Revised SOW Elevator Testing and Inspection IDIQ.docx

New Orleans VA Elevator Testing PWS – New Orleans Replacement Facility Attachment 2

Department of Veterans Affairs

Performance Work Statement

New Orleans VA Elevator Testing IDIQ

Southeast Louisiana Veterans Health Care System

New Orleans Replacement Facility

Department of Veterans Affairs

November 23, 2020

General Information The purpose of this IDIQ is for the Contractor to provide the New Orleans VA Medical Campus with semi-annual, annual, and quintennial elevator inspections and testing. There will be a total of 15 buildings on the campus required under this contract.

1.1. Project Title

New Orleans VA Elevator Testing IDIQ

1.2. Maximum individual task order amount is $36,000. Guaranteed minimum is $10,000. Period of performance shall begin on or around April 1, 2021 through March 31, 2022.

2. Project Background The vertical transport system located at 2400 Canal St.consists of Kone and Thyssen Krupp elevators which were activated in April 2014, December 2015, January 2016, May 2016, and August 2021. These elevators are currently housed in the following buildings: Pan American Building (also designated as Building Q), Outpatient (H and J), Central Energy Plant (N), Patient Garage (L), Inpatient (B and C), Diagnostic and Treatment (D, E, F, G), Transitional Living (M), Staff Garage (K), Research (P), and Fisher House (X).

3. Scope of Work The contractor shall provide all parts, travel, labor and materials necessary to provide five year (quintennial), annual, and semi-annual inspections on the elevators located at 2400 Canal St., New Orleans, LA. Inspection and testing shall be done in accordance with ASME section A17 (all subsequent sections) and NFPA. The contractor will be responsible for providing all inspection reports (electronic and paper copy), cab certificates and a copy of services completed. The contractor shall provide all resources necessary to accomplish the deliverables described in this performance work statement (PWS), except as may otherwise be specified. The elevator types and estimated quantities over the life of the contract are as follows:

Electric Traction Elevators (Passenger) – 20 Electric Traction Elevators (Service) – 13 Electric Traction Elevator (Large Service) – 2 Hydraulic Elevator (Passenger) – 5 Hydraulic Elevator (Service) - 2 All work shall be performed by personnel specifically qualified and trained to test and inspect the vertical transport systems, specifically elevator cars, controls, equipment, etc. described herein. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract. The maintenance contractor for the elevators at this site is prohibited from perfroming indepdent elevator testing on the same units. This contract shall contain one (1) base year plus four (4) option year extensions.

The following testing intervals have been anticipated for the entire campus per listed elevators in Attachment 1:

Building

Anticipated Task Order Schedule. Below represents anticipated elevators covered under Task Orders #1 thru #7. This number and dates are subject to change:

TASK ORDER 1 - BASE YEAR MARCH 2021 - APRIL 2022

TASK ORDER 2: OPTION YEAR 1, MARCH 2022 - APRIL 2023

TASK ORDER 3: OPTION YEAR 2, APRIL 2023 – MARCH 2024

TASK ORDER 4: OPTION YEAR 3, APRIL 2024 – MARCH 2025

TASK ORDER 5: OPTION YEAR 4, APRIL 2025 – MARCH 2026

TASK ORDER 6: SEMI ANNUAL REINSPECTION OF A SINGLE UNIT

TASK ORDER 7: WEIGHT TESTING OF A SINGLE UNIT

4. Performance Objectives

Contracted elevator inspector shall perform all independent testing of the facility’s elevators and shall report elevator compliance. Reporting shall be per the most current edition of National Fire Protection Association (NFPA) Life Safety Code, National Electric Code (NEC), American Society of Mechnical Engineers (ASME), American National Standard Institute (ANSI), and other Federal Regulations pertaining to Vertrical Transport systems in medical and Federal facilities.

Deliverables Schedule

5. Period of Performance The period of performance shall be the following: Base Year – April 2021 thru March 2022; Option Year One – April 2022 thru March 2023; Option Year Two – April 2023 thru March 2024; Option Year Three – April 2024 thru March 2025; Option year 4 - April 2025 thru March 2026. Should these dates change, the Contracting Officer 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 Contracting Officer is the only official authorized to make changes to the contract.

6. Key Personnel The Contractor shall submit a list of the points of contact for VA’s account pertaining to testing and inspections. Submission shall include the person’s name, phone number, email and address for correspondence. For all work completed, the Contractor shall submit proof of elevator inspection and testing certification for the inspector completing the work.

7. Place of Performance The work under this IDIQ shall be performed at the New Orleans VA Medical Center buildings listed that are located at 2400 Canal St. New Orleans, Louisiana.

8. COR Authority In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

9. Hours of Work Normal operational hours for the VA facilities are from 7:30 a. m. – 4:30 p. m, Monday through Friday, exclusive of Federal Holidays. Federal holidays are listed in Section 25.2. Services performed during all other times shall be considered to be overtime emergency call-back service.

10. Contract Award Meeting The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting/post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. The following item shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP)

11. General Requirements

11.1. The contractor must be prepared to provide an inspector for no fewer than 3 weeks for each inspection All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

Due to COVID-19, contractors may have to submit to COVID testing in order to enter specific building in order to protect the patients in the building. Testing must be completed no fewer than two weeks prior to coming on site. Negative test results must be received in order to access the necessary building. Should the contractor elect to be tested elsewhere, proof of negative results must be presented to the VA no fewer than 72 business hours prior to arriving on site to begin the inspection Testing will be completed at the New Orleans VA at no cost to the contractor. The contractor shall be responsible for all travel, per diem etc. necessary in order to complete this testing.

A daily briefing for each day of testing shall occur the following morning. The following at a minimum shall be reported:

Expected failures Issues that arose during inspection Access issues Update on the inspection schedule The Contractors shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to test and inspect the elevators listed in accordance with ANSI, ASME and NFPA requirements. Equipment systems covered under this contract are listed in Attachment #1. For the purposes of this task order, this task order shall be applicable solely to the established Base Year.

A testing and inspection schedule shall be submitted by the contractor prior to beginning work. The contractor shall also submit in writing, one (1) hard copy and one (1) electronic copy, of the testing and inspection schedule and testing method to COR and CO at contract award, no later than the initial testing.

Licensing and Supervision. The Contractor shall be licensed and certified to provide the testing and inspection services specified in this contract. All work shall be performed by vertical transport inspectors specifically qualified and trained to inspect and conduct tests on elevators, escalators, dumbwaiters, cart lift systems and equipment. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO and COR prior to award of the contract.

12. Definitions - Technical As used throughout this contract, the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.

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 and the drawings accompanying this specification unless stated otherwise.

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.

ANSI. The abbreviation of the American National Standard Institute.

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

ASTM. The abbreviation of the American Society for Testing and Materials Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.

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

12.1.1. 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.

12.1.2. 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.

12.1.3. Contractor Representative. A foreman or superintendent assigned in accordance with the “CONTRACTOR EMPLOYERS”.

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

Frequency of Service.

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

12.1.6. Annual (A) – Services performed once during each 12 month period of the contract. Due to the anticipated building turnover, this contract may include additional annual testing as a means of placing all elevators on the same testing schedule.

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

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

NEC. The abberviation of the National Electric Code NFPA. The abbreviation of the National Fire Protection Association Quality Assurance (QA). A method used by the Government to provided some measure of control over the quality of purchase foods and services received.

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

Regular Working Hours. The Government's regular (normal) working hours are from 7:30am to 4:30 pm local time, Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the COR.

GOVERNMENT FURNISHED ITEMS.

The Government will not provide office space and 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.

Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

Government Furnished Material. The Government will not provide any materials to the Contractor.

Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required 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.

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

CONTRACTOR FURNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, tools, components materials, and services to perform the requirements of this contract.

WORK OUTSIDE REGULAR HOURS. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry out work on Saturday, Sunday, holidays , or outside regular working hours, he/she must submit application to the COR for approval. The COR reserves the right to request scheduling around Federal holidays. Work may only occur under a bilateral agreement between Government and Contractor.

MANAGEMENT. The Contractor shall manage the total work effort associated with all services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

The Contractor shall submit a testing and inspection plan to the VA for review no more than fourteen (14) calendar days after award. Testing plan shall include at a minimum: number of technicians to complete testing, anticipated testing and inspection methods, anticipated down time per elevator, a copy of the checklists to be used per inspection type, and a copy of the certificates to be submitted upon successful elevator testing completion.

Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to 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.

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.

Records. Cumulative testing records shall be kept for each elevator in the inventory shown in Attachment #1. A separate record file shall be established and kept up to date for each elevator for each test and inspection conducted on the unit. 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.

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

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

12.1.8.2. Nature of testing conducted including, but not limited to: test calssification with respect to either Category 1 or Category 5 as defined by ASME A17.2, means and methods, the related ASME code, results;

12.1.8.3. 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;

12.1.8.4. Certification of each unit tested inspected.

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

12.1.8.6. The date(s) when the testing/inspection(s) were scheduled, started and completed;

12.1.8.7. Specific test and inspection conducted;

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

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

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

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

12.1.8.12. 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 five (5) calendar days of expiration of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

12.1.9. 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.

INSPECTIONS, TESTING AND CERTIFICATION. All inspection and testing shall be performed in accordance with ASME A17.1, ASME A17.2, ANSI, ASTM, IEEE, NFPA except as modified herein.

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

12.1.10.1. Inside of elevator car

12.1.10.2. Machine room

12.1.10.3. Top of Car

12.1.10.4. Outside Hoistway

12.1.10.5. Pit

12.1.10.6. Firefighters’ Service

12.1.11. Systems subject to inspection and testing include, but are not limited to:

12.1.11.1. All maintenance practices, cleanliness and maintenance compliance

12.1.11.2. Hoistway and car doors, hangers, guides and operating devices

12.1.11.3. Hoisting machines, sheaves, and brakes

12.1.11.4. Closing and reopening devices

12.1.11.5. Motors and motor generator sets

12.1.11.6. Hoisting, governor, safety, compensation and operating cables

12.1.11.7. Controllers (including contacts, switches, etc.)

12.1.11.8. Signal systems, controls, and traveling cables

12.1.11.9. Governors, safeties, interlocks, and contacts

12.1.11.10. Counterweights and counterweight safeties

12.1.11.11. Guide rails and oiling devices

12.1.11.12. Terminal, slowdown and leveling devices

12.1.11.13. Auxilary equipment guards

12.1.11.14. Elevator cars, counterweights, and buffers

12.1.11.15. Machine rooms, hoistways and pits

12.1.11.16. Ventilation

12.1.11.17. Space clearances, spaces of refuge

12.1.11.18. Lighting adequacy

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

12.1.11.20. Emergency Power Operations

12.1.11.21. Pit Flood Monitoring Device (if present)

12.1.11.22. Maintenance Records

12.1.12. Inspection shall include all items cited in ASME A17.2 Section Appendices, Part A Inspection Checklists.

12.1.13. Deficiencies discovered during testing shall be thoroughly documented and the government notified. The COR and/or Contracting Officer shall receive a verbal and written notificaiton of any deficiencies discovered per the following:

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

12.1.13.2. Service removing deficiency with no immediate life threat – Within 1 hour of discovery

12.1.13.3. All others – During closeout meeting.

12.1.14. Testing Schedule

12.1.14.1. Contractor shall provide the VA, at point of award, a proposed testing schedule for the elevator sets based on

12.1.14.1.1. Information provided in this IDIQ

12.1.14.1.2. Turn over dates of buildings as they become available.

12.1.14.2. 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.

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

12.1.15. Service Records and Reports. See the "MANAGEMENT" clause of this Section for service work record keeping and work completion reporting requirements.

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

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

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

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

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

INSPECTOR QUALIFICATIONS

12.1.17. Per ASME 17.2 Introduction, Section 3, all inspectors and testers shall be certified by an organization accredited by ASME Qualifications for Elevator Inspectors, ASME QEI-1.

12.1.18. Per ASME 17.2 Introductions, Section 4, inspectors shall have knowledge of the safety practices cited in the The Elevator Industry Field Employees’ Safety Handbook.

13. Changes to Requirement

13.1. In the event that VA modifies the elevator system, in part or in whole, during the inspection and testing 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.

13.2. Any changes to this IDIQ 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.

14. 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.

15. Government Responsibilities

15.1. 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, testing or downtime to affected VA staff.

15.2. 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.

16. Contractor Personnel Requirements All qualified, experience, and license personnel for the service will be provided by the contractor. All elevator inspectors shall be certified to perform testing and inspections on vertical transport systems per ASME 17.2 requirements for certified elevator inspectors.

Proof of personnel experience shall be provided by the Contractor to the VA to include, but is not limited to:

Certification for independent elevator testing and inspection;

State certification (showing categories);

Past experience of no fewer than three (3) years inspecting vertical transport systems. Past experience shall be comparable in elevator types.

16.1. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

16.2. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/Veterans Health Administration (VHA).

16.3. Conflict of…