36C26126Q1078 Document.docx

36C26126Q1078

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. 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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

654-27-1-6093-0003

36C26126Q1078 09-2-2026 Angie Gerlitzki angela.gerlitzki1@va.gov 916-843-2891 09-11-2026

10:00 AM

PDT

Department of Veterans Affairs Network Contracting Office (NCO) 21

X

811310 $12.5 Million

N/A

"See Performance Work Statement"

Network Contracting Office (NCO) 21

FMS-VA-2(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page ELEVATOR MAINTENANCE, INSPECTION, & REPAIR SERVICE for the

VA SIERRA NEVADA HEALTH CARE SYSTEM

Period of Performance: 10/1/2026 - 9/30/2027

Quote submission instructions are specified in FAR Provisions 52.212-1 and 52.212-2, and any addendums included in this solicitation.

Quoters are reminded their completed and signed VAAR Clause 852.219-75 must be included in submission or you will be considered non-responsive and will not be considered.

This is a Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-aside.

See CONTINUATION Page

Durell Salaz Contracting Officer

Table of Contents

36C26126Q1078

Page 1 of Page 1 of

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:

Department of Veterans Affairs Network Contracting Office (NCO) 21

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.

Invoicing: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the period of performance of this acquisition. Current invoicing information is located at http://www.fsc.va.gov/einvoice.asp.

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ELEVATOR MAINTENANCE, INSPECTION, AND REPAIR FOR 17 ELEVATORS AND ONE CARTLIFT IAW THE PERFORMANCE WORK STATEMENT (PWS).

Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J035 - Maintenance, Repair, and Rebuilding of Equipment - Service and Trade Equipment

Miscellaneous Repairs and Additional Cost IAW Performance Work Statement (PWS). NTE $20,000.00. Include an hourly rate and overtime rate.

Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J035 - Maintenance, Repair, and Rebuilding of Equipment - Service and Trade Equipment

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B.3 PERFORMANCE WORK STATEMENT

VA SIERRA NEVADA HEALTH CARE SYSTEM

ELEVATOR MAINTENANCE, INSPECTION, & REPAIR SERVICE

1.0 GENERAL INTENTION AND REQUIREMENTS

A. This is a service contract to provide the Elevator Maintenance, Inspection, & Repair Service at VA Sierra Nevada Health Care System (VASNHCS) located at 975 Kirman Ave, Reno, NV 89502. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor and/or their subcontractor who, in turn, is responsible to the Government.

a. Note: going forward, all mention of contractor in this performance work statement (PWS) includes their employees and/or subcontractors.

B. A site visit to the hospital is authorized (and encouraged) to ensure complete understanding of the elevators and cart lift to be entailed in the quote.

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

D. The contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this contract. The contractor shall comply with all current, applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the CO and COR before work commences.

E. The contractor shall provide (or make available) a full-time journeyman mechanic during standard operating hours for the VASNHCS campus. In the case of technician illness, vacation, or other means of leave, the contractor shall furnish an equally qualified and capable technician. For the purpose of this contract, the standard operating hours or duty hours are the hours between 7:30 AM to 4:00 PM, Monday through Friday, except Federal Holidays.

F. The contractor shall supply 24 hour/7 days a week service for callbacks response. For further detail into callbacks refer to section 2.4.

1.1 CODES AND STANDARDS

A. The publications listed below form a part of this contract. Elevators and cart lift shall meet the requirements of the most current and latest (to include, but not limited to): code editions published, all manufacturer guidelines, The Joint Commission, Veteran’s Affairs Directives/Memorandums, State of Nevada, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

1. Elevator Industry Field Employees’ Safety Handbook

2. International Building Code (IBC)

3. American Society of Mechanical Engineers (ASME):

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

4. National Fire Protection Association (NFPA):

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

1.2 EXCLUSIONS

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

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

C. Replacement of underground hydraulic piping or hydraulic cylinder.

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

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

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

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

1.3 GOVERNMENT FURNISHED PROPERTY, MATERIALS, AND SERVICES

A. VASNHCS will not provide office space or operational facilities to the contractor. The contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at their own expense. The contractor will not have any access to Government computers or systems. The Certification and Accreditation requirements do not apply, and a Security Accreditation Package is not required.

B. VASNHCS will not purchase or provide tools or equipment to the contractor. The contractor shall furnish all tools required for the performance of this contract.

C. VASNHCS will not provide any materials to the contractor.

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

E. Oil removed from hydraulic units shall be collected, placed in The State of Nevada Department Division of Environmental Protection (NDEP) used oil management compliant containers, and turned over to VASNHCS for disposal. Used or emptied oil containers may be removed by the contractor only if they are NDEP compliant containers, and only with COR inspection and approval.

a. Any rags/material containing oil, grease, or flammable type residue shall be disposed of in the proper containers.

1.4 CONTRACTOR REQUIREMENTS AND RESPONSIBILITY

A. The contractor is currently engaged in maintenance, repair, inspection, and testing of VTE. The contractor shall have a minimum of ten (10) years within the last twelve (12) years of successful experience maintaining elevator equipment identical or similar to the VTE listed in this contract. Offerors shall submit references for the ten (10) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contracting office. The contractor will provide a copy of all Federal, State of Nevada, and Washoe County required and current certifications, licenses, etc.

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

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

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

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

D. The selection, assignment, and management of contractor’s employees are the responsibility of the contractor. The contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general well-being, or operation of the VASNHCS facility or personnel. The contractor is fully responsible for the performance and conduct of their employees at all times. The contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent.

E. Contractor and subcontractor personnel that work on any VASNHCS property must consent to background checks or shall be denied access to the VASNHCS facilities. Information required to conduct a background check includes (but is not limited to): full name, driver’s license number, and/or social security number, date of birth, and completion of a background check questionnaire.

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

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

H. During the interim while awaiting vetting of government approval for an identification badge, the contractor employee will check in with VA Police Services to receive a 24-hour pass that will be worn on their person. Generally, a valid Federal or State issued ID will be required to receive the pass.

I. The contractor shall ensure that their personnel comply with all VASNHCS policies to include, but is not limited to:

a. Parking in the appropriate/authorized spaces with special consideration to ensure that they are not parked in veteran/patient spaces. (Parking is only available on the 2nd deck of the two-story parking garage off Belli Drive, the four-story parking garage south of the two-story parking garage, or on the streets surrounding the hospital.)

b. No smoking (not authorized on any part of the hospital property).

J. The contractor and their employee may also be required to enter construction areas and will be required to wear the proper Personal Protective Equipment (PPE) such as a hard hat, vest, goggles, etc. They must have the proper training and understanding to enter these areas, if needed.

K. The contractor shall provide a service/work report on any preventive maintenance (PM)’s, repairs, or callback service completed. The report should include the elevator/cart lift number, date and time of arrival and departure, work completed, technician name, hours worked on the unit, and a detailed description of the work performed. The report should be turned into the COR (or their representative in their absence) during normal working hours or the Boiler Plant staff if work was completed after hours. (Note: These reports may also be submitted via email or accessed via the company portal.)

L. The CO and COR must approve, in advance, all repairs not covered under this contract. The contractor shall prepare an estimate of parts, labor, transportation, and shipping costs for review prior to performing the repairs. If approved, CO/COR shall issue a separate purchase order (PO) or modification of the contract in advance of undertaking such work. No invoice will be paid without prior approval and the specific PO or modification to the contract has been issued in advance of work. All invoices must contain the following breakdown: (Elevator name/number, date of event, time, repair information, labor cost, material cost, and travel cost (if any)).

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

1.6 EMERGENCY TELEPHONE NUMBERS

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

2.0 MAINTENANCE SERVICES

2.1 VTE TO BE MAINTAINED, REPAIRED, AND INSPECTED (EQUIPMENT LIST)

Landings

P5 Kitchen

Innovation

Note: Elevators P2, P3, P4, and P5 are out of service as they are being modified. They will be under warranty for 1 year upon acceptance, which is anticipated in February of 2026.

2.2 EXISTING DEFFICIENCIES (EXCEPTION: THE CONTRACTOR AWARDED FOR THE CURRENT FISCAL YEAR) A. Immediately after award of the contract and no later than 30-days thereafter, the contractor and the VA shall conduct a thorough inspection of all of VTE’s (as detailed in the equipment list) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the contractor under the terms of this contract. Instead, the government will work with the contractor on developing a cost proposal and plan for all the identified corrections/repairs and the Government will pay for the work under a separate PO or modification to the contract.

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

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

D. Once the deficiencies identified in section 2.2, Existing Deficiencies, Section A have been corrected, any future service, maintenance or replacement required for these same items will be considered to be covered under this contract.

2.3 MAINTENANCE SERVICE

A. The contractor shall provide complete maintenance service, safety inspections, and tests on each and every elevator and cart lift at the VASNHCS site for the period required under the contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only.

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

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

D. The contractor shall determine any Lock-out/Tag-out (LOTO) requirements per OSHA 29 CFR 1910.147 and NFPA 70E.

1. The contractor will coordinate with the COR or designated representative on any LOTO for the equipment or electrical components/panels with VA employees to ensure zero energy on any energized system.

2. The LOTO will be installed with full isolation before beginning any work. The contractor(s) will check the LOTO sheet and Energy Control Procedure, utilizing their own lock(s) to identify that the equipment will be repaired.

3. Upon completion of repair, the lock(s) will be removed per OSHA 29 CFR 1910.147 and NFPA 70E requirements. This will be documented and provided to the COR, if asked.

E. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO, COR, or Chief of O&M.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

19. Filters, mufflers, and muffler components.

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

21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits after performing the work. A general cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a high-efficiency particulate air (HEPA) vacuum cleaner shall be furnished by the contractor.

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

I. Scheduled maintenance service:

1. The contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time.

2. Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment.

3. Monthly Fire Fighter Recall testing for all VTE’s shall occur on the 1st Tuesday of each month. The technician will be escorted by maintenance staff to complete any internal PM documentation. Any finding/deficiency will be noted and repairs to be completed as soon as possible. If the repair work is not covered under this contract, a quote will be submitted to complete the repair within two business days.

4. PMs will be performed during standard hours on the same day of each week. The contractor shall submit, at the beginning of the contract, to COR, the day of the week they intend on performing the required PM. If the day falls on a holiday the contractor shall perform the required PMs on the next business day following the holiday. The contractor shall notify the COR if they intend on changing the PM day or if they cannot perform the PM on schedule.

5. PMs should ensure a safe and efficient level of operation, and all work relative to cleaning, lubricating, adjustment or part replacement of equipment that is necessary for the desired level of operation shall be performed by the contractor. Each contract year, all items which rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. Any PM required by the equipment manufacturer, and/or applicable laws, regulations, rules, ordinances, codes, etc., but not specifically identified by the Government, shall be performed by the contractor at no additional cost to the Government. In addition, the contractor shall perform the following PM and all necessary cleaning, lubricating, and adjusting pursuant to such maintenance at the frequencies identified. Frequencies shall be modified if deemed necessary by the COR or designee.

6. The contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, hoist way crawl spaces, elevator machine rooms, etc. This shall include all lights inside the elevator cabs.

7. The contractor shall during regular PM visits retrieve any objects such as keys, wallets, glasses, etc., dropped in elevator pit by occupants of the building. Such objects shall be turned over to VASNHCS Police personnel.

8. The contractor must maintain the efficiency, safety and speeds specified in the contract or as designated by the manufacturer of the elevators at all times; including acceleration, retardation, contact speed in feet per minute, with or without full load, floor to floor time and door opening and closing time.

9. Annual (CAT 1) and 5-year (CAT 5) safety inspections. The contractor shall accompany the third- party vendor and provide assistance during the inspections. Minor repairs that can be accomplished during the inspection should be completed as per this PWS. Repairs that are outside the PWS shall require a quote to be repaired and the quote will be provided to the COR within two business days. Repairs will begin upon a PO, modification to the contract, or verbal approval from the CO and should be completed within 48 hours. Any rescheduling of the CAT 1 and/or CAT 5 inspection will require notification if there will be an additional cost for the contractor to accompany the third-party vendor. Inspections may occur before or after normal working hours to mitigate any impact to staffing or patient care.

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

K. If work is required that is outside of the scope of this contract, the contractor shall submit a detailed cost estimate for the required repairs to the CO/COR within two business days of finding the issue. Contractor shall not proceed with such work, except for an emergency situation such as entrapment, without the written consent of the CO/COR, and receipt of a separate PO or modification to the contract to cover the cost of the additional work. Unless the work can be completed without any impacts to patient/staff use, the quote should also include a cost estimate for before or after work hours (to include weekend), if needed.

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

1. Payment will not be made for any unauthorized work. A quote is required for the repair/service to place the elevator back into operation and ensure it is safe for transportation. This will be reviewed by the COR and a modification to the contract may be submitted for the repair/replacement. Once the CO has authorized the modification, the work will begin.

2. Payments for this category (2.3.J) shall be billable separately to a fixed allocated fund.

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

2.4 CALLBACK SERVICE

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

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

C. Callback hours are not to take time away from PM hours required under this contract.

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

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

F. Callback service during non-normal working hours shall be restricted to entrapment releases and returning essential elevators to service. Callback services of non-essential elevators will be scheduled for the next business day during normal hours of operations. Essential elevators include those elevators designated by the COR or COR designee. Each building serviced with a VTE shall have at a minimum one elevator in operation to ensure safe vertical egress. If in the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building is in a status of zero VTE service, then the callback is deemed essential.

2.5 ELEVATOR OUT OF SERVICE

A. Notify the COR, Chief of O&M (Boiler Plant After-Hours), VASNHCS Police service (After-Hours alternate), immediately during normal business hours, either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify the COR, Chief of O&M, or designee when placing the elevator back in service.

B. When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption.

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

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

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

2.6 PERFORMANCE STANDARDS

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

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

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

D. Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times.

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

F. On an annual basis, the contractor shall submit a record of hall waiting time at each elevator landing utilizing a computerized analyzer or similar type event recorder and other data necessary to verify the system is operating at peak efficiency (manufacturer specifications) for all elevators covered under the contract. Results shall be submitted and labeled as to floor, time, date, and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR.

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

1. Maximum capacity in pounds;

2. Rated speed in feet per minute;

3. Performance time measured brake to brake;

4. Door operation;

5. Traffic handling capabilities;

6. Response times;

7. Ride quality.

2.7 SPARE PARTS

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

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

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

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

E. All cardboard, trash/debris must be removed and disposed in the proper container outside the space. At no time, will parts, supplies, material be kept outside of the cabinets or containers, especially in stairwells or hallways in which it will impede egress, as per the Life Safety Codes.

3.0 SECURITY AND RECORDS MANAGEMENT DISCLAIMER

A. The Certification and Accreditation requirements do not apply as the contractors will not be doing any work in or around any VA computer system. A Security Accreditation Package is not required.

B. Security and records requirements:

a. Applicability

i. This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

b. Definitions

i. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

1. The term Federal record:

a. includes VA records.

b. does not include personal materials.

c. applies to records created, received, or maintained by contractors pursuant to the VA contract.

d. may include deliverables and documentation associated with deliverables.

c. Requirements

i. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

ii. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

iii. In accordance with 36 CFR 1222.32, contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

iv. The VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the contracting activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, contractor must report to the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

v. The contractor shall immediately notify the appropriate CO and/or COR upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

vi. The contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by Government and VA’s guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

vii. The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA’s policy.

viii. The contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

ix. The 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 from public disclosure by an exemption to the FOIA.

x. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

d. Flowdown of requirements to subcontractors

i. The contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

ii. Violation by a subcontractor of any provision set forth in this clause will be attributed to the contractor.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.