36C24522Q0606.docx

Presolicitation Notice

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE

DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a.

PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE

ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26.

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

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212

-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE OF OFFEROR/CONTRACTOR

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

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

540-22-3-5053-0037 36C24522Q0606 06-15-2022 Craig Armagost craig.armagost@va.gov 304-263-0811 ext 06-29-2022 1 pm

EDT

Department of Veterans Affairs

VAMC (540)

Louis A Johnson VA Medical Center 1 Medical Center Drive Clarksburg WV 26301 X 238290 $16.5 Million N/A X Department of Veterans Affairs

VAMC (540)

Louis A Johnson VA Medical Center 1 Medical Center Drive Martinsburg WV 26301 Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 308B Martinsburg WV 25405

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp

See CONTINUATION Page

REQUEST FOR QUOTE (RFQ)

LOCATION: CLARKSBURG WV VAMC

DESCRIPTION: ELEVATOR MAINTENANCE SERVICES

PERIOD OF PERFORMANCE (FIVE YEAR) 7-01-22 THROUGH 6-30-27

“TIERED EVALUATIONS INCLUDING LARGE BUSINESS CONCERNS:

THIS SOLICITATION IS BEING ISSUED AS TIERED EVALUATION WITH

THE FOLLOWING TIERS: (1) SDVOSB CONCERNS, (2) VOSB CONCERNS,

(3) SMALL BUSINESS CONCERNS WITH HUBZONE SMALL BUSINESS

CONCERNS AND 8(A) PARTICIPANTS HAVING PRIORITY; AND

(4) LARGE BUSINESS CONCERNS. IF AWARD CANNOT BE MADE,

THE SOLICITATION WILL BE CANCELLED,

AND THE REQUIREMENT RESOLICITED.”

PLEASE SUBMIT ALL QUESTIONS VIA EMAIL BY THURSDAY

JUNE

23rd 0800 (

8 AM EST)

CO: CRAIG ARMAGOST

CRAIG.ARMAGOST@VA.GOV | 304-263-0811 X7601

See CONTINUATION Page X X X Craig Armagost Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C245 Department of Veterans Affairs

VAMC (540)

Louis A Johnson VA Medical Center 1 Medical Center Drive Clarksburg WV 26301

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.

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

36C24522Q0606

Page 1 of Page 1 of

“TIERED EVALUATIONS INCLUDING LARGE BUSINESS CONCERNS: This solicitation is being issued as tiered evaluation with the following tiers: (1) SDVOSB concerns, (2) VOSB concerns, (3) small business concerns with HUBZone small business concerns and 8(a) participants having priority; and (4) large business concerns. If award cannot be made, the solicitation will be cancelled, and the requirement resolicited.”

Statement of Work Louis A. Johnson VA Medical Center Clarksburg, West Virginia

SCOPE OF WORK

For Louis A. Johnson VA Medical Center Elevator Maintenance

COR: Dana Lanham CO: Craig Armagost

-- Project Goals --

Project Goals: Acquisition maintenance services that will:

· Provide services on all Louis A. Johnson elevators and dumbwaiters to maintain full operation and compliance.

-- Project Scope --

GENERAL:

This contract is to furnish inspection and maintenance service on Four (4) passenger elevators, two (2) freight elevators, one (1) community building hydraulic passenger elevator, one (1) Parking Garage hydraulic elevator one (1) hydraulic cart lift, and three (3) dumbwaiters identified in the Schedule of Elevators commencing fifteen (15) calendar days after the Notice to Proceed (N.T.P.) and continuing for one year with four option years to follow.

SPECIFICS:

Special Emphasis:

· Contractors should perform a thorough site survey prior to bid; review the project scope and submit RFI’s as necessary before the RFI closing date.

· Submit a draft cost loaded maintenance schedule and safety plan at the NTP covering the base year.

· Special emphasis must be attentive to patient safety, infection control and site security.

· It is highly recommendaed the contractor transmit all necessary submittals at the NTP.

· All work must meet VA Master Specification and code. Contractors should note that VA specifications are often more stringent than code or what may be referred to as “Standard Industry Practices”.

-- Site Investigation --

EXPECTATION: Review the Requirements.

Investigate and review the project requirements:

· Contractors should perform a thorough review of the project requirements prior to bid.

· During the onsite NTP meeting, the contractor shall perform a secondary site walkthrough with Clarksburg Maintenance Staff, Infection Control, Fire Safety Officer, Safety Manager, contracting officer, and COR to review immediate needs, ICRA, and safety. The contractor shall develop and submit a draft cost loaded maintenance schedule and safety plan at the NTP meeting.

· Infection Control Requirements:

1. The contractor shall work with the Infection control staff to finalize an infection control plan. The items below are not all inclusive and will be reviewed during a walkthrough for necessity based on specific tasks identified by the contractor and location within the medical center. It is imperative to patient safety that the contractor follow all VA infection control requirements.

a. All workers deployed to work at the Louis A. Johnson VAMC must have an infection control training certificate for construction contractors. The following link is an example of an online resource for infection control training developed for contractors. https://infectioncontroluniversity.com/contractors/

b. Isolate HVAC system in area where work is being done to prevent contamination of duct system.

c. Complete all critical barriers i.e., sheetrock, plywood, fire rated plastic, to seal area from non-work area or implement control cube method (cart with plastic covering and sealed connection to work site with HEPA vacuum for vacuuming prior to exit) before construction begins. Utilize tack mats at exit of construction area.

d. Maintain negative air pressure within work site utilizing HEPA equipped air filtration units.

e. Contain construction waste before transport in tightly covered containers. Cover transport receptacles or carts. Tape covering unless solid lid.

f. Do not remove barriers from work area until completed project is inspected by the owner’s Safety Department and Infection Control Department and thoroughly cleaned by the owner’s Environmental Services Department.

g. Remove barrier materials carefully to minimize spreading of dirt and debris associated with construction.

h. Vacuum work area with HEPA filtered vacuums.

i. Wet mop area with disinfectant.

j. Remove isolation of HVAC system in areas where work is being performed.

-- Program Development --

EXPECTATION: Develop a plan and maintain a schedule.

Develop the maintenance program and maintain a schedule: Project Calendar Days = 360 with possible extention up to 4 years.

The contractor shall perform an initial inspection of all elevators and dumbwaiters to determine any immediate needs. The contractor shall submit a cost loaded maintenance schedule not to exceed the total number of base contract performance days. All submittals should be submitted within 10 days of NTP.

Execution: Execution of work shall not begin until submittals have been approved.

· Project Schedule:

The goal of the cost loaded project schedule is to monitor performance and evaluate cost of completed work. The contractor shall submit a preliminary draft schedule with the offer submission. Revisions to the schedule shall be submitted at the NTP and a bidder receives initial comments from the VA with an award offer. The goal is to have a finalized cost loaded schedule within 10 days of NTP.

· Safety:

Special emphasis shall be placed on the contractor’s submission of a safety and ICRA plan that includes a fire prevention program for hot work and infection control measures. The contractor must neatly display all permits at the entry doors of both elevator penthouses. When elevators or dumbwaiters are down for service, the contractor shall place professionally fabricated signage attached to a portable station. Signs/stations shall be placed on all floors directly in front of the deactivated car stating the reason and planned time of reactivation of the car.

All contractor employees working at the Louis A. Johnson VAMC must have a 10-hour OSHA card dated no more than two years prior to work. Supervisors are required to have a 30-hour OSHA card.

-- Execution of Work --

Expectations: Execute the work.

Provide services:

· The vendor will begin execution of work upon approval of a cost loaded schedule, safety plan and other submittals.

· Maintenance work shall be executed no later than 15 days after NTP and will be expected to follow an approved schedule. All progress payments shall be based on inspections of satisfactory completed work as reviewed by the project COR. Payments requested for work that is not complete or do not meet performance requirements will be rejected.

MAINTENANCE & REPAIR SERVICE SPECIFICATIONS

NOTE: THE WORD “ELEVATOR” IN THIS SOLICITATION SHALL INCLUDE ALL ELEVATORS, DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT.

A. Introduction:

This contract is to furnish inspection and maintenance service on Four (4) passenger elevators, two (2) freight elevators, one (1) Community Building Hydraulic Passenger Elevator, one (1) Parking Garage elevator, one (1) hydraulic cart lift, and three (3) dumbwaiters identified in the Schedule of Elevators commencing fifteen (15) calendar days after the Notice to Proceed (N.T.P.) and continuing for one year with four option years to follow.

B. Scope of Work:

1. The Contractor shall obtain all necessary licenses and/or permits required to perform the work.

2. The Contractor shall furnish all material, labor and equipment as defined in section B - 3, to provide full maintenance services to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety, and efficiency) as originally specified by the equipment manufacturer and as may have been as modified thereafter. All adjustments, repairs, and modifications, must be in conform to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent:

· ASME A17.1 Safety Code for Elevators and Escalators, 2010 edition

· ASME A17.2 Inspectors’ Manual for Elevators and Escalators, latest edition

· ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition

· ANSI/NFPA 70 National Electric Code, 2005 edition

· Manufacturer’s requirements and specifications on inspection, maintenance, and operation of each elevator model

3. The work covered under this contract includes but is not limited to the following:

supplies not necessarily parts to perform the services required in this contract.

d. All tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this contract.

e. All support functions such as office overhead, travel, etc.

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

4. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place.

· Elevators P1, P2 and S3 shall be posted in the elevator penthouse of Building 1.

· Elevators P4, P5, S6 shall be posted in the elevator penthouse of the Clinical Addition.

· Records for CL1, SPD Cart-lift, DW1, Dumbwaiter Pharmacy, Dumbwaiter Records, DW3, Dumbwaiter Lab 2 to 1and DW4, Dumbwaiter Lab 2 to 3 shall be posted in the room containing the equipment controller.

These check charts shall list each elevator component-showing schedule of manufacturer’s recommended frequency of inspection of each component on a weekly, quarterly, semi-annually, annually, or other frequency. Entries shall be to indicate the status of schedule items of maintenance work performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor’s employee to indicate that the work has been accomplished. Check chart shall be available for review at the Contracting Officer’s Technical Representative (COR)’s or COR’s designated representative request and the Contractor will physically show the COR or COR’s designated representative the completed work on request.

5. The Category Five test shall be conducted by the contractor and a certified inspector contracted by the VA. The certified inspector will provide a report of any deficiencies found that the contractor is required to correct. Contractor shall perform all other safety tests and other tests and inspections as recommended and required by ASME A17.1-2010 “Safety Code For Elevators and Escalators” using Table N1 “Recommended inspection and test intervals in ‘months’” AND ANSI/ASME A17.2 “Inspectors’ Manual For Electric Elevators” LATEST EDITION. The results of ALL tests shall be recorded in the “Record of Elevator Testing” and the Data Base. See Section G, Documentation.

6. Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc.

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

9. All elevators provided with firefighters’ service shall be subjected to monthly Phase I “Emergency Recall Operation” and a minimum of one floor operation on Phase II “Emergency In-car Operation” to assure the system is maintained in proper operating order in accordance with A17.1 Code. The results of these tests shall be recorded in the “Record of Elevator Testing” in addition to the Data Base. Testing shall be done on weekend, holidays or the hours before 6:30 AM or after 6:30 PM, at no additional cost to the Medical Center.

10. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR or COR’s designated representative.

C. Spare Parts:

1. An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services. A list of all spare parts and quantities shall be maintained in the Data Base and an initial copy shall be provided to the COR. Any time the spare parts list is modified, notice shall be provided to the COR. The contractor may place a rated flammable cabinet in each penthouse machine room to store lubricants, cleaners and parts. The contractor shall ensure the cabinets are clean. Spills must be cleaned up within 24hrs. The cabinets shall become the property of the VA at the end of the contract.

2. The contractor shall provide a “Monthly Report” listing all parts installed. The list shall include:

a. The Car that the part was installed on.

b. The location on the Car the part was installed on.

c. A description of the part replaced, including part number.

d. The date the part was installed on.

e. Adjustments made to insure proper operation with the new part.

3. All parts stored and used shall be documented in a written record. See Section G, Documentation.

D. Maintenance Tickets:

1. Contractor shall have all maintenance tickets signed by the COR or COR’s designated representative.

2. All work shall be documented in a written record. See Section G, Documentation.

E. Performance Levels:

The following performance levels shall be maintained at all times:

1. Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted.

2. Leveling accuracy of each car shall be maintained at all times.

3. Opening times , closing times and door close torques of all cars shall be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands at each floor.

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 working at all times.

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 COR.

6. A computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR or COR’s designated representative.

7. All work shall be documented in a written record. See Section G, Documentation.

F. Labor, Supplies and Parts for Normal Maintenance:

The Contractor shall furnish all labor and supplies, parts and materials necessary to regularly and systematically clean, examine, adjust, lubricate, repair, or replace, as follows:

1. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts.

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

3. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical / electrical driving equipment.

4. Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws.

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

6. Hoistway door interlocks, hoistway door hangers, bottom door guides and auxiliary door closing devices.

7. Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoes including gibs and rollers.

8. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.

9. Cab Lighting and hoist-way lighting

10. Where applicable to hydraulic elevators include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gages and tanks.

11. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer.

12. Periodically examine all safety devices and governors. Conduct an annual no load safety test and each fifth year perform a full load, full speed test of safety mechanism, overhead speed governors, car and counterweight buffers. The governor will be calibrated and sealed for proper tripping speed according to VA specifications.

13. Maintain an adequate factor of safety, to equalize the tension on all hoisting ropes. Repair / replace conductor cables, hoist-way wiring and machine room wiring.

14. Keep car emergency light units in an operable condition at all times. Test special emergency (fireman’s service) service and emergency power circuits, where provided in accordance with Code requirements.

15. Furnish specified lubricants to the various lubrication points.

16. Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each machine room for the performance of routine preventative maintenance.

17. Maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams is not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the Louis A. Johnson VAMC.

18 .The contractor shall instruct their personnel that when they perform work under this contract, they shall comply with the following procedures:

a) Upon arrival at the station, the Contractor shall check in with the Boiler Plant Attendant or his designee so that the Louis A. Johnson VAMC will be aware of the Contractor’s presence at the facility at all times. Pick up the key ring which contains keys that will access any lock on the elevators and open access doors to elevator maintenance spaces. This key ring shall be returned to the boiler room before maintenance personnel leave the VAMC.

19. Quarterly clean hoist way including all equipment located in or moving through the hoist-way, car top, car sling, safeties, appliances, pits, sills, door tracks, hangers and equipment rooms. Clean and paint as needed machine room floors or other surfaces.

20. Coordinate with the Louis A. Johnson VAMC Police services to test and verify the CCTV cameras and the electronic card readers are fully functional.

21. Inspect and test pit sump pumps quarterly.

22. All work shall be documented in a written record. See section G, Documentation.

G. Documentation

1. The contractor shall store all information within an online digital maintenance, work order and parts inventory database, that the COR shall be able access at will. The Data Base shall be configured so that all entries relate to one another, (i.e. “parts” to “work” using that part.) The Data Base shall be SQL, or similar software, searchable. The Data Base shall be capable of storing, sending and downloading of both comprehensive preventive maintenance and service call reports in an Excel spreadsheet format. The contractor will be required to transfer any and all accounts and data at the end of their contract to the succeeding contractor. Data Base shall be submitted for approval within ten (10) days of the N.T.P.

2. Record of testing. A “Record of Elevator Testing” log book shall be kept in the Boiler Plant. The contractor shall record all tests conducted, by who and the results of the tests including any deficiencies found. This is addition to recording this information in the Data Base

3. The contractor shall maintain the GAL electronic controller management and reporting system located the in the elevator penthouse control rooms. The contractor shall include GAL controller data logs in the database reporting system. Internet connections shall be wireless and not in any way connected to the VAMC computer network.

4. The contractor shall enter all required information into the Data Base before leaving the VAMC.

5. At a minimum the Data Base shall keep track of:

a. All service ticket information.

b. An inventory of all parts, on hand, used during maintenance, what vertical lifting device each part was used on, increases/decreases in inventory, parts installed from outside the inventory.

c. Each technician visit, name(s), time of arrival, time of departure and nature of the visit, i.e routine maintenance, trouble call, etc.

d. All parts used, all work performed, all tests performed, lists of deficiencies found during maintenance and inspections, a summary of trouble shooting performed, a summary of equipment condition at a minimum shall be maintained in the database for each vertical lifting device.

e. All Preventative Maintenance System (PMS) records shall be maintained on database.

f. The Record of Elevator Testing, containing what is formally known as the Firefighter’s Service Test Log, for monthly and yearly log, starting October to September shall be maintained on the database.

g. A Pareto summary of repairs made to individual elevators as well as groups of elevators / controllers and overall facility elevator performance.

h. A time-based summary of elevator failures summarized by day, hour, month, and season.

6. All information in the Data Base shall be the property of the government. The government may at any time demand that the Data Base contents and software to read the Data Base be turned over to the government.

7. At the end of the contract period the contractor shall turn over the contents of the Data Base and software to read the Data Base to the COR.

8. The use of traditional paper service tickets shall continue under this contract.

9. Reports, all reports shall be sent via electronic means to the COR:

H. Maintenance reports:

showing work performed and parts used. The trending shall be on a monthly basis from the beginning of the contract period. This shall be presented in a graphical format with contractor analysis of trends and recommendations made as a result of the trend analysis.

I. Card Reader & CCTV:

The contractor shall coordinate monthly testing of the card readers and CCTV with the Louis A. Johnson VAMC Police and verify full functionality. There may be times when the VA requests a floor(s) to be locked out or restrict access to authorized personnel only. Items and programming necessary to provide restrictive access shall not be considered excluded work under this contract. The contractor shall coordinate any card reader programming with the VA police. Lockout and reactivation requests shall be considered a service call performed during normal business hours.

J. Device Satisfaction:

No device shall be acceptable that will not give full satisfaction without excessive maintenance and attention. If it becomes evident that a 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 shall be removed and a new device meeting all requirements shall be installed. Period of guarantee shall start a new for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees.

K. Work excluded:

The following work is specifically excluded from this contract.

1. Repairs or replacements made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives, or his employees. The COR must approve in advance any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval. Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost.

2. Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities.

3. Repairs or replacement of cab enclosure, hoistway enclosures, door frames and sills, machine room lighting, cab tile.

4. Replacement of underground hydraulic piping or hydraulic cylinder.

5. For the purpose of clarification, any item not specifically excluded shall be considered the Contractor’s responsibility.

WHICH SHOULD ONLY BE FOR “NEGLIGENCE OR MISUSE “

6. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

L. Hours of Work:

Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR or COR’s designated representative.

1. Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR or COR’s designated representative.

M. Call Back Service :

Contractor shall provide callback services for each elevator as follows: Callback service is defined as requests for each individual elevator, either during or after normal working hours, to correct any elevator problem or condition, which needs attention. Callbacks during normal working hours consists of responding to the Louis A. Johnson VAMC to take corrective action at the site within 1 hour for passenger entrapments, 2 hours for all other service calls. Callbacks are not to take time away from preventive maintenance or other requirements required under this contract Equipment malfunctions shall 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 COR or COR’s designated representative must be notified with an explanation of the delay.

1. Contractor shall have a service ticket on each service call signed by COR or COR’s designated representative. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time unit was returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR or COR’s designated representative. Failure to do so will result in non-payment for extra charge work.

2. Emergency service or repairs authorized by the COR, which occur after the normal hours of operation (4:30PM – 6:00AM), shall be accomplished at the overtime-hourly rates specified in the pricing schedule. The Louis A. Johnson VAMC will be responsible for their premium portion of the overtime rate only. All overtime service calls shall be approved in advance by the COR or COR’s designated representative. If regular timework must be carried over and the Contractor wishes to continue to work beyond the Medical Center’s normal hours of operation, authorization for overtime work must be obtained from the COR before proceeding.

3. The Veterans Affairs Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.

4. Contractor shall notify the COR or COR’s designated representative by telephone or in person after completion of each regular time service call and notify the Medical Center Police on overtime calls.

N. Shutdowns:

1. Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the COR.

2. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR.

3. Contractor shall comply with the following procedures when an elevator is removed from service for any reason:

a. Notify Facilities Management Service and the COR, either by phone (304-623-3881), or in person, before removing elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the COR when placing the elevator back in service.

b. All work shall be documented in a written record. See section G, Documentation.

O. First Look:

The government reserves the right to take corrective action to an elevator malfunction prior to calling the contractor for call back repairs.

P. Work Required Outside Contract:

Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to, an elevator, which the Contractor considers not covered by the contract. The contractor shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer and the Contractor. *Not the COR

Q. Work During Federal Holidays:

When planned work requires an elevator to be taken out of service, the Contractor is requested, to use the Federal holidays listed below.

R. Inspection

1. Periodic inspections except for the Five Year Load Test Inspection of the elevators required by A 17.1 , National American Standard Safety Code for Elevators and Escalators 2010 edition, shall be performed under this contract in accordance with existing Louis A. Johnson VAMC Policy. Upon completion of a routine inspection, the Contractor will be furnished with an inspection report listing deficiencies for which he is responsible to repair within 30 days. Items marked emergency should be corrected immediately. Under no circumstances, will the Contractor allow reported deficiencies to go uncorrected beyond the contract period.

2. The Contractor shall provide all labor and material to perform work in accordance with ASME A17.1, ASME A17.2, ASME A17.3, and ANSI/NFPA 70 standards for annual, 6 months, and five year (traction only) tests. The Contractor shall perform tests at the date and time specified by the Louis A. Johnson VAMC. Inspection of the Annual and Five Year Load Test shall be conducted by an independent inspector contracted by the Louis A. Johnson VAMC. Maintenance contractor shall perform actual test.

S. Testing

1. The following services will be performed at intervals specified in the American National Standard Safety Code for Elevators and Dumbwaiters. The maintenance Contractor will furnish personnel to perform the 1 (one) year, and the 5 (five) year safety load test, (including weights), at no additional cost to the Louis A. Johnson VAMC. Scheduling of all tests will be handled through the COR. A Louis A. Johnson VAMC’s employee will witness all tests. An outside contractor shall witness the Annual and Five Year Load testing.

2. The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection.

3. The yearly inspection and tests of car safeties, governor, oil buffer tests shall comply with A17.1 and this specification, in the presence of the COR.

4. Contractor shall perform the five-(5) year safety and buffer tests as required by the American National Standard Safety Code for Elevators and Dumbwaiters, (A17.1 and A17.2).

5. Within six (6) months prior to the termination of this contract, the COR shall make a thorough inspection of all equipment covered under this contract. The Contractor shall correct all defects found within thirty (30) calendar days. The Contractor shall notify the COR in writing that the deficiencies have been corrected and that re-inspection can be made.

6. The inspectors used by the Louis A. Johnson VAMC on this contract may or may not work for the VAMC. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR.

T. Five Year Load Test Schedule:

The contractor shall identify the date of the last Five Year Load Test on each elevator tag and schedule the next Five Year Load Test accordingly.

U. Schedule of Louis A. Johnson VAMC vertical Lifting devices:

NO.

INSTALLED

V. Personnel:

1. Contractor shall provide a qualified journeyman mechanic as a MINIMUM one eight-hour day per week to perform Preventive Maintenance, inspections, adjustments and lubrications this will be referred to as the Maintenance Day.

This does not include time spent on repairs found to be required as a result of the Maintenance Day work activity. Non emergency services/repairs shall be completed at the time of inspections unless the Contractor requests, in writing, and obtains approval to perform repair work at a later date and time.

The COR or COR’s designated representative shall be provided written notice in a timely manner. All work shall be documented in a written record.

See Section G,

2. The Contractor shall provide an additional qualified journeyman mechanic at the Louis A. Johnson VAMC as needed if normal maintenance requires two journeymen to accomplish the maintenance schedule and assist in repairs, inspections / adjustments. The contractor may use an elevator apprentice in lieu of a journeyman provided the apprentice has met the State of West Virginia requirements for that level of work. The contractor may use non-skilled workers for work not directly related to elevator maintenance (i.e cleaning, painting, record keeping etc.)

3. Supervision: The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and alternate shall be designated in writing to the Contracting Officer prior to the contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on all contract matters relating to the daily operation of the contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or during a Federal Holiday.

4. Qualifications of Elevators Mechanic: All elevator technicians must be Qualified Elevator Mechanics. The government adopts Section 21-3C-10a of the West Virginia Code Chapter 21 Labor, Article 3C, Elevator Safety as technical requirements for Qualified Elevator Mechanics. Contractor certifications shall be provided to the Contracting Officer (CO) at the pre-performance meeting. The Contractor shall not be allowed to work on elevators or lifts without this certification.

5. Apprentice Elevator Mechanic: Apprentice Elevator Mechanics and/or other non elevator maintenance personnel may not work on an elevator or lift covered at the Louis A. Johnson VAMC without the direct supervision of a Qualified Elevator Mechanic.

6. In addition to the above requirements, the Contractor shall have a minimum of 5 (five) years' direct experience in the elevator maintenance business, and have successful experience in maintaining equipment identical or similar to the equipment covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) years experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts.

7. Contractor Employees. The selection, assignment, and management of contractor employees is the responsibility of the Contractor; however, the Contactor shall not employ any individual who is identified as a potential threat to the health, safety, security, and general well being, or operation of the installation’s mission or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This shall be accomplished by the wearing of distinctive clothing bearing the name of the company or by possessing the appropriate badges containing the company’s name and employee picture.

8. The Contractor shall require all employees, including supervisors, to have a Louis A. Johnson VAMC government ID’s and ware them at all times while at the VAMC site. These ID’s shall be issued by the Louis A. Johnson VAMC Police Department under its rule for issuance.

9. Contractor Consent to Background Checks. The contractor or subcontractor shall not employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center. Background Checks will verify if a person is wanted by local, state, and/or federal agencies. All contractor and subcontractor personnel must consent to Background Checks. Contractor and subcontractor personnel who do not consent to a Background Check will be denied access to the installation.

Information required to conduct a Background Check includes: full name, driver’s license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire.

10. Contractors shall ensure their employees and those of their subcontractors have the proper credentials allowing them to work in the United States.

Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

11. Conduct of Contractor’s Employees

a. The Contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using for personal use telephones or office equipment provided for official Louis A. Johnson VAMC use.

b. Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor’s attention by the CO/COR, Federal Protective Officers, Inspectors, etc.

W. Condition of Equipment

1. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications. Offerors will be provided the opportunity to inspect the premises by the Contracting Officer prior to submitting their offers in order to be fully aware of the scope of services required.

X. Infectious Control and Cleanliness.

2. All vertical and horizontal surfaces in the elevator, dumbwaiter and cart lift shafts, elevator pits, equipment rooms and equipment room access excluding lift motors, controls cabinets, tracks, weights, cables, and all other equipment that is part of the elevator assembly’s shall be kept clean to this standard:

a. All floors and steps shall be swept and mopped quarterly so that no dust or dirt is evident on them. In Build 1 this includes from the foot of the stairs leading to the equipment room to all equipment room spaces. In the Clinical Addition, this includes all areas inside the access door in the 6th floor elevator lobby. This includes all elevator shafts and pits.

b. All walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, pits and other surfaces shall be initially cleaned with soap and water. Periodic dusting using a HEPA vacuum cleaner and damp rags shall be performed as needed to remove any dust that may settle on these surfaces.

c. Elevator equipment shall be wiped down bi-annually to remove any dust or dirt that may accumulate. Before cleaning any of this equipment ascertain if any build up is an indication of a problem with the equipment and correct that problem before any cleanup is performed. Control cabinets, motors, door opening mechanisms and car tops shall be vacuumed with a HEPA vacuum to remove any dust or dirt accumulation in the equipment.

d. The cleaning of the interior of the elevator cars will be performed by Louis A. Johnson VAMC housekeeping staff.

e. Any surfaces, particularly…