J041--36C25526Q0257 iCE MACHINE PREVENTIVE MAINTENANCE TOPEKA VA MEDICAL CENTER AND JUNCTION CITY CBOC

Performance Work Statement (PWS)

Ice Machine Preventive Maintenance, Cleaning, and Sanitizing

Department of Veterans Affairs Colmery O Neil VA Medical Center (VAMC)

2200 Gage Boulevard, Topeka, KS 66622

1. Purpose and General

This Performance Work Statement (PWS) defines the requirements for quarterly preventive maintenance (PM), cleaning, descaling, and sanitizing of ice machines located throughout the Colmery O Neil VA Medical Center and designated Community Based Outpatient Clinic (CBOC) locations, to ensure continuous, reliable, and safe operation in accordance with manufacturer specifications and applicable regulations.

2. Description of Services

The Contractor shall provide all labor, supervision, tools, equipment, materials, transportation, and expertise necessary to perform quarterly PM, cleaning, descaling, and sanitizing of all ice machines identified in Attachment 1 Ice Machine Inventory. Work shall be performed in accordance with manufacturer recommendations and applicable VA and regulatory requirements.

3. Scope of Work

3.1 General Requirements

Unless otherwise specified, the Contractor shall furnish all supplies, materials, tools, personnel, equipment, supervision, and other items necessary to maintain the equipment under this PWS.

VA Facilities Management will provide water filters for the units; see Section 8 Government Furnished Materials.

3.2 Preventive Maintenance Cleaning, Descaling, and Sanitizing

Perform quarterly PM on each unit listed in Attachment 1, per manufacturer instructions.

At a minimum, each PM shall include:

Pre service checks: visual inspection, operational assessment, and lockout/tagout as applicable.

Cleaning and Descaling: use manufacturer approved chemicals (e.g., nickel safe cleaner where required) and procedures for the evaporator, water system, bin/dispensing lines, and any accessible surfaces/components.

Sanitizing: sanitize food contact surfaces, water circuits, bins, and dispensers per manufacturer specifications after cleaning or when the evaporator is free of ice.

Filter Maintenance: replace water filters when due per manufacturer guidance or as directed by the COR; document replacement and label date of installation.

Post service checks: flush systems, discard first batch of ice per manufacturer guidance, verify correct operation, inspect for leaks, and confirm ice quality/harvest.

Labeling and Documentation: affix PM sticker/date and complete the service report (see Section 11).

3.3 Regulatory Compliance

All services shall conform to manufacturer performance and technical specifications and applicable federal, state, and local codes and standards, including but not limited to:

National Electrical Code (NEC)

Life Safety Code (LSC)

Joint Commission (JC) standards applicable to equipment maintenance

VA Regulations/directives applicable to cleaning of Reusable Medical Equipment (RME), if/when relevant to units with patient contact assemblies

OSHA requirements and VA safety policies

Note: Where this PWS references standards generally, the Contractor shall follow the current manufacturer service manuals and applicable regulatory guidance. If discrepancies arise, notify the COR and seek CO direction.

4. Place of Performance

Primary site: Colmery O Neil VAMC, 2200 Gage Blvd, Topeka, KS 66622.

Additional site(s): Junction City CBOC (see Attachment 1 for inventory entries).

5. Period of Performance

See Schedule of Services and Prices in the contract for the base and option periods.

6. Hours of Work

Normal business hours: Monday Friday, 8:00 a.m. 4:30 p.m.

Off duty hours: Friday Monday, 4:30 p.m. 8:00 a.m.; Monday Thursday, 4:30 p.m. 8:00 a.m.

Federal Holidays: New Year s Day; Martin Luther King Jr. Day; Presidents Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any day declared by the President.

Work Window Requirements:

Routine PM shall be scheduled during normal business hours unless otherwise approved by the COR.

Off hours work requires advance COR approval; any price impact must be approved by the CO before performance.

7. Contractor Personnel and Qualifications

Personnel performing maintenance must be fully qualified and competent to service the specific makes/models listed.

EPA Section 608 refrigerant certification is required and must be provided to the COR prior to commencing work.

Factory training/certification for Follett, Manitowoc, Scotsman, and Hoshizaki units is preferred; at minimum, technicians shall demonstrate ability to perform manufacturer specified procedures.

8. Government Furnished Materials (GFM)

Water filters will be provided by VA Facilities Management for replacement when due.

The Contractor shall coordinate pick up with the COR and note filter changes in the service report.

The Contractor is responsible for proper disposal of used filters and waste materials in accordance with facility environmental and infection control policies.

9. Safety and Infection Control

There is a potential for exposure to bloodborne or other infectious materials in hospital settings. The Contractor shall use Universal/Standard Precautions at all times and provide appropriate Personal Protective Equipment (PPE).

Maintain Safety Data Sheets (SDS) for all chemicals used and comply with VA requirements for chemical use and storage.

Follow applicable Lockout/Tagout procedures when servicing electrical or mechanical systems.

Coordinate with the COR to minimize disruption in patient care areas; use appropriate signage/barriers as required.

10. Equipment List / Inventory

The equipment covered under this PWS is identified below Ice Machine Inventory.

Inventory Accuracy Note: Some entries have incomplete model/serial information. The Contractor shall verify and correct make/model/serial data during the first PM and report discrepancies to the COR.

11. Deliverables and Reporting

11.1 Service Reports

For each PM, the Contractor shall submit a detailed field service report to the COR within two (2) business days of service completion. The report shall include, at a minimum:

Service date and time (start/finish).

Building, wing, and room location.

Make, model, and serial number of equipment serviced.

Total labor time performing maintenance.

Detailed narrative of maintenance performed, including cleaning/descaling/sanitizing steps and chemicals used.

Filter replacement (Yes/No) and filter type/part number if replaced.

List of parts replaced (if any).

Observed deficiencies and recommendations.

Cause of malfunction (when applicable).

Photos (optional) of key components before/after if issues are noted.

11.2 PM Schedule

Provide a quarterly plan/schedule to the COR no later than 10 business days prior to the start of each quarter.

Notify the COR at least 48 hours in advance of site visits, and coordinate escort needs and area access.

12. Quality Assurance and Performance Standards

12.1 Government Surveillance

The COR may monitor performance by:

Observing work in progress and upon completion.

Inspecting service reports and visual condition of units.

Reviewing records and responding to staff feedback.

12.2 Performance Standards & Acceptable Quality Levels (AQL)

PM Completion: 100% of listed machines serviced each quarter. AQL: 98%; any shortfalls must be corrected within 5 business days.

Procedure Compliance: All PMs performed in accordance with manufacturer methods. AQL: 100%.

Service Report Timeliness: Reports submitted within 2 business days of completion. AQL: 95%.

Workmanship/Quality: No repeat findings due to improper cleaning/sanitizing on subsequent inspection. AQL: 95%.

12.3 Remedies

If services do not conform to contract requirements, the Government may require re performance at no additional cost.

For unacceptable performance, the COR may issue a Contract Discrepancy Report (CDR).

When a corrective action plan is required, the Contractor shall submit it to the COR within 3 business days of CDR receipt.

Rework shall be completed within 5 business days unless otherwise directed.

13. Contract Administration

All contract administration functions are retained by the Department of Veterans Affairs.

The Contracting Officer (CO) is the only person authorized to approve changes or modify contract requirements.

The Contractor shall communicate with the CO on all matters affecting price, quantity, or quality.

Any changes directed by persons other than the CO are unauthorized; no price adjustment will be made for such changes.

14. Contracting Officer s Representative (COR)

The COR will monitor performance, verify services received, and serve as the primary point of contact for scheduling and access.

15. Security, Access, and Badging

The Contractor shall schedule work with the COR and check in upon arrival.

The COR (or designee) will escort the Contractor to the appropriate areas as needed.

All Contractor personnel shall comply with facility security/badging requirements and wear visible identification while onsite.

The COR will escort the Contractor out upon completion.

16. Personnel and Legal Compliance

Non Personal Services: Contractor employees are accountable solely to the Contractor and not subject to Government supervision or control.

Immigration and Nationality Act (1952, as amended): The Contractor shall comply with all applicable provisions and related regulations enforced by Homeland Security, ICE, and the U.S. Department of Labor.

17. Equipment Additions/Removals

The inventory in Attachment 1 represents the assets at time of award.

Additions or removals during the period of performance shall be coordinated with the COR.

Any price or quantity adjustments require CO approval (e.g., via modification/CLIN adjustment).

18. Attachments Index

Attachment 1 Ice Machine Inventory

Attachment A Service Report Content Requirements (included in Section 11.1 above)

Attachment 1 Ice Machine Inventory

Note: Manufacturer names standardized. Entries with missing data are marked TBD verify during first PM.

Building

Wing

Room

Make

Model No.

Serial No.

Notes

1

AC

101

Follett

50FB400W

L16923

1

A

108

Follett

50FB400W

6064

1

A

101 (Starbucks)

Manitowoc

QM45A

TBD

Unit 1 of 2 at Starbucks

1

A

101 (Starbucks)

Manitowoc

QM45A

TBD

Unit 2 of 2 at Starbucks

1

A

134

Follett

50FB400WS

C69060

1

C

204

Follett

50FB400W

C78945

1

C

302

Follett

50FB400W

B13422

1

A

406

Follett

50FB400W

K51929

1

B

401

Follett

50FB400W

L20224

1

C

415

Follett

50FB400W

006035

1

C

530

Follett

50FB400W

08341500613

2

B

132

Follett

12CI414A S

S10855

2

B

211

Follett

50FB400W

C69059

2

C

238

Follett

50FB400WS

K51012

2

C

365

Follett

50FB400W

D75125 28812

3

B

126

Follett

50FB400W

D8924201313

3

A

223

Follett

50FB400W

K50831 23213

4

B

113

Follett

50FB400W

D75122 25812

4

B

209

Follett

50FB400W

D75118 28811

4

C

265

Follett

50FB400W

D83419 00613

5

B

226

Follett

50FB400W

L20357

6

C

150

Follett

50FB400W

L38448

6

D

154

Follett

50FB400W

E793650891

9

C

030

Follett

50FB400WS

L74343826220

9

A

115

Follett

50FB400W

J87939

9

A

220

Follett

50FB400W

5365

20

101A

Follett

50FB400W

95M0

20

112

Scotsman

C0530MA 1

1207132001194

Original list order retained

24

A

113

Follett

OAG2

D74262 28112

24

107

Manitowoc

5Y0504A

110092710

41

111

Follett

50FB400WS

C68723

42

109

Hoshizaki

173G

G23173G

43

108

Follett

3JA1

184238

Junction City CBOC

North

Manitowoc

CNF201A 161

1121186257

Junction City CBOC

South

Manitowoc

TBD

TBD

Original entry showed F01105M in Make column; verify make/model/serial