36C24620Q0241-007.docx

B.3 PERFORMANCE WORK STATEMENT

SECTION B.3: PERFORMANCE WORK STATEMENT (PWS)

1. REQUIREMENTS.

Contractor to provide an onsite technician to perform full maintenance which includes regular and systematic inspections for the Durham VA Medical Center (VAMC) located at 508 Fulton St, Durham NC 27705. Exhibit #1 contains the full listing of all vertical transportation systems covered under this contract. Period of performance begins from April 1, 2020 through September 30, 2020, with four (4) one-year options exercised at the Government’s discretion. The contractor will provide documentation for (1) primary technician and (2) secondary technician for vacations, etc. During the inspection visits, the Contractor shall clean, adjust and lubricate the equipment as specified below, determine the nature and extent of any trouble/problems, and the maintenance required to restore the elevators to safe and satisfactory service, and if conditions warrant, furnish and install parts listed below. All equipment, Maintenance, Inspection, materials, and installations shall conform to the following codes:

(a) The latest edition of the American National Standard Safety Code for Elevators, Dumbwaiters, Escalators, and Moving Walks – ANSI A 17.1

(b) The latest edition of the American Standard Practice for Inspection of Elevators, Inspectors Manual, A 17.1

2. QUALIFICATION OF OFFERORS.

(a) The contractor shall be a firm regularly engaged in the repair, maintenance and servicing of vertical transportation systems, hereinafter referred to as elevators. Their expertise, experience, and regular business shall include the repair, maintenance and servicing of both traction type machines and hydraulic machines of the passenger, freight and hospital type elevators. Their expertise and experience shall be of such extent so as to provide them the knowledge of conditions of elevators and the scope of repairs, maintenance and servicing of elevators generally found in hospital use. They shall possess all the manpower, equipment, tools, and ready sources of parts as necessary to promptly, skillfully, and expertly carry out the conditions of the contract.

(b) Offerors shall be able to show evidence of their reliability, ability and experience by furnishing (1) a list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service these facilities and proof of certification by the International Union of Elevator Constructors, and (2) the names and addresses (including approximate distance from the VA) that each Service Technician will be dispatched from, in response to emergency requests. (3) List of other concerns and/or Government Agencies for which comparable services were rendered by the Offeror. Generally, the principals of the company shall have had approximately five years successful experience in fully maintaining elevators and dumbwaiters.

(c) Ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered by the Contracting Officer in determining the best value to the Government (See evaluation factors in FAR clause 52.212-2 of solicitation.

3. QUALIFICATION OF PERSONNEL PERFORMING WORK.

All work shall be performed by mechanics and helpers certified by the International Union of Elevator Constructors. Proof of personnel certification shall be furnished to the Contracting Officer with the Offeror’s proposal by the due date specified on the SF1449, block 8. A certified mechanic will be with a helper at all times when helper is performing maintenance.

4. INSPECTIONS.

(a) All passenger and service type elevators shall be inspected weekly; a minimum of one-half hour for traction elevators and two hours for hydraulic elevators per inspection is required. Inspections shall be made each week. If a holiday falls on the scheduled day of inspections, the required inspection will be performed on the following workday. Records of inspection shall be submitted to Contracting Officer’s Representative (COR) on the date performed.

(b) All freight type elevators and dumbwaiters shall be inspected twice monthly; a minimum of one and one-half hours per elevator and three quarters of an hour per dumbwaiter per inspection is required. Inspections will be two weeks apart or sooner if deemed necessary by the government or the contractor. Records of inspections shall be submitted to the COR on the date performed.

5. CLEANING, LUBRICATION AND ADJUSTMENT SERVICES.

Cleaning, lubrication, and adjustment services shall be accomplished in accordance with (or exceed) Preventive Maintenance Check List (Exhibit #2); and/or when in excess of VA Standards and not contrary to them, as specified by the equipment manufacturer; and/or as required by the state of repair of a particular equipment component or end item. The work shall include, but not be limited to, the following: main machine, brakes, motors, generators, controllers, relay panels, selectors, operating devices, interlocks and contacts, guide shoes, roller guides in hoistway and car door sills, hangers for all doors and car doors, signal system, car safety devices, governors, tension frames, and sheaves. In addition, the requirement of paragraphs 6, 7, and 8 below shall also apply. Cleaning and refinishing of the interior of cars and exterior of hoistway doors and frames are excluded. The Contractor shall notify the COR, or his designee of any extended downtime (over two hours) due to delay in obtaining service, replacement parts, or other repair functions. Successful offerors may submit to Contracting Officer for approval an alternate inspection, cleaning, lubrication and adjustment checklist using Preventive Maintenance Checklist (Exhibit #1) as a guide. The contractor shall document on repair tickets/inspection tickets the nature of the work performed and the parts used.

6. CLEANING SERVICE.

Guide rails, overhead sheaves and beams, counterweight frames, top of cars, bottom of platforms, pits, and machine room floors shall be brushed, broomed, and mopped clean as specified. All accumulated rubbish shall be removed and deposited in the station provided trash compactor and dumpster. Chemicals, oily rags or other fire hazardous material shall be properly protected in Contractor-furnished VA-approved containers or removed from the station daily after the completion of the cleaning activity.

7. LUBRICATION.

All sheave bearings and hoisting ropes shall be lubricated; machine stuffing boxes and bearings on motor operated brakes shall be replaced, and gear cases and guide lubricators shall be refilled when required. Hydraulic fluid sufficient to maintain required operating levels shall be furnished on all hydraulic elevators. (refer to FAR clause 52.223-2 and Provision 52.223-1)

8. ADJUSTMENT SERVICES.

All hoisting ropes shall be examined and the tension equalized and, whenever necessary to insure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be renewed. If replacement ropes are necessary, the contractor shall submit a proposal to the Contracting Officer for replacement. The proposal shall include a cost breakdown which will show the cost of the ropes and the cost of labor to install. The contractor will not commence with replacement until specifically authorized by the Contracting Officer. The exterior of the machinery and any other parts of the equipment, subject to rust, shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust where roller guides are used and properly lubricated where sliding guides are used. Guide shoe rollers and gibs shall be renewed as required to insure smooth and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers or main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded.

9. HOURS AND MANNER OF WORK.

Work required in the performance of this contract shall be conducted as outlined below:

1. The on-site Elevator Technician shall provide forty (40) hours for each week.

1. This on-site elevator technician work hours are excluding of after-hours call-backs for, repairs, or other issues unrelated to preventive maintenance.

1. The contractor shall provide names of one primary and two alternate technicians with elevator extraction experience.

1. Maintenance not requiring elevator operational "shut-down" will be performed during the hospital's regular administrative working hours, 7:30 AM- 4:00 PM except the contractor shall provide emergency call-back service at any hour of any day of the week as specified under Paragraph 12 of this section. The Contractor shall have a technician onsite for emergency extractions Monday-Friday from 6:00am to 2:30pm.

1. Maintenance requiring elevator operational "shut-down" will be performed during non-administrative working hours unless otherwise authorized in writing by the Contracting Officer.

1. Prior to commencement and after completion of any work, including INSPECTIONS as required in Paragraph 4 above, during both normal and after duty hours, the contractor shall report to a specific office to be designated by the Contracting Officer. Due to security requirements, the Contractor or his authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise the person signing for it will be required to pay for the unreturned ID Badge.

10. MATERIALS TO BE FURNISHED.

The Contractor shall furnish all lubricants, cleaning supplies, tools, and equipment necessary to perform the work described above. All lubricants shall be as recommended by manufacturer of the equipment or VA-approved equal thereto. (refer to FAR clause 52.223-2 and Provision 52.223-1)

11. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED.

In accordance with standard elevator industry practice, this is a full maintenance contract. The contractor will accept these elevators "as is". Except as listed below, no components are excluded from the requirements of this contract.

(a) The Contractor shall furnish and install or repair when and as necessary, machine hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, hydraulic pump "VEE" belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, relays, contractors, control fuses, cams, car door and hoistway door hangers, tracks and governors, push buttons, annunciators, hail lanterns and indicators, lamp replacements in signal systems and all other elevator signal and accessory equipment complete. All parts shall be the original manufacturer's design and specification or equal thereto.

(b) The Contractor shall not supply incandescent or fluorescent lamps for car light fixtures and shaft lights, floor covering on elevator car platform, make renewals, or repairs necessitated by reason of negligence or misuse of the equipment by person other than the Contractor, his representatives and employees or by reason of any other cause beyond control of the Contractor, except normal wear and tear, any new attachments as may be recommended or directed by inspection firms or by Federal, State, Municipal or other Government authorities. Incandescent and fluorescent lamps excluded above will be furnished to contractor by the Government and Contractor will be responsible for installation.

(c) This contract shall also cover those parts not listed in paragraph 11a above which cost less than $1,000.00. The contractor will be required to replace any part which cost less than the above amount at no additional charge to the Government. The monthly maintenance charge is understood to include the cost of such parts. If it is necessary to replace any part which costs more than the above listed amount the contractor shall immediately notify the Contracting Officer and provide a cost proposal for the part. The cost proposal shall be for the cost of the part only. The cost of the labor to install the part is understood to be included in the monthly maintenance charge. The Contracting Officer will either provide the contractor with the part or authorize the contractor to install the part and include the cost of the part on their monthly invoice or by purchase card order. If contractor furnishes the part, a quote from their supplier must be furnished with their invoice for verification of cost by the COR and will be paid by Government Credit Card or by a contract modification.

12. EMERGENCY CALL BACK SERVICE.

Emergency services will be required whenever an elevator is inoperable or not operating correctly or when an unsafe condition exists. A call of this type would suggest that there are trapped persons, or the elevator condition could result in life or property endangerment, or could have an adverse effect upon personnel, equipment and mission accomplishment. Contractor shall respond to emergency call back service, within two hours or less, (one hour or less if the emergency is in a patient care or patient quarters building, and an alternate elevator is also out of service in that particular building).

The emergency call back services will be provided in response to a telephonic request or otherwise from (1) the Contracting Officer, (2) the Contracting Officer Representative (COR). This call back service shall be rendered at any hour of any day of the week as requested at no extra charge to the Government. There shall be no more than 5 callbacks per month, which is the acceptable rate of callbacks Callbacks resulting from intentional abuse or intentional damage must be verified prior to repair by COR for authorization of any billable item whether it is material or labor. Accidental damage, or normal wear and use normally associated with similar institutions, will not be considered billable. Normal use is behavior or equipment use that is associated with similar hospital facilities’ vertical transportation pedestrian traffic, not intended to damage or destroy equipment. Any billable invoice needs to have a dated photograph of the damage or identify an individual that witnessed or verified the damage, or it shall be refused for payment. Durham VAMC Engineering Service personnel may also verify intentional damage or intentional abuse. Invoices may be reviewed by the COR to determine viability, review circumstances and any resulting accountability for compensation. There are some exceptions to normal use and related damage and shall be judged accordingly with proper documentation and photographic evidence. All documentation and supporting evidence requested shall be provided before any at fault determination is created. Failure to maintain an acceptable rate of callbacks responses will be grounds for termination for cause. Contractor shall check in and out with designated appointee, if emergency is after normal business hours.

Non-Trapped Personnel: The contractor shall respond to a request for non-trapped personnel emergency service within two (2) hours after receiving notification from the COR or designated representative(s). The contractor shall notify the Government immediately upon arrival at the Medical Center.

Trapped Personnel: The Contractor shall respond to a request for emergency service involved trapped personnel within one (1) hour after receiving notification from the COR or designated.

Service Calls: Service calls are regarded as responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator and notify the COR of the problem and the time and date corrective action shall be completed.

All repair cost shall be submitted in writing and shall be approved in writing by the CO prior to commencement of the work. Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government.

A Contract Line Item will incorporated in the schedule of services for the base year and in each option year for emergent repairs and parts for the Durham VAMC elevator systems. This line item will be utilized throughout the year to invoice for services rendered on emergent repairs.

Contractor cannot exceed the specified dollar limit unless authorized in writing by the Contracting Officer. The COR shall monitor the funding under this line item and notify CO if the line item is encroaching thespecified limit.

13. REPORT OF SERVICES.

Upon completion of the services, the contractor shall report to the COR or designee, and a written report of services performed shall be furnished to the COR or designee. Such reports shall advise of any repairs or repair parts not required to be furnished under the contract that are necessary to maintain the equipment in perfect operating condition.

The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place. 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. 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 and indicate an arrival and departure times. “Routine service” or “serviced equipment” will not be acceptable notations for the documentation.

14. RECORDS.

The contractor shall maintain a complete orderly and chronological file including drawings, complete parts list, and copies of all reports as required by these specifications. A record of all callbacks and repairs shall be kept by the contractor indicating any difficulty experiences and the corrective measures taken to eliminate these difficulties.

15. CORRECTION OF DEFICIENCIES FOUND DURING ELEVATOR INSPECTIONS.

The Contractor will furnish a list of deficiencies that were found during the semi- or annual inspection performed by an independent inspection contractor. The Contractor will correct deficiencies noted within 30 days after receipt of the reports.

16. PERFORMANCE OF PERIODIC TEST(S):

The Contractor shall perform periodic Safety Test(s) of the elevator components.

The periodic test(s) shall be conducted in strict accordance with standards and procedures stated in ASME/ANSI A 17.1, Safety Code for Elevators and Escalators, latest edition. Test results shall be recorded on forms supplied by the Contractor and acceptable to the COR. Upon completion of test(s), copies shall be submitted to the COR signed by the elevator mechanic who performed the test(s) and an authorized representative of the Contractor.

The Contractor shall be present for all fire alarm testing in accordance with ASME/ANSI A17.1. These tests are to be scheduled by the COR and will be performed after regular working hours at the frequency required by code. Two (2) technicians shall be present.

17. DEFINITIONS OF TERMS:

1. Preventive Maintenance Service: Service that is designed and scheduled according to periodic timelines set by the equipment manufacturer, in order to keep the equipment in fully operational condition. These services are expected to occur and are clearly stated in a manufacture’s preventive maintenance guide.

1. Call-back Service: Service required to get elevator equipment back to normal and safe operational usage. This service shall not be confused with preventive maintenance service. This service is not expected and usually resulting from equipment operational failure or breakdowns.

1. Emergency call-back service: Service that requires an immediate response due to human entrapment inside an elevator cab, or a situation with elevator equipment that could cause immediate harm or damage, to humans or property.

1. Intentional abuse or intentional damage: An act resulting from behavior specifically designed to destroy or damage the equipment or to injure other pedestrian traffic.

1. Accidental damage: Damage that occurs unintentionally during the course of normal use or intended use of equipment. Example; a wheel chair hits the cab door while a person is trying to enter or exit the elevator cab, causing damage to the door.

1. Normal Use: Behavior or equipment use that is associated with similar hospital facilities vertical transportation pedestrian traffic not intended to damage or destroy equipment.

Exhibit #1 EQUIPMENT INVENTORY.

Exhibit #2: PREVENTIVE MAINTENANCE CHECKLIST

1. Weekly Inspections.

- wipe off oil

- Check commutator

Governors

1. Blow switches, jaws, sheaves

Tape Drives

1. Blow sheaves and idler wheels

Machine Rooms

1. Sweep floors

1. Pits

2. Twice-Monthly Inspections.

Jack Shafts

1. Grease bearings 1.

Torque Motor

1. Grease bearings 1.

Door Tracks

1. Clean and grease 1.

3. Monthly Inspections.

Tap Drives

1. Grease bearings 1.

4. Quarterly Inspections.

Car Doors

1. Check oil level, leakage, and adjustment 1.

Bottom Door Guides

1. Check for looseness, noise, or wear 1.

Ropes (All)

1. Inspect for wear and broken wires 1.

Main Switches

1. Check operation and lubrication 1.

5. Semi-Annual Inspections.

Ropes (All)

1. Equalize

Traveling Cables

1. Check worn spots, tape, and shellac

Rails

1. Clean off fuzz

Gibs and Trailer Blocks

1. Replace if worn

6. Annual Inspections.

Toque Motor

1. Repack roller bearings

Rails

1. Check alignment and clips

Compensation Sheave

1. Grease bearing

B.4 SPECIAL CONTRACT REQUIREMENTS

18 KEY PERSONNEL.

Key personnel will be identified in the quote and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least 30 days prior to such change.

All contractor and sub-contractor personnel shall have completed tuberculosis skin test within the past year and provide documentation to the COR prior to performing any work at the VA facility. The contractor shall be issued temporary construction badges each day work is performed and must be returned at the end of each work day. All contractors shall wear badges so that the badges are easily viewed always while on-site. Contractor shall notify the COR immediately of any lost badges. Contractor and all their employees shall report to the safety office to receive safety training prior to working on site. Contractors will be issued a short-term parking pass. Contractor shall provide a valid driver’s license, license plate number and signed copy of their contract. OSHA 10-hour training is required for all workers on site and the OSHA 30-hour training is required for Trade Competent Persons (CPs) and shall provide documentation to the COR prior to performing any work at the VA facility.

The Contractor shall obtain training for the field staff on all equipment being serviced. They shall provide either onsite training by the OEM manufacturers or send field employees through some formal training for the OEM manufacturer’s equipment being maintained. Procedures including but not limited to lubrication, adjustment, repair and documentation shall be understood, performed and followed as outlined by the OEM. This includes “foreign equipment” or equipment not manufactured by the Contractor. Contractor’s national support personnel may be required to perform training or assistance to local field personnel in order to provide adequate support

19 HOURS OF OPERATION.

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours are Monday through Friday, 8:00am – 4:30pm, excluding federal holidays which are as follows:

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

NOTE: Contractor may choose to perform work on a federal holiday, but there shall be no overtime charges incurred by the Durham VAMC if the work is considered voluntary, as opposed to an emergency service request. Any deviation from the normal working schedule shall be approved in advance by the COR or Facilities Engineering Department. The identification of federal holidays is controlled by the United States Office of Personnel Management (OPM).

20 BACKGROUND INVESTIGATIONS.

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA Facility. The Fayetteville VA Police will issue an ID badge, which needs to be presented by contractor’s employee at the VA entrance security check points. (If required)

21 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS).

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) You have 14 calendar days following the Assessing Official signature date to submit comments before the evaluation is made available in the Past Performance Information Retrieval System (PPIRS). You have a total of 60 calendar days following the Assessing Official signature date to submit comments. Any comments that you submit will be posted to PPIRS. If you do not sign and return the evaluation within 60 calendar days the evaluation will be returned to the Assessing Official, you will no longer be able to provide comments and the evaluation will be annotated as follows: 'The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this evaluation.' Partially completed comments that were not signed and returned to the Government within 60 calendar days will be removed from the evaluation.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason, you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 60-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

22 QUALITY ASSURANCE SURVEILLANCE PLAN.

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the QASP will help to ensure that service quality levels reach and maintain the required quality levels throughout the duration of the contract. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

23 BILLING AND PAYMENT.

The contractor shall submit payment requests in electronic form via VA’s Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/fsc/einvoice.asp.

Invoices shall be submitted in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

Date of Service

24 CONTRACT ADMINISTRATION.

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

In the event the contractor effects any such change at the direction of any person other than the contracting officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.