Performance Work Statement PWS.docx

Performance Work Statement VA Nebraska-Western Iowa Healthcare System Elevator Inspection and Maintenance Services

1.0 GENERAL INTENTION AND REQUIREMENTS

A. This Performance Work Statement (PWS) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE), referred to as elevators, at the VA Nebraska-Western Iowa Healthcare System (VANWIHS), referred to as the Government. The period of performance for this requirement for the base year is 03/01/2027 – 02/28/2028, repeated every year after until Option Year 4. This is a base year plus 4 option year contract.

B. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the vertical transportation equipment operating as originally specified by the equipment manufacturer and/or as modified when a deviation is required. Modifications to performance deviations require written consent of the Contracting Officer.

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

D. Work for this contract is required at VANWIHS. For this contract, the standard operating hours or duty hours are the hours between 7:00 AM to 3:30 PM (CST) Monday through Friday, except Federal Holidays, E. The contractor shall provide qualified elevator maintenance personnel at the Omaha VA Medical Center for a minimum of 8 hours per week and at the Grand Island VA Medical Center for a minimum of 8 hours per week. Services shall include routine preventive maintenance, inspections, adjustments, testing, troubleshooting, repairs, cleaning, lubrication, and emergency response necessary to maintain all elevators in safe, reliable, and code-compliant operating condition.

F. The contractor shall establish a regular service day each week for each VA-owned site and provide advance notice of any schedule changes to allow the VA to coordinate facility activities, repairs, and access requirements. The contractor shall also schedule and coordinate two annual testing events: one inspection conducted by an independent third party and one test of elevator heat and smoke detector recall functions performed in coordination with the VA’s fire alarm contractor. The contractor is not required to perform these inspections nor pay for these inspections but must be onsite to support the contractors completing the work under a separate contract.

G. All contractor personnel shall complete applicable VA access and security requirements before performing work onsite. Requirements may include background screening, fingerprinting, PIV credentialing, site orientation, and issuance of facility keys or access devices, as directed by the VA. All keys, badges, and access devices shall be returned when personnel are no longer assigned to the contract or when the contract ends.

H. The contractor shall maintain accurate service records for each elevator, including inspections performed, deficiencies identified, repairs completed, parts replaced, test results, outages, and technician information. A standard monthly inspection and preventive-maintenance checklist shall be completed for each elevator and submitted with the corresponding monthly invoice through Tungsten. The checklist must identify the elevator, inspection date, technician, items inspected, deficiencies found, corrective actions taken, and any outstanding work.

I. The contractor shall also submit an annual summary report for each elevator. The report shall be approximately one to two pages per site, or in another VA-approved format, and shall include the total number of service calls, dates or general timing of callouts, a brief description of each issue, repairs performed, recurring deficiencies, downtime, and recommendations for corrective action or modernization.

J. Invoices shall include all required inspection checklists, service documentation, and reports necessary for the VA to verify that contracted services were fully performed. Failure to provide complete and accurate supporting documentation may delay invoice approval or payment until the VA can verify receipt and acceptance of the required services. Any deficiencies or missed maintenance activities shall be corrected by the contractor at no additional cost when covered by the contract.

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

L. Existing Equipment:

· Omaha VA Health Care System 4101 Woolworth Ave Omaha, Nebraska 68105

Engineering

Engineering

Engineering

Engineering

Engineering

Grand Island Community Based Outpatient Clinic (CBOC) 2201 North Broadwell Avenue Grand Island, NE 68803

** Highlighted Elevators are identified as Critical.**

1.1 CODES and STANDARDS

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

1. Elevator Industry Field Employees’ Safety Handbook

2. International Building Code (IBC)

3. American Society of Mechanical Engineers (ASME):

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

4. National Fire Protection Association (NFPA):

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

1.2 DEFINITIONS/ACRONYMS

ANSI – American National Standards Institute ASME – American Society of Mechanical Engineers CONTRACTOR – General Contractor, Elevator Contractor, and Subcontractors CO – Contracting Officer COR – Contracting Officer’s Representative ELEVATOR MECHANIC/TECHNICIAN – See Section 1.5 Paragraph C.

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

PWS – Performance Work Statement

1.3 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 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.

H. Overhead lighting within the cab, and associated upgrades (i.e. change to LED). Contractor will replace facility-purchased like-for-like bulbs within cabs at no additional cost to the VA.

I. The CO 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 shall issue a separate Purchase Order (PO) in advance of undertaking such work. No invoice will be paid without prior approval and specific PO issued in advance of work.

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

K. This contract shall also cover those parts not listed below which cost less than or equal to $2,500.00. The contractor will be required to replace any part which cost less than the above amount at no additional charge to the Government. The monthly maintenance charge is understood to include the cost of such parts. If it is necessary to replace any part which costs more than the above listed amount the contractor shall immediately notify the Contracting Officer and provide a cost proposal for the part. The Contracting Officer will either provide the contractor with the part or authorize the contractor to install the part and include the cost of the part on their monthly invoice or by purchase card order.

1.4 GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

A. The Government 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 performance of this Contract at his/her own expense.

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

C. The Government will not provide any materials to the Contractor.

D. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government 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 oil management compliant containers, and turned over to the Government for disposal. Used or emptied oil containers may be removed by the contractor only with GEMS Coordinator inspection and approval.

1.5 CONTRACTOR REQUIREMENTS

A. The Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. The Contractor shall have a minimum of five (5) years of successful experience maintaining elevator equipment identical or similar to the vertical transportation equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office.

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

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

(1) Elevator Lead Technician Resume, and Training Certifications/Mechanic’s License;

(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 certification in the National Elevator Industry Educational Program (NEIEP) and membership in the International Union of Elevator Constructors (IUEC). Certificate of completion from an approved program (NEIEP, CET, or CAT).

(3) On staff Quality Elevator Inspector Resume and Certifications.

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

1.6 BACKGROUND CHECKS and IDENTIFICATION BADGES

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

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

C. Department of Veterans Affairs regulations requires Contractor employees to have a VANWIHS issued Identification Badge and wear it at all times while at VANWIHS facilities. ID badges shall be issued by the VANWIHS security office under its rules 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 VANWIHS issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

1.7 EMERGENCY TELEPHONE NUMBERS

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

2.0 MAINTENANCE SERVICES

2.1 EXISTING DEFFICIENCIES

A. Immediately after contract award and no later than 60-days thereafter, the Contractor and the Government shall conduct a thorough inspection of elevators (as detailed in Equipment List) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order.

B. Items to be included in the deficiency list are; replacement or repair of elevator-related equipment, parts and appurtenances located downstream of the service connections. This includes 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 30-days have passed since completion of the inspection, the deficiency shall be covered under this Contract.

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

2.2 MAINTENANCE SERVICE PROVISIONS

A. The Contractor shall provide complete maintenance service, safety inspections, and tests on every elevator at the VANWIHS (see attached Equipment List) for the period required under the contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only.

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

C. Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator. If any of the required schematic wiring diagrams are not available at the time of Contract award it shall be the responsibility of the Government (VANWIHS Engineering) 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 controls shall be dated and recorded on the government wiring diagrams. The wiring diagrams will remain property of the Government.

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

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

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

G. Contractor shall maintain all specified elevator equipment in a safe, reliable and fully operational condition in accordance with applicable industry standards. Manufacture recommendation and safety codes.

H.

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

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

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

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

5. Overspeed 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 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 circuits and time settings are properly adjusted and 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 contract, the Contractor shall notify the CO/COR within 24 hours after adding more than two gallons of such fluid. Written documentation shall be provided 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. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. General cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor.

21. Telephone, data and intercom lines serving IT, Phone, elopement systems or any other system located within the hoist way or the cab.

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

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

K. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, and contractor employees. Contractor shall obtain written approval by the CO/COR prior to repairs related to this category of damage. Any damage the contractor deems to be a result of this nature shall be fully documented with pictures taken by the Contractor. Documentation of the incident, including pictures shall be provided to the CO/COR for

L. . The CO/COR reserves the right to claim any damaged material / equipment. Procedures for completing work to fix this type of are covered in Section 2.2.I.

2.3 MAINTENANCE AND INSPECTION SERVICES:

A. Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator within ten (10) calendar days after Notice to Proceed (NTP). The MCP shall, at a minimum, include required inspections, maintenance tasks, testing requirements, frequencies, timelines, and a detailed maintenance schedule. The Contractor shall perform inspections and maintenance of elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including, but not limited to, fire recall testing, ASME A17.1 Appendix N tests, and other safety and maintenance testing required by the manufacturer, applicable codes, or the Government. Until the MCP is reviewed and accepted by the Government, the Contractor shall perform all routine preventive maintenance, inspections, and required testing in accordance with manufacturer recommendations, applicable codes, and industry best practices to ensure safe and reliable elevator operation. Government review of the MCP shall not relieve the Contractor of responsibility for performing all required maintenance services. The Contractor shall review the MCP annually and submit an updated MCP to the Government not later than thirty (30) calendar days prior to each contract anniversary date. Additional updates shall be submitted whenever changes in equipment, code requirements, or maintenance procedures affect the MCP.

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

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

D. The Government shall perform necessary inspections and tests as required under ASME A17.1 Appendix N, using a third-party Qualified Elevator Inspector (QEI). The Contractor shall provide a mechanic for these tests to assist the QEI.

E. Government may perform elevator inspections at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and shall be responsible for the corrective actions covered under this Contract, to be completed within 30 working days.

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

2.4 CALLBACK SERVICE

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

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

C. 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 the same day, the CO/COR must be notified in writing with an explanation of the delay.

D. Callback service during non-normal working hours shall be restricted to entrapment releases and returning critical elevators to service. Critical elevators include elevators designated by the COR or COR designee.

E. Critical elevators are defined as: each building serviced with an elevator shall have a minimum of one elevator in operation to ensure safe vertical egress. In the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building has no elevator service, then the callback is deemed essential.

F. Callback services of non-essential elevators will be scheduled for repair the next business day during normal business hours.

G. Repair or work proposals not covered under this Contract must be authorized in advance by the CO and may be performed during normal hours of operation. Procedures for completing work to fix this type of are covered in Section 2.2.I.

H. Work related to Callbacks are not to take time away from preventive maintenance required under this Contract.

2.5 MAINTENANCE, REPAIR, and CALLBACK TICKET PROCEDURES

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

B. Contractor shall instruct employees to comply with the following procedures:

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

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

3. Contractor shall have a service ticket on each service call signed by the COR or COR designee. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time the elevator was returned to regular service.

2.6 ADDITIONAL SAFETY INSPECTIONS AND TESTING

A. Category Five tests shall be performed by a 3rd party ANSI/ASME QE-1 Certified Elevator Inspector hired by Omaha VAMC.

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

2. The certified inspector will provide a report of deficiencies found the Government or Contractor is required to correct.

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

B. The Government shall provide, as an attachment to this solicitation, the most recent Annual Test and Five-Year Load Test dates, along with the anticipated due dates for upcoming required tests for each elevator, dumbwaiter, casket lift, and other vertical transportation equipment covered under this contract. Contractors shall use this information when developing pricing for the base period and option periods. The Contractor shall verify test due dates upon contract award and identify the date of the last Annual Test and Five-Year Load Test on each elevator tag and plan to perform the following:

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

2. The Contractor shall provide the CO and COR with at least ten (10) working days' advance notice of all scheduled inspections and tests.

3. The Contractor shall be responsible for furnishing necessary weights, labor, and means of transportation of the weights throughout the Government’s facilities, as directed by the third-party inspector and as required for successful completion of inspections.

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

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

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

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

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

F. The Contractor shall be responsible to schedule and maintain necessary maintenance for elevators. The Contractor will provide the schedule to the CO/COR for approval. All costs for maintenance are to be included as part of this contract.

G. All tests or maintenance removing an elevator from normal operation shall be scheduled in advance with the CO/COR. Recurring tests such as “Emergency Recall Operation” may have a standard recurring schedule approved and applicable through the term of the contract.

2.7 INFECTIOUS CONTROL - CLEANING and PAINTING

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

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

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

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

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

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

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

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

2.8 ELEVATOR OUT OF SERVICE

A. Before removing an elevator from service, notification is required to Engineering Service (Boiler Plant (Grand Island) or AC Plant (Omaha) shall be notified after-hours), VANWIHS Police Service (After-Hours alternate), and the COR immediately during normal business hours, either by phone or in person. If work requires more than one day, daily notification of the out of service condition will be made. Notify the COR for approval when placing the elevator back in service.

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

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

D. Under no circumstances will any shutdown or outage last longer than five (5) consecutive working days from initial notification to the Contractor without prior notification to and written approval from the Contracting Officer (CO) and/or Contracting Officer's Representative (COR). Requests for outage extensions shall include the reason for the delay, anticipated return-to-service date, and actions being taken to restore service.

E. Extensions may be considered by the Government when circumstances beyond the Contractor's reasonable control prevent restoration within the required timeframe, including, but not limited to, manufacturer lead times for repair parts, supply chain delays, specialized labor availability, or separately authorized repairs requiring Government review and approval. The Contractor shall provide documentation supporting the need for the extension and shall keep the CO/COR informed of repair status and expected completion dates until the equipment is returned to service.

F. For unscheduled elevator outages, the Contractor shall provide a detailed description of the outage and required repairs by written notification to the COR by the following business day.

2.9 PERFORMANCE STANDARDS

A. Elevator contract speed and brake to brake flight times 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 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 elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. The Contractor shall ensure all electric eyes or door detectors are always working.

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

1. Maximum capacity in pounds

2. Rated speed in feet per minute

3. Performance time measured brake to brake

4. Door operation

5. Traffic handling capabilities

6. Response times

7. Ride quality

2.10 CARD READER SYSTEM

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

2.11 SPARE PARTS

A. Adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services.

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

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

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

3.0 DOCUMENTATION

3.1 WRITTEN MAINTENANCE RECORDS

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

B. The Contractor shall record log entries of tests conducted, technicians performing the tests, and test results tests including any deficiencies found. The Contractor shall provide a copy of each logbook (one hard copy and one electronic) annually to the COR for record, and provide for review within 24 hours at the request of the COR.

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

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

E. The Contractor shall submit copies of each check chart (one hard copy and one electronic) monthly to the COR. The Contractor shall also submit a summary of all callbacks for each month stating the campus, building, elevator, date, time, issue, and resolution.

F. The Contractor shall submit to the COR, within 10 business days of the end of each month of performance, a monthly summary of each completed elevator preventative maintenance, callbacks, repairs, and inspection. The log shall list the date and time for each event that occurred. The monthly summary log shall be utilized to validate work performed.

4.0 SAFETY, INSPECTION and TESTING

4.1 INJURY and ACCIDENT REPORTS

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

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

4.2 SAFETY

A. Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and all other applicable Federal, state, local, and regulatory requirements. Safety shall be the Contractor's highest priority. The Contractor shall be solely responsible for compliance with applicable OSHA regulations based on the work being performed. The Contractor shall provide full elevator service in compliance with ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees' Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, and codes.

B. Within ten (10) calendar days after Notice to Proceed (NTP), the Contractor shall submit a site-specific Safety Plan to the CO/COR for review. The Safety Plan shall describe how contract work will be implemented and managed to ensure compliance with applicable OSHA requirements, life safety requirements, hazard communication procedures, lockout/tagout procedures, and any Government-provided site-specific safety and security requirements.

C. The Contractor shall provide the CO/COR copies of safety inspection reports and safety-related documentation upon request at no additional cost to the Government..

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

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

F. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard Communication Standard (29 CFR 1910.1200).

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

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

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

J. The Contractor shall be responsible for correcting safety deficiencies resulting from its acts, omissions, or failure to comply with applicable safety requirements. Responsibility for costs associated with stop-work orders, work delays, and corrective actions shall be determined in accordance with the terms and conditions of the contract and applicable contract clauses.

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

5.0 QUALITY CONTROL

5.1 QUALITY CONTROL PROGRAM

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