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

Description

{"description":"Ice Machine Preventive Maintenance Service\nOklahoma City VA Health Care System\nVA Medical Center\nOklahoma City, OK. 73104\n\n\nBRIEF SCOPE OF WORK\n(This is for information only)\n\n\nIce Machine Preventive Maintenance Services in accordance with the terms and conditions stated within this abbreviated Performance Work Statement (PWS).\n \nThe subsequent solicitation is planned to be a Base with Four possible Option Year(s) Contract.\n\nThis is a Request for Information (RFI) Only for Market Research purposes, no Award will be made from this RFI.\n\n\n\nINSPECTION SERVICES: \nGeneral:\nThe 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.\n\nLOCATIONS:\n\nOKC VA Medical Center\n921 NE 13th street\nOKC OK 73104\nLawton Main 4303\nPitman St.\nFt Sill OK 73503\nSERVICES AND DELIVERABLES:\n\nThe 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.\nThe 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.\nWork 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.\nIn 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.\nFirst, a hard copy log showing the dates completed with each respective technician s handwriting (do not pencil whipped).\nSecond, a digital Excel file showing the current inventory of ice machines and their respective locations.\nUpon 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). \nThe contractor s preventative maintenance program shall include, but not limited to, the following actions during each semi-annual service:\nVacuum/brush dust and lint on condenser coils to maintain efficiency\nClean and sanitize ice scoops for proper hygiene\nWipe dispensers, buttons, doors, drip trays and bin exterior using hospital-grade disinfectants\nApply suitable sanitizing cleaning solution (e.g., Follett Solution A) to remove mineral buildup\nUse a mild, manufacturer-approved detergent and warm water to scrub interior components (e.g., bin walls, scoop holder, ice chute)\nApply suitable descaling solution to remove chemical build ups \nRinse with sanitizer solution (e.g., Follett Solution B) as per guidelines\nEmpty ice container bin and dispose of leftover ice do not refreeze or reintroduce to machine \nRinse thoroughly with potable water to remove residue (allow drying before producing fresh ice and discard first batch after cleaning to ensure no sanitizer remains)\nEnsure procedures include water line inspection, filter replacement, mechanical parts check, and adherence to infection-control standards \nUse no-touch dispensers when possible; discourage hand contact with ice \nMaintain detailed records of maintenance to support infection prevention audits \nIn 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.\n\nOklahoma City VA Medical Center\n\nModel #\nSerial #\nPMI #\nDCM-270BAH-OS\nB15856E\n635 EE51926\nDCM-270BAH\nK00085M\n635 EE76339\nDCM-270BAH\nK05317K\nNO PMI\nDCM-270BAH\nD23425J\n635 EE58448\nDCM-270BAH\nK03463A\n635 EE71889\nDCM-270BAH\nC09960K\n635 EE54220\nDCM-270BAH\nH27660H\n635 EE69229\nDCM-270BAH\nC09964K\n635 EE54219\nDCM-270BAF\nJ02735L\n365 EE26665\nDCM-270BAF\nD23650K\n635 EE59137\nDCM-270BAH\nK05529L\n635 EE76186\nDCM-270BAH\nA02037A\n635 EE49474\nDCM-270BAH\nF00195H\n635 EE62142\nDCM-450BWE\nE10368L\n635 EE21374\nDCM-500BAH\nV31313G\n635 EE48315\nDCM-270BAH\nT26053G\n635 EE40996\nDCM-240BAE\nG02439A\n635 EE23124\nDCM-270BAH\nD12665G\n635 EE57481\nF-330BAH\nA01459E\n635 EE50589\nF-330BAH\nA01653H\n635 EE51138\nF-330BAH\nA01454E\n635 EE50590\nDCM-500BAF\nM03820D\n635 EE28294\nDCM-500BAH\nV116814M\n635 EE49473\nDCM-270BAH\nS01618B\n635 EE33726\nDCM 270BAH\nJ0126H\n635 EE70431\nDCM-270BAH\nD02447F\n635 EE56369\nDCM -270BAH\nN04542J\n635 EE29335\nDCM-270BAH\nB05398B\n635 EE81791\nDCM-270BAH\nC08700E\n635 EE53470\nF-330BAH\nA01588F\n635 EE50588\nKM-520MAJ\nJ04811G\n635EE80173\nKM-520MAJ\nJ04821G\n635EE80172\nDCM-450BWE\nC10066L\n635 EE19926\nDCM-270BAH\nV20892H\n635 EE48837\nDCM-4240BAH\nJ02746L\n635 EE26666\nDCM-240BAH\nE00914A\n635 EE53839\nDCM-270BAH\nK00076M\n635 EE76340\nDCM-270BAH\nC09967K\n635 EE54221\nDCM-500BAH\nV31396H\n635 EE48838\nDCM-450BWE\nE10359L\n635 EE21373\nDCM-70BAH\nJ01817H\n635 EE70428\nDCM-270BAH\nR00631M\n635 EE31979\nDCM-240\nH00645E\n635 EE25610\nDCM-270BAH\nJ01032F\n635 EE70443\nDCM-270BAH\nP15113A\n635 EE29463\nDCM-270BAH\nD12662G\n635 EE57482\nDCM-270BAH\nJ01815H\n635 EE70427\nDCM-270BAH\nJ01819H\n635 EE70430\nDCM-500BAH\nV31369H\n635 EE48484\nDCM-270BAH\nP15120A\n635 EE29464\nDCM-500BAH\nV11674M\n635 EE49472\nDCM-240BAH270\nS02894G\n635 EE34122\nDCM-270\nS01250B\n635 EE33725\n\nLawton Main Outpatient Clinic\nModel #\nSerial #\nPMI #\nDCM-270BAH\nS01650B\n635 EE29618\n\n\nDeliverables and Performance:\nSemi-Annual Preventive Maintenance services are to be performed during the following time periods:\n\n2nd Quarter: January thru March of contract year.\n\n4th Quarter: July thru September of contract year\n\nMaintenance Services for Ice Makers: \nIce Makers shall be serviced in accordance with manufacturers recommendations on a semi-annual basis. \n\nAdditional Requirements:\nAt completion of servicing, each unit will be initialed and dated.\nFilter changes will be performed during each maintenance cycle.\nExterior cleaning to be completed.\nOnly two units can be services at one time unless given prior permission by COR. \nOklahoma City Maintenance Staff will bring units to designated onsite servicing area. Units shall be serviced onsite at the Oklahoma City VAMC.\nContractor shall only use cleaning and sanitizing products in accordance with manufacturer s instructions.\n\nSCHEDULING 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. \n\nFEDERAL 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.\n\nDOCUMENTATION: Contractor shall provide this VA HCS with individual service reports, which describes the inspection services performed on each piece of equipment. \n\nProvide 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. \nFurnish report within two weeks of each facility inspection by email to the COR. \nAll safety-related deficiencies shall be immediately reported to the COR, during the inspection visit.\n\nPROTECTION 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.\n\nRESPONSE 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.\n\nCHECK 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.\n\nLIABILITY 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.\n\nINFORMATION SECURITY: The C&A requirements do not apply, and a Security Accreditation Package is not required.\n\n\nIMPORTANT NOTE: This RFI (Request for Information) is for information only.\nNo award will be made from this RFI. \n\nPlease 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. \n\nIf interested, please provide the following:\nPlease state your company s business size \nPlease provide DUNS number\nIf you have a FSS/GSA contract that includes this service \nProvide FSS/GSA contract number if applicable \n\n\n\n"}