36C24221Q0531_1.docx

36C24221Q0531

PAGE 1-78

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9.

ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE

WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15

CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTA

CHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

630-21-1-6485-0001 630-21-1-6080-0002 36C24221Q0531 05-20-2021 TUITT, Josie 718-741-4352 06-09-2021

11:00AM

EDT

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904 X X 238290 $16.5 Million N/A X See Delivery Schedule

36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx NY 10468-3904

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

See CONTINUATION Page Network Contracting Office 2, James J. Peters VAMC, requires Elevator Maintenance, Inspection and Repair Service for VA New York Harbor Healthcare System (VANYHHS) - Brooklyn, St. Albans and Manhattan campuses. As described herein...

Questions are due May 27th at 9:00am.

**A higly recommended site visit is required** Ema il josie.tuitt@va.gov if you intend to attend.

Manhattan Campus - 423 E. 23rd St - NY, NY 10010 WEDNESDAY, May 26th at 9:00am-11am Engineering Office - Bldg 2 Brooklyn Campus - 800 Poly Place - Brooklyn, NY 11209 THURSDAY, May 27th at 8:45am - 10:45am Engineering Office - Bldg 4 St. Albans Campus - 179-00 Linden Blvd. - Jamaica, NY 11425 THURSDAY, May 27th at 1:00pm - 3:00pm Engineering Office - Bldg 89, Room A119 This is a base year plus (2) option years requirement.

See CONTINUATION Page 630-3610162-6485-850100-3223 0100501X6 630-3610162-6080-850100-2580 010050190 x X x Josephine Tuitt Contract Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C242 Josephine (Josie) Tuitt Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Tungsten Network http://www.tungsten-network.com/us/en/veterans-affairs

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C24221Q0531

Page 1 of

A HIGHLY RECOMMENDED SITE VISIT

*Note: If you previously attended site visit on 3/12/21 and 3/15/21 it is not necessary to attend again.

**Email josie.tuitt@va.gov of your intention to attend** **Contractors that do not attend all walkthroughs shall be excluded from the competition. ** Manhattan Campus – 423 E. 23rd St – NY, NY 10010 WEDNESDAY, May 26th Engineering Office – (Bldg. 2)

9AM – 11AM

Brooklyn Campus – 800 Poly Place – Brooklyn, NY 11209 THURSDAY, May 27th Engineering Office – Bldg. 4

8:45AM – 10:45AM

St. Albans Campus – 179-00 Linden Blvd – Jamaica, NY 11425 THURSDAY, May 27th Engineering Office – Bldg. 89 Room A119

1:00PM – 3:00PM

ELEVATORS MAINTENANCE, INSPECTION AND REPAIR

STATEMENT OF WORK

DEPARTMENT OF VETERANS AFFAIRS

NY HARBOR HEALTHCARE SYSTEM

BROOKLYN VA MEDICAL CENTER

ST. ALBANS COMMUNITY LIVING CENTER

NEW YORK VA MEDICAL CENTER

1. PURPOSE

Obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE), referred to as elevators, at the Brooklyn VA Medical Center (“BK VA”), St. Albans Community Living Center (“SA CLC”) and Manhattan VA Medical Center (“NY VA), referred to as the Government.

2. SCOPE OF WORK - MAINTENANCE AND REPAIR SERVICES

2.1 The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the vertical transportation equipment operating as originally specified by the equipment manufacturer.

2.2 The contractor shall provide a resident mechanic at each site working 40 hours per week. The normal operating hours are the hours between 8:00 AM to 4:30 PM or 7:00 AM to 3:30 PM Monday through Friday, except Federal Holidays. NY VAMC working hours are 6:00 AM – 4:00 PM Monday through Friday, except holidays but need elevator mechanic to be on site Tuesday at 6:00 AM.

2.3 Contractor shall provide callback response and emergency service during the hours outside normal operating hours, weekends and Federal Holidays. At least one of the emergency telephone numbers with alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year.

2.4 The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract.

2.5 Contractor shall comply with all applicable Federal Codes and Veterans Health Administration (VHA) standards and directives. Codes to include but not limited to:

· American Society of Mechanical Engineers (ASME) Safety Codes for Elevators - A17.1, A17.3, A17.4, A17.5, A17.6, A18.1

· National Fire Protection Association (NFPA) - 13, 70, 72, 101, 252

· International Building Code (IBC)

· Guide for Inspection of Elevators - A17.2

· Standards for the Qualification of Elevator Inspectors - ASME QEI-1

· American Society of Safety Engineers (ASSE) – Personnel Hoists and Employee Elevators on Construction and Demolition Operations A10.4

· VA Barrier Free Design Standard - PG-18-13

· VA Seismic Design Handbook - H-18-8

· Vertical Transportation Handbook, 4th Edition

· Elevator Industry Field Employees’ Safety Handbook

2.6 The Contractor shall provide complete maintenance service, safety inspections, and tests on every elevator for the period required under the contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only.

2.7 The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram elevator systems.

2.8 Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator. Wiring diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made to controls shall be dated and recorded on the government wiring diagrams. The wiring diagrams will remain property of the Government.

2.9 Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

2.10 Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. Parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source. All parts must be NON-PROPRIETARY, NON-REFURBISHED and NEW as required by Federal Law

2.11 Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and other supplies necessary to perform services required in this Contract. Lubricants shall be only those products recommended by the equipment manufacturer or equal.

2.12 Contractor shall maintain specified equipment in like-new condition and good working order in accordance with best possible industry standards by examining, adjusting, lubricating as required, and if conditions warrant, clean, and repair or replace components of the equipment as follows:

1. Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts.

2. Motor and motor generator, motor windings, rotating elements, commutators, brushes, brush holders, and bearings.

3. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers and all control components.

4. Controller, selector and dispatching equipment, relays, solid state components, resistors, condensers, transformers, contacts, leads, dash pots, timing devices, computer and microprocessor devices, steel selector cable or tape, and mechanical and electrical driving equipment.

5. Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws.

6. Deflector or secondary sheaves, sheave bearings, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers or gibs.

7. Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code.

8. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices.

9. Automatic power-operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibs or rollers, ceiling fan/blower and grill.

10. Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

11. General and Emergency lighting above the cab or in the hoist way including; bulbs, fixtures, batteries, trickle charger and related wiring and components.

12. Elevator operating devices for fire emergency operation and emergency power operation.

13. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests.

14. Replace conductor cables and hoist way and elevator machine room wiring.

15. Ensure lubricants meet the specific manufacturer’s requirements for the equipment.

16. Check the group dispatching systems and make necessary tests to ensure circuits and time settings are properly adjusted and the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by the COR.

17. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this contract, the Contractor shall notify the CO/COR within 24 hours after adding more than two gallons of such fluid. Written documentation shall be provided as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO/COR.

18. Pumps and pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks and oil recovery systems.

19. Filters, mufflers, and muffler components.

20. Repair or replace conductor cables, elevator hoist way wiring and machine room elevator wiring.

21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. General cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor.

22. Telephone, data and intercom lines serving IT, Phone, elopement systems or any other system located within the hoist way or the cab.

2.13 Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize safe and continuous functioning of the equipment.

2.14 If work is required outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for emergency situations such as entrapment, without the written consent of the CO/COR and receipt of a separate Purchase Order to cover the cost of additional work.

2.15 Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, and contractor employees. Contractor shall obtain written approval by the CO/COR prior to repairs related to this category of damage. Any damage the contractor deems to be a result of this nature shall be fully documented with pictures taken by the Contractor. Documentation of the incident, including pictures shall be provided to the CO/COR for evaluation. The CO/COR reserves the right to claim any damaged material / equipment.

2.16 Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator within thirty (30) calendar days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance. The Contractor shall perform inspections and maintenance of elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including but not limited to fire recall, ASME A17.1 Appendix N tests and other safety/maintenance testing as required by the manufacturer, recognized national codes, or the Government.

2.17 The Contractor shall maintain a copy of current elevator inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection. The elevator inspection documentation will be located in the machine room for the elevators covered and a copy provided to the COR each quarter.

3. SCOPE OF WORK - SAFETY INSPECTIONS AND TESTING

3.1 Category Five tests shall be performed by a 3rd party ANSI/ASME QE-1 Certified Elevator Inspector hired by the Government.

3.2 Contractor shall assist with the performance of these safety tests and other tests and inspections as recommended and required by ASME A17.1 “Safety Code for Elevators and Escalators” using Table N-1 “Recommended inspection and test intervals in ‘Months’” and ASME A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks latest edition.

3.3 The certified inspector will provide a report of deficiencies found the Government or Contractor is required to correct.

3.4 The results of all tests shall be recorded in the “Record of Elevator Testing” and a summary delivered to the CO/COR.

3.5 The Contractor shall identify the date of the last Annual Test up to the Five-Year Load Tests on each elevator tag and plan to perform the following:

· Contractor shall assist and accompany any third-party elevator safety inspector, provided by the Government, during the Annual up to and Five-Year Load Tests required by ASME A17.1/A17.2. The tests will be performed under direction of an appointed third-party elevator inspector having area jurisdiction and appointed under separate contract by the Government and may involve 2 or more days of work.

· The Contractor shall be responsible for furnishing necessary weights, labor, and means of transportation of the weights throughout the Government’s facilities, as directed by the third-party inspector and as required for successful completion of inspections.

· The Contractor shall operate elevators during inspection/test under the direction of the third-party elevator inspector as required for the inspection/test.

· The Contractor shall work with the third-party inspector on developing a list of repairs identified during testing. The Contractor shall coordinate with the COR concerning time frame for repairs and adjustment identified during the inspection and covered under this Contract, which shall be completed in a timely manner. All repairs outside of the Contract will be submitted to COR and handled under a separate Purchase Order.

3.6 Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Government.

3.7 Contractor shall attach tags after testing as required by ASME A17.1 and A17.2.

3.8 Elevators provided with firefighters’ service shall be subjected to monthly Phase I “Emergency Recall Operation” and a minimum of one floor operation on Phase II “Emergency In-car Operation” to assure the system is maintained in proper operating order in accordance with ASME A17.1. The Contractor shall conduct these tests as required and results shall be recorded in the MCP under “Record of Elevator Testing” with a copy provided to the COR and a companion separate document maintained in the elevator machine room.

3.9 All tests or inspections removing an elevator from normal operation shall be scheduled in advance with the CO/COR. Recurring tests such as “Emergency Recall Operation” may have a standard recurring schedule approved and applicable through the term of the contract.

4. EXISTING CONDITIONS

4.1 Immediately after contract award and no later than 60 days thereafter, the Contractor and the Government shall conduct a thorough inspection of elevators and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order.

4.2 If a deficiency is not identified in the inspection and 60 days have passed since award of the Contract, the deficiency shall be covered under this Contract.

4.3 Once the deficiencies identified have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract.

5. FACILITIES

The Vertical Transportation Equipment (VTE) to be maintained is identified as follows:

5.1 Brooklyn VA Medical Center (“BK VA”):

· 16 (Sixteen) Elevator at Main Hospital (Building 1): P1-P5, P6**, S1-S7, S9-S11

· 4 (Four) Elevator at Outpatient Clinic (OPC, Building 15): P1-P3, S1

· 1 (One) Elevator at Domiciliary (Building 2): P7

· 1 (One) Elevator at Data Center (Building 14): P8

· 1 (One) Elevator at Engineering (Building 4): S8

· 5 (Five) dumbwaiters **Building 1 Elevators P1-P5 are undergoing modernization and upgrades including elevator maintenance under a separate contract, from 1 July 2020 to 31 August 2021. Services for these five (5) elevators will therefore commence on 1 September 2021.

5.2 St. Albans Community Living Center (“SA CLC):

· 4 (Four) Elevator at Building 89: P1-P3, P8

· 1 (One) Elevator at Building 88: P9

· 1 (One) Elevator at Building 87: P4

· 1 (One) Elevator at Building 85/86: P5

· 1 (One) Elevator at Building 91: P6

· 1 (One) Elevator at Building 92/93: P7

5.3 New York VA Medical Center (“NY VA):

· Building 1

· • Eight (8) Passenger Elevators

· • One (1) Passenger Elevator – Hydro cart

· • Four (4) Freight Elevators

· • One (1) Freight Elevator located by the kitchen

· Building 2

· • One (1) Passenger Elevator – Hydro cart

· Building 3

· • One (1) Passenger Elevator – HR Office

· Building 6

· • Four (4) Passenger Elevators

· • Two (2) Freight Elevators

· • Two (2) Cart Lifts (Dumb Waiter)

6. GOVERNMENT FURNISHED PROPERTY

6.1 The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

6.2 The Government will not provide any materials to the Contractor.

6.3 The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

6.4 Oil removed from hydraulic units shall be collected, placed in 55-gallon drums suitable for shipping in accordance with U.S. Department of Transportation (DOT) regulations, labeled as “Used Oil” in accordance with U.S. Environmental Protection Agency (EPA) regulations, and turned over to the Government for disposal. Disposal of empty drums or containers of hydraulic oil furnished by the vendor shall be disposed of by the vendor in accordance with all applicable regulations.

7. PERFORMANCE REQUIREMENTS

7.1 The Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. The Contractor shall have a minimum of five (5) years of successful experience maintaining elevator equipment identical or similar to the vertical transportation equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office.

7.2 The Contractor shall provide a Contract Manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

7.3 Contractor shall show evidence of their reliability, ability and experience by furnishing:

· Elevator Lead Technician Resume, and Training Certifications/Mechanic’s License;

· A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of enrollment/certification in the National Elevator Industry Educational Program (NEIEP) and membership in the International Union of Elevator Constructors (IUEC). Alternately, certificate of completion from an approved apprentice program (NEIEP, CET, or CAT).

7.4 Contractor shall show evidence of using, supplying and maintaining non-proprietary equipment, parts and controls and provide examples and references to the CO/COR for validation.

7.5 The selection, assignment, and management of Contractor’s employees is the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the New York Harbor facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

8. SECURITY REQUIREMENTS

8.1 Contractor and Subcontractor personnel working on VA New York facilities must consent to Background Checks or shall be denied access to the VA New York facilities. Information required to conduct a Background Check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

8.2 Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

8.3 Department of Veterans Affairs regulations always requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

8.4 The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

8.5 The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

8.6 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

8.7 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

8.8 The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

9. INFECTION CONTROL REQUIREMENTS

9.1 The Contractor shall maintain the elevator shafts, elevator pits, equipment rooms and equipment room clean and comply with other reasonable requests of the CO/COR related to Infectious Control measures.

9.2 Within the first three (3) months this Contract is in effect, and then annually thereafter the Contractor shall thoroughly clean the following: all elevator hoist ways, pits, car tops, machine rooms and equipment including controller interiors and air filters. Car and hoist way door hardware shall be cleaned, lubricated, and adjusted.

9.3 The mechanical room floors including elevator pits and steps shall be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of trash, dirt, oil, and grease.

9.4 Walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces.

9.5 Elevator equipment, including control cabinets, motors, door operating mechanisms, and cartops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.

9.6 Machinery exterior and any other parts of the equipment subject to rust shall be properly painted. Any surfaces, particularly floors, steps and handrails that have a dull or worn appearance after cleaning shall be painted so cleaning efforts are evident.

9.7 CO/COR will periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract.

9.8 Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and State and local regulations.

10. CALLBACK SERVICE

10.1 Callback service is defined as a request for service or to assist in an entrapment for one or more elevators, either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention.

10.2 Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 (one) hour for passenger entrapments and 2 (two) hours for all other non-entrapment callbacks.

10.3 Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem the same day, the CO/COR must be notified in writing with an explanation of the delay.

10.4 Callback service during non-normal working hours shall be restricted to entrapment releases and returning critical elevators to service. Critical elevators include elevators designated by the COR or COR designee.

10.5 Critical elevators are defined as: each building serviced with an elevator shall have a minimum of one elevator in operation to ensure safe vertical egress. In the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building has no elevator service, then the callback is deemed essential.

10.6 Callback services of non-essential elevators will be scheduled for repair the next business day during normal business hours.

10.7 Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation.

11. ELEVATOR OUT OF SERVICE

11.1 Before removing an elevator from service, notification is required to Engineering Service (Boiler Plant shall be notified after-hours), Brooklyn VA Police Service (After-Hours alternate) or NY VA Police Service (After-Hours alternate) and the COR immediately during normal business hours, either by phone or in person. If work requires more than one day, daily notification of the out of service condition will be made. Notify the COR when placing the elevator back in service.

11.2 When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption. Contractor shall provide signage and post in a manner which does not damage paint or other finishes. Upon completion, all signage shall be immediately removed. The COR will approve signage plaques used by the Contractor within 10 days of contract award. Signs shall be no smaller than 6”x4” with 48-point type, in English.

11.3 Tests, inspections, or maintenance repairs removing an elevator from service shall be scheduled in advance with the CO/COR. A schedule for maintenance shall be submitted within 10 days of contract start.

11.4 Under no circumstances will any shutdown or outage last longer than five (5) consecutive working days, from initial notification to the Contractor, without prior notification and approval of the CO/COR.

11.5 For unscheduled elevator outages, the Contractor shall provide a detailed description of the outage and required repairs by written notification to the COR by the following business day.

12. SPARE PARTS

12.1 Adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services.

12.2 Parts and materials shall be NON-PROPRIETARY, NON-REFURBISHED and NEW. All lubricants shall be the same as or equal to those recommended by the manufacturer.

12.3 If it becomes evident during a warranty period that a component(s) is not functioning properly in accordance with manufacturer’s or Contract requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, then the component(s) shall be removed and a new component(s) meeting all requirements shall be installed.

12.4 All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets or containers provided by the Contractor.

13. DOCUMENTATION

13.1 The Contractor shall maintain a Service Logbook in each elevator machine room. The log shall list the date and time of all weekly examinations and all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary corrections performed, or parts replaced.

13.2 The Contractor shall record log entries of tests conducted, technicians performing the tests, and test results tests including any deficiencies found. This is in addition to recording this information in the required data base. The Contractor shall provide a copy of each logbook (one hard copy and one electronic) annually to the COR for record, and provide for review within 24 hours at the request of the COR.

13.3 The Contractor shall post a check chart for each elevator in a conspicuous place, in the machine room containing the equipment controller. These check charts shall list each elevator component showing a schedule of the manufacturer’s recommended frequency of inspection of each component on a weekly, monthly, quarterly, semi-annual, and annual basis. Entries shall indicate status of and schedule for which work was performed. The check chart shall be kept up to date and must be initialed and dated by the Contractor’s employee to indicate work has been accomplished. A check chart shall be available for review by the CO/COR and the Contractor will physically show the CO/COR the completed work on request.

13.4 The Contractor shall submit copies of each check chart (one hard copy and one electronic) monthly to the COR. The Contractor shall also submit a summary of all callbacks for each month stating the campus, building, elevator, date, time, issue, and resolution.

13.5 The Contractor shall submit to the COR, within 10 business days of the end of each month of performance, a monthly summary of each completed elevator preventative maintenance, callbacks, repairs, and inspection. The log shall list the date and time for each event that occurred. The monthly summary log shall be utilized to validate work performed.

14. SAFETY

14.1 Contractor shall adhere to OSHA, EPA, NFPA, VA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. The Contractor shall provide full elevator service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government.

14.2 During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VA Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VA smoking policy.

14.3 Patient, employee, visitor, and Contractor personnel safety shall always be maintained. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended.

14.4 The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard Communication Standard (29 CFR 1910.1200).

14.5 Contractor shall provide suitable secondary-containment spill pallets (durable plastic or equivalent) for any drums of hydraulic oil which they store on-site, in accordance with the facility’s Spill Prevention, Control and Countermeasures (SPCC) Plan. Maintain a suitable spill kit, including absorbent pads, in rooms where hydraulic fluid is stored in bulk. Promptly report all spills to COR.

14.6 Contractor is responsible to identify, provide and maintain personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and proper use of PPE shall be provided by employer, and documentation maintained by the Contractor.

14.7 The Contractor shall obtain a Hot Work Permit from the Government (VA Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit.

14.8 Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government’s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

14.9 Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service.

14.10 Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

14.11 Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

15. QUALITY CONTROL REQUIRMENTS

15.1 Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. QCP shall be in compliance with the Maintenance Control Program as required by ASME A17.1 Section 8.6. The program shall include the following:

· An inspection system covering the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection.

· The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

· A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Government inspectors point out deficiencies.

· A file of inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract.

15.2 The Contractor shall conduct an Annual Walk with the COR or Government designee to review the condition of elevators and quality of services provided in performance of the contract. The COR will determine the number of elevators to review during the annual walk. All elevators can be inspected as well as the required documentation.

16. PAYMENT

16.1 Payment for work covered under this Contract shall be billed monthly.

16.2 Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee.

16.3 The Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and Government will take corrective action as defined the Federal Acquisition Regulations (FAR). Payment withholding will be in compliance with the FAR. Criticality of VTE in a medical facility requires that continued Contractor failure to perform will necessitate holding Contractor in default and the Government obtaining suitable service via separate means.

17. UNSCHEDULED REPAIR ACTIONS

17.1 Unless otherwise directed by the CO/COR the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO and the issuance of a separate Purchase Order or use of Unscheduled funds. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation. Repairs are part of the scope of work, but only through authorization of an executed modification by the Contracting Officer (CO).

18. PERIOD OF PERFORMANCE

18.1 The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

Brooklyn VAMC:

Base Year- July 1, 2021 – June 30, 2022* Option Year I – July 1, 2022 – June 30, 2023 Option Year II – July 1, 2023 – June 30, 2024

*Note: some Brooklyn elevators do not require contract coverage for the entirety of the base year; refer to details in Paragraph 5.1 of this SOW.

St. Albans VA CLC:

Base Year – July 1, 2021 – June 30, 2022 Option Year I – July 1, 2022 – June 30, 2023 Option Year II –July 1, 2023 – June 30, 2024

Manhattan VAMC Base Year – July 1, 2021 – June 30, 2022 Option Year I – July 1, 2022 – June 30, 2023 Option Year II – July 1, 2023 – June 30, 2024

19. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

20. CONTRACTING OFFICER REPRESENTATIVE (COR)

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel.