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

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Contract Opportunity

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

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