Elevator and Dumbwaiter Maintenance Service VA Central California Health Care Facility
Added: Mar 31, 2016 11:59 am Background: The VA Central California Healthcare System (VA CCHCS) Medical Center requires full elevator and dumbwaiter service, in compliance with ANSI and ASME Safety Code Requirements. Scope: The awarded contractor(s) shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment and supplies for all equipment and systems specified or recommended by the equipment manufacturer. A comprehensive list of equipment systems is available in Attachment #1. The Contractor shall provide full elevator and dumbwaiter maintenance service, in compliance with the most current editions of ANSI and ASME Safety Code requirements AI7.1; AI7.2 and AI2.3, equipment manufacturer's recommendations, Elevator Industry Field Employees' Safety Handbook, National Electrical Code, NEIT Vertical Transportation Standards for Elevators, Escalators and Dumbwaiters and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, appurtenances and accessories in a fully operational mode and within in code compliance at all times. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, and mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the COR. No deviations to the performance measures can be made until the contract is modified in writing, by the Contracting Officer. The Contractor shall be responsible for all costs associated with repair and preventive maintenance, including labor, tools, equipment, parts, consumables, transportation, clean-up and disposal. The Contractor shall not be responsible for work made necessary by misuse, abuse or negligence unless such work is created by the Contractor, contractors representatives, subcontractors and/or contractors personnel. Contractor shall assume full responsibility for all deficiencies of all vertical transportation systems under this contract, even if the deficiencies developed due to, or were caused by, past maintenance practices. The Contractor shall be fully responsible and accountable for the safe, efficient and appropriate operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and ensure safe and reliable operation of the vertical transportation systems. The Contractor shall develop and implement a preventive maintenance (PM) program specific to this contract, and is accepted by the COR*. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The contractor shall submit a copy of their preventative maintenance program as part of their bid documents. The contractor shall maintain a maintenance and inspection log in each elevator machine room. The log shall be annotated at the conclusion of each maintenance / inspection. The log shall identify each elevator, date and time of inspection maintenance / inspection performed, repairs needed, name of inspector, and overall condition of the elevator. At the completion of any service call or preventative maintenance inspection visit, the elevator mechanic shall provide a copy of the machine room log and/or a service report to indicate what work was completed during that visit. A sample of the elevator log and preventative maintenance documentation forms intended to be used within this contract shall be provided with bid submittal documents. If repairs require work outside the scope of this contract, the contractor shall notify the COR for appropriate decision and action. Contractor shall not perform chargeable work until authorized by the Contracting Officer. *The PM program must be accepted by the COR prior to the commencement of the contract period. All preventative maintenance that requires an elevator to be taken out of service shall be coordinated with the COR and accomplished during non-business hours. The contractor shall notify the COR no less than 72 hours prior to the intended equipment outage and receive prior approval before commencing. Any equipment or system deemed not-operational by the start of the next business day shall be reported to the COR immediately. The contractor shall be responsible for the installation of signs and or barricades as related to equipment and / or systems as deemed necessary by the COR. In the event an elevator is out of service, regardless of cause, an "Out of Service" sign shall be placed at each call button on all floors. The safe and rapid completion of vertical transportation system maintenance is essential for patient and staff safety. Contractor shall refrain from creating unnecessary or protracted periods of non-operation of the vertical transportation systems. The Contractor shall maintain the machinery spaces in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the COR before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR. For inspection purposes, a key or the combination to any container or storage device with a locking mechanism shall be provided to the COR. Any hazardous material spill clean-up, such as hydraulic fluid absorbent and rags must be removed from the site the same day it is generated. Bulk storage containers of equipment lubricants, hydraulic fluid, etc. shall not be stored on site. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code. SCHEDULED MAINTENANCE 1. CLEANING, LUBRICATION AND ADJUSTMENT SERVICES: Motors, controllers, valves, pumps, tanks, relay panels, selectors, leveling devices, operating devices, signal devices, switches on car and in hoistway, hoistway door and car door or gate operating device, interlocks and contacts, guide shoes, guide grooves in hoistway and car door sills, hangers for all doors and / or gates, signal system, car safety devices, governors, tension frames and sheaves in pit shall be cleaned, lubricated and adjusted. Hoist motor brushes shall be cleaned, lubricated and adjusted. Hoist motor and brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and windings at the same time. Cleaning and refinishing of interior of cars and exterior hoistway frames and doors are excluded. Underground portions of the hydraulic jack unit are excluded - the hydraulic ram and sealing system are to be included. 2. CLEANING SERVICES: Guide rails, overhead sheaves and beams, counterweight frames, tops of cars, bottoms of platforms, elevator pits, and machine room floors shall be brushed clean and debris removed at least once a month. A complete cleaning of the entire installation including all machine room equipment, hoistway equipment, machine room floors and walls, hoistway walls, supporting structures, etc. shall be accomplished once per year. The Contractor shall furnish all necessary cleaning supplies, vacuum cleaners, etc. 3. LUBRICATION SERVICES: All sheave, machine, and motor bearing and hoisting ropes shall be lubricated, machine stuffing box and bearing on motor-operated brakes shall be repacked and gear cases and guide lubricators shall be refilled when required. Hydraulic fluid sufficient to maintain the best operating levels shall be furnished on all hydraulic elevators. 4. ADJUSTMENT SERVICES: All hoisting ropes shall be examined and the tension equalized after replacement or shortening. Whenever necessary to insure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be replaced at the expense of the contractor. The exterior of the machinery and any other parts of the equipment subject to rust shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust and carbon dust. Guide shoe rollers and gibs shall be renewed as required to insure smooth, stable, and satisfactory operation. All electrical wiring and conductors extending to elevator and dumbwaiter equipment from circuit breakers and main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. 5. MATERIALS TO BE FURNISHED: The Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies, parts and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment. 6. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED: The Contractor shall furnish and install or repair when and as necessary, machine, hydraulic pumps, motors, controllers, selectors, worms gears, tusts, windings, commutators, hydraulic pumps, belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, hoist and governor ropes, relays, contactors, control fuses, resistors, cams, car door and hoistway door hangers, tracks and door guides, door operating devices, door gibs, interlocks and contacts, car gates, safety devices, governors, hoistway and car lighting, push buttons, annunciators, hall lanterns and indicators, lamp replacement in signal systems and all other elevator signal and accessory equipment complete. Contractor shall furnish, install or repair parts and/or make renewals as necessitated by reason of normal use, misuse, equipment malfunction, and wear and tear by all parties. Repair caused by proven vandalism shall be billed at cost. Approval by the COR of all vandalism repairs is required prior to the work being done. The Contractor shall provide the COR with a detailed cost report of the work to be done. The COR will receive the detailed cost report prior to authorizing the work and the billing shall be completed on a separate detailed invoice. (Vandalism is defined as an intentional act to damage, deface or destroy.) 7. SERVICE MANUALS/TOOLS/EQUIPMENT: The Medical Centers shall not provide tools, test equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain and have on file, all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. Please submit as part of the bid submission and manuals and special equipment intended for use/reference. If the contractor does not currently possess these devices or publications please submit a letter of intention to purchase them pending award of the contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR upon request. Any publications or materials currently owned by the government shall not be removed from site at any time. 8. REPORT OF SERVICES/DOCUMENTATION Upon completion of any maintenance and / or repair services, the contractor shall report to the COR and provide a legible report detailing services performed and obtain an acceptable signature. Contractor shall prepare and submit a typed electronic report on or before the third (3rd) business day of each month detailing all services performed for each elevator during the previous month. This report shall be required prior to billing. If this service report is not received prior to monthly billing, invoices shall not be paid until report is received and verified. The contractor shall allow 5 business days for approval of the report. Contractor shall maintain a complete orderly and conological file, including, but not limited to, parts list, copies of reports required by contract, etc. This file shall be made available for inspection upon request of the Contracting Officer. Upon termination of the contract the content of this file shall be transferred to the government. INSPECTION AND TESTING SERVICES 1. INSPECTION: The performance of periodic inspections as required by the National American Standard Safety Code for Elevators and Escalators -latest edition, shall be the responsibility of and at the discretion of the government. During such inspections the maintenance contract holder shall accompany the government contracted vertical lift inspector as directed by the COR. Upon completion of a periodic inspection, the contracted service provider shall be furnished with an inspection report listing deficiencies for which he is responsible to correct. . The contracted service provider shall be responsible for the correction of all listed deficiencies within the scope of the contract. These deficiencies must be corrected within 10 business days of the contracted service providers receipt of the list of deficiencies unless mutually agreed upon between the contracted service providers and the government. Any deficiencies marked "emergency" must be corrected within 48 hours. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report and return it to the COR. Periodic Inspections shall also be completed. These inspections shall be used as an ongoing reference, recognizing that certain equipment will not always be at 100% compliance. These inspections shall be completed using a percentage scale, with 100% being recognized as fully compliant. Equipment rated at a level below 75% shall be considered unacceptable, and corrective action must be completed subject to the provisions listed in FAR 52.246-4 Inspection of Services. TESTING 1. INSPECTIONS AND SAFETY TEST A. In accordance with ASME A17.l / CSA B44 Handbook (latest edition) - The maintenance contractor shall perform the periodic (annual) elevator inspections and safety tests of all elevators in May or June of each year. If the required inspections are not completed by June 30, the current and all subsequent invoicing will be rejected until completion of the inspections and safety tests. The maintenance contractor shall also perform the five (5) year inspection tests. The inspections and tests shall be witnessed by an ASME QEI-l qualified inspector. Fees included to contract said inspector will be the burden of the contractor - though the COR has final approval of the inspector used. The maintenance contractor shall tag the tested devices after the inspection and safety tests have been performed and certified by the inspector. B. Routine (semi-annual) elevator inspections and tests shall be performed by an ASME QEI-l qualified inspector (provided by the contractor) November or December and in May or June of each year. The elevator maintenance contractor shall provide qualified personnel to assist the inspector during the routine elevator inspections and tests during off hours only, as required at no additional cost to the VA. C. The elevator maintenance contractor shall be responsible to correct deficiencies found during the routine and periodic inspections and tests. All safety deficiencies shall be repaired immediately and the remaining deficiencies shall be corrected within fifteen (15) working days of receipt of report from the VA. If a deficiency cannot be corrected within fifteen (15) working days, the contractor shall submit a written explanation, to the government, stating the reason why the deficiency cannot be corrected and a time when it shall be corrected. D. Firefighter's Service Requirements - All elevators provided with firefighters' service shall be subject to monthly Phase I recall and a minimum of one floor operator on Phase II to assure the system is maintained in a proper operating condition in accordance with rule 211.3 ASME A17.l/CSA B44 Handbook-2007 Edition or latest edition. a) A written report of the findings on the operations shall be documented per ASME Rule 1206.7 Maintenance of Firefighter's Service (latest edition). The report shall be turned over to the COR within one (2) business days after completion of inspection and tests. b) The firefighters' service test shall be performed during non-duty hours at no additional charge to the Government. SERVICE CALLS Contractor shall provide two methods of requesting service. The primary contact method shall be via telephone, the secondary method shall be either telephone or email. Telephone numbers shall be unique and may not be solely connected to the same telephone receiving device. 1) Response Expectations: a. Critical Elevators: Vendor shall be on station within two hours of receipt of call for service. b. Elevator Entrapment: Vendor shall on station within 30 minutes of receipt of call for service. c. Non-Critical Elevators: Vendor shall be on station within four hours of receipt for call for service. Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately notify the COR of the problem and provide an estimated time and date corrective action shall be completed. If the service call is initiated within four (4) hours of the end of the business day, service is expected on that day at no additional cost to the government, regardless if the contractor arrives on site after non-business hours. d. The Contractor shall maintain a service call log or record which shall be available for inspection by the VA at all times. As a minimum, the call log or record shall contain the information specified herein. o Name of Caller. o Description of problem; location where problem exists. o Time and date call was received. o Description of the action taken to resolve the problem and the time and date corrective action was taken. e. The government will ensure efforts are made to avoid erroneous callbacks. The same is expected of the contractor. Upon arrival, if the unit is found to be in proper working order and no maintenance is performed, the COR and the elevator mechanic will review the elevator error log for further action and determination. EMERGENCY CALL-BACK SERVICE 1. Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 30 minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action shall be taken. Requests for service may be made by the COR by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are considered critical*, which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be of an emergency nature. *Critical units are S-3, P-8 and S-9 2. Requests for service may be made by the COR or his/her representative by telephone or other means. ADDITIONAL SERVICES Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature shall be brought to the attention of the COR before work is performed. Work of this nature shall not be performed without authorization of the Contracting Officer.
VA26116Q0450 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 21
3/31/16, 11:59 AM Elevator and Dumbwaiter Maintenance Service VA Central California Health Care System
Added: Mar 10, 2016 12:44 pm Background: The VA Central California Healthcare System (VA CCHCS) Medical Center requires full elevator and dumbwaiter service, in compliance with ANSI and ASME Safety Code Requirements. Scope: The awarded contractor(s) shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment and supplies for all equipment and systems specified or recommended by the equipment manufacturer. A comprehensive list of equipment systems is available in Attachment #1. The Contractor shall provide full elevator and dumbwaiter maintenance service, in compliance with the most current editions of ANSI and ASME Safety Code requirements AI7.1; AI7.2 and AI2.3, equipment manufacturer's recommendations, Elevator Industry Field Employees' Safety Handbook, National Electrical Code, NEIT Vertical Transportation Standards for Elevators, Escalators and Dumbwaiters and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, appurtenances and accessories in a fully operational mode and within in code compliance at all times. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, and mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the COR. No deviations to the performance measures can be made until the contract is modified in writing, by the Contracting Officer. The Contractor shall be responsible for all costs associated with repair and preventive maintenance, including labor, tools, equipment, parts, consumables, transportation, clean-up and disposal. The Contractor shall not be responsible for work made necessary by misuse, abuse or negligence unless such work is created by the Contractor, contractors representatives, subcontractors and/or contractors personnel. Contractor shall assume full responsibility for all deficiencies of all vertical transportation systems under this contract, even if the deficiencies developed due to, or were caused by, past maintenance practices. The Contractor shall be fully responsible and accountable for the safe, efficient and appropriate operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and ensure safe and reliable operation of the vertical transportation systems. The Contractor shall develop and implement a preventive maintenance (PM) program specific to this contract, and is accepted by the COR*. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The contractor shall submit a copy of their preventative maintenance program as part of their bid documents. The contractor shall maintain a maintenance and inspection log in each elevator machine room. The log shall be annotated at the conclusion of each maintenance / inspection. The log shall identify each elevator, date and time of inspection maintenance / inspection performed, repairs needed, name of inspector, and overall condition of the elevator. At the completion of any service call or preventative maintenance inspection visit, the elevator mechanic shall provide a copy of the machine room log and/or a service report to indicate what work was completed during that visit. A sample of the elevator log and preventative maintenance documentation forms intended to be used within this contract shall be provided with bid submittal documents. If repairs require work outside the scope of this contract, the contractor shall notify the COR for appropriate decision and action. Contractor shall not perform chargeable work until authorized by the Contracting Officer. *The PM program must be accepted by the COR prior to the commencement of the contract period. All preventative maintenance that requires an elevator to be taken out of service shall be coordinated with the COR and accomplished during non-business hours. The contractor shall notify the COR no less than 72 hours prior to the intended equipment outage and receive prior approval before commencing. Any equipment or system deemed not-operational by the start of the next business day shall be reported to the COR immediately. The contractor shall be responsible for the installation of signs and or barricades as related to equipment and / or systems as deemed necessary by the COR. In the event an elevator is out of service, regardless of cause, an "Out of Service" sign shall be placed at each call button on all floors. The safe and rapid completion of vertical transportation system maintenance is essential for patient and staff safety. Contractor shall refrain from creating unnecessary or protracted periods of non-operation of the vertical transportation systems. The Contractor shall maintain the machinery spaces in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the COR before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR. For inspection purposes, a key or the combination to any container or storage device with a locking mechanism shall be provided to the COR. Any hazardous material spill clean-up, such as hydraulic fluid absorbent and rags must be removed from the site the same day it is generated. Bulk storage containers of equipment lubricants, hydraulic fluid, etc. shall not be stored on site. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code. SCHEDULED MAINTENANCE 1. CLEANING, LUBRICATION AND ADJUSTMENT SERVICES: Motors, controllers, valves, pumps, tanks, relay panels, selectors, leveling devices, operating devices, signal devices, switches on car and in hoistway, hoistway door and car door or gate operating device, interlocks and contacts, guide shoes, guide grooves in hoistway and car door sills, hangers for all doors and / or gates, signal system, car safety devices, governors, tension frames and sheaves in pit shall be cleaned, lubricated and adjusted. Hoist motor brushes shall be cleaned, lubricated and adjusted. Hoist motor and brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and windings at the same time. Cleaning and refinishing of interior of cars and exterior hoistway frames and doors are excluded. Underground portions of the hydraulic jack unit are excluded - the hydraulic ram and sealing system are to be included. 2. CLEANING SERVICES: Guide rails, overhead sheaves and beams, counterweight frames, tops of cars, bottoms of platforms, elevator pits, and machine room floors shall be brushed clean and debris removed at least once a month. A complete cleaning of the entire installation including all machine room equipment, hoistway equipment, machine room floors and walls, hoistway walls, supporting structures, etc. shall be accomplished once per year. The Contractor shall furnish all necessary cleaning supplies, vacuum cleaners, etc. 3. LUBRICATION SERVICES: All sheave, machine, and motor bearing and hoisting ropes shall be lubricated, machine stuffing box and bearing on motor-operated brakes shall be repacked and gear cases and guide lubricators shall be refilled when required. Hydraulic fluid sufficient to maintain the best operating levels shall be furnished on all hydraulic elevators. 4. ADJUSTMENT SERVICES: All hoisting ropes shall be examined and the tension equalized after replacement or shortening. Whenever necessary to insure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be replaced at the expense of the contractor. The exterior of the machinery and any other parts of the equipment subject to rust shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust and carbon dust. Guide shoe rollers and gibs shall be renewed as required to insure smooth, stable, and satisfactory operation. All electrical wiring and conductors extending to elevator and dumbwaiter equipment from circuit breakers and main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. 5. MATERIALS TO BE FURNISHED: The Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies, parts and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment. 6. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED: The Contractor shall furnish and install or repair when and as necessary, machine, hydraulic pumps, motors, controllers, selectors, worms gears, tusts, windings, commutators, hydraulic pumps, belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, hoist and governor ropes, relays, contactors, control fuses, resistors, cams, car door and hoistway door hangers, tracks and door guides, door operating devices, door gibs, interlocks and contacts, car gates, safety devices, governors, hoistway and car lighting, push buttons, annunciators, hall lanterns and indicators, lamp replacement in signal systems and all other elevator signal and accessory equipment complete. Contractor shall furnish, install or repair parts and/or make renewals as necessitated by reason of normal use, misuse, equipment malfunction, and wear and tear by all parties. Repair caused by proven vandalism shall be billed at cost. Approval by the COR of all vandalism repairs is required prior to the work being done. The Contractor shall provide the COR with a detailed cost report of the work to be done. The COR will receive the detailed cost report prior to authorizing the work and the billing shall be completed on a separate detailed invoice. (Vandalism is defined as an intentional act to damage, deface or destroy.) 7. SERVICE MANUALS/TOOLS/EQUIPMENT: The Medical Centers shall not provide tools, test equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain and have on file, all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. Please submit as part of the bid submission and manuals and special equipment intended for use/reference. If the contractor does not currently possess these devices or publications please submit a letter of intention to purchase them pending award of the contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR upon request. Any publications or materials currently owned by the government shall not be removed from site at any time. 8. REPORT OF SERVICES/DOCUMENTATION Upon completion of any maintenance and / or repair services, the contractor shall report to the COR and provide a legible report detailing services performed and obtain an acceptable signature. Contractor shall prepare and submit a typed electronic report on or before the third (3rd) business day of each month detailing all services performed for each elevator during the previous month. This report shall be required prior to billing. If this service report is not received prior to monthly billing, invoices shall not be paid until report is received and verified. The contractor shall allow 5 business days for approval of the report. Contractor shall maintain a complete orderly and conological file, including, but not limited to, parts list, copies of reports required by contract, etc. This file shall be made available for inspection upon request of the Contracting Officer. Upon termination of the contract the content of this file shall be transferred to the government. INSPECTION AND TESTING SERVICES 1. INSPECTION: The performance of periodic inspections as required by the National American Standard Safety Code for Elevators and Escalators -latest edition, shall be the responsibility of and at the discretion of the government. During such inspections the maintenance contract holder shall accompany the government contracted vertical lift inspector as directed by the COR. Upon completion of a periodic inspection, the contracted service provider shall be furnished with an inspection report listing deficiencies for which he is responsible to correct. . The contracted service provider shall be responsible for the correction of all listed deficiencies within the scope of the contract. These deficiencies must be corrected within 10 business days of the contracted service providers receipt of the list of deficiencies unless mutually agreed upon between the contracted service providers and the government. Any deficiencies marked "emergency" must be corrected within 48 hours. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report and return it to the COR. Periodic Inspections shall also be completed. These inspections shall be used as an ongoing reference, recognizing that certain equipment will not always be at 100% compliance. These inspections shall be completed using a percentage scale, with 100% being recognized as fully compliant. Equipment rated at a level below 75% shall be considered unacceptable, and corrective action must be completed subject to the provisions listed in FAR 52.246-4 Inspection of Services. TESTING 1. INSPECTIONS AND SAFETY TEST A. In accordance with ASME A17.l / CSA B44 Handbook (latest edition) - The maintenance contractor shall perform the periodic (annual) elevator inspections and safety tests of all elevators in May or June of each year. If the required inspections are not completed by June 30, the current and all subsequent invoicing will be rejected until completion of the inspections and safety tests. The maintenance contractor shall also perform the five (5) year inspection tests. The inspections and tests shall be witnessed by an ASME QEI-l qualified inspector. Fees included to contract said inspector will be the burden of the contractor - though the COR has final approval of the inspector used. The maintenance contractor shall tag the tested devices after the inspection and safety tests have been performed and certified by the inspector. B. Routine (semi-annual) elevator inspections and tests shall be performed by an ASME QEI-l qualified inspector (provided by the contractor) November or December and in May or June of each year. The elevator maintenance contractor shall provide qualified personnel to assist the inspector during the routine elevator inspections and tests during off hours only, as required at no additional cost to the VA. C. The elevator maintenance contractor shall be responsible to correct deficiencies found during the routine and periodic inspections and tests. All safety deficiencies shall be repaired immediately and the remaining deficiencies shall be corrected within fifteen (15) working days of receipt of report from the VA. If a deficiency cannot be corrected within fifteen (15) working days, the contractor shall submit a written explanation, to the government, stating the reason why the deficiency cannot be corrected and a time when it shall be corrected. D. Firefighter's Service Requirements - All elevators provided with firefighters' service shall be subject to monthly Phase I recall and a minimum of one floor operator on Phase II to assure the system is maintained in a proper operating condition in accordance with rule 211.3 ASME A17.l/CSA B44 Handbook-2007 Edition or latest edition. a) A written report of the findings on the operations shall be documented per ASME Rule 1206.7 Maintenance of Firefighter's Service (latest edition). The report shall be turned over to the COR within one (2) business days after completion of inspection and tests. b) The firefighters' service test shall be performed during non-duty hours at no additional charge to the Government. SERVICE CALLS Contractor shall provide two methods of requesting service. The primary contact method shall be via telephone, the secondary method shall be either telephone or email. Telephone numbers shall be unique and may not be solely connected to the same telephone receiving device. 1) Response Expectations: a. Critical Elevators: Vendor shall be on station within two hours of receipt of call for service. b. Elevator Entrapment: Vendor shall on station within 30 minutes of receipt of call for service. c. Non-Critical Elevators: Vendor shall be on station within four hours of receipt for call for service. Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately notify the COR of the problem and provide an estimated time and date corrective action shall be completed. If the service call is initiated within four (4) hours of the end of the business day, service is expected on that day at no additional cost to the government, regardless if the contractor arrives on site after non-business hours. d. The Contractor shall maintain a service call log or record which shall be available for inspection by the VA at all times. As a minimum, the call log or record shall contain the information specified herein. o Name of Caller. o Description of problem; location where problem exists. o Time and date call was received. o Description of the action taken to resolve the problem and the time and date corrective action was taken. e. The government will ensure efforts are made to avoid erroneous callbacks. The same is expected of the contractor. Upon arrival, if the unit is found to be in proper working order and no maintenance is performed, the COR and the elevator mechanic will review the elevator error log for further action and determination. EMERGENCY CALL-BACK SERVICE 1. Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 30 minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action shall be taken. Requests for service may be made by the COR by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are considered critical*, which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be of an emergency nature. *Critical units are S-3, P-8 and S-9 2. Requests for service may be made by the COR or his/her representative by telephone or other means. ADDITIONAL SERVICES Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature shall be brought to the attention of the COR before work is performed. Work of this nature shall not be performed without authorization of the Contracting Officer.
VA26116Q0450 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 21
3/10/16, 12:44 PM