36C25025Q0789_1.docx

36C25025Q0789

GENERAL INFORMATION

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

Contracting Officer Jeannie Ortiz jeanne.ortiz@va.gov

NO PHONE CALLS ACCEPTED

VENDORS ARE PROHIBITED FROM CONTACTING

FACILITY IN REGARD TO THIS RFQ

PLACE OF PERFORMANCE

1500 Weiss Street

Saginaw, MI 48602

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested. The Government reserves the right to make no award from this solicitation.

Solicitation number 36C25025Q0789 is being issued as a Request for Quote (RFQ). The government anticipates awarding a firm fixed-price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-04, effective May 12, 2025.

The associated North American Industry Classification System (NAICS) code for this procurement is 238290 (size standard $22.0 million).

This requirement is 100% set aside for Service-Disabled, Veteran-Owned Small Business (SDVOSB).

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO) 10 requires Elevator Maintenance, Repair, Testing & Inspection Services for Saginaw VA Medical Center, located in Saginaw, Michigan. Please reference the Statement of Work for specific information and requirements.

The anticipated contract period is October 6, 2025 – October 5, 2030, if all options are exercised.

Quotes shall be received on or before the date and time specified in Block 8 of the SF1449 Solicitation. Solicitation posting and closing dates are subject to change as the Contracting Officer deems necessary and amendments will be issued accordingly.

This solicitation requires registration with the System for Award Management (SAM) at time of offer, pursuant to applicable regulations and guidelines. Registration information is at www.sam.gov.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Offerors shall list exception(s) and rationale for the exception(s).

Offerors shall only submit quotes electronically, via email, to Jeanne Ortiz, Contracting Officer, at jeanne.ortiz@va.gov. The email subject line shall read: 36C25025Q0789 – OFFER. Quotes shall be received on or before the date and time specified in Block 8 of the SF1449 Solicitation.

QUESTIONS for this solicitation shall be emailed to Jeanne Ortiz at jeanne.ortiz@va.gov. There will only be one question and answer period. The deadline for submitting ALL questions is Thursday, August 28, 2025, by 4:00 PM Eastern Time. All questions SHALL have “36C25025Q0789 - QUESTION” as the email subject line. The Government will not respond directly to any questions submitted but will gather questions and post the answers to this Contract Opportunities posting for all potential vendors to access.

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

655-26-1-6111-0001 36C25025Q0789 -2025 Jeannie Ortiz 734-222-7167 -2025

10:00 AM

EDT

36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105 X X 238290 $22 Million N/A X 36C655 Department of Veterans Affairs VA Saginaw Healthcare System Engineering Service 1500 Weiss Street Saginaw, MI 48602 36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105

Department of Veterans Affairs Financial Management System PO Box 149971 Austin, TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Vendors shall provide a firm, fixed-price quote for elevator services in accordance with the Statement of Work and Price Schedule. NAICS will remain 238290.

Estimated period of performance is 10/06/2025-10/05/2026, with four one-year option periods, at Government discretion.

There will be a site visit on /2025 at 10:00 am . Vendors shall not ask questions during the site visit.

Vendors shall submit their questions per RFQ instructions. The site visit vendor group will depart the lobby at 10:00 am. Vendors shall legibly fill in the site visit attendance sheet.

THIS IS A 100% SET-ASIDE FOR SERVICE-DISABLED, VETERAN-OWNED

SMALL BUSINESS (SDVOSB) VNEDORS.

NOTE: Contractor is responsible for complying with attached Service Contract Labor Act (SCLA) Wage Determination for Saginaw County, Michigan.

See CONTINUATION Page 655-3660162-6111-850300-2543 010050190 X X X Jeannie Ortiz Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Company Name: ______________________ POC Name: __________________________ Phone: ______________________________ Email: _______________________________

SAM UEI: ____________________________

TIN: ________________________________

b. GOVERNMENT:

Contracting Officer Jeannie Ortiz Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105 jeanne.ortiz@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK

A. GENERAL

The Saginaw VA (SVA) Medical Center, located at 1500 Weiss Street, Saginaw, MI 48602, requires a firm, fixed-price contract for preventive maintenance, repair, testing and inspection services for all operational vertical lifts at SVA. Contractor shall provide all tools, parts, materials, equipment, labor, engineering services, certified elevator specialists/technicians, supervision, licenses, insurance and transportation necessary to perform preventive maintenance, repairs, testing, inspections and call-back services for the vertical transport equipment listed in this Statement of Work (SOW). Contractor shall provide maintenance in a manner which ensures the safe and continuous operation of all equipment listed in accordance with commercial practices or manufacturer's specifications (ANSI-ASME Al7).

Firm, fixed-price contracts cover the services listed within at a set monthly price, and overall total contract value. All services under this contract are included in the monthly price (except for items specifically on the exclusions list).

B. DEFINITIONS/ACRONYMS

ANSI – American National Standards Institute ASME – American Society of Mechanical Engineers CONTRACTOR – Contract awardee, general / elevator contractor, contractor staff, subcontractors CO – Contracting Officer COR – Contracting Officer’s Representative (also known as Service POC) CEI – Certified Elevator Inspector Elevator Mechanic/Technician FAR – Federal Acquisition Regulation FMS – Facilities Management Service HEPA Filter – 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 OEM – Original Equipment Manufacturer PO – Purchase Order PPE – Personal Protective Equipment QAP – Quality Assurance Program QCP – Quality Control program QEI-1 – Qualified Elevator Inspector meeting the ASME standards VA – 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 – all referred to as elevators.

C. SCOPE OF WORK

1. MAINTENANCE SERVICE – Contractor shall:

a. Provide complete maintenance service, safety inspections, and tests on each elevator. Maintenance work must be performed by Certified Elevator Mechanics/Technicians and Apprentices.

b. Possess all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems in its possession at all time.

c. Maintain a complete set of VA-provided, current, legible schematic wiring diagrams in each elevator machine room, for each elevator within. Wiring diagrams must be modified to reflect any COR/Service POC-preapproved changes made by the Contractor. Modifications made to any controls must be dated and recorded on the VA wiring diagrams. The wiring diagrams will remain VA property.

d. Not make any alterations or additions to equipment without prior written approval from the COR/Service POC and Contracting Officer.

e. Provide specialty and/or any other items required to perform work under this contract. Any parts not available from the OEM for any reason, including obsolescence, remain the Contractor’s responsibility to replace from another source at no additional cost to VA.

f. Provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only) and any other items required. Only OEM-recommended lubricants must be used.

g. Maintain all elevators and equipment in like-new condition and in good working order, per industry standards, by examining, adjusting and lubricating as required. And, if conditions warrant, cleaning, repairing or replacing equipment and/or components as follows:

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

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

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

iv. 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.

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

vi. 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.

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

viii. Hoistway door interlocks, rollers and hangers, bottom door guides, and door closing devices.

ix. 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.

x. 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.

xi. Emergency lighting, bulbs, batteries, trickle charger, and related wiring and components.

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

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

xiv. Replace conductor cables and hoistway and elevator machine room wiring.

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

xvi. Check the group dispatching systems and perform tests to ensure 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 VA.

xvii. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance services, mechanic shall notify COR/Service POC within 24 hours after adding more than two gallons of fluid. Mechanic shall provide written documentation to the COR/Service POC explaining the loss of hydraulic oil, including the remedy to prevent further loss.

xviii. Cartops, machine room floors, and machine room equipment must be cleaned monthly. Accumulated rubbish must be removed from the pits monthly. A general cleaning of the entire installation, including all machine room equipment and hoistway equipment, must be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner must be furnished by the Contractor.

xix. Hydraulic - Pumps and pump motors, control valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks, filters, mufflers, and oil recovery systems.

xx. The Troubleshooting PC for each group in Building 1 (2 each) and Building 22 (1 each) shall be cleaned and provided with software updates. The contractor shall document the existing software version and provide the manufacturer's recommended version each year. Regardless of condition, the computers shall be replaced in option year 4 and the old ones turned in to the VA Electrical Shop.

2. CALLBACK SERVICE:

a. Callback service is required for any elevator, during or after normal working hours, to correct any elevator issue or condition that needs attention.

b. Callbacks during normal working hours must have corrective action taken at the site within one (1) hour for passenger entrapment and within two (2) hours for all other service calls.

c. Callback hours are not to take time away from preventive maintenance hours required under this contract.

d. Equipment malfunctions must be fixed the day of the service call. If circumstances beyond the contractor’s control prevent a fix that day, the COR/Service POC must be immediately notified with an explanation for the delay and must provide a plan and timeline for fixing the issue as quickly and effectively as possible.

3. ELEVATOR OUT OF SERVICE – Contractor shall:

a. Notify FMS and COR/Service POC, by phone or in person, before removing an elevator from service. If work requires more than one day of an elevator being taken out of service, a daily notification will be made. Notify FMS and the COR/Service POC when placing the elevator back into service.

b. Appropriate signage must be installed at each entry door for any elevator taken out of service to notify users of the interruption. Once an elevator is put back into service, all signage must be immediately removed.

c. All tests, inspections, or maintenance repairs that will remove an elevator from service must be scheduled in advance with the COR/Service POC.

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

4. PERFORMANCE STANDARDS:

a. Contract speed and brake-to-brake flight time must 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 must be maintained within the limits of ASME A17.1 and ADA, with a minimum stand-open time consistent with traffic demands.

d. Door reversal on all elevators equipped with mechanical safety shoes must always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are always working.

e. Variable car and hall door-open times must be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR/Service POC.

f. As needed or upon request, a computerized elevator analyzer or similar event recorder must be utilized to record the hall waiting time at each landing and other data necessary to verify the system is operating at peak efficiency. Results must be submitted and labeled as to floor, time, date, and identification of all other data and must be delivered together with an analysis of the tapes/disks to the COR/Service POC.

5. SPARE PARTS:

a. An adequate supply of new spare parts must be always maintained by the contractor to ensure prompt preventive maintenance and repair services.

b. All parts and materials must be of OEM design and specification, or equal. All lubricants must be the same as or equal to those recommended by the OEM.

c. If it becomes evident during a guarantee period that a device is not functioning properly in accordance with OEM or VA specification requirements, or if in the Contracting Officer’s opinion excessive maintenance and attention must be employed to keep device operational, that device must be removed and a new device meeting all requirements must be installed.

d. All parts and supplies stored in the elevator machine rooms must be kept in enclosed metal cabinets. Flammable materials must be stored in fire rated cabinets provided by the contractor.

6. CLEANING & PAINTING:

a. Within the first three (3) months this contract is in effect, Contractor must thoroughly clean all elevator hoistways, pits, cartops, machine rooms and equipment including controller interiors and air filters. All car and hoistway door hardware must be cleaned, lubricated, and adjusted.

b. All floors including elevator pits and steps must be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of dirt, oil, and grease.

c. All walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, and other surfaces must be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning must be performed as often as needed to remove dust and dirt from surfaces.

d. Elevator equipment, including control cabinets, motors, door operating mechanisms, and cartops, must be wiped down with damp cloths and vacuumed with a HEPA vacuum to remove any dust or dirt accumulation. Before cleaning is performed, ascertain if any buildup indicates a problem with the equipment and requires service or repair.

e. The exterior of the machinery and any other parts of the equipment subject to rust must be properly painted. Surfaces, particularly floors, steps, and handrails that have a dull or worn appearance after cleaning, must be painted to keep equipment in good condition. The machine room floors shall be painted annually with good-quality deck enamel, equivalent to Sherwin Williams Porch & Floor Enamel, custom color 4025 Anchor Gray, Ultra Deep.

f. COR/Service POC shall randomly and periodically inspect equipment and equipment spaces for cleanliness. The inspection must consist of a visual observation to detect dust on any surface required to be kept clean under this contract.

g. Debris, rubbish and recyclable material resulting from work under this contract may be disposed of on SVA property at the direction of the COR/Service POC, or off-site at the option of the Contractor at no charge to VA. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.

h. All recessed letters on the Corridor Call stations, car operating panel and any auxiliary operating panels shall have lettering repainted annually.

7. COMPUTER DATABASE/RECORDS:

a. Contractor must store all information in a computer database. Data must be configured so all entries relate to one another, for example, “parts” and “work” can be cross-referenced.

b. Minimum database information requirements:

i. All maintenance and service ticket information.

ii. Inventory of all significant parts used in maintenance and the elevator each part was installed on.

iii. Each technician visit: name(s), time of arrival, time of departure, nature of the visit (routine maintenance, trouble call, etc.) and work performed

iv. All tests performed and lists of deficiencies found during maintenance and inspections for each elevator.

v. All Preventive Maintenance records.

vi. A record of the Firefighter Service Tests, for monthly and yearly tests.

c. All database information 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 must turn over a full report of the contents of the database to the COR/Service POC.

e. All reports must be sent via email to the COR/Service POC.

f. Service and emergency personnel must report to the COR/Service POC upon arrival at SVA and again upon work completion. A copy of the work ticket with a full description of the work performed must be given to the COR/Service POC.

8. WRITTEN MAINTENANCE RECORDS:

a. Contractor must maintain a log in each elevator machine room. The log must legibly list the date and time of all examinations, and all trouble calls. Each trouble call must be fully described, including the nature of the call, the necessary correction performed and parts replaced.

b. Contractor must legibly log all tests conducted, technicians performing the tests, test results and any deficiencies identified. This is in addition to recording this information in the database.

c. Contractor must record results of ALL tests in the “Record of Elevator Testing” and provide a summary to the COR/Service POC, upon request.

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

e. Check Charts:

i. Contractor must post a check chart for each elevator in a conspicuous place in each machine room, within the room containing the equipment controller.

ii. Check charts must list each elevator component, showing a schedule of the manufacturer’s recommended frequency of inspection of each component. Entries must indicate the status of schedule items of maintenance work performed.

iii. The check chart must always be kept up-to-date and must be initialed and dated by Contractor employee to indicate work accomplished.

iv. Check charts must be available for review by the COR/Service POC, and the Contractor will physically show the COR/Service POC the work completed, upon request.

9. MAINTENANCE REPORTS:

a. Contractor must email maintenance and service call reports, as a PDF attachment, to the COR/Service POC. Each report must contain:

i. The elevator name/number that received maintenance/service, etc.

ii. A legible and thorough description of all work performed on that elevator.

iii. A legible and thorough description of parts replaced, including part numbers.

iv. Date the part was installed/replaced.

v. Adjustments made to ensure proper operation with the new part.

b. In the six (6) month period prior to contract expiration, the COR/Service POC must make a thorough inspection of all equipment covered under this contract. The Contractor must correct all defects found within thirty (30) calendar days. The Contractor must notify the COR/Service POC in writing that the deficiencies have been corrected and that re-inspection can be made. Contractor shall correct any items still found to be deficient within ten (10) business days.

10. TICKETS – MAINTENANCE, REPAIR & CALLBACK:

a. Contractor must have all maintenance tickets signed by the COR/Service POC. For after-hours maintenance, tickets must be signed by the Administrative Officer of the Day (AOD).

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

i. Upon SVA arrival, Contractor must report to the Electric Shop and check in with the COR/Service POC, then confirm with the VA Electricians work to be performed that day. At work end, Contractor shall return to the Electric Shop and VA Electricians will provide verification to COR/Service POC of all work being completed satisfactorily.

ii. Contractor will sign out the elevator keys via the engineering Keyper System. If the system is down, COR/Service POC or authorized engineering staff can sign out the keys manually. After-hours, the elevator keys can be signed out at police dispatch and the key ring must be returned before contractor leaves SVA.

iii. Contractor must have the service ticket for each service call signed by COR/Service POC. Service tickets must identify the piece of equipment, description of problem, description of corrective measures taken, and the date and time the unit was returned to working service. Signed maintenance, repair, and callback tickets are required to verify hours on site.

11. SAFETY INSPECTIONS & TESTING

a. Category five tests must be performed by the elevator contractor and be witnessed by a third-party ANSI/ASME QE-1 Certified Elevator Inspector (CEI), separately contracted by the SVA.

i. Contractor must perform all safety 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 by ASME A17.2 “Inspectors’ Manual for Electric Elevators” (latest edition).

ii. The certified inspector will provide a report of all deficiencies found that the VA/VAMC or elevator contractor is required to correct.

iii. The results of ALL tests must be recorded in the “Record of Elevator Testing” and a summary delivered upon request to the COR/Service POC.

b. Contractor must perform all five-year elevator load tests in September 2028, by 09/27/2028 at the absolute latest.

c. Any repairs or adjustments necessary to complete a test and return the elevator to service must be performed by the Contractor at no additional expense to the Government.

d. Contractor must attach tags after testing as required by ASME A17.1 and A17.2.

e. All elevators provided with firefighters’ service must be subjected to monthly Phase I “Emergency Recall Operation” testing and a minimum of one floor operation on Phase II “Emergency In-car Operation” testing, to assure the system is maintained in proper operating order in accordance with ASME A17.1. These test results must be recorded on the “Record of Elevator Testing” and a separate, companion document must be maintained in the elevator machine room.

f. All tests or inspections that will remove the elevator from normal operation must be scheduled in advance with the COR/Service POC. Recurring tests, such as “Emergency Recall Operation” may have a standard recurring schedule as approved by the COR/Service POC and is at COR/Service POC discretion to change, if needed.

12. MAINTENANCE HOURS REQUIRED

13. SCHEDULE OF ELEVATORS

Building # Elevator # Manufacturer

Code Year

Building 1 Elevator A MCE Controls

Building 1 Elevator B MCE Controls

Building 1 Elevator C MCE Controls

Building 1 Front Lobby OTIS Hydrofit 5012R

Building 6 Main Lobby OTIS HydroFit 2110

Building 22 Elevator D MCE Controls

Building 22 Elevator E MCE Controls

D. GOVERNMENT STIPULATIONS

1. Government will not provide office space or operational facilities to the Contractor. Contractor must secure and maintain the necessary space it requires for performance under this contract at Contractor’s own expense.

2. Government will not provide tools, equipment or materials to the Contractor. Contractor must furnish all items required for performance under this contract.

3. There shall be no borrowing of parts (i.e., removing a part from one elevator unit, whether it is in service or not, to correct a deficiency on another elevator unit) except in an emergency (i.e., entrapment, etc.) and only with written consent from the COR/Service POC or CO.

E. EXCLUSIONS

1. All repairs, parts and labor required for repairs shall be included, at no additional cost, unless it is clearly and specifically an excluded item listed below:

a. Any extra charge work clearly due to vandalism or misuse. Contracting Officer must be informed in advance and approve of work being outside of scope for this contract – no invoice will be paid without prior approval.

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

c. Replacement or repair of power supplies from the elevator controller to its source.

d. Replacement or repair of communication lines from the elevator controller to its source.

e. Repair or replacement of elevator pit sump pumps heat/ventilation/air conditioning (HVAC) systems, fire/smoke/heat alarm systems and sprinkler systems.

f. Repair or replacement of cab enclosure, hoist way enclosures, door frames (not doors) and sills, machine room lighting, cab tile or carpet.

g. Replacement of underground hydraulic piping or hydraulic cylinder.

2. It is to be understood that any item not specifically excluded in the list above shall be considered the Contractor's responsibility and fall within the costs of this contract.

3. Contractor shall submit a proposal to the COR/Service POC for any parts/items included in the exclusions above, needing to be replaced. The proposal shall include a cost breakdown for each part(s) separately, and the price listed shall be the at-cost price contractor paid for the part(s). VA will reimburse the at-cost price contractor paid and will not approve any mark-up costs. The cost of labor to install any exclusionary part shall be considered included under the monthly payment made by VA. Contractor shall not commence with replacement until the COR/Service POC receives approval from the Contracting Officer.

F. CONFORMANCE STANDARDS

1. Elevators must meet the requirements of code editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs on the date the installation contract was signed or when alterations were performed.

2. Elevator Industry Field Employees’ Safety Handbook.

3. International Building Code (IBC).

4. American Society of Mechanical Engineers (ASME), to include, but not limited to:

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

5. National Fire Protection Association (NFPA), to include, but not limited to:

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

G. GOVERNMENT FURNISHED PROPERTY, MATERIALS & SERVICES

1. SVA will furnish the following services at existing outlets, for use in SVA facilities, as required for work performance under contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points).

2. Upon contract award, the contractor accepts "as is" all elevators/elevator equipment specified in the contract. Failure to inspect the elevators prior to contract award will not relieve the contractor from performing services and repairs in accordance with the strict intent and meaning of this contract.

H. CONTRACTOR REQUIREMENTS

1. Contractor must be currently engaged in maintenance, repair, inspection and testing of vertical transportation equipment. Contractor must have a minimum of five (5) years of current (within the past seven (7) years) of successful experience maintaining elevator equipment identical or like the vertical transportation equipment listed in this contract.

2. Contractor must provide a Contract Manager, responsible for work performance. The contract manager and an alternate must be designated in writing (to include name and contact information (business phone number, mobile/cell phone number, email address)) to the COR/ Service POC prior to the contract start date. Changes to personnel must be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate must have full authority to act on all contract matters relating to the daily operation of the contract. The Contract Manager or alternate must be available to speak/meet with the COR/Service POC and/or CO within 24 hours of a request made during normal operating hours, and or within the next business day after Friday or a Federal holiday.

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

4. All Contractor staff performing work under this contract must complete Infectious Control training provided by the VA.

5. All Contractor staff must have completed a 10-hour OSHA Safety Course. Certificates of completion must be submitted to the COR/Service POC post-contract award.

6. The selection, assignment, and management of contractor’s employees are the responsibility of the Contractor. Contactor must not employ any individual identified as a potential threat to health, safety, security, general well-being or operation of the SVA and its staff. Contractor is fully responsible for the performance and conduct of its employees. Contractor must not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent.

I. BACKGROUND CHECKS and IDENTIFICATION BADGES

1. Contractor and subcontractor personnel must consent to Background Checks or shall be denied access to SVA. Information required to conduct a Background Check includes full name, driver’s license number, social security number, date of birth, and completion of a background check questionnaire.

2. Contractor must ensure its employees, and any subcontractor employees, have the proper credentials allowing them to work in the United States. Contractor shall not be entitled to any compensation for delays or expenses associated with this requirement and are not excused from performing under the contract.

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

J. EMERGENCY TELEPHONE NUMBERS

Contractor shall provide the COR/Service POC, in writing, with emergency telephone numbers for assistance in the event of an emergency. At least one of the emergency telephone numbers must be manned twenty-four (24) hours per day, seven (7) days per week.

K. INJURY & ACCIDENT REPORTS

1. Contractor must immediately report all accidents resulting in injury, trauma, death, hazardous exposures and occupational disease, in performance under the contract, to the COR/Service POC on any forms required by SVA.

2. Written reports for all incidents must be provided within five (5) calendar days and must include the cause/details of what occurred, where, when, who it involved and who witnessed the incident occur, as well as any repairs made and tests performed rectify the cause of the incident.

L. SAFETY

1. Contractor must adhere to all codes, regulatory and VA requirements specified herein, or as made aware of by the COR/Service POC in performance under the contract.

2. Contractor must follow VA safety policies and standards for safe work practices and take any precautions as the SVA Safety Officer or COR/Service POC determines necessary to protect the lives and health of building occupants. Contractor must comply with the VA smoking policy, which designates all interior and exterior space as NO-SMOKING areas.

3. Contractor must treat all elevator pits as “Permit-Required Confined Space” and must follow all OSHA and VA requirements when entering such spaces. Elevator pits may be reclassified as a Confined Space as outlined in VAMC SOP IH-03; such policy must be followed carefully. VA will provide special training to contractor on expectations of this policy, including completion and posting of the permit each time an elevator pit is entered.

4. Patient, employee, visitor, and contractor personnel safety must be always maintained. Contractor is responsible for the safety and health of its employees. Contractor must comply with all applicable OSHA safety and health standards. Contractor must replace all safety guards, equipment, devices, etc. removed to service or repair an elevator immediately after completion of work or when leaving the job unattended.

5. Contractor must submit Material Safety Data Sheets (MSDS) to the COR/Service POC at outset of the first day of performing work under the contract. MSDS are required for all potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility in performance of the contract. Contractor shall not use any materials that have not been cleared in advance with the SVA. MSDS for new chemicals must be furnished prior to bringing the chemical on site. Contractor must 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.

6. It is the Contractor’s responsibility to identify, provide and maintain all personal protective equipment (PPE) required to perform contract work. Additionally, contractor is responsible for identifying and providing all applicable safety programs required to perform the work, for example: lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and the proper use of PPE must be provided, and documentation maintained by, the contractor.

7. Contractor must obtain a Hot Work Permit from the COR/Service POC, in advance, whenever soldering, welding, grinding and using a cutting torch, or other open-flame, spark- or heat-producing equipment is used. Contractor shall follow all requirements for issuance of a Hot Work Permit.

8. Contractor shall be notified of any safety regulation non-compliance and must immediately correct the condition, then notify the COR/Service POC, in writing, that the condition has been corrected. If, in the opinion of the COR/Service POC or SVA Safety Officer, the condition is life threatening the Contractor will be instructed to stop work until the condition is corrected. If the Contractor fails or refuses to promptly comply, 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.

M. QUALITY CONTROL PROGRAM

Contractor must establish a Quality Control Program (QCP) to ensure all contract requirements are met. Contractor must submit the QCP to the COR/Service POC for acceptance within ten (10) calendar days of the contract effective date. The QCP must follow the Maintenance Control Program as required by ASME A17.1 Section 8.6 and must include:

1. An inspection system covering all the different services listed in the contract.

2. 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.

3. The checklist must include sections for every area of the Contractor’s operation as well as every task required to be performed under the contract, within that section.

4. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or SVA inspectors identify the deficiencies.

5. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation must be made available to the SVA upon request, at any time during the term of the contract.

N. FEDERAL HOLIDAYS

Please see https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025 for a list of federal holidays for current and future years.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Base Year Period of Performance: 10/06/2025 through 10/05/2026

Elevator maintenance & repairs

Annual Safety Testing (NO LOAD) coordinated with VA third-party QEI Inspector

Semi-Annual Inspection coordinated with VA third-party QEI Inspector

Annual Fire safety elevator inspection coordinated with VA third-party Fire Alarm Contractor

Option Year 1 Period of Performance: 10/06/2026 through 10/05/2027

Elevator maintenance & repairs

Annual Safety Testing (NO LOAD) coordinated with VA third-party QEI Inspector

Semi-Annual Inspection coordinated with VA third-party QEI Inspector

Annual Fire safety elevator inspection coordinated with VA third-party Fire Alarm Contractor

Option Year 2 Period of Performance: 10/06/2027 through 10/05/2028

Elevator maintenance & repairs

Annual Safety Testing (WITH LOAD) coordinated with VA third-party QEI Inspector

Semi-Annual Inspection coordinated with VA third-party QEI Inspector

Annual Fire safety elevator inspection coordinated with VA third-party Fire Alarm Contractor

Option Year 3 Period of Performance: 10/06/2028 through 10/05/2029

Elevator maintenance & repairs

Annual Safety Testing (NO LOAD) coordinated with VA third-party QEI Inspector

Semi-Annual Inspection coordinated with VA third-party QEI Inspector

Annual Fire safety elevator inspection coordinated with VA third-party Fire Alarm Contractor

Option Year 4 Period of Performance: 10/06/2029 through 10/05/2030

Elevator maintenance & repairs

Annual Safety Testing (NO LOAD) coordinated with VA third-party QEI Inspector

Semi-Annual Inspection coordinated with VA third-party QEI Inspector

Annual Fire safety elevator inspection coordinated with VA third-party Fire Alarm Contractor

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SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/ (End of Clause)