Additional Requirements 36C25621Q1431 Amendment 0001.pdf

Combined Synopsis/Solicitation 36C25621Q1431 – Elevator Maintenance and Repair Services

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal

Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13.5, Simplified Procedures for Certain

Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

2. The combined synopsis solicitation number is 36C25621Q1431. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price contract resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

2021-06 (effective 7/12/2021).

4. This requirement is solicited as a total Service-Disabled Veteran Owned Small Business Set-Aside. The North

American Industry Classification System number is 238290 with a size standard of $16,500,000.00.

5. The contractor shall provide elevator maintenance and repair services as outlined in the Performance Work Statement

(PWS). Wage Determinations 1987-0756, Revision 44, Dated February 12, 2021 applies to this requirement.

6. Place of Performance:

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston, Texas 77030

7. Period of Performance:

The period of performance is a 12-month base period with four 12-month option periods exercisable at the discretion of the Government.

8. A complete description of the services to be acquired, and/or applicable Government need(s) are as follows:

See Attached 36C25621Q1431 - Additional Requirements

Contracting Office:

Department of Veterans Affairs

Regional Procurement Office Central

Network Contracting Office (NCO) -16

2002 Holcombe Blvd., Bldg. 100

Houston, Texas

Contracting Officer:

Orlando Whitaker

Point of Contact (POC) Information:

Email: Orlando.Whitaker@va.gov

Quotes in response to this combined synopsis/solicitation are due at 3:30PM Central Standard Time (CST), September 10, 2021. Quotes shall be submitted in writing and sent via email to orlando.whitaker@va.gov. Please insert “RFQ 36C25621Q1431 – Elevator Maintenance and Repair Services” in the subject line of your email.

Questions regarding this solicitation shall be submitted via email to Contracting Officer, Orlando Whitaker at

Orlando.Whitaker@va.gov no later than 11:00AM CST on September 3, 2021. If questions are received, all responses will be posted with all questions and answers to the same announcement.

COMPLETING A QUOTE FOR SUBMITTAL

a. The Quoter shall complete Contract Administration and provide the name, title, address, email address and telephone number of the company/division point of contact regarding business decisions made with respect to the quote and who can mailto:Orlando.Whitaker@va.gov mailto:orlando.whitaker@va.gov mailto:Orlando.Whitaker@va.gov contractually obligate the company. The quoter shall identify those individuals authorized to negotiate with the

Government.

b. See Section B.1, Price Cost Schedule. Pricing for each CLIN must be submitted in the proper format. The proper format consists of QUANTITY *UNIT PRICE = AMOUNT/NET AMOUNT. In the event there is a discrepancy in the calculation, the UNIT PRICE will be held to the intended price multiplied by the QUANTITY. If the quoter shows only the AMOUNT/NET AMOUNT, but fails to enter a UNIT PRICE, the AMOUNT/NET AMOUNT divided by the

QUANTITY will be held to be the intended price.

d. The provision at FAR 52.212-1, Addendum to Instructions to Quoters-Commercial, applies to this acquisition.

e. The provision at FAR 52.212-2, Addendum Evaluation-Commercial Items applies to this acquisition. See FAR 52.212-

2 Addendum for additional information.

f. All delivery of items and services shall be performed in accordance with the Performance Work Statement and

36C25621Q1431 –Additional Requirements.

g. Quoter must submit both Technical and Price volumes. See FAR Clause 52.212-2 Addendum for basis for award.

h. All quotes shall remain valid for 120 calendar days.

Attachments(s):

1. 36C25621Q1431 – Additional Requirements

2. Wage Determination

36C25621Q1431

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:

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other []

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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Elevator Number: T1 B100, Make: Otis, Year: 1989

Contract Period: Base

POP Begin: 09-20-2021

POP End: 09-19-2022

Elevator Number: T2 B100 , Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: T3 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: T4 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: T5 B100, Make: Matot, Year: 1989

Contract Period: Base

Elevator Number: T6 B100, Make: Matot, Year: 1989

Contract Period: Base

Elevator Number: D1 B100, Make: Matot, Year: 1989

Contract Period: Base

Elevator Number: D2 B100, Make: Thyssen, Year: 1989

Contract Period: Base

Elevator Number: D3 B100, Make: Matot, Year: 1989

Contract Period: Base

Elevator Number: D4 B100, Make: Matot, Year: 1989

Contract Period: Base

Elevator Number: Fisher House 1, Make: Thyssen, Year: 1989

Contract Period: Base

Elevator Number: Fisher House 2, Make: Thyssen, Year: 2013

Contract Period: Base

Elevator Number: Fisher House 3, Make: Thyssen, Year: 2016

Contract Period: Base

Elevator Number: BLDG 108A 2 Units, Make: Canton Elevator, Year: 2017

Elevator Number: Parking Garage 2 Units, Make: Otis G2O, Year: 2017

Contract Period: Base

Elevator Number: P1 B100, Make: Schindler, Year: 2005

Contract Period: Base

Elevator Number: P2 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P3 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P4 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P5 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P6 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P7 B100, Make: Otis, Year: 1989

Elevator Number: P8 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P9 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P10 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P11 B100, Make: Esco-Otis, Year: 1989

Contract Period: Base

Elevator Number: P12 B100, Make: Esco-Otis, Year: 1989

Contract Period: Base

Elevator Number: P13 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P14 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P15 B100, Make: Otis, Year: 1989

Elevator Number: P16 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S1 B100, Make: Thyssen, Year, 2014

Contract Period: Base

Elevator Number: S1 B100, Make: Thyssen, Year: 1989

Contract Period: Base

Elevator Number: S2 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S3 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S4 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S5 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S6 B100, Make: Otis, Year: 1989

Elevator Number: S7 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S8 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S9 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S10 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: S11 B100, Make: Esco-Otis, Year: 1989

Contract Period: Base

Elevator Number: S12 B100, Make: Otis, Year: 1989

Contract Period: Base

Elevator Number: P1 B109, Make: Montgomery, Year: Updated 2015

Contract Period: Base

Elevator Number: S1 B109, Make: Montgomery, Year: Updated 2015

Elevator Number: P1 B110, Make: Dover, Year: Updated 2015

Contract Period: Base

Elevator Number: D5, Make: Matot, Year: 1989

Contract Period: Base

Elevator Number: B125 P1, Make: Thyssen-Krupp, Year: 2020

Contract Period: Base

1.00 JB __________________ __________________

Other Direct Costs - Non-routine maintenance and repair Parts Rider $80,000.00

The contractor shall receive prior approval from the COR and CO prior to ordering any parts. Supporting information is required with any parts request.

Contract Period: Base

The contractor shall provide emergency call back services in accordance with the

Performance Work Statement. Not to exceed 40 hours per year.

Hourly Rate: $______________

1.00 LT __________________ __________________

The contractor shall replace ropes in accordance with the Performance Work

Statement

Contract Period: Base

Contract Period: Option 1

POP Begin: 09-20-2022

POP End: 09-19-2023

Contract Period: Option 1

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Elevator Number: D4 B100, Make: Matot, Year: 1989

Contract Period: Option 1

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POP Begin: 09-20-2023

POP End: 09-19-2024

Contract Period: Option 2

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Elevator Number: T6 B100, Make: Matot, Year: 1989

Contract Period: Option 2

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Statement

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POP Begin: 09-20-2024

POP End: 09-19-2025

Contract Period: Option 3

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Elevator Number: D4 B100, Make: Matot, Year: 1989

Contract Period: Option 3

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POP Begin: 09-20-2025

POP End: 09-19-2026

Contract Period: Option 4

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Elevator Number: T6 B100, Make: Matot, Year: 1989

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GRAND TOTAL __________________

Elevator Maintenance and Repair Services

Performance Work Statement

1. BACKGROUND AND RELATED REQUIREMENTS

1.1. SCOPE OF SERVICES

It is the objective of Michael E. DeBakey VA Medical Center (MEDVAMC)to enter into a contract with a licensed Contractor for full and complete preventive maintenance, repair, renovation and inspection of elevators (electronic and hydraulic) located at 2002 Holcombe

Boulevard in Houston, Texas 77030.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform elevator maintenance and repair services on forty-nine (49) elevators, in accordance with the term and conditions outlined.

1.2. BACKGROUND AND GENERAL INFORMATION

The MEDVAMC serves as the primary health care provider for more than 113,000 Veterans in southeast Texas. Veterans from around the country are referred to the MEDVAMC for specialized diagnostic care, radiation therapy, surgery, and medical treatment including cardiovascular surgery, gastrointestinal endoscopy, nuclear medicine, ophthalmology, and treatment of spinal cord injury and diseases.

Located on a 119-acre campus and built in 1991, MEDVAMC is a state-of-the-art facility with

350 acute care beds, a 40-bed Spinal Cord Injury Center, and a 141-bed Community Living

Center. An automated, computer-controlled transport system delivers food, laundry, and supplies throughout the building. The six-story granite building is designed with four exterior sections and four atriums that contain patio gardens, wheelchair basketball courts, and a rehabilitation pool.

A. Period of Performance

The period of performance shall be (12) months with four (4) 12-month option periods exercisable at the discretion of the Government. The Period of Performance reads as follows:

• Base Period: September 20, 2021 – September 19, 2022

• Option Period 1: September 20, 2022 – September 19, 2023

• Option Period 2: September 20, 2023 – September 19, 2024

• Option Period 3: September 20, 2024 – September 19, 2025

• Option Period 4: September 20, 2025 – September 19, 2026

B. Invoice Instructions

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.tungstennetwork.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).

C. Periodic Progress Meetings

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office. The Contracting Officer (CO), Contracting Officer’s

Representative (COR), and designated Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the

CO will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.3. DEFINITIONS

A. VA Administrative Hours are from 8:00 AM to 4:30 PM, Monday through Friday, excluding federal holidays.

B. Non-Administrative Hours are from 4:30 PM to 8:00 AM, 24 hours on weekends and federal holidays.

C. Technicians Alternative Hours are from 6:00 AM to 2:30 PM. (and) from 9:30 AM to

6:00 PM

D. Contracting Officer Representative (COR): An individual designated in accordance with the authority contained in VA Acquisition Regulation (VAAR) 801.603-70 and 801.603-and authorized in writing by the contracting officer to perform specific technical or administrative functions. The COR is authorized to perform the following functions:

assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract;

issue written interpretations of technical requirements, including Government drawings, designs, specifications in accordance with the contract; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

E. Original Equipment Manufacturer (OEM): The original manufacturer that makes devices from component parts. OEM may/may not have approved parts distributors and certified service providers.

1.3.1 HOURS OF OPERATION

The Government hereby provides notice and Contractor hereby acknowledges receipt that

Government personnel observe the listed days as holidays: Services shall be performed during the VA normal business hours, 8:00 a.m. through 4:30 p.m., Monday through Friday, excluding Federal holidays any scheduled work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO. VA follows all Federal holidays that are set by law (USC Title 5

Section 6103).

• New Year's Day January 1

• Martin Luther King's Birthday Third Monday in January http://www.x12.org/

• President's Birthday Third Monday in February

• Memorial Day Last Monday in May

• Independence Day July 4

• Labor Day First Monday in September

• Columbus Day Second Monday in October

• Veterans Day November 11

• Thanksgiving Day Fourth Thursday in November

• Christmas December 25

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Executive Order.

• Any other day designated by the President’s Proclamation; and

• Any other day designated by Federal Statute

1.4. SUMMARY OF WORK

A. Preventative Maintenance Checklist

The Contractor utilized a VA approved a Preventative Maintenance (PM), testing and maintenance Check Chart/Checklist that covers each component or assembly. The Check

Chart and Checklist shall be in accordance with all current ASME, NFPA and all other applicable standards.

Frequency: Contractor shall submit PM work sheets for VA review and approval in according to the OEM maintenance schedule (e.g. daily, weekly, monthly, quarterly, semi-annual and annual basis). PM work sheets shall include daily, weekly, monthly, quarterly, semi-annual and annual maintenance in accordance with the original equipment manufacturer recommend maintained and current industry standards.

B. Specific Services

Covered equipment listed on the schedule encompass all system components and associated apparatus as normally supplied and required for operation by the manufacturers in the currently installed configuration, including integrity of connections to building utilities, excluding building utility supply lines up to the point of manufacturer provided hardware. Replacement of interior cab indicator and hall indicator lights and monthly cleaning of all elevator pits is included. Contractor shall clean all elevator pits during non-administrative hours. Cleaning of the interior of cars and exterior hoist way frames and doors are not excluded.

• Contractor shall perform weekly systematic examination of equipment.

• Cleaning, lubricating, adjusting, repairing and replacing of all parts as necessary to keep the equipment in first-class condition and proper working order and changing all indicator lamps as needed.

• Furnishing all lubricant, cleaning materials and parts required.

• Equalizing tension, shortening or renewing of hoisting ropes where necessary. To includes but no limited to hoisting ropes or other cables determined to need replacement during the semi-annual elevator inspection. All hoisting rope replacement work performed under this contract will be subject to all terms and conditions of this contract. Hoisting Rope Replacements will be completed during non-Administrative hours unless otherwise approved by the Contracting Officer

Representative (COR).

• The performance standards set forth in the original building specification including flight time, cycle time, and door times, shall be maintained at all times.

• The operational system shall function, to the original standards specified, including any changes and/or adjustments required meeting varying conditions of hospital occupancy.

• Smooth starting and stopping and accurate leveling at all times.

1. Emergency Callback Service: Emergency Callback Service shall be provided 24 hours a day, 7 days a week for all elevator locations. Contractor shall provide a dedicated contact telephone number and escalation path (backup numbers) for emergency services. All callbacks for emergency service shall be answered within the following time frame. Trap calls during regular working hours will be answered within 15 minutes; outside regular working hours, trap calls shall be answered within one hour. Emergency callback service is defined as outside the VA Administrative

Hours and Non-Administrative Hours of the assigned technician(s).

• The COR will contact the contractor should a shutdown or emergency trouble develop between regular examinations. Emergency Service call back response time Monday through Friday during normal technician working hours excluding

Federal Holidays.

2. Service Ticket: Service and emergency personnel shall report to the COR or his authorized representative upon arrival at the hospital and again upon completion of the required work. A copy of the work ticket containing a complete description of the work performed shall be given to the COR. All personnel shall check in at the Energy

Control Center located in Building 104 upon arrival and again upon leaving the premises. If the COR is not available, the service ticket may be left at the Energy

Control Center in Building 104.

3. PM Website: The Contractor shall maintain a website listing the date and time of all examinations and all trouble calls. Each trouble call shall be fully described, including the nature of the call; date and time of the call and necessary correction performed, and/or parts replaced. This database will be kept maintained at least monthly with all up to date information. The website will also include written preventive maintenance procedures the contractor uses and the frequency in which those PM procedures are conducted for each piece of equipment worked on. The website will allow authorized VA personnel access at any time remotely 24 hours per day, 7 days per week.

4. Monitoring Software: The contractor must provide Real-Time Monitoring Software for each unit to allow the contractor and VA staff to continuously monitor elevator equipment performance to facilitate troubleshooting and predicting operational problems in each unit and its associated equipment. This applies to the three Fisher

House Units, B110, B109, B108A, Building 125 (Admin Building), and The Parking

Garage. The monitoring software shall be kept up to date and the contractor shall provide the VA with the most recent version of this software.

5. Digital Cycle Counters: The Contractor shall provide the installation of resettable digital cycle counters to be installed on a minimum of twenty units. Cycle information from these counters shall be available on the contractor’s website and will be displayed as cycles per month for each unit. All counters shall be installed on elevator units in Building 100. Nine-(9) of these shall be installed on B100 Passenger elevators, Nine-(9) shall be installed on B100 Service elevators and two-(2) shall be installed on B100 Freight Elevators.

6. The Contractor shall obtain all necessary licenses, permits, and insurance required by the state to perform the work under this contract. All costs associated with obtaining necessary licenses, permits, and insurance is the Contractor’s responsibility.

C. Scheduled Maintenance Requirements

1. The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time.

2. Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment.

3. PM and repairs shall be performed during Administrative hours on the same day of each week. If the day falls on a holiday, the contractor shall perform the required PM and repairs on the next business day following the holiday. The contractor shall notify the COR if he/she changes the PM and repairs day if he/she cannot perform in accordance with the schedule. All changes must be received within seven days from the scheduled service date. Rescheduling service by the contractor more than once during the contract performance period is considered non-compliance with the contract.

4. For all covered traction type elevators and cartlifts, the Contractor shall schedule and perform comprehensive PM consisting of weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule, as indicated by the applicable PM, testing and maintenance check charts and checklists approved by the VA. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A

17.1 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results.

5. For all covered hydraulic-type and other types of elevators, Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule, as indicated by the applicable PM, maintenance and testing check charts and checklists approved by the VA. Contractor shall also provide weights and perform annual and five-year inspection tests as per

ASME A 17.1 and A 17.2 Code, cooperating with a certified inspector contracted by

VA to witness tests and record results.

6. For all covered dumbwaiter systems, Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A 17.21 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. All check charts must be electronic and can be web based.

7. The contractor shall submit to the VA for approval, check charts and checklists indicating the frequency and schedule for applicable items, and the methods for performing this service. Contractor shall perform service in accordance with industry or OEM service recommendations in accordance with the PWS. The monthly PM check charts include an item for Contractor to certify the reliability of all life-safety critical components and shall be filled out and submitted upon completion of the monthly PM service.

8. Repair Schedule - Weekly PM service shall be conducted to find and correct any problems. Contractor shall immediately resolve deficiencies, including items designated for specific attention under monthly inspections. Deficiencies found during inspections where no parts are required to correct shall be completed within 8 hours. Deficiencies found during inspections requiring installation of new parts shall be completed within 3 days in situations where parts are readily available from the

OEM. Deficiencies found during inspections requiring installation of new parts where parts are not readily available from the OEM and require a lead time over a week the COR will independently confirm the availability of the parts. Once the parts are received within the confirmed delivery time frame from the COR, the contractor shall complete the repair in 5 days. Contractor shall complete approved daily PM check charts and checklists to indicate whether specific key items were found to require maintenance and the nature of service performed. The check charts and checklists shall be turned in to the contact office when work has been completed for the day.

9. During all PM service, any specific device cleaning, lubrication, adjustment or part replacement which is performed shall be indicated on accompanying service reports.

10. PM visits shall be performed at times convenient to the VA, with weekly or bi-weekly PM being conducted according to a pre-arranged recurring schedule, to be specified or approved by the VA Engineering COR within three days from the effective date of award. Weekly/bi-weekly and monthly PM service shall include, but are not limited to:

• Systematic examination of system condition/performance, which includes as a minimum riding in car to each floor (elevators) or transporting loads to various floors (cartlifts, dumbwaiters), checking audible/ visual indicators and system response to call buttons or switches at landing stations, inspecting machinery and mechanical spaces, inspecting all door safety interlocks and submitting findings and corrections in detailed service report and PM check chart.

• Cleaning, lubricating, adjusting, and replacing of all parts as necessary to keep the equipment in full and proper working order, and to keep all parts and apparatus within manufacturer accepted tolerance specifications

• Equalizing tensions, shortening or renewing of hoisting ropes where necessary.

• Keeping equipment always adjusted to original or currently specified performance standards, including flight times, cycle time and door times.

• Assuring continuously smooth starting and stopping, accurate leveling, and freedom from performance deterioration perceptible to occupants, such as shaking, hesitation, vibrations, rattles or squeaks.

• Keeping machinery and mechanical spaces clean and free of rubbish.

• Scheduled service includes, but is not limited to, items on approved PM check charts and checklists.

• As part of this contract the contractor shall install electronic troubleshooting software that sends out alerts to contractor staff of impending maintenance issues. These electronic alerts shall help the staff in determining frequencies of

PM, maintenance and testing and help contract staff in quickly recognizing and rectifying problems. This applies to all of the elevators listed on the awarded contract.

• Contractor shall coordinate with VA Fire Alarm contract staff in performing any related annual or semi-annual fire alarm testing for each elevator. This work shall be performed after normal technician working hours.

11. Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and VA will issue a contract discrepancy report. Criticality of this equipment requires that continued failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means.

12. Where specific maintenance procedures or guidelines are given by the VA, the

Contractor shall perform in accordance with these guidelines in addition to industry guidelines described in section titled, “Contractor Standards”. If a specific procedure is not given by the VA, the original equipment manufacturer's recommended PM procedure, as described in their service manual, will be followed.

D. Corrective Maintenance Call Back Service

1. Except for emergency callback service, the Contractor shall perform all work during

Administrative Hours of normal working days 8:00 a.m. to 4:30 p.m. excluding

Federal holidays, unless specifically instructed otherwise by the COR. Contractor shall provide, at no additional cost, corrective maintenance call back service for malfunctions during VA administrative hours, not successfully preempted by PM service. Parts for corrective maintenance shall be at no charge unless there is evidence of abuse or other criteria outside this contract scope.

2. A Contractor representative shall report to the Engineering contact office prepared with sufficient material and labor resources to complete repairs, within two hours

(outside of normal hours; one hour for entrapments) of notice by VA of a performance problem with covered equipment and within fifteen minutes of notice during VA Administrative Hours. VA may choose to specify a later, more convenient time for beginning the work, and the Contractor shall report at the designated date and time. Callbacks are not to take time away from preventive maintenance and other requirements required under this contract. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the contractor’s control preclude resolution of the problem that day, the COR must be notified with an explanation of the delay. Deficiencies found during inspections where no parts are required to correct shall be completed within 8 hours. Deficiencies found during inspections requiring installation of new parts shall be completed within

3 days in situations where parts are readily available from the OEM. Deficiencies found during inspections requiring installation of new parts where parts are not readily available from the OEM and require a lead time over a week the COR will independently confirm the availability of the parts. Once the parts are received within the confirmed delivery time frame from the COR, the contractor shall complete the repair in 5 days.

3. The Contractor shall have personnel on station at all times during Administrative

Hours due to the large number of machines included in this contract and the extremely high usage rate experienced by each machine. A list of names of these individuals shall be submitted to the COR upon award of the contract.

4. Calls received from anyone else should be relayed to the appropriate VA Engineering

COR for investigation. The Contractor shall have service ticket on each service call signed by COR or Government designee. Service ticket shall identify the respective piece of equipment, description of problem, description of corrective measures taken, and date and time unit were returned to regular service.

5. Service tickets shall be signed, and a copy left with the COR or designee. Failure to do so shall result in non-payment for work. Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc.

6. The Contractor shall proceed without unreasonable delay to troubleshoot and correct reported problems, while minimizing time equipment is out of service. Contractor shall provide detailed explanation and documentation for any problems which cannot be resolved the day work is begun. Deficiencies found during inspections where no parts are required to correct shall be completed within 8 hours. Deficiencies found during inspections requiring installation of new parts shall be completed within 3 days in situations where parts are readily available from the OEM. Deficiencies found during inspections requiring installation of new parts where parts are not readily available from the OEM and require a lead time over a week the COR will independently confirm the availability of the parts. Once the parts are received within the confirmed delivery time frame from the COR, the contractor shall complete the repair in 5 days.

7. Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR. For after-hour response time to after-hour callbacks, Contractor shall respond and take corrective action at the site within 1 hour for passenger entrapments, 2 hours for all other service calls. A separate CLIN will be a part of the contract for a unit price for Emergency Call Back Services not to exceed

40 hours per year inclusive of travel time.

8. When any malfunction is reported for a covered system while contractor representative is on site for any other service, Contractor shall investigate prior to departing site, restoring operation as soon as necessary materials and equipment are available within the time frames specified herein for deficiencies found during inspections. Deficiencies found during inspections where no parts are required to correct shall be completed within 8 hours. Deficiencies found during inspections requiring installation of new parts shall be completed within 3 days in situations where parts are readily available from the OEM. Deficiencies found during inspections requiring installation of new parts where parts are not readily available from the OEM and require a lead time over a week the COR will independently confirm the availability of the parts. Once the parts are received the contractor will have 5 days to complete the repair.

1.5. EMERGENCY CALL BACK SERVICE

Contractor shall respond to emergency service calls twenty-four hours per day, seven days per week, including federal holidays, within two hours of notice, one hour for passenger entrapments. When the immediate safety of equipment or persons in and about the vertical transport system is potentially jeopardized by system malfunction, Contractor shall respond as soon as possible, but within one hour, without additional charge. Such service shall be limited to safely removing persons trapped in stalled cars, and minor adjustments and repairs necessary to alleviate the perilous conditions. It would also include the continued operation of units considered critical to VA operations. When emergency service does not rectify all problems, Contractor shall return to the VA by 8:00 a.m. the following workday to restore proper operation.

Contractor must respond to emergency call back service, within two hours or less, (one hour or less if in patient care or patient quarters building and one elevator is already out of service in that particular building), and will be provided in response to requests by telephone or otherwise from the (1) Contracting Officer, (2) COR, or (3) their designees in case of a malfunction or if emergency trouble should develop between regularly scheduled maintenance. This call back service shall be rendered at any hour of any day of the week as requested at no extra charge to the Government. Failure to maintain an acceptable rate of callbacks will be grounds to initiate termination for default.

1.6. OTHER WORK

Maintenance problems discovered on equipment covered by this contract which the contractor believes exceeds the scope of contract provisions, shall “not” be worked on. The contractor shall immediately notify the COR of any equipment or environmental conditions which impair or jeopardize the functioning of the equipment.

1.7. DOCUMENTATION AND VERIFICATION

A. The Contractor shall maintain a separate maintenance record on each elevator. All maintenance records shall be readily available anytime upon request for inspection by the

CO, COR or designee. The maintenance record is the property of the Government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information:

• Date

• Nature of work (i.e. PMRS or call back)

• Description of work performed (contractor should be brief and concise)

• Any indication of problems experienced

• Initial or signature of mechanics performing work.

B. Contractor shall be required to furnish maintenance, testing, and operational information as detailed below. This shall be either in the form of written reports with contractor name/logo or reports available on contractor owned and maintained website. If the website is down for a long duration, the Contractor shall be able to provide all of the below information to VA in written form within twenty-four hours after a written request is made to the contractor:

• Maintenance History - Information used by the mechanic after each scheduled exam to record the work that was accomplished.

• Weekly Planner Information - Information used to plan the required maintenance procedures for the next scheduled exam. The required maintenance procedures will be determined based on the elevator usage and callback history so as to schedule maintenance procedures on elevators where the most benefit will be derived.

• Usage Meter - Contractor to install on each elevator controller group which will count elevator starts and display the cumulative total. The total elevator starts shall be logged onto the Weekly Planner Information.

• Computerized Callback Report - Report to be generated daily that shall include all callbacks (shutdown or malfunctions) generated the prior day and shall include the following information: Elevator status, cause of malfunction, repair completed by equipment area, time the call was placed, time the mechanic arrived, time the elevator was repaired, the date, the elevator designation, the person who placed the call and the mechanic who accepted the call.

• Flag Report - This report shall list all elevators with 2 or more callbacks in the previous month. This information combined with the elevator Usage Meter count shall be utilized to schedule maintenance tasks. The Flag Report shall separate the callbacks by equipment area (e.g.: controller, door, generator, etc.).

• Maintenance Procedure Manual(s) - The manuals shall describe the standard work process for each maintenance procedure. These manuals shall describe the complete maintenance procedure and must be followed if the task is to be counted as "complete" in the Weekly Planner and Maintenance History forms.

1.8. COORDINATION WITH EQUIPMENT USERS

Once on site, Contractor representatives shall coordinate performance of work with the equipment users, through the COR as necessary. Contractor shall notify "area supervisor" of his presence as well as of possible disruptions which may affect their operations. At all times, Contractor representatives shall respond to inquiries from VA personnel regarding any operational aspect of the work they are performing, or shall direct that party to the COR.

Contractor shall notify area supervisor of repair status prior to leaving the area for the day. Small occasional delays (up to one hour per occasion) in Contractor's progress due to coordination with equipment users are considered a normal part of work, but VA will make every effort to eliminate delays in work progress.

1.9. CONDITION OF EQUIPMENT

Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. Offerors should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required.

1.10. 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.

2. CONTRACTOR REQUIREMENTS

A. Contractor shall have sufficient financial resources to successfully provide scope of services described herein. Possess all the manpower, equipment, tools, and ready sources of parts as necessary to promptly, skillfully, and expertly carry out the conditions of the requirement.

B. Contractor shall be a licensed elevator mechanic from a state with a licensed elevator mechanic requirement within the United States of America and insured to perform work in the state of Texas and have necessary qualifications as required by the local authority having jurisdiction to perform services outlined herein.

C. Contractor shall have been in the business (for a minimum of five (5) years) of providing elevator maintenance and repair services for the elevators and equipment that will be a part of this contract. Expertise, experience, and regular business to include the repair, maintenance and servicing of both traction type machines and hydraulic machines of the passenger, freight and hospital type elevators.

D. The contractor’s personnel shall be certified and approved by OTIS, MATOT, MONTGOMERY, DOVER, THYSSEN-KRUPP, CANTON and SCHINDLER (the respective original equipment manufacturer) to perform maintenance and repairs on the respective manufacturer’s equipment.

E. Contractor shall have demonstrated experience in performing similar services. All submitted documents shall be updated. Expired licenses or certifications will not be accepted.

F. Contractor shall comply with the most recent applicable codes and standards as outlined in this PWS.

G. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of the contract manager and an alternate shall be designated in writing to the CO/COR prior to the contract start date. Changes to personnel shall be submitted to the Government within five (5) working days of the changes. The Contract Manager or alternate shall have full authority to act on all contract matters relating to the daily operation of the contract on behalf of the contractor.

The Contract Manager or alternate shall be available to speak/meet with the CO/COR within one hour of request.

H. Contractor shall 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 shall have technical qualifications of at least five (5) years of successful experience in the elevator industry. Apprentices shall be actively pursuing

Certified Elevator Mechanic/Technician status. Certificates shall be submitted to the

CO/COR.

I. All employees of the contractor performing work under this contract at the VA for more than forty (40) hours over contract period shall have completed up to one hour of

Infectious Control training provided by the VA. All employees of the contractor shall have completed a 10-hour OSHA Safety Course. Certificates of completion shall be submitted to the CO/COR.

J. The selection, assignment, and management of contractor’s employees are the responsibility of the Contractor.