36C25919R0046-001.docx

36C25919R0046

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

VA259-18-AP-4308

36C25919R0046 02-01-2019 Ronnie Jones 303-712-5721 02-19-2019 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village

CO

80111 X X 238290 $7.5 Million X N/A X 36C554 Department of Veterans Affairs Rocky Mountain Region VA Medical Center 1700 N. Wheeling Street Aurora

CO

80045 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village

CO

80111

Submitted Electronically Department of Veterans Affairs Financial Service Center PO Box 149971 Austin

TX

78714-9971 See CONTINUATION Page The Contractor shall provide Comprehensive Elevator Maintenance Services for the Rocky Mountain Regional VA Medical Center.

See CONTINUATION Page X X Ronnie R. Jones

NCO1915L2-3411

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION

(continuation from Standard Form 1449, block 18A.)

B.1.1. Contract Administration: All contract administration matters will be handled by the following individuals:

B.1.1.1. CONTRACTOR: Name:

B.1.1.2. GOVERNMENT: Ronnie R. Jones, Contracting Officer Department of Veterans Affairs Rocky Mountain Network NCO 19 Contracting 6162 S. Willow Drive, Suite 300 Greenwood Village, CO 80111 Telephone: 303-712-5721

FAX: 303-712-5850

E-mail: Ronnie.Jones@va.gov NCO19Services1@va.gov

B.1.2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

B.1.3. GOVERNMENT INVOICE ADDRESS: Invoices shall be submitted in arrears:

c. Other [X] MONTHLY IN ARREARS B.1.4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically to the VA Financial Services Center for payment processing, free of charge. For any questions about the e-invoicing program, please contact the FSC at the phone number or email address listed below:

1. OB10/Tungsten e-Invoice Setup Information: (877) 752-0900

1. OB10/Tungsten e-Invoice email: USClientServices@ob10.com

1. FSC e-Invoice Contact Information: (877) 353-9791

1. FSC e-invoice email: vafsccshd@va.gov

1. The following two codes will be required when creating a vendor profile in OB10:

OB10 Buyer Number AAA544240062 Promo Code: VAPC7Y18 B.1.5. DUNS NUMBER: Please provide the Dun and Bradstreet Number assigned to your firm in the space provided:

B.1.6. TAX IDENTIFICATION NUMBER: Please provide the tax identification number to be utilized for this contract:

B.1.7. PERIOD OF PERFORMANCE: Services required herein shall be for the following time period:

Base Year: March 1, 2019 through February 29, 2020 Option Year 1: March 1, 2020 through February 28, 2021 Option Year 2: March 1, 2021 through February 28, 2022 Option Year 3: March 1, 2022 through February 28, 2023 Option Year 4: March 1, 2023 through February 29, 2024

B.1.8. DEPARTMENT OF LABOR WAGE DETERMINATION: Department of Labor Wage Determination No. 86-0346, Revision No. 52, dated December 26, 2018 is incorporated into this contract.

B.2 STATEMENT OF WORK

36C25919R0046

Page 1 of Page 1 of Comprehensive Elevator Service & Maintenance for the Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC)

SCOPE OF WORK

1.0 BACKGROUND

The Department of Veterans Affairs has a requirement for full maintenance, preventive maintenance, and repair services, as well as inspections testing, and emergency/non-emergency call back services on Government-Owned Vertical Transportation Equipment (VTE) elevators at the Rocky Mountain Regional VA Medical Centers (RMRVAMC), 1700 N. Wheeling St. Aurora, CO 80045.

2.0 GENERAL

The contractor shall provide all personnel, supervision, professional expertise, vehicles, tools, materials, services, equipment and quality control to perform elevator preventative maintenance, emergency repairs and assist a third-party contractor in the semi-annual, annual and five-year load test/inspections for all elevators and dumbwaiters within the Rocky Mountain Regional VAMC. Preventative maintenance shall be accomplished weekly. Contractor shall inspect, test, calibrate and service the equipment, as required, in accordance with manufacturer, industry and statutory requirements in order to prevent premature equipment failures and to extend equipment life in accordance with the Scope of Work (SOW) and the following codes as listed in Section 2.1 Applicable Documents.

2.1 APPLICABLE DOCUMENTS

Contractor shall develop and maintain a quality program to ensure maintenance and repair services are performed during required intervals and under normal commercial practices in accordance with the following codes (latest editions of each):

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

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

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

(4) NEIT, Vertical Transportation Standards for Elevators, Escalators and Dumbwaiters

(5) NFPA 70, National Electric Code.

(6) NFPA 72, Fire Alarms

(7) NFPA 101, Life Safety

(8) NFPA 70E, Personnel Protection The American Society of Mechanical Engineers; https://www.asme.org/ National Fire Protection Association; https://www.nfpa.org/

2.2 RESOURCES

Government-Furnished Resources: The Government will provide access to a VA computer workstation with access to the VA network, and a radio. Contractor shall be required to follow all VA Information and Technology Safety guidelines and protocols. The Government will provide an assigned space, or spaces, for the Contractor to maintain and store a stock of service and repair parts, as well as tools and equipment required to efficiently perform the services required under this contract. Following the award of the contract, storage space size requirements will be discussed between Contracting Officer Representative (COR) and Contractor, and the storage space(s) will be assigned based on need by COR. No other resources for the fulfillment of the services required under this contract will be provided.

Contractor-Furnished Resources: The Contractor shall furnish all labor, tools, parts, materials, transportation, and all necessary items to provide routine inspection and test, schedule preventive maintenance, emergency repair and on-call repair services for items identified in the schedule.

2.3 SPECIAL ROCKY MOUNTAIN REGIONAL VAMC REQUIREMENTS

The Contractor shall provide one (1) full time (40 hours per week) journeyman elevator mechanic, and one (1) half time (20 hours per week) apprentice elevator mechanic dedicated to the preventive maintenance, routine repairs, and inspections & testing preparations and assistance required under this contract. The full time Contract Employee shall be on site at the Rocky Mountain Regional VAMC Monday through Friday from 7:30am to 4:00pm. Should the full time and half time Contractor Employees require additional assistance, the use of additional personnel is permitted provided no additional charge is made to the VA. For any additional work outside of the contract scope that incurs additional cost, the COR must be notified, and the additional cost approved by the Contracting Officer (CO) before the Contractor may proceed with the work in question.

3.0 PREVENTIVE MAINTENANCE

The Contractor shall provide preventative maintenance service at weekly intervals on all elevators listed on the Rocky Mountain Regional VAMC Elevator Inventory spreadsheet. The time interval between preventative maintenance checks shall be greater than five (5) calendar days and less than ten (10) calendar days from the previous service day. The Contractor shall inspect, test, calibrate, repair and service the equipment as required by the manufacturer, industry or statutory requirements to prevent premature equipment failures and to extend equipment life. This service may be performed separate from or in conjunction with other service.

The Contractor shall furnish all necessary parts, tools, data tags, and materials to conduct the preventive maintenance in an efficient manner. The Contractor shall provide qualified repair crews in order to meet the downtime requirements contained herein.

The Contractor shall, during the first effective week of the contract, provide a proposed preventative maintenance checklist to the VA for approval by the COR which will be used by the contractor’s personnel.

Preventive maintenance shall be accomplished during normal business hours of 7:30am to 4:00pm, Monday through Friday, except Federal Holidays. The Contractor shall provide the COR with a complete copy of the preventive maintenance checklist after each completed preventive maintenance.

The Contractor shall provide a written request to the COR at least 48 hours in advance to obtain authorization to shut down any elevator for preventive maintenance. When an elevator is shutdown it shall be tagged out in accordance with OSHA and VA requirements. Magnetic “Elevator Out of Service” signage shall be furnished and posted on each elevator at the basement and first floor levels during PM work or outage for repairs. The signs shall be professionally made with space to insert planned completion date, not handwritten or computer printed paper. Roof accesses to machine rooms from buildings shall be kept closed and locked. Do not block open or leave rooms unattended. Emergency car top access doors shall be kept closed and locked while elevators are in service and accessible to the general public.

The Contractor shall coordinate all hotwork required for maintenance with Facilities Management Service and comply with all VA policies and procedures as well as obtain permit from the VA Safety Office.

3.1 GENERAL MAINTENANCE REQUIREMENTS

a. Lubrication All parts of the machinery and equipment requiring lubrication should be lubricated at regular periodic intervals with lubricants of a grade as recommended by the manufacturer. The use of excessive amount of lubricant should be avoided.

b. Guide Rails Guide rails, except those of elevators equipped with roller or other guiding members not requiring lubrication, should be kept well lubricated, but an excess of lubricant should be avoided. Rails on which lubricant is used should be cleaned down at least once a year. Where necessary, a non-flammable or high flash point solvent should be used to remove excess lubricant, lint and dirt which shall accumulate on them and which presents a hazard in case of fire in the hoist way. Where sliding type safeties are used, it is important that guide rail lubricants, or pre-lubricated or impregnated guide shoe gibs where used, be of a type recommended by the manufacturer of the elevator which shall not reduce the holding power of the car safety. Rust preventative compounds such as paint, mixtures of graphite and oil and similar coatings should not be used as they may interfere with and in many cases prevent proper operation of the car safety. If it is considered necessary for any reason to use any of these substances, the manufacturer of the elevator shall be consulted before applying the substance. The VA shall be given a written statement from the manufacturer that they were contacted and approval was given.

c. Oil Buffers The oil level should be checked at least once a month and the buffer kept full to the level indicated by the manufacturer. The manufacturer of the buffer should be consulted as to the proper grade of oil to be used in the buffer. Buffer plungers shall be kept clean and shall not be coated or painted with a substance which shall interfere with their operation.

d. Controller Contractors and Relays Controller contractors and relays shall be kept clean and free from dirt and should be lubricated where necessary as recommended by the manufacturer.

e. Car Safety Mechanisms All moving parts of car-safety mechanisms should be kept clean and free of rust and dirt and should be lubricated at frequent intervals. This is especially important where the equipment is exposed to water or corrosive vapors or excessively damp conditions. Corrosion or rusting of the parts may prevent operation of the safety.

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.

f. Hoist ways and Pits Hoist ways and pits shall be kept clean and free of dirt and rubbish and shall not be used for storage purposes. Water should not be allowed to accumulate in pits. If the Contractor discovers standing water in the pits, the Contractor shall notify the COR immediately.

g. Machine Rooms Machine room floors shall be kept clean and free from oil or grease. Articles or material not necessary for the maintenance or operation of the elevator shall not be stored in any machine room. Flammable liquids having a flash point of less than 110 degrees Fahrenheit shall not be kept in any machine room.

h. Car Tops All car tops shall be kept clean and free from oil or grease and shall not be used for storing lubricants or any other material.

i. Painting Care should be used in the painting of the equipment to see that it does not interfere with the proper functioning thereof. This is especially important in the case of governors, car safety parts and buffer parts. These parts should be tested for proper operation after completion of painting.

j. Lights

1. Call Button, Floor Indicator (Voice) and Indicator Lights The contractor shall weekly check all call buttons, Floor Indicators (Voice) and indicator lights and replace/repair any lights that are not operative within 24 hours of that weekly check.

2. Interior Car Lights Replacement or repair of the interior car lights shall be the responsibility of the VA, however, if the contractor notices that lights are not illuminated, the contractor shall inform the COR of that condition.

k. Fans All elevators equipped with fans shall have the fans checked weekly for proper operation and all fans shall be kept in operating condition and shall not be turned off for any reason for any period of time except to provide maintenance to those fans.

l. Audio Elevator annunciation as originally installed or modified by contract shall be fully operational.

Arrival and departure chimes shall properly indicate direction of travel.

m. Doors 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.

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. Non-operational equipment shall be repaired within 24 hours. In no case shall the Contractor disable or disengage any of the door safety mechanisms.

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

n. Leveling Leveling accuracy shall be maintained at all times. No more than 1/8 inch vertical elevation separation allowed for passenger elevators. No more than 1/4 inch vertical elevation separation allowed for freight elevators.

o. Speed Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted.

p. Recalls Fire recall and medical emergency recall along with their indicator lights shall be fully operational.

q. Cleaning All parts, equipment, sheaves and beams, counterweights frame, top of cars, bottom of platforms, hatchways, pits and machines room floors shall be kept clean. Contractor shall clean, remove dirt, hydraulic fluid, lint, excessive grease on or about the machines, motors, controls and associated equipment and accessories. Car tops and pits are to be cleaned at least each time the machine is inspected, serviced or repaired. Pit cleaning shall include removal of rubbish, debris, spillage and drippings. Contractor shall wipe down all machinery and keep it free of dust. Oily rags shall be placed in proper type contractor furnished flammable containers, which shall be removed from the premises and disposed of weekly or when full. Contractor shall furnish at no additional expense to the government proper flammable storage cabinets for cleaning and maintenance supplies stored at the worksite. Safety Data Sheets (SDS’s) shall also be maintained at the worksite for cleaning and maintenance supplies.

r. Testing/Analysis 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.

3.2 MONTHLY FIREMAN RECALL TESTS

The Contractor shall conduct monthly fireman recall tests for all elevators. Tests shall be completed outside normal business hours. The Contractor shall provide documentation to the COR monthly. The Contractor shall take any corrective action as necessary.

3.3 ANNUAL FIRE ALARM TESTS

The Contractor shall provide assistance to VA personnel or VA provided third party contractor for the purpose of conducting annual Fire Alarm Testing on all elevator recalls, shunt trips and associated detectors. Tests shall be completed outside normal business hours. The Contractor shall provide documentation to the COR after the test. The Contractor shall take any corrective action as necessary.

4.0 SERVICE CALLS

The Contractor shall provide callback services 24 hours a day, 7 days a week. Callback service is defined as a request by an authorized Government representative, either during or after normal working hours, to correct any elevator problem or condition. Callbacks during normal working hours consist of responding to an emergency elevator service call to take corrective action at the site within 1 hour for passenger entrapments and 2 hours for all other service calls. Callbacks during normal working hours, if responded to by the on-duty technician, shall not interfere or reduce preventative maintenance required within the contract. Overtime Callbacks outside of normal working hours consist of responding to an emergency elevator service call to take corrective action at the site within 1 hour for passenger entrapments and 4 hours for all other service calls. Equipment malfunctions shall be corrected the same day that the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem that day, the Contractor shall notify the COR with an explanation of the delay and an assessment of the problem and a plan of action to effect repairs.

Overtime Callback service shall be listed, managed, and billed as a separate Contract Line Item Number and shall consist of a base amount of 80 hours (per year) to be used as determined and pre-approved by the COR or authorized designee throughout the duration of period of performance. The Contractor my charge a minimum of 2 hours for a single Overtime Callback incident. Overtime Callback incidents shall be billed monthly, with detail including date of the incident(s), hours worked, and service number / brief description of the incident. Contractor shall provide a service rate sheet for service calls with proposal. Service rates shall be broken down by normal business hours, after hours, and over-time labor rates. For any Overtime Callback Service, the Government shall be responsible for the premium portion of the overtime rate only. In the event that more than 80 hours of Overtime Callback service are required, the Government may choose to modify the contract to add a specified number of additional hours, or alternatively, may pay for specific incidents (at the indicated rates) via purchase order / Government Purchase Card.

The Contractor shall provide a service ticket / number for each service call for the COR, or designee, to sign. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective measures taken, and the date and time the unit was returned to regular service. Service tickets for overtime after hours work must be signed and a copy left with the COR, or designee.

Contractor shall notify the COR, or designee, by email after completion of each service call.

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

5.0 ADDITIONAL GUIDANCE DURING MAINTENANCE AND REPAIRS

a. Additional Work The Contractor shall notify the COR to determine the appropriate action if any work or repairs required are above and beyond the routine preventive maintenance and repair covered by this contract.

b. Roof Accesses The Contractor shall ensure that all rooftop accesses to machine rooms be kept closed and locked. The Contractor shall not block open or leave rooms unattended.

c. Car Top Access The Contractor shall ensure that all elevator car top access doors be kept closed and locked while elevators are in service.

d. Hot Work The Contractor shall coordinate all hot work required for preventive maintenance and repairs with the COR and comply with all VA policies and procedures as well as obtain permit from the VA Safety Office.

e. Tag Out The Contractor shall tag out any elevator at any time that a shutdown for service and/or repair is expected to be longer than twenty (20) minutes. The contractor shall make tags in accordance with VA local station policy. Tags shall be placed at each elevator opening on each floor affected by the shutdown. The Contractor shall follow lock-out tag-out procedures to meet OSHA and VA requirements.

f. Out of Service Signs The Contractor shall provide magnetic “Elevator Out of Service” signs on each elevator door during maintenance and repairs. The signs shall be professionally made and not handwritten. Signs shall have a space to insert planned completion date and time. All elevators to be removed from normal operation shall be coordinated in advances with the COR.

g. Patient Services The Contractor shall ensure all equipment and materials shall not impede, block or disrupt flow of traffic within the patient/staff corridors. Never shall any materials or equipment be stored in such a manner that would prevent the medical center staff from responding to patient emergencies or disrupt patient services.

h. Material and Equipment The Contractor shall not be responsible without additional payment to provide or replace floor coverings on the elevator car platform, repairs or replacement of the cab enclosure, hoist way enclosures, door frames and sills, machine room lighting or as may be recommended or directed by inspections firms, or by Federal, State, Municipal or other Government authorities when such work is outside normal maintenance requirements or the repair limits of this contract.

i. Incidental Charges The government will not be responsible for incidental charges including, but not limited to: parking, tolls, mileage, phone, etc.

6.0 INSPECTIONS

The Contractor shall assist and accompany any third-party elevator safety inspector(s) during the semi-annual and annual elevator inspections and performance tests required by ASME A17.1. These tests include the three- year load tests and the five-year tests. These tests shall be performed under the direction of an appointed third-party elevator inspector having area jurisdiction and appointed under separate contract by the VA.

The Contracting Officer or COR will notify the Contractor of the dates the above inspections/tests shall be performed within five (5) business days of receipt of notice that the inspection/test shall be performed.

All inspection tests shall be performed in the presence of the elevator inspector between the hours 7:30am and 4:00pm, Monday through Friday, unless otherwise specified by the Contracting Officer or COR.

The Contractor shall not block corridor spaces, common areas, or walkways/hallways with its equipment, supplies, or materials at any time.

The Contractor shall furnish all labor and materials required to conduct the inspection/tests per the following:

a. The Contractor shall be responsible for furnishing all necessary equipment, weights, labor, and means of transportation throughout the medical center to various locations, as directed by the inspector.

b. The Contractor shall operate all elevators during the inspection/test under the direction of the third party elevator inspector in order to complete the inspection/test.

c. The Contractor shall document all discrepancies and submit the discrepancy report to the COR not later than 2 calendar days after inspection/test. The Contractor shall complete all required repairs within 30 calendar days of discrepancy report, and coordinate with the COR concerning time frame for repairs that cannot be accomplished within 30 days. The contractor shall take corrective action including, if required the governor to be calibrated and sealed for proper tipping speed.

d. The following services shall be performed by the Contractor in intervals specified in the American National Safety Standard Code for Elevator and Dumbwaiters Manual. The Contractor shall supply all labor and equipment necessary for all tests. Tests include, but are not limited to, the following:

1. Car safety and rated load

2. Buffer acceptance test

3. Load and speed test

4. Plunger return test

5. Emergency light & telephone

7.0 SERVICE MANUALS / TOOLS / EQUIPMENT

The Contractor shall provide all tools, equipment, lubricants, hydraulic fluids and cleaning supplies necessary to perform the required work included in this contract. The VA medical center will not be responsible for providing tools, equipment, test equipment, laptops, service manuals or service diagnostic software to the Contractor. The Contractor shall provide all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) and diagnostic equipment which are necessary to meet the performance requirements of this contract.

Existing wire diagrams shall be provided to the Contractor upon request. All existing wiring diagrams provided to the Contractor by the Medical Center shall remain as VA property.

8.0 PREVENTIVE MAINTENANCE PARTS

The Contractor shall provide all parts, lubricants, hydraulic fluids, cleaning supplies, and tools necessary to perform the required work included in this contract. Report any oil/fluid usage on each maintenance report.

The Contractor shall keep an adequate supply of spare parts on site to ensure prompt preventative maintenance and repairs. The space(s) to store this parts supply will be assigned by COR upon award of contract. Non-flammable parts and material may be stored on shelving in elevator machine rooms.

The Contractor shall furnish and install or repair when and as necessary all new parts to include, but not limited to:

· Machine, worm gear, thrust bearings, drive sheave, drive sheave shaft bearing, brake pulley, brake coil, brake contact, brake linings, and components parts.

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

· 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.

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

· 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.

· Hoistway door interlocks, hoistway door hangers, bottom door guides and auxiliary door closing devices.

· 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.

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

· Cab Lighting where applicable to hydraulic elevators include 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.

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

Contractor shall provide and install, or repair as necessary all parts required to maintain elevators in proper working condition. Major components replaced shall be guaranteed against defect and /or failure for a period of one (1) year from date of the completed installation. All other components shall be guaranteed for a period of ninety (90) days. All parts/components installed shall be only new standard parts and shall have full versatility with presently installed equipment.

Contractor shall be responsible for all parts and labor required for regular maintenance and repairs required herein.

If repair or replacement of parts is required due to damage from misuse, the Contractor shall be responsible for the first $3,000.00 for all parts and labor required for any repairs, per incident. If it is necessary to complete emergency repairs outside of normal business, hours, the contractor shall be compensated at the agreed to overtime rate per contract. Parts shall be billed at actual invoiced costs. If it’s necessary to complete a repair specifically excluded from this contract, the Contractor shall receive authorization from the Contracting Officer or designee prior to installation. This work is subject to bid by other contractors as well.

Individual incident repair parts exceeding $20,000.00 are excluded from the base contract. In the event of an incident requiring repair parts in excess of $20,000.00, a modification shall be issued by the CO to capture the total cost of the parts required. Labor to install such parts, however, shall remain covered under the base contract

All defective parts that have been replaced become the property of the Contractor and shall be disposed in accordance with all Local, State and Federal Laws.

Unless indicated elsewhere in this contract, the Contractor shall not be responsible without additional payment to provide or replace floor coverings on the elevator car platform, repairs or replacement of the cab enclosure, hoistway enclosures, door frames and sills, machine room lighting or as may be recommended or directed by inspections firms, or by Federal, State, Municipal or other Government authorities when such work is outside normal maintenance requirements or the repair limits of this contract.

The Contractor shall furnish only new standard or exchanged replacement parts shall be of like technology or superior and appropriate for use in a medical facility and meet the original equipment manufacturer specifications with non- proprietary parts.

Replacement parts incorporated into repair become the property of the Government. Replaced parts are to be disposed of by the Contractor after obtaining approval from the COR.

Parts replaced shall be itemized as monthly no-charge items on the Contractor’s invoice and shall be identified by part number listed on the manufacturer’s schematics or parts list.

Contractor shall provide related surplus parts equipment.

8.1 MAINTENANCE & REPAIR PARTS STORAGE

During the performance of this contract, the Contractor shall maintain and adequate inventory of parts and materials (bench stock, shop stock, etc.) to perform all the preventative maintenance such that any delay in preventative maintenance shall not be caused by inadequate inventories.

8.2 SHUTDOWNS OF ELEVATORS

Shutdown of elevators for cleaning, lubrication, and servicing must be performed with respect to the Rocky Mountain Regional VAMC Elevator Inventory spreadsheet service priority level rating and as determined by the COR. Contractor shall notify the COR, or designee, forty-eight (48) hours in advance of date scheduled for equipment shutdowns. Signage must be posted at each floor to inform personnel that the elevator is down for service or repair. NOTE: Interruption of service by shutdown is considered to be work requiring shutdown for more than fifteen (15) minutes at any one time.

9.0 ENGINEERING UPDATES

The Contractor shall incorporate any and all engineering updates from manufacturers for each piece of equipment under the price of this contract. All engineering updates shall be performed during the specified periods of coverage and shall normally occur during routine preventive maintenance.

10.0 CHECK CHART, REPORTS, AND RECORDS

The Contractor shall provide a check chart for each elevator in each machine room and shall be in plain sight. The check chart shall identify each elevator component, required maintenance or testing frequency as well as entries of completion. The Contractor shall keep the check chart updated at all times and shall have the check chart initialed and dated by the Contractor’s employee.

The Contractor shall provide an electronic written report to the COR at the end of each week and immediately after each unscheduled visit. The report shall identify full name of Contract employee(s) performing work, date work performed, actual time started and work time ended, each elevator serviced, the location, maintenance work performed, repairs needed, replacement part/s installed ordered and overall assessment of the elevator. The Contractor shall report any oil/fluid usage on each report. If repairs require work considered over and above routine maintenance and repair work covered by this contract, the contractor shall notify the VA COR for appropriate decision and action. The Contractor shall notify the COR of all projected downtime.

The Contractor shall submit a written report to the VA COR, and designee, within 24 hours of any major malfunction, accident, or injury involving an elevator. The report shall state the cause, what/when tests and repairs were made to correct, and which Contractor employee executed the repairs.

The Contractor must maintain a complete and up to date record on the VA network server of all reports, check charts, and other documentation related to the execution of the contract. The COR shall indicate the location on the VA network server where this record is to be maintained upon award of contract.

11.0 CONTRACTOR SUBMITTALS:

Within 15 calendar days after notification of award, the Contractor shall submit to the Contracting Officer (2) copies of the Preventative Maintenance Procedure (which will be used during the PM Services of his contract) including proposed dates when PMI’s shall be accomplished. In addition, the Contractor shall provide a copy of the Contractor’s site-specific safety plan, personal protective equipment (PPE), and Safety Data Sheets (SDS). These copies must be received before any invoice can be certified for payment.

12.0 WORK SCHEDULE AND FEDERAL HOLIDAYS

All preventive maintenance shall be conducted during normal business hours Monday thru Friday from 7:30am to 4:00pm excluding Federal Holidays and any other day declared a federal holiday by the President of the United States listed below.

Christmas Day If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agency.

Upon arrival at the station, the Contractor shall check in with the Electrical Shop to ascertain if there are any known elevator problems at the start of the work day. If necessary, the Contractor shall round to ensure all elevators are operational.

There is NO SMOKING in any VA building and smoking is only allowed in designated exterior areas.

13.0 QUALITY CONTROL

The Contractor shall develop and implement procedures to identify and prevent defective services from recurring in accordance with the guidance in Section 2.1 Applicable Documents above. As a minimum, the contractor shall develop quality control procedures that address all elevators covered under this contract.

13.1 QUALITY ASSURANCE SURVEILLANCE PLAN

The COR will evaluate the Contractor’s performance monthly against performance standards established in the SOW. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be validation of contractor supplied performance data. In addition, evaluations can be used as analysis of Customer feedback for performance trends and validation that customer concerns are resolved in a timely manner.

If at any time the COR receives indicators (e.g., valid customer complaints or notes performance standards are not being met) that the Contractor’s performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with monthly evaluations. If the issue is recurring and systemic in nature, the COR will notify the Contract Employee to have the issue corrected and the COR will perform more frequent evaluations.

If a systematic problem cannot be corrected between the COR and the Contract Employee, the COR will notify the Contracting Officer to contact the Contractor to correct the problem. The COR will submit to the Contracting Officer the specific deficiency to the requirement, the date and time it was discovered. The Contractor will be given two (2) working days after notification from the Contracting Officer to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

13.2 SURVEILLANCE STANDARD

The Performance Standard set forth in the SOW is the standard the Contractor must meet for services to be deemed acceptable. The Government may require re-performance of nonconforming services at no additional cost to the government. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government’s right to inspect services under the inspection provisions of the contract be prejudiced.

13.3 QUALITY ASSURANCE SURVEILLANCE PLAN

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing the Scope of Work (SOW). It is designed to provide an effective surveillance method of monitoring contractor performance in the task order.

The Contractor shall manage the quality control actions in order to meet the terms of the contract. The COR will monitor the quality assurance to ensure contract standards are achieved.

no more than 1 of PGE13-PGE15-1 (PVN), no more than 2 of PGE11-PGE12 & PGE17-PGE18 (PSN), no more than 1 of PE1-PE4 (IBN & IBS), no more than 1 of SE1 & SE3 (IBN & IBS), no more than 1 of SE2 & SE4 (IBN & IBS), no more than 1 of SE5-SE6 (CBC & CBN), no more than 1 of AE-V01 - AE-V03 (CBS), no more than 1 of AE-S01 & SE11 (CBS), no more than 1 of SE12-SE13 (RES), no more than 1 of PGE15-PGE16 (PVS), may be out of service at one time. All other elevators must be addressed with urgency per Rocky Mountain Regional VAMC Elevator Inventory spreadsheet when out of service.

SURVEILLANCE: The COR will evaluate the performance objectives through periodic inspections during each service month.

STANDARD: The contractor shall perform all work required in a satisfactory manner in accordance with the SOW. The COR shall not consider the services complete until all deficiencies have been corrected.

PROCEDURES: The COR will inspect all performance objectives monthly to ensure contractor compliance with the SOW. The COR will record results of inspection, noting the date and time of inspection. If the inspection indicates unacceptable performance, notify the contract manager or the contractor’s Quality Control Inspector (QCI) of the deficiencies for correction. The Contractor shall be given two (2) hours after notification to correct the unacceptable performance or the COR may approve additional time if the COR considers additional time appropriate. If the deficiencies are not corrected within the required time frame the COR shall notify the Contracting Officer for action.

14.0 BADGES AND PARKING

All Contractor personnel are required comply with all VA regulations which covers the following requirements: Background checks, and the wearing of identification (I. D.) badges issued by the VA RMRVAMC at all times while on VA Facilities grounds. Failure of the background check will result in specific personnel not being allowed to work on VA premises and the Contractor shall need to provide replacement personnel.

It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The designated parking area will be specified by COR upon award of contract.

14.1 KEYS:

Under no circumstances are Contractor personnel to remove VA keys from VA premises.

15.0 ACCESS TO TECHNICAL SUPPORT

In order to limit/reduce the downtime of the elevators, the Contractor’s mechanic shall have direct unlimited access to manufacturer’s technical support for the equipment, at no additional cost to the Government. The assigned mechanic shall have direct unlimited access to manufacturer’s technical support throughout the life of the contract. This requirement shall apply to any additional equipment that may be added to this contract by modification.

16.0 TECHNICIAN/RESIDENT MECHANIC QUALIFICATIONS

(a) The Government reserves the right to accept or reject Contractor’s staff for cause.

(b) Contractor shall provide throughout the contract at least one technician/resident mechanic with at least five (5) years (post apprenticeship) experience, and be a certified elevator maintenance technician, and one helper mechanic with at least three (3) years of documented elevator maintenance experience.

(c) All technicians/resident Journeyman mechanics shall have successfully completed and passed an examination from a nationally recognized training program (National Elevator Industry Education Program (NEIEP) or equivalent) for elevators or have a certificate of completion from a registered apprenticeship program.

(d) All technicians/resident mechanics shall be VTE certified and licensed in the state in which they are employed in.

(e) The Contractor shall notify the Government within 3 business days if it intends to replace the resident mechanic. At the time of notification, the Contractor shall submit all required certifications and licenses for the replacement mechanic and replace the mechanic only upon written approval of the Government.

(f) The Contractor shall have a back-up resident mechanic in the event the primary resident mechanic is unable to perform his/her duties.

(g) The Contractor shall ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect to personal and confidential information that they may come upon, while servicing the elevators.

16.1 Personnel Assignments

The Contractor shall assign the appropriate quantity and type of personnel to successfully complete all functions specified in this SOW. The Contractor shall maintain throughout the life of this contract, a current list of technicians and their credentials available for inspection by the Government at any time.

B.3 SCHEDULE OF SERVICES

Base Year: April 1, 2019 through March 31, 2020

Comprehensive Elevator Maintenance(PM, Repair in accordance with the SOW)

Base Year Total Cost:

Option Year 1: April 1, 2020 through March 31, 2021

Comprehensive Elevator Maintenance(PM, Repair in accordance with the SOW)

Option Year 1 Cost:

Option Year 2: April 1, 2021 through March 31, 2022

Comprehensive Elevator Maintenance(PM, Repair in accordance with the SOW)