Combined Synopsis Solicitation RFQ 36C25624Q1300 - Elevator Inspection MEDVAMC.pdf

36C25624Q1300

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information:

Document Type: Combined Solicitation/Synopsis

Solicitation Number: 36C25624Q1300

Posted Date: August 16, 2024

Questions Due Date/Time: August 21, 2024/4:00pm (CST)

Response Due Date/Time: August 30, 2024/4:00pm (CST)

Product or Service Code: H399

Set Aside: SDVOSB

NAICS Code: 541350

Size Standard $11.5 Million

Point of Contact: Steven A. Berkeley – Email: Steven.berkeley@va.gov

Contracting Office Address

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Rd., Ste 750 Houston, TX 77056

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for

Evaluation and Solicitation for Commercial Items,” in conjunction with FAR Part 13.5 for Certain

Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular:

2024-05, 05-22-2024. This competitive solicitation is being issued as a SDVOSB set-aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541350, with a size standard of $11.5 Million.

The FSC/PSC is H399

Contractor is required to be actively in the System for Award Management (SAM). Contractor quote may be considered non-compliant and rejected if the Contracting Officer is unable to mailto:Steven.berkeley@va.gov verify active registration status. The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center (MEDVAMC), Facilities Management Service Department is seeking to procure Semi-annual Elevator Safety Inspections services with (4) 12-month option years. This RFQ set-aside exclusively for SDVOSB.

See B.2 Price/Cost Schedule and B.4 Performance Work Statement (PWS) pages 5 through 22 of this document for details regarding the Government’s requirement.

See E.1 52.212-1-Instructions to offerors pages 33 through 35 for deliverables.

(Left Blank Intentionally)

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:

{Completed by Offeror}

a. CONTRACTOR: POC Name: _________________ Address: ___________________ Phone: _____________________ Email: ______________________ Unique Entity ID: ______________ Tax ID Number: ______________

b. GOVERNMENT: Steven A. Berkeley, Contracting Officer 36C256

Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer RD, Ste. 750

Houston TX 77056

Phone: 713-791-1414

E-mail: Steven.berkeley@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management.

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [X] Payment for services provided under the terms of this contract will be made semi-annually, within ten (10) days after performance and acceptance of services and upon receipt of a properly executed invoices.

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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

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

AMENDMENT NO DATE

mailto:Steven.berkeley@va.gov http://www.fsc.va.gov/fsc/einvoice.asp

(Intentionally Left Blank)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION {Completed by Offeror}

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVICE

S QUANTITY UNIT UNIT PRICE AMOUNT

2.00 JB __________________ _________________

Furnish Semi-annual elevator inspection for 39 passenger elevators

Contract Period: Base POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H399 - Inspection - Miscellaneous

Furnish Semi-annual elevator inspection for 4 freight elevators

POP Begin: TBD POP End: TBD

Furnish Semi-annual elevator inspection for six (6) Dumbwaiter elevators

Contract Period: Base POP Begin: TBD POP End: TBD

1.00 JB __________________ _________________

Furnish five (5) year full load test for forty-nine (49) elevators

POP Begin: TBD POP End: TBD

Grand Total for Base Year: $____________________

Furnish Semi-annual elevator inspection for 39 passenger elevators

Contract Period: Option 1 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Furnish Semi-annual elevator inspection for 4 freight elevators

Contract Period: Option 1 POP Begin: TBD POP End: TBD

Furnish Semi-annual elevator inspection for six (6) Dumbwaiter

Contract Period: Option 1 POP Begin: TBD POP End: TBD

Grand Total for Option Year 1: $____________________

Furnish semi-annual elevator inspection for 39 passenger elevators

Contract Period: Option 2 POP Begin: TBD POP End: TBD

Furnish semi-annual elevator inspection for 4 freight elevators

Contract Period: Option 2 POP Begin: TBD POP End: TBD

Furnish semi-annual elevator inspection for six (6) Dumbwaiter elevators

Contract Period: Option 2 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 541350 - Building Inspection Services

Grand Total for Option Year 2: $____________________

Contract Period: Option 3 POP Begin: TBD POP End: TBD

Furnish semi-annual elevator inspection for 4 freight elevators

Contract Period: Option 3 POP Begin: TBD POP End: TBD

Contract Period: Option 3 POP Begin: TBD POP End: TBD

Grand Total for Option Year 3: $____________________

Contract Period: Option 4 POP Begin: TBD POP End: TBD

Furnish semi-annual elevator inspection for 4 freight elevators.

Contract Period: Option 4 POP Begin: TBD POP End: TBD

Contract Period: Option 4 POP Begin:

POP End:

Grand Total for Option Year 4: $____________________

Grand Total for Base & Option Years (1 through 4): $____________________

B.3 DELIVERY SCHEDULE

See Section B.2 for Delivery Schedule

B.4 PERFORMANCE WORK STATEMENT (PWS)

MICHAEL E. DEBAKEY VA MEDICAL CENTER

HOUSTON, TEXAS

Elevator Inspection Service Performance Work Statement

1. General Information

Elevator Inspection Service

1.1 Contractor to furnish elevator inspection services on all forty-nine (49) elevators located at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas that are identified in Section 9 of this Performance Work Statement (PWS) and as required by the American Society of Mechanical Engineers (ASME) safety code for elevators and escalators (ANSI/ASME A17.1) to include local, state, and federal regulations.

2. Scope of Work:

2.1 Inspection Types:

2.1.1 Full Load Test - The Contractor shall perform a five (5)- year cycle inspection for the base year.

2.1.2 Semi-Annual Inspection - The Contractor shall perform semi-annual elevator inspections required for each conveyance. Inspection procedures are based on requirements appearing in the Elevator Code (ANSI A17.1).

2.2 The Contractor shall submit with technical quote required licenses and/or permits to perform the elevator inspection. Inspector Qualifications: Per ASME 17.2 all inspectors and testers shall be certified by an organization accredited by ASME Qualifications for Elevator Inspectors. To be considered for performance of this job the Contractor must provide proof of ASME QEI-1. Contractor shall be registered at OSHA, submit capability and proof to complete the elevator inspection per city of Houston elevator inspection standards. Failure to provide elevator inspection qualifications, capability, licenses and/or permits shall result in a non-responsive technical quote.

2.3 The Contractor shall furnish all material, labor, supervision, tools, shipping, travel and equipment necessary to provide elevator inspection services. All inspection services must be in conformance to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent:

➢ ASME A17.1 Safety Code for Elevators and Escalators, latest edition

➢ ASME A17.2 Inspectors’ Manual for Elevators and Escalators, latest edition

➢ ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition

➢ ANSI/NPA 70 National Electric Code, latest edition

➢ Manufacturer’s requirements and specifications on inspection, maintenance, and operation of each elevator model

2.4 Elevator inspections shall be performed by the Contractor. The Contractor shall inspect, observe, oversee, and document no-load, full-load and special tests as recommended and required per A17.1 Code and A17.2 Code on all forty-nine (49) elevators identified in Section 9 of this PWS that are currently being maintenance under contract by a Certified Elevator Maintenance Contractor.

NOTE: Weights shall be provided by the current Certified Elevator Maintenance Contractor for the MEDVAMC facility.

2.5 Before making any inspections, the Contractor shall send the Contracting Officer Representative (COR) the list of inspections that shall be conducted to the elevators in section 9 of this PWS.

This list shall be sent to the COR at least seven (7) calendar days before the work is scheduled.

2.5.1 A report shall be sent to the COR no later than seven (7) calendar days after the visit. The report, as a minimum, shall include:

➢ Elevator inspected (by number, day and hour of the inspection)

➢ List of all deficiencies found and recommendations for the equipment, with any corrective actions or replacement needed.

➢ List all Elevator inspections done in detail.

➢ Safety recommendations.

➢ Present pictures taken during the inspection. Making special emphasize on deficiencies found.

2.6 The Contractor shall inspect the current certified elevator maintenance contractor’s preventive maintenance, ensure charts are up-to-date and correctly annotated by each elevator unit, identifying and verifying all deficiencies that could be affecting the proper equipment operation and to submit all solutions and suggestions to the COR.

2.7 The Contractor shall inspect the elevator equipment for evidence of proper maintenance, adjustment and repair. The Contractor shall record all deficiencies in the remarks area of the Certification of Elevator Inspection form and submit legibly documented information to the

COR.

2.8 The Contractor shall be available during the elevator inspection to answer any questions or concerns the COR may have regarding the Elevator being inspected.

2.9 The Contractor shall provide the COR all completed elevator inspection reports (electronic and paper copy), cab certificates, and a copy of the services.

2.10 Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc.

2.11 The Contractor shall instruct his/her personnel to comply with the following procedures:

➢ The Contractor shall check in with the Energy Control, located in Building 104 upon arrival to ensure the MEDVAMC is aware of the Contractor’s presence at the facility at all times.

➢ The Contractor, upon each departure shall serve notice of disposition of work to the COR. In addition, the Contractor shall furnish the COR a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information:

i. Name and address of contractor

ii. Name of contractor employee(s) performing the work

iii. Date(s) work performed, and hours spent.

iv. Brief description of work performed, including PMI’s and identification of equipment worked on.

v. Signature of contractor’s employee(s) and signature of OCC and COR or designee.

vi. If the report is not submitted it will indicate that no inspection or safety maintenance was performed, and payment may be withheld and/or delayed.

2.12 Under no circumstances shall any inspection last longer than five (5) working days (40 working hours) on any particular elevator, without a prior initial notification and approval of the COR.

2.13 MEDVAMC shall not be responsible for incidental charges including, but not limited to parking, tolls, mileage, phone, etc., on straight time or overtime work.

3. Conformance Standards:

3.1 The Contractor shall ensure that all elevator safety and maintenance inspections be made in accordance with the latest revised edition of the A17.1 Code. The A17.1 Code shall be used as the minimum requirements for the inspections covered by this contract. The latest edition of the ASME Guide for Inspection of Elevators, Escalators and Moving Walks (ANSI/ASME 17.2) shall be used as the guide for inspection and test procedures.

3.2 The Contractor shall document the elevator safety and maintenance inspection as performed by the current Certified Elevator Maintenance Contractor at the MEDVAMC utilizing the manufacturer’s requirements and specifications on inspection, maintenance, and operation of each elevator model. The Contractor shall document the findings of inspection and observation of the list of elevators for safety and maintenance in conformance with the manufacturer guidelines and/or the industry standards, as applicable, whichever is more stringent. The Contractor shall document the elevator safety and maintenance inspections utilizing a Certification of Elevator Inspection form.

4. Hours of Work:

Normal operational hours for the MEDVAMC facility are from 8:00 a. m. – 4:30 p.m., Monday through Friday, exclusive of Federal Holidays. Unless otherwise directed by the COR, all work under the contract shall be performed during regular working hours/regular working days (8:00 am through 4:30 pm, Monday through Friday, excluding federal holidays). If the COR authorizes safety and maintenance inspections to occur outside of regular working hours/regular working days to minimize interruption of or interference with Government business, such work shall be done at scheduled pricing and at no additional cost to the Government.

Federal Holidays observed by the MEDVAMC are:

➢ New Year’s Day

➢ Dr. Martin Luther King Jr. Day

➢ President’s Day

➢ Juneteenth Day

➢ Memorial Day

➢ Independence Day

➢ Labor Day

➢ Columbus Day

➢ Veteran’s Day

➢ Thanksgiving Day

➢ Christmas Day

5. Place of Performance:

Michael E. DeBakey Medical Center (MEDVAMC) located at 2002 Holcombe Blvd, Houston Texas 77030.

6. Period of Performance:

Period of performance is expected to be a base year period and four (4) option periods to begin (See Section B.2). Should the period of performance dates change, the CO will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The CO is the only official authorized to make changes to the contract.

7. Experience Requirements:

7.1 Contractors shall have at least five (5) years of experience working as elevator inspectors and shall have all the licenses and certifications required by local, state, and Federal regulations. The Contractor shall submit a resume of each proposed inspector to perform work under this contract along with their technical quote. The Contractor shall be disqualified if he/she doesn’t demonstrate the qualifications outlined in this PWS; in addition to failure to submit requested resumes and licenses. Each offeror shall submit, as part of technical quote, references for the previous 5 (five) years’ experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts (See Attachment D.2 Past Performance Worksheet).

7.2 Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his/her on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the Contracting Officer or the COR.

8. Uniforms:

The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

9. Elevator Equipment:

Item Elevator Number Type Speed Machine

Capacity Stops Make YR

T5

Dumbwaiter

Electric

Matot

T6

D1

D2

D3

D4

7 T1 Freight 350 Electric 2500 7 Otis 1989

8 T2 Freight 350 Electric 2500 7 Otis 1989

9 T3 Freight 350 Electric 2500 7 Otis 1989

10 T4 Freight 350 Electric 2500 7 Otis 1989

Parking Garage

Passenger

4000 4 Otis

G2O

Parking Garage

4000 4

Otis G20

13 P1 Passenger 500 Electric 4000 6 Otis 1989

14 P2 Passenger 500 Electric 4000 6 Otis 1989

15 P3 Passenger 500 Electric 4000 6 Otis 1989

16 P4 Passenger 500 Electric 4000 6 Otis 1989

17 P5 Passenger 500 Electric 4000 6 Otis 1989

18 P6 Passenger 500 Electric 4000 6 Otis 1989

19 P7 Passenger 500 Electric 4000 6 Otis 1989

20 P8 Passenger 500 Electric 4000 6 Otis 1989

21 P9 Passenger 500 Electric 4000 6 Otis 1989

22 P10 Passenger 500 Electric 4000 6 Otis 1989

23 P13 Passenger 500 Electric 4000 6 Otis 1989

24 P14 Passenger 500 Electric 4000 6 Otis 1989

25 P15 Passenger 500 Electric 4000 6 Otis 1989

26 P16 Passenger 500 Electric 4000 6 Otis 1989

27 S1 Passenger 300 Electric 5000 6 Thyssen 1989

28 S2 Passenger 500 Electric 5000 6 Otis 1989

29 S3 Passenger 500 Electric 5000 6 Otis 1989

30 S4 Passenger 500 Electric 5000 6 Otis 1989

31 S5 Passenger 500 Electric 5000 6 Otis 1989

32 S6 Passenger 500 Electric 5000 6 Otis 1989

33 S7 Passenger 500 Electric 5000 6 Otis 1989

34 S8 Passenger 500 Electric 5000 6 Otis 1989

35 S9 Passenger 500 Electric 5000 6 Otis 1989

36 S10 Passenger 500 Electric 5000 6 Otis 1989

37 S12 Passenger 500 Electric 5000 4 Otis 1989

38 Morgue S11 Passenger 500 Hydraulic 5000 2 Otis 1989

Fisher House

Hydraulic

Schindle r

Thyssen up/ down

Thyssen

42 BLGD 109 Passenger 125 Hydraulic 2500 4 Thyssen 2017

P11

Esco- Otis

P12

Esco- Otis

45 BLDG 110 Passenger 125 Hydraulic 4000 4 Thyssen 2014

BLDG 108A-1

Humble

BLDG 108A-2

Humble

48 BLDG 109 Service 125 Hydraulic 2500 4 Thyssen 2005

49 BLDG 125 Passenger 125 Hydraulic 2500 2 Thyssen 2019

***The information of the table above or any other table is for information purposes and is the responsibility of the Contractor to verify it. ***

10. SPECIFIC STANDARDS:

All inspections shall be performed in accordance with ASME A17.1, ASME A17.2, ANSI, ASTM, IEEE, NFPA, local, state, and Federal regulations except as modified herein.

10.1.1 Areas to be inspected and/or tested include the following:

10.1.1.1 Inside of elevator car (e.g, emergency call buttons, etc.,)

10.1.1.2 Machine room

10.1.1.3 Outside Hoistway

10.1.1.4 Pit

10.1.1.5 Firefighters’ Service

10.1.2 Systems subject to inspection and elevator safety and maintenance inspection include, but are not limited to:

10.1.2.1 All maintenance practices, cleanliness and maintenance compliance

10.1.2.2 Hoistway and car doors, hangers, guides and operating devices

10.1.2.3 Hoisting machines, sheaves, and brakes

10.1.2.4 Closing and reopening devices

10.1.2.5 Motors and motor generator sets

10.1.2.6 Hoisting, governor, safety, compensation and operating cables

10.1.2.7 Controllers (including contacts, switches, etc.)

10.1.2.8 Signal systems, controls, and traveling cables

10.1.2.9 Governors, safeties, interlocks, and contacts

10.1.2.10 Counterweights and counterweight safeties

10.1.2.11 Guide rails and oiling devices

10.1.2.12 Terminal, slowdown and leveling devices

10.1.2.13 Auxiliary equipment guards

10.1.2.14 Elevator cars, counterweights, and buffers

10.1.2.15 Machine rooms, hoist ways and pits

10.1.2.16 Ventilation

10.1.2.17 Space clearances, spaces of refuge

10.1.2.18 Lighting adequacy

10.1.2.19 Automatic and manual emergency fire services (Phase I & Phase II)

10.1.2.20 Emergency Power Operations

10.1.2.21 Pit Flood Monitoring Device (if present)

10.1.2.22 Maintenance Records

10.1.3 Inspection shall include all items cited in ASME A17.2 Section Appendices, Part A Inspection Checklists as well as a review of the current certified Elevator Maintenance Contractor’s preventive maintenance records and corrective maintenance records.

10.1.4 Deficiencies discovered during elevator safety and maintenance inspection shall be thoroughly documented and the Government notified. The COR and/or Contracting Officer shall receive a verbal and written notification of any deficiencies discovered per the following:

10.1.4.1 Imminent Danger to Life and Safety – Within 30 minutes of discovery

10.1.4.2 Service removing deficiency with no immediate life

threat – Within one (1) hour of discovery

10.1.4.3 All others – During closeout meeting.

11. Quality Control Program:

The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within five (5) workdays prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COR, for approval. The program shall include, but not be limited to, the following:

i. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection.

ii. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

Performance Objective (Task)

Performance Standard and

AQL

Monitoring Method

Incentive Positive and/ or Negative

Perform 5-year tests

100% as required by codes and regulations.

Quality audits of contractor records, areas and inspections reports.

Re performance at no additional cost to the Government

Perform Semi-Annual Inspections and certifications

100% as required by codes and regulations.

Quality audits of contractor records, Submit inspection and test reports

Accurate reports are delivered to OCC and COR upon completion.

Quality audits of contractor records,

12. Definitions - Technical

12.1 As used throughout this Performance Works Statement (PWS) the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.

12.2 Where “as shown”, “as indicated”, “as detailed”’ or words of similar import are used, it shall be understood that reference is made to this specification unless stated otherwise.

12.3 Where “as directed”, “as required”, "as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

a. ANSI. The abbreviation of the American National Standard Institute.

b. ASME. The abbreviation of the American Society of Mechanical Engineers.

c. ASTM. The abbreviation of the American Society for Elevator safety and maintenance inspection and Materials

d. Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.

e. Check. Examine, inspect, test, or verify by trail.

f. Component Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

g. Contractor. The term contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

h. Contractor Representative. A foreman or superintendent assigned in accordance with the “CONTRACTOR EMPLOYERS”.

i. Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

j. CO - Contracting Officer

k. COR - Contracting Officer Representative

l. MEDVAMC – Michael E. DeBakey VA Medical Center

Frequency of Service.

a. Quinquennial (Q) – Services performed once during each 60-month period of contract.

May also include elevator safety and maintenance inspection designation by which certain tasks are completed once in a five-year cycle. Due to planned turnover, events and tasks designated for the quinquennial elevator safety and maintenance inspection may be requested in instances that do not follow the 60-month interval. For all instances of quinquennial elevator safety and maintenance inspection, they shall be outlined and determined based on the schedule and tasks noted in this PWS. Five-year elevator safety and maintenance inspection is expected to occur once in a contract period per building elevator set.

b. Semi-annual (SA) – Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

c. Inspect. To examine thoroughly, to view closely in critical appraisal.

d. NEC. The abbreviation of the National Electric Code

e. NFPA. The abbreviation of the National Fire Protection Association

f. Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchase foods and services received.

g. Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

h. Regular Working Hours. The Government's regular (normal) working hours are from 8:00am to 4:30 pm local time, Monday through Friday except (a) Federal Holidays and

(b) other days specifically designated by the COR.

13. Scheduled Inspection and Maintenance Inspections

13.1 The Contractor shall arrange a specific time and date for each elevator inspection visit with the COR at least three (3) weeks in advance of such scheduled elevator inspection in order to minimize interruption of or interference with Government business.

13.2 During the term of this contract, elevator equipment may be added or deleted from this contract as equipment is replaced, added or removed from service at the facilities. Any such change shall be reflected in a written modification to this contract, signed by the contractor and contracting officer.

13.3 The Contractor shall inspect, observe, oversee, and document elevator inspection of no-load, full-load and special tests as required by A17.1 and A17.2., and that of which is performed and conducted by the current Certified Elevator Maintenance Contractor for the MEDVAMC facility. NOTE: Weights shall be provided by the current Certified Elevator Maintenance Contractor for the MEDVAMC facility.

14. Government Furnished Items

14.1 The Government shall 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 his/her own expense.

The Government shall not provide any materials to the Contractor.

14.2 Availability of Utilities. The Government shall furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may require the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points).

Information concerning the location of existing outlets may be obtained from the COR.

The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

14.3 Utilities specified above will be furnished at no cost to the Contractor.

15. Deliverables

15.1 Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as, permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established herein.

15.2 Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission.

In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

15.3 Records. Cumulative elevator safety and maintenance inspection records shall be kept for each elevator specified in Section 9. A separate record file shall be established and kept up-to-date for each elevator inspection conducted on the elevator. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least fifteen (15) calendar days prior to the start date of the contract.

i. The records shall cover the following areas of work:

ii. Nature and means of inspection conducted including but not limited to: means and method of inspection, code associated with the specific inspection;

iii. Nature of elevator safety and maintenance inspection conducted including, but not limited to: test classification with respect to either Category 1 or Category 5 as defined by ASME A17.2, means and methods, the related ASME code, results;

iv. Equipment deficiencies related to maintenance or equipment conditions including, but not limited to: parts, assemblies, items or adjustments which are approaching the end of their useful service life, evidence of improper or lack of maintenance, abnormal wear due to faulty adjustments, and general condition of the equipment;

v. Certification of each elevator inspected.

vi. The Contractor shall include the following data in the appropriate record within two (2) working days from the completion of the associated work items:

vii. The date(s) when the elevator safety and maintenance inspection/inspection(s) were scheduled, started and completed;

viii. Specific test and inspection conducted;

ix. General inspection location and specific location of item being inspected and/or tested;

x. Name of the individual(s) who performed the services;

xi. Any other information the Contractor chooses to include in the records, at no additional cost to the Government.

xii. All ASME A17 code inspections shall be documented using the latest version of inspection and re-inspection ASME A17 checklist forms.

xiii. All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within seven (7) calendar days of expiration of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

15.4 Staffing. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

15.5 Elevator safety and maintenance inspection schedule

i. Information provided in this PWS

ii. Turn over dates as they become available.

iii. VA COR shall be allowed a minimum of seven (7) business days, no more than fourteen (14) days to review the schedule for VA staff and Elevator Maintenance Contractor availability. VA reserves the right to reject the schedule. Upon rejection, the VA must supply alternate dates for contractor consideration.

iv. Final schedule must be agreed upon no further than one (1) month from the earliest test date unless other arrangements are made.

15.6 Service Work Quality Standards. The contractor shall meet the following service work quality standards:

i. All work satisfies the recommendations and requirements of the most current edition of ASME 17.1, ASME 17.2, ASME 17.3

ii. Continuous progress and completion of the work resulting in safe, efficient, and reliable system condition that permits accurate record of state of elevator systems.

iii. Safe job site during progress of work. Clean job site upon completion of work.

iv. The contractor shall conduct all research and provide all resources required to ensure a smooth transition from the incumbent elevator safety and maintenance inspection and inspection contractor in accordance with the contract requirements should this occur.

16. Performance Evaluation Meeting

The Contractor and COR will be required to meet at the following intervals:

• Contract Award,

• 6-month;

• And/or the Semi-Annual point of the contract (+/- 10 calendar days),

• And at the end of the contract (+/- 10 calendar days).

A review will be conducted of any deficiencies noted throughout the contract period and address any outstanding items.

17. Changes to the Requirement

➢ In the event that MEDVAMC modifies the elevator system, in part or in whole, during the inspection and elevator safety and maintenance inspection period, Contractor shall be required to verify that the system, as newly modified or added, is consistent with the manufacturer’s requirements; any verification performed will be equitably adjusted under the Changes clause. The post contract modification or addition to the elevator system shall not void the continuing requirements under this contract. The contract will be equitably adjusted under the Changes clause for such additional performance.

➢ Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

18. Travel

➢ The contractor is responsible for providing transportation/travel for all materials, supplies, personnel and all items needed for the duration of this contract unless stated otherwise elsewhere.

19. Government Responsibilities

19.1 The Government shall provide access to the facilities as necessary for services to commence. The VA Engineering, Safety or Police Services will also provide notification of any systems outages, elevator safety and maintenance inspection or downtime to affected MEDVAMC staff.

19.2 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S.

VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

20. Protection of Person and Property

20.1 The Contractor expressly undertakes, both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property, including Medical Center employees and property and its own.

20.2 The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

20.3 The Contractor shall continuously maintain adequate protection of all work from damage and shall protect the Medical Center property from injury of loss arising in connection with this contract. The Contractor shall make good any such damage, injury or loss, except as may be by agents or employees of the MEDVAMC.

20.4 In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the Contractor, without special instruction or authorization from the Medical Center, is hereby permitted to act, at the Contractor's discretion, to prevent such threatened loss or injury. Also, should the Contractor, in order to prevent threatened loss or injury, be instructed or authorized to act by the Medical Center, he/she shall so act, without appeal. Any additional compensation or extension of time claimed by the contractor on account of any emergency work shall be determined by mutual agreement.

21. Physical Security & Safety Requirements

21.1 All Contractor personnel must check-in with their designated MEDVAMC point of contact or other identified staff prior to beginning any work.

21.2 The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

21.3 VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

21.4 Smoking is prohibited inside/outside any building other than the designated smoking areas.

21.5 Possession of weapons is prohibited.

22. Confidentiality and Nondisclosure

It is agreed that: the preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract.

22.1.1 The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor.

Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

22.1.2 Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

(End of PWS)

(End of Section B)

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. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS---COMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS---

MAR 2023

52.217-8 OPTION TO EXTEND SERVICES NOV 1999

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

MAR 2023

52.237-3 CONTINUITY OF SERVICES JAN 1991

852.201-70 REPRESENTATIVES OF CONTRACTING OFFICERS DEC 2022

(End of Addendum to 52.212-4)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

C.5 VAAR 852.211-70 EQUIPMENT OPERATION AND MAINTENANCE MANUALS (NOV

2018)

The Contractor shall follow standard commercial practices to furnish manual(s), handbook(s) or brochure(s) containing operation, installation, and maintenance instructions, including pictures or illustrations, schematics, and complete repair/test guides, as necessary, for technical medical equipment and devices, and/or other technical and mechanical equipment provided per Line

Items. The manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device. Where applicable, the manuals, handbooks or brochures will include electrical data and connection diagrams for all utilities. The documentation shall also contain a complete list of all replaceable parts showing part number, name, and quantity required.

C.6 VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided.

This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/ parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the

OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of Clause)

C.7 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. for the Department of Veterans Affairs, ‘‘Service-disabled Veteran-owned small business concern or SDVOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR

802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled

Veteran with permanent and severe disability, the spouse or permanent caregiver of such

Veteran;

(iii) The business meets Federal small business size standards for the applicable North

American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business

Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

https://veterans.certify.sba.gov/

(2) The term ‘‘Service-disabled Veteran’’ means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15

U.S.C. 632(q)(2)).

(5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an

SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR

128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the

SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified

SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multiple award contracts, an SDVOSB agrees that in the performance of the contract, the

SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13

CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or

852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract…