36C24424Q0830 RFQ Wilkes-Barre.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Elevators | Maintenance/ Repair | Wilks-Barre Elevator Maintenance | 693

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 16602

SOLICITATION NUMBER* 36C24424Q0830

RESPONSE DATE/TIME/ZONE 08-23-2024 12:00 PM EASTERN TIME, NEW

YORK, USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J035

NAICS CODE* 238290

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 4 Services 2 2907 Pleasant Valley Blvd

POINT OF CONTACT*

Contract Specialist Jennifer Beiswenger jennifer.beiswenger@va.gov

PLACE OF PERFORMANCE

ADDRESS Wilkes Barre VAMC

1111 East End Blvd Wilkes Barre PA

POSTAL CODE 18711

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 in conjunction with Part 13 of Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is 36C24424Q0830.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2024-05 effective 22 May 2024, and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at FAR | Acquisition.GOV.

This Solicitation is being competed as a Service-Disabled Veteran Owned Small Business Set- Aside. The NAICS Code is 238290, and the Product Service Code (PSC) is J035 with a business size standard of $15 million.

The NCO4 Contracting Office is seeking to establish Elevator Maintenance and Repair Services at the Wilkes Barre VAMC in accordance with the Performance Work Statement (PWS).

Service Contract Act Wage Determinations applies to this acquisition and will be incorporated into the resulting contract. The Wage Determination is included with this solicitation as an attachment. WD 1997-0340 Rev 38 dtd 01-23-2024.

All offerors are advised to thoroughly read submission instructions as there are very specific instructions as what is required to be provided.

The anticipated Contract will be a single award Indefinite Delivery/Indefinite Quantity (IDIQ) Contract with fixed price task orders to provide the services required. The IDIQ will be established for a five-year period. Task orders may vary in size and will be issued and awarded by the Contracting Officer. The period of performance (POP) will be 10/23/2024 – 10/22/2029.

Any award resulting from this solicitation will be issued on a Standard Form 1449.

NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database. Registration may be done online at:

www.acquisition.gov or www.sam.gov.

https://www.acquisition.gov/browse/index/far http://www.sam.gov/

The site visit is currently scheduled as follows:

Meeting time/location: Wednesday, July 31, 2024.

8:00 am (1ST FLOOR Atrium Area) 1111 East End Blvd Wilkes Barre, PA 18711

Failure to arrive on time may result in a refusal to participate in the site visit.

Vendors shall only to reach out to the POC if they get lost trying to find the meeting location.

Any requests for information, questions, sign-ups, etc. are REQUIRED to be submitted via email to the Contracting Office.

University Drive POC:

Henry Ohop – 570-954-2265

This site visit is not mandatory but is highly encouraged. All vendors wishing to attend the site visit shall submit the following information to jennifer.beiswenger@va.gov by 07/30/2024 @ 12 PM Eastern Time.

1. Company Name

2. Attendees (limited to three per vendor)

3. Contact number

4. Email address

Questions about RFQ 36C24424Q0830 must be submitted via email to Contract Specialist, Jennifer Beiswenger, at jennifer.beiswenger@va.gov no later than 12:00 PM EST, Wednesday, August 7, 2024.

Lowest price technically acceptable source selection process will be performed in accordance with FAR 15.101-2(b).

Quote Submission Instructions:

Failure to follow the instructions below may result in elimination from award consideration or a non-responsive determination.

1) Quotes shall be submitted to Contract Specialist, Jennifer Beiswenger via email, at jennifer.beiswenger@va.gov, no later than 12:00 PM EST, Friday, August 23, 2024.

2) All quotes shall include one (1) separate electronic copy of each of the Sections listed below. Attachments shall include separated documents and titled similar to the below:

Section I : Administrative/Regulatory

Section II: Requirements

Section III: Price

Any additional attachments, in addition to the above, will be identified below. The vendors are able to separate the Sections into additional parts if they find their attachments are too large.

3) No price information shall be included in the technical section. If pricing information is found in the technical section, the quote may automatically be considered non-responsive and not evaluated.

Section I: Administrative/Regulatory

1) Completed certifications and representations located at FAR 52.212-3, or an indication that said certifications and representations are current and located in the SAM database. Signed acknowledgements of amendments (SF30). Applicable only if any amendments are issued against this solicitation. If exception to 52.222-41 applies in accordance with 52.204-8(c)(2)(v) or 52.212-3(k)(1) or 52.204-8(c)(2)(vi) or 52.212- 3(k)(2) response shall include the certification as to which exception is applicable and why.

2) Vendors are advised that the requirements of 13 CFR § 125.6 may be applicable to this solicitation and shall respond accordingly. The vendor shall include a breakdown regarding what tasks the prime will perform and what tasks the subcontractors will perform. The response shall also provide the subcontractor’s business name and SAM UEI number. If the offeror does not plan to use subcontractors, they need to respond accordingly. Failure to provide the requested information regarding 13 CFR 125.6 may result in a non-responsive determination. Limit 1 page.

3) Completed Certificate of Compliance for Services and Construction 852.219-75 shall be submitted. Failure to complete and submit this certification will automatically result in a non-responsive determination and no further consideration for award.

4) In accordance with FAR 4.1102 and FAR 52.204-7 (b)(1) offerors must be registered in the System for Award Management (SAM) database at time of quote submission and at time of award. Registration may be done online at: www.acquisition.gov or www.sam.gov.

5.) In accordance with VAAR 819.7003(3) offerors must be registered in Veteran Small Business Certification (VetCert) run by the U.S. Small Business Administration database at time of quote submission and time of award. Registration may be done online at:

https://veterans.certify.sba.gov/ http://www.sam.gov/ https://veterans.certify.sba.gov/

Section II: Requirements Sub-sections a-f will be evaluated on a pass/fail basis to ensure the contractor meets the min requirements based on the PWS. Page limit for sections a-d:

10 pages, including any coversheets and table of contents. Sections d(1), e and f shall all be submitted as separate documents and are not included in the noted page count.

a) Vendors shall provide a narrative which fully demonstrates how the offeror intends to meet the requirements of the Performance Work Statement (PWS).

b) Narrative to explain how emergency and urgent service calls will be staffed IAW PWS section 9.3. Since response time is critical to this requirement, this narrative shall also address how the contractor will meet the response time.

c) Narrative that addresses the Qualifications addressed in section 18.0 of the PWS.

• Submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.

d) A statement certifying that all employees will, for the life of the resultant contract, hold the same qualifications and certifications proposed in their technical quote.

(1) Certifications must be submitted with the quote.

• VetCert Certification

• Certification of completion of an Elevator Mechanic/Technician

Apprenticeship Program and passed a Mechanic/Technician Examination approved and certified by the U.S. Department of Labor

• Certificates of completion of a 10-hour OSHA Safety Course

• Pennsylvania State Licensure

e) Sample Service report IAW PWS paragraph 15.2.

f) Maintenance Control Program (MCP) IAW paragraph 8.1 of the PWS.

Section III: Price No page limit. Failure to follow these instructors may result in a non-responsive determination. Vendors shall include:

1) Completed Excel spreadsheet (Pricing Sheet).

a) Do no lock/add/delete lines or other items.

b) Please only input unit prices on the “Basic Pricing” tab of the Pricing Sheet for the monthly rates identified under 0001, 1001, 2001, 3001, and 4001.

c) It is not permissible for offerors to use offeror created CLINs or SUBCLINs.

d) On the “Labor Rates” tab of the Pricing Sheet please input the following rates.

These rates will be firm for the associated period of performance.

1. The following CLINs are associated with Routine Maintenance Exclusions Repairs as outlined in section 5.0 of the PWS.

2. Input the hourly rates identified on:

• 0002, 1002, 2002, 3002 and 4002

e) The CLINS listed in d) above will be funded at the discretion of the Government.

II. 52.212-2 - Evaluation of Quotations Offers IAW FAR 13.106-2(b)(4)

a. The Government intends to issue a single award contract in response to this solicitation.

b. This is an SDVOSB set-aside

In order to evaluate the total price using the quoted hourly pricing described in Section D, 1),

d) above; the Contracting Officer will use a flat number of hours for each rate, CLIN and quote. That number will be set as follows for each year:

CLIN 0002 , 1002, 2002, 3002 and 4002

Exclusion Regular: 120 hours Exclusion Overtime: 120 hours Exclusion Weekend: 16 hours Exclusion Holiday: 8 hours

The number of hours will then be multiplied by each of the hourly rates quoted by the vendor and be used to determine a total quoted price for evaluation purposes only.

For example:

CLIN 0002:

Exclusion Regular: $2 per hr x 120 hours = $240 Exclusion Overtime: $5 per hr x 120 hours = $600 Exclusion Weekend: $10 per hr x 16 hours = $160 Exclusion Holiday: $20 per hr x 8 hours = $160

Total price for CLIN 0002 for evaluation purposes: $1,160.00

This value will be included in the vendor’s quote as CLIN 0002 (for price evaluation purposes only) and then added with the rest of the vendor’s quoted price. This same calculation will be completed for CLINS 1002, 2002, 3002, and 4002, these totals will also be added to the vendor’s quoted price to develop a final total quoted price (for evaluation purposes only). The Pricing Sheet already has this calculation developed.

The number of hours provided in this calculation are estimates only and provided for price evaluation purposes only. There is no guarantee that these hours will be used or will be a minimum or maximum expectation of future work.

See attached document: RFQ 36C24424Q0830 Pricing Sheet.

See attached document: WD 1997-0340 Rev 38 dtd 01-23-2024.

End of Document

36C24424Q0830

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 35

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024) ALTERNATE II (FEB 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020)

(DEVIATION)

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 36C244 Jennifer Beiswenger Department of Veterans Affairs Network Contracting Office 4 Services 1 2907 Pleasant Valley Blvd.

Altoona PA 16602

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly or IAW the CLINS/PWS

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.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTIO

N OF

SERVICES QTY

UNI

T UNIT PRICE AMOUNT

228 EA _________________

All-inclusive Full Elevator Maintenance and repair services IAW the PWS. If an elevator is not serviced than it can not be billed for on that month’s invoice. The following Elevators (Qty: 19) are to be serviced monthly (QTY: 19 X Months: 12=228):

Elevators 1-8 and 12-19 are located in building 1 Elevators 9-11 are located in building 27 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, Repair, and Rebuilding of Equipment - Service and Trade Equipment

1 EA _________________

Excluded Repairs as outlined in section 5.0 of the PWS.

Prior to engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC. Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, All-inclusive Full Elevator Maintenance and repair services IAW the PWS. If an elevator is not serviced than it can not be billed for on that month’s invoice. The following Elevators (Qty: 19) are to be serviced monthly (QTY: 19 X Months: 12=228):

Elevators 1-8 and 12-19 are located in building 1 Elevators 9-11 are located in building 27 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, 1 EA _________________

Excluded Repairs as outlined in section 5.0 of the PWS.

Prior to engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC. Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, All-inclusive Full Elevator Maintenance and repair services IAW the PWS. If an elevator is not serviced than it can not be billed for on that month’s invoice. The following Elevators (Qty: 19) are to be serviced monthly (QTY: 19 X Months: 12=228):

Elevators 1-8 and 12-19 are located in building 1 Elevators 9-11 are located in building 27 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance,

1.00 EA _________________

Excluded Repairs as outlined in section 5.0 of the PWS.

Prior to engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC. Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, 228.0

EA _________________

All-inclusive Full Elevator Maintenance and repair services IAW the PWS. If an elevator is not serviced than it can not be billed for on that month’s invoice. The following Elevators (Qty: 19) are to be serviced monthly (QTY: 19 X Months: 12=228):

Elevators 1-8 and 12-19 are located in building 1 Elevators 9-11 are located in building 27 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, Excluded Repairs as outlined in section 5.0 of the PWS.

Prior to engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC. Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, 228.0

EA _________________

All-inclusive Full Elevator Maintenance and repair services IAW the PWS. If an elevator is not serviced than it can not be billed for on that month’s invoice. The following Elevators (Qty: 19) are to be serviced monthly (QTY: 19 X Months: 12=228):

Elevators 1-8 and 12-19 are located in building 1 Elevators 9-11 are located in building 27 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, Excluded Repairs as outlined in section 5.0 of the PWS.

Prior to engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC. Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J035 - Maintenance, GRAND TOTAL _________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Wilkes-Barre VA Medical Center 1111 East End Blvd.

Wilkes-Barre, PA 18711

USA

228.00 10/23/2024 to 10/22/2025

MARK FOR: Henry Ohop 570-954-2265 Henry.Ohop@va.gov

0002 SHIP TO: SAME AS CLIN 0001

1.00 SAME AS CLIN

MARK FOR: SAME AS CLIN 0001

1001 SHIP TO: SAME AS CLIN 0001

228.00 10/23/2025 to

10/22/2026

1002 SHIP TO: SAME AS CLIN 0001

2001 SHIP TO: SAME AS CLIN 0001

228.00 10/23/2026 to

10/22/2027

2002 SHIP TO: SAME AS CLIN 0001

3001 SHIP TO: SAME AS CLIN 0001

228.00 10/23/2027 to

10/22/2028

3002 SHIP TO: SAME AS CLIN 0001

4001 SHIP TO: SAME AS CLIN 0001

228.00 10/23/2028 to

10/22/2029

4002 SHIP TO: SAME AS CLIN 0001

B.4 PERFORMANCE WORK STATEMENT

1.0 Introduction: The Wilkes Barre VAMC is serviced by 19 elevators as discussed in paragraph (26.0) below. The vertical transportation at this facility plays a part in providing services to our Veterans and must do so without interruption. The reliability and safe operation of the vertical transportation equipment must be maintained to ensure reliability and safe operation. The Wilkes Barre VAMC relies on a qualified contractor with elevator maintenance and repair experience, that can meet the requirements of this document.

1.1 Performance locations

Wilkes Barre VAMC 1111 East End Boulevard Wilkes Barre, PA 18711

2.0 Description of Services: The Contractor shall provide all management, supervision, tools, incidental engineering services, supplies, equipment, testing, and component replacement to keep vertical transportation equipment operating as originally specified by equipment manufacturer or modified with the approval of the VA, as well as the parts and labor necessary to maintain, repair, and inspect the real property Vertical Transportation Equipment (VTE) at the Wilkes Barre VAMC in a manner that will ensure continuous and safe operation (full maintenance and repair with the exception of the exclusions listed in paragraph (5.0 below).

The VTE and their locations are listed in paragraph (26.0 below). NOTE: The term “VTE” in this Performance Work Statement (PWS) includes all equipment listed in paragraph 26.0 below as well as freight and passenger elevators, wheelchair/stair lifts, dock levelers, and dumbwaiters.

2.1 This full maintenance contract signifies a VTE service provider (Contractor) takes total service responsibility for the equipment identified in the PWS to include attachments. Except those services covered in (paragraph 5.0) below, the monthly fixed price includes all inspections, maintenance, repairs, replacements, and routine and emergency service calls. This contract allows the Government to budget total yearly costs and eliminates concerns relating to individual parts repair or replacement invoicing. The Contractor assumes all responsibility and determines the amount of service visits and types of service required to keep the VTE operating safely and within the performance objectives of (paragraph 16.0).

3.0 Contractor Requirements: Contractor, without additional expense to the Government, must obtain all licenses, permits, and insurance required to perform the work in this statement of work. Contractor must comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits must be provided to the Contracting Officer prior to commencing work.

4.0 Codes and Standards: Contractor must comply with the following codes, standards, and regulations. Publications listed herein form a part of this statement of work. Elevators must meet the requirements of code editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs on the date the installation contract was signed or when alterations were performed.

• Elevator Industry Field Employees’ Safety Handbook

• International Building Code (IBC)

• American Society of Mechanical Engineers (ASME):

• A17.1 - Safety Code for Elevators and Escalators

• A17.2 - Inspectors Manual for Electric Elevators and Escalators

• A17.3 - Safety Code for Existing Elevators and Escalators

• A17.5 - Elevator and Escalator Electrical Equipment

• A17.6 - Standard for Elevator Suspension, Compensation, and Governors

• A18.1 - Safety Standard for Platform Lifts and Stairway Chairlifts

• QEI-1 - Standard for the Qualification of Elevator Inspectors

• National Fire Protection Association (NFPA):

• NFPA 13 - Standard for the Installation of Sprinkler Systems

• NFPA 70 - National Electrical Code (NEC)

• NFPA 72 - National Fire Alarm and Signaling Code

• NFPA 101 - Life Safety Code

• NFPA 252 - Fire Test of Door Assemblies

5.0 Excluded Services: The following are not covered in the full maintenance service arrangement and are considered over and above services:

5.0.1 Alterations (a.k.a. modernizations) are not covered in the full maintenance service arrangement.

5.0.2 Acts by parties other than the Contractor of vandalism, abuse, negligence, damage resulting from rescue and recovery operations, acts of God (including damage resulting from emergency power generator power spikes and low quality) are not included in the contract.

5.0.3 Additional items excluded in the full maintenance coverage are cosmetic, construction, ancillary components of the VTE system including the finishing, repairing or replacement of the cab enclosure, ceiling frames, hoistway door panels, door frames, sills, car flooring, floor covering, main line power switches, main power breaker(s), hydraulic elevator jack outer housing, buried piping, smoke and fire sensors, fire service reports, main communication feeders to controller, security systems, batteries for emergency lighting and lowering that are not solely dedicated to the VTE, air conditioners, and heaters.

5.0.4 Routine cleaning and refinishing of the interior of cars and the exterior of the hoistway doors and frames is not included in the basic full maintenance service.

5.1 In the event that the Contractor encounters an item of work included in paragraph 5.0, the Contractor will report the situation to the Technical Point of Contact (TPOC). The report will include the work location, a detailed scope of the required work, justification for Contractor determination that the work was not included in the contract, and an itemized cost estimate (including time to repair, all required parts and a breakdown of labor wages). The Government reserves the right to seek the Excluded services from another vendor. NOTE:

Any part, component or assembly unavailable from the manufacturer due to obsolescence, remains the Contractor’s responsibility to obtain an engineered equivalent product from a commercial source.

5.1.1 The Contracting Officer (CO) must approve all repairs in advance not that are not covered under this contract. Work performed without approval will be considered an unauthorized commitment and may result in non-payment.

6.0 Government Furnished Property, Materials and Services: The Wilkes-Barre VAMC will furnish the following services at existing outlets, for use in those facilities provided by the VA/VAMC and as required for the work to be performed under this contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points).

6.1 Offerors will be given the opportunity to inspect the premises by the CO/TPOC, prior to submitting their offers to be fully aware of the scope of services required. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract, except items that the CO/ TPOC and the Contractor agree must be excluded from the contract. Failure to inspect the elevators prior to contract award will not relieve the contractor from performing services and repairs in accordance with the strict intent and meaning of this contract.

7.0 Definitions:

7.0.1 Maintenance, Repair and Replacement: Maintenance, repair and replacement are on existing VTE and included in the contract scope of services. All maintenance, repair and replacement of damaged, broken, or worn parts are to be done in a manner that ensures that the equipment may be operated safely. Maintenance, repair and replacement are actions to restore equipment to a state in which it may safely perform its required operations as installed in accordance with the manufacturer’s recommendations. See ASME A17.1 for requirements.

7.0.2 Alteration: An alteration is also on existing VTE but is not included under the full maintenance service arrangement. Alteration/modernization will be covered on an over and above Contract Line Item or it may result in a modification to the contract. The typical alteration results in a betterment to the safe operation of the equipment. In the case of elevators, when an alteration is made, all affected safety requirements must be complied with. All work as part of an alteration is required to comply with specific requirements of the current ASME A17.1 Code edition. See ASME A17.1 for requirements.

8.0 Maintenance Services

8.1 The Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each VTE 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 to be performed. The Contractor shall perform inspections and maintenance of all VTE in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements.

8.2 The Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices or manufacturer’s specifications, if available, and shall be intended to maintain the VTE in safe and reliable operating condition. The MCP is required to specify appropriate intervals for specific maintenance items.

8.3 Cleaning of equipment spaces and daily cleanup of job sites in conjunction with maintenance, inspections and tests, and repairs are required.

8.4 The Contractor shall perform necessary inspections and tests as required under ASME A17.1 Appendix N and Pennsylvania Department of Labor and Industry Laws and Regulations, using a Qualified Elevator Inspector (QEI). The first annual test shall include the five-(5)-year test for all traction and roped hydraulic elevators regardless of due date. The three- (3) - year test shall be scheduled in conjunction with the annual test two years later from the first annual test.

8.5 The Government may perform inspections of the VTE at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and may be responsible for the corrective actions.

8.6 The Contractor shall prepare and submit a written report within two (2) business days of work. The report shall identify each VTE, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the VTE.

8.7 The Contractor shall maintain a copy of all current VTE inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection having provided the original to the CO/ TPOC. The index and copies of certificates shall be delivered to the CO TPOC upon request; however, no later than one (1) business day of a request to review.

8.8 Contractor must have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems.

8.9 Maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. If any of the required schematic wiring diagrams are not available at the time of contract award it must be the responsibility of the VA to provide them at no cost to the Contractor. Wiring diagrams must be modified to reflect any changes made by the Contractor after receiving written approval by the CO/ TPOC designated representative to make the changes. Modifications made to any controls must be dated and recorded on the VA wiring diagrams. The wiring diagrams will remain property of the VA.

8.10 Do not make any alteration or additions to the equipment without prior written approval from the CO/ TPOC designated representative.

8.11 Provide tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this contract. Any parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source.

8.12 Provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform the services required in this contract. Lubricants must be only those products recommended by the manufacturer of the equipment or equal.

8.13 Maintain the specified equipment in highly operational 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 the components of the equipment.

8.13.1 If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this purchase order, notify the CO designated representative within 24 hours after adding more than two gallons of fluid. Provide written documentation as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO designated representative.

8.13.2 Cartops, machine room floors, and machine room equipment must be cleaned monthly. Accumulated rubbish must be removed from the pits monthly. A general cleaning of the entire installation including all machine room equipment and hoistway equipment must be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner must be furnished by the Contractor.

8.14 The Contractor shall during regular PMI visits retrieve any objects such as keys, wallets, glasses, etc. dropped in elevator pit by occupants of the building. Such objects shall be turned over to the VA Police personnel.

8.15 Disposal of equipment and maintenance debris are the responsibility of the contractor.

8.16 Wilkes Barre VAMC shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., while performing services in connection with this contract.

8.17 Performance Standards

8.17.1 Speed and brake to brake flight time shall be maintained as originally installed and adjusted.

8.17.2 Maintain smooth starting, stopping, and leveling accuracy of 3mm (1/8”) for all elevators.

8.17.3 Opening times, closing times and door close torques of all elevators shall be maintained within the limits of ASME A17.1 Code but shall be adjusted with a longer hold open and slower closing time to accommodate elderly and disabled patients.

8.17.4 Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are always working.

8.17.5 Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the CO/TPOC.

8.17.6 Contractor shall ensure that the original operating criteria is always maintained for each elevator including, but not limited to, the following:

• Maximum capacity in pounds.

• Rated speed in feet per minute.

• Performance time measured brake to brake.

• Door operation.

• Traffic handling capabilities.

• Response times.

• Ride quality

8.18 Schedule Coordination: The Contractor shall be responsible for coordinating all phases of his/her operations with the appropriate facility personnel through the CO/ TPOC. The facilities shall remain in operation while the Contractor is working, and it is up to the Contractor to coordinate around the normal activities of the facility.

9.0 Repair Service Calls: Contractor shall provide service calls (routine and emergency) under the full maintenance service agreement at no additional charge. All repair work shall be done in accordance with standard commercial practices. Contractor shall repair and replace components of the VTE at no additional cost to the Government. Exception: The contractor is not responsible for replacement of VTE ceiling light bulbs, these are the responsibility of the facility manager to replace. When a component in a labeled product is replaced, it must be replaced with an identical component manufactured under the original labeling service (certifying agency). Substitution of a different component is only permitted where it is equivalent to that which was tested, as determined by the certifying agency. The parts used for replacement are required to comply with all the requirements that the old parts originally complied with. Division 14 – Conveying Equipment, from VA’s Office of Construction & Facilities Management, Master Construction Specifications (PG-18-1), will be used to benchmark acceptable replacement components.

9.1 Routine Calls: Service calls will be classified as routine when the work or adjustments do not qualify as an emergency call. Callbacks hours are not to take time away from preventive maintenance hours required under this contract.

9.1.1 The contracting officer or designated representative will notify the contractor of repairs to be made from the inspection report or service call. The contractor shall report to the work location within 4 work hours of notification to survey the repair. The contractor shall provide to the Contracting Officer a cost estimate to include time and materials of any repairs not covered in the basic service contract. The contractor shall commence repair work after notification from the contracting office. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality. Downtime of the elevator will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair. The contractor shall prepare and submit a written report within two business days after the routine repairs are completed. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs.

9.1.2 The Contractor shall respond in-person to the VTE and begin work on routine service calls at no additional cost to the Government within 4 work hours after receipt of the call on regular scheduled work days/hours.

9.1.3 Equipment malfunctions must be corrected the same day that the service call was issued. If circumstances beyond the contractor’s control preclude resolution of the problem that day, the TPOC or designated representative must be notified with an explanation of the delay.

9.1.4 The Contractor shall report to the work location, survey the repair, and provide the CO/ TPOC an estimate of time and cost of repairs not covered in the full maintenance service contract, but necessary to bring the VTE back to operation. The Contractor shall commence repair work after notification from the CO/ TPOC. The Contractor shall prepare and submit to the CO/ TPOC a written report within two business days after the repair. The report shall include the date and time of the service call, the location of the VTE, the repairs performed, and the name of the technician performing the repairs.

9.2 Emergency Calls: Emergency calls are defined as calls made for services when a VTE system fails and constitutes a danger to personnel; threatens to damage properties; or threatens to disrupt activity, critical hospital operations, and/or training missions significantly impacts patient access or day-to-day workflow.

9.2.1 The contractor shall respond to emergency repair calls within 2 hours after notification during normal business hours and within 1 hour (SAME AS ABOVE) after notification at times other than normal business hours. The contractor shall prepare and submit a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs.

9.2.2 The Contractor shall respond in person to the VTE and begin work on emergency service calls within 2 hours after receipt of the call.

9.2.3 The Contractor shall report to the work location, survey the repair, and provide base contracting an estimate of time to repair and cost of repairs not covered in the basic full maintenance service contract but necessary to bring the VTE back to operation. The Contractor shall commence repair work after notification from the CO/ TPOC. The Contractor shall prepare and submit to the CO/ TPOC a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the location of the VTE, the repairs performed, and the name of the technician performing the repairs.

10 Elevator Out of Service

10.1 Notify Facilities Management Service and the TPOC, either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the TPOC when placing the elevator back in service.

10.2 When an elevator is taken out of service, appropriate signage must be installed at each entry door to notify elevator users of the interruption. Upon completion, all signage must be immediately removed.

10.3 All tests, inspections, or maintenance repairs that will remove an elevator from service must be scheduled in advance with the TPOC.

10.4 Under no circumstances will any shutdown or breakdown last longer than five (5) consecutive working days, from initial notification to the Contractor, without prior approval of the

TPOC.

10.5 Any elevator off-line for modernization shall not be invoiced for the month(s) it is out of service.

11 Spare Parts

11.1 An adequate supply of new spare parts must be always maintained by the contractor to ensure prompt preventive maintenance and repair services.

11.2 All parts and materials must be of the original manufacturer’s design and specification, or equal. All lubricants must be the same as or equal to those recommended by the manufacturer.

11.3 If it becomes evident during a guarantee period that device is not functioning properly in accordance with manufacturers or VA specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, that device must be removed and a new device meeting all requirements must be installed.

11.4 All parts and supplies stored in the elevator machine rooms must be kept in enclosed metal cabinets. Flammable materials must be stored in fire rated cabinets provided by the contractor.

12 Painting and Cleaning

12.1 Within the first three (3) months this contract is in effect, the Contractor must thoroughly clean the following: all elevator hoistways, pits, cartops, machine rooms and equipment including controller interiors and air filters. All car and hoistway door hardware must be cleaned, lubricated, and adjusted.

12.2 All floors including elevator pits and steps must be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of dirt, oil, and grease.

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

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

12.5 The exterior of the machinery and any other parts of the equipment subject to rust must be properly painted TPOC designated representative must periodically inspect equipment and equipment spaces for cleanliness. The inspection must consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this contract.

12.6 Debris, rubbish, and recyclable material resulting from work under this contract may be disposed of on VA/VAMC property at the direction of the COR or off site at the option of the

Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.

13 Written Maintenance Records

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

13.2 The elevator contractor must record in the logbook all tests conducted, technicians performing the tests, and the results of the tests including any deficiencies found. This is in addition to recording this information in the Data Base.

13.3 A Written “Maintenance Control Program” must be in place to maintain the equipment in compliance with ASME A17.1 Section 8.6.

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

14 Maintenance Reports

14.1 Upon request the contractor must send maintenance and service call reports to the TPOC.

This report must be an attachment to an email. The report must contain:

14.1.1 Each elevator worked on.

14.1.2 A description of all work performed on that elevator.

14.1.3 A description of the parts replaced, including part numbers.

14.1.4 The date the part was installed.

14.1.5 Adjustments made to insure proper operation with the new part

15 Record Keeping

15.1 The Contractor shall maintain a complete set of currents, legible schematic wiring diagrams in each elevator contained therein.

15.1.1 To the extent that any of the required schematic wiring diagrams are not available at the time of contact award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center.

15.2 The Contractor shall maintain a full, legible service log in each machine room and a complete, orderly chronological file including drawings, complete part lists, and copies of all service reports.

15.2.1 This check chart shall list each elevator component-showing schedule of manufacturer’s recommended frequency of inspection of each component on a weekly, semi-annually, annually or other frequency.

15.2.2 The log shall list the data and time of all maintenance service performed and signature of technician.

15.2.3 Each trouble call shall be fully described, including the nature of the call, necessary service performed, and any parts replaced.

15.2.4 Service file shall be made available for inspection upon request, and a copy of the complete file furnished to VAMC during the first week of the last month of the normal contract term. Monthly electronic reports of ALL work performed including maintenance provided to the CO/TPOC

15.3 The Contractor shall maintain a separate maintenance record on each elevator.

15.3.1 The maintenance record shall be kept in the elevator equipment room and shall be credit readily available for inspection by the POC or designee.

15.3.2 The maintenance records are the property of the government and shall be turned over to the Government at the end of the contract term.

15.4 Upon each departure, the Contractor will serve notice of disposition of work to the TPOC or designee.

15.4.1 In additional the contractor shall furnish the TPOC, Maintenance Supervisor or designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information.

1. Name and address of Contractors

2. Name of Contractor employee(s) performing the work.

3. Date(s) work performed and hours

4. Brief description of work performed, including PM inspection identification of equipment worked on.

5. Signature of contractor’s employee(s) and signature of the Maintenance and Operations Electrical Supervisor or designee.

6. If the report is not submitted it will be indicated that no inspection or maintenance was performed, and payment may be withheld and/or delayed.

16 Quality Control

16.1 Contractor shall develop and maintain a quality control program (QCP) to ensure maintenance and repair services are performed in accordance with ANSI/ASME A17 and other applicable standards and codes. The Contractor shall develop and implement procedures to eliminate reoccurrence of once identified/repaired defects. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in Paragraph 6, Services Summary. The QCP shall demonstrate how the Contractor ensures quality performance during the contract period of performance. The Contractor shall maintain the QCP throughout the period of performance of the contract. The CO will be provided updates to the QCP as they occur during the period of performance. The QCP will identify the procedures in writing for inspections, individual responsible, VTE MCP, and the location of all inspection records and key control logs which will always be available to the government upon request. The QCP will have the inspection forms and records which will be used for the service.