Ice Machine Preventive Maintenance

The contract requires quarterly preventive maintenance, cleaning, descaling, and sanitizing of ice machines at the Colmery O’Neil VA Medical Center in Topeka, Kansas, and the Junction City Community Based Outpatient Clinic, with performance spanning a base year and four optional years from July 1, 2026, through June 30, 2031. The solicitation is a total set-aside exclusively for Service-Disabled Veteran-Owned Small Businesses (SDVOSB), and if no qualified SDVOSB offeror is selected, the requirement will be canceled and re-solicited. The contractor must provide all labor, tools, equipment, and materials while adhering strictly to manufacturer specifications and applicable federal, state, and local codes, including OSHA, NEC, LSC, Joint Commission, and VA safety standards. All personnel must hold current EPA Section 608 refrigerant certification, and factory training for Follett, Manitowoc, Scotsman, and Hoshizaki units is preferred. Work must occur during normal business hours Monday through Friday, 8:00 a.m. to 4:30 p.m., with off-hours access available as needed and coordinated through the Contracting Officer’s Representative. The contractor must submit a quarterly schedule at least ten business days in advance, notify the COR at least 48 hours before each site visit, and deliver detailed service reports within two business days of completion. All serviced equipment must be marked with a preventive maintenance sticker and date, and proper disposal of used filters and waste must comply with facility environmental and infection control protocols. The Government retains full contract administration authority, with the Contracting Officer being the only individual authorized to approve modifications affecting price, quantity, or quality. The COR is the primary point of contact for scheduling, access, and performance verification, including observing work in progress, inspecting reports, and responding to staff feedback. Acceptance is subject to strict performance metrics: 98% or higher completion of all listed machines per quarter, 100% compliance with manufacturer procedures, 95% timeliness in reporting, and no repeat findings due to substandard workmanship. Failure to meet these standards triggers re-performance at no cost, issuance of a Contract Discrepancy Report requiring a corrective action plan within three business days, and completion of rework within five days. The Department of Veterans Affairs provides water filters for replacement, and the contractor is responsible for using Universal/Standard Precautions at all times,