36C25018Q0036-001.docx

36C25018Q0036

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.

DUNS:

DUNS+4:

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. SIGNATURE 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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

506-18-1-525-0009 36C25018Q0036 12-14-2017 Christopher Gundy 734-222-7168 12-21-2017

3:00 PM EST

Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105 X X 238290 $15 Million X N/A X Department of Veterans Affair VA Ann Arbor Healthcare System 2215 Fuller Road Ann Arbor MI 48105 Y Department of Veterans Affair Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

Department of Veterans Affairs Financial Management System PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Contractor to provide all labor, equipment, transportation, and materials to provide inspections, maintenance, and repairs service for Vertical Transportation Equipment at the Ann Arbor Veterans Affairs Medical Center.

Note: this solicitation is open to all Veteran Owned Small Businesses (VOSB) and Service Disabled Veteran Owned Small Businesses (SDVOSB).

All questions are to be submitted by email to the christopher.gundy@va.gov by 12/18/2107, 1:00 PM EST.

Subject line must read "Ann Arbor Elevator Maintenance- Technical Question."

See page 6 for Price/Cost Schedule and page 52 for Instructions For Proposal.

Site visit is scheduled for Tuesday DEC 19, 2017 at 9:00 AM.

Send email to the contracting officer by to notify that you are attending by 3:00 PM DEC 18. Further information will See CONTINUATION Page X X X One Christopher Gundy Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

b. GOVERNMENT: Contracting Officer 36C506 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

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.

Department of Veterans Affairs Financial Management System PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Contract Period: Base POP Begin: 01-01-2018 POP End: 12-31-2018

12.00

MO

Contract Period: Option 1 POP Begin: 01-01-2019 POP End: 12-31-2019

Contract Period: Option 2 POP Begin: 01-01-2020 POP End: 12-31-2020

Contract Period: Option 3 POP Begin: 01-01-2021 POP End: 12-31-2021

Contract Period: Option 4 POP Begin: 01-01-2022 POP End: 12-31-2022

GRAND TOTAL

36C25018Q0036

Page 1 of Page 1 of B.4 Statement of Work Ann Arbor VA Elevator Inspection and Maintenance

GENERAL INTENTION AND REQUIREMENTS

A. The intention of this Statement of Work (SOW) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) at the Ann Arbor Veterans Affairs Medical Center (VA).

B. Contractor shall provide all management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, overtime pay, weekend and holiday premium pay, repair, inspection, testing, and component replacement to keep the vertical transportation equipment operating as originally specified by the equipment manufacturer and/or as modified when a deviation is required but only with the written consent of the VA.

C. Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer before work commences.

D. Contractor will be onsite three days a week. These days will be Monday, Wednesday and Friday. This will be for an 8 hour period each day. The time will be from 8:30am to 4:30pm. The Ann Arbor VA Medical Center reserves the right to modify the hours above by 2-3 hours either in the AM or PM to for any testing that may require the services of an elevator technician without cost.

E. Contractor will supply 24/7 service for all service calls without any additional expenses to the government.

CODES and STANDARDS A. The publications listed form a part of this Contract. Elevators shall meet the requirements of the code editions published and adopted by the U. S. Department of Veterans Affairs on the date the installation Contract was signed or when alterations were performed.

B. Elevator Industry Field Employees’ Safety Handbook

C. International Building Code (IBC)

D. American Society of Mechanical Engineers (ASME): A17.1--Safety Code for Elevators and Escalators A17.2--Inspectors Manual for Electric Elevators and Escalators A17.3--Safety Code for Existing Elevators and Escalators A17.5--Elevator and Escalator Electrical Equipment A17.6--Standard for Elevator Suspension, Compensation, and Governors A18.1--Safety Standard for Platform Lifts and Stairway Chairlifts QEI-1--Standard for the Qualification of Elevator Inspectors E. National Fire Protection Association (NFPA):

NFPA 13--Standard for the Installation of Sprinkler Systems NFPA 70--National Electrical Code (NEC) NFPA 72--National Fire Alarm and Signaling Code NFPA 101-Life Safety Code NFPA 252-Fire Test of Door Assemblies

DEFINITIONS/ACRONYMS

ANSI – American National Standards Institute ASME – American Society of Mechanical Engineers CONTRACTOR – General Contractor, Elevator Contractor, and Subcontractors CO – Contracting Officer COR – Contracting Officer’s Representative ELEVATOR MECHANIC/TECHNICIAN – See Section 1.7 Paragraph C. FAR – Federal Acquisition Regulation HEPA – High Efficiency Particulate Air filter LEADS – Law Enforcement Agency Data System MCP – Maintenance Control Program provided by Contractor MSDS – Material Safety Data Sheet provided by Contractor NAESA – National Association of Elevator Safety Authorities NEC – National Electric Code NFPA – National Fire Protection Association NTP – Notice to Proceed OSHA – Occupational Safety and Health Administration PO – Purchase Order issued by the CO/COR PPE – Personal Protective Equipment QAP – Quality Assurance Program provided by Contracting Officer QCP – Quality Control program provided by Contractor QEI-1 – Qualified Elevator Inspector certified by ANSI/ASME VA – United States Department of Veterans Affairs VAMC – Veterans Affairs Medical Center VTE – Vertical Transportation Equipment – Passenger Elevator, Service Elevator, Freight Elevator, Cart lift, Dumbwaiter, Platform Lift, and Dock Leveler, Referred to in text as elevators.

PWS – Performance Work Statement

EXCLUSIONS

A. Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturer’s or installer’s warranty, without prior approval of the Contracting Officer.

B. Installation of new attachments recommended or required by inspectors, insurance agencies or VA/Government Authorities.

C. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, its representative and employees. Contractor shall obtain written approval by the CO/COR prior to related repairs. Payment will not be made for any unauthorized work. Any damage that the contractor deems to be the responsibility of the VA, the contractor must fully document and take a picture of the incident to supply to the CO/COR of the contract. The VA reserves the right to claim any damage material / equipment.

D. Replacement of underground hydraulic piping or hydraulic cylinder.

E. Cleaning, refinishing, repair, and replacement of cab enclosures, hoist way enclosures, door frames, exposed sills, and cab flooring.

F. Repair or replacement of elevator pit sump pumps, machine room and hoist way light fixtures, heat/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems.

G. Power supplies from the elevator controller to its source.

H. Communication lines from the elevator controller to its source.

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

J. CO/COR must approve in advance all repairs not covered under this Contract. Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs. If approved, CO/COR shall issue a separate Purchase Order (PO) in advance of undertaking such work. No invoice will be paid without prior approval and specific PO issued in advance of work.

K. There shall be no borrowing of parts (i.e., removing a part off of an elevator unit, whether in it is in service or not, to correct a deficiency on another elevator unit) except in an emergency (i.e., entrapment, etc.) or with written consent from the VA.

GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES A. VAMC will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this Contract at his/her own expense.

B. VAMC will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

C. VAMC will not provide any materials to the Contractor.

D. VAMC will furnish the following services at existing outlets, for use in those facilities provided by the VA/VAMC and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

E. Bidders/Offerors shall be given the opportunity to inspect the premises by the CO/COR, prior to submitting their offers in order to be fully aware of the scope of services required. Upon Contract award, the Contractor accepts "as is" all elevator equipment specified in the Contract, except items that the CO/COR and the Contractor agree shall be excluded from 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 this Contract.

CONTRACTOR REQUIREMENTS

A. Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. Contractor shall have a minimum of five (5) years within the last seven (7) years of successful experience maintaining elevator equipment identical or similar to the vertical transportation equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.

B. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) work days 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 a Federal holiday.

C. Contractor shall provide Elevator Mechanics/Technicians who have completed an Apprenticeship Program and Mechanic/Technician Examination approved and certified by the U.S. Department of Labor. Certified Elevator Mechanics/Technicians shall have technical qualifications of at least five (5) years of successful experience in the elevator industry. Apprentices shall be actively pursuing Certified Elevator Mechanic/Technician status. Certificates shall be submitted to the CO/COR.

D. The selection, assignment, and management of Contractor’s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC facility 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.

BACKGROUND CHECKS and IDENTIFICATION BADGES A. Contractor and Subcontractor personnel that work on any VAMC property must consent to Background Checks or shall be denied access to the VAMC facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

B. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

C. Department of Veterans Affairs requires all Contractor employees to have a VAMC issued Identification Badge and wear it at all times while at the VAMC facilities. This ID badge shall be issued by the VAMC security office under its rule for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAMC issued ID badge. When an employee leaves the Contractor’s service or the Contract is terminated, the employee’s badge shall be returned to the VAMC immediately.

EMERGENCY TELEPHONE NUMBERS

The Contractor shall provide the CO/COR with pertinent emergency telephone numbers in order to summon assistance in the event of an emergency. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR.

PART II – MAINTENANCE SERVICES

EXISTING DEFFICIENCIES

A. Immediately after award of the Contract and no later than 30-days thereafter, the Contractor and the VA shall conduct a thorough inspection of all of the elevators (as detailed in Equipment List) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. Instead, the Government will work with the Contractor on developing a cost proposal and plan for making all of the identified corrections/repairs and pay for the work under a separate Purchase Order.

B. Items to be included in the deficiency list include replacement or repair of all elevator related equipment, parts and appurtenances located downstream of the service connections. This includes all elevator related mechanical, electrical and control systems located in the machine room, hoist way, cab or lobby down to the lowest component including, but not limited to, signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

C. If a deficiency is not identified in the inspection and 30-days have passed since award of the Contract, the deficiency shall be considered to be covered under this Contract.

D. Once the deficiencies identified in 2.1.A have been corrected, any future service, maintenance or replacement required for these same items will be considered to be covered under this Contract.

MAINTENANCE SERVICE

A. Contractor shall provide complete maintenance service, safety inspections, and tests on each and every elevator at the Ann Arbor VAMC (Equipment List) for the period required under the Contract. Maintenance work shall be performed by Certified Elevator Mechanics/Technicians and Apprentices.

B. 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.

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

D. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

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

F. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform the services required in this Contract. Lubricants shall be only those products recommended by the manufacturer of the equipment or equal.

G. Contractor shall maintain the specified equipment in like new condition and good working order in accordance with best possible industry standards by examining, adjusting, lubricating as required, and if conditions warrant, clean, and repair or replace the components of the equipment as follows:

1. Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts.

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

3. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers and all control components.

4. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dash pots, timing devices, computer and microprocessor devices, steel selector cable or tape, and mechanical and electrical driving equipment.

5. Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws.

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

7. Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code.

8. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices.

9. Automatic power-operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibs or rollers, ceiling fan/blower and grill.

10. Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

11. General and Emergency lighting within the cab, above the cab or in the hoist way including; bulbs, fixtures, batteries, trickle charger and related wiring and components.

12. Elevator operating devices for fire emergency operation and emergency power operation.

13. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests.

14. Replace conductor cables and hoist way and elevator machine room wiring.

15. Ensure lubricants meet the specific manufacturer’s requirements for the equipment.

16. Check the group dispatching systems and make necessary tests to insure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by VAMC.

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

18. Pumps and pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks and oil recovery systems.

19. Filters, mufflers, and muffler components.

20. Repair or replace conductor cables, elevator hoist way wiring and machine room elevator wiring.

21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. A general cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor.

22. Telephone, data and intercom lines serving IT, Phone, Elopement System or any other system located within the hoist way or the cab.

H. Contractor shall immediately notify the Engineering COTR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment.

I. If work is required that is outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for the required repairs to the CO/COR. Contractor shall not proceed with such work, except for an emergency situation such as entrapment, without the written consent of the CO/COR and receipt of a separate Purchase Order to cover the cost of the additional work.

CALLBACK SERVICE

A. Callback service is defined as a request for service or to assist in an entrapment for one or more elevator(s), either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention.

B. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 hour for passenger entrapments and 2 hours for all other service calls.

C. Callbacks hours are not to take time away from preventive maintenance hours required under this Contract.

D. 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 CO/COR must be notified in writing with an explanation of the delay.

E. Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. The work shall be accomplished at the hourly rates specified in the pricing schedule. Charges for parts and materials shall be accompanied with a copy of the invoice and shall be billed at the actual cost plus a maximum 10% pass-through markup for Contractor.

ELEVATOR OUT OF SERVICE

A. Notify Facilities Management Service (Boiler Plant After-Hours), Police (After-Hours) and the CO/COR, either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the CO/COR when placing the elevator back in service.

B. When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption. Contractor shall provide signage and post in a manner which does not damage paint or other finishes. Upon completion, all signage shall be immediately removed. VA will approve the signage plaques that will be used by the contractor within 30 days of award.

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

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

PERFORMANCE STANDARDS

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

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

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

D. 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.

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

F. As needed or at a minimum on an annual basis, a computerized elevator analyzer or similar type event recorder shall be utilized to record the hall waiting time at each landing and other data necessary to verify the system is operating at peak efficiency for all elevators covered under the Contract. The Contractor shall submit an annual written report and certificate of compliance. 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 CO/COR.

G. Contractor shall ensure that the original operating criteria is maintained at all times for each elevator including, but not limited to, the following:

1. Maximum capacity in pounds;

2. Rated speed in feet per minute;

3. Performance time measured brake to brake;

4. Door operation;

5. Traffic handling capabilities;

6. Response times;

7. Ride quality.

CARD READER SYSTEM

Maintenance for card reader system is not included in this Contract.

SPARE PARTS

A. An adequate supply of new spare parts shall be maintained by the Contractor at all times to ensure prompt preventive maintenance and repair services.

B. All parts and materials shall be of the original manufacturer’s design and PWS, or equal thereto. All lubricants shall be the same as or equal to those recommended by the manufacturer.

C. If it becomes evident during a guarantee period that device is not functioning properly in accordance with manufacturer’s or VAMC PWS 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.

D. All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets provided by the Contractor.

PART III – DOCUMENTATION

COMPUTER DATABASE

A. Contractor shall store all information in a computer database. The data shall be configured so that all entries relate to one another i.e., “parts” to “work”, can be crossed referenced.

B. Minimum database requirements:

1. All maintenance and service ticket information.

2. An inventory of all significant parts used during maintenance and the vertical lifting device each part was installed on.

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

4. All parts used, all work performed, all tests performed, lists of deficiencies found during maintenance and inspections shall be maintained in the database for each vertical lifting device.

5. All Preventative Maintenance records shall be maintained in the database.

6. A record of the Firefighter’s Service Tests, for monthly and yearly tests, starting October to September shall be maintained in the database.

C. All information in the database shall be available to the government within twenty-four (24) hours of being requested.

D. At the end of the annual Contract period the Contractor shall turn over a full report of the contents of the database to the CO/COR.

E. All reports shall be sent via email to the CO/COR.

F. Service and emergency personnel shall report to the CO/COR or authorized representative upon arrival at the hospital and again upon completion of the required work. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective measures taken, and the date and time the unit was returned to regular service. A copy of the work ticket containing a complete description of the work performed shall be given to the CO/COR or authorized representative.

WRITTEN MAINTENANCE RECORDS

A. The elevator Contractor shall maintain a “Log Book” in each and every elevator machine room. The log shall list the date and time of all weekly examinations and all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary correction performed or parts replaced.

B. The elevator Contractor shall record in the log book all tests conducted, technicians performing the tests, and the results of the tests including any deficiencies found. This is in addition to recording this information in the Data Base.

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

D. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place, in the room containing the equipment controller. These check charts shall list each elevator component showing a schedule of the manufacturer’s recommended frequency of inspection of each component on a weekly, monthly, quarterly, semi-annual, and annual. Entries shall indicate the status of and schedule for which work was 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. A check chart shall be available for review by the CO/COR and the Contractor will physically show the CO/COR the completed work on request.

MAINTENANCE AND INSPECTION SERVICES:

A. Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator within thirty (30) calendar days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance. The Contractor shall perform inspections and maintenance of all elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including fire recall, ASME A17.1 Appendix N tests and other safety/maintenance testing as required by the manufacturer.

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

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

D. Contractor shall perform necessary inspections and tests as required under ASME A17.1 Appendix N, using a Qualified Elevator Inspector (QEI). The first quarterly test shall include the five-(5)-year test for all traction and roped hydraulic elevators regardless of due date.

E. Government may perform inspections of the elevators at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and shall be responsible for the corrective actions covered under this Contract.

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

G. The Contractor shall maintain a copy of all current elevator inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection to be located in the machine room for the elevators covered and a copy provided to the COR.

MAINTENANCE, REPAIR, and CALLBACK TICKETS A. Contractor shall have all maintenance tickets signed by the CO/COR.

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

C. Upon arrival at the facility, Contractor shall check in with the CO/COR that Facility Management Service will be aware of Contractor’s presence at the facility at all times.

D. 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 before maintenance personnel leave the VAMC.

E. Contractor shall have a service ticket on each service call signed by CO/COR. 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. Signed maintenance, repair, callback tickets are required to verify hours on site. Without signed tickets hours billed will not be paid.

PART IV – SAFETY, INSPECTION and TESTING INJURY and ACCIDENT REPORTS A. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

B. Written reports for all incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

SAFETY

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

D. In performance of this Contract, the Contractor shall follow VAMC safety policy and standards for safe work practices, and take such safety precautions as the VAMC Safety Officer or designee or the CO/CO 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 NO- SMOKING areas.

E. The Contractor shall treat all elevator pits as “Permit Required Confined Space” and shall follow all OSHA requirements and VAMC requirements when entering such spaces. Elevator pits may be reclassified as a Confined Space as outlined in VA policy 138-08-S5; such policy shall be followed carefully. VAMC will provide special training to Contractor on expectations of this policy which will include completion and posting of the permit every time an elevator pit is entered.

F. Patient, employee, visitor, and Contractor personnel safety shall be maintained at all times. The Contractor is responsible for the 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.

G. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, 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. MSDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS in each elevator machine room to assure compliance with all laws and requirements regarding the “Right to Know” law.

H. Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and the proper use of PPE shall be provided by employer, and documentation maintained by the Contractor.

I. The Contractor shall obtain a Hot Work Permit from the Safety staff or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.

J. Contractor shall be notified of any non-compliance with safety regulations. 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. If, in the opinion of the CO/COR or the VAMC Safety Officer 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 an order halting 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.

K. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service.

SAFETY INSPECTIONS AND TESTING

L. Category Five tests shall be performed by the elevator Contractor and witnessed by an ANSI/ASME QE-1 Certified Elevator Inspector Contracted by the contractor.

1. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 “Safety Code For Elevators and Escalators” using Table N-1 “Recommended inspection and test intervals in ‘Months’” and ASME A17.2 “Inspectors’ Manual For Electric Elevators” latest edition.

2. The certified inspector will provide a report of all deficiencies found that the VAMC or elevator Contractor is required to correct.

3. The results of ALL tests shall be recorded in the “Record of Elevator Testing” and a summary delivered upon request to the CO/COR.

M. The Contractor shall identify the date of the last Three Year and Five Year Load Tests on each elevator tag and plan to perform the following:

1. Contractor shall assist and accompany any third party elevator safety inspector, provided by the Government, during the Three Year and Five Year Load Tests required by ASME A17.1/A17.2. These tests will be performed under the direction of an appointed third party elevator inspector having area jurisdiction and appointed under separate contract by the VA and may involve 2 or more days of work.

2. Contracting Officer or COR will notify the Contractor of the dates when the above inspections/tests will be performed at least ten (10) working days ahead of the scheduled dates of the inspections.

3. Contractor shall be responsible for furnishing all necessary weights, labor, and means of transportation of the weights throughout the medical center, as directed by the inspector and as required for the successful completion of the inspections.

4. Contractor shall operate all elevators during the inspection/test under the direction of the third party elevator inspector as require for the inspection/test.

5. Contractor work with the inspector on developing a list of repairs required as a result of the testing. Contractor shall coordinate with the COR concerning time frame for repairs and adjustment identified during the inspection that are covered under this Contract which shall be completed in a timely manner. All repairs outside of the Contract will be handled under a separate Purchase Order.

N. 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.

O. Contractor shall attach tags after testing as required by ASME A17.1 and A17.2.

P. 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 ASME A17.1. The Contractor shall conduct these tests as required and the results shall be recorded in the MCP under “Record of Elevator Testing” with a copy provided to the COR and a companion separate document maintained in the elevator machine room.

Q. The contractor shall be responsible to schedule and maintain all necessary inspections for all elevators both state and federal. The contractor will provide the schedule to the CO/COR for approval. All costs for state and federal inspections are to be included as part of this contract.

R. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the CO/COR.