STATEMENT OF WORK.docx

STATEMENT OF WORK

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 (PW20-1) Customer: Nutrition & Food Services (NFS), Kansas City VA Medical Center

PSC: 7310 | NAICS: 333310

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 dishwasher (name brand or equal to Hobart PW20-1) 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 old equipment.

• Coordinate delivery with the facility point of contact to arrange access and scheduling.

Point of contact for delivery coordination: Raymond Thomas at 816-861-4700 x56797.

Delivery and installation completed within 60 calendar days after receipt of order (ARO).

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).

8. Deliverables & Schedule

• Submittals: Model/cut-sheets; mapping to salient characteristics; installation plan; safety plan — Due: Before final acceptance

• 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: Before final 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

• Authorized reseller letter – 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; 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.

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.

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. Contract Administration & Authority All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. If the Contractor effects any change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result.

12. Contracting Officer’s Representative Pursuant to VAAR Provision 852.270‑1, Representatives of Contracting Officer, the designated representative for this contract will be determined at award.

13. Acronyms and Definitions CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.

CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.

CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR: Contracting Officer’s Representative. An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

QA: Quality Assurance. Actions taken by the Government to assure contracted services meet PWS requirements.

14. Personnel

14.1 Non‑Personal Services

This is a non‑personal services contract. Personnel rendering services under this contract are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The Government shall not exercise any supervision or control over the contractor personnel performing services herein. Such contractor personnel shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

15. Hours of Operations Business hours for the VAMC follow:

• Administrative hours: Monday through Friday, 8:00 a.m. – 4:30 p.m.

• National Holidays: The 11 holidays observed by the Federal Government are: New Year’s Day; Martin Luther King’s Birthday; Presidents Day; Memorial Day; Juneteenth Independence Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving; Christmas; and any other day specifically declared by the President of the United States to be a national holiday.

• Off‑Duty hours: Friday through Monday, 4:30 p.m. – 8:00 a.m.; Monday through Thursday, 4:30 p.m. – 8:00 a.m.

16. Quality Control & Government Surveillance The COR may perform surveillance of services by any of the methods listed below:

• Observing actual performance;

• Inspecting the services to determine whether performance meets the performance standards;

• Review of any other appropriate records.

When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.

Pursuant to VAAR Provision 852.270‑1, the Government shall periodically evaluate Contractor performance by appointing a COR to monitor performance to ensure services are received. The Government representative(s) shall evaluate Contractor performance through observations, inspection of services, or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re‑performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.

17. Contract Security “The C&A requirements do not apply and a Security Accreditation Package is not required.”

18. 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.

19. 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.

20. 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.

21. 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.