36C26119Q0577-001.docx

Statement of Work Veteran’s Affairs Palo Alto Health Care System Elevator Inspection and Maintenance Service

1.0 GENERAL INTENTION AND REQUIREMENTS

A. The intention of this Statement of Work (SOW) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) at the Veterans Affairs Palo Alto Health Care System (VAPAHCS).

B. The Contractor shall provide all management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, overtime pay, weekend and holiday premium pay, repair, inspection, testing, and component replacement to keep the vertical transportation equipment operating as originally specified by the equipment manufacturer and/or as modified when a deviation is required but only with the written consent of the VAPAHCS Contracting Officers Representative (COR) or COR designee.

C. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences.

D. The Contractor shall provide a full-time journeyman mechanic during standard operating hours for the Palo Alto campus. The Menlo Park, Livermore, Mountain View, and Sunnyvale locations shall be provided with a full-time journeyman mechanic during standard operating hours based at the Menlo Park campus. The Menlo Park technician shall cover preventative maintenance and normal service to the Menlo Park location, as well as Livermore, Mountain View, and Sunnyvale locations during standard operating hours. In the case of technician illness, vacation, or other menas of leave, the Contractor shall furnish an equally qualified and capable technician. For the purpose of this contract, the standard operating hours or duty hours are the hours between 7:30 AM to 4:30 PM Monday through Friday, except Federal Holidays, or 40 working hours per week.

E. The Contractor shall supply 24 hour / 7 day a week service for callbacks response. For further detail into callbacks refer to section 2.3.

1.1 CODES and STANDARDS

A. The publications listed below form a part of this Contract. Elevators shall meet the requirements of the current code editions published, all manufacturer guidelines, Veteran’s Affairs memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

1. Elevator Industry Field Employees’ Safety Handbook

2. International Building Code (IBC)

3. American Society of Mechanical Engineers (ASME):

A17.3--Safety Code for Existing Elevators and Escalators A17.5--Elevator and Escalator Electrical Equipment A17.6--Standard for Elevator Suspension, Compensation, and Governors A17.7--Performance-Based Safety Code for Elevators and Escalators A18.1--Safety Standard for Platform Lifts and Stairway Chairlifts QEI-1--Standard for the Qualification of Elevator Inspectors

4. National Fire Protection Association (NFPA):

NFPA 13--Standard for the Installation of Sprinkler Systems NFPA 70--National Electrical Code (NEC) NFPA 70E—Electrical Safety In The Workplace NFPA 72--National Fire Alarm and Signaling Code NFPA 101-Life Safety Code NFPA 252-Fire Test of Door Assemblies

1.3 DEFINITIONS/ACRONYMS

ANSI – American National Standards Institute ASME – American Society of Mechanical Engineers CONTRACTOR – General Contractor, Elevator Contractor, and Subcontractors CO – Contracting Officer COR – Contracting Officer’s Representative ELEVATOR MECHANIC/TECHNICIAN – See Section 1.7 Paragraph C.

FAR – Federal Acquisition Regulation HEPA – High Efficiency Particulate Air filter LEADS – Law Enforcement Agency Data System MCP – Maintenance Control Program provided by Contractor MSDS – Material Safety Data Sheet provided by Contractor NAESA – National Association of Elevator Safety Authorities NEC – National Electric Code NFPA – National Fire Protection Association NTP – Notice to Proceed OSHA – Occupational Safety and Health Administration PO – Purchase Order issued by the CO/COR PPE – Personal Protective Equipment QAP – Quality Assurance Program provided by Contracting Officer QCP – Quality Control program provided by Contractor QEI-1 – Qualified Elevator Inspector certified by ANSI/ASME VA – United States Department of Veterans Affairs VAMC – Veterans Affairs Medical Center VTE – Vertical Transportation Equipment – Passenger Elevator, Service Elevator, Freight Elevator, Cart lift, Dumbwaiter, Platform Lift, and Dock Leveler, Referred to in text as elevators.

PWS – Performance Work Statement

1.4 EXCLUSIONS

A. Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturer’s or installer’s warranty, without prior approval of the COR.

B. Installation of new attachments recommended or required by inspectors, insurance agencies or VA/Government Authorities.

C. Replacement of underground hydraulic piping or hydraulic cylinder.

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

E. Repair or replacement of elevator pit sump pumps, machine room and hoist way light fixtures, heat/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems. The Contractor shall operate the elevators as needed to provide acces for service, repair, and/or replacement of these excluded elevator aspects at no additional cost to the Government.

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

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

H. The CO/COR must approve, in advance, all repairs not covered under this Contract. The Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs for review prior to performing the repairs. If approved, CO/COR shall issue a separate Purchase Order (PO) in advance of undertaking such work. No invoice will be paid without prior approval and specific PO issued in advance of work.

I. There shall be no borrowing of parts (i.e., removing a part off of an elevator unit, whether in it is in service or not, to correct a deficiency on another elevator unit) except in an emergency (i.e., entrapment, etc.) or with written consent from the COR or VAMC Chief of Engineering.

1.5 GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

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

B. VAPAHCS will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

C. VAPAHCS will not provide any materials to the Contractor.

D. VAPAHCS will furnish the following services at existing outlets, for use in those facilities provided by the VAPAHCS and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

E. Oil removed from hydraulic units shall be collected, placed in California Department of Toxic Substances Control used oil management compliant containers, and turned over to VAMC for disposal. Used or emptied oil containers maybe removed by the contractor only if they are California Department of Toxic Substances Control compliant containers, and only with COR inspection and approval.

1.6 CONTRACTOR REQUIREMENTS

A. The Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. The Contractor shall have a minimum of ten (10) years within the last twelve (12) years of successful experience maintaining elevator equipment identical or similar to the vertical transportation equipment listed in this Contract. Offerors shall submit references for the ten (10) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office. Contractor shall have a C-11 Elevator Contractors License from the State of California. Per California Code of Regulations; Title 16; Division 8; Article 3, Classifications; Section 832.

B. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the contract work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) work days of the changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.

C. Offerors shall show evidence of their reliability, ability and experience by furnishing:

(1) Elevator Lead Technician Resume, Training Certifications, and California Licenses;

(2) A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of enrollment/certification in the National Elevator Industry Educational Program (NEIEP) and membership in the International Union of Elevator Constructors (IUEC). Alternately, certificate of complietion from an approved apprentice program (NEIEP, CET, or CAT)

D. The selection, assignment, and management of Contractor’s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPAHCS facility or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

1.7 BACKGROUND CHECKS and IDENTIFICATION BADGES

A. Contractor and Subcontractor personnel that work on any VAPAHCS property must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

B. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

C. Department of Veterans Affairs requires all Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at the VAPAHCS facilities. This ID badge shall be issued by the VAPAHCS security office under its rule for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s service or the Contract is terminated, the employee’s badge shall be returned to the VAPAHCS within 3 working days.

1.8 EMERGENCY TELEPHONE NUMBERS

The Contractor shall provide the CO/COR with pertinent emergency telephone numbers in order to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR.

2.0 MAINTENANCE SERVICES

2.1 EXISTING DEFFICIENCIES

A. Immediately after award of the Contract and no later than 30-days thereafter, the Contractor and the VA shall conduct a thorough inspection of all of the elevators (as detailed in Equipment List) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. Instead, the Government will work with the Contractor on developing a cost proposal and plan for making all of the identified corrections/repairs and the Government will pay for the work under a separate Purchase Order.

B. Items to be included in the deficiency list include replacement or repair of all elevator related equipment, parts and appurtenances located downstream of the service connections. This includes all elevator related mechanical, electrical and control systems located in the machine room, hoist way, cab or lobby down to the lowest component including, but not limited to, signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

C. If a deficiency is not identified in the inspection and 45-days have passed since award of the Contract, the deficiency shall be considered to be covered under this Contract.

D. Once the deficiencies identified in section 2.1, Existing Deficiencies, Section A have been corrected, any future service, maintenance or replacement required for these same items will be considered to be covered under this Contract.

2.2 MAINTENANCE SERVICE

A. The Contractor shall provide complete maintenance service, safety inspections, and tests on each and every elevator at the VAPAHCS site locations (5 sites in total,see attached Equipment List) for the period required under the Contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only.

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

C. Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. If any of the required schematic wiring diagrams are not available at the time of Contract award it shall be the responsibility of the VAPAHCS Engineering office to provide them at no cost to the Contractor. Wiring diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made to any controls shall be dated and recorded on the VAPAHCS wiring diagrams. The wiring diagrams will remain property of the VAPAHCS Engineering office.

D. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

E. Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this Contract. Any parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source.

F. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform the services required in this Contract. Lubricants shall be only those products recommended by the manufacturer of the equipment or equal.

G. Contractor shall maintain the specified equipment in like new condition and good working order in accordance with best possible industry standards by examining, adjusting, lubricating as required, and if conditions warrant, clean, and repair or replace the components of the equipment as follows:

1. Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts.

2. Motor and motor generator, motor windings, rotating elements, commutators, brushes, brush holders, and bearings.

3. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers and all control components.

4. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dash pots, timing devices, computer and microprocessor devices, steel selector cable or tape, and mechanical and electrical driving equipment.

5. Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws.

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

7. Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code.

8. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices.

9. Automatic power-operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibs or rollers, ceiling fan/blower and grill.

10. Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

11. General and Emergency lighting within the cab, above the cab or in the hoist way including; bulbs, fixtures, batteries, trickle charger and related wiring and components.

12. Elevator operating devices for fire emergency operation and emergency power operation.

13. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests.

14. Replace conductor cables and hoist way and elevator machine room wiring.

15. Ensure lubricants meet the specific manufacturer’s requirements for the equipment.

16. Check the group dispatching systems and make necessary tests to insure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by the COR.

17. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this purchase order, the Contractor shall notify the CO/COR within 24 hours after adding more than two gallons of such fluid. Provide written documentation as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO/COR.

18. Pumps and pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks and oil recovery systems.

19. Filters, mufflers, and muffler components.

20. Repair or replace conductor cables, elevator hoist way wiring and machine room elevator wiring.

21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. A general cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor.

22. Telephone, data and intercom lines serving IT, Phone, Elopement System or any other system located within the hoist way or the cab.

H. Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment.

I. If work is required that is outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for the required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for an emergency situation such as entrapment, without the written consent of the CO/COR and receipt of a separate Purchase Order to cover the cost of the additional work.

J. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, its representative and employees. Contractor shall obtain written approval by the CO/COR prior to repairs related to this catagory.. Any damage that the contractor deems to be a result of this catagory shall be fully documented with pictures by the Contractor of the incident to supply to the CO/COR of the contract for evaluation. The VAPAHCS/CO/COR reserves the right to claim any damaged material / equipment.

· Payment will not be made for any unauthorized work

· Payments for this category (2.2.J) shall be billable separately to a fixed allocated fund or CLIN within the PWS contract.

· Funding for this CLIN will be provided at a fixed value with hourly rates negotiated annually.

· Unused funds within this CLIN at the end of the performance year will be awarded to the contractor.

· In the event of expenditure of this CLIN funding within a performance year, further funding will be negotiated and awarded based upon CO/COR discretion.

2.3 CALLBACK SERVICE

A. Callback service is defined as a request for service or to assist in an entrapment for one or more elevator(s), either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention.

B. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 (one) hour for passenger entrapments and 2 (two) hours for all other service calls.

C. Callback hours are not to take time away from preventive maintenance hours required under this Contract.

D. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem that day, the CO/COR must be notified in writing with an explanation of the delay.

E. Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. The work shall be accomplished at the hourly rates specified in the pricing schedule. Charges for parts and materials shall be accompanied with a copy of the invoice and shall be billed at the actual cost plus a maximum 10% pass-through markup for Contractor.

F. Callback service during non-normal working hours shall be restricted to entrapment releases and returning essential elevators to service (refer to “essential elevators” list). Callback services of non-essential elevators will be scheduled for the next business day during normal hours of operations. Essential elevators include those elevators designated by the COR or COR designee (refer to “essential elevators” list). Each building serviced with a VTE shall have at a minimum one elevator in operation to ensure safe vertical egress. If in the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building is in a status of zero VTE service then the callback is deemed essential. Buliding 100 is the primary hospital and must maintain a minimum of one elevator per bank (S1-3, P1-3, S4-6) in use, if any bank loses all three then call back is deemd essential. Elevator S6 is considered an essential elevator at all times.

2.4 ELEVATOR OUT OF SERVICE

A. Notify Facilities Management Service (Boiler Plant After-Hours), VAPAHCS Police Service (After-Hours alternate), and the COR immediately during normal business hours, either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the COR when placing the elevator back in service.

B. When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption. Contractor shall provide signage and post in a manner which does not damage paint or other finishes. Upon completion, all signage shall be immediately removed. The COR will approve the signage plaques that will be used by the contractor within 10 days of contract award. Signs shall be no smaller than 6”x4” with 48-point type, in English and Spanish.

C. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the CO/COR. A schedule for maintenance shall be submitted within 10 days of the start of the contract

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

E. All unscheduled outages of service elevators shall have written (emailed) notification provided to the COR with detailed destriptions of the outage emailed the following business day.

2.5 PERFORMANCE STANDARDS

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

B. Maintain smooth starting, stopping, and leveling accuracy of 3mm (1/8”) for all elevators.

C. Opening times, closing times and door close torques of all elevators shall be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands.

D. 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.

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

F. On an annual basis the contractor shall submit a record of hall waiting time at each elevator landing utilizing a computerized analyzer or similar type event recorder and other data necessary to verify the system is operating at peak efficiency (manufacturer specifcations) for all elevators covered under the Contract.. Results shall be submitted and 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.

G. Contractor shall ensure that the original manufacturers settings at installation and operating criteria is maintained at all times for each elevator including, but not limited to, the following:

1. Maximum capacity in pounds;

2. Rated speed in feet per minute;

3. Performance time measured brake to brake;

4. Door operation;

5. Traffic handling capabilities;

6. Response times;

7. Ride quality.

2.6 CARD READER SYSTEM

Maintenance for card reader system is not included in this Contract.

2.7 SPARE PARTS

A. An adequate supply of new spare parts shall be maintained by the Contractor at all times to ensure prompt preventive maintenance and repair services.

B. All parts and materials shall be of the original manufacturer’s design and PWS, or equal thereto. All lubricants shall be the same as or equal to those recommended by the manufacturer.

C. If it becomes evident during a guarantee period that a component(s) is not functioning properly in accordance with manufacturer’s or VAPAHCS PWS requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, that component(s) shall be removed and a new component(s) meeting all requirements shall be installed.

D. All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets or containers provided by the Contractor.

3.0 DOCUMENTATION

3.1 COMPUTER DATABASE

A. Contractor shall store all information in a computer database. The data shall be configured so that all entries relate to one another i.e., “parts” to “work”, “work” to “technician,” etc. can be crossed referenced.

B. Minimum database requirements:

1. All maintenance and service ticket information.

2. An inventory of all significant parts used during maintenance and the vertical lifting device each part was installed on.

3. Each technician visit, name(s), time of arrival, time of departure and nature of the visit, routine maintenance or trouble call, when the logbook has been updated, etc.

4. All parts used, all work performed, all tests performed, lists of deficiencies found during maintenance and inspections shall be maintained in the database for each vertical lifting device.

5. All Preventative Maintenance records shall be maintained in the database.

6. A record of the Firefighter’s Service Tests, for monthly and yearly tests, starting October to September shall be maintained in the database.

C. All information in the database shall be available to the government within twenty-four (24) hours of being requested, in an electronic format.

D. At the end of each quarter and the annual Contract period the Contractor shall turn over a full report of the contents of the database to the CO/COR.

E. All reports shall be sent via email to the CO/COR.

F. Service and emergency personnel shall report to the CO/COR or authorized representative (VAPAHCS boiler plant operators) upon arrival at the hospital and again upon completion of the required work. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective/preventative measures taken, and the date and time the unit was returned to regular service. A copy of the work ticket containing a complete description of the work performed shall be given to the CO/COR or authorized representative. This information will be utilized to determine hours worked vs. contract billings for payments.

3.2 WRITTEN MAINTENANCE RECORDS

A. The elevator Contractor shall maintain a “Log Book” in each and every elevator machine room. The log shall list the date and time of all weekly examinations and all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary correction performed or parts replaced.

B. The elevator Contractor shall record in the log book all tests conducted, technicians performing the tests, and the results of the tests including any deficiencies found. This is in addition to recording this information in the Data Base. The Contractor shall provide a copy of each log book (one hard copy and one electronic) annually to the COR for record, and provide for review within 24 hours at the request of the COR.

C. A Written “Maintenance Control Program” (MCP) shall be in place to maintain the equipment in compliance with ASME A17.1 Section 8.6. These MCPs shall be included in the master maintenance schedule for the contract period.

D. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place, in the room containing the equipment controller. These check charts shall list each elevator component showing a schedule of the manufacturer’s recommended frequency of inspection of each component on a weekly, monthly, quarterly, semi-annual, and annual basis.. Entries shall indicate the status of and schedule for which work was performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor’s employee to indicate that the work has been accomplished. A check chart shall be available for review by the CO/COR and the Contractor will physically show the CO/COR the completed work on request.

E. The Contractor shall submit copies of each check chart (one hard copy and one electronic) monthly to the COR for record. The Contractor shall also submit a summary of all callbacks for the month of submission stating the campus, building, elevator, date, time, issue, and resolution. Failure to produce copies of the check chart for each elevator shall result in invoicing deductions detailed in section 6.1.

F. The Contractor shall submit to the COR, within 4 business days of the end of each month of performance, a monthly summary of each completed elevator preventative maintenance, callbacks, repairs, and inspection. The log shall list the date and time for each event that occurred in that month. This monthly summary log shall be utilized to validate work performed and failure to produce this log shall result in denial of payment requests for services that cannot be validated by acceptable reporting means identified within section 3.2.

3.3 MAINTENANCE AND INSPECTION SERVICES:

A. Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator within thirty (30) calendar days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance. The Contractor shall perform inspections and maintenance of all elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including but not limited to fire recall, ASME A17.1 Appendix N tests and other safety/maintenance testing as required by the manufacturer, recognized national codes, or the VA.

B. Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices or manufacturer’s PWSs, if available, and shall be intended to maintain the elevator in safe and reliable operating condition. The MCP is required to specify appropriate intervals for the specific maintenance items.

C. Cleaning of equipment spaces and daily cleanup of job sites in conjunction with maintenance, inspections and tests, and repairs are required.

D. Contractor shall perform necessary inspections and tests as required under ASME A17.1 Appendix N, using a Qualified Elevator Inspector (QEI). The first quarterly test shall include the five-(5)-year test for all traction and roped hydraulic elevators regardless of due date.

E. Government may perform inspections of the elevators at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and shall be responsible for the corrective actions covered under this Contract, to be completed within 15 working days.

F. The Contractor shall prepare and submit a written report within two (2) business days of each quarterly visit. The report shall identify each elevator, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the elevator. If further repairs are needed or additional time to correct reported deficiencies, the Contractor shall submit a written corrective plan including times and detailed process within the submitted report.

G. The Contractor shall maintain a copy of all current elevator inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection to be located in the machine room for the elevators covered and a copy provided to the COR each quarter

3.4 MAINTENANCE, REPAIR, and CALLBACK TICKETS

A. Contractor shall have all maintenance tickets signed by the COR or COR designee.

B. Contractor shall instruct his personnel that when they perform work under this Contract, they shall comply with the following procedures:

1. Upon arrival at the facility, Contractor shall check in with the CO/COR or COR designee so Engineering Service will be aware of Contractor’s presence at the facility at all times.

2. Pick up the key ring which contains keys that will access any lock on the elevators and open access doors to elevator maintenance spaces. This key ring shall be returned before maintenance personnel leave the VAPAHCS facilities.

3. Contractor shall have a service ticket on each service call signed by the COR or COR designee. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time unit was returned to regular service. Signed maintenance, repair, callback tickets are required to verify hours on site. Without signed tickets hours billed will not be paid.

4.0 SAFETY, INSPECTION and TESTING

4.1 INJURY and ACCIDENT REPORTS

A. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAPAHCS all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

B. Written reports for all incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

4.2 SAFETY

C. Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. Safety shall be the Contractor’s highest priority. OSHA Recordable Rate shall be no more than 1.0. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. The Contractor shall provide full elevator service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Contractor shall provide a detailed explanation as to how the project will be implemented and managed to ensure compliance with all OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level that presents no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government.

D. In performance of this Contract, the Contractor shall follow VAPAHCS safety policy and standards for safe work practices, and take such safety precautions as the VAPAHCS Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy.

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

F. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility in performance of the Contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAPAHCS. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with all laws and requirements regarding the “Right to Know” law.

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

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

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

J. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service.

4.3 SAFETY INSPECTIONS AND TESTING

K. Category Five tests shall be performed by the elevator Contractor and witnessed by a 3rd party ANSI/ASME QE-1 Certified Elevator Inspector Contracted by the VAPAHCS.

1. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 “Safety Code For Elevators and Escalators” using Table N-1 “Recommended inspection and test intervals in ‘Months’” and ASME A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks latest edition.

2. The certified inspector will provide a report of all deficiencies found that the VAPAHCS or elevator Contractor is required to correct.

3. The results of ALL tests shall be recorded in the “Record of Elevator Testing” and a summary delivered to the CO/COR.

L. The Contractor shall identify the date of the last Three Year and Five Year Load Tests on each elevator tag and plan to perform the following:

1. Contractor shall assist and accompany any third party elevator safety inspector, provided by the Government, during the Three Year and Five Year Load Tests required by ASME A17.1/A17.2. These tests will be performed under the direction of an appointed third party elevator inspector having area jurisdiction and appointed under separate contract by the VA and may involve 2 or more days of work.

2. CO/COR shall notify the Contractor of the dates when the above inspections/tests will be performed at least ten (10) working days ahead of the scheduled dates of the inspections.

3. The Contractor shall be responsible for furnishing all necessary weights, labor, and means of transportation of the weights throughout the medical center, as directed by the inspector and as required for the successful completion of the inspections.

4. The Contractor shall operate all elevators during the inspection/test under the direction of the third party elevator inspector as require for the inspection/test.

5. The Contractor shall work with the inspector on developing a list of repairs required as a result of the testing. The Contractor shall coordinate with the COR concerning time frame for repairs and adjustment identified during the inspection that are covered under this Contract which shall be completed in a timely manner. All repairs outside of the Contract will be submitted to COR and handled under a separate Purchase Order.

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

N. Contractor shall attach tags after testing as required by ASME A17.1 and A17.2.

O. All elevators provided with firefighters’ service shall be subjected to monthly Phase I “Emergency Recall Operation” and a minimum of one floor operation on Phase II “Emergency In-car Operation” to assure the system is maintained in proper operating order in accordance with ASME A17.1. The Contractor shall conduct these tests as required and the results shall be recorded in the MCP under “Record of Elevator Testing” with a copy provided to the COR and a companion separate document maintained in the elevator machine room.

P. The contractor shall be responsible to schedule and maintain all necessary inspections for all elevators. The contractor will provide the schedule to the CO/COR for approval. All costs for federal inspections are to be included as part of this contract.

Q. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the CO/COR. Recurring tests such as “Emergency Recall Operation” may have a standard recurring schedule approved and applicable through the term of this agreement.

4.4 INFECTIOUS CONTROL - CLEANING and PAINTING

R. To carry out its mission as a health care facility, the VAPAHCS maintains the highest level of cleanliness as a part of its Infectious Control Program to insure that patient health is not compromised. The Contractor shall maintain the elevator shafts, elevator pits, equipment rooms and equipment room access to these standards and comply with all other reasonable requests of the CO/COR related to Infectious Control measures.

S. Within the first three (3) months this Contract is in effect, and then annually thereafter the Contractor shall thoroughly clean the following: all elevator hoist ways, pits, car tops, machine rooms and equipment including controller interiors and air filters. All car and hoist way door hardware shall be cleaned, lubricated, and adjusted.

T. All floors including elevator pits and steps shall be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of trash, dirt, oil, and grease.

U. All walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces.

V. Elevator equipment, including control cabinets, motors, door operating mechanisms, and cartops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.

W. The exterior of the machinery and any other parts of the equipment subject to rust shall be properly painted. Any surfaces, particularly floors, steps and handrails that have a dull or worn appearance after cleaning shall be painted so that cleaning efforts are evident.

X. CO/COR shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract.

Y. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on VAMC property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.

5.0 QUALITY CONTROL

5.1 QUALITY CONTROL PROGRAM

A. Contractor shall establish a complete Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. QCP shall be in compliance with the Maintenance Control Program as required by ASME A17.1 Section 8.6. The program shall include the following:

1. An inspection system covering all the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection.

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

3. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the VAPAHCS inspectors point out the deficiencies.

4. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract.

6.0 PAYMENT

6.1 PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT

A. Payment for all of the work covered under this Contract shall be billed on a monthly basis. Payment will include compensation for all labor, materials, parts, tools, equipment, transportation, supervision, administration, insurance, third-party testers, certifications, licenses, travel and all costs incurred directly or indirectly by the Contractor in an effort to complete the work of this Contact.

B. Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions…