36C24719Q0324-0002001.docx

Elevator Maintenance Contract Statement of Work

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Elevator Maintenance

2. Scope of Work: The contractor shall provide all resources necessary to establish a full-service elevator maintenance contract, in compliance with the ANSI/ASME Safety Code requirements AI7.1; AI7.2 and AI2.3, the manufacturer's recommendations, the Elevator Industry Field Employees' Safety Handbook, National Electrical Code, NEIT Vertical Transportation Standards for Elevators, Escalators and Dumbwaiters and all other applicable laws, regulations, rules, ordinances, codes, etc. at the Ralph H. Johnson Veterans Affairs Medical Center (109 Bee Street, Charleston, South Carolina) and Fisher House (150 Wentworth Street, Charleston, SC 29401). Contractors are required to visit the site and thoroughly familiarize themselves with the existing conditions prior to submitting a bid. The C&A requirements do not apply; a Security Accreditation Package is not required.

Elevators data (for information only, contractor to field verify):

S-1, S-2: Otis, traction type, installed 1963 P-3, P-4, P-5: Hollister-Whitney, traction type, installed 1963 P-7: Specialty clinic elevator: MCE, hydraulic type, installed 1963 S-6: Morgue elevator: MCE, hydraulic type, installed 1963 S-8: Hollister-Whitney, traction type, installed 2009 Fisher House elevator: Thyssenkrupp TAC 32, hydraulic, installed 2017

Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, appurtenances and accessories in a fully operational mode at all times and to include all labor, parts, and materials except for prescheduled downtime. Note: The semi-annual maintenance inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators -latest edition, shall be performed under this contract by a third party contractor in accordance with existing VA Policies. This contract shall include the five year full load test. This project contractor shall acquire the services of the third party contractor to perform the above task.

The bidder will carefully examine the sites of the proposed work, specifications, and contracting forms. The submission of a bid will be conclusive evidence that the bidder has made such examinations and understands all the requirements for the performance of the completed work. It is the intent of this agreement to provide for the complete performance of the work desired by the VA. Except as expressly provided to the contrary, the Contractor will furnish all labor, supplies, materials, equipment, transportation, and incidentals as may be reasonable required to perform the agreement.

The bidders survey of the conditions of the equipment, shafts and mechanical spaces is to document the existing conditions and determine corrective actions required to bring the elevator performance within manufacturers guidelines. In addition, the survey will document the efforts required to bring the equipment rooms, shafts and cabs into compliance with industry standards for appearance, cleanliness and organization. The bidder shall provide a list of any proration elevator components that they believe will soon need replacement and for which they are unwilling to bear the full cost.

The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

The VA reserves the right to make inspections and tests whenever necessary to ascertain the requirements of this contract are being fulfilled. Deficiencies noted must be promptly corrected at the Contractor’s expense. In some cases, the Contractor may be required to facilitate these inspections due to specialized equipment access requirements.

3. Background: The previous elevator maintenance contract has expired.

4. Performance Period: The contractor shall complete the work required under this SOW within one year from the Notice to proceed issued by the CO (with four option years) unless otherwise directed by the Contracting Officer (CO).

5. Type of Contract: Firm-Fixed-Price

B. GENERAL REQUIREMENTS

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and minimize downtime of the elevators and related systems and ensure safe and reliable elevator operation. In addition, the Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the system manufacturer.

The Contractor shall develop and implement a preventive maintenance (PM) program, performed during normal hospital working hours reviewed and acceptable to the Contracting Officer Representative (COTR) or designee prior to awarding the contract. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The PM program must be acceptable to the COR or designee prior to the commencement of the contract period.

The Contractor shall provide reliable and well-trained contractor maintenance engineers to provide non-emergent preventive maintenance and emergent services, as needed, during normal working hours, Monday through Friday, 8:00 am to 4:00 pm with the exception of national holidays, or as approved by the COR. Qualifications of the maintenance Engineers shall be submitted to the VA-COR for review and approval.

The Contractor shall maintain a log in a designated VA location. Reports shall be entered into the log at the time of inspection and submitted electronically. Log shall be annotated at the conclusion of each maintenance/inspection and reviewed by VA personnel. The log shall identify each elevator, date and time of inspection maintenance/inspection performed, repairs needed, name of inspector, and overall condition of the elevator. If repairs require work outside the scope of routine maintenance, the contractor shall notify the COR or designee for direction. Contractor shall not perform chargeable work until authorized by the COR or designee.

Seven days advanced notice shall be given to the COR for all scheduled work that requires an elevator to be taken out of service. Contractor shall coordinate with the COR or designee and report to the COR or designee the status of elevator equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR or designee by 8:00 a.m. that day. The contractor shall be responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR or designee. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors. In order to provide for uninterrupted Government business and elevator service, unnecessary out-of-service periods for elevators shall not be tolerated. Therefore, it is essential that elevator repairs be affected immediately.

The Contractor shall maintain the machinery spaces, shops and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the COR or designee before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR or designee. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code.

SCHEDULED MAINTENANCE

1. CLEANING, LUBRICATION AND ADJUSTMENT SERVICES:

When, and as required, motors, generators, controllers, valves, pumps, tanks, jack units, relay panels, selectors, leveling devices, operating devices, signal devices, switches on car and in hoist way, hoist way door and car door or gate operating device, interlocks and contacts, guide shoes, guide grooves in hoist way and car door sills, hangers for all doors and/or gates, signal system, car safety devices, governors, tension frames and sheaves in pit shall be cleaned, lubricated and adjusted. Hoist motor and generator brushes shall be cleaned, lubricated and adjusted. Hoist motor and generator brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs, and windings at the same time.

Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, customer surveys, and review of preventive maintenance and inspection report shall be done quarterly, reported as indicated above and reviewed with VA personnel.

2. CLEANING SERVICES:

Guide rails, overhead sheaves and beams, counterweight frames, tops of cars, bottoms of platforms, elevator pits, and machine room floors shall be brushed clean and rubbish removed at least once a month. A complete cleaning of the entire installation including all machine room equipment, hoist way equipment, machine room floors and walls, hoist way walls, supporting structures, etc. shall be accomplished quarterly. The Contractor shall furnish all necessary cleaning supplies, vacuum cleaners, etc.

3. LUBRICATION SERVICES:

All lubricants shall be recommended by the manufacturer of the equipment. All sheave, machine, and motor bearing and hoisting ropes shall be lubricated, machine stuffing box and bearing on motor-operated brakes shall be repacked and gear cases and guide lubricators shall be refilled when required. Hydraulic fluid sufficient to maintain the best operating levels shall be furnished on all hydraulic elevators.

4. ADJUSTMENT SERVICES:

All hoisting ropes shall be examined and the tension equalized. Whenever necessary to insure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be replaced. 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 and carbon dust. Guide shoe rollers and gibs shall be renewed as required to insure smooth, stable, and satisfactory operation. All electrical wiring and conductors extending to elevators from circuit breakers and main line switches in machine rooms and from outlets in the hoist ways shall be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded.

5. MATERIALS TO BE FURNISHED:

The Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies, parts and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment.

The Contractor shall maintain a parts and supply inventory sufficient for quick repair of routine items to include contacts, coils, leads, generator brushes, proper lubricants, wiping materials and other minor parts in each elevator machine room necessary for the performance of routine maintenance and restoration of service following a minor shutdown.

The Contractor shall maintain or have an immediate access to a supply of major spare lending parts (non-proprietary) available (i.e. motors, generators, armatures, etc.) for temporary use in an emergency. Major lending parts shall be at a location from which the Contractor can secure them as quickly as possible but not to exceed overnight shipping. The VA may request, prior to approval and during the terms of this contract, a spot check on the inventory.

6. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED:

The Contractor shall furnish and install or repair when and as necessary to maintain manufactured specified operations, machine, hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, hydraulic pumps, "VEE" belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, hoist and governor ropes, relays, contactors, control fuses, resistors, cams, car door hangers and hoistway door hangers, tracks and door guides, door operating devices, door gibs, interlocks and contacts, car gates, safety devices, governors, car and hoistway lighting, push bottoms, annunciators, hall lanterns and indicators, lamp replacement in signal systems and all other elevator signal and accessory equipment complete. Contractor shall furnish, install or repair parts and/or make renewals as necessitated by reason of normal use, and equipment function, Repair caused by proven vandalism shall be billed at cost and reimbursed by the medical center. Approval by the COR or designee of all vandalism repairs is required prior to the work being done. The Contractor shall provide the COR or designee with a detailed cost report of the work to be done. The COR or designee will receive the detailed cost report prior to authorizing the work and the billing shall be completed on a separate detailed invoice. Vandalism is defined as an intentional act to damage, deface or destroy.

7. SERVICE MANUALS/TOOLS/EQUIPMENT:

The Medical Centers shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its staff all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR.

8. REPORT OF SERVICES/DOCUMENTATION:

Upon completion of any maintenance and/or repair services, the contractor shall report to the COR or designee and provide a written report detailing services performed and obtain an acceptable signature. In addition to the report submitted at the time of inspection, the Contractor shall prepare and submit an electronic report as indicated above on or before the third (3rd) day of each month detailing all services performed for each elevator during the previous month. This report shall be required prior to billing. If this service report is not received prior to monthly billing, invoices shall not be paid until report is received and verified. Contractor shall maintain a complete orderly and chronological file, including, but not limited to, parts list, copies of repairs required by contract, etc. This file shall be made available for inspection upon request of the Contracting Officer or COR.

9. ITEMS TO BE SUPPLIED BY THE CONTRACTOR

Parts installed on the elevators covered by this specification, shall be new and genuine parts supplied by, or certified by the Contractor as equivalent to, the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of elevator service. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible. Contractor shall provide all material/equipment submittal to the COR for review and approval prior to installation.

The contractor shall be responsible for protecting all personnel furnishing services under this contract. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. Except in emergencies and as directed by the COR, the contractor shall not be required to perform services on Federal holidays.

INSPECTION AND TESTING SERVICES

1. INSPECTION:

The semi-annual maintenance inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators -latest edition, shall be performed in this contract by a third party contractor qualified in elevator inspections and testing in accordance with existing VA Policies. Third party contractor shall be acquired by the contractor performing the work of this project. Detailed qualifications of the third party contractor including relevant licenses shall be included in the bids submitted by the contractor for evaluation. This contract shall include the five year full load test. The contractor shall provide certified weights for the full load test. Deficiencies discovered during the five year testing or the semi-annual maintenance inspection shall be corrected as part of this contract. These corrections must be made within 30 calendar days after semi-annual/5 year inspections and report submitted as stated above to the COR or designee.

The contractor shall furnish a written report of all inspections to the COR or designee upon completion of inspection. The report shall be submitted on the following checklists from the American Society of Mechanical Engineers (ASME): Checklist for Inspection of Electric Elevators or Checklist for Inspection of Hydraulic Elevators. The contractor shall be responsible for the correction of all listed deficiencies within the scope of the contract. These deficiencies must be corrected within two (2) weeks after inspection, unless otherwise agreed to by the Contracting Officer. Any deficiencies marked “emergency” must be corrected immediately. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report, submit report as indicated to the COR. Under no circumstances, shall the Contractor allow reported deficiencies to go uncorrected beyond the contract period.

Monthly Periodic Inspections: Periodic Inspections shall be completed monthly, inspection includes a fireman’s recall test. These inspections shall be used as an ongoing reference, recognizing that certain equipment will not always be at 100% compliance. These inspections shall be completed using a percentage scale, with 100% being recognized as fully compliant. Equipment rated at a level below 75% shall be considered unacceptable, and corrective action must be completed subject to the provisions listed in FAR 52.246-4 Inspection of Services.

2. FAILURE TO PERFORM

a. Should any of the services not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. Should the work remain deficient, the COR may have the work accomplished by other means and deduct the cost thereof from the monthly payment. When the defects in services cannot be corrected by re-performance, the Government may:

i. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

ii. Reduce the contract price to reflect the reduced value of the services performed.

b. If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

i. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

ii. Terminate the contract for cause.

Note: Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, customer surveys, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the COR. No deviations to the performance measures can be made until the contract is modified by the Contracting Officer.

3. TESTING/INSPECTIONS AND SAFETY TEST

a. The contractor shall perform semi-annual tests of government and safety devices and the five year load test through a third party contractor hired by this project’s contractor.

b. The elevator maintenance contractor shall be responsible to correct deficiencies found during the routine and periodic inspections and tests that are performed by an outside contractor in accordance with ASME A17.1/CSA B44 Handbook-2016 (or latest edition). All safety deficiencies shall be repaired immediately and the remaining deficiencies shall be corrected within fifteen (15) working days of receipt of report from the VA. If a deficiency cannot be corrected within fifteen (15) working days, the contractor must submit an explanation, for approval by the COR, stating the reason why the deficiency cannot be corrected and a time when it shall be corrected.

SERVICE CALLS

Contractor shall provide information requested below as to where service calls are to be placed.

Name:

Address:

City, State, Zip Code:

Toll Free Telephone Number:

Local Telephone Number HQ:

Facsimile Number HQ:

E-mail Address:

Primary Service Representative:

The Contractor shall respond promptly, within one (1) hour for all trap calls and within two (2) hours for all out of service calls. Service calls are 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 one (1) hour, the Contractor shall immediately secure the elevator and notify the COR or designee of the problem and the time and date corrective action shall be completed.

The Contractor shall maintain a service call log or record which shall be available for inspection by the VA at all times. As a minimum, the call log or record shall contain the information specified herein.

· Name of Caller,

· Description of problem; location where problem exists.

· Time and date call was received.

· Description of the action taken to resolve the problem and the time and date corrective action was taken.

EMERGENCY CALL-BACK SERVICE

1. Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 1 hour of the time of notification and shall remain on the job until the emergency has been resolved.

If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR or designee of the time and date corrective action shall be taken. Requests for service may be made by the COR or designee by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the Medical Center operation, or other situations determined by the COR or designee to be of an emergency nature.

2. For service other than what is considered to be an emergency, outside the normal working hours of 8:00 a.m. to 4:00 p.m. Monday through Friday, the contractor shall report to the site within two (2) hours after time of notification. If the situation cannot be resolved within 2 hours, the elevator shall be secured, with the contractor promptly notifying the COR or designee of the problem and the time and date corrective action will be completed.

3. Requests for service may be made by the COR or his/her representative by telephone or other means.

WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS

1. The Contractor shall instruct his/her personnel that any time they perform work under this contract they shall comply with the following procedures:

a. Contact the COR or his/her designated representative when first arriving at the building. If the work is of a continuing nature, a check-in visit is required each day.

2. At the completion of the work, the Contractor's employees shall submit to the COR or the designated representative a copy of a work order, repair order or a form which shall furnish the following information:

· Name and address of the Contractor.

· Name of Contractor's employee in charge of the work.

· Date(s) work performed and hours expended.

· Brief description of work performed including equipment identification.

· Signature of Contractor's employee and signature block for the COR or the designated representative.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

D. REPORTING REQUIREMENTS

The Contractor shall obtain all necessary licenses and/or permits required to perform the work. In addition, the Contractor shall provide the COR with a copy of any licenses and/or permits obtained.

E. TRAVEL

All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina and Fisher House located at 150 Wentworth Street, Charleston, SC 29401. The contractor is responsible for any anticipated travel and per diem.

F. GOVERNMENT RESPONSIBILITIES

The VA shall grant the Contractor and its Subcontractor permission to all areas of the Ralph H. Johnson VA Medical Center and Fisher House that are required access to provide the Elevator maintenance and service.

G. CONTRACTOR EXPERIENCE REQUIREMENTS

Elevator contractor shall be a licensed elevator contractor and shall have a minimum of five years of successful experience, trained supervisory personnel, experience with maintenance and servicing of elevator equipment in an operational hospital. The installers shall be Certified Elevator Mechanics with technical qualifications of at least five years of successful experience and Apprentices actively pursuing or obtaining a certified mechanic status. Certificates are required for all workers employed in this capacity. Submit contractor’s certifications and qualifications to the COR for review and acceptance.

Approval will not be given to elevator contractors who have established on prior projects, either government, municipal, or commercial, a record for unsatisfactory performance on service and maintenance contracts of similar type and magnitude.

The Elevator Mechanic(s) shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" and competent Elevator Mechanics. The CO or COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the medical centers equipment. If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

H. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

I. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractors shall not require access to the Department of Veterans Affairs’ computer systems.

Ralph H. Johnson VAMC

Ralph H. Johnson VA Medical Center