36C25623Q0506_1.docx

36C25623Q0506

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

502-23-1-5022-0008

02-23-2023 Tiffany Conner 3189904064 03-13-2023 10am

CDT

Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101

X

238290 $19.5 Million

N/A

Alexandria VA HCS

2495 Shreveport Highway 71 N Pineville LA 71360

Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically 1-877-489-6135

See CONTINUATION Page Elevator Preventative maintenance & Repair services for the ALEXANDRIA VA HEALTHCARE SYSTEM.

Period of Performance: April 1, 2023- March 31, 2024 Option Year 1 April 1, 2024- March 31, 2025 Option Year 2 April 1, 2025- March 31, 2026 Option Year 3 April 1, 2026- March 31, 2027 Option Year 4 April 1, 2027- March 31, 2028

*This solicitation is unrestricted*

All questions MUST be submitted by 1:00 p.m. CST March 6, 2023, to tiffany.conner@va.gov

RFQ close March 13, 2023 @ 10am CST

See CONTINUATION Page 502-3630162-5022-854100-2543 010055590 x x

Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

MAINTENANCE & REPAIR SERVICE

1) The scope of services contained within this Request for Quote both outline and define the various requirements for proposers to provide maintenance and repair for the Alexandria VA Health Care System. These services are broad and comprehensive in nature; the Contractor will be responsible for all corrective/unscheduled maintenance (including any pre-existing conditions) and repair services along with their associated costs.

2) INSPECTION, MAINTENANCE & REPAIR SERVICE

a) Furnish inspection, maintenance and repair service on all fifteen (15) passenger elevators, three (3) freight elevators, and one (1) cart lift identified in the Schedule of Elevators (Attachment A) commencing fifteen (15) calendar days after contract award and continuing for a base with one year options, if exercised. Five (5) elevators are currently under a construction contract for upgrading. Therefore, those elevators will be in and out of service temporarily until project is completed in March of 2023.

b) Scope of Work

i) The contractor shall obtain all necessary licenses and/or permits required to perform the work.

ii) The Contractor shall furnish all material, labor, lubricants, hydraulic fluids, supervision, tools, shipping, travel and equipment necessary to provide full preventive/scheduled maintenance (including but not limited to maintenance certifications, inspections, compliance inspections, tests, including all tests required by the current ANSI/ASME A17.1 Elevator Safety Code, etc.) and repair services, including all adjustments, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the equipment manufacturer. All adjustments, repairs and modifications must be in conformance to the manufacturers’ guidelines and/or the following industry standards, as applicable, whichever is more stringent:

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

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

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

(4) ANSI/NPA 70 National Electric Code, latest edition

(5) Manufacturers’ requirements and specifications on inspection, maintenance and operation of each elevator model.

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

iv) The Contractor shall post a COR approved check chart for each elevator in each machine room in a conspicuous place. This check chart shall list each elevator component – showing schedule of manufacturers’ recommended frequency of inspection of each component on a weekly, monthly, semi-annually, annually or other frequency. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor’s employee to indicate that the work has been accomplished. Check chart shall be available for review at the COR’s request and the Contractor will physically show the COR the completed work on request.

v) Safety tests and other tests and inspections shall be performed by the Contractor. Contract shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 (latest edition) and ANSI/ASME A17.2 (latest edition).

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

vii) Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Medical Center.

viii) All elevators provided with firefighters’ service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase II to assure the system is maintained in proper operating order in accordance with A17.1 Code. A written record of deficiencies on the operation shall be made available to the Contractor. (See Attachment B for firefighters’ test log) Testing shall be done by the VA fire department and a written record shall be kept on the premises of said operation. Any deficiencies shall be corrected by the contractor within a week of notification. A written notice will be given to the VA fire department at the time deficiencies have been corrected, so the firefighter service operation can be retested.

ix) The following ASME Code A-17.1-2010 – 8.6.10.1 test is mandated to be performed monthly and is the responsibility of the Contractor to perform without additional charge:

(1) EMERGENCY PHONE OPERATION:

(a) Remove phone receiver from phone, wait for response from an Alexandria VA Health Care System representative. Once response is received, inform the representative with elevator number and that an emergency phone operation test is being conducted. Repeat for next elevator. All elevator emergency phones must ring to the Medical Center (318-466-2721). Elevator emergency phones are mandated to be checked on a monthly basis and after each and every power failure that affects the buildings. If there is no response from a VA Health Care System representative, the technician is to notify the COR of emergency phone operation failure immediately and document on service ticket to be signed by the COR or authorized Engineering office staff.

x) All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR.

c) An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services.

d) Contractor shall have all maintenance tickets signed by the COR.

e) The following performance levels shall be maintained at all times:

i) Contact speed and brake to brake flight time shall be maintained as originally installed and adjusted.

ii) Leveling accuracy shall be maintained at all times.

iii) Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands at each floor.

iv) Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times.

v) Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR.

vi) Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date, and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR.

vii) Contractor shall furnish hoist way shaft and car light fixtures.

viii) Contractor shall furnish and replace signal system lamps. Re-lamping of light and signal fixtures shall be done once per month, but more often if required.

f) The Contractor shall furnish all labor and supplies, parts and materials necessary to regularly and systematically clean, examine, adjust and lubricate as required and if conditions warrant, repair or replace, as follows:

i) Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts.

ii) Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings.

iii) Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical and electrical driving equipment.

iv) Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws.

v) Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight guide shoes including rollers or gibs.

vi) Hoist way door interlocks, hoist way door hangers, bottom door guides and auxiliary door closing devices.

vii) Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoes including gibs and rollers.

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

ix) Hoist way shaft and car light fixtures, car emergency lighting, car top lighting, hall call stations and components, hall lanterns and components, pit lighting, car ventilation fan and fan motor, infra-red sensors or detectors, elevator signal and accessory system circuitry, handicap signals, corridor position indicators and car position indicators and car travel lanterns and equipment.

x) Where applicable to hydraulic elevators, include the following: cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gages and tanks.

xi) All parts and materials shall be of the original manufacturers’ design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer.

g) The Contractor shall also:

i) Maintain an adequate factor of safety, to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist way and machine room wiring.

ii) Keep car emergency light units and emergency power circuits, where provided in accordance with Code requirements in an operable condition at all times.

iii) Furnish lubricants specified to the various lubrication needs.

iv) Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each machine room for the performance of routine preventative maintenance.

v) Maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams is not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center. All wiring diagrams and prints are the property of the VA Health Care System. Any changes made to the diagrams will be duly noted signifying the type of change, the date the change was made, and the name of the person and firm making the change. Prints and diagrams will not be removed from the premises without the written permission of the VA Health Care System.

vi) Maintain a separate maintenance record on each elevator and cart lift. The maintenance record shall be kept in the elevator equipment room and shall be readily available for inspection by the COR or designee. The maintenance record is the property of the government and a copy of the complete file furnished to COR during the first week of the last month of the normal contract term. The maintenance record shall be a chronological file that includes a complete parts list and copies of all service reports which should include the following information:

(1) Date

(2) Nature of work (i.e. PMI or call back)

(3) Description of work performed (should be brief and concise)

(4) Any indication of problems experienced

(5) List of any parts replaced

(6) Initial or signature of mechanics performing work

vii) The Contractor shall instruct his personnel that when they perform work under this contract they shall comply with the following procedures:

(1) Upon arrival at the station, the Contractor shall report to Police Service to get a Visitor’s badge.

(2) Contractor shall then check in with the Utilities and Operations Unit Supervisor or designee.

(3) Upon each departure, Contractor will serve notice of disposition of work to the COR or designee. In addition, the Contractor shall furnish the Utilities and Operations Unit Supervisor or his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information:

(a) Name and address of Contractor

(b) Name of Contractor employee(s) performing the work.

(c) Date(s) work performed and hours spent.

(d) Brief description of work performed, including PMIs and identification of equipment worked on.

(e) Signature of Contractor’s employee(s) and signature of Utilities and Operations Unit Supervisor or designee.

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

viii) Semi-annually clean hoist way including all equipment located in or moving through the hoist way, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers.

ix) The Contractor shall ensure that the elevator pits and elevator machine rooms are kept clean and free from dirt and debris. Contractor shall clean and vacuum all machine rooms once a month to remove dust and debris accumulation.

x) The Contractor is mandated to meet with the VA Health Care System on an annual basis to discuss the maintenance program, repair schedules, call back reports and other issues. An annual elevator report will be sent to the VA Health Care System one (1) week in advance of the annual meeting for review and discussion of items of concern determined by the VA Health Care System.

h) Work excluded: The following work is specifically excluded from this contract:

i) Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives or his employees. The COR or designee must sign approval in advance for any extra charge work attributed to vandalism or misuse. No invoice will be paid without signed prior approval.

(1) Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost.

(2) Misuse of the term vandalism will not be accepted as extra cost to the VA Health Care System. Vandalism shall be defined as the intent to destroy. Contractor shall immediately notify the VA Health Care System of any misuse, abuse or accidental damage and document incident before the owner accepts as extra cost.

ii) Installation of new attachments which may be required or recommended by insurance agencies or Government Authorities.

iii) Repairs or replacement of cab enclosure, hoist way enclosures, door frames and sills, machine room lighting, cab tile or carpet.

iv) Replacement of underground hydraulic piping or hydraulic cylinder.

v) For the purpose of clarification, any item not specifically excluded shall be considered the Contractor’s responsibility.

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

i) Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days, 8:00 am to 4:30 p.m. excluding Federal holidays (New Years Day, Birthday of M. L. King JR., Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day), unless specifically instructed otherwise by the COR or designee with prior signed approval.

i) Emergency callback service shall be provided 24 hours a day, seven days per week, as requested by the COR or designee.

j) The Contractor shall provide callback services for each elevator as follows: Callback service is defined as requests for each individual elevator, either during or after normal working hours, to correct any elevator problem or condition, which needs attention. Callbacks during normal working hours consists of responding to VAHCS to each individual elevator service call and take corrective action at the site within one (1) hour for passenger entrapments, two (2) hours for all other service calls. Callbacks are not to take time away from preventive maintenance and other requirements required under this contract, equipment malfunctions shall be corrected the same date 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.

i) The Contractor shall have service ticket on each service call signed by COR or designee. Service ticket shall identify the respective piece of equipment, description of problem, description of corrective measures taken and date and time unit was returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR. Failure to do so will result in non-payment for extra charge work.

ii) Emergency service or repairs authorized by the COR, which occur after the normal hours of operation, shall be accomplished at the overtime-hourly rates specified in the pricing schedule. The VAHCS will be responsible for premium portion of the overtime rate only. All overtime service calls shall be handled by one mechanic only unless approved in advance by the COR. If regular time work must be carried over and the Contractor wishes to continue to work beyond the VAHCS’s normal hours of operation, authorization for overtime work must be obtained from the COR before proceeding.

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

iv) The Contractor is mandated to provide repair and callback records indicating the reason for the callback, repairs made and status. Dates and initials of service technicians and repair personnel are required for all work. Schedules and records will be made available to the VA Health Care System at all times.

v) Contractor shall notify the COR or designee in person after completion of each regular time service call and notify the VA Fire Department on overtime calls.

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

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

m) The Contractor shall comply with the following procedures when an elevator is removed from service for any reason:

i) Notify Engineering Service, Maintenance and Operations Supervisor, either by phone (318-466-2838), or in person, before removing elevator from service. If work requires more than one day, daily notifications will be made. Notify Engineering Service when placing the elevator back in service. Contractor’s employees shall turn in Elevator Report Forms which will furnish the information to the Maintenance and Operations Supervisor.

(1) The time of day that each elevator can be shut down for routine maintenance will be schedule with the VA Health Care System to minimize the disruption caused by the elevators being out of service. If for any reason the elevator should be out of service for more than 60 minutes, the Contractor shall notify the VA Health Care System when the elevator was taken out of service, the reason why, and what time the elevator is expected to be put back into service for proper and safe operation. The Contract shall be responsible for any and all signage, on all floors, to inform tenets of elevator outage.

n) The Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to the elevator, which the Contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by signed agreement between the COR and the Contractor.

o) Inspection

i) All service and repair work shall be performed in compliance with the most current version of the elevator code, not to include any mandated changes to the existing equipment or operation American Society of Mechanical Engineers Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walks, ASME A17.1 including supplemental adoptions will be required and shall be subject to safety inspections by the VAHCS designated Qualified Elevator Inspector (QEI). The Elevator Contractor shall provide personnel who are familiar with the equipment for inspections. The Qualified Elevator Inspector (QEI) is to witness the Contractor performing the Annual Periodic and Semi-annual Routine Elevator inspections and tests. The Contractor is mandated to test all safety devices, and make formal safety tests and inspections as required and outlined in the ASME A17.1 Code.

ii) The annual no-load and 5 year full load inspections and tests are mandated to be conducted in the presence of the Qualified Elevator Inspector designated by the VA HEALTH CARE SYSTEM. Test and inspections shall be performed at intervals specified in the ASME Code and when designated by the elevator inspector designated by VA HEALTH CARE SYSTEM.

iii) It will be the responsibility of the Contractor and the Elevator Inspector to schedule when these tests are due. Once inspection and test schedule is provided to the VA Health Care System, arrangements will be made for each elevator to be inspected or tested per schedule. Any conflicts with schedule due to facility needs or other circumstances will be forwarded to Contractor for rescheduling.

iv) The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection.

v) After completion of the required safety test, the Contractor must submit a document to the VA HEALTH CARE SYSTEM indicating the following information. The document may be the Contractor’s standard form or the ASME Standard form:

(1) Type of test

(2) Name of organization performing the test

(3) Address of Facility being tested

(4) Elevator identification number

(5) Car capacity

(6) Speed

(7) Type of elevator

(8) Type of machine

(9) Manufacturer of Safety

(10) Type of Safety

(11) Indication that governor has been checked for proper tripping speed and that the over speed switch is functional

(12) Type, size and condition of the governor rope before and after the test

(13) Load at which safety was tested

(14) Speed at which governor tripped

(15) Length of marks on each guide rail made by safety laws

(16) Number of turns remaining on Drum

(17) Did car or counterweight set level?

(18) Did governor set satisfactorily?

(19) Was governor calibrated? At what speed?

(20) Was safety test satisfactory?

(21) At what speed and load were buffers tested?

(22) Was oil level satisfactory after test?

(23) Indicated plunger compression return time

(24) Indicate date test was performed

(25) Signature of individual performing tests

(26) Any additional remarks which are applicable

(27) Name of the VA HEALTH CARE SYSTEM elevator inspector/representative witnessing the test.

(28) Copy of results are to be submitted at the Annual Meeting

vi) After tests have been performed, all safety devices shall be checked and adjusted as required to meet the manufacturer’s recommendations. Cars shall not be placed in service until all tests, checks and adjustments are completed and elevators are in proper working condition. The Contractor shall not be held responsible for any damage to the building and equipment caused by these tests, unless such damage is a result of the Contractor’s negligence. Failure to follow correct procedures to prevent damage and failure to perform pre-test examinations shall be considered negligence by the Contractor.

p) GENERAL MAINTENANCE SPECIFICATIONS

i) Examine monthly all safety devices and governors.

ii) Maintain in each building, at all times for immediate delivery and installation, a sufficient supply of emergency parts for repair of each elevator.

iii) Equal parts shall be measured as identical replacement of part or component installed by the manufacturer or a part or component proven superior. In no case shall a part or component with smaller parts or horsepower be considered equal or will a part that requires any modification to existing equipment be acceptable unless the part is a modification recommended by the engineering department of the original manufacturer.

iv) No part shall be acceptable that will not give full satisfaction without excessive maintenance and attention. It if becomes evident during guarantee period that part is not functioning properly or in accordance with manufacturers’ or specification requirements, or if in the opinion of the Contracting Officer, excessive maintenance and attention must be employed to keep part operational, part shall be removed and new part meeting all requirements shall be installed as part of work until satisfactory operation of installation is obtained. Period of guarantee shall start a new for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees.

v) It is understood that parts required to be maintained on the premises remain the property and responsibility of the contractor.

q) Scheduled Maintenance Requirements

i) 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.

ii) In addition to manufactures’ recommended scheduled maintenance, a regular routine examination shall be performed by the contractor bi-weekly for all equipment to identify and correct any deficiencies.

iii) PMI’s are to be performed during administrative hours on the same day of each week. The contractor shall submit, in writing, at the beginning of the contract, to the Maintenance and Operations Supervisor, the day of the week he/she intends on performing the required PMI. If the day falls on a holiday the contractor shall perform the required PMIs on the next business day following the holiday. The contractor shall notify the Maintenance and Operations Supervisor if he/she intends on changing the PMI day or if he/she cannot perform the PMI on schedule. If the contractor does not complete the required PMI, the contractor may be held in default and delay payment.

iv) PMIs should ensure a safe and efficient level of operation and all work relative to cleaning, lubricating, adjustment or part replacement of equipment that is necessary for the desired level of operation shall be performed by the Contractor. Each contract year, all items which rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. Any PMI required by the Equipment Manufacturer, and/or applicable laws, regulations, rules, ordinances, codes, etc, but not specifically identified by the Government, shall be performed by the Contractor at no additional cost to the Government. In addition, the contractor shall perform the following preventive maintenance and all necessary cleaning, lubricating, and adjusting pursuant to such maintenance at the frequencies identified. Frequencies shall be modified if deemed necessary by the COR or designee.

v) The Contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, Hoist way crawl spaces, etc. This shall include all lights inside the elevator cabs.

vi) The Contractor shall during regular PMI visits retrieve any objects such as keys, wallets, glasses, etc. dropped in elevator pity by occupants of the building. Such objects shall be turned over to VA Police personnel.

vii) The Contractor must maintain the efficiency, safety and speeds specified in the contract or as designated by the manufacturer of the elevators at all times; including acceleration, retardation, contact speed in feet per minute, with or without full load, floor to floor time and door opening and closing time.

viii) Non emergency services/repairs shall be completed at the time of PM inspections unless the Contractor requests, in writing, and obtains approval to perform repair work at a later date and time. The COR or designee shall be provided written notice in a timely manner. Contractor shall complete PM check chart to indicate whether specified key items were found to require maintenance and the nature of service performed. The check charts shall be completed and remain in the elevator machine room when work has been completed for the day.

r) The Contractor shall provide an additional qualified journeyman mechanic at the Health Care System from 8:00 a.m. to 4:30 p.m. if normal maintenance requires two journeymen to accomplish the maintenance schedule and assist in repairs, inspections and adjustments.

s) Experience requirements

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

ii) Qualifications of Elevator Mechanics: All maintenance personnel directly engaged in the work to be accomplished under the contract shall possess, prior to their employment in a journeyman mechanic’s capacity on this contract, at least four (4) years of recent (within the last six (6) years) experience in the operations and maintenance of the kind of elevators to be maintained under this contract.

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

t) Condition of Equipment

i) 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 service/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.

u) Uniforms

i) 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 monogram.

v) Safety

i) The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes and all other regulatory requirements.

ii) In performance of this contract, the Contractor shall follow VA Health Care System safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAHCS smoking policy, which designates all interior space as non-smoking areas.

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

iv) The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAHCS. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAHCS personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

v) The Contractor is responsible to identify, provide, and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required performing the work. Training on required safety programs and the proper use of PPEs shall be provided, and documentation maintained by the Contractor.

vi) The Contractor shall obtain a Hot Work Permit from the VA Fire Department whenever soldering, welding, using a cutting torch, or other open flame, spark or heat producing equipment. The Contract is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

vii) The Contractor shall be notified of any non-compliance with the previous provisions. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. If, in the opinion of the Safety officer or designee the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.

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

(1) Safety program/procedures are required to be followed by the Contractor’s personnel in the performance of their duties and when such procedures are required.

(2) Listing of personal protective equipment required to be utilized by the Contractor’s personnel in the performance of their duties and when such equipment will be required.

(3) Material Safety Data Sheets (MSDSs for any chemical(s) utilized by the Contractor in the performance of this contract.

w) Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

x) Injury or Accident

i) Contractor shall submit a written report to the VAHCS within five (5) work days of any incident of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident.

y) Quality Control Program

i) 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 is not limited to, the following:

(1) An inspection system covering all the services described in the contract.

(2) A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections.

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

(3) The name(s) of the individual(s) who will perform the inspection.

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

(5) A file of all inspects conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract.

z) Emergency Telephone Numbers

i) The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR prior to the contract start date.

aa) Information Relating to Conduct of Contractor’s Employees

i) The Contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones without permission or office equipment provided for official Medical Center use.

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

iii) Contractor shall use elevator report where there is a passenger trap incident or safety incident, an elevator failure of more than eight (8) hours of downtime. Report should state date when parts are available and expected time of repair, tested and back to useful service.

ab) General Information

i) The Contractor shall immediately notify the Contracting Officer and COR (in writing) of the existence of the development of any defects in, or repairs required to the elevators which the Contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to mak`` e necessary repairs. The Contracting Officer reserves the right to make final determination of the responsibility. The Contracting Officer also reserves the right to solicit the services of other contractors to make said repairs.

ii) Through the duration of this contract, the VA Health Care System reserves the right to add or delete buildings or services stated in this RFQ as deemed necessary.

iii) The Government reserves the right to perform emergency repairs to any elevator which is disabled if, in the Government’s opinion, it jeopardizes patient or employee safety.

iv) The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the Alexandria VA Health Care System is a NO SMOKING FACILITY. Smoking is not permitted in any building (including Penthouses and elevator pits).

v) Contractor shall have use of station telephones to make business calls related to Medical Center’s equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Page 1 of Page 1 of

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(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 Federal Acquisition Regulation (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…