ICE MACHINE PREVENTIVE MAINTENANCE

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive service and maintenance for 34 government-owned ice machines located at various facilities within the Naval Medical Center San Diego (NMCSD) and associated installations.

• Service and Maintenance: Includes all labor, parts, materials, and equipment for servicing and maintaining 34 ice machines as listed in Appendix A.

• Compliance: Services must adhere to Original Equipment Manufacturer (OEM) specifications, U.S. laws and regulations, U.S. Navy regulations, and Joint Commission requirements.

• Preventive Maintenance (PM): Performed at least twice annually per unit, including cleaning, sanitizing, flushing, adjustments, safety tests, electrical safety tests, and replacement of filters and shelf-life components. 95% of PM must be completed within 30 days of the due date, and 100% within 60 days.

• Corrective Maintenance: Contractor must respond within 2 hours of notification and be on-site within 48 hours (Monday-Friday, 0800-1530). Repairs aim to restore equipment to OEM specifications.

• Uptime: Maintain an overall uptime rate of 95% or better for all equipment.

• Field Service Reports (FSR): Must be submitted within 72 hours of service, including contractor name, technician details, equipment serial number, work summary, and end-user acceptance. Required prior to invoice acceptance.

• NMCSD Ice Machine Back Test Log: Required after PM or flushing.

• Uptime Rate: 95% or better, calculated on a rolling 6-month basis.

• Locations: Naval Medical Center San Diego (NMCSD), Marine Corps Recruit Depot (MCRD) San Diego, Marine Corps Air Station (MCAS) Miramar, Naval Air Station North Island (NASNI), Naval Amphibious Base (NAB) Coronado, Naval Base San Diego (NBSD) Dry Side, Naval Training Center (NTC) San Diego.

• Personnel Qualifications: Technicians must be OEM-certified and experienced. Credentials may be requested.

• Test Equipment: Calibration must be NIST traceable.

• Parts: Replacement parts must be new OEM parts, unless refurbished parts are approved in writing by the Technical Representative (TR).

• Security: Contractor must comply with Naval Base San Diego access requirements. Field service personnel require visible photo identification and must adhere to NMCSD regulations regarding parking, smoking, and prohibited items.

• Reporting: Field Service Reports and specific logs are required. Notification to the COR/TR is necessary for equipment unavailability or issues.

• Utilities: Government utilities may be used with approval. Contractor must protect facilities from damage.

• Hazardous Materials: Compliance with OSHA and other regulations is required, with Safety Data Sheets (SDS) available on-site.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, prepared in accordance with FAR Subpart 12.6 and Part 13. The Defense Health Agency (DHA) Western Markets Contracting Division is seeking qualified sources to provide full-service maintenance for approximately thirty-four (34) government-owned ice machines located across seven (7) Naval Bases in San Diego, CA. The maintenance includes cleaning, sanitation, and repair services to ensure the machines meet Original Equipment Manufacturer (OEM) technical specifications.

• Service: Full-service maintenance for 34 ice machines.

• Tasks: Bi-annual cleaning, sanitation, and repair.

• Location: Seven Naval Bases around San Diego, CA.

• Usage: Machines are primarily used in patient wards, emergency rooms, and outpatient clinics.

• Frequency: Preventive maintenance required twice a year.

• Contract Type: Firm-Fixed-Price (FFP).

• Period of Performance: Base year (March 15, 2026 – March 14, 2027) plus four (4) option years.

• Estimated Value: Not specified.

• Questions Due: February 23, 2026, 08:00 AM PST.

• Quotes Due: March 3, 2026, 08:00 AM PST.

• Submission Method: Electronically via the SAM.gov Solicitation Module.

• Evaluation Factors: Award will be made on a "Past Performance Price Tradeoff" basis. Factors are Technical Capability (Acceptable/Unacceptable), Past Performance (more important than price), and Price.

• Technical Capability: Must demonstrate ability to meet SOW requirements (max 2 pages), specifically addressing SOW paragraphs 2.1, 4.1, 4.2, and 4.3.

• Past Performance: Requires completed questionnaires for two (2) recent, relevant, and self-performed projects within the last three (3) years.

• Price: Must be submitted on the provided Quote Sheet (Attachment 3) and determined fair and reasonable.

• Set-Aside: 100% set aside for small businesses.

• NAICS Code: 811310 (Commercial and Other Repair and Maintenance Services).

• Size Standard: $12.5 million.

• Registration: Offerors must be registered in SAM.gov.

• The solicitation includes numerous FAR and DFARS clauses, including those related to telecommunications and video surveillance equipment (FAR 52.204-24), and requires compliance with DBIDS for base access.

• Attachments referenced: Statement of Work (SOW), Past Performance Questionnaire (PPQ), Quote Sheet.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) provided by the Defense Health Agency (DHA) Western Markets Contracting Division. Its purpose is to gather feedback on an Offeror's past performance for a U.S. Government contract. Evaluators are encouraged to return the completed PPQ to the Offeror for submission with their quote, or it can be sent directly to dernell.w.wade.civ@health.mil by March 2, 2026.

• Offeror Information: Fields to identify the Offeror being evaluated.
• Project Information: Details about the contract, including contract number, title, dates, location, value, and description of work performed.
• Evaluator Information: Fields for the evaluator's name, agency, contact details, and position.
• Rating System: A standardized rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unacceptable, Not Applicable) to evaluate various aspects of performance.
• Performance Areas: Specific questions covering client relationships, subcontractor management, staffing, corporate management, quality of work, schedule adherence, cost control, compliance (labor, safety), and documentation submission.
• Contractual Issues: Questions regarding cure notices, show cause letters, and problem resolution.
• Overall Satisfaction: Questions about customer satisfaction and willingness to award future contracts.
• Remarks: A section for additional comments.

This form is crucial for bidders as it outlines the specific criteria the government will use to assess past performance. Completing this questionnaire accurately and providing it with a quote can significantly impact a proposal's evaluation. Bidders should ensure their past performance is well-documented and that their references are prepared to provide feedback using this standardized format. The government reserves the right to verify all information provided.