36C25922Q0363.docx

36C25922Q0363

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE

DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a.

PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE

ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26.

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

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212

-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE OF OFFEROR/CONTRACTOR

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

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

36C25922Q0363 07-01-2022 Lance Davis 918-577-3838 07-11-2022

4:00 PM

CDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 X X 238290 $16.5 Million N/A X Oklahoma City VA Health Care System 921 NE 13th St Oklahoma City OK 73104 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Elevator & Dumbwaiter Preventative Maintenance & Repair Services for Oklahoma City VA Health Care System.

Respond to Solicitation by email to Lance.Davis2@va.gov by date and time in Block 8, above. Faxes will not be accepted.

Ensure e-mail sizes do not exceed 5MB per e-mail. If sending multiple e-mails, indicate "___of___" to ensure all are received. Suggest vendors request confirmation of receipt of number of attachment(s) and number of emails sent.

This is "Comparative Analysis" Evaluation, not price only.

See E.10 52.212-2 Evaluation-Commercial Items

1. Price

2. Technical Capability

3. Past Performance This is a Request for Quote, not a Request for Proposal.

Variations made by vendors of unit of issue or quantities within Price Schedule will not be accepted.

**Vendor must remain "Active" in SAMs entire contract term** See CONTINUATION Page X X Lance Davis

VA-VHA-RPOW-2022-68748

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

B.2 Performance Work Statement

PERFORMANCE WORK STATEMENT

ELEVATOR MAINTENANCE AND SERVICE

VA MEDICAL CENTER

Oklahoma City OK 73104

The contractor shall provide Full Maintenance Services, Preventative Maintenance (PM), Repair, and Breakdown Services for all elevators, dumbwaiters, and cart lifts located at this facility, in accordance with the terms and conditions stated within this Performance Work Statement (PWS).

The required Elevator Maintenance Services include, but are not limited to, full elevator maintenance service in accordance with the ASME Safety Code requirements, the manufacturer's recommendations, the Elevator Field Employees' Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance services are defined as all services, repairs, inspections, and testing necessary to maintain all elevators, dumbwaiters, and cart lifts, appurtenances, and accessories in a fully operational mode at all times (except for prescheduled downtime) including all labor, parts, and materials, to include shipping.

**NOTE** Elevators and dumbwaiters code violation repairs have just been completed on this equipment and they meet all Federal, State, and Local codes. The intent of this contract is to ensure elevators and dumbwaiters continue to meet all Federal, State, and Local codes.

Location of Performance:

VA Medical Center 921 NE 13th St Oklahoma City OK 73104

1. The following services are not included in the contract.

a. Replacement of electric motors burned out by current fluctuation, negligence, abuse, and/or misuse by operators.

b. Electrical work external to the machine.

c. Repair and parts necessitated by accident, fire, abuse and/or misuse by Government personnel.

2. Required by the Contractor:

a. Minimum Level of Work: The Contractor shall take all steps and measures that a prudent building owner would take to maximize the life expectancy of the elevator plant. The work provided must preserve each elevator in unimpaired condition and above the point where deterioration begins.

b. On-Site Requirement: The Contractor is not required to provide an on-site elevator mechanic for specified duty hours. However, the Contractor shall provide qualified elevator mechanics, work crews, and supervisory personnel in such numbers and times as may be required to fully meet the contract requirements.

c. Working Hours: All scheduled contract work shall be accomplished during “Normal Working Hours" from 8:00 a.m. to 4:30 p.m., Monday through Friday, except Federal holidays. Work outside normal working hours will be at Contractor's discretion and must be preapproved by the contracting officer’s representative (COR). Notice will be provided to the COR when on-site to perform maintenance, to allow VA personnel to accompany Contractor. The Contractor shall respond to service calls seven (7) days per week, twenty-four (24) hours per day, as part of the monthly contract price.

d. Contractor Conduct: All persons furnished by the Contractor, including subcontractors, are the sole responsibility of the Contractor. The Contractor shall be responsible for their compliance with all laws, rules, and regulations.

e. SAMs Registration: Contractor shall remain “Active” within the SAM.Gov site during the entire duration of the contract. If company is not Active in SAM.Gov the VA will have no means of providing payment to contractor.

3. Routine Calls. The contracting officer (CO) or contracting officer’s representative (COR) will notify the contractor of repairs to be made from the inspection report or service call. The contractor shall report to the work location, survey the repair, and provide the COR an estimated time to repair and cost of repairs if not covered in the basic service contract (for items not covered see #1 above, everything else is covered). The contractor shall commence repair work after notification from the COR and/or the CO. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer. No “gray market” parts or “used” parts will be allowed. The contractor shall prepare and submit a written report within five business days after the routine repairs are completed. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs. Damage to elevators and related equipment caused by government personnel/equipment thru misuse/negligence will be estimated separately and repair work will not be accomplished until notified by the contracting officer (CO) or contracting officer’s representative (COR) either by a Modification to the current contract, the Award of a new Purchase Order/Contract, or by Government Purchase Card.

4. Emergency Calls: The contractor shall respond to emergency repair calls within one hour after notification during normal business hours and within two hours after notification at times other than normal business hours. The contractor shall prepare and submit a written report within five business days after the emergency repair. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs. For purposes of this specification, an emergency situation is any condition that requires immediate action to protect life, eliminate serious injury hazards to personnel, resolve personnel entrapment, prevent loss, or damage to government property, or restore essential services (final discretion of an Emergency condition will be made by the COR or the CO).

5. Equipment Listing

Elevators: (15 Total)

P-1 Equipment Name: Elevator, Passenger, Manufacturer: Shepard/Swift, Model # Swift 5000, Type: Traction, Number: P-1

Number of Stops: 11, VA PMI # 16641

P-2 Equipment Name: Elevator, Passenger, Manufacturer: Shepard/Swift, Model # Swift 5000, Type: Traction, Number: P-2

Number of Stops: 11, VA PMI # 16642

P-3 Equipment Name: Elevator, Passenger, Manufacturer: Shepard/Swift

Model # Swift 5000, Type: Traction, Number: P-3

Number of Stops: 11, VA PMI # 16643

P-4 Equipment Name: Elevator, Passenger, Manufacturer: Shepard/Swift

Model # Swift 5000, Type: Traction, Number: P-4

Number of Stops: 11, VA PMI # 16644

P-5 Equipment Name: Elevator, Passenger, Manufacturer: Shepard/Swift

Model # Swift 5000, Type: Traction, Number: P-5

Number of Stops: 11, VA PMI # 16645

P-6 Equipment Name: Elevator, Passenger, Manufacturer: Shepard/Swift

Model # Swift 5000, Type: Traction, Number: P-6

Number of Stops: 11, VA PMI # 16646

P-7 Equipment Name: Elevator, Passenger, Manufacturer: Montgomery

Model # MIPROM, Type: Traction, Number: P-7

Number of Stops: 9, VA PMI # 16647

P-8 Equipment Name: Elevator, Passenger, Manufacturer: Montgomery

Model # MIPROM, Type: Traction, Number: P-8

Number of Stops: 9, VA PMI # 16648

P-9 Equipment Name: Elevator, Passenger, Manufacturer: Montgomery

Model # MIPROM, Type: Traction, Number: P-9

Number of Stops: 9, VA PMI # 16649

P-10 Equipment Name: Elevator, Passenger, Manufacturer: Montgomery

Model # MIPROM, Type: Traction, Number: P-10

Number of Stops: 9, VA PMI # 16650

P-11 Equipment Name: Elevator, Passenger, Manufacturer: Montgomery

Model # MIPROM, Type: Traction, Number: P-11

Number of Stops: 9, VA PMI # 151

P-13 Equipment Name: Elevator, Passenger, Manufacturer: Dover

Model # VVMC-1000-PTC, Type: Traction, Number: P-13

Number of Stops: 4, VA PMI # 153

P-14 Equipment Name: Elevator, Passenger, Manufacturer: Dover

Model # MIPROM Type: Traction, Number: P-14

Number of Stops: 3, VA PMI # 16651

P-15 Equipment Name: Elevator, Passenger, Manufacturer: Dover

Model # 3660-0014 Type: Traction, Number: P-15

Number of Stops: 4, VA PMI #

P-16 Equipment Name: Elevator, Passenger, Manufacturer: Dover

Model # 3660-0014 Type: Traction, Number: P-16

Number of Stops: 3, VA PMI #

Dumbwaiters: (6 Total)

DW-3

Cart lift Equipment Name: Dumbwaiter, Manufacturer: MATOT, Model #: SPD/Surgery clean DW-3/CL-1, Number of Stops: 2 VA PMI # 16480

DW-4

Cart lift Equipment Name: Dumbwaiter, Manufacturer: MATOT, Model #: Surgery/SPD dirty DW-4/CL-2, Number of Stops: 2 VA PMI # 16481

DW-6

Equipment Name: Dumbwaiter, Manufacturer: MATOT, Model #: ER/Lab DW-6, Number of Stops: 3, VA PMI # 163

DW-7

Equipment Name: Dumbwaiter, Manufacturer: MATOT, Model #: Surgery/Lab DW-7, Number of Stops: 2, VA PMI # 164

DW-8

Equipment Name: Dumbwaiter, Manufacturer: MATOT, Model #: ICU/SPD DW-8, Number of Stops: 2, VA PMI

DW-9

Equipment Name: Dumbwaiter, Manufacturer: MATOT, Model #: SICU/SPD DW-9, Number of Stops: 2, VA PMI

IMPORTANT NOTE:

Listed below are the suggested O.E.M maintenance protocol for proper safe operation of the elevators and dumbwaiter. The VENDOR shall not limit their PMs to these protocols. If any of the listed protocols are not appropriate for the age/life cycle from the vendor expertise in this field of service, for either equipment, the VENDOR shall make the proper adjustment to the PM protocols to ensure safe and proper operation of the equipment.

A. ELEVATORS PM

1. MONTHLY

A. Machine Room – Controllers

a. Check controller function and clean

b. Check contacts, main contactors, and switches

c. Check settings and operation of overloads

d. Check timers

e. Tighten connections, clean fuses, and holders

f. Governors B. Car – Door Operator

a. Check/clean/lubricate brake, operation of checks, check keys, set screws and contacts C. Car – Door

a. Check/clean/adjust photocell, infrared sensor & cable

b. Check safety edge and retraction

c. Check door gibs and fastenings

d. Hangers for all doors and car doors or gates D. Car – Interior

a. Check alarm bell, emergency switch, emergency communications, and fire service operation (car and lobby)

b. Replace indicator lights as needed E. Car and Counterweight – Miscellaneous

a. Check car steadying devices

b. Check all car safety devices including safety switches, inductor, leveling devices, selector tape, switches, and hitches F. Hoist way

a. Check landing station indicators (visual and acoustic) G. Miscellaneous

a. Check operation of signal and dispatching system

b. Clean up excess lubricant and repair all leaks

c. Brush, clean, and remove rubbish from top of cars, bottom of platforms, elevator pits and pit equipment; and all supporting structures and equipment

d. Certify all life safety critical components are in reliable condition

e. Tension frames and shelves in pit

2. QUARTERLY

A. Machine Room – Selector

a. Check tape or cable, clean and apply light film of oil B. Machine Room – Machine

a. Check micro gear case bearing for wear and end play

b. Check gear backlash, thrust end play and bearing wear

c. Check brake plungers

d. Sheave Bearings

e. Machine Bearings

f. Machine stuffing box packing - repack

g. Motor operated brake bearing packing - repack

h. Gear Case lubricant level, where applicable

i. Guide lubricant level, where applicable

j. Hydraulic elevator hydraulic fluid level C. Machine Room Motor

a. Clean all commutators, renew, or reseat brushes if necessary D. Car – Door Operator

a. Check door contact

b. Check/lubricate retiring cam device, chains, and fasteners E. Car and Counterweight – Miscellaneous

a. Check adjustment of car and Counterweight shoes and roller guides

b. Guide shoe rollers and gibs – renew as needed to ensure smooth, stable, satisfactory operations F. Hoist way

a. Check all ropes for fastening, wear, and lubrication

b. Check/adjust/lubricate ejector mechanisms (cart lift) G. Miscellaneous

a. Check main line fuses for heating

b. Clean and test hoist way fire alarm smoke detectors in conjunction with facility fire alarm testing

3. SEMI-ANNUAL

A. Machine Room – Controllers

a. Check all condensers, resistance tubes and grids

b. Clean with blower, check alignment of switches and lubricate hinge pins B. Machine Room – Selector

a. Check hinges

b. Seal small leaks C. Car – Door Operator

a. Check shaft bearings, tapered pins, alignment, and operation of cams and rollers

b. Check/clean/lubricate chain, belt tension, limit box, contact follow up D. Car – Door

a. Check/clean/lubricate rollers, tracks, up thrust, and relating cable, and cable tension, if necessary

b. Check door speeds E. Car – Interior

a. Check contacts and switches in car operating panel, clean and lubricate F. Car and Counterweight – Miscellaneous

a. Lubricate/adjust guide shoe stems, check for gib wear

b. Lubricate car and Counterweight roller guide pivots G. Hoist way

a. Check all rope hitches, shackles, equalize rope tension

b. Check traveling cable for insulation, wear, hanging

c. Check junction box cable

d. Inspect/clean/lubricate hatch door locks

e. Check/clean/lubricate hatch door rollers, tracks, hangers, up thrusts, relating cables, sight guards, and closer

f. Check/lubricate hatch door motors, gear boxes, limit, and zone switches

g. Inspect hatch door gibs and fastenings

h. Hoisting ropes, where applicable – check condition and tension equalization; replace all ropes for system at once whenever necessary to ensure adequate safety factors H. Miscellaneous VENDOR will supply 2 techs to assist with semi-annual, annual, and 5-year test and inspection of the elevators.

4. ANNUAL

A. Machine Room – Controllers

a. Completely clean all fuses and holders B. Machine Room – Machine

a. Remove, clean, and lubricate brake cores on DC brakes, clean linings, if necessary, check wear, lubricate pins C. Machine Room – Motor

a. Clean armatures and motors with blowers or vacuum

b. Check armature and rotor clearances

c. Check motor connections D. Car – Door Operator

a. Inspect door motor commutator and brushes E. Car and CW – Miscellaneous

a. Check stiles for cracks, bends, rust, loose bolts

b. Check car steadying devices F. Hoist way

a. Check guide rails, brackets, and fishplates

b. Clean/lubricate guide rails, Counterweights, cams, and fastenings

c. Check limit and terminal stop switches (contacts, cam alignment); lubricate pins and rollers

d. Overhead deflector (Car and counterweight) See that sheaves are tight on shafts, sound spokes, and rim with hammer for cracks G. Miscellaneous

a. Complete cleaning of entire installation, including all machine room floors, walls and equipment; hoist way walls and equipment; pits and pit equipment; and all supporting structures and equipment.

b. VENDOR will conduct an annual no-load test and every fifth year a full load test, full speed test of safety mechanisms, over speed governors, and car and counterweight buffers. If required, the governor will be recalibrated and sealed for proper tripping speed and elevator car balances will be checked. VENDOR will supply weights for the full load test at no cost to the government. The VA will coordinate with another company that will certify the test and inspection.

B. DUMBWAITERS & CART LIFTS PM

Inspect, clean, lubricate, adjust, and replace as necessary, and service as specified by O.E.M.

a. CONTROL EQUIPMENT:

1. Push buttons, hoist way switches, controller components, and Interlock contacts do not require any regular attention as long as the equipment is functioning properly.

2. Depending on the environment, the inside of the control cabinet may need to be cleaned periodically.

b. MOTOR:

1. Standard single speed motors 1hp to 3hp have shielded bearings and will not require lubrication.

2. Special purpose motors such as Vector or DC types may have grease fittings and will require periodic lubrication, see Motor supplement sheets for information.

c. BRAKE:

1. The amount of usage the dumbwaiter receives will determine how often adjustment will have to be made. Check periodically.

2. Brake discs or shoes should be replaced when wear adjustments have reached near the maximum.

d. SPEED REDUCER:

See COR for service bulletin for lubrication instructions or your expertise in this area for the proper lubrication

e. CABLE DRUM:

Drum does not require regular maintenance. Check periodically.

f. TRACTION SHEAVES:

1. Inspect drive sheave every six months for excessive wear. Sheaves must be replaced if the undercut of the groove no longer exists.

2. Flange bearings and pillow block bearings are sealed and require no regular maintenance. Replace as needed.

g. HOIST CABLE AND FITTINGS:

Inspect cable at least twice a year. If cable(s) has broken strands, kinks, or bent portions replace the cable(s) immediately. Check and tighten, if necessary, rope clips.

h. HOISTWAY DOORS:

1. Chain deflecting sheaves have sealed bearings and require no lubrication.

2. Roller chain should be lightly lubricated every six months.

3. Interlock keeper should be checked on each maintenance call to verify that the keeper is securely fastened to door panel and is engaging the interlock properly.

i. GUIDE RAILS:

1. Guide rails should be kept clean and free of excess grease or oil.

2. Lightly lubricate the guide rails every 90 days. Only a thin film of lubricant is necessary on actual wear surfaces. Recommend the use of Nylube No.150 Paste or any other equivalent rail lube or what has proven best for the age of the equipment for proper lubrication

j. OVERHEAD DEFLECTING SHEAVE:

1. Drum below units utilize a cable deflecting sheave that is mounted to, or near, the top of the guide rails. On Residential Light Duty units this sheave is equipped with a sintered bronze bushing which requires a few drops of light grade machine oil every 6 months.

2. Model series 100 units utilize a sheave with a needle bearing and grease fitting. The sheave should be inspected every 6 months and lubricated with No. 2 cup grease if necessary. Pump grease into fitting until it squeezes out around the hub.

k. DUMBWAITER CAR:

1. The Car for drum below units will typically have 2 deflecting sheaves mounted to the car top. These sheaves are equipped with a sintered bronze bushing which requires a few drops of light grade machine oil every 6 months.

2. The Car for drum overhead units will typically have 1 deflecting sheave mounted to the car top. This sheave is equipped with a needle bearing and grease fitting. The sheave should be inspected every 6 months and lubricated with No. 2 cup grease if necessary. Pump grease into the fitting until it squeezes out around the hub.

l. CAR GUIDE SHOES:

Shoes should be checked on each maintenance call for excessive wear. Worn guide shoes can affect the proper camming of hoist way switches and create potential problems.

C. REPAIR SERVICES & PARTS:

VENDOR shall perform all maintenance and repair service on station unless local environment prohibits on station repair. The VENDOR shall be responsible for handling, packing, shipping, and receiving of all repair parts and equipment.

ELEVATOR EQUIPMENT

I. REPAIR SERVICES: The VENDOR shall, per the ASME Safety Code requirements, the manufacturer's recommendations, the Elevator Field Employees' Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc., repair elevator and associated parts, so it will be restored to proper safe working order. The VENDOR shall provide repair services during VAHCS’s normal working hours.

II. PARTS: All parts will be O.E.M. recommended parts. High mortality parts must be located such that delivery is guaranteed not later than overnight on this site. The VENDOR shall seek parts first, if feasible, through GSA supply schedule.

DUMBWAITERS

I. REPAIR SERVICES: The VENDOR shall, repair the dumbwaiters and associated parts so it will be restored to proper safe working order. The VENDOR shall provide repair services during VAHCS’s normal working hours.

II. PARTS: All parts will be O.E.M. recommended parts. High mortality parts must be located such that delivery is guaranteed not later than overnight on this site. The VENDOR shall seek parts first, if feasible, through GSA supply schedule

III. REPAIR & PART CHARGE MATRIX

The government will retain the option for repair services, depending on the criticality of the repair, pricing, and other factors considered, that would be in the best interest of the government, to solicit pricing for this type of repair service from other vendors that are in this market, if after concurrence from the COR (Contracting Officer Representative) with the approval from the CO (Contracting Officer) that the price for repair is believed to be unreasonable or not a fair market value.

D. SOFTWARE UPDATES: The VENDOR shall ensure that applicable elevators are updated with the latest version for safe and proper operation. OKC VAHCS will retain all software for updates.

E. PROTECTION FROM DAMAGE: VENDOR shall provide all labor, materials, and equipment necessary for protection of their employees and VAHCS patients, personnel, and other occupancy of the medical center to include furnishings materials and equipment to protect the buildings from damage and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

F. RESPONSE REQUESTS: VENDOR shall only respond to requests for service from the delegated COR, the delegated alternate COR, and/or the CO (Contracting Officer) of the contract. The VENDOR responding to a call not requested by the COR, Alt COR, and/or the CO, that provide services will result in NO PAYMENT by the Government.

G. LIABILITY INSURANCE: VENDOR must provide this VAHCS with written confirmation that VENDOR has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VAHCS.

H. SMOKING POLICY: This VAHCS is a Smoke Free Facility. Smoking is prohibited throughout the facility. Smoking is prohibited at or near all entrances as well. Authorized smoking areas are located in the two designated smoking areas, outside SW entrance and near Bldg. 20.

I. INVOICING –IMPORTANT NOTICE

The VENDOR shall list the required monthly services and any ancillary services (emergency call, repairs, etc..,) that were rendered for the given month in the following manner:

•Monthly PM Services-Elevator Service-total price •Monthly PM Services-Dumbwaiter-total price •Any Ancillary services rendered that month O List each service separately with equipment identification (with listed price)

· Any invoice submitted with pricing not in accordance with or as per contract line items will be rejected.

· Contractor must remain “Active” within the SAM.Gov system during the entire time of the contract, or payment cannot be made, or invoices processed.

One-line invoices WILL NOT be accepted. If the invoices are not in the manner listed above, the invoices will be returned until it is properly outlined for review and acceptance.

J. MODIFICATIONS-IMPORTANT NOTICE

ALL orders or modification outside the scope of contract performance requires express written or verbal approval by the Contracting Officer (CO). Any orders or modifications made that are NOT approved by a CO, prior to performance, will result in NO PAYMENT by the Government.

For repair work within overall scope of Elevator & Dumbwaiter PM & Repair contract, that is not specifically covered under this contract, the VA will request the contractor to provide a quote related to those repairs. The VA reserves the right to either solicit those repairs separate from this contract or to complete a bilateral contract modification and allow the contractor to perform needed repairs. All quotes and subsequent repairs must be found fair and reasonable by the contracting officer.

B.3 Quality Assurance Surveillance Plan (QASP)

36C25922Q0363

Page 1 of Page 1 of Quality Assurance Surveillance Plan (QASP) Elevator & Dumbwaiter Services VA Medical Center Oklahoma City VA Health Care System

INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS). This plan sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or service levels are achieved by the contractor.

Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by VA to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

Performance Management Strategy The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

ROLES AND RESPONSIBILITIES

The integrated project team (IPT) consists of the contracting officer (CO) and the Contracting Officer’s Representative (COR).

The Contracting Officer The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the contracting officer's representative (COR) and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

The Contracting Officer’s Representative The Contracting Officer’s Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and in Attachment 1, “Performance Requirements Summary.”

Incentives or Disincentives in Relation to Standards and Quality Levels Contractor performance on this contract, be it less than, greater than, or equal to satisfactory performance on this contract, will be subject to the Incentives/Disincentives identified in the Performance Requirements Summary. The results will also be documented by the COR and CO, for use as past performance indicators to support any interest or bids the contractor makes in future government requirements and solicitations. Failure to meet the required service or performance level will result in a delinquency notice to the contractor.

METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance Techniques In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

· Random monitoring - which shall be performed by the COR/COR designated inspector.

· 100% Inspection – Each month, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

· Periodic Inspection – COR typically performs the periodic inspection which should align with the frequency of required services per the PWS, such as weekly or monthly, depending on the required task.

· Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the CO and COR, as opposed to the contractor. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate using the Quality Assurance Monitoring Form – Customer Complaint Report, identified in Attachment 4.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

Acceptable Quality Levels The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary, for contractor performance are structured to allow the contractor to manage how the work is performed while providing disincentives for performance shortfalls. For certain critical activities such as those involving maintaining safety during operations, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at the VA Medical Center in this PWS.

QUALITY ASSURANCE DOCUMENTATION

The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques shown in Attachment 1.

Monitoring Forms The government’s QA surveillance, accomplished by the COR, will be reported using the monitoring forms in Attachments 2, 3 and 4. The forms, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure that the required results satisfy the Purpose of the Performance Work Statement. The COR will retain a copy of all completed QA surveillance forms and forward electronic copies to the CO.

ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

Determining Performance Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. Failure to meet the AQL may result in disincentives, as shown in Attachment 1 of this document.

Reporting The COR will prepare a written report for the CO summarizing the overall results of the quality assurance surveillance of the contractor’s performance, as needed. This written report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms (Attachment 2, 3 or 4), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

Reviews and Resolution The COR may require the contractor’s project manager, or a designated alternate, to meet with the CO and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

· Monthly performance assessment data and trend analysis

· Issues and concerns of both parties

· Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

· Recommendations for improved efficiency and/or effectiveness

The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the PCO/ACO.

PERFORMANCE REQUIREMENTS SUMMARY MATRIX:

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement.

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

Monthly elevator preventive maintenance for 15 elevators per PWS Contract Period: Base POP Begin: 08-01-2022 POP End: 07-31-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

LOCAL STOCK NUMBER: 0001

Elevator emergency response after hours per PWS

POP Begin: 08-01-2022 POP End: 07-31-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

LOCAL STOCK NUMBER: 0002

Minor anillary equipment repair hours per PWS

POP Begin: 08-01-2022 POP End: 07-31-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

LOCAL STOCK NUMBER: 0003

Monthly dumbwaiter preventive maintenance for 6 dumbwaiters per PWS

POP Begin: 08-01-2022 POP End: 07-31-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

LOCAL STOCK NUMBER: 0004

Dumbwaiter emergency response hours per PWS

POP Begin: 08-01-2022 POP End: 07-31-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

LOCAL STOCK NUMBER: 0005

Monthly elevator preventive maintenance for 15 elevators per PWS Contract Period: Option 1 POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Elevator emergency response after hours per PWS

POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Minor anillary equipment repair hours per PWS

POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Monthly dumbwaiter preventive maintenance for 6 dumbwaiters per PWS

POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Dumbwaiter emergency response hours per PWS

POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Monthly elevator preventive maintenance for 15 elevators per PWS Contract Period: Option 2 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Elevator emergency response after hours per PWS

POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Minor anillary equipment repair hours per PWS

POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J036 - Maintenance, Repair, and Rebuilding of Equipment - Special Industry Machinery

Monthly dumbwaiter preventive maintenance for 6 dumbwaiters per PWS

POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS…