Manhattan equipment preventative VA Commercial kitchen and refrigeration maintenance services contract

The Department of Veterans Affairs Network Contracting Office 2 is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Commercial Kitchen and Refrigeration Equipment Preventative Maintenance at the New York Harbor Healthcare System Manhattan Campus, 423 E 23rd St, New Tork, NY 10010. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811412. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. SITE-SPECIFIC PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS NY HARBOR HEALTHCARE SYSTEM MARGARET COCHRAN CORBIN VA MEDICAL CENTER 1. SCOPE OF WORK. The contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and other items and services necessary to perform monthly preventative maintenance and repair tasks for the equipment described in the solicitation. Below is the site-specific information for the Margaret Cochran Corbin VA Medical Center of the NY Harbor Healthcare System, Department of Veterans Affairs, located at 423 East 23rd Street, New York, NY 10010. The C&A requirements do not apply, and a Security Accreditation Package is not required. FACILITIES. The equipment to be maintained is identified in Attachment A, Equipment Inventory. All billable corrective maintenance and repair work performed for the equipment listed in Attachment A; Equipment Inventory, shall be performed when authorized by the Contracting Officer (CO) or Contracting Officer Representative (COR) and in accordance with Government-approved technical instructions and facility priorities. Facility has a right to modify the equipment inventory as needed. Contractors will be informed of the changes in writing in equipment inventory within 30 days of changes. Response and Completion Times will be required in this Chart: Classification Normal Duty Hours Other than Normal Duty Hours Response time Completion Response Time Completion Emergency 4 hours Continuous Until Safe/ Complete 6 hours Continuous Until Safe/ Complete Urgent Next business day Downgrade to Routine Two business day Downgrade to Routine 1.1.1. Normal duty hours (Mon-Fri, 7 a.m.-5:30 p.m.), Overtime rate (Saturday and after hours for emergency service only), (Sunday and Holidays excepted). 1.2 PERSONNEL QUALIFICATIONS. Contractor s employees must have a prior technical expertise on repair and maintenance of walk-in coolers and freezers, reach-in refrigerators and freezers, commercial cooking equipment, commercial dishwasher, and cold and Hot serving lines. Personnel operating motor vehicles will have a valid state driver s license and abide by all NY Harbor Healthcare System traffic laws, i.e., hands-free cell phone use while driving, and parking requirements. Contractor s employees shall be licensed for their respective trades in accordance with city, county, state, or federal requirements. * Note: All HVAC trades personnel shall have universal EPA certification. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications shall be submitted to the on-site COR annually or as requested. Associated training, licensing and certifications expenses shall be borne by the Contractor. 1.2.1 Minimum Staffing: The Contractor will maintain minimum staffing requirements on a 24/7 basis to respond to emergencies in accordance with the response times identified in Response Chart on page 1. The Contractor is encouraged to perform maintenance that fully affects the normal operations of the healthcare facility during off peak hours possibly to reduce meal services interruption. . 1.3. SYSTEM DESCRIPTIONS: 1.3.1 Margaret Cochran Corbin VA Medical Center Equipment. The contractor is responsible for ensuring that all Manhattan VA Medical Center Food and Nutrition Services equipment, which is used to refrigerate, freeze, cook, and clean, all the dietetic and nutrition needs of the Manhattan VA Medical Center daily, are fully operational. This contract covers all refrigeration and ancillary refrigeration equipment, other food warming equipment, cold serving lines, conveyor belt, and commercial cooking equipment. and commercial dish washer needed to maintain at manufacturers specified temperature and performance on a 24/7 basis. 1.4 SCHEDULED MAINTENANCE. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled monthly maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all cleaning supplies only. Labor cost for monthly scheduled preventative maintenance will be covered under the fixed price of PM services. Contractor requires to commit minimum of 16 hours for monthly performing preventative maintenance services on refrigeration equipment, and 8 hours monthly on commercial cooking equipment, meal assembly equipment, conveyor belt, toaster oven, and commercial dish washer. The contractor will clean either indoor or outdoor condenser coils as needed (not chemical). Water cooled condenser may be chemically cleaned upon approval of COR. Provide full reports, in clearly legible form, etc. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief/Supervisors of Manhattan VA Medical Center. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period, are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The contractor shall provide written information to the Chief/Site manager of Manhattan VA Medical Center, operations outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A, Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. 1.5 UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). If VA staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repairs that exceed scheduled maintenance limits. This will be performed through contract modification and needs to be identified as such, that services can only be rendered after a modification is sent to the contractor through a modification to the contract. There should be two clins: labor rate, and parts. Both will not be funded until it is needed. They will not be funded ahead of time. 1.5.1 Parts & Materials: The Contractor shall obtain all parts, materials, labor and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract. 1.5.1.1 Acquisition of Materials, Parts, and Supplies. Materials, parts, and supplies will be provided at a listed price by the Contractor. Any parts order price over $500 including refrigerant refill over 10 lbs. shall require prior approval from onsite COR. If a lack of competition exists, a justification will be provided to the on-site COR. Discounts and rebates on items will be given to the Government. All purchase documents will be made available for review and audit by the on-site COR. All shipping charges will be the responsibility of the contractor for all parts installed in equipment. 1.5.1.2 Sign in/out regulation. Contractors must sign in and out upon arrival and departure in designated logbook and area. Upon completion of any task, full report or work ticket must be written on a legible form and provide it to on-site COR (Site Manager/Chief) or designated supervisory staff (Executive Chef or Food Service Supervisors). The report or work ticket must be approved by on-site COR or designated supervisory staff after the completion of any PM or emergency repair services. 1.5.2 For individual unscheduled maintenance/repair actions, the work will be performed in accordance with Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs. Labor obtained via sub-contract can be included in the cost determination; however, the contractor must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in-house. 1.5.3 Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater shall be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retain the right to specify the kind and quality of all materials, parts, and supplies. 1.5.4 Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies, and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long-distance telephone service expenses shall be borne by the Contractor. 1.5.5 Warranty Enforcement. The on-site COR shall be responsible for tracking the contractor s compliance with manufacturer s warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order. 1.5.5.1. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the Response and Completion Table in page 1 above, for all new cooking and refrigeration equipment under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system: 1.5.6 Exclusions and Initial Inspection Period: After contract is awarded, the contractors shall perform a complete initial inspection of all commercial kitchen and refrigeration equipment for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor should provide a detailed written report, with photographs (electronic) of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/…