36C26126Q0094.docx

SUBJECT*

ELEVATOR INSPECTION/TESTING/MAINTENANCE REPAIR

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 21

POINT OF CONTACT*

Contracting Officer Cynthia Diezel cynthia.diezel@va.gov

PLACE OF PERFORMANCE

2615 E. Clinton Ave

Fresno CA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

DESCRIPTION

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY.

No Solicitation is currently available.

All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.

The applicable North American Industry Classification System (NAICS) Code is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, and the small business size standard is $22M Million.

The Department of Veterans Affairs (VA) Network Contracting Office (NCO 21) is soliciting information from contractors that can provide Inspection, Testing, Maintenance and Repair of Elevator, Dumbwaiter and Lift Systems services for the VA Central California Alto Health Care Service (VACCHCS). A draft copy of the Statement of Work (SOW) is attached.

Brief Description of Services See attached Draft SOW.

Capability Statement All interested contractors must respond by email to Cynthia.diezel@va.gov before 10:00 A.M. PST on October 24, 2025.

Please answer the following questions when responding:

1. What is your company’s Socioeconomic Status? (ex: small business, large business, SDVOSB, etc.)

a. If SDVOSB or VOSB, are you registered with the Small Business Administration?

Veteran Small Business Certification (sba.gov)

2. Provide Company’s legal name along with Unique Entity ID (SAM) number.

3. Primary point of contact, including phone number and e-mail address.

4. Capabilities Statement.

5. Describe experience in providing : Inspection, Testing, Maintenance and Repair of Elevator, Dumbwaiter and Lift Systems

6. List other Projects (Government and Commercial) that are similar in scope and size.

7. As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, “At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html

7a. Of the service actions listed above, which one(s) will your company perform as the prime contractor using its own personnel without subcontracting?

7b. With respect to the service actions listed above, which action(s) do you intend on subcontracting or using other than your company’s own personnel?

7c. Of those services that will be performed, approximately what percentage will be paid to the subcontractor(s)?

8. GSA Contract Number, if applicable.

9. Fill out the price estimate (5 Option Years) attached.

*Failure to provide the information requested above (items 1-9) will be considered non-responsive and will not be considered a viable source.

RFQ 36C26126Q00941766201 number has been assigned and should be referenced on all correspondence regarding this announcement.

The Government will use this information when determining its business type decision.

This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement.

MAINTENANCE PER PWS

MAINTENANCE PER PWS

MAINTENANCE PER PWS

MAINTENANCE PER PWS

MAINTENANCE PER PWS

Notes: Contractors must have a current registration in the System for Award Management (SAM) at https://sam.gov/SAM/ SDVOSB and VOSB firms should be registered at the time of submission and verified at Veteran Small Business Certification (sba.gov) Sources Sought Notice Sources Sought Notice

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Sources Sought Notice

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Page 1 of Performance Work Statement (PWS) Inspection, Testing, 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 comprehensive elevator, dumbwaiter and lift 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, dumbwaiter and lift maintenance service, in compliance with the following codes, standards and references. Full maintenance service is defined as all services, repairs and testing and inspections necessary to maintain all elevators, dumbwaiters, lifts, appurtenances and accessories in a fully operational and safe mode at all times. The contractor shall adhere to the most current version of the reference codes as applicable to the serviced lift.

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 uncompensated 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 service period.

2.4. All scheduled work that requires an elevator to be taken out of service shall be performed outside of normal business hours. The work and schedule shall be coordinated with the COR and the contractor shall report to the COR, or his representative, the status of elevator equipment or systems not operating prior to the start of each business day (0700). Any equipment or system deemed non-operational by the start of the next business day shall be reported to the COR immediately once the condition is known. For any elevator taken out of service, 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 shut down for service or repair, 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. If equipped with a digital mechanism to alert the public of the out of service condition, the “Out of Service” sign may be omitted, provided the elevator contractor has physically verified operation of the digital notification system. 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. Emergency service consists of immediate response to requests for emergency service 24 hours per day, 7 days per week. The contractor shall respond to and 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. Emergency calls include entrapments, restoring inoperative elevators for which no redundancy exists, or other situations determined by the COR to be of an emergency nature. Contractor shall respond to emergency calls within thirty (30) minutes of initial call and shall remain on site until the emergency has been resolved.

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, but are disruptive to hospital operations and may pose a risk to patient safety. Contractor shall respond to urgent calls within two (2) hours of initial call.

3.3. Routine service calls. 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 four (4) hours 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. The number shall reach a dispatcher capable of immediately dispatching service to the site without additional authorizations or delay. Response time for the service types listed above is defined as the time between the receipt of the service call and the contractor’s technician’s arrival on site. 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 to accompany monthly invoices. Invoices will not be approved without the call log. 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 shall be included. 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:

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. All certifications documents shall be supplied to the COR

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 as directed under the Section 3 of the PWS. Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor. Service calls shall be worked continuously until the issue is resolved and the affected elevator is placed back into operational service. If the service call cannot be resolved within eight (8) hours, the Contractor shall notify the COR of the problem and provide 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. 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 generated through the emergency/call back procedures or as a result of vandalism, negligence or misuse or the result of deficiencies cited from routine inspection. Deficiencies and repairs resulting from the contractor’s failure to maintain the elevators in accordance with this PWS shall be the responsibility of the contractor and not qualified for reimbursement.

7.1. 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.

7.2. 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.

7.3. 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

7.4. 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.

7.5. 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.

8. REPORTS:

8.1. Service Report submissions: The contractor shall provide sample testing and inspection reports in their technical package for COR review and approval.

8.2. 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 also 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 digital and 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.

9. CONTRACTOR QUALIFICATIONS:

9.1. Contractor physical location shall be within 5-mile radius of the Fresno VA Medical Center and shall be able to respond to the site within 30 minutes without exception.

9.2. 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.

9.3. 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.

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

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

11.1. Base Period: January 1, 2026 thru December 31, 2026

11.2. Option Year 1: January 1, 2027 thru December 31, 2027

11.3. Option Year 2: January 1, 2028 thru December 31, 2028

11.4. Option Year 3: January 1, 2029 thru December 31, 2029

11.5. Option Year 4: January 1, 2030 thru December 31, 2030

12. HOLIDAYS:

12.1. 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:

12.1.1. Recognized Holidays

12.1.2. Hours of Operation. The hospital operated 24 hours a day, however business hours will be defined as 7:00 am to 5:00 pm from Monday thru Friday except federal holidays or when the Government facility is closed due to local or national emergencies administrative closing.

13. GENERAL REQUIREMENTS:

13.1. The elevator contractor must have an active operational main or satellite office within 10 miles of the Fresno VA Medical Center. The office must have dispatch capacity of a minimum of 2 certified elevator technicians that can respond to the Fresno VA within 30 minutes of receipt of an emergency service call.

13.2. A two-week (fourteen work-day notice) request for any non-urgent elevator maintenance shutdown required during 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.

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

13.4. 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.

14. GENERAL INFORMATION:

14.1. 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.

14.2. 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.

14.3. 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.

14.4. 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.

14.5. 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.

15. 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:

15.1. 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.

15.2. 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.

15.3. 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

15.4. 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

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

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

15.7. 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.

15.8. 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.].

15.9. 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.

15.10. 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.

16. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK:

16.1. 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.

16.2. 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.

17. 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.

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

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

17.3. 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.

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

17.4.1. A comprehensive list of all equipment required to be maintained and/or inspected as part of this service contract in accordance with the codes list in paragraph 2.1 above.

17.4.2. 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.

17.4.3. 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.

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

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

17.4.6. The Contractor shall provide as part of the QAQC Plan and maintain records identifying the required certifications and ongoing training of each employee performing services under this contract. The Contractor shall make any updates to certifications or records for individuals available for review by the VA.

18. 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.

19. CONTRACTING OFFICER REPRESENTATIVE:

19.1. 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.

19.2. 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

20. STANDARD OF CONDUT: Contractor, subcontractors, and contractor’s personnel must adhere to the contract and shall conduct themselves according to VA conduct standards.

20.1. Neglect of Duties. Contractor, subcontractors, and personnel neglect of duties shall not be condoned. This shall include but not limited to sleeping on duty, unreasonable delay or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions.

20.2. Disorderly Conduct. The use of abusive or offensive language, quarreling, intimidation by works, actions, or fighting shall not be condoned. Also included is participation in disruptive activates which interfere with normal and efficient of government operations. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions.

20.3. Driving. Contractor and Contractor’s employees shall obey all speed limits and traffic signs. Disobeying traffic regulation could result in court citations, which include monetary fines. Continued violations could result in being restricted from driving on VA facilities.

20.4. Parking. Contractor vehicles will be parked only in lots or areas designated by the COR, if available. The Government will not be liable for any lost, stolen, or damage vehicles or items. Contractor shall obey all distances from critical areas which are deemed by the VA or code. Continued violations could result in being restricted from driving on VA facilities.

20.5. Smoking. Smoking is prohibited on VA property. Smoking on VA property could result in citations, which include monetary fines. Continued violations could result in removal from VA facilities.

20.6. Intoxicants. The Contractor shall not allow any employee to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects. The use of illegal drugs is prohibited on Federal property. Violators will be prosecuted.

20.7. Posted Signs: The Contractor shall comply will all posted signs on VA property.

20.8. Criminal Actions. Contractor, subcontractor, or contractor’s employees may be sanction for criminal actions, but not limited to the following:

20.8.1. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.

20.8.2. Unauthorized use of Government property, theft, vandalism, or immoral conduct.

20.8.3. Unethical or improper use of official authority or credentials.

20.9. Removal of Personnel. The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct or for safety/security violations.

21. SECURITY:

21.1. Security Badge: Contractor and contractor’s employees shall obtain the necessary identification badge through the VA’s badging process. The contractor may obtain a temporary badge from dispatch, VA police on arrival to any campus while application for permanent identification badge is in progress. The VA Issued Security badge shall be worn on the upper torso and be visible at all times.

21.2. Contractor’s Badge: Contractor, Subcontractors, employees, and representatives shall have a company badge visible at all time.