Attachment A SOW elevator maintenancerev10-3amend 0006.docx

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.0 GENERAL INTENTION. Coatesville VA Medical Center requires elevator maintenance services at the VA Medical Center, 1400 Blackhorse Hill Road, Coatesville, PA.

2.0 GENERAL REQUIREMENTS. The Contractor shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to perform the inspections, testing, maintenance, repair, and component replacement as required to maintain elevators in accordance with the manufacturer's original specifications. Equipment systems covered under this contract are listed in Attachment 1. Work includes the performance of service work, preventive maintenance of equipment, routine and periodic inspections and tests, support for elevator inspection contractor and other services as described herein.

2.1 This is a full maintenance, inspection, repair and testing contract as covered in CLIN 0001 in which the elevator service provider (Contractor) takes total service responsibility for the equipment identified in the contract. As such, the monthly firm fixed price includes all service, testing and inspections requirements, maintenance, repairs, parts replacements (up to $2,500, over $2,500 would be covered under the parts CLIN) and routine or emergency service calls including premium time not covered in 2.2 below. This allows the Government to budget total yearly costs and eliminates concerns relating to individual parts replacement, emergency repairs and premium hour calls.

2.2 Emergency Services and parts replacement above $2,500.00 as covered in CLIN 0002. Emergency services are those items covered as priority #1 and #2 in 5.3.4.2 below. The Government reserves the right to obtain repair services from other vendors.

2.2.1 For clarification: The premium portion of the labor (overtime -regular rate = premium portion) and any parts over $2,500 shall be covered under these CLINS. Any other costs shall be considered inclusive of the monthly maintenance price.

2.2.2 Prior to engaging in service or repair under paragraph 2.2 the contractor shall obtain written approval from the CO (funds are not available) or the COR (funds are already available on an order). Email is an acceptable form of written approval. Any work performed without CO or COR/Government POC approval shall not be approved for payment and considered and Unauthorized Commitment.

3.0 Exclusions to routine maintenance: The subparagraphs below further clarify the scope of work under this contract

3.1 For the purpose of clarification, any item not specifically excluded shall be considered the Contractor’s responsibility and therefore covered under the routine maintenance of the contract.

3.2 Equipment, components, and parts not installed under this contract that are under the manufacturer’s or installer’s warranty.

3.3 Installation of new attachments or equipment not currently part of the VTE at the time of award of the Contract that is required by inspectors, insurance agencies or VA/Government Authorities.

3.4 Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the contractor, its representatives and employees unless any of those items create an emergency. In the event they result in an emergency they shall be handled in accordance with paragraphs 2.2 and 2.3 of this SOW. The Contractor shall obtain written approval by the CO/COTR prior to conducting related repairs. Payment will not be made for any unauthorized work.

3.4.1 Dollar value limits are listed in paragraph 2.2 above

3.5 Replacement of underground hydraulic piping or hydraulic cylinder.

3.6 Cleaning, refinishing, repair, and replacement of cab enclosures, hoistway enclosures, door frames, and cab flooring.

3.7 Repair or replacement of elevator pit sump pumps, machine room and hoistway light fixtures, heating/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems.

3.8 Reset elevator timers during daylight savings time changes.

3.9 Power supplies from the elevator main service disconnect panel to its source.

4.0 There shall be no borrowing of parts (i.e., removing a part off of an elevator unit, whether in it is in service or not, to correct a deficiency on another elevator unit) except in an emergency (i.e., entrapment, etc.) or with written consent from the VA.

5.0 SPECIFIC REQUIREMENTS:

5.1 PREVENTIVE MAINTENANCE INSPECTION AND SERVICE.

5.1.1 The Contractor shall perform Preventive Maintenance Inspection and Service (PMIS) work on all equipment systems covered under this contract.

5.1.1.1 The minimum expectation is that each elevator receives 2 hours of scheduled maintenance per month. More hours may be required (and considered part of the monthly price) if additional maintenance requirements are encountered as identified by this SOW.

5.1.2 Work shall consist of maintaining these systems in a safe, reliable, and satisfactory operating condition.

5.1.3 All work shall comply with ANSI A17.1, except as modified herein.

5.1.4 The Contractor shall provide all necessary services, parts and materials, and complete all repair requirements identified during the performance of a PMIS as part of the PMIS. Excessive or repeated system breakdowns or deficiencies may be considered by the Government as an indication of unsatisfactory performance of PMIS by the Contractor.

5.1.5 Scope.

5.1.5.1 PMIS work includes periodic Contractor operation, inspection, checks, adjustments, and maintenance of elevator systems necessary to ensure that each system complies with applicable VA, local, ANSI, and manufacturers' standards of safety, reliability, and satisfactory operating condition.

5.1.5.2 PMIS work shall be performed in accordance with the appropriate PMIS checklist in Attachment 2.

5.1.5.3 The intent of PMIS is to provide routine maintenance services that permit the early detection and correction of items that, if deficient or defective, would: (a) interfere with the normal effective operation of the elevator systems; (b) endanger life and/or property; or (c) involve high cost or long lead time for repair.

5.1.5.4 PMIS work shall include, but not necessarily be limited to: comprehensive operational inspection and adjustments to insure the satisfactory functioning of machinery and controls, car speeds, leveling devices, car and hoist way doors, and safety edge mechanisms; detecting and correcting the causes of unusual noises or vibrations; manufacturers' recommended machinery lubrication; adjustments to bring system operation within the manufacturers' specifications; repairs, including defective part and component replacements; equipment space housekeeping; equipment cleaning; changing burnedout indicator lamps and other lights such as inside hoist ways; and other services as required to maintain all systems at a safe and acceptable operating condition.

5.1.6 Frequency.

5.1.6.1 Minimum acceptable frequencies for the accomplishment of PMIS services are indicated in Attachment 2.

5.1.6.2 If the Contractor decides that additional visits are necessary to ensure maintenance and safety, he/she shall provide the necessary work at no additional cost to the Government.

5.1.6.3 If the Government decides that additional PMIS visits are necessary, this contract will be modified in accordance with the "CHANGES (FIXED PRICE)" clause.

5.1.7 Contractor PMIS Schedule Submissions.

5.1.7.1 The Contractor shall submit a detailed PMIS schedule to the COR for approval at least 15 calendar days prior to the start date of the contract. Once the Contractor's PMIS schedule is approved by the COR, PMIS shall be performed by the Contractor without further authorization by the COR.

5.1.7.1.1. The schedule shall include, for each specific equipment system and PMIS listed in Attachment 2, the location (system number); work to be performed (e.g., monthly PMIS); and the week of the month that the PMIS will be performed.

5.1.7.1.2 The Contractor shall schedule and perform PMIS on regular Government working days during regular working hours.

5.1.7.1.3 The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Government verification of the work. If the Contractor finds it necessary to reschedule PMIS, a written request shall be made to the COR detailing the reasons for the proposed change at least five working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without the prior written approval of the COR.

5.1.7.2 PMIS Records and Reports. See the "MANAGEMENT" portion of this section for PMIS record keeping and work completion reporting requirements.

5.1.7.3 PMIS Work Quality Standards. The Contractor shall meet the following PMIS work quality standards:

5.1.7.3.1 PMIS Checklist work items satisfactorily accomplished: All internal and external components, parts, assemblies, and subassemblies forming a part of each elevator system or necessary for its safe operation are inspected, adjusted, lubricated, repaired, or replaced as necessary to insure system is functioning as designed. No unusual or objectionable machinery wear, noise or vibration.

5.1.7.3.2 Clean equipment areas/rooms and the pit areas as well.

5.1.7.3.3 All car speeds meet manufacturer's rated speeds.

5.1.7.3.4 Smooth car movement, with no unusual or objectionable noise or vibration.

5.1.7.3.5 All leveling devices maintained and adjusted to permit cars to stop level with all floors/landings.

5.1.7.3.6 All doors and safety edges maintained and adjusted to operate at rated speeds and as per original equipment specifications.

5.1.7.3.7 All normal and emergency operating controls maintained and adjusted to be fully operational.

5.1.7.3.8 All lights and indicator lamps are operational.

5.1.7.3.9 All safety systems and mechanisms maintained in safe, operational condition.

5.1.7.3.10 All cables acceptably inter-lubricated and maintained within allowable limits of wear. Systems are "shutdown" and COR is notified when worn or damaged cables are found.

5.1.7.3.11 Clean out the pits of all elevators of trash and dirt.

5.1.8 Check-in Requirements.

5.1.8.1 The Contractor's superintendent shall check in at building 58 with the COR prior to the commencement of work and at the completion of work each day that PMIS is to be performed, and indicate the work, sites of work, and order of work that is scheduled to be performed that day.

5.2 INSPECTIONS, TESTING, AND CERTIFICATION.

5.2.1 The Contractor shall provide support to complete inspection and testing services as required herein to complete routine and periodic certification requirements of elevator systems.

5.2.2 All inspections and tests shall be performed in the presence of a certified inspector, which will be provided by the Government.

5.2.2.1 The Government shall coordinate the inspection.

5.2.3 All inspection and testing shall be performed in accordance with ANSI A17.1 and ANSI A17.2, except as modified herein.

5.2.4 Major Deficiencies (those that would deem the elevator unsafe for use) discovered during testing shall be corrected within 15 days as part of the test. However, if appropriate, a service call will be issued to cover the required repairs. This is considered routine maintenance.

5.2.4.1 If a deficiency cannot be repair within 15 days the contractor is required to obtain an extension from the COR.

5.2.5 Scheduling Requirements.

5.2.5.1 Specific elevators which the Government anticipates will require testing and certification during the base and option periods of the contract are listed in Attachment 1.

5.2.5.2 Within 30 calendar days after award of the contract, the Contractor shall submit for the COR's approval a proposed schedule for the accomplishment of all semiannual, annual, three-year, and five-year inspection/test requirements required during the base period of the contract.

5.2.5.2.1 The schedule shall indicate the proposed date of each inspection/test for each specific system.

5.2.5.2.2 Prior to approval, the COR may require the Contractor to change proposed dates to ensure the availability of the Government furnished inspector.

5.2.5.2.3 Schedule changes required by the Government after approval shall be made at no additional cost if notice is provided to the Contractor 7 calendar days or more prior to the scheduled date of accomplishment. Changes to the approved schedule proposed by the Contractor shall be submitted for the COR's approval at least 3 working days in advance.

5.2.6 Routine and Periodic Inspection/Test Requirements.

5.2.6.1 Elevators.

5.2.6.1.1 Routine inspection and testing of all passenger and freight electric and hydraulic elevators to be coordinated with the a 3rd party and shall be performed semiannually in accordance with Rules 1001.1, 1001.2, 1004.1, 1004.2, 1007.1, and 1007.2 (as applicable) of ANSI A17.1.

5.2.6.1.2 As part of this SOW the contractor shall provide all support necessary to complete these inspections by an outside elevator inspection firm and correct all identified minor deficiencies (those rendering the elevator still usable but require eventual corrections/repair) within 60 days of report receipt.

5.2.7 Periodic Three-Year Inspection/Test Requirements.

5.2.7.1 Electric pressurized hydraulic elevators require a hydrostatic test once every three years.

5.2.7.2 The Contractor shall support the 3rd party inspector with these tests on the elevator systems specified in Attachment 1 in accordance with ANSI Rule 1005.3.

5.2.8 Periodic Five-Year Inspection/Test Requirements.

5.2.8.1 ANSI A17.1, Rules 1002.3 and 1005.4, requires certain full load and speed tests to be performed at five-year intervals.

5.2.8.2. Electric traction elevators require a safety test that includes testing the governor and safety buffers at rated speed and rated load.

5.2.8.3 The Contractor shall support these tests on the elevator systems specified in Attachment 6 for Coatesville in accordance with the ANSI rules specified.

5.3 SERVICE WORK.

5.3.1 The Contractor shall perform service work (service orders) as necessary to determine the cause of system and equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition.

5.3.2 Excessive or repeated systems and equipment malfunctioning may be considered by the Government to be unsatisfactory performance of service work by the Contractor.

5.3.3 The Contractor shall respond to all service calls, including those calls where the accomplishment of repairs is subsequently determined to be beyond the repair limit established in paragraph 2.0 above.

5.3.4 Service Call Reception.

5.3.4.1Authorized Government representatives will advise the Contractor by phone of all service call requests received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below.

5.3.4.1.1 The Contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays.

5.3.4.1.2 A single local or toll-free telephone number shall be provided by the Contractor for receipt of all service calls.

5.3.4.1.3 All telephone calls shall be answered within 30 seconds by an individual fully familiar with the Contractor's work control procedures and the terms and conditions of this contract.

5.3.4.1.4 Calls shall be considered received by the Contractor at the time and date the telephone call is placed.

5.3.4.2 Service Call Classifications.

5.3.4.2.1 Service calls will be classified by the Government as follows:

5.3.4.2.1.1 Emergency Service Calls/Priority No.1. Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations. Examples include personnel "trapped" inside an elevator, a fire or electrical defect which could cause fire or shock, etc. The Contractor shall provide a mechanic at the site and on the job ready to service the elevator within 45 minutes of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall work continuously until the emergency situation is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous, and reliable equipment operation shall be performed within two business days from the date that the service order was issued to the contractor. The contractor shall notify the COR whenever circumstances arise that will prevent the contractor from completing Priority I service orders within the two-day time period (i.e., awaiting materials).

5.3.4.2.1.2 Urgent/Priority No. 2: Work which is required to correct a condition which could become an emergency, involves more than one elevator down at one time or has deficiencies which do not immediately endanger the occupants or threaten damage to property. Priority II work is normally generated by a service call from the COR. The contractor shall begin work within two hours with all necessary personnel and materials and shall pursue work on a continuous basis, including nights, weekends, and holidays, until the work is completed. The contractor shall complete Priority II service orders within one calendar day from the date the service order was issued to the contractor. The contractor shall notify the COR whenever circumstances arise that will prevent the contractor from completing Priority II service orders outside the one-daytime period (i.e., awaiting materials).

5.3.4.2.1.3 Routine Service Calls/Priority No. 3. Service calls will be classified as routine when the work does not qualify as an emergency or urgent call. The contractor shall begin work on Priority III service orders within one business day of receipt. The work shall be completed as soon as possible after receipt of the Priority III service order. The contractor shall notify the COR whenever circumstances arise that will prevent the contractor from completing Priority III service orders within a three-calendar day time period (i.e., awaiting materials). Routine service work will normally be performed during the Government's regular working hours unless prior approval is received from the COR. Routine service calls shall be completed in accordance with the following standards:

5.3.4.2.1.3.1 After procuring part(s), Contractor shall work continuously during regular hours until the repair is completed.

5.3.4.2.1.3.2 If the Contractor has not secured parts within the allowed time, then the Government reserves the right to (a) find a source for the part and require the Contractor to purchase the part from that source, or (b) require the Contractor to obtain and provide documentation of price quotations and the date of expected availability of parts from at least two different commercial suppliers.

5.3.4.3 Service Records and Reports. See the "MANAGEMENT" clause of this Section for service work record keeping and work completion reporting requirements.

5.3.4.4 Service Work Quality Standards. The Contractor shall meet the following service work quality standards:

5.3.4.4.1 All work, including repair and replacement parts, satisfies the recommendations and requirements of ANSI A17.1 (Parts X and XII and other parts/rules further referenced therein).

5.3.4.4.2 Operational and other inspections and tests incidental to or arising from the replacement of certain parts and components are satisfactorily performed, as recommended or required by ANSI A17.1.

5.3.4.4.3 Continuous progress and completion of the work resulting in a safe, efficient, and reliable system condition that permits the restoration of system service.

5.3.4.4.4 Maintain a safe job site during progress of work. Clean job site upon completion of work.

5.3.4.4.5 Unserviceable parts and components shall be removed from Government property unless directed otherwise by the COR.

5.4 MANAGEMENT

5.4.1 The Contractor shall manage the total work effort associated with the operations, maintenance, repair, and all other services required herein to assure fully adequate and timely completion of these services.

5.4.1.1 Included in this function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintaining records, and quality control.

5.4.2 The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

5.4.3 Work Control.

5.4.3.1 The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress.

5.4.3.2 The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

5.4.3.3 Verbal scheduling and status reports shall be provided when requested by the Government Representative.

5.4.3.4 The status of any item of work must be provided to the COR or Government POC within 72 hours of the inquiry during regular working hours, and within 96 hours after regular working hours.

5.4.4 Work Schedule. Normal business hours are 7am to 4:30pm Monday thru Friday. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission for the following facilities. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. Any shutdown of an elevator that will last more than four hours shall be communicated with the COR/Government POC for awareness.

5.4.5 Records.

5.4.5.1 Cumulative service records shall be kept for each system in the inventory shown in Attachment 1.

5.4.5.2 A separate record file shall be established and kept up to date for each system.

5.4.5.3 The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 15 calendar days prior to the start date of the contract.

5.4.5.3.1 The records shall cover the following work:

5.4.5.3.1.1 Preventive Maintenance Inspection and Service (PMIS) work.

5.4.5.3.1.2 Inspection, Testing, and Certification work in conjunction with independent VA inspector.

5.4.5.3.1.3 Service Work.

5.4.5.3.2 The Contractor shall include the following data in the appropriate record within two working days from the completion of the associated work items:

5.4.5.3.2.1 The date(s) when the service(s) was scheduled, started, and completed.

5.4.5.3.2.2 Name of the individual(s) who performed the services.

5.4.5.3.2.3 The nature and extent of all service and repair work performed, including: completed PMIS record slips; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/tests, and disposition of deficiencies found during inspections/tests; and description of service work performed, including a brief description of material and parts used (including cost and quantities), and hours of labor expended.

5.4.5.3.2.4 Any other information the Contractor chooses to include in the records, at no additional cost to the Government.

5.4.5.3.3 All required records shall be maintained in the elevator machine room, and the original records shall be submitted to the COR within five calendar days of expiration of the contract.

5.4.5.3.3.1 All required records shall be maintained in a readable, complete, orderly, timely, and accurate manner.

5.4.6 Work Completion Reports.

5.4.6.1 The Contractor shall submit work completion reports to the COR within two working days after completing each occurrence of service under this contract.

5.4.6.2 These reports shall contain, as a minimum, the information described in items (a) through (d) of subparagraph (2) of the foregoing "Records" paragraph, and shall be signed and dated by the Contractor's Representative.

5.4.7 Staffing. The Contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

6.0 Working Hours

6.1 Normal hours of operations 7am to 4:30pm Monday thru Friday. Work shall be performed during the Government’s existing work schedule to the fullest extent possible, however you are not restricted to normal duty hours and days of operation. If the Contractor desires to carry on work on Saturday, Sunday, federal holidays, or outside regular working hours, he/she must submit application to the COR for approval (except for emergency repair service). Exception – If routine maintenance carries over outside of any normal business hours, then there shall not be any additional charges.

7.0 Contractor Qualifications

7.1 Contractor shall be regularly and continuously engaged in the business of servicing elevators for at least 5 years.

7.2 Contractor shall possess all permits, licenses, and professional credentials necessary to perform services as specified in this contract.

7.2.1 Licensing and Supervision. The Contractor shall be licensed as required by the State of Pennsylvania to provide the maintenance and repair services specified in this contract. All work shall be performed by elevator mechanics specifically qualified and trained to work on elevator and lift systems and equipment. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the COR prior to award of the contract.

7.3 Employees of contractor are to be of sufficient skill and experience to perform the work described by this contract. Employees of the contractor are subject to the rules of the VA Medical Center while on site, with specific understanding of the prohibition of possession of firearms, knives, and controlled substances while on property, and the smoke-free environment.

8.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

8.1 Government Furnished Facilities. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

8.2 Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

8.3. Government Furnished Material. The Government will not provide any materials to the Contractor.

8.4 Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR after award. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

8.4.1 Utilities specified above will be furnished at no cost to the Contractor for duties required in the performance of this contract.

9.0 CONTRACTOR FURNISHED ITEMS

9.1 Except for the items listed in paragraph 6.0, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract.

9.2 The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair services as described herein.

9.2.1 All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications, Section 4.0; and used in accordance with original design and manufacturer intent.

9.2.1.1 Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality.

9.3 When disputes arise concerning material, equipment, and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government's requirements are satisfied.

10.0 DEFINITIONS TECHNICAL. As used throughout this contract, the following terms shall have the meaning set forth below.

10.1 Where "as shown", "as indicated", "as detailed", or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

10.2 Where "as directed", "as required", "as permitted", "approval", "acceptance", or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

10.3 ANSI. The abbreviation of the American National Standards Institute.

10.4 Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.

10.5 Check. Examine, inspect, test, or verify by trial.

10.6 Component Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

10.7 Contracting Officer’s Representative (COR). A Government employee designated in writing by the Contracting Officer to serve as an authorized representative to assist in contract administration functions.

10.8 Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

10.9 Contractor Representative. A foreman or superintendent assigned in accordance with the "CONTRACTOR EMPLOYEES" clause.

10.10 Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

10.11 Direct Material Costs. The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value or salvage value that accrue to the Contractor.

10.12 Elevator Mechanic. Any person employed by the Contractor who is responsible for performing maintenance, repair, and inspection services under this contract. Elevator mechanics are journeymanlevel tradesmen who are qualified by virtue of a combination of formal training and work experience in the trade. Elevator mechanics perform both electrical and mechanical work on a variety of elevator systems.

10.13 Emergency Work. Work requiring immediate action to correct or prevent loss or damage to Government property, or to eliminate hazards to personnel or equipment.

10.14 Frequency of Service.

10.14.1 Annual (A) Services performed once during each 12-month period of the contract.

10.14.2 Semiannual (SA) Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

10.14.3 Quarterly (Q) Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

10.14.4 Monthly (M) Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

10.14.5 Semimonthly (SM) Services performed 24 times during each 12-month period of the contract at intervals of 14 to 16 calendar days.

10.15 Inspect. To examine thoroughly, to view closely in critical appraisal.

10.16 Maintain. To keep in a state of repair and efficiency, to preserve from failure or decline.

10.17 Maintenance. Work which is required to repair or maintain equipment systems in a safe, operational condition, or to restore these systems to initial or usable condition by overcoming the effects of wear and tear, disaster, damage, or deterioration. New construction or alteration is not included.

10.18 Provided shall be understood to mean provided in place, that is, furnished and installed, ready for use.

10.19 Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

10.20 Quality Assurance Evaluator (QAE). The Government employee designated by the COR to be responsible for the monitoring of Contractor performance.

10.21 Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

10.22 Regular Working Hours. Monday – Friday 7:30am – 4:30pm

10.23 Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively utilized for its designated purposes. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

10.24 Replace. To remove damaged, defective, or deteriorated materials or parts and install new or used materials or parts as approved.

10.25 Required. Demanded as necessary or essential to the satisfactory operation of the equipment or system.

10.26 Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required. Response times are designated in the appropriate technical clauses in Section C.

11.0 SOW attachments:

11.1 COA List of Equipment

11.2 PMIS Checklist

12.0 Task Orders

12.1 All worked performed under this contract shall only be performed by the contractor via Government issued task orders award against the base contract.

12.2 The Task Order will include the line items, quantities and associated pricing. All pricing shall be determined directly from the base contract Pricing Schedule.

12.3 The Task Order will include the location of the work, and an effective start and ending dates for the period of performance.

12.4 Invoices will be paid upon satisfactory completion of all project-specific tasks, requirements, and acceptance. Individual purchase order numbers will be issued on each task order for invoicing purposes.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.