J072--635-26-3-5006-0048 New Ice Machine Preventive Maintenance (VA-26-00056419)

Ice Machine Preventive Maintenance Service

Oklahoma City VA Health Care System

VA Medical Center

Oklahoma City, OK. 73104

BRIEF SCOPE OF WORK

(This is for information only)

Ice Machine Preventive Maintenance Services in accordance with the terms and conditions stated within this abbreviated Performance Work Statement (PWS).

The subsequent solicitation is planned to be a Base with Four possible Option Year(s) Contract.

This is a Request for Information (RFI) Only for Market Research purposes, no Award will be made from this RFI.

INSPECTION SERVICES:

General:

The purpose of this contract is to provide the Oklahoma City VA Health Care System with comprehensive preventative maintenance and cleaning services for its inventory of ice machines. The facility has a fleet of 54 individual ice machine units requiring semi-annual maintenance per each unit s OEM and the hospital s infection control management plan.

LOCATIONS:

OKC VA Medical Center

921 NE 13th street

OKC OK 73104

Lawton Main 4303

Pitman St.

Ft Sill OK 73503

SERVICES AND DELIVERABLES:

The contractor shall supply all labor, materials, and other supplies needed to complete all required maintenance, testing, inspections, and cleaning in accordance with each machine s OEM.

The contractor shall be expected to perform contracted services onsite at the VA medical centers listed. The VA medical facility will not provide any materials, parts, or tools to the contractor; the VA will only provide a space for the contractor to perform the preventative maintenance services within the Engineering shops on an incremental basis.

Work shall not be performed at the same location where each ice machine sits throughout the facility. The contractor shall be expected to go to each respective ice machine location and move it to the designated location within the Engineering shops to perform maintenance so that no interruptions occur throughout the facility.

In addition to performing maintenance on each of the ice machines, the contractor shall be expected to maintain a detailed log showing clearly when each unit s preventative maintenance was performed, the locations that the unit was placed back in the facility, and the next due date for maintenance/cleaning based on a semi-annual interval. The documentation that the contractor keeps must be in two forms.

First, a hard copy log showing the dates completed with each respective technician s handwriting (do not pencil whipped).

Second, a digital Excel file showing the current inventory of ice machines and their respective locations.

Upon completion of each PM interval, the contractor shall be expected to remove any old stickers from each individual ice machine before placing the new PM sticker on the unit in a clearly visible location. The PM sticker must indicate with no ambiguity as to when the next due date is for the unit s PM. Sticker dates must adhere to the following formats: DAY-MONTH-YEAR (e.g., 15-MAR-2026).

The contractor s preventative maintenance program shall include, but not limited to, the following actions during each semi-annual service:

Vacuum/brush dust and lint on condenser coils to maintain efficiency

Clean and sanitize ice scoops for proper hygiene

Wipe dispensers, buttons, doors, drip trays and bin exterior using hospital-grade disinfectants

Apply suitable sanitizing cleaning solution (e.g., Follett Solution A) to remove mineral buildup

Use a mild, manufacturer-approved detergent and warm water to scrub interior components (e.g., bin walls, scoop holder, ice chute)

Apply suitable descaling solution to remove chemical build ups

Rinse with sanitizer solution (e.g., Follett Solution B) as per guidelines

Empty ice container bin and dispose of leftover ice do not refreeze or reintroduce to machine

Rinse thoroughly with potable water to remove residue (allow drying before producing fresh ice and discard first batch after cleaning to ensure no sanitizer remains)

Ensure procedures include water line inspection, filter replacement, mechanical parts check, and adherence to infection-control standards

Use no-touch dispensers when possible; discourage hand contact with ice

Maintain detailed records of maintenance to support infection prevention audits

In addition to the digital and hard copy deliverable, the preventative maintenance report shall cite each individual OEM s maintenance requirements/recommendations to ensure that the minimum baseline services are provided to the VA. The digital report shall be provided to the VA following each 6-month service increment. The document shall show the specific date PMs were completed, the dates printed on the PM sticker, the name of the technician who performed the service, and the VA representative reviewed the work. Again, all PM stickers must be placed on an easily visible spot on the unit.

Oklahoma City VA Medical Center

Model #

Serial #

PMI #

DCM-270BAH-OS

B15856E

635 EE51926

DCM-270BAH

K00085M

635 EE76339

DCM-270BAH

K05317K

NO PMI

DCM-270BAH

D23425J

635 EE58448

DCM-270BAH

K03463A

635 EE71889

DCM-270BAH

C09960K

635 EE54220

DCM-270BAH

H27660H

635 EE69229

DCM-270BAH

C09964K

635 EE54219

DCM-270BAF

J02735L

365 EE26665

DCM-270BAF

D23650K

635 EE59137

DCM-270BAH

K05529L

635 EE76186

DCM-270BAH

A02037A

635 EE49474

DCM-270BAH

F00195H

635 EE62142

DCM-450BWE

E10368L

635 EE21374

DCM-500BAH

V31313G

635 EE48315

DCM-270BAH

T26053G

635 EE40996

DCM-240BAE

G02439A

635 EE23124

DCM-270BAH

D12665G

635 EE57481

F-330BAH

A01459E

635 EE50589

F-330BAH

A01653H

635 EE51138

F-330BAH

A01454E

635 EE50590

DCM-500BAF

M03820D

635 EE28294

DCM-500BAH

V116814M

635 EE49473

DCM-270BAH

S01618B

635 EE33726

DCM 270BAH

J0126H

635 EE70431

DCM-270BAH

D02447F

635 EE56369

DCM -270BAH

N04542J

635 EE29335

DCM-270BAH

B05398B

635 EE81791

DCM-270BAH

C08700E

635 EE53470

F-330BAH

A01588F

635 EE50588

KM-520MAJ

J04811G

635EE80173

KM-520MAJ

J04821G

635EE80172

DCM-450BWE

C10066L

635 EE19926

DCM-270BAH

V20892H

635 EE48837

DCM-4240BAH

J02746L

635 EE26666

DCM-240BAH

E00914A

635 EE53839

DCM-270BAH

K00076M

635 EE76340

DCM-270BAH

C09967K

635 EE54221

DCM-500BAH

V31396H

635 EE48838

DCM-450BWE

E10359L

635 EE21373

DCM-70BAH

J01817H

635 EE70428

DCM-270BAH

R00631M

635 EE31979

DCM-240

H00645E

635 EE25610

DCM-270BAH

J01032F

635 EE70443

DCM-270BAH

P15113A

635 EE29463

DCM-270BAH

D12662G

635 EE57482

DCM-270BAH

J01815H

635 EE70427

DCM-270BAH

J01819H

635 EE70430

DCM-500BAH

V31369H

635 EE48484

DCM-270BAH

P15120A

635 EE29464

DCM-500BAH

V11674M

635 EE49472

DCM-240BAH270

S02894G

635 EE34122

DCM-270

S01250B

635 EE33725

Lawton Main Outpatient Clinic

Model #

Serial #

PMI #

DCM-270BAH

S01650B

635 EE29618

Deliverables and Performance:

Semi-Annual Preventive Maintenance services are to be performed during the following time periods:

2nd Quarter: January thru March of contract year.

4th Quarter: July thru September of contract year

Maintenance Services for Ice Makers:

Ice Makers shall be serviced in accordance with manufacturers recommendations on a semi-annual basis.

Additional Requirements:

At completion of servicing, each unit will be initialed and dated.

Filter changes will be performed during each maintenance cycle.

Exterior cleaning to be completed.

Only two units can be services at one time unless given prior permission by COR.

Oklahoma City Maintenance Staff will bring units to designated onsite servicing area. Units shall be serviced onsite at the Oklahoma City VAMC.

Contractor shall only use cleaning and sanitizing products in accordance with manufacturer s instructions.

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled work will be performed only during VAMC s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Vendor shall provide at least two weeks notice to the Contracting Officer s Representative (COR) prior to performing the work. Only two ice makers at a time can be out of service for the inspection, service and cleaning procedures. Work must be conducted when the COR or his/her designate is available on site to monitor the work. Check in/out procedures: Prior to commencement of and immediately after each service visit, the contractor and/or contractor s authorized repair technician must check in and out with the VAMC COR.

FEDERAL HOLIDAYS: Federal holidays are any calendar days designated by statute or executive order as federal holidays. Federal holidays consist of New Year s Day, Martin Luther King Jr. s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas.

DOCUMENTATION: Contractor shall provide this VA HCS with individual service reports, which describes the inspection services performed on each piece of equipment.

Provide complete written report of the inspection fully describing all services performed and certification that unit has been cleaned and sanitized. The report shall contain copies of preventive maintenance procedures used along with any logs taken.

Furnish report within two weeks of each facility inspection by email to the COR.

All safety-related deficiencies shall be immediately reported to the COR, during the inspection visit.

PROTECTION FROM DAMAGE: Contractor shall provide all labor, materials, and equipment necessary for protection of VA HCS personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

RESPONSE REQUESTS: Contractor shall only respond to requests for service from VA HCS CO or COR. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

CHECK IN/OUT PROCEDURES: Prior to commencement of, and immediately after each service visit, the Contractor or his authorized repair technician must check in and out with the VA HCS COR (during normal working hours). Contractor will be required to obtain contractor badges provided by the VA HCS.

LIABILITY INSURANCE: Contractor must provide this VA HCS with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VA HCS.

INFORMATION SECURITY: The C&A requirements do not apply, and a Security Accreditation Package is not required.

IMPORTANT NOTE: This RFI (Request for Information) is for information only.

No award will be made from this RFI.

Please communicate via e-mail to orrellius.williams@va.gov by COB May 1st, 2026 as to your company s ability to perform service per this brief Scope of Work.

If interested, please provide the following:

Please state your company s business size

Please provide DUNS number

If you have a FSS/GSA contract that includes this service

Provide FSS/GSA contract number if applicable