36C25022Q1139.docx
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- J035--Elevator Maintenance Service Federal contract opportunity
- Solicitation number
- 36C25022Q1139
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This is a combined synopsis/solicitation for commercial items seeking recurring maintenance and repair services, safety inspections, and testing for vertical transportation equipment at the Dayton VA Medical Center. The solicitation is issued by the Department of Veterans Affairs Network Contracting Office with a response date of October 14, 2022 at 3:00 PM Eastern Time. The NAICS code is 238290 for elevator maintenance and repair services with a small business size standard of $16.5 million. The solicitation requires maintenance of 23 elevators, cart lifts, and dumbwaiters across multiple VA facility buildings in Dayton, Ohio in accordance with ASME safety standards. Services include preventative maintenance, inspections, repairs, and callbacks with response times of one hour for entrapments and two hours for other service calls. The contract will have a one-year base period and four one-year options to be awarded as a firm-fixed price indefinite delivery indefinite quantity contract.
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Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice
| SUBJECT* |
| Elevator Maintenance Service |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 45219 |
| SOLICITATION NUMBER* |
| 36C25022Q1139 |
| RESPONSE DATE/TIME/ZONE |
| 10-14-2022 15:00 EASTERN TIME, NEW YORK, USA |
| ARCHIVE |
| 30 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
| SET-ASIDE |
| SBA |
| PRODUCT SERVICE CODE* |
| J035 |
| NAICS CODE* |
| 238290 |
CONTRACTING OFFICE ADDRESS
Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219
POINT OF CONTACT*
Contract Specialist Michael Riordan michael.riordan@va.gov
PLACE OF PERFORMANCE
| ADDRESS |
| Department of Veteran Affairs |
Dayton VA Medical Center
4100 W. Third Street
Dayton OH
| POSTAL CODE |
| 45428 |
| COUNTRY |
| USA |
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
| Document Type: |
| Combined Solicitation/Synopsis |
| Solicitation Number: |
| 36C25022Q1139 |
| Posted Date: |
| September 19, 2022 |
| Original Response Date: |
| October 14, 2022 @3PM |
| Current Response Date: |
| October 14, 2022 @3PM |
| Product or Service Code: |
| J035 |
| Set Aside: |
| SBA |
NAICS Code:
Wage Determination:
Revision Number:
Date of Revision:
238290 2015-4731 6/27/2022
Contracting Office Address Department of Veterans Affairs Network Contracting Office 10 Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.
This solicitation is issued as a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-04.
The associated North American Industrial Classification System (NAICS) code for this procurement is 238290, with a small business size standard of $16.5 million.
The FSC/PSC is J035.
The Dayton VA Medical Center requires recurring maintenance and repair services, safety inspections and testing for Elevators/Vertical Transportation Equipment (VTE).
1. Contract Title: Dayton Elevator Service
2. GENERAL, BACKGROUND, AND SCOPE:
2.1 GENERAL INTENTION
A. The intention of this Performance Work Statement (PWS) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) at the Dayton Veterans Affairs Medical Center (VA) by means of a firm fixed price/indefinite quantity Contract with a base year and four (4) option years.
2.2 GENERAL REQUIREMENTS
A. 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.
B. 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.
2.3 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
2.4 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.
2.5 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. |
| D. | Replacement of underground hydraulic piping or hydraulic cylinder. |
E. Cleaning, refinishing, repair, and replacement of cab enclosures, hoistway 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. |
2.6 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. |
2.7 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. | All employees of the Contractor performing work under this Contract at the VAMC for more than forty (40) hours over Contract period shall have completed up to one hour of Infectious Control training provided by the VAMC. |
| E. | All employees of the Contractor shall have completed the 10-hour OSHA Safety Course. Certificates shall be submitted to the CO/COR. |
| F. | 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. |
2.8 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. |
2.9 EMERGENCY TELEPHONE NUMBERS
A. 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 III – MAINTENANCE SERVICES
3.1 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 (see Section VII Below) 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. |
3.2 MAINTENANCE SERVICE
A. Contractor shall provide complete maintenance service, safety inspections, and tests on each and every elevator at the Dayton VAMC (see Section VII Elevator Schedule) 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. Hoist way 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.
3.3 CALLBACK SERVICE
A. 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.
B. Callbacks hours are not to take time away from preventive maintenance hours required under this Contract.
C. 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.
D. 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.
3.4 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. | |
| 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. |
3.5 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. |
3.6 CARD READER SYSTEM
A. Maintenance for card reader system is not included in this Contract.
3.7 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 IV – DOCUMENTATION
4.1 COMPUTER DATA BASE
| 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.
4.2 WRITTEN MAINTENANCE RECORDS
| A. | The elevator Contractor shall maintain a “Logbook” 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 logbook 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.
4.3 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 to be performed for all item listed in ATTACHMENT #1: PREVENTATIVE MAINTENANCE CHECKLIST. 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 listed in ATTACHMENT #1: PREVENTATIVE MAINTENANCE CHECKLIST.
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.
4.4 MAINTENANCE, REPAIR, and CALLBACK TICKETS
A. Contractor shall have all maintenance tickets signed by the CO/COR. In the event of after-hours maintenance, Contractor shall have the maintenance ticket signed by the Administrative Officer of the Day (AOD).
| B. Contractor shall instruct his personnel that when they perform work under this Contract, they shall comply with the following procedures: | |
| 1. | 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. |
| 2. | 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. |
3. 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 V – SAFETY, INSPECTION and TESTING
5.1 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. |
5.2 SAFETY
A. Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.
B. 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/COR 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.
| C. 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. | |
| D. | 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. |
| E. 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. | |
| F. 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. | |
| G. | 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. |
| H. 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. |
I. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service.
5.3 SAFETY INSPECTIONS AND TESTING
| A. | Category Five tests shall be performed by the elevator Contractor and witnessed by an ANSI/ASME QE-1 Certified Elevator Inspector Contracted by the VAMC. | |
| 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. | |
| B. | 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.
B. 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.
C. Contractor shall attach tags after testing as required by ASME A17.1 and A17.2.
D. 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.
F. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the CO/COR. Recurring tests such as “Emergency Recall Operation” may have a standard recurring schedule approved and applicable through the term of this agreement.
5.4 INFECTIOUS CONTROL - CLEANING and PAINTING
A. To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infectious Control Program to ensure that patient health is not compromised. The Contractor shall maintain the elevator shafts, elevator pits, equipment rooms and equipment room access to these standards and comply with all other reasonable requests of the CO/COR related to Infectious Control measures.
B. Within the first three (3) months this Contract is in effect, the Contractor shall thoroughly clean the following: all elevator hoist ways, pits, car tops, machine rooms and equipment including controller interiors and air filters. All car and hoist way door hardware shall be cleaned, lubricated, and adjusted.
C. All floors including elevator pits and steps shall be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of dirt, oil, and grease.
D. All walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces.
E. Elevator equipment, including control cabinets, motors, door operating mechanisms, and car tops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.
F. The exterior of the machinery and any other parts of the equipment subject to rust shall be properly painted. Any surfaces, particularly floors, steps and handrails that have a dull or worn appearance after cleaning shall be painted so that cleaning efforts are evident.
G. CO/COR shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract.
H. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on VAMC property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.
PART VI - QUALITY CONTROL
6.1 QUALITY CONTROL PROGRAM
| A. Contractor shall establish a complete Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. QCP shall be in compliance with the Maintenance Control Program as required by ASME A17.1 Section 8.6. The program shall include the following: | |
| 1. An inspection system covering all the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection. |
| 2. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed. |
| 3. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies. |
| 4. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the VAMC upon request, at any time during the term of the Contract. |
PART VII – PAYMENT
7.1 PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT
A. Payment for all of the work covered under this Contract shall be made on a lump-sum basis for a one-year period billed on a monthly basis. Payment will include compensation for all labor, materials, parts, tools, equipment, transportation, supervision, administration, insurance, third-party testers, certifications, licenses, travel and all costs incurred directly or indirectly by the Contractor in an effort to complete the work of this Contact.
B. Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COTR or designee.
C. Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and VA will deduct proportionately from payments for services missed. Criticality of this equipment requires that continued such failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means.
7.2 PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT
A. Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.
PART VIII - SCHEDULE OF ELEVATORS
| EQUIP NAME |
| EQUIP CAT |
| MFG |
| MODEL |
| BLDG |
| ROOM |
| IN SERVICE DATE |
| ELEVATOR 33 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| PASSENGER |
| 115 |
| BLDG115-115 |
| 1989 |
| ELEVATOR 22 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| HMC-1000 SERIES PHC |
| 126 |
| B126 |
| 2003 |
| ELEVATOR F18 |
| SERVICE ELEVATOR |
| Motion Control, Inc. |
| FREIGHT |
| 126 |
| 126 |
| 2003 |
| ELEVATOR 9 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| PASSENGER |
| 302 |
| BLDG302-302 |
| 2004 |
| ELEVATOR 10 |
| SERVICE ELEVATOR |
| Motion Control, Inc. |
| IMC-SCR |
| 302 |
| BLDG302-302 |
| 2004 |
| ELEVATOR 23 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| PASSENGER |
| 307 |
| BLDG307-307 |
| 2011 |
| ELEVATOR 24 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| VFMC-1000-PTC |
| 310 |
| BLDG310-310 |
| 2004 |
| ELEVATOR 25 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| VFMC-1000-PTC |
| 310 |
| BLDG310-310 |
| 2004 |
| ELEVATOR 34 |
| SERVICE ELEVATOR |
| Elevator Controls Co. |
| H-800 |
| 310 |
| ER |
| 2004 |
| ELEVATOR 31 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| PASSENGER |
| 315 |
| BLDG315 N |
| 2011 |
| ELEVATOR 32 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| PASSENGER |
| 315 |
| BLDG315 S |
| 2011 |
| ELEVATOR 29 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 320 |
| 1D106 |
| 2012 |
| ELEVATOR 30 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 320 |
| 1D106 |
| 2012 |
| ELEVATOR P1 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR P2 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR P3 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR P4 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR P5 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR P6 |
| PASSENGER ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR S1 |
| SERVICE ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR S2 |
| SERVICE ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR S3 |
| SERVICE ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR S4 |
| SERVICE ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR S5 |
| SERVICE ELEVATOR |
| Montgomery Elevator Company |
| PASSENGER |
| 330 |
| 10A100A |
| 1988 |
| CARTLIFT 1 |
| CART LIFT |
| Montgomery Elevator Company |
| CARTLIFT |
| 330 |
| 10A100A |
| 1988 |
| CARTLIFT 2 |
| CART LIFT |
| Montgomery Elevator Company |
| CARTLIFT |
| 330 |
| 10A100A |
| 1988 |
| ELEVATOR 11 |
| PASSENGER ELEVATOR |
| Otis Elevator Company |
| PASSENGER |
| 400 |
| BLDG 400 Attic |
| 2009 |
| ELEVATOR 19 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| HMC-1000 SERIES PHC |
| 401 |
| BLDG401-401 |
| 2003 |
| ELEVATOR 20 |
| PASSENGER ELEVATOR |
| Schindler Elevator Corp. |
| PASSENGER |
| 402 |
| BLDG402-402 |
| 2008 |
| ELEVATOR 12 |
| PASSENGER ELEVATOR |
| Motion Control, Inc. |
| PASSENGER |
| 408 |
| BLDG408-408 |
| 2011 |
| ELEVATOR 13 |
| PASSENGER ELEVATOR |
| Smart Rise Technologies |
| SMART RISE |
| 409 |
| BLDG409-409 |
| 2012 |
| ELEVATOR 14 |
| PASSENGER ELEVATOR |
| Smart Rise Technologies |
| SMART RISE |
| 409 |
| BLDG409-409 |
| 2012 |
| ELEVATOR 15 |
| PASSENGER ELEVATOR |
| Smart Rise Technologies |
| SMART RISE |
| 410 |
| BLDG410-410 |
| 2013 |
| ELEVATOR 16 |
| PASSENGER ELEVATOR |
| Smart Rise Technologies |
| SMART RISE |
| 410 |
| BLDG410-410 |
| 2013 |
| ELEVATOR F17 |
| SERVICE ELEVATOR |
| Swift Instruments, Inc. |
| SWIFT MERIDIAN |
| 411 |
| BLDG411-411 |
| 2004 |
| ELEVATOR 21 |
| PASSENGER ELEVATOR |
| Otis Elevator Company |
| PASSENGER |
| 412 |
| BLDG412-412 |
| 1961 |
| DUMBWAITER 2 |
| DUMBWAITER |
| D.A. MATOT INC. |
| DUMBWAITER |
| 310 |
| SURGERY/LAB |
| 1979 |
1) Performance Monitoring: All work will be inspected by COR
2) Security Requirements: Contractor personnel will be required to have VA access badges or be escorted by VA personnel at all times.
3) Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): N/A
4)…
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