36C24225Q0045.docx

Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Samuel S . Stratton VA Medical Center 113 Holland Avenue (2-90NCA) Albany NY 12208-3410

POINT OF CONTACT*

Contract Specialist Charles Collins Charles.Collins@va.gov

PLACE OF PERFORMANCE

Manhattan, Brooklyn, and St. Albans Campuses

NY

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

1. This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Albany NY for the purpose of collecting information about New York Harbor Healthcare System, Manhattan, Brooklyn and St. Albans Campuses, Elevator Maintenance, Inspection and Repair. The VA is seeking to provide for this requirement as of 1/1/2024 to replace an expiring contract. The NAICS code identified for this requirement is NAICS Code 561210 and NAICS Size standard $22 Million. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing this service, are encouraged to email a capability statement and full information to Charles Collins at Charles.Collins@va.gov.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category(service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEID number and address, point of contact and social-economic.

If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

The following information is required for determining procurement strategy and viability of sources:

Set aside requirements have limitations on subcontracting. This service is located at the New York Harbor Healthcare System, Manhattan, Brooklyn and St. Albans NY Campuses. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

- If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company?

- How many years’ experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

- How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years?

- How many certified/licensed technicians does your company currently employ?

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent point of contact for company, contractor SAM UEID number for size standard and socioeconomic verification in SAM and SBA certification database (VetCert), as well as for any intended subcontractors.

- Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

Below is the Limitation on Subcontracting – Certificate of Compliance Clause. Please complete this as part of your response.

852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [ ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating 18 U.S.C. 1001.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:_________________________ Printed Title of Signee: ____________________________ Signature: ____________________________________________ Date: _______________________ Company Name and Address:____________________________________________________ Sources Sought Notice Sources Sought Notice

Sources Sought Notice

ELEVATORS MAINTENANCE, INSPECTION AND REPAIR

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

NY HARBOR HEALTHCARE SYSTEM

BROOKLYN VA MEDICAL CENTER

ST. ALBANS COMMUNITY LIVING CENTER

NEW YORK VA MEDICAL CENTER

Performance Work Statement (PWS)

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.

1.1 Locations

Services to be provided to the campuses of the New York Harbor Healthcare System located at:

· Brooklyn VA Medical Center - 800 Poly Pl, Brooklyn, NY 11209,

· Manhattan VA Medical Center - 23 E 23rd St, New York, NY 10010

· St. Albans Community Living Center - 17900 Linden Blvd, Jamaica, NY, 11425.

1.2 PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Brooklyn VAMC:

Base Year- January 1, 2025 – December 31, 2026 Option Year I – January 1, 2026 – December 31, 2027 Option Year II – January 1, 2027 – December 31, 2028 Option Year III – January 1, 2028 – December 31, 2029 Option Year IV – January 1, 2029 – December 31, 2030

St. Albans VA CLC:

Base Year- January 1, 2025 – December 31, 2026 Option Year I – January 1, 2026 – December 31, 2027 Option Year II – January 1, 2027 – December 31, 2028 Option Year III – January 1, 2028 – December 31, 2029 Option Year IV – January 1, 2029 – December 31, 2030

Manhattan VAMC Base Year- January 1, 2025 – December 31, 2026 Option Year I – January 1, 2026 – December 31, 2027 Option Year II – January 1, 2027 – December 31, 2028 Option Year III – January 1, 2028 – December 31, 2029 Option Year IV – January 1, 2029 – December 31, 2030

2. General Requirements:

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. The normal operating hours are 7:00 AM to 4:30 PM for the Brooklyn and St. Albans Campuses Monday through Friday, except Federal Holidays. Manhattan VAMC working hours are 6:00 AM – 4:00 PM Monday through Friday, except holidays.

2.3 Upon arriving and signing in at the facility, and within the first hour of the day, the Contractor personnel shall perform an initial walkthrough of all elevators to ensure they are operational and brief the COR on their findings. Should an equipment failure occur during regular business hours which requires removal from service, the Contractor shall report to the COR before and after performance of the repair and provide evidence of the service performed. At the conclusion of the day, the Contractor shall de-brief the COR on any outstanding repairs or incomplete services.

2.4 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.

2.5 The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required including but not limited to the following:

1. Elevator Contractor License

2. Elevator Inspection Contractor License

3. Elevator Mechanic License

4. Accessibility Lift Technician License

5. Elevator Inspector License

6. Elevator Accessibility Technician License

2.6 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

2.7 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 National Elevator Industry Educational Program (NEIEP) trained, National Association of Elevator Contractors (NAEC) as a certified Elevator Technician (CET), International Union of Elevator Constructors (IUEC) technicians, certification issued by Qualified Elevator Inspector Training Fund (QEITF), National Association of Elevator Safety Authorities (NAESA) only.

2.8 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.

2.9 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.

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

2.11 Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. All parts shall be of the original equipment manufacture’s (OEM) design and specification or equal thereto.

2.12 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.

2.13 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.

2.14 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.

2.15 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.

2.16 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.

2.17 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.

2.18 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.

2.18 CONTRACTOR QUALIFICATION:

A. The Contractor shall have a minimum ten (10) years of experience providing elevator maintenance services in high-rise buildings.

B. Assigned primary AND support elevator mechanics/apprentices shall be certified by the International Union of Elevator Contractors (IUEC) or have equivalent qualifications.

C. The assigned primary elevator mechanic shall have a minimum five (5) years of experience on the same type of equipment, particularly dispatched elevator groups of five (5) cars or more that are controlled by Serge processors.

D. The Contractor shall have sufficient staffing levels to ensure continuity of coverage. In the event of illness or scheduled vacation time of the assigned primary elevator mechanic, or in the event of multiple elevators being out of service simultaneously and requiring repairs requiring additional manpower, a support technician shall be provided within two (2) hours. Should the Contractor need to supplement their staffing levels using a Sub-Contractor, a dually signed support agreement between the Contractor and Sub-Contractor stating the number of available support personnel and mandating a maximum response time of two (2) hours from receipt of the initial support request shall be in place.

E. The Contractor shall possess the knowledge, computer hardware, and software required to maintain elevators with proprietary operating system. The software shall have the ability to access ladder logic diagrams imbedded in Serge PLCs. The Contractor shall be required to have the necessary computer hardware, software, and personnel with appropriate expertise, if the primary elevator mechanic is not able to support the current proprietary operating system, one must be on-site within two (2) hours of notice.

F. The Contract Officer Representative (COR) or CO shall review and approve the qualifications of all elevator mechanic and apprentice before they perform on-site repairs under this service agreement.

G. Elevator mechanic apprentices performing maintenance at the VA Medical Center shall be in year three (3) or above in their respective apprenticeship program. A certified elevator mechanic shall be present when apprentices are performing maintenance at the VA Medical Center.

H. All Contractor employees performing work under this agreement at the VA Medical Center for more than forty (40) hours over the contract period are required to complete Infectious Control training provided by the VA facility.

I. All Contractor employees working on-site shall have completed an Occupational Safety & Health Administration (OSHA) approved construction safety training course. The required level of training is as follows: 10-hour training for on-site workers and/or 30-hour training for on-site supervisors. Proof of OSHA training shall be submitted to the COR and is required prior to commencement of work on-site.

J. The selection, assignment, and management of contractor’s employees are 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 VA/VAMC or personnel. The Contractor is fully responsible for the performance and conduct of their 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.

2.19 PARTS:

2.19.1 The Contractor shall furnish all lubricants, cleaning supplies and tools necessary to perform the work described herein. All lubricants shall be as recommended by the manufacturer of the equipment or equal thereto.

The Contractor shall furnish and install, or repair when necessary minor parts, including but not limited to the following:

· Motor generators.

· Controllers.

· Selectors.

· Worm gears.

· Thrust bearings.

· Windings.

· Commutators.

· Armatures.

· Pulleys.

· Coils.

· Circuits.

· Magnet frames.

· Relays.

· Contacts.

· Printed circuit boards.

· Solid state controls.

· Logic circuits.

· Control fuses.

· Cams.

· Car doors.

· Hoist way door hangers.

· Tracks and door gibs.

· Door operating devices.

· Interlocks and contacts.

· Safety devices.

· Governors.

· Push buttons.

· Annunciators.

· Hall lanterns and indicators.

· Lamp replacement in signal system and all other elevator signal and accessory equipment.

2.19.1.1.2 All parts shall be of the original equipment manufacture’s (OEM) design and specification or equal thereto.

2.19.1.1.3 The Contractor shall NOT supply replacement fluorescent ballasts or bulbs for car lighting fixtures or floor covering on elevator platforms.

2.19.1.1.4 The existing emergency call systems located in the cars shall be maintained according to manufacturer specifications.

2.19.1.1.5 In addition to the minor spare parts above, the Contractor shall always have available, for immediate delivery and installation, sufficient supply of the following spare parts for the repair of each elevator system concerned, the inventory shall include, but not necessarily be limited to the following:

· Lamps, minimum two (2) each type.

· Door operator motor s and gear reduction units, for both side slide and vertical bi- parting doors.

· Transformers and rectifiers for each type and size used.

· Relays and switches, minimum one of each type.

· Controller and selector switch contacts and coils for each size and type used.

· Selector tapes and selector motor (when used), leveling switches, magnets, and induction.

· Door interlocks.

· Car door safety device.

· Car door electric door detectors complete to include preamplifiers and power pack.

· Hanger rollers for both car and hall doors.

· Limit switches and terminal stopping switches.

· Roller guides for car.

· Electronic tubes for each type and size used.

· Flexible guide shoe gibs.

· Torque wrenches and other small tools.

· Pressure, relief and control valves for each type and size used (hydraulic elevator).

· Any/all computer components that cannot be substituted shall be "next day delivered" to site.

· If spare parts are to be stored at VA Facility, the Contractor shall provide lockable metal storage cabinets for their spare parts, VA shall not be responsible for lost or stolen tools or materials left unsecure.

2.1 SCHEDULED DOWNTIME:

A. Not more than one elevator per bank shall be put out of service at one time for regular preventive maintenance, testing, lubrication, and servicing, The time of day that each elevator can be shut down for routine maintenance shall be scheduled with the COR to minimize the disruption caused by the elevators being out of service. Generally, all shutdowns will be accomplished during business hours, or otherwise determined by the COR. If for any reason an elevator should be out of service for more than the usual troubleshooting time of 30 to 60 minutes, the Contractor shall notify the COR when the elevator was taken out of service, the reason why, and what time the elevator is expected to be put back in service for proper and safe operation.

B. The following will be considered maximum shutdown times allowed:

1. Major Repairs:

a. Cables-hoist, governor, compensating and tail ropes. Completion within 4 calendar days after replacement cables are received.

b. Brake coils and motor field coils - 7 calendar days.

c. Rewind motor or MG set armature -14 calendar days.

d. Turn down and undercut machine commutator 4 calendar days.

e. Governor repairs - 4 calendar days.

f. Replace motor bearing - 5 calendar days.

2. Minor Repairs - Completion within 1 calendar-day:

a. Replace relay coils.

b. Replace relays.

c. Replace door interlocks.

d. Replace door guides.

e. Door operator repairs.

f. Repair selector drive tape.

g. Replace door operation motor.

h. Replace selector drive motor.

i. Replace brake linings.

j. Replace valves (hydraulic elevator).

k. Replace pump unit (hydraulic elevator).

l.

2.2 PERFORMANCE:

2.2.1.1.1 The Contractor shall keep the elevator maintained to operate at the original contract speed, keeping the original performance measures, including acceleration and retardation times, average waiting time, door opening and closing times, accuracy of leveling and variance from rated speed under all load conditions and as designed and installed by the manufacturer. Any changes shall be discussed with the COR and approved before implementation. Each elevator shall be operable and available for use 90% of the Medical Center’s normal work hours. Contractor shall keep a running total of hours out of service and provide it to the COR weekly. Scheduled maintenance time shall be excluded when calculating operational uptime during normal work hours.

2.2.1.1.2 Performance Requirements - Contractor shall maintain the following minimum performance requirements below:

· Average waiting time – The amount of time the registering of a hall call to the moment the elevator arrives at the landing (computed over 24 hour period).

· Floor leveling accuracy – The maximum allowable difference in height between the finished hall floor and finished car floor under all load conditions.

· Door opening time – Measured from start of door open process until doors are fully open.

· Door closing time – Measured from the start of the door close process until the doors are fully closed.

· Variance from rated speed regardless of load shall not exceed ± five percent (5%).

2.3 RECORDS:

A. The Contractor shall maintain a complete, orderly, and chronological file, including drawings, complete parts lists and copies of all reports as required by these specifications. A record of all call backs and repairs shall be kept by the Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties. The file shall be available for inspection upon request and a copy of this complete file shall be furnished to the VA facility during the last month of each contract period. This monthly report shall indicate the elevator number, date work was performed, type of work (emergency replacement or repair), brief description of the work performed, man-hours expended, and materials used.

B. The Contractor will provide written reports to the VA weekly of the work accomplished and document all preventative maintenance and other maintenance preformed. The Contractor shall provide all Joint Commission documentation monthly to the VA.

C. The Contractor shall provide and keep current suitable check charts for each elevator. One shall be kept in the appropriate machine room of the building in which the elevator is located; a copy shall be turned over to the COR. Upon completion of maintenance, the Contractor shall properly initial the chart to indicate the work has been completed. In addition to the check charts in each machine room the Contractor shall maintain, on the premises a log of arrival and departure times of all Contractor employees. The log shall contain columnar line entries for date, employee position classification, employee name, time of arrival, time of departure, hours worked, and type and extent of work performed on each unit. The log shall be kept in the VA, Engineering Service and shall be completed when the Contractor's employee checks in and out for each service visit.

D. Drawings and wiring diagrams which are furnished by the VA to facilitate the Contractor's work shall be maintained and revised by him periodically as changes occur. At the expiration of the contract, the Contractor shall turn over to the VA three (3) copies of the drawings and wiring diagrams, completely revised to date, covering each elevator. Those drawings and wiring diagrams shall faithfully represent the "as modified" condition existing at the expiration date.

E. All drawings and wiring diagrams furnished the Contractor by the VA or drawings and wiring diagrams prepared by the Contractor for work under the contract shall be considered the property of the VA and shall be always accessible to the COR and be turned over to COR upon termination of this contract.

F. The Contractor shall complete any/all forms required by the latest ANSI/ASME with respect to tests/inspections. The Contractor will support required testing of elevators by 3rd party inspectors, operating, and assisting with the test/inspections. All deficiencies will be addressed by the Contractor that were identified by the 3rd party inspector.

2.4 SERVICES TO BE PROVIDED:

K. Cleaning, lubrication, and adjustments of the non-exclusive list of parts below shall be performed at a minimum as required by this contract.

1. Motors

2. Generators

3. Controllers

4. Relay panels

5. Selectors

6. Leveling devices

7. Switches on car and in hoistway

8. Hoistway door and car door or gate operating device

9. Interlocks and contacts

10. Guide shoes

11. Guide grooves in hoistway and car door sills

12. Hangers for all doors and car doors or gates

13. Signal system

14. Car safety device

15. Governors

16. Tension frames and sheaves

17. Elevator pits

18. Clean all door opening and tracks for all elevators bi-weekly.

19. Test and repair phones and work with VA to resolve phone issues within the elevators and at emergency panels. (Service and Passenger side lobbies)

L. Hoist motor and generator brushes shall be checked for wear a minimum every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and winding at the same time. Cleaning and refinishing painting of the interior of cars and exterior surfaces of hoistway frames and doors are excluded from the requirements of this contract, however all other "in car items" e.g.: push buttons, ventilation fan(s), lighting and the like shall be included in the scope of work for this contract.

Page 1 of M. The Contractor shall examine, adjust lubricate, clean, and when conditions warrant, repair, or replace the following items listed below and related components at a minimum as required by this contract. Replacement of hoisting, compensating and governor cables shall be considered within the scope of this contract.

1. Entire machine, including housing, drive sheave, drive sheave shaft bearings, brake and brake assembly and component parts.

2. Motors including auxiliary rotating systems, motor windings, rotating elements, couplings, and bearings.

3. All sheaves, pulleys, sprockets, and other drive components.

4. Controller: All components including all relays, contacts, solid state components, resistors, condensers, transformers, contacts, leads, mechanical or electrical timing devices, computer devices, circuit boards, integrated circuit chips, etc. Adjust and modify operations program after acceptance of proposed changes by the COR.

5. Selector: All components including selector drive tape, wire, or cable, hoistway vanes, magnets, indicators, and all other mechanical and electrical drive components.

6. Motor and motor generator brushes and brush holders.

7. Hoistway door interlocks or locks and contacts, hoistway door hangers and tracks, bottom door guides, cams, rollers, and auxiliary door closing devices for power operated doors. Chains, tracks, cams, interlocks, sheaves for vertical bi-parting doors.

8. Hoistway limit switches, slowdown switches, leveling switches and associated cams and vanes.

9. Guide shoes including rollers or replaceable guides.

10. Automatic power operated door operators, door protective devices, car hangers, tracks and car door contacts for both slide and vertical bi-parting doors.

11. Traveling cables.

12. Elevator control wiring systems in hoistway and machine room.

13. Governor including governor sheave and shaft assembly bearings, contact jaw and governor tension assemblies.

14. Car and counterweight safety mechanism and load weighing equipment.

15. Hoist cables, governor cables, compensating cables, and compensating chains, including adjustment of tension on all hoist ropes.

16. Buffers.

17. Fixture contacts, push buttons, key switches, locks, lamps, and sockets of button stations (car and hall), hall lanterns, position indicators (car and hall), direction indicators, and voice synthesizers, phones and call boxes located in elevators and in lobbies (as applicable).

N. The Contractor shall, keep the guide rails free of rust where roller guides are used and properly lubricated when sliding guides are used, renew guide shoe rollers and guide as required to insure smooth and satisfactory operations.

Page 1 of O. The Contractor shall examine and make necessary adjustments or repairs to the following accessory equipment: hall lanterns, car and corridor position indicators, car stations, traffic director station, electric door operators, interlocks, door hangers, and safety edges, including re-lamping of signal equipment, and video display system components.

P. The Contractor shall be responsible for keeping the exterior of the elevator machinery, and any other parts of the equipment subject to rust, painted with heat resistant enamel, and presentable always. The motor windings shall be treated as needed, with proper insulating compound as recommended by the motor manufacturer.

Q. The Contractor shall maintain all elevator equipment in hoistways, pits, machine rooms, and pits and assigned elevator Contractor workspace in a clean orderly condition, free of dirt, dust, and debris, pits and machine spaces shall be kept dry and clean.

R. The Contractor shall not be responsible for upgrading equipment to meet changes in code requirements as directed by insurance companies, federal, state, municipal, or other governmental authorities.

S. The Contractor shall be responsible for notifying the COR, in writing, of the existence or development of any defects in, or repairs required to, the elevator equipment which he does not consider to be his responsibility under the terms of the contract.

T. The Contractor shall be responsible for giving immediate notice to the COR or their designated representative of any condition which is discovered that may present a hazard to either the equipment or passengers.

2.4 SCHEDULE:

2.4.1 ITEMS OF PREVENTIVE MAINTENANCE WORK – TRACTION ELEVATORS:

The preventive maintenance specified herein is considered the minimum for all equipment. If specific equipment covered by this contract requires additional preventive maintenance for safe reliable operation as specified by the manufacturer, the Contractor shall perform the required additional preventive maintenance without added cost to the VA.

· WEEKLY:

1. Perform general inspection of machinery, sheaves, worm, and gear motor, brake, selector, or floor controllers (when used). Lubricate as required.

2. Empty oil pans, discard oil, in an approved manner, check reservoir oil level.

3. Observe brake operation and adjust or repair as required.

4. Inspect and lubricate machinery, contacts, linkage, and gearing.

5. Clean and inspect brushes and commutator, perform needed repairs.

6. Clean and inspect controllers, selectors, relays, connectors, contacts, etc.

7. Ride Car and observe operation of doors, leveling, reopening devices, push buttons, lights, etc.

8. If rails are lubricated, check condition, and lubricate. Service lubricators as required.

9. Replace all burned out area lighting bulbs in elevator car, machine room, pit, hall lanterns, etc.

10. Clean trash from pit and empty drip pans.

11. Check governor and tape tension sheave lubrication.

12. Bi-weekly clean all door tracks on all elevators.

13. Burned out lamps in hall lanterns, push buttons, car and corridor position indicators, director stations, "This Car Up" signs and other signal fixtures shall be supplied and installed by the Contractor. Burned out lamps in elevator cars, machine rooms and pits shall be supplied by VA and installed by the Contractor.

· MONTHLY:

1. Observe operations of elevator throughout its full range and at all floors it serves to test controls, safety devices, leveling, re-leveling, and other devices.

2. Check door operation, clean, lubricate and adjust brakes, check linkages, gears, wiring motors, check keys, set screws, contacts, chains, cams, and door closer.

3. Check selector: Clean, adjust and lubricate brushes, dashpots, traveling cables, chain, pawl magnets, wiring, contacts, relays, tape drive and broken tape switch.

4. Check car: Clean, adjust, and lubricate car door and gate tracks, pivots, hangers, car grill, side, and top exits.

5. Inspect interior of cab: Test telephone or intercommunication system, normal and emergency lights, fan, emergency call system or alarm, car station. Make needed repairs.

6. Visually inspect controller, contacts, and relays. Check adjustment and replace contacts as required.

7. Observe operation of signal and dispatching system. Inspect compensating hitches, buffers, rope clamps slack cable switch, couplings, keyways, and pulleys. Check load weighing device and dispatching time settings. Clean, adjust, and lubricate as necessary.

8. Check oil level in car and counterweight oil buffers and add oil as required.

9. Check brushes and commutators. Inspect commutator to provide proper commutation. Inspect brushes for tension seating and wear, replace or adjust as required.

10. Check and adjust:

11. Car ventilation system.

12. Car position indicators.

13. Director Stations.

14. Hall and car call buttons.

15. Hall lanterns.

16. This car up signs.

· QUARTERLY:

1. Check leveling operation. Clean and adjust leveling switches, hoistway vanes, magnets, and inductors. Repair and/or adjust for proper leveling.

2. Check hoistway doors. Clean, lubricate, and adjust tracks, hangers, and up thrust eccentrics, linkage guides, and interlocks.

3. Clean, adjust, and lubricate car door or gate tracks pivots, and hangers.

4. On hoistway doors, clean lubricate, and adjust tracks, hangers, and eccentrics, linkage guides, and interlocks.

5. Inspect all fastenings and ropes for wear and lubrication. Clean both governor, hoist ropes, and lubricate hoist ropes if needed. Inspect all rope hitches and shackles and equalize rope tension.

6. In the car: test alarm bell system. Clean light fixtures. Inspect, clean, and adjust retiring cam device, chain dashpots, commutators, brushes, cam pivots, and fastenings. Test emergency switch (ground case if necessary). Inspect safety parts, pivots, set screws, switches, etc. Check adjustment of car and counterweight guides, shoe or roller guides, lubricate, and adjust, if necessary.

7. In the pit, lubricate compensating sheave and inspect hitches. Inspect governor and tape tension sheaves fastenings. Empty and clean oil drip pans.

8. Clean all parts of safeties and lubricate moving parts to assure their proper operation. Check and adjust clearance between safety jaws and guide rails. Visually inspect all safety parts.

9. Clean and examine governor rope, replacing if needed. (Do not lubricate governor rope).

· SEMI-ANNUAL:

1. Check controllers. Clean with blower, check alignment of switches, relays, timers, contacts, hang pins, etc. adjust and lubricate. Check all resistance tubes and grids. Check oil in overload relays settings and operation of overloads. Clean and inspect fuses, holders, and all Controller connections.

2. In hoistway examine guide rails, cams, and fastenings. Inspect and test limit and terminal switches. Check and adjust car shoes, guides or roller guides. Adjust or replace as required.

3. Clean all overhead cams sheaves, sills, bottom of plat form, car tops counterweights and hoistway walls.

4. Inspect sheaves to ensure they are tight on shafts. Sound spokes and rim with hammer.

5. Examine all hoist ropes for wear, lubrication, length, and tension.

6. Replace, lubricate, and adjust as required to meet code requirements.

7. On tape drives, check hitches and broken tape switch.

8. Lubricate moving parts of vertical rising or collapsible car gates. Check pivot points sheaves, guides, and track for wear.

9. Lubricate guide shoe stems.

10. Check governor and tape tension sheave fastenings.

11. For bi-parting doors, clean chains, tracks, and sheaves, lubricate as required. Check door contacts.

12. Check fastenings and operation of door checks, interlocks, clean, and lubricate pivot points as required.

· ANNUAL:

1. Thoroughly clean car and counterweight guide rails using a nonflammable or high flash point solvent to remove lint dust and excess lubricant.

2. Remove, clean, and lubricate brake cores on brakes, clean linings, if necessary, and inspect for wear and adjust.

3. Inspect motor-generator and hoist motor armatures and rotor clearances. Check motor and MG set connection and lubricate in accordance with manufacturer's instructions.

4. Oil: drain, flush and refill oil reservoirs of each hoisting motor and motor generator.

5. Check and reset, if necessary, all brushes for neutral settings, proper quartering and spacing on commutations.

6. Group supervisory control systems where installed shall be check out.

7. Test and adjust the system's dispatching, scheduling, and emergency service features in accordance with manufacturer's literature. The Contractor shall prove to the satisfaction of the COR that the system functions properly. All work shall be performed during other than normal working hours with no inconvenience to building occupants. A full report covering adjustment time intervals, dispatch times on various programs, door standing time and door opening and closing speeds shall be furnished to the Manager, Engineering Service.

2.4.1.2 ITEMS OF PREVENTIVE MAINTENANCE WORK – HYDRAULIC ELEVATORS:

The preventive maintenance specified herein is considered the minimum for all equipment.