36C25024Q0756.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

POINT OF CONTACT*

Contract Specialist Margaret Swetel margaret.swetel@va.gov

PLACE OF PERFORMANCE

Chillicothe VA Medical Center

17273 State Route 104

Chillicothe OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

NAICS Code:

Wage Determination:

Revision Number:

Date of Revision:

238290 2015-4771 4/24/2024

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 $22 million. The FSC/PSC is J036.

The Chillicothe VA Medical Center requires full maintenance service for all elevators.

STATEMENT OF WORK (SOW)

NOTE: THE WORD “ELEVATOR” IN THIS DOCUMENT SHALL INCLUDE ALL ELEVATORS, DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT.

1. Contract Title. ELEVATOR MAINTENANCE & REPAIR SERVICE

2. Background:

This contract is to furnish inspection and full maintenance service on Twenty-Eight (28) elevators identified in the Schedule of Elevators.

3.Scope:

The contractor shall obtain all necessary licenses and/or permits required to perform the work. All workers shall have completed the Occupational Safety and Health Administration (OSHA) 10-hour training for construction course and produce documentation of completion.

The contractor shall furnish all material, parts, supplies, labor, supervision, tools and equipment to provide full maintenance services, including all inspections, adjustments, cleaning, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the equipment manufacturer and as may have been modified thereafter.

Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, dumbwaiters and accessories in a fully operational mode at all times, except for prescheduled downtime including all labor, parts, travel and materials.

The Chillicothe VA Medical Center will not store the contractor’s materials.

All adjustments, repairs and modifications, must conform and be in compliance with the manufacturer guidelines, State, Federal standards, codes, and the following industry standards as applicable, whichever is more stringent:

· American National Standards Institute (ANSI)/National Fire Protection Association (NFPA) 70 and 70E National Electric Code, latest edition

· American Society of Mechanical Engineers (ASME) A17.1 Safety Code for Elevators and Escalators, latest edition

· ASME A17.2 Inspectors’ Manual for Elevators and Escalators, latest edition

· ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition

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

· All nationwide laws governing elevator maintenance set by the Occupational Safety and Health Administration (OSHA) & ASME

4. Specific Tasks.

The work covered under this contract includes but is not limited to the following:

supplies necessary to perform the services required in this contract;

d. All tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this contract;

Contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, clean, adjust or reprogram the systems.

The contractor shall post a check chart for each elevator in each machine room in a conspicuous place, typically in the room containing the equipment controller. These check charts shall list each elevator component-showing schedule of manufacturer’s recommended frequency of inspection of each component on a weekly, monthly, quarterly, semi-annually, annually or other frequency. Entries shall be to indicate the status of schedule items of maintenance work 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. Check chart shall be available for review at request of the Contracting Officer’s Representative (COR) or COR’s designee and the contractor will physically show the COR or COR’s designee the completed work upon request.

4.1 Spare Parts:

1. An adequate supply of spare parts shall be maintained by the contractor at all times to ensure prompt preventive maintenance and repair services. The spare parts used shall be new and not refurbished parts and shall conform to the manufacturer guidelines and applicable Codes. The Chillicothe VAMC will not store the contractor’s materials.

2. The contractor shall provide a report on each service calls and significant parts installed. The report shall include:

a. The Car that the part was installed on.

b. The location on the Car the part was installed on.

c. Identify the respective piece of equipment.

d. A description of problem.

e. A description of corrective measures taken.

f. A description of the part replaced, including part number.

g. The date the part was installed on.

h. The date and time the unit was returned to regular service.

i. Adjustments made to insure proper operation with the new part.

3. See Section 4.5, Documentation.

4.2 Maintenance Tickets:

1. Contractor shall have all daily maintenance tickets signed by the COR or COR’s designee. In the event of afterhours maintenance, contractor shall have the maintenance ticket signed by the Administrative Officer of the Day (AOD) located in Building 31, Admissions area (northeast entrance) or if not available signed by the VA Police Officer on duty located in Basement Building 18.

2. All work shall be documented in a written record. See Section 4.1 Spare Parts and Section 4.5 Documentation.

4.3 Performance Levels:

The following performance levels shall be maintained at all times:

8. All work shall be documented in a written record. See Section 4.5 Documentation.

4.4 Labor, Supplies and Parts for Maintenance Service:

All parts, materials and supplies used shall be new and not refurbished items.

The contractor shall furnish all labor, supplies, parts and materials necessary to regularly and systematically clean, examine, adjust, repair, replace, lubricate and to include but not limited to the following:

3. Controller, controller circuit board, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, contracts, leads, dashpots, time devices, computer devices, display devices, selector tape or wire and mechanical & electrical driving equipment.

8. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.

9. Cab and car lighting, translucent ceiling diffusers, and hoist-way lighting.

10. Where applicable to hydraulic elevators include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gauges and tanks.

11. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. No refurbished parts, supplies, or materials will be used.

and other minor parts in contractor’s vehicle, for the performance of routine preventative maintenance.

17. Maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams is not available at the time of contract award, it will be the responsibility of the contractor to provide same at no cost to the Chillicothe Veterans Administration Medical Center (CVAMC). All schematic wiring diagrams provided by the contractor shall become the property of the CVAMC. All circuit changes made shall be clearly marked up on each applicable wiring diagram.

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

a) Upon arrival at the station, the contractor shall check in with the COR or his designee (Electrical Supervisor or Dispatch Office in building 21) so that the hospital Facility Management Service (FMS) will always be aware of the contractor’s presence at the facility. 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 to the Dispatch Office (Bldg. 21, Engineering) before maintenance personnel leave the VAMC. The contractor will also pick up a vendor name badge to wear on his uniform from FMS in building 21 and return the badge to FMS when contractor is ready to leave the CVAMC.

19. Semi-Annually and as requested, clean hoist way including all equipment located in or moving through the hoist-way, car top, car sling, safeties, appliances, pits, sills, door tracks, hangers and equipment rooms. Clean as needed machine room floors or other surfaces.

20. Furnish and install new wire ropes as often as it is necessary to maintain an adequate factor for safety per latest code requirements; to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist-way and machine room wiring.

21. Keep car emergency light units in an operable condition all times, test special emergency (fireman’s service and recall), service and emergency power circuits, where provided in accordance with Code requirements.

22. All work shall be documented in a written record. See Section 4.5 Documentation.

4.5. Documentation:

1. The contractor may 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” using that part.)

2. Record of Testing. A “Record of Elevator Testing” logbook shall be kept in each machine room. The contractor shall record all service and tests conducted, by who and the results of the tests including any deficiencies found. This is in addition to recording this information in the Database.

lifting device each part was used on.

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

on database.

f. The Record of Firefighter’s Service and Recall Test Log, for monthly and yearly log, starting October through September shall be maintained on the database.

4. All information in the Database shall be available to the government upon request. All Database information and testing data will not be shared or given to any other entity. The Chillicothe VAMC is the sole owner of this information.

4.6. Maintenance Reports:

Monthly and at completion of a specific job, send maintenance reports to COR. This report shall be an attachment to an email. This report shall contain:

No maintenance for card reader system in contract.

4.8. Device Satisfaction:

No device shall be acceptable that will not give full satisfaction without excessive maintenance and attention. If it becomes evident during a guarantee period that device is not functioning properly in accordance with manufacturer’s or VA specification 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. Period of guarantee shall start anew for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees.

4.9. Work Excluded:

The following work is specifically excluded from this contract:

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

1. Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR or COR’s designee.

2. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to hotel, food and per diem costs; time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification; shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment sent out for repair that are covered under this contract.

4.11 Call Back Service:

Contractor shall provide callback services for each elevator as follows: Callback service is defined as requests for each individual elevator, either during or after normal working hours, to correct any elevator problem or condition, which needs attention. Callbacks during normal working hours consists of responding to the VAMC to take corrective action at the site within one (1) hour for passenger entrapments, two (2) hours for all other service calls. Callbacks are not to take time away from preventive maintenance or other requirements required under this contract. 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 COR or COR’s designee must be notified with an explanation of the delay.

1. Contractor shall have a service ticket on each service call signed by COR or COR’s designee. 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. Service proposals for ANY EXTRA CHARGE WORK (see Section 4.9.1 above) must be approved in advance (including authorizing PO issued) by the COR or COR designee. Failure to do so will result in non-payment for extra charge work. Note – service tickets must be signed by COR or COR’s designee, and a copy left for COR. Failure to do so will result in non-payment for work.

2. Emergency service or repairs must be pre-approved and authorized by the COR or COR designee which occur after the normal hours of operation shall be accomplished at the overtime hourly rates specified in the pricing schedule. All overtime service calls shall be handled by one certified elevator mechanic only, unless additional staffing is approved in advance by the COR or COR’s designee. Excluding testing, if regular time work must be carried over and the contractor wishes to continue to work beyond the Medical Center’s normal hours of operation 7:00 a.m. to 4:30 p.m., authorization for overtime work must be obtained from the COR or COR designee before proceeding.

3. Repair proposals authorized in advance by the COR, which occur during normal hours of operation or outside of normal hours on overtime, shall be accomplished at the hourly rates specified in the pricing schedule.

4. The Veterans Affairs Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, tickets, mileage, hotel, meals, per-diem costs, phone, etc., during normal hours of operation or during overtime work.

5. After completion of service or repair, the contractor shall notify the COR or COR designee by telephone or in person of each regular time service call and notify the VA Medical Center’s Police department in the basement of Building 18 on all overtime service calls.

4.12 Shutdowns:

1. Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the contractor, without prior approval of the COR.

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

3. Contractor shall comply with the following procedures when an elevator is removed from service for any significant period of time for any reason:

a. Notify Facilities Management Service (FMS) and the COR, either by phone (740-773-1141 ext. 16172), or in person, before removing elevator from service. If work requires more than one day, daily notification will be made. Notify FMS and the COR when placing the elevator back in service.

b. All work shall be documented in a written record. See Section 4.5 Documentation.

c. Any time an elevator is taken out of service or worked on the appropriate signage shall be installed at each entry door to notify elevator users of the interruption. Upon completion all signage shall be immediately removed.

4.13 First Look:

The government reserves the right to take corrective action to an elevator malfunction prior to calling the contractor for inspection and maintenance.

4.14 Work Required Outside Contract:

Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to, an elevator, which the contractor considers not covered by the contract. The contractor shall furnish a written estimate, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer (CO), COR, COR designee and the contractor.

4.15 Work During Federal Holidays:

When planned work requires an elevator to be taken out of service, the contractor is requested, to use the Federal holidays listed below:

Any other day specifically designated as a holiday by the President of the United States.

4.16 Inspections & Testing:

4. The contractor shall provide all labor and material to perform work in accordance with ASME A17.1, ASME A17.2, ASME A17.3, and ANSI/NFPA 70 and 70E standards for periodic, monthly, 6 months, annual and five-year tests. The contractor shall perform tests at the date and time recommended in A17.1 and shall coordinate with the annual VA inspection. Witness of the Five-Year Load Test may be conducted by an independent inspector contracted by the VAMC.

5. Safety tests and other tests and inspections shall be performed by the contractor.

Contractor shall perform all safety tests and other tests and inspections as recommended and required by the latest edition of the ASME A17.1 and ANSI/ASME A17.2.

6. The Category Five test shall be conducted by the contractor. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 latest edition “Safety Code for Elevators and Escalators” using Table N-1 “Recommended Inspection and Test Intervals in “Months” and ANSI/ASME A17.2 “Inspectors’ Manual for Electric Elevators” latest edition. The results of ALL tests shall be recorded in the “Record of Elevator Testing” and a summary delivered upon request to the COR. See Section 4.5 Documentation.

7. All elevators provided with firefighter service and recall 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 A17.1 Code. The results of these tests shall be recorded on the “Record of Elevator Testing” or a companion separate document maintained in the Elevator Machine Room. Testing shall be done on weekend, holidays or the hours before 7:00 a.m. or after 5:30 p.m., at no additional cost to the Medical Center.

8. The following services will be performed at intervals specified in the American National Standard Safety Code for Elevators and Dumbwaiters. The contractor will furnish personnel to perform the one (1) year, three (3) year and the five (5) year safety load test, (including weights), at no additional cost to the Chillicothe VA Medical Center (CVAMC). Scheduling of all tests will be handled through the COR. A CVAMC’s employee shall be given the opportunity to witness all tests. An outside contractor authorized by CVAMC may witness all testing.

9. The contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection and/or test.

10. The yearly inspection and tests of car and counterweight safeties, governor and oil buffer tests shall comply with A17.1 and this specification, in the presence of the COR or COR designee.

11. Contractor shall perform the five-(5) year safety and buffer tests as required by the American National Standard Safety Code for Elevators and Dumbwaiters, (A17.1 and A17.2).

12. Emergency Telephones shall be tested for each elevator car on a monthly basis. Procedure for testing is as follows: Press the call button once, wait for the Operator to respond, identify yourself as the elevator repair contractor and advise the operator of the test. A log of each test shall be recorded in the Emergency Telephone Test log located in the Elevator Machine Room.

13. Contractor shall be required to attach tags after testing as specified by Code, such as during the governor full load safety test, annual pressure relief valve test, oil buffer, etc.

14. Any repairs or adjustments necessary to complete a test and return the elevator to full service shall be performed by the contractor at no additional cost to the Chillicothe VA Medical Center.

15. After completion of the required tests, documentation with information shown in form “Report of Test of Elevator Governor and Safety Devices” shall be submitted to the COR.

16. Within six (6) months prior to the termination of this contract, the COR or COR designee shall make a thorough inspection of all equipment covered under this contract. The contractor shall correct all defects found within thirty (30) calendar days. The contractor shall notify the CO and COR in writing that the deficiencies have been corrected and that re-inspection can be made.

17. The inspectors used by the VAMC on this contract may or may not work for the VAMC. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR.

4.17 Schedule of Chillicothe VAMC Vertical Lifting Devices:

(Use latest edition of ASME/ANSI/NFPA)

ELEVATOR NAME

TYPE

CODE EDITION

( Latest Edition )

CLASS

CONTROLLER

MAKE

MCE

MCE

MCE

MCE

OTIS

MCE

MCE

MCE

MCE

GARAVENTA

MCE

MCE

MCE

MCE

Pass

MCE

Pass

MCE

Pass

CAPITAL

Pass

MCE

Pass

GARAVENTA

Pass

MCE

Pass

MCE

Building #210 – P1

Hydraulic A17.1-2007; A17.3-2005

Pass

Building #210 – P2

Hydraulic A17.1-2007; A17.3-2005

Pass

MCE

Building #211 – P1

Hydraulic A17.1-2007; A17.3-2005

Pass

MCE

Building #211 – P2

Hydraulic A17.1-2007; A17.3-2005

Pass

MCE

Building #212 – P1

Hydraulic A17.1-2007; A17.3-2005

Pass

MCE

4.18 Personnel:

1. Contractor shall provide a qualified and certified journeyman mechanic as required to perform preventive maintenance, inspections, adjustments and lubrications.

2. The contractor shall provide an additional qualified individual at the VAMC as needed if normal maintenance requires two persons to accomplish the maintenance schedule and assist in repairs, inspections and adjustments. The additional qualified individual may be an elevator apprentice in lieu of a certified journeyman provided the apprentice has met all State, Federal and VA requirements for that level of work. The contractor may use non-skilled workers for work not directly related to elevator maintenance (i.e. cleaning, painting, record keeping, etc.)

3. Supervision: The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and alternate shall be designated in writing to the Contracting Officer (CO) and COR prior to the contract start date. Changes to personnel shall be submitted to the CO and COR within five (5) workdays 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 during a Federal Holiday.

4. Qualifications of Elevator Mechanic: All elevator technicians must be Qualified Elevator Mechanics as generally accepted in the industry and maintain a current Elevator Certificate of Competency. Contractor and elevator mechanic certifications shall be provided to the Contracting Officer at the pre-performance meeting. The contractor and elevator mechanic shall not be allowed to work on elevator or lifts without this certification.

5. Apprentice Elevator Mechanic: Apprentice Elevator Mechanics and/or other non-elevator maintenance personnel may not work on an elevator or lift covered at the VAMC without the direct supervision of a Qualified Elevator Mechanic.

6. Additional Requirements:

a. In addition to the above requirements, the contractor shall have a minimum of 5 (five) years' direct experience in the elevator maintenance business and have successful experience in maintaining equipment identical or similar equipment covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) years’ experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts.

b. Contractor Employees. The selection, assignment, and management of contractor employees is the responsibility of the contractor; however, the contractor shall not employ any individual who is identified as a potential threat to the health, safety, security, and general well being, or operation of the installation’s mission or personnel. The contractor is fully responsible for the performance and conduct of his/her employees at all time and shall be respectful of our Veterans, visitors and staff. 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. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This shall be accomplished by the wearing of distinctive clothing bearing the name of the company or by possessing the appropriate badges containing the company’s name and employee picture.

c. The contractor shall require all employees, including supervisors, to have a VAMC government visitors ID’s and wear them at all times while at the VAMC site. These ID’s shall be issued by the VAMC Engineering Dispatcher located in building 21 under its rule for issuance. At the completion of work the contractor will return the badge to Building 21. After hours these ID’s will be issued by VA Police in basement of building 18.

d. Contractor Consent to Background Checks. The contractor or subcontractor shall not employ persons under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center. Background checks will verify if a person is wanted by local, state, and/or federal agencies. All contractor and subcontractor personnel must consent to background checks. Contractor and subcontractor personnel who do not consent to a background check will be denied access to the installation. Information required to conduct a background check includes, but not limited to the following: full name, driver’s license number, and/or social security number, date of birth of the person entering the installation, and completion of a background check questionnaire. It is the contractor’s responsibility to conduct the background checks and the contractor will submit background check reports to the Contracting Officer at the notice to proceed meeting and upon request.

e. Contractors shall ensure their employees and those of their subcontractors have the proper credentials allowing them to work in the United States.

Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

f. All employees of the general contractor or subcontractors shall have completed the 10-hour OSHA certified Construction Safety course. Each general contractor or subcontractor shall provide proof of such training to the CO at the notice to proceed meeting and upon request.

g. Conduct of Contractor’s Employees:

i. The contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using for personal use telephones or office equipment provided for official VAMC use.

ii. Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the contractor’s attention by the CO/COR, Federal Protective Officers, Inspectors, Facility Management, etc.

4.19 Condition of Equipment

Upon contract award, the contractor accepts "as is" all elevator equipment specified in 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 the specifications. Offerors will be provided the opportunity to inspect the premises by the Contracting Officer prior to submitting their offers in order to be fully aware of the scope of services required.

2. All vertical and horizontal surfaces in the elevator, dumbwaiter and cart lift shafts, elevator pits, equipment rooms and equipment room access and all other equipment that is part of the elevator assemblies shall be kept clean to this standard:

a. All floors and steps shall be swept and mopped as often as necessary so that no dust or dirt is evident on them. This includes all elevator shafts and pits.

b. All walls, ledges, handrails, door tracks, storage cabinets, fences, elevator shaft walls, pits and other surfaces shall be initially cleaned with soap and water. Periodic dusting using a HEPA vacuum cleaner and damp rags shall be performed as needed to remove any dust that may settle on these surfaces.

c. Elevator equipment shall be wiped down as needed to remove any dust, foreign objects or dirt that may accumulate. Before cleaning any of this equipment ascertain if any build up is an indication of a problem with the equipment and correct that problem before any cleanup is performed. Control cabinets, motors, door opening mechanisms and car tops shall be vacuumed with a HEPA vacuum to remove any dust or dirt accumulation in the equipment.

d. The cleaning of the interior walls and floors of the elevator cars will be performed by VAMC housekeeping staff.

e. Any surfaces, particularly floors, steps and handrails that have a dull appearance after cleaning shall be painted so that cleaning efforts are evident.

f. Upon completion of activities at the VAMC, or as work progresses, the contractor will remove and dispose of properly all replaced parts and debris.

3. The COR or COR’s designee shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust, dirt and foreign objects on any surface required to be kept clean under this contract.

4.21 Safety

1. The contractor shall adhere to all OSHA, Environmental Protection Agency (EPA), NFPA Life Safety Codes, and all other regulatory requirements.

2. 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 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 and tobacco policy, which states “smoking and the use of tobacco products are prohibited inside or outside any government building or vehicle by Veterans, employees, visitors, volunteers, contractors and students.”

3. 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. VA will communicate information to the contractor on expectations of this policy which will include completion and posting of the permit every time an elevator pit is entered.

4. Patient, employee, visitor, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The contractor shall comply with all applicable OSHA safety and health standards. The contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended.

5. The contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (SDS) for all materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the CO & CVAMC. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The contractor shall maintain a copy of all SDS in the Building 31-P3 elevator machine room (room 1-216) to assure compliance with all laws and requirements regarding the “Right to Know” law.

6. The 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 (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE shall be provided by employer, and documentation maintained by the contractor. Upon request the contractor will furnish documentation to the CO or COR.

7. The contractor shall obtain a Hot Work Permit from the COR in advance whenever soldering, welding, grinding, 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.

8. The contractor shall be notified of any non-compliance with the previous provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the 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 of all or any part of the work, and contractor may be held in default. The contractor bears all costs of stop-work time and correcting safety hazards.

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

a) Safety program/procedures required to be followed by the contractor’s personnel in the performance of their duties and when such procedures are required. Specifically including Confined Space Entry and Lock Out/Tag Out.

b) Listing of Personal Protective Equipment(s) required to be used by the contractor’s personnel in the performance of their duties. Also when listed equipment will be required.

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

10. Contractor is responsible for the supervision of all their employees while on government property. It is the contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract.

11. The contractor shall reinstall any guard or equipment panels removed to perform maintenance on any equipment that it was removed from before the end of the workday it was removed.

4.22 Injury or Accident

Contractor shall immediately notify COR & CO and shall submit a written report to the VAMC within 48 hours of any accident or injury involving an elevator or the maintenance there of. The report shall state the cause, what and when the incident occurred as well as where the repairs and tests that were made to correct the cause of the incident.

4.23 Quality Control Program

1. The contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, within ten (10) workdays of the N.T.P. The contractor shall submit this program to the CO & COR, for approval. The program shall include, but not be limited to, the following:

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

b) The checklist shall include every area of the contractor’s operation as well as every task required to be performed.

c) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.

d) 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.

4.24 Emergency Telephone Numbers

The contractor shall provide the COR with pertinent emergency telephone numbers in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the CO & COR, within 10 days of the N.T.P.

Deliverables: Contract management plan

5. Performance Monitoring COR, Electrical Shop Supervisor, Maintenance Operations Supervisor and/or Industrial Hygienist/Safety Manager will verify through visual inspection and documentation provided by contractor.

6. Security Requirements The C&A requirements do not apply, and a Security Accreditation Package is not required.

Contractor will not require access to VA sensitive information to fulfill the terms of the contract.

Contractor will require physical access to the station and assorted buildings.

6.0 Security Requirements