SOW_Room Divider Service Contract.pdf

DEPARTMENT OF VETERANS AFFAIRS

Lebanon Veterans Affairs (VA) Medical Center

Statement of Work

Title of Project: Preventive Maintenance Inspection and Repair Service for Modernfold Electric Operable Wall System

Background: The Lebanon Veterans Affairs Medical Center (LVAMC), Lebanon, PA, has a requirement for a preventive maintenance inspection and repair service contract for our Modernfold Electric Operable Wall System. The Lebanon VAMC purchased the wall system new in January of 2023 and will need yearly preventive maintenance as well as any unscheduled periodic repairs.

Scope of Work: The contractor shall provide all labor, materials, tools, equipment, supervision, and quality assurance necessary to perform maintenance services ensuring that the Education Department’s Modernfold Electric Operable Wall System is operating as designed. Work shall consist of preventive maintenance inspections, equipment repair, and disposal of any defective parts resulting from a repair.

Place of Performance: Lebanon VA Medical Center, 1700 S. Lincoln Avenue, Lebanon, PA 17042. Bldg. 22, 2nd floor, Room 224

Period of Performance: The Government intends the award of a Firm Fixed-Price Base plus Four (4) Option Year contract for Annual Preventive Maintenance Inspections with a Service Repair Call

General Requirement: The contractor shall have experience in doing these types of inspections/repairs and all the equipment to complete the task.

Annual Preventive Maintenance Inspections will be accomplished once a year. Annual Preventive Maintenance Inspection to occur within one (1) month of the base/option year contract start date.

As needed, Service Repair Calls to occur for Base Year plus Four (4) Option Years. The Government does not anticipate these As Required Service Calls to occur more than four (4) times a year. Individual task orders will be placed on an as needed basis for unscheduled repairs.

Description of Services:

Annual Preventive Maintenance: Preventive maintenance is the care and servicing of equipment for the purpose of maintaining the equipment in serviceable condition based on experience with the equipment, and in accordance with manufacturer’s specifications as listed in technical literature. The Preventive Maintenance Inspection (PMI) shall include checking for proper operation and detection and/or correction of electric operable wall failure before major problems develop.

The Annual Preventive Maintenance Inspection shall include, but is not limited to:

1. Removal of metal shavings in track

2. Adjustment of guide pins

3. Service track including track alignment at all joints and intersections to enable smooth transitions. Clean and lubricate all wheel running surfaces, guide rollers, diversion blades, and diversion pins.

4. Adjust and align existing soft trim to prevent sound leaks.

5. Adjust and align elevations of panels for complete seal on all edges.

6. Adjust bottom seals to operate smoothly and check for correct ground clearance to avoid unnecessary wear. Trim seals as needed.

7. Check all pendant bolts for abnormal and excessive wear.

8. Check all rollers for flat spots, wear tolerances, and worn bearings.

9. Adjust and align pass doors and lubricate hinges.

10. Adjust and align pocket doors for correct closure and lubricate hinges.

11. Test and adjust closure jamb extension mechanism.

12. Perform visual sound seal test and adjust equipment to correct leaks.

13. All new equipment and materials shall come with a standard one-year warranty. Warranty shall begin after installation of equipment and acceptance by the POC.

As Required Service Repair Calls: The contractor shall be available to make service calls for unscheduled repair service to maintain serviceable equipment. This may include replacement of defective parts.

The As Required Service Repair Calls shall include, but is not limited to:

1. Upon notification of the need for service or repair work, the contractor shall have 48 hours to identify the problem and provide details for required repairs or replacement of defective parts to the Point of Contact (POC).

2. Unlimited telephone support must be available from 7:00 a.m. to 4:30 p.m. Eastern Standard Time (EST). If the Lebanon VAMC point of contact (POC) is unable to get a hold of the contractor via telephone, the POC will leave a voicemail and the contractor must respond to the voicemail within 24 hours.

3. If required, work shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

4. The Contractor shall provide a list of parts and associated costs for repairs to the POC, for approval, prior to replacement.

5. Only the Contracting Officer (CO) or POC will have the authority to approve repairs.

6. If approved, any parts or repairs will be addressed via individual task order.

7. Upon arrival on site, the Contractor’s service technician shall work continuously until repairs are completed. The only exception shall be delay due to shipping of replacement parts.

8. The Contractor’s service technician shall prepare a service report for each service/repair call and obtain the signature from the POC to certify the service was completed and accepted.

Contractor Responsibilities:

Contractor shall provide qualified personnel to inspect, repair, and install all materials.

Contractor is responsible for ensuring the proper disposal of all waste generated from the inspection/repair activities. Waste must be removed from facility grounds and not disposed of in government-owned waste bins or dumpsters.

Contractor is responsible for securing all materials, equipment, and tools while on government property or in the government facility. Government is not liable for any lost or stolen items that are not properly secured.

Contractor shall have rapid and reliable access to manufacturer’s original parts and materials to repair existing system in accordance with this contract.

Government Responsibilities:

The Government will provide site access and escorts through the Education Department as needed.

The Government will provide adequate space for inspection/repair of the electric operable wall system.

Other Considerations:

Records Management Language: This contract appears to create, maintain and/or disposition of Federal Records.

Point of Contact (POC): The POC shall be the technical point of contact for all work-related requirements. The POC does not have authorization to change, alter, or remove any requirements stated in the statement of work. The Contracting Officer is the only government authorized person to change the statement of work or any resultant contract.

Note: The POC has no authority to change the terms and conditions of the awarded contract.

Work Hours: Standard Operational Hours are 0730-1600, Monday through Friday, excluding federal holidays and weekends.

Delivery: If at any time delivery of equipment/tools is needed, equipment is to be delivered to the Lebanon VA Medical Center, Attn: Warehouse, 1700 S. Lincoln Avenue, Lebanon, PA 17042 during normal business hours.

Delivery to the facility shall be coordinated at least 72 hours prior to required delivery date with the Warehouse Supervisor.

Note: The Warehouse Supervisor has no authority to change the terms and conditions of the awarded contract.