P09 SOW Elevator Services Contract.pdf

Elevator Service Contract Performance Work Statement (PWS)

1.0 Title of Project: Central Texas Veterans Health Care System (CTVHCS) Elevator Preventative Maintenance, Inspection and Repair Services

1.1 Scope of Work: The contractor shall furnish, including but not limited to pre-inspection and examination of all elevator equipment, all necessary skilled labor, materials, parts, equipment, software, transportation, travel, and supervision required to provide Preventative Maintenance and Repair Services (PMRS) to all elevators, cart lifts, and dumbwaiters in accordance with this PWS.

The contractor shall perform periodic/routine inspections and 24/7 maintenance on all CTVHCS elevators (identified on the Elevator Inventory Lists under Attachments 1 and 2) to include calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting as necessary to ensure continual operation.

1.1.1 Places of Performance: Services shall be performed at the following CTVHCS locations:

• 1901 Veterans Memorial Drive, Temple, TX 76504

• 4800 Memorial Drive, Waco, TX 76711

1.2 Requirements: The Contractor shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to perform the maintenance, repair, and component replacement as required to maintain elevator, dumbwaiter, and cart lift systems in accordance with the manufacturer's original specifications, Texas Elevator Code and Regulations, American National Standards Institute (ANSI), Occupational Safety and Health Administration (OSHA), Local Occupational Safety and Health, and Joint Commission (JACO) standards, ASME A17.1 Safety Code for Elevators and Escalators, latest edition, ASME A17.2 Inspectors’ Manual for Elevators and Escalators, latest edition, NFPA 70 National Electric Code (latest edition), latest manufacturer’s requirements and specifications on inspection, maintenance, and operation of each elevator model (all strictly enforced and adhered to) – specific systems/elevators covered under this contract are listed in Attachment 1 and 2; work includes the performance of service work, preventative maintenance of equipment and other services as described herein. Offerors will be given the opportunity to inspect the premises by the CO/COR, prior to submitting their offers to be fully aware of the scope of services required. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract, except items that the CO/COR and the Contractor agree must be excluded from the contract.

Failure to inspect the elevators prior to contract award will not relieve the contractor from performing services and repairs in accordance with the strict intent and meaning of this contract.

1.2.1 Improvements:

If a system becomes unserviceable due to original manufactures parts not being accessible or able to be purchased, due to but not limited to the age of the equipment; thus, requiring the installation of new or improved equipment or modifications to existing equipment as directed or required by cognizant authorities (COR or CO), additional funding to the agreed upon pricing of this contract will be required to repair such items to the equipment as needed based on the scenario above.

Improvements also cover work not necessary as part of maintenance and repair.

Cleaning and Refinishing: Cleaning of equipment spaces and daily cleanup of job sites in conjunction with preventative maintenance, inspection services, and repairs is included in this contract.

A. VA/VAMC will not provide office space or operational facilities to the Contractor. The Contractor must secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

B. VA/VAMC will not provide tools or equipment to the Contractor. The Contractor must furnish all tools required for the performance of this contract.

C. VA/VAMC will not provide any materials to the Contractor.

D. Equipment, components, and parts not installed under this PWS must not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer’s warranty, without prior approval of the Contracting Officer, including but not limited to:

1. Installation of new attachments recommended or required by inspectors, insurance agencies or VA (Government Authorities).

2. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the contractor, its representative and employees. Contractor must obtain written approval by the COR prior to related repairs. Payment will not be made for any unauthorized work.

3. Where work consists of hydraulic elevators, replacement of underground hydraulic piping or hydraulic cylinder.

4. Cleaning, refinishing, repair, and replacement of cab enclosures, hoist way enclosures, door frames, exposed sills, and cab flooring.

5. Repair or replacement of elevator pit sump pumps, machine room and hoist way light fixtures, heat/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems.

6. Power supplies from the elevator controller to its source.

7. Communication lines from the elevator controller to its source.

8. For clarification, any item not specifically excluded must be considered the Contractor’s responsibility.

E. COR must approve in advance all repairs for Not to Exceed Line Items. Contractor must prepare an estimate of parts, labor, transportation, and shipping costs. If approved, contract modification will be prepared in advance of undertaking such work. No invoice will be paid without prior approval and specific purchase order issued in advance of work.

1.2.2 Warranted Equipment: Equipment, components, and parts, shall be reserved as OEM parts other than that installed under the contract, shall not be removed, or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary actions may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COR.

1.2.3 Licensing and Supervision: All work shall be performed by elevator mechanics specifically qualified and trained to work on elevator, dumbwaiter, cart lift systems and equipment. Evidence of all required licenses for prime and sub-contractor (if applicable), as well as documentation of the qualifications of personnel, shall be provided with the quote package.

1.3 Parts: The Contractor shall furnish and replace all parts to meet the PWS requirements. The Contractor shall provide new or factory reconditioned OEM parts and components when providing maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair of equipment shall match the existing equipment which is currently used. It shall be of equal or better quality than original equipment specifications;

shall conform to the technical specifications and used in accordance with original design and manufacturer intent. Items not listed in the technical specifications shall exceed industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall meet or exceed the updated quality of OEM parts. When disputes arise concerning material, equipment, and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government 's requirements are satisfied.

1.3.1 Gray Market Prevention:

Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discover of such items.

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

1.4.1 Work Control: The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work shall be provided within two

(2) hours of the inquiry during regular working hours, and within four (4) hours after regular working hours.

1.5 Records: Cumulative service records shall be kept for each system in the inventory shown in Attachments 1 and 2. A separate record file shall be established and kept up to date for each system.

The Contractor shall submit proposed formats for each of the required records listed below for the COR 's approval at least 15 calendar days prior to the start date of the contract.

The records shall cover the following work:

• Preventative Maintenance Inspection and Service (PMIS) work.

• Inspection, Testing, and Certification work.

• Service Work.

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

The date (s) when the service (s) was scheduled, started, and completed.

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

The nature and extent of all service and repair work performed, including:

a. Completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits.

b. Work performed during inspections and tests results of those inspections / tests, and disposition of deficiencies found during inspections/ tests; and description of service work performed.

c. Include a brief description of material and parts used (including cost and quantities) and hours of labor expended, Note: Any other information the Contractor chooses to include in the records, at no additional cost to the Government.

All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within five (5) calendar days of expiration of the contract All required record shall be maintained in a readable, complete, orderly, timely, and accurate manner.

1.5.1 Work Completion Reports: The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract and shall be signed and dated by the Contractor's Representative.

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

1.7 Preventative Maintenance Inspection and Service (PMIS): The Contractor shall perform PMIS work on all equipment systems covered under this contract. Work shall consist of maintaining these systems in a safe, reliable, and satisfactory operating condition. All work shall comply with ANSI A17.1 except as modified herein. The Contractor shall provide all necessary services, parts, and materials, and complete all repair requirements identified during the performance of a PMIS as part of the PMIS. The Government may consider excessive or repeated system breakdowns/deficiencies as an indication of unsatisfactory PMIS performance by the Contractor PMIS work includes periodic Contractor operation, inspection, checks, adjustments, and maintenance of elevator systems necessary to ensure that each system complies with applicable VA, local, ANSI, and manufacturers' standards of safety, reliability, and satisfactory operating condition. PMIS work shall be performed in accordance with the appropriate PMIS checklist in Attachment 3. The intent of PMIS is to provide routine maintenance services that permit the early detection and correction of items that, if deficient or defective, would: (a) interfere with the normal effective operation of the elevator and dumbwaiter systems; (b) endanger life and/or property; or (c) involve excessive cost or long lead time for repair. PMIS work shall include, but not necessarily be limited to: comprehensive operational inspection and adjustments to insure the satisfactory functioning of machinery and controls, car speeds, leveling devices, car and hoist way doors, and safety edge mechanisms; detecting and correcting the causes of unusual noises or vibrations; manufacturers' recommended machinery lubrication; adjustments to bring system operation within the manufacturers' specifications; repairs, including defective part and component replacements; equipment space housekeeping; equipment cleaning; changing burned-out indicator lamps; and other services as required to maintain all systems at a safe and acceptable operating condition.

1.7.1 Frequency: Minimum acceptable frequencies for the accomplishment of PMIS services are indicated in Attachment 3. If the Contractor decides that additional visits are necessary to ensure maintenance and safety, he/she shall provide the necessary work at no additional cost to the Government.

1.7.2 Contractor PMIS Schedule Submissions. The Contractor shall submit a detailed PMIS schedule to the COR for approval at least fifteen (15) calendar days prior to the start date of the contract. The schedule shall include, for each specific equipment system and PMIS listed in Attachments 1 and 2, the location (system number); work to be performed (e.g., monthly PMIS);

and the week of the month that the PMIS will be performed. The Contractor shall schedule and perform PMIS during normal government working hours. Normal working hours are Monday – Friday from (7:30am and 4:00pm or 8:00am to 4:30pm is also acceptable). Once the Contractor's PMIS schedule is approved by the COR, PMIS shall be performed by the Contractor without further authorization by the COR. The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Government verification of the work. If the Contractor finds it necessary to reschedule PMIS a written request shall be made to the COR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without the prior written approval of the COR.

1.7.3 PMIS Records and Reports: The Contractor shall meet the following PMIS Work Quality Standards.

PMIS Checklist work items satisfactorily accomplished: All internal and external components, parts, assemblies, and subassemblies forming a part of each elevator system or necessary for its safe operation are inspected, adjusted, lubricated, repaired, or replaced as necessary to ensure system is functioning as designed. No unusual or objectionable machinery wear, noise, or vibration.

• Clean equipment areas/rooms.

• All car speeds meet manufacturer's rated speeds. Smooth car movement, with no unusual or objectionable noise or vibration.

• All leveling devices maintained and adjusted to permit cars to stop level with a LI floors/landing.

• All doors and safety edges maintained and adjusted to operate at rated speeds and as per original equipment specifications.

• All normal and emergency operating control maintained and adjusted to be fully operational.

• All lights and indicator lamps are operational to include cab lighting and emergency batteries.

• All safety systems and mechanisms maintained in safe, operational condition.

• All cables acceptably inter—lubricated and maintained within allowable limits of wear.

Systems are "shutdown" and COR is notified when worn or damaged cables are found.

1.8 Inspections, Testing and Certification: All inspection and testing shall be performed in accordance with ANSI Al7.1 and ANSI Al7.2, except as modified herein, by an independent third party. Deficiencies discovered during the inspection and testing shall be corrected by the contractor. Contractor is responsible for repairs necessary due to natural disaster, vandalism, negligence, or misuse by persons other than the contractor, its representative and employees at no cost to the contractor. Upon discovery, contractor has 48 hours to submit cost estimate to COR(s).

All public safety concerns will be addressed immediately.

1.9 Service Work: The Contractor shall perform service work (service calls) as necessary to determine the cause of system and equipment malfunctions, eliminate the cause (s), and restore the system or equipment to satisfactory working condition. Excessive or repeated systems and equipment malfunctioning may be considered by the Government to be unsatisfactory performance of service work by the Contractor. The Contractor shall respond to all service calls, including those calls where the accomplishment of repairs is subsequently determined to be beyond the major repair limit.

1.9.1 Service Call Reception: Authorized Government representatives will advise the Contractor by phone of all service call requests received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below. The Contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day 7 days a week, to include weekends and holidays. A single local or toll-free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) seconds by an individual fully familiar with the Contractor's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed.

1.9.2 Service Call Classifications: Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply for each type. Except for emergency callback service, the contractor shall perform all work during regular working hours of regular working days, 7:30am to 4:00pm (8:00am to 4:30pm is also acceptable), excluding Federal Holidays, unless specifically instructed otherwise by the COR.

2.0 Emergency Telephone Numbers: The Contractor shall provide the COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers must be manned twenty-four (24) hours per day. This information must be provided in writing to the COR.

2.1 Emergency Service Calls: Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions. Examples include, but are not limited to, personnel "trapped" inside an elevator, a fire or electrical defect which could cause fire or shock, etc. The Contractor shall provide a mechanic at the site and on the job ready to service the elevator or dumbwaiter within one (1) hour maximum of receiving the call, 24 hours a day, 7 days a week for passenger entrapments and 2 hours for all other emergency service calls. After beginning work, the Contractor shall work continuously until the emergency is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous, and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in the following paragraph. Such follow up work shall be considered part of the original service call.

All weekend Emergencies shall have a 2-hour response time, all billing shall be against the contingency funds provided in this contract. Contingency funds must be approved by the COR prior to use only on true emergencies for labor and parts to fulfill the repairs and services.

2.2 Routine Service Calls: Service calls will be classified as routine when the work does not qualify as an emergency call. The Contractor shall respond to and begin work on routine service calls during the normal workday. The Contractor shall have personnel on station (identified as Temple and/or Waco VA Hospital locations) within 2 hours after notification for routine service calls. However, if a routine service call is received by the Contractor after 4:00pm Monday through Thursday, unless it is an emergency, the contractor shall begin the repair action on the following morning (unless it is a Federal Holiday). If a routine service call is received by the Contractor after 4:00pm on Friday, during the weekend, or on a Monday deemed as a Federal Holiday, unless it is an emergency, the contractor will begin the repair action on the following morning of the next normal workday. Routine service work will normally be performed during the Government’s regular working hours unless prior approval is received from the COR, or the CO. Routine service calls shall be completed in accordance with the following standards:

• If no single repair part exceeds $250.00 in cost, all repair and service work shall be carried to completion upon commencement of the work. Work shall be completed within two working days from receipt of the call, based on parts availability.

• If any single repair part equals or exceeds $250.00 in cost, but is less than $750.00, the Contractor will be allowed one (1) working day to procure the part after receipt of the call, Work shall be completed within two working days after obtaining the part.

• If any single repair part exceeds $750.00 in cost, the Contractor will be allowed three (3) working days after receipt of the call to procure parts. Work shall be completed within two working days after obtaining the part,

• After procuring part(s), the contractor shall work continuously during regular hours until the repair is completed. If the Contractor has not secured parts within the allowed time, the Government reserves the right to (1) find a source for the part and require the contractor to purchase the part from that source, (2) accomplish the work by other means at contractor expense, or (3) require the contractor to obtain and provide documentation of price quotations and the date of expected availability of parts from at least two (2) different commercial suppliers

2.3 Maintenance Service: Shall not include the performance of any work required because of improper use, accidents, or negligence for which the Contractor is not directly responsible. This contract will include an estimated amount per year for parts and labor to cover work performed because of improper use, accidents, negligence, or abuse which may be considered outside of the normal scope of normal preventative maintenance and repair services. The contractor shall submit, as a separate line item, a per hour labor rate at both straight time and overtime if applicable. Any parts required under this line item must be pre-approved by the COR prior to ordering or providing services under this line item. The Contractor shall provide 80-man hours per location for a technician to operate the elevators to facilitate the repair and replacement of lighting in the elevator shafts by VA Personnel.

2.4 Service work Quality Standards: The Contractor shall meet the following standards:

All work, including repair and replacement parts, satisfies the recommendations and requirements of ANSI Al7.1 (Parts X and X 11 and other parts/ rules further referenced therein).

Operational and other inspections and tests incidental to or arising from the replacement of certain parts and components are satisfactorily performed, as recommended, or required by ANSI Al7.1.

Continuous progress and completion of the work resulting in a safe, efficient, and reliable system condition that permits the restoration of system service.

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

Unserviceable parts and components removed from Government property unless directed otherwise by the COR.

2.4.1 Period of Performance: May 1, 2024, to April 30, 2025, plus four available option years to be exercised at the discretion of the government.

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

2.5.1 Operational Coverage: Normal work hours are from 7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday (excluding Federal Holidays). Federal Holidays: New Years’ Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth National Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, and any other day deemed as such by the President of the United States.

2.5.2 Work Outside Regular Hours: Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to perform work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit a request to the COR for approval.

2.6 Type of Contract: Firm-Fixed Price.

2.6.1 Contract Award Meeting: The contractor shall not commence performance of the tasks identified in this SOW until the CO/CS has conducted a post-award conference or has advised the contractor that a post-award conference has been waived.

2.7 General Requirements: All written deliverables shall be phrased in layperson language.

Statistical and other technical terminology shall not be used without providing a glossary of terms.

2.7.1 Elevator Out of Service: Notify Facilities Management Service and the COR, either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the COR when placing the elevator back in service.

When an elevator is taken out of service, appropriate signage must be installed at each entry door to notify elevator users of the interruption. Upon completion, all signage must be immediately removed.

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

Under no circumstances will any shutdown or breakdown last longer than five (5) consecutive working days, from initial notification to the Contractor

2.8 Conformance Standards/Quality Assurance: The Contractor shall:

• Ensure the equipment functions in conformance with the latest edition of the Original Equipment Manufacturer (OEM) Service Manual

• Conform to quality assurance standards in accordance with the best commercial practices, unless otherwise specified.

2.9 Changes to Contract or PWS: The CO is the only individual authorized to approve changes or modify any of the requirements under this PWS or impending contract. The Contractor shall communicate with the COR on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. Only the CO is authorized to make commitments or issue changes affecting price, quantity, or performance of this contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

3.0 Government Responsibilities:

The government shall provide the contractor access to the appropriate area/areas where the system will be installed.

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

3.1 Contractor Experience and/or Requirements:

Contractor employees shall have safety training, either on-the-job or classroom type training, in the electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical, and the NFPA 70E – Standard for Electrical Safety in the Workplace. The CO or COR may request training certificates to validate training completion. If no training certificates are available the Contractor shall certify, in writing, that contract employees have met the requirements upon request by the CO or COR.

Contractors shall be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E.

Contract employees shall be required to provide the COR with Material Safety Data Sheets (MSDS) prior to bringing any chemicals to the facility for use. The MSDS shall be reviewed and approved by the COR prior to the chemicals being used.

All work shall be performed by mechanics and helpers certified by the National Association of Elevator Contractors (NAEC) as a Certified Elevator Technician (CET), or International Union of Elevator Constructors.

3.2 Confidentiality and Nondisclosure: The Contractor understands and agrees that confidential information (patients, employee, or facility) must be secured and always protected. The Contractor and its personnel shall be held liable in the event a breach of confidentiality occurs, because of the Contractor or its employees. Each contract employee will be required to read and sign the Contractor Rules of Behavior and provide the original signature page to the COR.

3.3 Contractor Personnel Security Requirements: Based on the VHA Procurement and Logistics Standard Operating Procedures dated February 25, 2011 (Acquisition Security Requirements) under Procedures item c. (Special Agreement Check (SAC) Requirements and Exemptions) states the following:

If it is determined that an exemption to a background investigation applies, the CO and COR shall determine whether a SAC is required. All contract personnel who are exempt from a background investigation and who provide direct and/or ancillary health care services at VA facilities or have access to VA information systems or sensitive information must have a SAC competed unless an exemption applies. The Deputy Under Secretary for Health for Operations and Management (10N) Memorandum dated May 18, 2010, VAAR Security Clause in Contracts, specifies that the following low risk or non- sensitive contractor positions are exempt from the requirement to have a background screening (SAC):

Contract personnel not accessing VA information resources such as personnel hired to maintain medical facility grounds, construction contractors, utility system contractors, etc.

The C&A requirements do not apply, and that a Security Accreditation Package is not required.

The mechanism/documentation used to ensure the VA sensitive information is protected is the specific key/maglock associated with each communication closet/room that will require an escort for each contractor personnel.

3.3.1 Contracting Administration and Performance Monitoring:

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The COR and Program Manager will assist by monitoring contractor performance and reporting the findings to the CO. The COR shall be designated on the authority of the CO at the time of contract award to monitor all technical aspects of the contract.

In no event is the COR empowered to change any of the terms and conditions of the contract.

Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification.

The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the Contracting Officer of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR.

Failing to meet the performance threshold as outlined in the Quality Assurance Surveillance Plan (QASP) in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team.

3.4 Payments: Payment shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Invoice must be billed on a “Per Line-Item” basis to show cost billed against each individual line item. “Not to Exceed” Line Items are not guaranteed and will vary based on necessity. Reimbursement will be made only on work approved prior to commencement of said work.

3.4.1 Payment Submission: The proper documentation and reports to receive payment on this service.

A. Invoices and Payment:

1) Payment to be made monthly, in arrears, following satisfactory performance by

Contractor’s personnel and upon receipt of a properly prepared invoice.

2) Contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/. Additional information regarding Tungsten shall be provided upon award.

3) The contract shall have current registration in the System for Award Management (SAM) for this solicitation; URL: www.sam.gov.

4) The invoice MUST be itemized to include the following information. Any information listed below, and not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction.

a. Time period being invoiced for.

b. Description of services performed.

c. Unit Cost billed.

d. Extended amount due.

e. Invoice number, date, and etc.

f. Contract and obligation numbers.

*** ELEVATOR INSPECTIONS – MUST BE ACCOMPLISHED BY AN

INDEPENDENT THIRD-PARTY COMPANY. IT IS THE RESPONSIBILITY OF THE

PRIME CONTRACTOR TO ARRANGE THESE INSPECTIONS ***

All elevators, dumbwaiters, and other automatic transportation systems must be inspected periodically to ensure safe operation for patient, staff and visitor safety and convenience.

http://www.sam.gov/

Department of Veterans Affairs recognizes standards set by the American Society of Mechanical Engineers (ASME) for elevator safety. This work is to ensure that applicable ASME standards are being met.

This contract shall provide any necessary tools, parts, materials, transportation labor and supervision to inspect and provide semi-annual and annual testing of elevators and dumbwaiters at Temple and Waco of the Central Texas Veterans Health Care System (CTVHCS).

Option year 1 (2025) - Will require Witnessing five (5) year load test and witnessing five (5) year rupture test at both locations (Temple and Waco) along with the annual and semi-annual inspection.

Applicable documents – ASME A17.1-2013

3.5 Work Requirements:

1. Technical requirements – Inspector shall meet the qualification requirement of the ASME QEI-I. Inspectors shall be certified by an organization accredited by ASME in accordance with the requirements of ASME QEI-I. Annual inspections of traction and hydraulic elevators and dumbwaiters listed in Part III shall be in accordance with Section 8.11 of ASME A17.2-2013 for Periodic testing.

2. Deliverables – Within 30 days of completion of Periodic and Category 1 inspections, contractor shall deliver to the Chief, Engineering Service, CTVHCS, one original and two copies of all inspection reports including deficiencies and a condition equal to VA Form 10-6166.

3. Supporting Information:

a. Contractor shall comply with all Security and parking regulations of CTVHCS including requirements to secure parking permits and contractor badges as required prior to commencement of work.

b. Location of Work – the inspections covered under this contract shall include the Inventory Listing (attachments 1 and 2).

c. Period of Performance – Inspections are to be scheduled for December and June of each year under the contract. These inspections will be semiannual and annual inspection which includes with load capacity testing per ASME.

d. Contractor to email and call to schedule date/time of inspections 14 days in advance to schedule with an elevator maintenance Technician and load testing. Testing and inspection date will be at the convenience of VA Hospital.

e. Upon arrival to perform inspections, will check in with COR or designees at each site and again prior to departure. Provide and inform the COR or designees any deficiency findings during inspections before departure.

f. Provide written statement of work of inspections and formal reports for each elevator at Temple and Waco facility within 30 calendar days of inspection.

3.6 Safety:

1. Contractor must adhere to all codes, regulatory and AHJ requirements specified herein.

2. In performance of this contract, the Contractor must follow VAMC safety policy and standards for safe work practices and take such safety precautions as the VAMC Safety Officer or the COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor must comply with VAMC smoking policy, which designates all interior space as NO-SMOKING areas.

3. The contractor must treat all elevator pits as “Permit Required Confined Space” and must follow all OSHA requirements and VAMC requirements when entering such spaces.

Elevator pits may be reclassified as a Confined Space as outlined in VA policy 138-08- S5; such policy must be followed carefully. VA will provide special training to contractor on expectations of this policy which will include completion and posting of the permit every time an elevator pit is entered.

4. Patient, employee, visitor, and contractor personnel safety must be always maintained.

The contractor is responsible for the safety and health of his/her employees. The Contractor must comply with all applicable OSHA safety and health standards. The Contractor must 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.

5. Contractor must submit to the COR, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, 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 VA/VAMC.

MSDS for new chemicals must be furnished prior to the arrival of the chemical on site.

The Contractor must maintain a copy of all MSDS in each elevator machine room to assure compliance with all laws and requirements regarding the “Right to Know” law.

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

7. Contractor must obtain a Hot Work Permit from the Safety staff or the COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.

8. Contractor must be notified of any non-compliance with safety regulations. The contractor must, 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 COR or the VA/VAMC Safety Officer the condition is life threatening they must 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 an order halting all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards.

3.7 Infection Control:

To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infection Control Program to ensure that patient health is not compromised. The contractor must maintain the elevator shafts, elevator pits, equipment rooms and equipment room access to these standards and comply with all other reasonable requests of the COR related to Infectious Control measures. Clean area after work is completed each day.

3.8 Program Office Points of Contact:

Temple VA Medical Center: Michael B. Stanley e-mail: michael.stanley5@va.gov Phone: 254-493-6226

Doris Miller VA Medical Center: Tracy L. Semmel e-mail: tracy.semmel@va.gov Phone: 254-216-3319

Attachment 1:

Temple Building 163 Elevators

Elevator Number Manufacturer Serial Number Year Capacity Speed

P-1 TKE BBR607 2014 4000 lbs 250fpm

P-2 TKE BBR608 2014 4000 lbs 250fpm

S-3 TKE BBR609 2017 4000 lbs 250fpm

S-4 TKE BBR610 2017 4000 lbs 250fpm

P-5 TKE FBR611 2014 5000 lbs 100fpm

P-6 TKE FBR612 2014 5000 lbs 100fpm

S-7 TKE FBR613 2014 5000 lbs 100fpm

P-11 DOVER J6621 2000 4000 lbs 100fpm

P-12 DOVER J6622 2000 4000 lbs 100fpm

DIRTY ESCO FC836528 ?? 1000 lbs 75fpm

CLEAN ESCO FC836529 ?? 1000 lbs 75fpm mailto:michael.stanley5@va.gov mailto:tracy.semmel@va.gov

DW2 ESCO 16891 DW2 ?? 1000 lbs 75fpm

Emergency Car Schindler 330A 2014 4500 lbs 100fpm

Temple Building 202 Elevators

AB-1 TKE FBA329 2011 400 lbs 125fpm

AB-2 TKE FBA330 2011 400 lbs 125fpm

CD-3 TKE FBA331 2011 400 lbs 125fpm

CD-4 TKE FBA332 2011 400 lbs 125fpm

Temple Building 204 Elevators

P-7 TKE BCV278 2017 4000 lbs 350fpm

P-8 TKE BCV279 2017 4000 lbs 350fpm

P-9 TKE BCV280 2017 4000 lbs 350fpm

P-10 TKE BCV281 2017 4000 lbs 350fpm

S-8 TKE BCV282 2016 5000 lbs 350fpm

S-9 TKE BCV283 2016 5000 lbs 350fpm

S-10 TKE BCV284 2016 5000 lbs 350fpm

S-11 TKE BCV285 2016 5000 lbs 350fpm

Temple Building 205 Elevators

P-1 Schindler 08-14801 5000 lbs 350fpm

S-1 Schindler 08-14901 5000 lbs

150fpm

Temple Building 221 Elevators

P-1 Schindler HGF7838 3500 lbs 100fps

P-2 Schindler HGF9885/04/05 3500 lbs 100fps

P-3 Schindler HGF9882 3500 lbs 125fpm

P-4 Schindler HGF9883 3500 lbs 125fpm

S-1 Schindler HGF7839/02/50 3500 lbs 125fpm

S-2 Schindler HGF79884 4000 lbs 125fpm

Temple Building 222 Elevators

P-1 Schindler 757360 2007 4000 lbs 125fps

Temple Building 44 thru 47 Elevators

44 TKE EFG727 2020 4000 lbs 110fps

45 TKE EFX309 2021 4000 lbs 110fps

46 TKE EFX960 2022 4000 lbs 110fps

47 Otus 2022 4000 lbs 110fps

Temple Building Parking Garage Elevator

EL-1 ALLIANCE TBD 2024 4000 lbs 125fps

EL-2 ALLIANCE TBD 2024 4000 lbs 125fps

Attachment 2:

Waco Building 1 Elevators

P-1 TKE BAE134 2010 3000 lbs 300fp m

P-2 TKE BAE135 2010 3000 lbs 300fp m

Waco Building 2 Elevators

P-1 TKE 5FBJ918 2013 4000 lbs 125fpm

Waco Building 4 Elevators

P-1 DOVER ED9528 1994 4000 lbs 125fpm

S-1 DOVER ED9529 1994 4000 lbs 125fpm

Waco Building 5 Elevators

P-1 TKE FBJ919 2014 4000 lbs 135fpm

Waco Building 6 Elevators

P-1 TKE FBJ920 2013 4000 lbs 125fpm

Waco Building 7 Elevators

S-1 DOVER EF2919 1994 4500 lbs 125fpm

S-2 DOVER EF2918 1986 4000 lbs 100fpm

Waco Building 8 Elevators

P-1 TKE ECJ315 2016 4000 lbs 100fpm

P-2 TKE ECJ316 2016 4000 lbs 100fpm

Waco Building 10 Elevators

P-1 TKE FBJ922 2014 3500 lbs 125fpm

P-2 TKE FBJ921 2014 4000 lbs 125fpm

Waco Building 11 Elevators

S-1 DOVER BK1471 1986 4000 lbs 100fpm

S-2 DOVER FK1472 1999 4500 lbs 125fpm

Waco Building 12 Elevators

P1 TKE FBJ923 2014 4000 lbs 125fpm

Waco Building 90 Elevators

P1 TKE FBJ924 2013 3500 lbs 125fpm

P2 TKE FBJ925 2013 4000 lbs 125fpm

Waco Building 91 Elevators

P-1 Smart Rise FC6552 2016 3500 lbs 125fpm

P-2 Smart Rise FC6551 2016 3500 lbs 125fpm

Waco Building 92 Elevators

P-1 DOVER ED9531 1994 3500 lbs 125fpm

P-2 DOVER ED9530 1994 3500 lbs 125fpm

Waco Building 93 Elevators

P-1 TKE EAZ874 2016 4000 lbs 125fpm

Waco Building 94 Elevators

P-1 DOVER EMO148 2001 4500 lbs 125fpm

P-2 DOVER EM0146 2003 4500 lbs 125fpm

P-3 DOVER EM0147 2003 2100 lbs 125fpm

Waco Building 226 Elevators

P-1 TKE EAZ875 2015 2500 lbs 100fpm

Attachment 3:

PREVENTATIVE MAINTENANCE INSPECTION AND

SERVICE CHECKLIST

CHECKLIST NUMBER: 1

FREQUENCY OF SERVICE: WEEKLY

ELEVATOR 'DUMBWAITER SYSTEMS COVERED: All

1.HALL STATIONS AND LANDING LIGHTS: Check all button contacts, springs, and wiring.

Clean and lubricate as necessary. Repair or replace defective parts. Check landing lights and replace burned-out lamps. Check rid quality. Check stopping accuracy. Check door operation.

Check door edge protection.

CHECKLIST NUMBER: 2

FREQUENCIES OF SERVICE: SEMI-MONTHLY

ELEVATOR/DUMBWAITER SYSTEMS COVERED: ALL

1.Review the performance of the elevators with the Government Representative to determine if any malfunctions have occurred in connection with the cars since last maintenance inspection was performed. Investigate any mal Functions, which have occurred, devoting special attention to any problem involving unsafe operations, and take corrective action.

2.LUBRICATION: Check quantity and quality of oil in all reservoirs, such as crankcases, gearboxes, buffers, and oil cups. Add oil to maintain satisfactory levels. Replace oil if dirty.

Applies to motor generator sets (sleeve bearings) and motor bearings.

3.CAR OPERATION: Ride all cars to detect and repair any improper operation of the car doors, hoist way doors, acceleration, leveling accuracy of floor stops, and the action of the machine brake. Verify proper operation of the retractable door edges. Examine the car station and call buttons and replace damaged switches, burned-out lamps, and broken buttons.

4.CONTROLLER AND SELECTOR PANELS: Observe the operation of all control relays, contactors, and other devices for satisfactory operating sequence. If any contacts are exposed to excessive current, check the circuit, correct the cause, and replace burned contacts. For the safety of the elevator users, do not work on relays which affect the operation of the car or power operated doors while the car is in service. Make a visual inspection of magnet coils, relays, and contactors, devoting special attention to the coils of relays that are continuously energized.

Replace any coils that have brittle insulation or cracked binders. Observe and check the floor selector, adjust as necessary, and lightly lubricate.

5.BRAKES: Examine and adjust the brake plunger so that it is free and that it operates to the full extent of its travel. Clearances between the brake shoes and the drum shall be maintained at a minimum. Examine the brake contacts for wear and ad} us t or replace. Clean brake drum pulley.

Prevent any loose material from catching between the drum and brake shoes.

6.GENERAL CLEANING: wipe down the hoisting machine and generator. Check for excessive heat and unusual noises during operation. and correct the causes. Remove dirt and dust from the motor and generator housing Brush off copper and/or carbon dust that may have collected on the control and relay panels. Clean the pit of all debris and combustible material.