Performance Work Statement 10-15-2026.docx

Performance Work Statement Elevator Inspections VA Palo Alto Health Care System Section 1: General Information

1.1 General: This is a non-personal services contract to provide the ASME A17.1 (most current edition) recommended 6 month, 12 month, 36 month, and 60 month inspection/test services to the Elevator inventory for the VA Palo Alto Health Care System (VAPAHCS). 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 who, in turn is responsible to the Government.

1.2 Period of Performance:

A. Period of performance shall be base year plus four option years.

a. CLIN 0001: November 1, 2026, to October 30, 2027 (Base)

b. CLIN 1001: November 1, 2027, to October 30, 2028 (OY1)

c. CLIN 2001: November 1, 2028, to October 30, 2029 (OY2)

d. CLIN 3001: November 1, 2029, to October 30, 2030 (OY3)

e. CLIN 4001: November 1, 2030, to October 30, 2031 (OY4)

1.3 Place of Performance: Services are required at the following locations. The points of contact (POC) for each location are listed. All work must be coordinated with the COR.

Palo Alto Main Campus (PAD) 3801 Miranda Ave.

Palo Alto, CA 94304 POC: Hector Aquino Machuca

(650) 709-5630 Menlo Park Medical Center (MPD) 795 Willow Rd.

Menlo Park, CA 94025 POC: Ronald Nielson

(650) 465-5121 Livermore Medical Center (LVD) 4951 Arroyo Rd.

Livermore, CA 94550 POC: Don Jasch

(650) 285-9610

Mountain View Center (MTV) 1776 Old Middlefield Way Mountain View, CA 94043 POC: Ronald Nielson

(650) 465-5121 Sunnyvale (SUN)

POC: Ronald Nielson

(650) 465-5121

1.4 Hours of Operation: All inspections shall be performed during business hours of 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the government.

1.4.1 Observed Federal Holidays

1.5 Type of Contract: The government will award a Firm Fixed Price contract.

1.6 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

1.6.1 Payments: Government only paid for services rendered. Government will not pay on any uncompleted or undelivered work, services, or goods.

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

Section 3: Government Furnished Property, Equipment, and Services A. 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 reserves option to terminate the contract in the event that contractor uses government equipment or supplies without written approval from the Contracting Officer and COR.

B. Elevator Maintenance Company shall provide elevator technician and weights as required for all inspections.

Section 4: Contractor Furnished Items and Services The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes.

4.1 Contractors Qualifications:

A. Contractor shall be an ASME/NAESA qualified elevator inspector with at least five years of experience as a certified elevator inspector. Contractor shall submit in technical package all certifications and licenses. The Government reserves the right to request and review licenses and certification during the contract period.

B. This contract does not permit subcontracts.

4.2 Qualify Personnel:

A. Contractor’s employees shall be an ASME/NAESA qualified elevator inspector with at least five years of experience as a certified elevator inspector. The Government reserves the right to request and review licenses and certification during the contract period.

Section 5: Specific Tasks

5.1 Inspections:

A. Contractor shall provide all labor, equipment, ant tools to perform ASME A17.1 recommended 6 month, 12 month, 36 month, and 60 month inspection/test of the vertical transportation system at locations describe in section 1.3.

B. Contractor shall inspect all elevator listed in attachment A in accordance with ASME 17.1 Table N-1.

C. Contractor shall perform at lease one 5 year inspection per elevator in the first year of the contract.

D. The Semi Annual inspections is to be scheduled typically in the month of February and the annual inspection is to be scheduled typically in the month of August.

E. 60 month inspections should be scheduled at least 30 days prior to semi Annual inspections.

F. Inspections that were recorded at a last performed date beyond plus or minus 30 days from February or August shall be performed before the due date but in either February or August.

G. Contractor shall provide to the COR a schedule of the performance year testing/inspection schedule 15 days from awarded date.

H. Contractor shall submit a request to proceed with inspection 30 day in advance. Date can change due to the availability of the elevator company. COR will confirm any changes to the schedule.

I. Contractor shall be made available no later than 2 business days from notification for additional onsite consultation and to clarify questions that may have arisen as a result of inspection at no additional charge to the government.

J. Contractor shall be available by phone, fax, or email for consultation during normal business hours at no additional cost to the government.

K. sContractor shall provide a writing analysis of each elevator: life cycle, life expectancy of equipment, recommendation of equipment replacement, recommendations of communication and network upgrades and other factors that VAPAHCS requires. Contractor and COR shall agree on factors at no additional cost to the government.

L. Contractor shall conduct inspection in accordance with the most current edition of ASME A17.1, A17.2, and A17.3.

M. Contractor shall provide one print book and an electronic, searchable copy of the most recent edition of ASME A17.1, A17.2, A17.3in the base year and once more upon either the publication of the new edition or final year of performance, whichever comes first during the contract performance life.

N. . For all the tests and inspections the VAPAHCS elevator service contractor will provide the technicians, and tools to perform the tests under the inspectors’ supervision. Contractor’s Inspector is required to bring his own calibrated tachometer and dynamometer to ensure correct results in case the tools provided by the service contractor are not properly calibrated

5.2 Site Investigation and Conditions Affecting the Work

A. 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, eclectic power, and roads; (3) uncertainties of weather, river stages, tides, 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 surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the , including all exploratory work done by the Government, as well as from the drawings and specifications 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.

B. 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.

C. Contractor has the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget

5.3 Contract Modifications

A. Throughout the performance of this contract Elevators may need to be added or removed from the contract. In the event that the needs change, the Contractor will negotiate with the Contracting Officer to reach a mutually agreeable adjustment to the contract that must be captured in a written modification to the contract.

5.4 Safety:

A. At a minimum contractor, subcontract, and personnel shall wear at all times hard hat, safety glasses, reflective vest, and safety shoes.

B. No shorts or tank tops shall be permitted.

C. Contractor shall adhere to OSHA 10 CFR 1910.

D. Contractor shall be responsible to use appropriate PPE when required by the OSHA and VAPAHCS.

E. Safety plan shall be submit to the COR within 15 days of awarded contract.

F. Contractor shall submit Safety Data Sheet for all chemical used at the VAPAHCS. Chemicals must be approved by COR or Safety Services. Safety Data Sheet shall be kept at work site at all times.

G. Contractor shall comply with Environment Protection Agency standards. No dumping of water or chemical in the storm drains. Contaminates shall be removed from VAPAHCS property and shall be disposed of per all Federal, State, and Local EPA regulation and standards at no additional cost to the government.

a. Any penalties incurred due to unlawful disposal of hazardous material or EPA, State, or Local regulation and standards shall be the responsibility of the Contractor.

5.5 Performance Standards:

A. Contractor shall adhere to the performance standards listed below. Contractor shall adhere to all references in the performance standard to include all notes, explanatory material, and appendixes. The most current edition will be used on all references listed below.

a. ASME A17.1: Safety Code for Elevator and Escalator

b. ASME A17.2: Inspectors’ Manual for Elevator and Escalator

c. ASME A17.3: Safety Code for Existing Elevators and Escalators

d. NFPA 25: Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems

e. NFPA 70: National Electrical Code

f. NFPA 99: Standard for Health Care Facility

g. OSHA Standard 29 CFR 1910

5.6 Documentation Requirements

A. The Contractor shall provide reports to the COR and Compliance Office.

B. Each report shall include a summary sheet of each campus findings, and a separate document for each elevator inspected. The report shall include but not be limited by the following

a. Location of inspection

b. Identifying device number

c. The type of device

d. All ASME deficiencies

e. Reference section and the number or letter designation of deficiencies

f. Heading and space to indicate scheduled date of repair

g. Actual date of repair

h. Date of inspection

i. Recommendations and comments

C. All recommended upgrades shall be listed and identified as recommended upgrades on both the individual inspection report as well as summary sheet.

D. Contractor shall also include ASME checklist for inspection of electric elevators which shall be completed for every elevator inspected.

E. Contractor shall also include ASME checklist for inspection of hydraulic elevators which shall be completed for every elevator inspected.

F. Contractor shall provide a certificate for every elevator and device inspection. At a minimum shall have the following information on the certificate:

a. Building

b. Device number

c. Type of duty

d. City

e. Capacity

f. Speed

g. Date of inspection

h. Elevator mechanic and/or elevator maintenance company

i. Elevator inspector’s signature

j. Inspector qualified elevator inspector’s number

G. Nomenclature for individual elevator inspection checklist/reports:

Electronic reports shall follow the below Nomenclature. Reports will not be acceptable for payment of service if the nomenclature for the individual inspection reports noted below is not followed.

Item #_Inspection checklist name_Site Name_Bldg#_Elevator #_ Moth/Year of service Example: 050_Annual Inspection Checklist _PAD_B100_ S2_July-2027 Example: 021_36-Month Inspection Checklist_MPD_B350_P4_Aug 2028 Example: 031_6-Month Inspection Checklist_LVD_B64_F4_Feb-2027 Example: 011_60-Month Inspection Checklist_MtnView_P1_Jan-2027

The item # is to reference the list # in the summary report per section 5.6.B

H. Invoices for approved work shall indicate, individual part(s) used, cost of individual part(s), and total part(s) cost.

I. Service Report(s) shall have the at a minimum the following:

a. Company name, address, telephone, and fax number.

b. VA contract number, name and number of the VA Contracting Officer.

c. Date and Time of work.

d. Copies of contractor’s valid licenses, professional and training certificates.

e. Location, type, name, and model of devices tested.

f. Description of work items.

g. Test data.

h. Remarks on conditions of devices and systems.

i. List of all deficiencies, if any, with time frame for repairs or replacement, and cost.

j. Recommended corrective actions, if any.

J. Submit One (1) hard copy of the completed written report and one electronic searchable version of the report in Microsoft (i.e. excel, word..) format to the Engineering Compliance Office within seven (7) calendar days of completion of inspection and testing.

5.7 Security Requirements

A. The Certification and Accreditation requirements do not apply and a Security Accreditation Package is not required for this work.

B. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, VA directives and handbooks as VA personnel regarding information security under VA Handbook 6500.6, Contract Security, Appendix C.

Section 6: Attachments A. Attachment 1: Inventory of Elevator with Locations B. Example of 6 monthly checklist and Summary

Example of Semi Annual Inspection checklist

Excample of summary report image1.png image2.png image3.png image4.png image5.png image6.png image7.png image8.png