36C26121Q0629_1.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

570-21-2-141-0236 36C26121Q0629 04-29-2021 Travis Horn 05-12-2021 10:00am

PDT

00261 Department of Veterans Affairs Network Contracting Office 21 VA Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas NV 89086 X X 238290 $16.5 Million N/A X 2615 E. Clinton Ave Fresno, CA 93703

00261 Department of Veterans Affairs Network Contracting Office 21 Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas NV 89086

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 See CONTINUATION Page Elevator Services for Central California VAHCS (FRESNO) All submissions shall include:

1. business point of contact information

2. duns #

3. best available pricing for requested services Site visits can be completed the week of 05/03/21.

Please coordinate site visit with Armando Lopez Armando.lopez4@va.gov The estimated period of performance is 06/01/21-05/31/25 See CONTINUATION Page X Sable Williams Contract Specialist, VHA 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 36C786 Department of Veterans Affairs Network Contracting Office 21 VA Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas NV 89086

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.

Department of Veterans Affairs Financial Services Center P.O. Box 149971

Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C26121Q0629

Page 1 of Page 1 of B.2 Performance Work Statement

Performance Work Statement (PWS) Testing, Inspection, Maintenance and Repair of Elevator, Dumbwaiter and Lift Systems VA Central California Health Care System

1. BACKGROUND: The VA Central California Healthcare System (VA CCHCS) Medical Center requires full elevator and dumbwaiter service, in compliance with ANSI and ASME Safety Code Requirements.

2. SCOPE OF WORK: The awarded contractor(s) shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment and supplies for all equipment and systems specified or recommended by the equipment manufacturer. A comprehensive list of equipment systems is available in Attachment #1

2.1. The Contractor shall provide full elevator and dumbwaiter maintenance service, in compliance with the following codes, standards and references. Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, appurtenances and accessories in a fully operational and safe mode at all times.

2.1.1. ANSI and ASME Safety Code requirements AI7.1; AI7.2, and A18.1

2.1.2. Equipment manufacturer's recommendations,

2.1.3. Elevator Industry Field Employees' Safety Handbook,

2.1.4. National Electrical Code,

2.1.5. NEIT Vertical Transportation Standards for Elevators, Escalators and Dumbwaiters

2.1.6. All other applicable laws, regulations, rules, ordinances, codes, etc.

2.2. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, and mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the COR. No deviations to the performance measures can be made unless authorized in writing by the Contracting Officer through contract amendment. The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the system manufacturer. The Contractor shall not be required to make repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his/her representatives and employees, or by reason of any other cause beyond the control of the Contractor, except ordinary wear and tear. This does not exempt deficiencies from coverage under this contract that developed or was caused prior to the contract effective date. The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the elevators and related systems and ensure safe and reliable elevator operation.

2.3. The Contractor shall develop and implement a preventive maintenance (PM) program, to be performed during normal hospital working hours acceptable to the COR*. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. Within five (5) days after award, a copy of the PM program shall be provided to the COR for acceptance.

*The PM program must be accepted by the COR prior to the commencement of the contract period.

2.4. All scheduled work that requires an elevator to be taken out of service shall be coordinated with the COR and the contractor shall report to the COR the status of elevator equipment or systems not operating by the close of each workday. Any equipment or system deemed non-operational by the start of the next business day shall be reported to the COR immediately. The contractor shall be responsible for the installation of signs and or barricades as related to equipment and / or systems as deemed necessary by the COR. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors. Where common call buttons are used for multiple elevators, the contractor shall provide a magnetic “Out of Service” sign on the elevator doors at each floor. The sign shall meet NFPA101 criteria for fire safety. In order to provide for uninterrupted elevator service, unnecessary out-of-service periods for elevators shall not be tolerated. Therefore, it is essential that elevator repairs be affected immediately.

2.5. The contractor shall maintain a maintenance and inspection log in each elevator machine room. The log shall be annotated at the conclusion of each maintenance / inspection. The log shall identify each elevator, date and time of inspection maintenance / inspection performed, repairs needed, name of inspector, and overall condition of the elevator. If repairs require work outside the scope of routine maintenance, the contractor shall notify the COR for appropriate decision and action. Demand maintenance procedures shall be followed for non-reoccurring maintenance repair work

2.6. The Contractor shall maintain the machinery spaces in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. Floors shall be swept and mopped when required and all dust shall be removed from vertical and horizontal surfaces at each visit. Remnant oil spots or stains are not tolerated. The Contractor must obtain the approval of the COR before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code.

2.7. The Elevators, Dumbwaiters and Lifts included in this PWS which shall be inspected, tested, maintained and repaired under the contract can be found in Attachment 1.

2.8. All inspection and testing intervals shall strictly adhere to the intervals required by the governing codes and standards and manufactures recommendations.

2.8.1. Annual: Once in a 12-month period with a minimum of 330 calendar days and a maximum of 390 calendar days between tests events.

2.8.2. Semi-Annual: Twice in a 12-month period with a minimum of 160 calendar days and a maximum of 200 calendar days between test events.

2.8.3. Quarterly: Four times in a 12-month period with a minimum of 75 calendar days and a maximum of 105 calendar days between test events.

2.8.4. Monthly: Every Calendar Month.

2.8.5. Weekly: Every Calendar Week.

3. EMERGENCY / CALL BACK SERVICES:

3.1. Emergency Services. The contractor shall response for emergency calls upon the discretion of the CO or COR. The contractor shall perform emergency repairs to the elevator/lift systems. Emergency calls consist of correcting failures that constitute an immediate danger to personnel, threaten to damage property, threaten the environment, and threaten to disrupt operations. Contractor shall respond to emergency calls within thirty (30) minutes of initial call. Contractor shall provide and list of contacts and phone numbers.

3.2. Urgent services. Urgent service calls will be classified as urgent at the discretion of the CO or COR. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, environment, or operations, but have the potential of becoming threatening. Contractor shall response to urgent calls within two (2) hours of initial call.

3.3. Routine services. Routine service call will be classified as routine when the work does not qualify as an emergency or urgent call. Contractor shall respond to routine services calls within three (3) days of initial call.

3.4. Call list and log. Contractor shall provide and update a list of contacts and phone numbers. Call numbers shall be for a 24-hour phone number monitored by the contractor personnel at all times. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received location, name, and number. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to the established time limits and quality standards. Call log shall be submitted the end of every month no later than 5 days of following month. In the months with no calls, contractor shall submit call log with an annotation that shall read NO EVENTS FOR THE MONTH.

4. SCHEDULED MAINTENANCE:

4.1. CLEANING, LUBRICATION AND ADJUSTMENT SERVICES:

Motors, controllers, valves, pumps, tanks, relay panels, selectors, leveling devices, operating devices, signal devices, switches on car and in hoistway, hoistway door and car door or gate operating device, interlocks and contacts, guide shoes, guide grooves in hoistway and car door sills, hangers for all doors and / or gates, signal system, car safety devices, governors, tension frames and sheaves in pit shall be cleaned, lubricated and adjusted. Hoist motor and generator brushes shall be cleaned, lubricated and adjusted. Hoist motor and generator brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and windings at the same time. Cleaning and refinishing of interior of cars and exterior hoistway frames and doors are excluded. Underground portions of the hydraulic jack unit are excluded.

4.2. CLEANING SERVICES:

Guide rails, overhead sheaves and beams, counterweight frames, tops of cars, bottoms of platforms, elevator pits, and machine room floors shall be brushed clean and debris removed at least once a month. A complete cleaning of the entire installation including all machine room equipment, hoistway equipment, machine room floors and walls, hoistway walls, supporting structures, etc. shall be accomplished once per year. The Contractor shall furnish all necessary cleaning supplies, vacuum cleaners, etc.

4.3. LUBRICATION SERVICES:

All sheave, machine, and motor bearing and hoisting ropes shall be lubricated, machine stuffing box and bearing on motor-operated brakes shall be repacked and gear cases and guide lubricators shall be refilled when required. Hydraulic fluid sufficient to maintain the best operating levels shall be furnished on all hydraulic elevators.

4.4. ADJUSTMENT SERVICES:

All hoisting ropes shall be examined and the tension equalized. Whenever necessary to insure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be replaced. The exterior of the machinery and any other parts of the equipment subject to rust shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust and carbon dust. Guide shoe rollers and gibs shall be renewed as required to insure smooth, stable, and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers and main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded.

4.5. MATERIALS TO BE FURNISHED:

The Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies, parts and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment.

4.6. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED:

The Contractor shall furnish and install or repair when and as necessary, machine, hydraulic pumps, motor generators, controllers, selectors, worms gears, thrusts, windings, commutators, hydraulic pumps, belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, hoist and governor ropes, relays, contactors, control fuses, resistors, cams, car door and hoistway door hangers, tracks and door guides, door operating devices, door gibs, interlocks and contacts, car gates, safety devices, governors, hoistway lighting, push bottoms, annunciators, hall lanterns and indicators, lamp replacement in signal systems and all other elevator signal and accessory equipment complete. Contractor shall furnish, install or repair parts and/or make renewals as necessitated by reason of normal use, misuse, equipment malfunction, and wear and tear by all parties. Repair caused by proven vandalism shall be billed at cost. Approval by the COR of all vandalism repairs is required prior to the work being done. The Contractor shall provide the COR with a detailed cost report of the work to be done. The COR will receive the detailed cost report prior to authorizing the work and the billing shall be completed on a separate detailed invoice. (Vandalism is defined as an intentional act to damage, deface or destroy.)

4.7. SERVICE MANUALS/TOOLS/EQUIPMENT:

The Medical Centers will not provide tools, test equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain and have on file, all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR upon request.

4.8. REPORT OF SERVICES/DOCUMENTATION:

Upon completion of any maintenance and / or repair services, the contractor shall report to the COR and provide a written report detailing services performed and obtain the signature and name of an authorized representative of the VA prior to departure from the site. Contractor shall prepare and submit a written report on or before the third (3rd) day of each month detailing all services performed for each elevator during the previous month. This report shall be required prior to billing. If this service report is not received prior to monthly billing, invoices shall not be paid until report is received and verified. Contractor shall maintain a complete orderly and chronological file, including, but not limited to, parts list, copies of reports required by contract, etc. A hardcopy of this file shall be submitted to the COR every 12 months and shall also available for inspection upon request of the Contracting Officer or COR.

5. INSPECTION AND TESTING SERVICES:

5.1. INSPECTION:

Routine and Periodic inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators -latest edition, shall be performed under this contract by a qualified Federal Elevator Inspector. Upon completion of a routine inspection, the VA shall be furnished with the inspection report listing deficiencies necessary to repair. The vendor shall be available to accompany the inspector during the inspection. The contractor shall furnish a written report of each inspection to the COR. The report shall be submitted on the following checklists from the American Society of Mechanical Engineers (ASME): Checklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, or Checklist for Inspection of Escalators and Moving Walks, as appropriate. The contractor shall be responsible for the correction of all listed deficiencies within the scope of the contract. These deficiencies must be corrected within two (2) weeks after inspection, unless otherwise agreed to by the Contracting Officer. Any deficiencies marked "urgent/emergency" must be corrected immediately. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report and return it to the COR. Under no circumstances, shall the Contractor allow reported deficiencies to go uncorrected beyond the contract period. Periodic Inspections shall also be completed. These inspections shall be used as an ongoing reference, recognizing that certain equipment will not always be at 100% compliance. These inspections shall be completed using a percentage scale, with 100% being recognized as fully compliant. Equipment rated at a level below 75% shall be considered unacceptable, and corrective action must be completed subject to the provisions listed in FAR 52.246-4 Inspection of Services.

5.2. INSPECTION AND SAFETY TEST:

In accordance with ASME A17.l / CSA B44 Handbook- latest edition – The maintenance contractor shall perform the periodic (annual) elevator inspections and safety tests of all elevators in May or June of each year. The maintenance contractor shall also perform the five (5) year inspection tests. The inspections and tests shall be witnessed by an ASME QEI-l qualified inspector employed by the contractor. The maintenance contractor shall tag the tested devices after the inspection and safety tests have been performed and certified by the inspector.

5.3. Routine (semi-annual) elevator inspections and tests shall be performed by an ASME QEI-l qualified inspector employed by the Contractor in November or December and in May or June of each year. The elevator maintenance contractor shall provide qualified personnel to assist the inspector during the routine elevator inspections and tests during normal VA working hours and off hours as required at no additional cost to the VA.

5.4. The elevator maintenance contractor shall be responsible to correct deficiencies found during the routine and periodic inspections and tests. All safety deficiencies shall be repaired immediately and the remaining deficiencies shall be corrected within fifteen (15) working days of receipt of report from the inspector. If a deficiency cannot be corrected within fifteen (15) working days, the contractor must submit an explanation, for approval by the COR, stating the reason why the deficiency cannot be corrected and a time when it shall be corrected.

5.5. Firefighter's Service Requirements - All elevators provided with firefighters' service shall be subject to monthly Phase I recall and a minimum of one floor operator on Phase II to assure the system is maintained in a proper operating condition in accordance with rule 211.3 ASME A17.l/CSA B44 Handbook-2007 Edition or latest edition.

5.5.1. A written report of the findings on the operations shall be documented per ASME Rule 1206.7 Maintenance of Firefighter's Service or latest edition. The report shall be turned over to the COR within one (1) working day after completion of inspection and tests.

5.5.2. The firefighters' service test shall be performed before or after normal VA working hours or on weekends at no additional charge to the Government.

6. SERVICE CALLS:

Contractor shall provide information as to where service calls are to be placed. The Contractor shall respond promptly within two (2) hours to requests for service after normal business hours. Thirty (30) minute response is required for entrapment calls. Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator and notify the COR of the problem and the time and date corrective action shall be completed. The Contractor shall maintain a service call log or record which shall be available for inspection by the VA at all times. As a minimum, the call log or record shall contain the information specified herein

6.1. Name of Caller.

6.2. Description of problem; location where problem exists

6.3. Time and date call was received

6.4. Description of the action taken to resolve the problem and the time and date corrective action was taken.

7. EMERGENCY CALL-BACK SERVICE

7.1. Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within 30 minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action shall be taken. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators, which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be of an emergency nature

7.2. For service other than what is considered to be an emergency, outside the normal working hours of 8:00 a.m. to 4:30 p.m. Monday through Friday, the contractor shall report to the site within two (2) hours after time of notification. If the situation cannot be resolved within 2 hours, the elevator shall be secured, with the contractor promptly notifying the COR of the problem and the time and date corrective action will be completed

7.3. Requests for service may be made by the COR or his/her representative by telephone or other means.

7.4. The contractor shall be reimbursed at the hourly rate previously agreed upon for emergency call-back service during other than normal working hours. Refer to the REPAIRS section for pricing schedule for demand service repairs. Please include this in your bid submission

8. REPAIRS: The government will fund the purchase order associated with the contract an additional sum of $15,000.00 for reimbursement of contractor costs for repair work. Repair work may be requested through the emergency/call back procedures or as a result of routine inspection/testing services.

8.1. Labor: Contractor shall submit with their bid proposal a schedule of labor rates that will be charged for repair work on the elevator system performed during normal business hours and during non-business hours, holidays and weekends. The labor rates shall be submitted for the base year and each option year. The submitted shall remain unchanged throughout the term of the contract.

8.2. Materials: The contractor shall provide all materials associated with repair work at the Contractor’s cost plus a reasonable mark-up for overhead, profit and handling. The contractor may be requested by the COR to provide evidence documenting the contractors’ procurement costs associated with materials. Contractor shall submit a schedule with their bid proposal for the base year and each option year, listing the amount(s) or percentage(s) associated with materials mark-up. The submitted mark-up for materials shall remain unchanged throughout the term of the contract.

8.3. Travel/Per Diem: Costs associated with contractor travel/Per Diem shall not exceed the amounts established by the U.S. General Services Administration (GSA). Rates can be obtained at: https://www.gsa.gov/travel-resources

8.4. Labor Costs Incurred During Travel (Travel Time): Contractor may charge for no more than four hours of labor per an employee, per a repair when Contractors staff must travel to perform Demand Maintenance.

8.5. Contractor Reimbursement: Contractor shall be reimbursed for T&M work by submitting an invoice to the COR for review and approval prior to invoicing through Tungsten. The government shall approve for payment submission or reject the invoice within 14 calendar days.

8.6. The contractor shall not perform any repairs not included in the PWS or beyond the allotment made for repair reimbursement. Contractor will not be compensated for any addition repairs without proper authority. Contractor shall obtain a written approval or change order with authorization and notification of available funds. Only the Contracting Officer has the authority to approve change orders. The contractor shall not assume that an increase to the allotted repair funds will be approved or available. The contract shall not invoice against the repair funds without approval of the COR or CO. All repairs shall be authorized in writing. The contractor is responsible for ensuring the repair fund allocation is not exceeded.

9. REPORTS:

9.1. Service Report submissions: The contractor shall provide sample testing and inspection reports in their technical package for COR review and approval. Contractor shall deliver formal/ final reports of service no later than 7 calendar days from completion of each service. Contractor shall the reports digitally in PDF by email to the COR. All reports shall adhere to and shall be equivalent to NFPA templates or standards and shall be completed in full and signed. At the conclusion of the semi-annual and annual testing/inspection the contractor shall supply a comprehensive report inclusive of the most recent year of testing in two (2) hard three ring binders with cover page, table of contents and tabulated with dividers and one PDF copy on CD Rom of all reports. The semi-annual and annual reports shall include sections for all callback services and for all repair reports. Repair reports must clearly link to the testing/inspection deficiency to demonstrate proper resolution of each deficiency identified during testing/inspection. 3-Year and 5-Year Inspection Reports shall be submitted within 7 calendar days of the service in two (2) hard three ring binders with cover page, table of contents and tabulated with dividers and one PDF copy on CD Rom.

9.2. Deficiency Report. When any deficiencies are identified, the contractor shall inform the COR immediately via verbal and written notification email. Contractor shall submit the deficiency report to the COR within two (2) business days. The deficiency report shall include at a minimum the following information:

9.2.1. Installation name

9.2.2. Equipment/system name

9.2.3. Date of failure

9.2.4. Description of failure (pictures, drawings, etc.)

9.2.5. Justification (if repair is not accomplished)

9.2.6. Description of repair work (pictures, drawings, etc.)

9.2.7. Material list (description of article, quantity, catalogue-cut, pictures, etc.) for repair

9.2.8. Proposed repair schedule

9.2.9. Cost proposal

9.2.10. Submission date of the report

9.2.11. Signature of technician

9.3. Repair report. Upon completion of any repair work, whether via callback or following routine testing/inspection service, the contractor shall supply a repair report certifying the repair work was completed. The report shall be provided by email within (2) business days of completion.

9.4. Annual Schedule. The contractor shall submit an annual schedule to the COR to obtain approval within 15 days from contract award date and the start date of each option year. The annual schedule shall show the order in which the contractor proposes to perform the inspections, testing, calibration, and maintenance service, the dates on which the contractor will start each work element, and the scheduled date for completion of each element. Contractor shall provide a Gantt chart.

10. CONTRACTOR QUALIFICATIONS:

10.1. Contractor personnel performing service on this contract shall have all required certifications and/or licenses per ASME requirements. The Contractor shall maintain certifications, training records of each employee and/or laboratory testing agencies performing services under this contract. The Contractor shall make all updates to certification or records for individuals and/or laboratory testing agencies available for review by the VA. The contractor shall provide a copy of the certification records and photocopy of the employee’s identification prior to the start of any work.

10.2. It is the contractor’s responsibility to ensure that only properly trained and competent persons perform inspections, testing and maintenance on the elevator system. Evidence of training shall be supplied to the VA prior to the start of work and if/when new individuals are added by the contractor to perform on this contract.

11. PLACE OF PERFORMANCE: Fresno VA Medical Center - 2615 E. Clinton Ave. Fresno, CA 93703

12. PERIOD OF PERFORMANCE: The period of Performance is for (1) year with (4) one-year options.

12.1. Base Period: June 1, 2021 thru May 31, 2022

12.2. Option Year 1: June 1, 2022 thru May 31, 2023

12.3. Option Year 2: June 1, 2023 thru May 31, 2024

12.4. Option Year 3: June 1, 2024 thru May 31, 2025

12.5. Option Year 4: June 1, 2025 thru May 31, 2026

13. HOLIDAYS:

13.1. Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as “Legal Federal, official holidays” as follows:

13.1.1. Recognized Holidays

13.1.2. Hours of Operation. The contractor is responsible for conducting services, between the hours of 8:00 am to 4:30 pm from Monday thru Friday except federal holidays or when the Government facility is closed due to local or national emergencies administrative closing.

14. GENERAL REQUIREMENTS:

14.1. A two-week (fourteen work-day notice) request for any non-urgent elevator maintenance shutdown required curing business hours shall be provided to the COR from the contractor in writing. Contractor shall not proceed with shutdown until the COR authorizes to do so. Contractor to verify with COR prior to start of work, and on a daily, or system basis that effected systems have been properly shut down and secured to prevent risk to safety.

14.2. Contractor shall be responsible for the protection of all building floors, floor coverings, walls, wall coverings, furniture, light fixtures and equipment in that may be subjected to damage while performing this contract. Contractor shall replace all damaged items with exactly matching item or a like item at the VACCHCS discretion.

14.3. The contractor shall be responsible for removal and replacement of any ceiling tiles affected by the work.

14.4. Work site shall be left free and clean of all debris after completion of work. Contractor shall be responsible for the safety of all VACCHCS employees, patients and visitors while performing contracted work, including slipping and tripping hazards. Contractor shall adequately barricade the immediate work site to prevent unauthorized individuals into the work area.

15. GENERAL INFORMATION:

15.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract.

15.2. The contract manager or alternate shall be available during normal working hours to meet with COR to discuss problem areas. The contract manager shall provide an emergency contract number for any emergency situation.

15.3. The contractor shall keep its employees trained and certified at all time during contract period. The contractor shall ensure all employee certifications are submitted to CO and COR for proper recording of training no later than 10 day after award of contract. VA has the right to inspect and request verification of licenses and certificates of during the contract period. Contractor shall update list of any changes with personnel or certificates/license and submit to COR and CO no later than 5 days of occurrence.

15.4. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible, and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any employee that endangers persons, property, environment, EEO policy, Hostile work environment, or federal workplace policy or violates the standards noted in this PWS.

15.5. Government Furnish Equipment. This PWS does not have any government furnish equipment. Contractor shall not use any government own equipment, material, supplies, or tools. Contractor shall furnish all requirements. The government has the option to terminate the contract in the event the contractor uses government equipment.

16. RECORDS: The contractor shall be responsible for creating, maintaining government required records that are specifically cited in this PWS or required by the Federal, State, and Local law and authorities. The contractor shall provide the original records or a reproducible copy of any such record upon request from the government at no additional cost. The cost of reproductions and delivery shall be the contractor’s responsibility. Only VACCHCS engineering department, COR, or CO shall have the authority to approve request and receive records. Contractor shall safeguard any and all information. Contractor shall inform CO and COR of any request made, which CO or COR will authorize or disapprove. Additionally, The following standard items relate to records generated in executing the contract:

16.1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

16.2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

16.3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records

16.4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act

16.5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

16.6. The Government Agency owns the rights to all data/records produced as part of this contract.

16.7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

16.8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

16.9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

16.10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (Subcontractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any Subcontractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

17. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK:

17.1. The Contractor acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to (1) conditions bearing upon transportation, disposal, handling, and storage of materials; (2) the availability of labor, water, electric power, and roads; (3) uncertainties of weather, or similar physical conditions at the site; (4) the conformation and condition of the ground; and (5) the character of equipment and facilities needed preliminary to and during work performance. The Contractor also acknowledges that it has satisfied itself as to the character, quality, and quantity of materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site, as well as from any documents made a part of this contract. Any failure of the Contractor to take the actions described and acknowledged in this paragraph will not relive the Contractor from responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government.

17.2. The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding or representation is expressly stated in this contract.

18. QUALITY CONTROL PROGRAM: The Contractor shall coordinate, report, and ensure the timely completion of the work specified in this PWS. This encompasses the planning, coordination, technical direction, and surveillance of all activities necessary to execute all work. The contractor shall submit their Quality Control plan in hardcopy in hard three ring binders with cover page, table of contents and tabulated with dividers and digitally in PDF within 10 days of contract award date. The COR will review the document and note any needed clarifications and return to the Contractor for revisions, if necessary. A VA approved QAQC Plan shall be in place within 30 days of the contract start date.

18.1. The contractor shall provide the overall management effort required to integrate technical and programmatic functions.

18.2. The contractor shall ensure the technical excellence, cost effectiveness, and timeliness of all required work deliverable products.

18.3. The contractor shall develop and maintain an effective quality control program to ensure service is performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he/she assures that his/her work complies with the requirements of the contract. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR. The Government has the right to review and ask for corrections, additional items, and updates during the contract period.

18.4. The Contractors QAQC Plan shall include the following at a minimum:

18.4.1. A comprehensive list of all devices and associated equipment required to be maintained and/or inspected as part of this service contract in accordance with the NFPA codes list in paragraph 2.1 above. This list shall be reviewed with VA and discrepancies addressed prior to contract award.

18.4.2. An inspection plan and schedule covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented. The name and title of the individual(s) who will perform the inspections shall be noted.

18.4.3. On site records of all inspections conducted by the Contractor noting necessary corrective action(s) taken. The Government reserves the right to request copies of any inspection.

18.4.4. The methods for identifying and/or preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

18.4.5. Organizational structure and functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total contract performance.

18.4.6. The Contractor shall provide as part of the QAQC Plan and maintain records identifying the required certifications (per NFPA requirements) and ongoing training of each employee and/or laboratory testing agencies performing services under this contract. The Contractor shall make any updates to certifications or records for individuals and/or laboratory testing agencies available for review by the VA.

19. QUALITY ASSURANCE SURVEYLANCE PLAN:

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan and PWS. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement my result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts as documented. Government verification inspections of services shall not constitute acceptance nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered. The Quality Assurance Surveillance Plan (QASP) is included in Attachment 2.

20. CONTRACTING OFFICER REPRESENTATIVE:

20.1. The Contracting Officer Representative (COR) will be appointed by the Contracting Officer who will provide technical guidance and clarifications to the Contractor. It shall be noted that interpretation of contractual terms and/or financial matters is the responsibility of the Contracting Officer.

20.2. The COR will monitor the Contractors performance to assure that services provided and the standards of performance are met in accordance with this Performance Work Statement and the QAQC Plan. In accordance with FAR 52.212-4 (a) “Inspection/Acceptance” the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of non-conforming supplies or re-work of non-conforming services at no additional cost to the Government

21. STANDARD OF CONDUT: Contractor, subcontractors,…