PWS-ELEVATOR_INSPECTION___CERTIFICATION.pdf

B.3 PEFORMANCE WORK STATEMENT (PWS)

1. INSPECTION & CERTIFICATION SERVICE

A. Furnish inspection and certification service on all twenty-four (24) traction elevators and fourteen

(14) hydraulic elevators identified in the Elevator Schedule.

B. Scope of Work

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

2. “COR” will be the Contracting Officer Representative. And “CO” will be the Contracting

Officer. “OCC” will be the Operations Control Center. “VAMC” will be the Veterans

Affair Medical Center.

3. The Contractor shall furnish all material, labor, supervision, tools, shipping, travel and equipment necessary to provide inspection and certification services. All inspections and certifications 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, latest 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/NPA 70 National Electric Code, latest edition

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

4. Safety tests and other tests and inspections shall be performed by the Contractor.

Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 Latest Edition, ANSI/ASME A17.2 Latest Edition and the

Puerto Rico Occupational Safety and Health Administration (PR OSHA) Regulation

Number 18.

5. Contractor shall be registered at the Puerto Rico OSHA, Department of Labor, Elevators and Boilers Division IAW PR DOL Regulation Number 18.

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. After completion of the required tests, submit document with information to COR.

8. All elevators provided with firefighters’ service shall be subjected monthly to Phase I recall and a minimum of one floor operations on Phase II to assure the system is maintained in proper operating order in accordance with A17.1 Code. A written record of findings on the operation shall be made by the Contractor and kept on the premises of said operation.

Testing shall be done on weekend, holidays or the hours before 06:30 AM or after 8:30

PM, at no additional cost to the Medical Center.

9. All elevator’s inspection and certifications must be completed in annual basis.

10. All tests or inspections that will remove the elevator from normal operations shall be scheduled in advance with the COR.

11. During the visit the Contractor shall evaluate the preventive maintenance prior done by the actual Elevator Maintenance and Repair Contractor of each elevator unit by identifying and verifying all deficiencies that could be affecting the proper equipment operation and to submit all solutions and suggestions to the COR.

12. During the visit the Contractor shall be available to answer any doubts the COR could have regarding the Elevator being inspected or any other one under Contract.

13. Before making any inspections, the Contractor will send the COR the list of tests that will be conducted to the Elevators. This list must be sent to the COR at least seven (7) calendar days before the work is scheduled.

14. A report shall be sent to the COR no later than seven (7) calendar days after the visit. The report, as a minimum, shall include:

• Elevator inspected (by number, day and hour of the inspection)

• List of all deficiencies found and recommendations for the equipment, with any corrective actions or replacement needed.

• List all Elevator tests done in detail.

• Safety recommendations.

• Present pictures taken during the inspection. Making special emphasize on deficiencies found.

15. The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures:

• Upon arrival at the station, the Contractor shall check in with the Operations Control

Center (OCC) at 787-641-7582 ext 10264 or his designee so that the VAMC will be aware of the Contractor’s presence at the facility at all times.

• Upon each departure, Contractor will serve notice of disposition of work to the OCC and the COR or designee. In addition, the contractor shall furnish the OCC or COR his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information:

i. Name and address of contractor

ii. Name of contractor employee(s) performing the work

iii. Date(s) work performed and hours spent.

iv. Brief description of work performed, including PMI’s and identification of equipment worked on.

v. Signature of contractor’s employee(s) and signature of OCC and COR or designee.

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

16. During each visit verify card reader system.

17. 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.

18. Contractor must consider that the inspection could be done on weekdays after 4:00 pm or on weekends. The Contractor shall exclude Federal holidays, unless specifically instructed otherwise by the COR.

19. The Contract shall have service ticket on each service call signed by COR or designee.

20. 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.

21. Contractor shall notify the OCC, COR or designee by telephone or in person after completion of each regular time services call.

22. Under no circumstances will any inspections will last longer than five (5) working days

(40 working hours) on any particular elevator, without a prior initial notification and approval of the COR.

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

• New Year’s Day

• Washington’s Birthday

• Martin Luther King’s Birthday

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

24. Elevator inspector will be assisted by elevator maintenance & repair contractor during the inspections & testing process.

25. All tests, inspections that will remove an elevator from service shall be scheduled with the

COR following the FMS shutdown procedures.

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

• Notify Facility Management Service (FMS) OCC, either by phone (787) 641-7582 ext.

10264 or in person and the COR before removing elevator from service. If work requires more than one-day, daily notifications will be made. Notify FMS. OCC and

COR when placing the elevator back in service. Contractor’s employees shall turn in

Elevator Report Forms, which will furnish the information to the OCC or COR.

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

COR and the Contractor.

28. Inspections

• 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/NPA 70 standards for annual, and five-year tests. The Contractor shall perform tests at the date and time specified by the VAMC. Inspection will be conducted along with elevator maintenance and repair contractor. Weights will be provided by the Elevator Maintenance and

Repair Contractor.

• Upon completion of an annual inspection, the Contractor will submit to the COR, an inspection report listing results, and deficiencies if any. Items marked as emergency will be referred by the COR immediately.

29. Testing

• The following services will be performed at intervals specified in the refer paragraph

3. The Contractor will furnish personnel to perform to one (1) year, and the five (5) year safety load test. Scheduling of all tests will be handled through the COR. A

VACHS representative and or contracted inspector will witness all tests.

• Testing. The Contractor shall perform all tests and inspections including firefighter's service as required by the equipment manufacturer and the applicable codes as specified in Section 1 b and the Department of Labor Regulation No. 18. 3. At its discretion, the VACHS may have representatives present to witness any or all such tests. In addition to the requirements stated in ASME A17.1 for the Category 5 test of safeties at rated load and rated speed. Elevator inspector will be assisted by elevator maintenance & repair contractor during the inspection & testing process. Weights will be provided by the Elevator Maintenance and Repair Contractor. Test will be conducted before 6:30 AM AST or after 8:30PM AST.

• After completion of the required tests, a written record of the test findings shall be made by the contractor and provided to the Operation Control Center (OCC).

• The inspector will be accompanying at all times by OCC personnel and by elevator maintenance contractor.

C. ADDITION/DELETION OF ELEVATORS

Additions and/ or deletions of elevators might occur during the performance of the contract due to activation/ de-activation of areas within the VACHS. A supplemental agreement will be issued to add or delete elevators accordingly.

D. PERIOD OF PERFORMANCE

Period of performance is expected to begin from December 28, 2018 to December 27, 2019 for the

Base Year and four optional years of 12 months each.

E. ELEVATOR SCHEDULE

ITEM ELEVATOR

NUMBER

LOCATION Make Drive Type

1 Unit # 1 South Bed Tower Northern

Elevator

Traction Passengers

2 Unit # 2 South Bed Tower Northern

Elevator

Traction Passengers

3 Unit # 3 South Bed Tower Northern

Elevator

Traction Passengers

4 Unit # 4 South Bed Tower Northern

Elevator

Traction Passengers

5 Unit # 5 South Bed Tower Northern

Elevator

Traction Freight

6 Unit # 6 South Bed Tower Northern

Elevator

Traction

Freight

7 Unit # 6-A South Bed Tower, This Unit is

Under Construction

Northern

8 Unit # 7 Community Living Center

Motion

Control

Hydraulic

Passengers

9 Unit # 8 Community Living Center

Motion

10 Unit # 8-B Community Living Center, Motion

Control

Hydraulic Passengers

11 Unit # 9 Main Building Elevator

Control

Traction Passengers

12 Unit #10 Main Building Elevator

Control

Traction Passengers

13 Unit # 11 Main Building Elevator

Control

Traction Passengers

14 Unit # 12 Main Building Elevator

Control

Traction Passengers

15 Unit # 13 Main Building, 16 Unit # 14 Main Building

17 Unit # 15 Main Building Elevator

18 Unit # 16 OPA Building Motion

19 Unit # 17 OPA Building Motion

20 Unit #18 OPA Building Motion

21 Unit # 19 OPA Building Motion

22 Unit # 20 OPA Building Motion

Hydraulic Passengers

23 Unit # 21 OPA Building Motion

Hydraulic Passengers

24 Unit # 22 OPA Building Motion

Control

Hydraulic Passengers

25 Unit # 23 OPA Building Motion

Control

Hydraulic Freight

26 Unit # 24 Parking Garage Motion

Control

Traction Passengers

27 Unit # 25 Parking Garage Motion

Control

Traction Passengers

28 Unit # 26 Admin Building Schindler

Elevator

Traction Passengers

29 Unit # 27 Admin Building Schindler

Elevator

Traction Passengers

30 Unit # 28 Admin Building Schindler Traction Passengers

31 Unit # 29 Admin Building Schindler Hydraulic Freight

32 Unit # 30 Admin Building Schindler Hydraulic Passengers

33 Unit # 31 New Parking Garage Motion

Control

Traction Passengers

34 Unit # 32 New Parking Garage Motion

Control

Traction Passengers

35 Unit # 33 New Parking Garage Motion

Control

Traction Passengers

36 Unit # 34 New Parking Garage Motion

Control

Traction Passengers

37 Unit # 35 New Parking Garage Motion

Control

Traction Passengers

38 Unit #36 Administrative Building TBD Hydraulic Freight

The information of the table above or any other table is for information purposes and is the responsibility of the Contractor to verify it.

NOTE: THE WORD “ELEVATOR” IS THIS SOLICITATION SHALL INCLUDE ALL ELEVATORS,

LIFTS, ETC., TO BE INSPECTED AND CERTIFIED UNDER THIS CONTRACT.

1.The Contractor shall be responsible for establishing an effective system for accomplishing scheduled, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time.

F. EXPERIENCE REQUIREMENTS

• Contractors must have at least five (5) years of experience working as elevator inspectors. And must have all the licenses and certifications required by the Federal

Government. A resume with a copy of all the licenses must be sent with the proposal.

The Contractor could be disqualified if he/she doesn’t demonstrate the qualifications.

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.

• Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the

Contracting Officer or the COR. Resume has to be submitted to the COR for approval.

G. UNIFORMS

• The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the

Contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

H. SAFETY

• The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.

• In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas.

• Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc.

removed to service or repair the elevator immediately after completion of work or when leaving the job unattended.

• The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

• The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs

(i.e. lockout/tag out, confined space entry, universal precautions, etc.) required performing the work. Training on required safety programs and the proper use of

PPE’s shall be provided, and documentation maintained by the contractor.

• The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

• The Contractor shall be notified of any non-compliance with the pervious provisions.

The contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. It, in the opinion of the Safety Officer or designee the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the

Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default.

The Contractor bears all costs of stop work time and correcting safety hazards.

• The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:

i. Safety program/procedures are required to be followed by the contractor’s personnel in the performance of their duties and when such procedures are required.

ii. Listing of personal protective equipment(s) required to be utilized by the contractor’s personnel in the performance of their duties. Also when equipment will be required.

iii. Safety Data Sheet (SDS’) for any chemical(s) utilized by the contractor in the performance of this contract.

• Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

I. SECURITY

• The Contractor shall submit to the Contracting Officer (CO) the following documentation: Current/ Update “Certificate of Good Conduct” from the Police

Department and two pictured identification cards in addition to have a favorable SAC adjudication and have an initiated National Agency check with Written Inquiries

(NACI).

• NIST FIPS 201, Personal Identity Verification (PIV) of Federal Employees and

Contractors. This standard is applicable to identification issued by Federal departments and agencies to Federal employees and contractors (including contractor employees) for gaining physical access to Federally controlled facilities and logical access to Federally controlled information systems except for “national security systems” as defined by 44 U.S.C. 3542(b)(2).

• Risk Level Designation: The position risk/suitability level that has been assigned to the positions under this contract is low risk.

• A required Background Investigation is mandatory for all contractors, contractors’ employees who do not have a successfully adjudicated investigation on record or are undergoing a badge reissuance. All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. This requirement is applicable to all subcontractor personnel requiring the same access.

• The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the

VA, the contractor shall reimburse the VA within 30 days.

• All VA contractors, contractors’ employees, and affiliates requiring long-term or short-term access to VA facilities or information systems in order to perform a VA authorized activity must be issued a PIV, non-PIV, and or a Flash badge.

• Contractor must return the badge when access to VA facilities or information systems is no longer required or a change in affiliation occurs. Also, the contractor must notify her/his assigned sponsor and the badging office when the PIV or Non-PIV card is lost.

• Contractor shall submit, for all contract employees, including any subcontract employees the following:

• Within five (5) business day of receiving the Notice of Award, a Complete

Background Investigation Request to the VHA Service Center (VSC) Personnel

Security Office via password protected or encrypted e-mail to VSCSecurity@va.gov or fax to (216) 447-8020 Note: Due to the personal information contained in the

Background Investigation Request Worksheet, the information must be sent in a secure manner. Please do not e-mail a document containing social security number.

• Complete Special Agreement Check (Fingerprinting) and submit VHA Special

Agreement Check (SAC) Memorandum.

• Once an automated initial e-mail from VA SIC is received, with a website link that provides further instructions; if a contract employee has a previously completed

Background Investigation (BI) he/she may be eligible for reciprocity.

• Upon receipt of the automated initial e-mail, if contract employees haven’t previously completed a BI; each contract employee must complete and submit BI documents within five business days.

• If contract employees have previously completed a BI and are eligible for reciprocation, reciprocity will be verified by the VA SIC. If it can be reciprocated an e-mail notification will be sent to the contractor POC.

• Upon receipt of BI documents, the VA SIC reviews them for accuracy. If the package is correct and complete, the package is forwarded to OPM and the Contractor POC receives an automated e-mail indicating that the BI has been initiated.

• If the VA SIC notifies the Contractor that a BI has been initiated: Then, while the BI process is being completed, the VSC Personnel Security Office reviews the results of the Special Agreement Check (fingerprints) and makes and adjudication mailto:VSCSecurity@va.gov recommendation to the Contracting Officer, who will inform the contractor POC of the outcome.

• If the contract employees receive a favorable adjudication: Then, each contract employee shall complete and submit the VHA Service Center Contractor PIV

Sponsorship Form and make an appointment to obtain a PIV card. This shall be completed within five business days of reciprocation or receiving notice of initiated

BI and favorable SAC Adjudication.

• The Contract employee shall complete required security training as designated in the solicitation, sign the Contractor Rules of Behavior and submit completed training certificates and signed Rules of Behavior to the Contracting Officer and the COR.

J. INJURY OR ACCIDENT

• Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident.

K. QUALITY CONTROL PROGRAM

• The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within five (5) work days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COR, for approval. The program shall include, but not be limited to, the following:

i. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection.

ii. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

Performance

Objective (Task)

Performance Standard and AQL

Monitoring

Method

Incentive Positive and/ or

Negative

Perform Annual

Inspections and certifications

100% as required by codes and regulations.

Quality audits of contractor records, areas and inspections reports.

Re performance at no additional cost to the

Government

Perform 5 year tests

100% as required by codes and regulations.

Quality audits of contractor records, areas and inspections reports.

Re performance at no additional cost to the

Government

Submit inspection and test reports

Accurate reports are delivered to OCC and

COR upon completion.

Quality audits of contractor records, areas and inspections reports.

Re performance at no additional cost to the

Government

L. EMERGENCY TELEPHONE NUMBERS

• The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date.

M. CONDUCT OF CONTRACTOR’S EMPLOYEES

• The Contractor shall prohibit his employees form disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official

Medical Center use.

• 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.

• The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the VAMC San Juan is a NO SMOKING Facility.

Smoking is not permitted in any building (including Penthouses and elevator pits).

• Contractor shall have use of station telephones to make business calls related to

Medical Center’s equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones.

N. INSURANCE

• The Contractor shall, at its own expense, provide and maintain during the entire performance period of this contract, at least the kinds and minimum amounts of insurance required in this schedule or elsewhere in the contract.

• Workers compensation and employer’s liability. Contractor is required to comply with applicable Federal and state worker’s compensation and occupational disease statutes.

If occupational diseases are not compensable under those statutes, they shall be covered under the employer’s liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require the coverage.