SAM #36C25926Q0428

Preventive Maintenance Services for Ice Machines at Oklahoma City VA Medical Center and Lawton Main Outpatient Clinic

The Department of Veterans Affairs is conducting market research for preventive maintenance and cleaning services for 54 ice machines at its Oklahoma City VA Medical Center and Lawton Main Outpatient Clinic. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 19 (Greenwood Village, CO) - Oklahoma City VA Health Care System - Scope of Services: - Semi-annual preventive maintenance, cleaning, inspection, and filter replacement for 54 ice machines - Services must follow each machine's OEM requirements and the hospital's infection control plan - Maintenance includes vacuuming condenser coils, sanitizing ice scoops, cleaning dispensers, descaling, and filter changes - Detailed maintenance logs required (hard copy and digital) - Application of PM stickers with clear due dates - Strict adherence to infection control and documentation standards - Products/Equipment: - Various ice machine models (e.g., DCM-270BAH, DCM-450BWE, F-330BAH, KM-520MAJ) - No specific OEMs named; all work must comply with each manufacturer's recommendations - Notable Requirements: - Onsite service at federal medical facilities - Compliance with VA safety and reporting requirements - This is a Request for Information (RFI) only; no award will be made from this notice

Description

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 perform contracted services onsite at the VA medical centers listed. The VA will only provide space within the Engineering shops; materials, parts, or tools are not provided. Work shall not be performed at the same location where each ice machine sits throughout the facility. The contractor shall move each unit to the designated location within the Engineering shops for maintenance. The contractor shall maintain a detailed log of maintenance activities, including dates, locations, and next due dates, in both hard copy and digital formats (Excel). Upon completing each PM interval, old stickers shall be removed, and new PM stickers placed in a visible location, indicating the next due date in the format DAY-MONTH-YEAR (e.g., 15-MAR-2026). The preventative maintenance program shall include actions such as vacuuming condenser coils, sanitizing ice scoops, wiping dispensers and buttons, applying sanitizing solutions, cleaning interior components, descaling, rinsing, and water line inspection. All procedures must adhere to infection-control standards, and detailed records must be maintained for audits. Ice Machine Details: Model #Serial #PMI # DCM-270BAH-OSB15856E635 EE51926 <!-- Additional rows omitted for brevity --> DCM-270BAHS01250B635 EE33725 Lawton Main Outpatient Clinic Model #Serial #PMI # DCM-270BAHS01650B635 EE29618 Deliverables and Performance: Semi-Annual Preventive Maintenance services are to be performed during the following periods: 2nd Quarter: January through March of contract year. 4th Quarter: July through September of contract year. Maintenance Services for Ice Makers: Ice Makers shall be serviced according to manufacturer 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 serviced at one time unless prior permission is obtained. Units will be brought to the designated onsite servicing area by Oklahoma City Maintenance Staff. Contractor shall only use cleaning and sanitizing products per manufacturer instructions. SCHEDULING ARRANGEMENTS: Work will be performed during VAMC's normal hours (8:00 a.m. to 4:30 p.m., Monday through Friday, excluding federal holidays). The contractor shall provide at least two weeks' notice to the Contracting Officer's Representative (COR) prior to work. Only two ice makers can be out of service at a time. Work must be monitored by the COR or designate. Check-in/out procedures are required before and after each service visit. Federal Holidays: Includes New Year's Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas. Documentation: The contractor shall provide individual service reports describing the inspection services performed, including copies of procedures and logs. Reports are to be furnished within two weeks via email to the COR. Safety deficiencies must be reported immediately. Protection from Damage: The contractor shall protect personnel, furnishings, equipment, and buildings from damage and repair any damage caused by their work. Response Requests: The contractor shall respond only to service requests from VA HCS CO or COR. Unauthorized requests will be refused, and billing for such will not be paid. Check-in/Out Procedures: Check-in and check-out are required with the VA HCS COR during normal hours. Contractor badges will be provided. Liability Insurance: The contractor must provide proof of adequate insurance coverage acceptable to VA HCS. Information Security: C&A requirements do not apply; a Security Accreditation Package is not required. Important Note: This RFI is for information only. No award will be made. Please email orrellius.williams@va.gov by COB May 1, 2026, to confirm your company's ability to perform the service as described. Interested parties should provide: Company's business size DUNS number FSS/GSA contract status and number (if applicable)

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