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 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.
Work 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.
In 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.
First, a hard copy log showing the dates completed with each respective technician s handwriting (do not pencil whipped).
Second, a digital Excel file showing the current inventory of ice machines and their respective locations.
Upon 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).
The contractor s preventative maintenance program shall include, but not limited to, the following actions during each semi-annual service:
Vacuum/brush dust and lint on condenser coils to maintain efficiency
Clean and sanitize ice scoops for proper hygiene
Wipe dispensers, buttons, doors, drip trays and bin exterior using hospital-grade disinfectants
Apply suitable sanitizing cleaning solution (e.g., Follett Solution A) to remove mineral buildup
Use a mild, manufacturer-approved detergent and warm water to scrub interior components (e.g., bin walls, scoop holder, ice chute)
Apply suitable descaling solution to remove chemical build ups
Rinse with sanitizer solution (e.g., Follett Solution B) as per guidelines
Empty ice container bin and dispose of leftover ice do not refreeze or reintroduce to machine
Rinse thoroughly with potable water to remove residue (allow drying before producing fresh ice and discard first batch after cleaning to ensure no sanitizer remains)
Ensure procedures include water line inspection, filter replacement, mechanical parts check, and adherence to infection-control standards
Use no-touch dispensers when possible; discourage hand contact with ice
Maintain detailed records of maintenance to support infection prevention audits
In 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.
Oklahoma City VA Medical Center
Model #
Serial #
PMI #
DCM-270BAH-OS
B15856E
635 EE51926
DCM-270BAH
K00085M
635 EE76339
DCM-270BAH
K05317K
NO PMI
DCM-270BAH
D23425J
635 EE58448
DCM-270BAH
K03463A
635 EE71889
DCM-270BAH
C09960K
635 EE54220
DCM-270BAH
H27660H
635 EE69229
DCM-270BAH
C09964K
635 EE54219
DCM-270BAF
J02735L
365 EE26665
DCM-270BAF
D23650K
635 EE59137
DCM-270BAH
K05529L
635 EE76186
DCM-270BAH
A02037A
635 EE49474
DCM-270BAH
F00195H
635 EE62142
DCM-450BWE
E10368L
635 EE21374
DCM-500BAH
V31313G
635 EE48315
DCM-270BAH
T26053G
635 EE40996
DCM-240BAE
G02439A
635 EE23124
DCM-270BAH
D12665G
635 EE57481
F-330BAH
A01459E
635 EE50589
F-330BAH
A01653H
635 EE51138
F-330BAH
A01454E
635 EE50590
DCM-500BAF
M03820D
635 EE28294
DCM-500BAH
V116814M
635 EE49473
DCM-270BAH
S01618B
635 EE33726
DCM 270BAH
J0126H
635 EE70431
DCM-270BAH
D02447F
635 EE56369
DCM -270BAH
N04542J
635 EE29335
DCM-270BAH
B05398B
635 EE81791
DCM-270BAH
C08700E
635 EE53470
F-330BAH
A01588F
635 EE50588
KM-520MAJ
J04811G
635EE80173
KM-520MAJ
J04821G
635EE80172
DCM-450BWE
C10066L
635 EE19926
DCM-270BAH
V20892H
635 EE48837
DCM-4240BAH
J02746L
635 EE26666
DCM-240BAH
E00914A
635 EE53839
DCM-270BAH
K00076M
635 EE76340
DCM-270BAH
C09967K
635 EE54221
DCM-500BAH
V31396H
635 EE48838
DCM-450BWE
E10359L
635 EE21373
DCM-70BAH
J01817H
635 EE70428
DCM-270BAH
R00631M
635 EE31979
DCM-240
H00645E
635 EE25610
DCM-270BAH
J01032F
635 EE70443
DCM-270BAH
P15113A
635 EE29463
DCM-270BAH
D12662G
635 EE57482
DCM-270BAH
J01815H
635 EE70427
DCM-270BAH
J01819H
635 EE70430
DCM-500BAH
V31369H
635 EE48484
DCM-270BAH
P15120A
635 EE29464
DCM-500BAH
V11674M
635 EE49472
DCM-240BAH270
S02894G
635 EE34122
DCM-270
S01250B
635 EE33725
Lawton Main Outpatient Clinic
Model #
Serial #
PMI #
DCM-270BAH
S01650B
635 EE29618
Deliverables and Performance:
Semi-Annual Preventive Maintenance services are to be performed during the following time periods:
2nd Quarter: January thru March of contract year.
4th Quarter: July thru September of contract year
Maintenance Services for Ice Makers:
Ice Makers shall be serviced in accordance with manufacturers 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 services at one time unless given prior permission by COR.
Oklahoma City Maintenance Staff will bring units to designated onsite servicing area. Units shall be serviced onsite at the Oklahoma City VAMC.
Contractor shall only use cleaning and sanitizing products in accordance with manufacturer s instructions.
SCHEDULING 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.
FEDERAL 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.
DOCUMENTATION: Contractor shall provide this VA HCS with individual service reports, which describes the inspection services performed on each piece of equipment.
Provide 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.
Furnish report within two weeks of each facility inspection by email to the COR.
All safety-related deficiencies shall be immediately reported to the COR, during the inspection visit.
PROTECTION 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.
RESPONSE 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.
CHECK 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.
LIABILITY 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.
INFORMATION SECURITY: The C&A requirements do not apply, and a Security Accreditation Package is not required.
IMPORTANT NOTE: This RFI (Request for Information) is for information only.
No award will be made from this RFI.
Please 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.
If interested, please provide the following:
Please state your company s business size
Please provide DUNS number
If you have a FSS/GSA contract that includes this service
Provide FSS/GSA contract number if applicable
