‑Manufacturer Rule as applicable, including submitting the VA Notice of Limitations on Subcontracting—Certificate of Compliance (VAAR 852.219‑75/‑76) and, upon request, the M819‑A payment‑based LOS worksheet.

11. Key Personnel Identify the Installation Lead/Foreman and Authorized Service Technician(s) (certified by OEM where applicable). Provide point of contact, qualifications/certifications, and on‑site lead presence during installation/commissioning/training.

12. Quality Assurance & Government Surveillance The Government will perform inspection and acceptance per Section 7. For commercial products/services, the Government may rely on the Contractor’s existing quality assurance program in lieu of Government inspection/testing prior to acceptance, consistent with VA policy.

13. Safety, Infection Control, and Work Hours Comply with facility Safety, Infection Control Risk Assessment (ICRA) requirements, Lockout/Tagout, and OSHA standards; coordinate work windows to minimize disruption to kitchen operations.

After‑hours work may require VA escort; contractors may not escort other contractors.

14. Risk Management & Continuity of Operations Contractor shall develop a site‑specific installation risk plan addressing utility interruptions, hot‑work permits (if any), spill control, and emergency contacts. Provide contingency for delivery delays and document lead times in the project schedule.

15. Invoicing & Payment Invoicing instructions will be provided in the solicitation/award. The Government will not pay for unauthorized work or for repeated site access due to Contractor failure to meet badging/security requirements.