36C256-19-Q-0630-001.pdf

FedBizOpps Combined Synopsis/Solicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION * See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010

H

ELEVATOR INSPECTION SERVICE

77030

36C256-19-Q-0630

06-24-2019

N

541350

Department of Veterans Affairs Network Contracting Office 16 Division III Services B 2002 Holcombe BLVD Houston TX 77030 4298

Jeneice McClinton jeneice.mcclinton@va.gov

Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd, Bldg 100 Houston, Texas

77030

US

36C256-19-Q-0630

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C256-19-Q-0630 Posted Date: June 14, 2019 Response Date (NLT): June 24, 2019 Response Time (NLT): 10:00am (Central Time) Product or Service Code: H399 (Inspection - Miscellaneous) Set Aside: Small Business NAICS Code: 541990 – All other Professional, Scientific, and Technical

Services Point of Contract: Only electronic offers will be accepted: Jeneice McClinton, Contracting Officer; Email: jeneice.mcclinton@va.gov 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; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2019-01 (effective 05/06/2019). The associated North American Industrial Classification System (NAICS) code for this procurement is 541990, with a small business size standard of $7.5 million.

SB registration will be verified in System Award Management (SAM) and Small Business Administration (SBA).

Quotes will be considered non-responsive and rejected if the Contracting Officer is not able to verify and view contractor registrations.

The Department of Veterans Affairs (VA) Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas require furnishing of all labor, tools, equipment, materials, supervision, personnel, transportation and other necessary resources or supplies for elevator inspection of 48 elevators as outlined in the Performance Work Statement. The Government intends to award a firm-fixed price contract; see attached Performance Work Statement for full requirement details.

Period of Performance: July 1, 2019 – June 30, 2024

Questions on this combined synopsis/solicitation shall be sent to point of contact listed above by June 19, 2019 at 11:00 a.m. (Central Time). An amendment to this combined synopsis/solicitation will be posted with all questions and answers.

All interested companies see below, complete and return the following:

B.1 Contract Administration;

B.2 PRICE/COST SCHEDULE;

ATTACHMENT A Relevant Experience Form

ATTACHMENT B Past Performance Questionnaire E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: ___________________________________

b. GOVERNMENT: Contracting Officer 36C256 Jeneice McClinton

Department of Veterans Affairs Network Contracting Office 16 Division III Services B 2002 Holcombe BLVD Houston TX 77030 4298

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

3. INVOICES: Invoices shall be submitted in arrears:

a. Payment for services provided under the terms of this order will be made semi-annually, within ten (10) days after performance and acceptance of services and upon receipt of a properly executed invoice.

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.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third‐party contractor, Tungsten, Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

• VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

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

AMENDMENT NO DATE

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2.00

JB

Furnish semi-annual independent elevator inspection for thirty-eight (38) passenger elevators

Contract Period: Base POP Begin: 07-01-2019 POP End: 06-30-2020

Furnish semi-annual elevator inspection for four (4) freight elevators

Contract Period: Base

Furnish semi-annual elevator inspection for six (6) Dumbwaiter elevators Contract Period: Base

1.00

Furnish five (5)- year elevator full load test for 48 elevators.

Contract Period: Base

BASE PERIOD TOTAL AMOUNT

Furnish semi-annual elevator inspection for thirty-eight (38) passenger elevators

Contract Period: Option 1 POP Begin: 07-01-2020 POP End: 06-30-2021

Furnish semi-annual elevator inspection for 4 freight elevators

Contract Period: Option 1

Contract Period: Option 1

OPTION PERIOD ONE (1) TOTAL AMOUNT:

Contract Period: Option 2 POP Begin: 07-01-2021 POP End: 06-30-2022

Contract Period: Option 2

Contract Period: Option 2

OPTION PERIOD TWO (2) TOTAL AMOUNT:

Contract Period: Option 3 POP Begin: 07-01-2022 POP End: 06-30-2023

Contract Period: Option 3

3003 2.00 JB __________________ __________________

Contract Period: Option 3

OPTION PERIOD THREE (3) TOTAL AMOUNT:

Contract Period: Option 4 POP Begin: 07-01-2023 POP End: 06-30-2024

Contract Period: Option 4

Contract Period: Option 4

OPTION PERIOD FOUR (4) TOTAL AMOUNT:

GRAND TOTAL

“The Government may determine that an offer is unacceptable if the option prices are mathematically and materially unbalanced. As indicated in FAR 52.217-8 the Government will have the option provision to extend the performance of the contract up to an additional 6 months when the contractor is provided written notice.”

B.3 PERFORMANCE WORK STATEMENT

1. General Information

1.1 Contractor to furnish elevator inspection services on all forty-eight (48) elevators located at the Michael E.

DeBakey VA Medical Center (MEDVAMC) in Houston, Texas that are identified in Section 9 of this Performance Work Statement (PWS) and as required by the American Society of Mechanical Engineers (ASME) safety code for elevators and escalators (ANSI/ASME A17.1) to include local, state, and federal regulations.

2. Scope of Work:

2.1 Inspection Types:

2.1.1 Full Load Test - The Contractor shall perform a five (5)- year cycle inspection for the base year.

2.1.2 Semi-Annual Inspection - The Contractor shall perform semi-annual elevator inspections required for each conveyance. Inspection procedures are based on requirements appearing in the Elevator Code

(ANSI A17.1).

2.1.3 Reinspection

2.2 The Contractor shall submit with technical proposal, required licenses and/or permits to perform the elevator inspection. Inspector Qualifications: Per ASME 17.2 all inspectors and testers shall be certified by an organization accredited by ASME Qualifications for Elevator Inspectors. To be considered for performance of this job the Contractor must provide proof of ASME QEI-1. Contractor shall be registered at OSHA, submit capability and proof to complete the elevator inspection per city of Houston elevator inspection standards.

Failure to provide elevator inspection qualifications, capability, licenses and/or permits shall result in a non-responsive technical proposal.

2.3 The Contractor shall furnish all material, labor, supervision, tools, shipping, travel and equipment necessary to provide elevator inspection services. All inspection services must be in conformance to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent:

• ASME A17.1 Safety Code for Elevators and Escalators, latest edition

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

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

• ANSI/NPA 70 National Electric Code, latest edition

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

2.4 Elevator inspections shall be performed by the Contractor. The Contractor shall inspect, observe, oversee, and document no-load, full-load and special tests as recommended and required per A17.1 Code and A17.2 Code on all forty-eight (48) elevators identified in Section 9 of this PWS that are currently being maintenance under contract by a Certified Elevator Maintenance Contractor.

NOTE: Weights shall be provided by the current Certified Elevator Maintenance Contractor for the MEDVAMC facility.

2.5 Before making any inspections, the Contractor shall send the Contracting Officer Representative (COR) the list of inspections that shall be conducted to the elevators in section 9 of this PWS.

This list shall be sent to the COR at least seven (7) calendar days before the work is scheduled.

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

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

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

• List all Elevator inspections done in detail.

• Safety recommendations.

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

2.6 The Contractor shall inspect the current certified elevator maintenance contractor’s preventive maintenance, ensure charts are up-to-date and correctly annotated by each elevator unit, identifying and verifying all deficiencies that could be affecting the proper equipment operation and to submit all solutions and suggestions to the COR.

2.7 The Contractor shall inspect the elevator equipment for evidence of proper maintenance, adjustment and repair. The Contractor shall record all deficiencies in the remarks area of the Certification of Elevator Inspection form and submit legibly documented information to the COR.

2.8 The Contractor shall be available during the elevator inspection to answer any questions or concerns the COR may have regarding the Elevator being inspected.

2.9 The Contractor shall provide the COR all completed elevator inspection reports (electronic and paper copy), cab certificates, and a copy of the services.

2.10 Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc.

2.11 The Contractor shall instruct his/her personnel to comply with the following procedures:

• The Contractor shall check in with the Energy Control, located in Building 104 upon arrival to ensure the MEDVAMC is aware of the Contractor’s presence at the facility at all times.

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

i. Name and address of contractor

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

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

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

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

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

2.12 Under no circumstances shall any inspection last longer than five (5) working days (40 working hours) on any particular elevator, without a prior initial notification and approval of the COR.

2.13 MEDVAMC shall not be responsible for incidental charges including, but not limited to parking, tolls, mileage, phone, etc., on straight time or overtime work.

3. Conformance Standards:

3.1 The Contractor shall ensure that all elevator safety and maintenance inspections be made in accordance with the latest revised edition of the A17.1 Code. The A17.1 Code shall be used as the minimum requirements for the inspections covered by this contract. The latest edition of the ASME Guide for Inspection of Elevators, Escalators and Moving Walks (ANSI/ASME 17.2) shall be used as the guide for inspection and test procedures.

3.2 The Contractor shall document the elevator safety and maintenance inspection as performed by the current Certified Elevator Maintenance Contractor at the MEDVAMC utilizing the manufacturer’s requirements and specifications on inspection, maintenance, and operation of each elevator model. The Contractor shall document the findings of inspection and observation of the list of elevators for safety and maintenance in conformance with the manufacturer guidelines and/or the industry standards, as applicable, whichever is more stringent. The Contractor shall document the elevator safety and maintenance inspections utilizing a Certification of Elevator Inspection form.

4. Hours of Work

Normal operational hours for the MEDVAMC facility are from 8:00 a. m. – 4:30 p.m., Monday through Friday, exclusive of Federal Holidays. Unless otherwise directed by the COR, all work under the contract shall be performed during regular working hours/regular working days (8:00 am through 4:30 pm, Monday through Friday, excluding federal holidays). If the COR authorizes safety and maintenance inspections to occur outside of regular working hours/regular working days to minimize interruption of or interference with Government business, such work shall be done at scheduled pricing and at no additional cost to the Government.

Federal Holidays observed by the MEDVAMC are:

New Year’s Day Dr. Martin Luther King Jr., Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

5. Place of Performance

Michael E. DeBakey Medical Center (MEDVAMC) located at 2002 Holcombe Blvd, Houston Texas 77030

6. Period of Performance Period of performance is expected to be a base year period and four (4) option periods to begin July 1, 2019 thru June 30, 2024. Should the period of performance dates change, the CO will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The CO is the only official authorized to make changes to the contract.

7. Experience Requirements:

7.1 Contractors shall have at least five (5) years of experience working as elevator inspectors and shall have all the licenses and certifications required by local, state, and Federal regulations. The Contractor shall submit a resume of each proposed inspector to perform work under this contract along with their technical proposal.

The Contractor shall be disqualified if he/she doesn’t demonstrate the qualifications outlined in this PWS; in addition to failure to submit requested resumes and licenses. Each offeror shall submit, as part of technical proposal, 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 (See Attachment B Past Performance Worksheet).

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

8. Uniforms:

The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

9. Elevator Equipment

Item Elevator Number Type Speed Machine Capacity Stops Make YR

1 T5 Dumbwaiter 350 Electric 1200 2 Matot 1989

2 T6 Dumbwaiter 350 Electric 1200 2 Matot 1989

3 D1 Dumbwaiter 200 Electric 500 2 Matot 1989

4 D2 Dumbwaiter 300 Electric 4000 7 Matot 1989

5 D3 Dumbwaiter 100 Electric 200 2 Matot 1989

6 D4 Dumbwaiter 100 Electric 200 2 Matot 1989

7 T1 Freight 350 Electric 2500 7 Otis 1989

8 T2 Freight 350 Electric 2500 7 Otis 1989

9 T3 Freight 350 Electric 2500 7 Otis 1989

10 T4 Freight 350 Electric 2500 7 Otis 1989

Parking Garage Passenger 350 Electric

4000 4 Otis

G2O 2017

Parking Garage Passenger 350 Electric 4000 4 Otis G20 2017

13 P1 Passenger 500 Electric 4000 6 Otis 1989

14 P2 Passenger 500 Electric 4000 6 Otis 1989

Item Elevator Number

Type Speed Machine Capacity Stops Make YR

15 P3 Passenger 500 Electric 4000 6 Otis 1989

16 P4 Passenger 500 Electric 4000 6 Otis 1989

17 P5 Passenger 500 Electric 4000 6 Otis 1989

18 P6 Passenger 500 Electric 4000 6 Otis 1989

19 P7 Passenger 500 Electric 4000 6 Otis 1989

20 P8 Passenger 500 Electric 4000 6 Otis 1989

21 P9 Passenger 500 Electric 4000 6 Otis 1989

22 P10 Passenger 500 Electric 4000 6 Otis 1989

23 P13 Passenger 500 Electric 4000 6 Otis 1989

24 P14 Passenger 500 Electric 4000 6 Otis 1989

25 P15 Passenger 500 Electric 4000 6 Otis 1989

26 P16 Passenger 500 Electric 4000 6 Otis 1989

27 S1 Passenger 300 Electric 5000 6 Thyssen 1989

28 S2 Passenger 500 Electric 5000 6 Otis 1989

29 S3 Passenger 500 Electric 5000 6 Otis 1989

30 S4 Passenger 500 Electric 5000 6 Otis 1989

31 S5 Passenger 500 Electric 5000 6 Otis 1989

32 S6 Passenger 500 Electric 5000 6 Otis 1989

33 S7 Passenger 500 Electric 5000 6 Otis 1989

34 S8 Passenger 500 Electric 5000 6 Otis 1989

35 S9 Passenger 500 Electric 5000 6 Otis 1989

36 S10 Passenger 500 Electric 5000 6 Otis 1989

37 S12 Passenger 500 Electric 5000 4 Otis 1989

38 Morgue S11 Passenger 500 Hydraulic 5000 2 Otis 1989

Fisher House

1 Passenger 130 Hydraulic

2 Schindler 1989

Fisher House

2 Passenger 130 Hydraulic

2 Thyssen 2013

Item Elevator Number Type Speed Machine Capacity Stops Make YR

Fisher House

3 Passenger 130 up/ 150 down Hydraulic

2 Thyssen 2016

42 BLGD 109 Passenger 125 Hydraulic 2500 4 Thyssen 2017

43 P11 Passenger 150 Hydraulic 4000 2 Esco-

Otis 1989

44 P12 Passenger 125 Hydraulic 4000 2 Esco-

Otis 1989

45 BLDG 110 Passenger 125 Hydraulic 4000 4 Thyssen 2014

46 BLDG 108A-1 Passenger 125 Hydraulic 2500 2 Humble 2018

47 BLDG 108A-2 Passenger 125 Hydraulic 2500 2 Humble 2018

48 BLDG 109 Service 125 Hydraulic 2500 4 Thyssen 2005

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

10. Specific Standards:

All inspections shall be performed in accordance with ASME A17.1, ASME A17.2, ANSI, ASTM, IEEE, NFPA, local, state, and Federal regulations except as modified herein.

10.1.1 Areas to be inspected and/or tested include the following:

10.1.1.1 Inside of elevator car (e.g, emergency call buttons, etc.,)

10.1.1.2 Machine room

10.1.1.3 Outside Hoistway

10.1.1.4 Pit

10.1.1.5 Firefighters’ Service

10.1.2 Systems subject to inspection and elevator safety and maintenance inspection include, but are not limited to:

10.1.2.1 All maintenance practices, cleanliness and maintenance compliance

10.1.2.2 Hoistway and car doors, hangers, guides and operating devices

10.1.2.3 Hoisting machines, sheaves, and brakes

10.1.2.4 Closing and reopening devices

10.1.2.5 Motors and motor generator sets

10.1.2.6 Hoisting, governor, safety, compensation and operating cables

10.1.2.7 Controllers (including contacts, switches, etc.)

10.1.2.8 Signal systems, controls, and traveling cables

10.1.2.9 Governors, safeties, interlocks, and contacts

10.1.2.10 Counterweights and counterweight safeties

10.1.2.11 Guide rails and oiling devices

10.1.2.12 Terminal, slowdown and leveling devices

10.1.2.13 Auxilary equipment guards

10.1.2.14 Elevator cars, counterweights, and buffers

10.1.2.15 Machine rooms, hoistways and pits

10.1.2.16 Ventilation

10.1.2.17 Space clearances, spaces of refuge

10.1.2.18 Lighting adequacy

10.1.2.19 Automatic and manual emergency fire services (Phase I & Phase II)

10.1.2.20 Emergency Power Operations

10.1.2.21 Pit Flood Monitoring Device (if present)

10.1.2.22 Maintenance Records

10.1.3 Inspection shall include all items cited in ASME A17.2 Section Appendices, Part A Inspection Checklists as well as a review of the current certified Elevator Maintenance Contractor’s preventive maintenance records and corrective maintenance records.

10.1.4 Deficiencies discovered during elevator safety and maintenance inspection shall be thoroughly documented and the Government notified. The COR and/or Contracting Officer shall receive a verbal and written notification of any deficiencies discovered per the following:

10.1.4.1 Imminent Danger to Life and Safety – Within 30 minutes of discovery

10.1.4.2 Service removing deficiency with no immediate life threat – Within one (1) hour of discovery

10.1.4.3 All others – During closeout meeting.

11. Quality Control Program:

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

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

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

Performance Objective (Task)

Performance Standard and AQL

Monitoring Method Incentive Positive and/ or Negative

Perform 5-year tests

100% as required by codes and regulations.

Quality audits of contractor records, areas and inspections reports.

Re performance at no additional cost to the Government

100% as required by codes and regulations.

Quality audits of contractor records, areas and inspections reports.

Perform Semi-Annual Inspections and certifications

Re performance at no additional cost to the Government

Submit inspection and test reports

Accurate reports are delivered to OCC and COR upon completion.

Quality audits of contractor records, areas and inspections reports.

Re performance at no additional cost to the Government

12. Definitions - Technical

12.1 As used throughout this Performance Works Statement (PWS) the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.

12.2 Where “as shown”, “as indicated”, “as detailed”’ or words of similar import are used, it shall be understood that reference is made to this specification unless stated otherwise.

12.3 Where “as directed”, “as required”, "as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

a. ANSI. The abbreviation of the American National Standard Institute.

b. ASME. The abbreviation of the American Society of Mechanical Engineers.

c. ASTM. The abbreviation of the American Society for Elevator safety and maintenance inspection and

Materials

d. Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.

e. Check. Examine, inspect, test, or verify by trail.

f. Component Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

g. Contractor. The term contractor as used herein refers to both the prime Contractor and any subcontractors.

The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

h. Contractor Representative. A foreman or superintendent assigned in accordance with the

“CONTRACTOR EMPLOYERS”.

i. Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

j. CO - Contracting Officer

k. COR - Contracting Officer Representative

l. MEDVAMC – Michael E. DeBakey VA Medical Center

Frequency of Service.

a. Quinquennial (Q) – Services performed once during each 60-month period of contract. May also include elevator safety and maintenance inspection designation by which certain tasks are completed once in a five-year cycle. Due to planned turnover, events and tasks designated for the quinquennial elevator safety and maintenance inspection may be requested in instances that do not follow the 60-month interval. For all instances of quinquennial elevator safety and maintenance inspection, they shall be outlined and determined based on the schedule and tasks noted in this SOW. Five-year elevator safety and maintenance inspection is expected to occur once in a contract period per building elevator set.

b. Semi-annual (SA) – Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

c. Inspect. To examine thoroughly, to view closely in critical appraisal.

d. NEC. The abbreviation of the National Electric Code

e. NFPA. The abbreviation of the National Fire Protection Association

f. Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchase foods and services received.

g. Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

h. Regular Working Hours. The Government's regular (normal) working hours are from 8:00am to 4:30 pm local time, Monday through Friday except (a) Federal Holidays and (b) other days specifically designated by the COR.

13. Scheduled Inspection and Maintenance Inspection

13.1 The Contractor shall arrange a specific time and date for each elevator inspection visit with the COR at least three (3) weeks in advance of such scheduled elevator inspection in order to minimize interruption of or interference with Government business.

13.2 During the term of this contract, elevator equipment may be added or deleted from this contract as equipment is replaced, added or removed from service at the facilities. Any such change shall be reflected in a written modification to this contract, signed by the contractor and contracting officer.

13.3 The Contractor shall inspect, observe, oversee, and document elevator inspection of no-load, full-load and special tests as required by A17.1 and A17.2., and that of which is performed and conducted by the current Certified Elevator Maintenance Contractor for the MEDVAMC facility.

NOTE: Weights shall be provided by the current Certified Elevator Maintenance Contractor for the MEDVAMC facility.

14. Government Furnished Items

14.1 The Government shall 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. The Government shall not provide any materials to the Contractor.

14.2 Availability of Utilities. The Government shall furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may require the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

14.3 Utilities specified above will be furnished at no cost to the Contractor.

15. Deliverables:

15.1 Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as, permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established herein.

15.2 Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

15.3 Records. Cumulative elevator safety and maintenance inspection records shall be kept for each elevator specified in Section 8. A separate record file shall be established and kept up-to-date for each elevator inspection conducted on the elevator. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least fifteen (15) calendar days prior to the start date of the contract.

i. The records shall cover the following areas of work:

ii. Nature and means of inspection conducted including but not limited to: means and method of inspection, code associated with the specific inspection;

iii. Nature of elevator safety and maintenance inspection conducted including, but not limited to: test classification with respect to either Category 1 or Category 5 as defined by ASME A17.2, means and methods, the related ASME code, results;

iv. Equipment deficiencies related to maintenance or equipment conditions including, but not limited to:

parts, assemblies, items or adjustments which are approaching the end of their useful service life, evidence of improper or lack of maintenance, abnormal wear due to faulty adjustments, and general condition of the equipment;

v. Certification of each elevator inspected.

vi. The Contractor shall include the following data in the appropriate record within two (2) working days from the completion of the associated work items:

vii. The date(s) when the elevator safety and maintenance inspection/inspection(s) were scheduled, started and completed;

viii. Specific test and inspection conducted;

ix. General inspection location and specific location of item being inspected and/or tested;

x. Name of the individual(s) who performed the services;

xi. Any other information the Contractor chooses to include in the records, at no additional cost to the Government.

xii. All ASME A17 code inspections shall be documented using the latest version of inspection and re-inspection ASME A17 checklist forms.

xiii. All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within seven (7) calendar days of expiration of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

15.4 Staffing. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

15.5 Elevator safety and maintenance inspection schedule

i. Information provided in this PWS

ii. Turn over dates as they become available.

iii. VA COR shall be allowed a minimum of seven (7) business days, no more than fourteen (14) days to review the schedule for VA staff and Elevator Maintenance Contractor availability. VA reserves the right to reject the schedule. Upon rejection, the VA must supply alternate dates for contractor consdieration.

iv. Final schedule must be agreed upon no further than one (1) month from the earliest test date unless other arrangements are made.

15.6 Service Work Quality Standards. The contractor shall meet the following service work quality standards:

i. All work satisfies the recommendations and requirements of the most current edition of ASME 17.1, ASME 17.2, ASME 17.3

ii. Continuous progress and completion of the work resulting in safe, efficient, and reliable system condition that permits accurate record of state of elevator systems.

iii. Safe job site during progress of work. Clean job site upon completion of work.

iv. The contractor shall conduct all research and provide all resources required to ensure a smooth transition from the incumbent elevator safety and maintenance inspection and inspection contracor in accordance with the contract requirements should this occur.

16. Performance Evaluation Meeting

The Contractor and COR will be required to meet at the following intervals:

• Contract Award,

• 6-month;

• And/or the Semi-Annual point of the contract (+/- 10 calendar days),

• And at the end of the contract (+/- 10 calendar days).

A review will be conducted of any deficiencies noted throughout the contract period and address any outstanding items.

17. Changes to Requirement

In the event that MEDVAMC modifies the elevator system, in part or in whole, during the inspection and elevator safety and maintenance inspection period, Contractor shall be required to verify that the system, as newly modified or added, is consistent with the manufacturer’s requirements; any verification performed will be equitably adjusted under the Changes clause. The post contract modification or addition to the elevator system shall not void the continuing requirements under this contract. The contract will be equitably adjusted under the Changes clause for such additional performance.

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

18. Travel

The contractor is responsible for providing transportation/travel for all materials, supplies, personnel and all items needed for the duration of this contract unless stated otherwise elsewhere.

19. Government Responsibilities

19.1 The Government shall provide access to the facilities as necessary for services to commence. The VA Engineering, Safety or Police Services will also provide notification of any systems outages, elevator safety and maintenance inspection or downtime to affected MEDVAMC staff.

19.2 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

20. Protection of Person and Property

20.1 The Contractor expressly undertakes, both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property, including Medical Center employees and property and its own.

20.2 The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

20.3 The Contractor shall continuously maintain adequate protection of all work from damage and shall protect the Medical Center property from injury of loss arising in connection with this contract. The Contractor shall make good any such damage, injury or loss, except as may be by agents or employees of the MEDVAMC.

20.4 In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the Contractor, without special instruction or authorization from the Medical Center, is hereby permitted to act, at the Contractor's discretion, to prevent such threatened loss or injury. Also, should the Contractor, in order to prevent threatened loss or injury, be instructed or authorized to act by the Medical Center, he/she shall so act, without appeal. Any additional compensation or extension of time claimed by the contractor on account of any emergency work shall be determined by mutual agreement.

21. Physical Security & Safety Requirements:

21.1 All Contractor personnel must check-in with their designated MEDVAMC point of contact or other identified staff prior to beginning any work.

21.2 The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

21.3 VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

21.4 Smoking is prohibited inside/outside any building other than the designated smoking areas.

21.5 Possession of weapons is prohibited.

22. Confidentiality and Nondisclosure

It is agreed that: the preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract.

22.1.1 The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order.

No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

22.1.2 Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

End of Performance Work Statement

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C.

3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b.

destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work.