36C24226Q0527_1.docx

36C24226Q0527

GENERAL INFORMATION

Department of Veterans Affairs Bath VA Medical Center 76 Veterans Avenue Bath NY 14810

POINT OF CONTACT*

Contract Specialist Julie Monagan Barnard julie.monaganbarnard@va.gov 607-590-1325

PLACE OF PERFORMANCE

ADDRESS

VA Western New York Health Care

Batavia VA Medical Center

222 Richmond Ave.

Batavia NY

ADDITIONAL INFORMATION

DESCRIPTION

This solicitation is established to fulfill the requirement for Elevator Maintenance at the Batavia VA Medical Center in Batavia, NY.

Please refer to the attached solicitation for the detailed Performance Work Statement and instructions to offerors.

A site visit is tentatively scheduled for April 21, 2026, at 10:30am EST. Vendor interest in a site visit must be received by Monday, April 20, 2026, by 11:30am EST, or the site visit will be canceled. To obtain meeting location and site visit details, contact Contract Specialist Julie Monagan Barnard at Julie.monaganbarnard@va.gov with the below information.

Company Name:

Representative Name:

Email address:

Phone number:

Any questions regarding this solicitation, including site visit questions, must be submitted to Julie.monaganbarnard@va.gov no later than April 22, 2026, at 3:00pm EST. An amendment with any questions and answers will be posted on SAM.gov no later than Thursday, April 23, 2026, by COB.

The offer submission due date and time is April 29, 2026, 3:00 PM EST. Official quotes must be submitted electronically to Julie.monaganbarnard@va.gov.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Table of Contents

SECTION A – SF-1449 DEACTIVED FOR COMBINED SYNOPSIS/SOLICITATION

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 Nathan Northrup Network Contracting Office 2 Department of Veterans Affairs Bath VA Medical Center 76 Veterans Avenue Bath NY 14810

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.com/customer-campaigns/veteransaffairs/

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Elevator monthly preventative maintenance, parts and labor.

Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: Z1DA - Maintenance of Hospitals and Infirmaries

Elevator Maintenance: Straight Time Rate

POP Begin: 04-01-2026 POP End: 03-31-2027

Elevator Maintenance: Time & Half Rate

POP Begin: 04-01-2026 POP End: 03-31-2027

Elevator Maintenance: Double Time Rate

POP Begin: 04-01-2026 POP End: 03-31-2027

Elevator preventative maintenance, parts and labor.

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028

Elevator Maintenance: Straight Time Rate

POP Begin: 04-01-2027 POP End: 03-31-2028

Elevator Maintenance: Time & Half Rate

POP Begin: 04-01-2027 POP End: 03-31-2028

Elevator Maintenance: Double Time Rate.

POP Begin: 04-01-2027 POP End: 03-31-2028

Elevator monthly preventative maintenance, parts and labor.

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 11-30-2028

Elevator Maintenance: Straight Time Rate

POP Begin: 04-01-2028 POP End: 11-30-2028

Elevator Maintenance: Time & Half Rate

POP Begin: 04-01-2028 POP End: 11-30-2028

Elevator Maintenance: Double Time Rate

POP Begin: 04-01-2028 POP End: 11-30-2028

B.3 STATEMENT OF WORK

B.3. PERFORMANCE WORK STATEMENT (PWS):

B.3.1. SUMMARY

A. This is a firm fixed price (FFP) requirement for elevator service and preventive maintenance (PM) at the Batavia Veterans Affairs Medical Center (VAMC), 222 Richmond Avenue, Batavia, NY 14020 with the provision of two (2) option years. This service and maintenance agreement shall include all parts, labor, materials, supervision, tools, supplies and other incidentals required to perform all tasks listed herein.

B.3.2. GENERAL

A. Contractor shall be responsible for all services, testing, inspections, adjustments, repairs, replacement parts, and reporting on five (5) hydraulic and two (2) traction elevators.

B. All tasks performed under this agreement shall comply with the requirements of the latest edition of:

1. Elevator Industry Field Employee’s Safety Handbook.

2. International Building Code (IBC).

3. American Society of Mechanical Engineers (ASME):

a. ASME A17.1 Safety Code for Elevators and Escalators, 2022 Edition.

b. ASME A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks, 2023 Edition.

c. ASME A17.3 Safety Code for Existing Elevators and Escalators, 2023 Edition.

d. ASME A17.5 Elevator and Escalator Electrical Equipment, 2025 Edition.

e. ASME A17.6 Standard for Elevator Suspension, Compensation, and Governor Systems, 2022 Edition.

f. ASME A18.1 Safety Standard for Platform Lifts and Stairway Chairlifts, 2023 Edition.

g. ASME QEI-1 Standard for the Qualification of Elevator Inspectors, 2024 Edition.

4. National Fire Protection Association (NFPA):

a. NFPA 13 – Standard for the Installation of Sprinkler Systems, 2022 Edition.

b. NFPA 70 – National Electric Code, 2023 Edition.

c. NFPA 70E – Standard for Electrical Safety in the Workplace, 2024 Edition.

d. NFPA 72 – National Fire Alarm and Signaling Code, 2022 Edition.

e. NFPA 99 – Health Care Facilities Code, 2024 Edition.

f. NFPA 101 – Life Safety Code, 2024 Edition.

g. NFPA 252 – Standard Methods of Fire Tests of Door Assemblies, 2022 Edition.

5. Occupational Safety & Health Administration (OSHA):

a. OSHA Title 29, Code of Federal Regulations (CFR), Part 1910 Subpart J – The Control of Hazardous Energy (lockout/tagout) (1910.147).

b. OSHA Safety and Health Regulations for Construction Title 29, CFR Part 1910, Subpart S – Electrical (1910.301-1910.399).

c. OSHA Safety and Health Regulations for Construction Title 29, CFR Part 1926, Subpart K – Electrical (1926.400-1926.449).

6. Veterans Affairs Western New York Healthcare System (VAWNYHS) Medical Center Policy (MCP):

a. VAWNYHS MCP 138-15 – Electrical Safety Program.

b. VAWNYHS MCP 00-190 – Control of Hazardous Energy Program.

7. Original Equipment Manufacturers (OEM) operations and maintenance manuals.

C. Should a conflict arise between a method called for in the afore-mentioned Codes, Directives, Policies, Specifications, or Standards and the OEM, the COR will be notified to provide direction.

D. Should a conflict arise between VA requirements and nationally recognized codes and standards, the conflict shall be brought to the attention of the Contractor Officer Representative (COR). The resolution of conflict shall be made by the VA Authority Having Jurisdiction (AHJ).

E. In the event of a conflict between the text of this document and nationally recognized codes and standards, the nationally recognized codes and standards take precedence.

F. Nothing in this document supersedes applicable laws and regulations unless a specific exemption has been obtained.

G. 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 VAMC or its customers and personnel. The Contractor is fully responsible for the performance and conduct of their employees while on VAMC property. The Contractor shall not allow any employee to perform work under this agreement while under the influence of alcohol, drugs, incapacitating agent or illness.

H. The Contractor shall supply and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely in accordance with OSHA Standard 29 CFR 1910.335. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E.

I. The Contractor is required to install OEM specified parts during the performance of PM and repair services. Contractor shall ensure all parts installed are new or certified reconditioned by the OEM.

J. The Contractor is responsible for the removal and disposal of all waste oil and hazardous material generated during the performance of PM and repair services. The Contractor is required to abide by all applicable local laws and regulations for proper waste oil and hazardous material disposal.

K. The Contractor shall report all identified concerns that are deemed critical, life threatening or potentially catastrophic to the COR immediately. All other recommendations shall be made in writing to the COR within five (5) business days of scheduled service completion.

L. The Contractor shall notify the COR, in writing, of the existence or development of any defects in, or repairs required to, the elevator equipment which the Contractor does not consider to be their responsibility under the terms of this agreement within one (1) business day of service completion.

M. If the Contractor’s intent is to utilize Subcontractors during the performance of this agreement, the Contractor shall include with their submission, a subcontracting plan that identifies the Subcontractor, their work experience, how they will be utilized, and the overall percentage of workload to be subcontracted out.

N. The VA agrees to provide the Contractor with free access to all equipment necessary to conduct work, and free access to all rooms or areas housing such.

O. At any time, the COR may deem any tool, technician, or method unacceptable based on the authority of inspection/acceptance of services.

B.3.3. CONTRACTOR QUALIFICATIONS:

A. All Contractor employees working onsite shall readily have access to the Codes, Directives, Manuals, Policies, Specifications, and Standards listed under Section B.3.2.B.1./7. of this agreement.

B. The Contractor shall obtain all necessary New York State and Federal licenses and/or permits associated with this service agreement.

C. The Contractor shall have access to OEM technical support, service manuals, software, and parts for all equipment covered under this service agreement.

D. The Contractor shall have a minimum of ten (10) years of experience providing elevator maintenance services.

E. The assigned elevator mechanics and apprentices shall be certified by the International Union of Elevator Constructors (IUEC).

F. The assigned elevator mechanic shall have a minimum of three (3) years of experience maintaining the same type of equipment as listed in section B.3.7.

G. Elevator mechanic apprentices performing maintenance at the VAMC 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 VAMC.

H. The COR shall review and approve the qualifications of all elevator mechanics and apprentices before they perform onsite repairs under this service agreement.

I. All Contractor employees working onsite shall provide documentation indicating they have been fully trained in NFPA 70E and they are a Qualified Person as defined by NFPA 70E, Article 100.

J. All Contractor employees working onsite must complete an OSHA approved construction safety training course. The required level of training is as follows: 10-hour training for mechanics and apprentices and/or 30-hour training for supervisors.

K. Proof of NFPA 70E, and OSHA training shall be submitted to the COR and is required prior to the commencement of onsite work.

B.3.4. SAFETY:

A. In the performance of this contract, the Contractor shall take all precautions necessary to protect people and property from injury or damage.

B. The COR or designee shall notify the Contractor of any safety issues and the action necessary to correct the issues. Such Notice, when served to the Contractor or their representative at the work site, shall be deemed sufficient for the corrective actions to be taken.

C. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the Contracting Officer (CO) may issue an order stopping all or part of the work and hold the Contractor in default.

D. Certain work being performed inside the facility may require infectious control measures. This may include negative pressure equipment and isolation barriers. Should infectious control measures be required, the Contractor shall be responsible for the supply, installation and removal of these measures and shall meet with the COR and the Infectious Control Department to determine specific needs.

E. Work areas shall always be clean and orderly. Shall be broom swept and left in the same condition as before work started. No tools or equipment shall be left unattended.

B.3.5. WORK SCHEDULE:

A. The requirements outlined in this document shall be performed during regular business hours 7:00 AM to 4:30 PM, Monday through Friday.

B. The following are Federal Holidays observed by the VA and the Contractor shall not expect access to VA facilities or VA staff on these dates unless notified otherwise by the COR. Preventive maintenance or other services are not to be scheduled on these dates:

1. New Year’s Day

2. Martin Luther King, Jr. Day

3. Washington’s Birthday

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Christmas Day

12. https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025 C. All work activities are not to interfere with patients and/or staff. The VAMC must maintain its operation 24 hours a day / 365 days per year. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no disruptions to VAMC operations occur.

D. The Contractor shall report to the COR before and after performance of service and provide evidence of service performed.

E. Time and a half labor rate shall come into effect for work performed outside of normal business hours as defined above. Double time labor comes into effect for work performed on Sundays and Federal Holidays. The wage premiums for both time and a half and double-time rates shall be considered within the scope of this contract.

B.3.6. SCOPE OF COVERAGE:

A. The Contractor shall supply one (1) certified elevator mechanic during regular business hours, as defined in section B.3.5., to perform required maintenance listed in section B.3.6.9., on equipment listed in section B.3.7.

B. The Contractor shall provide 24 hours a day / 365 days per year emergency repair services in the event of an emergency breakdown as defined in section 3.6.7. A. The Contractor shall have personnel onsite within one (1) hour of receiving the initial emergency service request.

C. The Contractor along with the COR or designee shall monitor the assigned mechanic to ensure they are performing to the contract standards. Should the assigned mechanic not meet the contract standards, or if the assigned mechanic requests additional support, the Contractor shall be responsible to immediately dispatch additional personnel to assist with troubleshooting, repairs, multiple breakdowns, or scheduled maintenance at no additional cost to the VA.

D. Under no circumstance shall the scheduled maintenance listed in section B.3.6.9. be neglected. If it is determined a repair will require more than four (4) hours of labor to complete, the Contractor shall be required to bring in support personnel to either perform the repair or the scheduled maintenance at no additional cost to the VA.

E. The Contractor shall not be required by this agreement to make renewals or repairs necessitated by proven negligence or misuse of the equipment by persons other than the Contractor, their representative, and employees, or by reason of any other proven cause except for normal wear and tear. All repairs caused by negligence and abuse not covered under this contract shall be funded through a separate procurement or modification to this contract.

F. Within the first thirty (30) calendar days of the base year contract, the Contractor shall complete an inspection of all equipment covered under this agreement and submit a written report to the COR detailing their findings with a list of maintenance concerns, if any, and provide a quote for the cost of satisfying each concern. The VA shall review the written report and if agreed upon provide a modification to fund the repairs.

G. Cleaning and refinishing of the car interior and exterior surfaces of hoistway door frames and panels are excluded from the requirements of this contract.

H. The Contractor shall NOT supply replacement ballasts, LED drivers, or bulbs for car lighting fixtures or finish floor coverings for elevator platforms. Replacement lamps for area lighting in elevator cars, machine rooms and pits shall be supplied by VA and installed by the Contractor.

I. Replacement of hoisting, compensating, and governor traction sheaves and cables shall be considered within the scope of this contract.

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

K. 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.

B.3.6.1. SERVICES TO BE PROVIDED:

A. Scheduled service shall include the tasks listed in this agreement and shall be performed in accordance with the schedules listed in section B.3.6. 9..

B. A record shall be maintained by the Contractor of non-emergency maintenance items in need of correction which comes to their attention, and they shall provide this list to the COR. The Contractor shall complete all repairs during the scheduled maintenance visits and coordinate with the COR to schedule the completion of all outstanding repairs during regular business hours. Reports shall be submitted weekly.

C. All work will commence within twenty-four (24) hours of receipt of telephone, written, or verbal notification from the COR or their designee and will proceed progressively to accomplishment without undue delay.

D. Cleaning, lubrication, and adjustments of the non-exclusive list of parts below shall be performed at a minimum as required by maintenance schedules found under section B.3.6.9. of 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) E. 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 maintenance schedules found in section B.3.6.9. of this contract.

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

2. Motors, to include 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 worm gears, thrust bearings, windings, circuits, commutators, coils, armatures, magnet frames, logic circuits, control fuses, annunciators, emergency lighting, 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. Travel 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. Car 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).

18. Car Operation Panel (COP), traffic director station, electric door operators, interlocks, door hangers, and safety edges, including re-lamping of signal equipment, and video display system components.

19. Power unit to include pump, motor, valves and all related parts and assemblies

20. Hydraulic system accessories to include exposed piping, fitting accessories between pumping unit and the jack, jack packing, hydraulic fluid, filters, filter accessories, and any heating or cooling elements installed by the OEM for controlling temperature F. 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.

G. The Contractor shall maintain all elevator equipment in hoistways, pits, machine rooms, and any assigned elevator Contractor workspace(s) in a clean orderly condition, free of dirt, dust, and debris, pits and machine spaces shall be kept dry and clean. A complete cleaning of the entire installation including all machine room equipment, hoist way, equipment, machine room floors, hoist way, supporting structures, etc., shall be accomplished twice a year in September and March of the contract year for all necessary cleaning.

H. All electrical wiring and conductors extending to elevators from circuit breakers and/or main-line switches in machine rooms and from outlets in the hoist ways shall be repaired and/or replaced when required.

I. Elevators have an auto-dialer as the communication method. The auto dialers shall be tested monthly to ensure that they are in working order.

B.3.6.2. PARTS:

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

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

1. Motor generators.

2. Controllers.

3. Selectors.

4. Worm gears.

5. Thrust bearings.

6. Windings.

7. Commutators.

8. Armatures.

9. Pulleys.

10. Coils.

11. Magnet frames.

12. Relays.

13. Contacts.

14. Printed circuit boards.

15. Integrated batteries.

16. Solid state controls.

17. Logic controllers.

18. Control fuses.

19. Cams.

20. Car doors.

21. Hoist way door hangers.

22. Tracks and door gibs.

23. Door operating devices.

24. Interlocks and contacts.

25. Safety devices.

26. Governors.

27. Ventilation fans

28. Push buttons.

29. Annunciators.

30. Hall lanterns and indicators.

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

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

D. The existing emergency call systems located in the cars shall be maintained according to manufacturers’ specifications.

E. In addition to the minor spare parts herein before specified, 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:

1. Lamps, minimum two (2) each type.

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

3. Transformers and rectifiers for each type and size used.

4. Relays and switches, minimum one of each type.

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

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

7. and induction.

8. Door interlocks.

9. Car door safety device.

10. Car door electric door edge sensors to include preamplifiers and power pack.

11. Hanger rollers for both car and hall doors.

12. Limit switches and terminal stopping switches.

13. Car roller guides.

14. Electronic tubes for each type and size used.

15. Flexible guide shoe gibs.

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

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

F. The Contractor shall provide a lockable metal storage cabinets for their spare parts stored at VA facilities. The VA shall not be responsible for lost or stolen tools or materials left unsecure

B.3.6.3. 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 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 schedule 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).

B.3.6.4. PERFORMANCE:

A. The Contractor shall maintain the elevators covered in this PWS at the original contracted 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 must be operable and available for use 90% of the VAMC’s normal working hours. Contractor shall keep a running total of hours out of service and provide it to the COR monthly. Scheduled maintenance time shall be excluded from normal work hours when calculating operational uptime.

B. The Batavia VAMC reserves the right to make inspections and tests as and when deemed advisable. If it is found that the elevators and associated equipment are deficient either electrically or mechanically, the Contractor will be notified of these deficiencies in writing, and it shall be their responsibility to make the necessary corrections within five (5) calendar days.

C. The Contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is how they assure the services provided complies with the requirements of this PWS to include written maintenance records, maintenance control program and compliance with ASME A17.1 standards.

B.3.6.5. EQUIPMENT, WIRING, AND CIRCUIT CHANGES:

A. The Contractor shall not make any changes or alterations to the existing mechanical equipment, circuits, circuit wiring, programming, or sequencing, nor alter the original circuit or wiring design of the elevators unless changes are authorized in writing by the COR, as hereinafter provided. The Contractor shall submit any proposed changes to the COR, for approval. The submission shall be complete, neatly prepared, drawings, and wiring diagrams as well as a complete description of the proposed changes. Prior to submitting the proposed change to the facility, the Contractor shall at his own cost and expense have obtained comments from the original equipment manufacturer concerning the overall effect of such changes on the system. If changes are made, Contractor shall provide as-built drawings of modifications.

B.3.6.6. EQUIPMENT 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 the completed file shall be provided to the 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 shall 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 copy shall be kept in the appropriate machine room of the building in which the elevator is located. Upon completion of a task listed on the check chart the Contractor shall initial the chart to indicate the work has been completed. At the end of each calendar year, a copy of the completed check chart shall be supplied to the COR. In addition to the check chart 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 them 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. Any and all drawings and wiring diagrams furnished to 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 accessible to VA personnel identified by the COR at all times and be turned over to them upon demand and upon termination of this contract.

F. The Contractor shall supply and complete all forms required by the latest ANSI/ASME standards with respect to tests/inspections.

B.3.6.7. EMERGENCY REPAIR SERVICES:

A. Emergency call-in service shall be deemed necessary if any of the following occur:

1. There is an entrapment.

2. There is an inherent risk of injury or damage to the equipment.

3. Any two (2) passenger elevators in the same bank of elevators are out of service.

4. One (1) freight elevator is out of service.

B. If the emergency repair requires more than four (4) hours of overtime to be completed, the Contractor shall notify the COR or their designee and a decision shall be made regarding taking the elevator out of service until normal business hours; and terminate the emergency service call.

C. The Batavia VAMC shall designate individuals in addition to the COR that have the authority to contact the Contractor to request emergency service calls. A list of those individuals shall be provided to the Contractor in writing at the kick-off meeting.

B.3.6.8. TESTING AND INSPECTIONS:

A. Periodic safety tests and inspections of the elevators shall be performed by the Contractor as required by the latest edition of the ANSI/ASME Safety Codes for Elevators and Escalators in Part X “Routine, Periodic and Acceptance Inspections and Tests".

B. The Contractor shall periodically examine and test all safety devices. Contractor personnel shall make formal safety tests and inspections as required and outlined in the ANSI Code twice a year for semi-annual testing, once a year for annual testing and once every five years for the quinquennial full load testing. This testing shall be performed in addition to the scheduled maintenance specified in section B.3.6.9 herein.

C. The Contractor shall support the required independent third-party inspections witnessed by a Qualified Elevator Inspector (QEI), provided by the VA, and a VA representative on all elevators maintained under this agreement.

1. The Contractor shall provide all labor, tools, and test equipment, to include weights, required to perform these inspections.

2. The Contractor shall ensure the elevator mechanic(s) and apprentice(s) selected for this task are familiar with the facility’s equipment and locations.

3. Upon receipt of the third-party inspection report, the Contractor shall be responsible for correcting all deficiencies reported, if any, within thirty (30) calendar days of notification. All repairs, replacements, adjustments, etc. required will be performed as part of this agreement at no additional cost to the Government.

4. The Contractor shall be required to maintain the facility’s existing third-party elevator inspection schedules as provided in TABLE 1: BATAVIA ELEVATOR INSPECTION SCHEDULE.

TABLE 1: BATAVIA ELEVATOR INSPECTION SCHEDULE

B.3.6.9. PREVENTIVE MAINTENANCE SCHEDULE:

A. 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 additional cost to the VA.

B. ITEMS OF PREVENTIVE MAINTENANCE WORK – TRACTION ELEVATORS:

1. WEEKLY:

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

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

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

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

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

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

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

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

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

j. Clean trash from pit and empty drip pans.

k. Check governor and tape tension sheave lubrication.

l. 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.

2. BIWEEKLY:

a. Check hoist motor and generator brushes for wear.

b. Vacuum out accumulated carbon dust from commutators, brush rigs and windings.

c. Clean door tracks on all elevators.

3. MONTHLY:

a. 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.

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

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

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

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

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

g. 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.

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

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

j. Check and adjust:

i. Car ventilation system.

ii. Car position indicators.

iii. Director Stations.

iv. Hall and car call buttons.

v. Hall lanterns.

4. QUARTERLY:

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

b. Check hoistway doors. Clean, lubricate, and adjust tracks, hangers, and upthrust eccentrics, linkage guides, and interlocks.

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

d. 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.

e. 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.

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

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

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

5. SEMI-ANNUAL:

a. Check controllers. Clean with vacuum, 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.

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

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

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

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

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

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

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

i. Lubricate guide shoe stems.

j. Check governor and tape tension sheave fastenings.

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

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

6. ANNUAL:

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

b. Remove, clean, and lubricate brake cores on brakes, clean linings, if necessary,

c. and inspect for wear and adjust.

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

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

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

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

h. Test and adjust the system's dispatching, scheduling, and emergency service features in accordance with manufacturer's specifications.

i. The Contractor shall prove to the satisfaction of the COR that the system functions properly.

ii. All work shall be performed during other than normal working hours with no inconvenience to building occupants.

iii. 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.

C. ITEMS OF PREVENTIVE MAINTENANCE WORK – HYDRAULIC ELEVATORS:

1. WEEKLY:

a. Perform general inspection of machinery, pumps, piping, drives, valves,

b. Selector or floor controllers (when used). Lubricate as required. Empty drip pans, discard oil, check reservoir oil level.

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

d. Clean and inspect controllers, selectors, relays, connectors’ contacts, etc.

e. Ride car and observe operation of doors, leveling, reopening devices, smoothness, etc.

f. If rails are lubricated, check condition and lubrication. Service lubricators.

g. Replace all burned out lamps in elevator car, machine room, pit, hall lanterns, etc.

h. Remove debris, dust, oil, etc., from all machine room equipment.

i. Clean trash from pit and empty drip pans, discard oil. Examine plunger seals and correct excess leakage.

2. MONTHLY:

a. Inspect oil-containing equipment reservoir(s) and complete VA supplied checklist.

b. Observe operation of elevator throughout its full range and at all floors it serves to test controls, safety devices, leveling, re-leveling, and other devices. If creeping is excessive, determine cause and correct it.

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

d. Inspect interior of cab: Test telephone or inter-communication system, normal and emergency lights, fan, emergency call system or alarm, car station. Make needed repairs.

e. Inspect hoistway and pit: Clean and lubricate equipment as required, Service guide rail lubricators.

f. Observe operation of motor and pump, oil lines, tank, controls, plunger, packing, etc., Adjust and repair as required.

g. Test manual and emergency controls.

h. Check packing glands of valves and cylinder and tighten to prevent loss of fluids.

i. Visually inspect controller, contacts and relays, check adjustment and replace contacts as required.

j. Clean, lubricate, check door brake, operation of door checks, check keyways, set screws, contacts, etc.

k. Observe operation of signal system used.

l. Check locking gar operation (where used) and lubricate as required.

m. Check sill filler operation (where used) and lubricate as required.

3. QUARTERLY:

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

b. Check hoistway doors: Clean, lubricate, and adjust tracks, hangers, and upthrust eccentrics, linkage gibs and interlocks.

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

4. SEMI-ANNUAL:

a. Check controllers: Clean with vacuum, check alignment of switches, relays, timers, contacts, hinge pins, etc. adjust and lubricate.

i. Check all resistance tubes and grids.

ii. Check oil in overload relays settings and operation of overloads.

iii. Clean and inspect fuses, holders, and all controller connections.

b. In hoistway examine guide rails, cams, and fastenings.

i. Inspect and test limit and terminal switches.

ii. Check and adjust car shoes, guides, or roller guides.

iii. Adjust or replace as required.

c. Clean overhead beams, sills, bottom of platforms, car tops, and hoistway walls.

d. Clean car light fixture or luminous ceiling panels.

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

B.3.7. EQUIPMENT MAINTAINED:

A. Elevator (P1-B1):

1. Usage: Passenger

2. Type: Overhead Traction

3. Location: Building #1

4. Stops & Openings: 5 Stops, 5 Openings

5. Capacity: 3,500 lbs.

6. Speed: 200 fpm

7. Mfr.: Downey Goodlein

8. Controller: Motion Control Engineering (MCE) B. Elevator (P2-B1):

1. Usage: Passenger

2. Type: Overhead Traction

3. Location: Building #1

4. Stops & Openings: 5 Stops, 5 Openings

5. Capacity: 3,500 lbs.

6. Speed: 200 fpm

7. Mfr.: Downey Goodlein

8. Controller: Motion Control Engineering (MCE) C. Elevator (P1-B2):

1. Usage: Passenger

2. Type: Hydraulic single cylinder; well hole

3. Location: Building #2

4. Stops & Openings: 3 Stops, 3 Openings

5. Capacity: 4,000 lbs.

6. Speed: 150 fpm

7. Mfr.: Downey Goodlein

8. Controller: MCE

9.…