Attachment 1 PWS Elevator Services Fort Harrison.docx

B.2 Performance Work Statement

DEPARTMENT OF VETERANS AFFAIRS

MONTANA VA HEALTH CARE SYSTEM

PERFORMANCE WORK STATEMENT

Performance Of Work

The Department of Veterans Affairs has a requirement for preventative maintenance and repair services on Vertical Transportation Equipment (VTE) (Elevators) at the VA Medical Centers in Fort Harrison and Miles City. This will be a Base and Four Option Year(s) Contract (should future Option Years be exercised).

Location of Performance

Montana VA Health Care System:

Fort Harrison VA Medical Center, 3687 Veterans Drive, Fort Harrison, MT 59636 Miles City VA Medical Center, 210 South Winchester, Miles City, MT 59301

General

The contractor shall provide all personnel, supervision, professional expertise, vehicles, tools, materials, services, equipment, and quality control to perform elevator preventative maintenance, emergency repairs and assist a third-party contractor in the semi-annual, annual and five-year load test/inspections. Preventative maintenance will be accomplished monthly. Contractor shall inspect, test, calibrate and service the equipment, as required, in accordance with manufacturer, industry and statutory requirements in order to prevent premature equipment failures and to extend equipment life in accordance with Performance Work Statement (PWS) and the following codes as listed.

(1) ASME A17.1, Safety Code for Elevators and Escalators

(2) ASME A17.2, Inspectors, Manual for Elevators and Escalators

(3) ASME A17.3, Safety Code for Existing Elevators and Escalators

(4) NEIT, Vertical Transportation Standards for Elevators, Escalators and Dumbwaiters

(5) NFPA 70, National Electric Code

The following performance levels shall be maintained at all times:

· Floor indicator lights and directional arrows in the elevator lobbies and in the elevator cars shall be fully operational.

· Elevator annunciation as originally installed or modified by contract shall be fully operational.

· Fire recall and medical emergency recall along with their indicator lights shall be fully operational.

· Arrival and departure chimes shall properly indicate direction of travel.

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

· Leveling accuracy shall be maintained at all times. No more than 1/8-inch vertical elevation separation allowed for passenger elevators. No more than 1/4-inch vertical elevation separation allowed for freight elevators.

· Opening and closing times, door close torques of all cars shall, at all times, be maintained within the limits of ASME A17.1 code with a minimum of stand open time consistent with traffic demands at each floor.

· 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. Nonoperational equipment shall be repaired within 24 hours. In no case shall the contractor disable or disengage any of the door safety mechanisms.

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

· Maintain an adequate factor of safety, to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist way and machine room wiring.

· Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be 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.

· Unless otherwise specified or required by code, quarterly the Contractor shall clean hoist way including all equipment located in or moving through the hoist way, car top, car sling. safeties, appliances, pits, sill, door tracks and hangers.

· Hydraulic elevators shall be maintained in accordance with manufacturer's specifications to include all inspections, cleaning and fluid replacement as necessary.

Preventative Maintenance

The Contractor shall provide preventative maintenance service at monthly intervals on all elevators listed on the equipment list. The time interval between preventative maintenance checks shall be greater than twenty-eight (28) calendar days and less than forty-two (42) calendar days from the previous service day. The Contractor shall inspect, test, calibrate, repair and service the equipment as required by the manufacturer, industry, or statutory requirements to prevent premature equipment failures and to extend equipment life. This service may be performed separate from or in conjunction with other service. The Contractor shall furnish all necessary parts, tools, data tags, and materials to conduct the preventive maintenance in an efficient manner. The Contractor shall provide qualified repair crews in order to meet the downtime requirements contained herein.

The contractor shall, during the first effective week of the contract, supply to the VA for approval by the COR a proposed preventative maintenance checklist which will be used by the contractor's personnel.

Preventative maintenance shall be accomplished during normal business hours of 8:00am to 4:30pm, Monday thru Friday. except Federal Holidays. The Contractor shall provide to the COR a complete copy of the preventive maintenance checklist after each completed preventive maintenance. The Contractor shall provide a written request to the COR at least 48 hours in advance to obtain authorization to shut down any elevator for preventive maintenance. When an elevator is shut down it shall be tagged out in accordance with OSHA and VA requirements.

General Maintenance Requirements

a. Lubrication

All parts of the machinery and equipment requiring lubrication should be at regular periodic intervals with lubricants of a grade as recommended by the manufacturer. The use of excessive amount of lubricant should be avoided.

b. Guide Rails

Guide rails. except those of elevators equipped with roller or other guiding members not requiring lubrication, should be kept well lubricated. but an excess of lubricant should be avoided. Rails on which lubricant is used should be cleaned down at least once a year. Where necessary, a nonflammable or high flash point solvent should be used to remove excess lubricant, lint and dirt which will accumulate on them, and which presents a hazard in case of fire in the hoist way. Where sliding type safeties are used, it is important that guide rail lubricants, or pre-lubricated or impregnated guide shoe gibs where used, be of a type recommended by the manufacturer of the elevator which will not reduce the holding power of the car safety. Rust preventative compounds such as paint, mixtures of graphite and oil and similar coating should not be used as they may interfere with and in many cases prevent proper operation of the car safety. If it is considered necessary for any reason to use any of these substances. the manufacturer of the elevator will be consulted before applying the substance. The VA will be given a written statement from the manufacturer that they were contacted, and approval was given.

c. Oil Buffers

The oil level should be checked at least once a month and the buffer kept full to the level indicated by the manufacturer. The manufacturer of the buffer should be consulted as to the proper grade of oil to be used in the buffer. Buffer plungers shall be kept clean and shall not be coated or painted with a substance which will Interfere with their operation.

d. Controller Contactors and Relays

Controller contactors and relays shall be kept clean and free from dirt and should be lubricated where necessary as recommended by the manufacturer.

e. Car Safety Mechanisms

All moving parts of car-safety mechanisms should be kept clean and free of rust and dirt and should be lubricated at frequent intervals. This is especially important where the equipment is exposed to water or corrosive vapors or excessively damp conditions. Corrosion or rusting of the parts may prevent operation of the safety.

f. Hoist ways and Pits

Hoist ways and pits shall be kept clean and free of dirt and rubbish and shall not be used for storage purposes. Water should not be allowed to accumulate in pits. If the Contractor discovers standing water in the pits, the Contractor shall notify the COR immediately.

g. Machine Rooms

Machine room floors shall be kept clean and free from oil or grease. Articles or material not necessary for the maintenance or operation of the elevator shall not be stored in any machine room. Flammable liquids having a flash point of less than 110 degrees Fahrenheit shall not be kept in any machine room.

h. Car Tops

All car tops shall be kept clean and free from oil or grease and shall not be used for storing lubricants or any other material.

i. Painting

Care should be used in the painting of the equipment to see that it does not interfere with the proper functioning thereof. This is especially important in the case of governors, car safety parts and buffer parts. These parts should be tested for proper operation after completion of painting.

j. Lights

1. Call Button, Floor Indicator (Voice) and Indicator Lights The contractor shall monthly check all call buttons. Floor Indicators (Voice) and indicator lights and replace/repair any lights that are not operative within 24 hours of that monthly check.

2. Interior Car Lights

Replacement or repair of the interior car lights shall be the responsibility of the VA however, if the contractor notices that lights are not illuminated. the contractor shall inform the COR of that condition.

k. Fans

All elevators equipped with fans shall have the fans checked monthly for proper operation and all fans shall be kept in operating condition and shall not be turned off for any reason for any period of time except to provide maintenance to those fans.

l. Monthly Firefighter Recall Tests

The Contractor shall conduct monthly firefighter recall tests on all applicable elevators. Tests shall be coordinated with COR and/or FHM Fire Department. The Contractor shall provide documentation to the COR monthly. The Contractor shall take any corrective action as necessary.

Annual Fire Alarm Tests

The Contractor shall provide assistance to VA personnel or VA provided third party contractor for the purpose of conducting annual Fire Alarm Testing on all elevator recalls, shunt trips and associated detectors. Tests shall be completed outside normal business hours or coordinated at a time acceptable by the COR and the VA Fire Department. The Contractor shall provide documentation to the COR after the test. The Contractor shall take any corrective action as necessary.

Emergency Repair Service Calls

The Contractor shall provide callback services 24 hours a day, 7 days a week.

Callback service is defined as a request by an authorized Government representative, either during or after normal working hours, to correct any elevator problem or condition. Callbacks during normal working hours consist of responding to an emergency elevator service call to take corrective action at the site within 1 hour for passenger entrapments and 2 hours for all other service calls. Callbacks outside of normal working hours consist of responding to an emergency elevator service call to take corrective action at the site within 1 hour. Callbacks are not to take time away from preventive maintenance and other requirements required under this contract. Equipment malfunctions shall be corrected the same day that the service call is issued. If circumstances beyond the Contractor's control preclude resolution of the problem that day, the Contractor shall notify the COR with an explanation of the delay and an assessment of the problem and a plan of action to effect repairs.

The Contractor shall provide a service ticket for each service call for the COR to sign.

Service tickets shall identify the piece of equipment, description of problem, explanation of corrective measures taken, and the date and time the unit was returned to regular service.

Emergency service or repairs authorized by the COR are accomplished at the emergency repair service rate as specified in the pricing schedule. All service calls shall be handled by only one mechanic, unless approved in advance by the COR.

Additional Guidance During Maintenance and Repairs

a. Additional Work

The Contractor shall notify the COR to determine the appropriate action if any work or repairs required are above and beyond the routine preventive maintenance and repair covered by this contract.

b. Roof Accesses

The Contractor shall ensure that all rooftop accesses to machine rooms be kept closed and locked. The Contractor shall not block open or leave rooms unattended.

c. Car Top Access

The Contractor shall ensure that all elevator car top access doors be kept closed and locked while elevators are in service.

d. Hot Work

The Contractor shall coordinate all hot work required for preventive maintenance and repairs with the COR and comply with all VA policies and procedures as well as obtain permit from the VA Safety Office.

e. Tag Out

The Contractor shall tag out any elevator at any time that a shutdown for service and/or repair expected to be longer than twenty (20) minutes. The contractor shall make tags in accordance with VA local station policy. Tags shall be placed at each elevator opening on each floor affected by the shutdown. The Contractor shall follow lock-out tag-out procedures to meet OSHA and VA requirements.

f. Out of Service Signs

The Contractor shall provide magnetic "Elevator or Out of Service" signs on each elevator door during maintenance and repairs. The signs shall be professionally made and not handwritten. Signs shall have a space to insert planned completion date and time. All elevators to be removed from normal operation shall be coordinated in advance with the COR.

g. Patient Services

The Contractor shall ensure all equipment and materials will not impede, block, or disrupt flow of traffic within the patient/staff corridors. Never will any materials or equipment be stored in such a manner that would prevent the medical center staff from responding to patient emergencies or disrupt patient services.

h. Material and Equipment

The Contractor will not be responsible without additional payment to provide or replace floor coverings on the elevator car platform, repairs or replacement of the cab enclosure, hoist way enclosures. Door frames and sills, machine room lighting or as may be recommended or directed by inspections firms, or by Federal, State, Municipal or other Government authorities when such work is outside normal maintenance requirements or the repair limits of this contract.

i. Incidental Charges

The government will not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc.

Inspections

The Contractor shall assist and accompany any third-party elevator safety inspector(s) during the semi-annual and annual elevator inspections and performance tests required by ASME A17.1. These tests include the three-year load tests and the five-year tests. These tests will be performed under the direction of an appointed third-party elevator inspector having area jurisdiction and appointed under separate contract by the VA.

The Contracting Officer or COR will notify the Contractor of the dates the above inspections/tests will be performed within five (5) business days of receipt of notice that the inspection/test will be performed.

The Contractor shall furnish all labor and materials required to conduct the inspection/tests per the following:

a. The Contractor shall be responsible for furnishing all necessary equipment, weights. labor, and means of transportation throughout the medical center to various locations, as directed by the inspector.

b. The Contractor shall operate all elevators during the inspection/test under the direction of the third-party elevator inspector in order to complete the inspection/test.

c. The Contractor shall document all discrepancies and submit the discrepancy report to the COR not later than 2 calendar days after inspection/test. The Contractor shall coordinate with the COR concerning time frame for repairs.

Service Manuals Tools / Equipment

The Contractor shall provide all tools. equipment, lubricants, hydraulic fluids and cleaning supplies necessary to perform the required work included in this contract. The VA medical center will not be responsible for providing tools, equipment, test equipment, laptops, service manuals or service diagnostic software to the Contractor. The Contractor shall provide all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) and diagnostic equipment which are necessary to meet the performance requirements of this contract. Existing wire diagrams will be provided to the Contractor upon request. All existing wiring diagrams provided to the Contractor by the Medical Center shall remain as VA property.

Preventative Maintenance Parts

The Contractor shall provide all parts required during routine preventive maintenance under the price of the contract. Parts that are replaced shall be new or equivalent and are to be warranted against defects in material and workmanship for at least 90 days. No Gray Market Items are allowed. All parts and materials shall be of the original manufacturer's design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. Parts replaced shall be itemized as monthly no-charge items on the Contractor's invoice and shall be identified by part number listed on the manufacturer's schematics or parts list.

REPAIR PARTS

The Contractor shall provide all parts required for repairs at a cost mutually agreed to between the Contracting Officer or COR and the Contractor. Parts that are replaced shall be new or equivalent and are to be warranted against defects in material and workmanship for at least 90 days. Major components replaced shall be warranted against defects in material and workmanship for at least one (1) year. Should parts not be available immediately, the contractor will notify the Contracting Officer or COR and provide an estimated time of receipt of the part(s). Parts removed and replaced shall become the property of the government. All parts and materials shall be of the original manufacturer's design and specification. or equal thereto. All lubricants shall be as recommended by the manufacturer.

Engineering Updates

The Contractor shall incorporate all engineering updates from manufacturers for each piece of equipment under the price of this contract. All engineering updates shall be performed during the specified periods of coverage and shall normally occur during routine preventive maintenance.

Check Chart and Reports

The Contractor shall provide a check chart for each elevator in each machine room and shall be in plain sight. The check chart shall identify each elevator component, required maintenance, or testing frequency as well as entries of completion. The Contractor shall always keep the check chart up to date and shall have the check chart initialed and dated by the Contractor's employee.

The Contractor shall provide an electronic written report to the COR at the end of each month and immediately after each unscheduled visit. The report shall identify full name of Contract employee(s) performing work, date work performed, actual time started, and work time ended, each elevator serviced, the location, maintenance work performed, repairs needed, replacement part/s installed ordered and overall assessment of the elevator. The Contractor shall report any oil/fluid usage on each report. The Contractor shall notify the COR of all projected downtime.

Equipment Listing

Equipment Manufacture/Model/Serial Number Type Location

Fort Harrison VAMC Montgomery / Relay Logic / 20086235 Passenger, Gear Traction Building 141 ThyssenKrupp / Tac50-04 / 20086219 Passenger, Gearless Traction Building 154 ThyssenKrupp / Tac50-04 / 20086229 Passenger, Gearless Traction Building 154 ThyssenKrupp / Tac50-04 / 20086231 Freight, Gearless Traction Building 154 Kimball / Relay Logic / 20086236 Freight, Hydraulic Building 47 Montgomery / Relay Logic / 20086233 Freight, Hydraulic Building 150 Kone / ECO / 200297149 Passenger, Machine Roomless Traction Building 154A Otis / Shaft Mounted / 20086231 Freight, Gearless Machine Building 154 ThyssenKrupp / Tac32 / EFA090 Passenger, Hydraulic Building 172

Miles City VAMC Otis / CT 61770 Passenger, Traction Building 1 Otis / CT 61771 Service, Traction Building 1

B.3 Quality Assurance Surveillance Plan

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS). This plan sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or services levels are achieved by the contractor.

Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

Methodologies to Monitor Performance

Surveillance Techniques To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

· Random monitoring - which shall be performed by the COR/COR designated inspector. An example of a sampled week could be the COR sampling four successive waiting times for each of five days in one week.

· 100% Inspection – Each month, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

· Periodic Inspection – COR typically performs the periodic inspection which should align with the frequency of required services per the PWS, such as weekly or monthly, depending on the required task.

· Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

QASP ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY

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