Electronic Opening Doors Service Contract final SOW REV6.docx

STATEMENT OF WORK (SOW)

ELECTRONIC OPENING DOORS SERVICE CONTRACT

1. GENERAL:

Contractor shall be responsible for allocating all equipment, labor, personnel, materials, and supervision, to meet all requirements for the maintenance of all electronic opening doors Entrance Doors at the James J. Peters VAMC. The Contractor must have relevant experience in providing maintenance services for electronic door systems.

2. BACKGROUND:

James J. Peters VAMC provides ambulatory care, primary care, and secondary care in acute medicine and surgery, specialized tertiary care, transplant services, spinal cord injury, outpatient care, and a full range of extended care and mental health services.

It is vital to have the electronic doors properly maintained at all times at the James J. Peters VA Medical Center for visitors, patients and employees to enter and exit different parts of the medical center without obstruction and any other difficulty.

3. PERIOD OF PERFORMANCE:

Base Year, 11 March 2022 – 30 September 2022 Two Year, 01 October 2022 – 30 September 2023 Third Year, 01 October 2023 – 30 September 2024 Fourth Year, 01 October 2024 – 30 September 2025 Fifth Year, 01 October 2025 – 30 September 2026

4. MAINTENANCE SCOPE OF WORK:

Contractor will furnish all Labor, Parts, Materials, Supervision, Equipment, Supplies and tools necessary to fully maintain and repair the following:

1) Contractor will provide a full maintenance and repair service contract (FULL SERVICE) inclusive of replacing parts broken due to abuse and/or accidents for all automatic doors, sliding doors, swinging doors, all glass for doors, operators, actuators, controls, switches, cover plates, all related hardware and wiring associated with maintaining the equipment at the James J. Peters Medical Center located in the Bronx, NY. Full Service includes VA calling contractor to come in to repair any door any time of the year beyond the maintenance schedules.

2) The following is a list of doors to be included in this contract:

3) All normal maintenance shall be performed from 8AM-4:30PM Monday through Friday excluding Federal holidays.

4) Monthly Repairs and Preventive Maintenance will be done for all doors as required. This shall consist of inspections, lubrications, adjustments, cleaning, removing debris from tracks, channels, etc. and replacement of parts as needed with original manufacturer’s parts. Parts considered small dollar value shall be covered in the monthly repairs and preventive maintenance, for instance; lubrication, belts, small hardware, o-rings, or small miscellaneous parts specified in the OEM preventive manual.

a. Maintenance shall include but not limited to;

i. Check operator for leaks

ii. Check arm and adjust/repair/replace as required

iii. Check door leaves for smooth running and adjust/repair/replace as required

iv. Check and adjust/repair/replace all electrical and hydraulic components as required

v. Check and adjust door coordinator as required

vi. Check all safety equipment and adjust/repair/replace as required

vii. Check and readjust all safety clearances as required

viii. Check all control elements and adjust/repair/replace as required

ix. Perform functional test

x. Check wear parts such as slide shoe once a year and replace as required (see complete wear part list from manufacture’s manual)

xi. Write down inspection and maintenance report in the logbook (All maintenance shall be performed in accordance with the manufacture’s recommendations. The list above is a sample list. All maintenance shall be performed by a qualified technician.)

5) In the event of a failed/nonoperational electronic door, the Government will inform the contractor to arrive on site under Unscheduled service. The contractor shall respond within 3 business days. The labor and parts covered under the unscheduled maintenance requirement shall be covered on a not to exceed (NTE) CLIN for labor and parts. Prior to purchasing of the failed part, the contractor shall provide a quote for the replacement part/s to the government for a fair and reasonable review. All work for unscheduled maintenance will occur during normal business hours.

5. DAYS AND HOURS OF OPERATION:

Normal Business Hours: Monday – Friday, 8:00 a.m. to 4:30 p.m. excluding federal holidays.

6. TRAINING REQUIREMENTS

The training plan shall demonstrate a good working knowledge of Occupational Health and Safety (OSHA), revolving entrance doors, emergency safety functions and Electronic Door Opening Systems.

7. SPECIAL CONTRACT REQUIREMENTS

a. QUALIFICATIONS:

The Contractor shall:

1. Demonstrated at least three years’ experience inspecting and servicing at least three similar size facilities and electronic door entrance systems by submitting a list of references including telephone numbers, addresses, and contact names.

2. Provide a plan to demonstrate that they are capable of providing ongoing requirements and services in the event of service disruptions for any reason.

3. Provide a complete background of their company as well as any company utilized to sustain this contract. Information will include but is not limited to: company’s full legal name, primary business address, all other office locations (city and state), and history, along with the number of years in business.

4. Demonstrate their capacity to handle the needs of the James J. Peters VA Medical Center.

5. Have in place and maintain a valid contingency plan to meet the requirements of the contract. Contractor shall incur all cost associated with fulfilling this contingency plan at no additional expense to the Government. Contractor shall be liable for all expenses incurred by the Government due to the contractor's inability to perform in accordance with these requirements.

6. Contractor is required to identify any subcontractors, subsidiary and suppliers. Contractor is responsible for supervision, contract compliance and obtaining any necessary documentation from their subcontractors or supplies performing under this contract. If the contractor intends to utilize subcontractors and suppliers other than those initially identified, operating licenses, permits, certificates and any other forms required by regulatory agencies for the new facility must be submitted to the Contracting Officer no later than thirty (30) days prior to change.

7. Certification as an Inspector with the American Association of Automatic Door Manufacturers (AADM) is a plus, but not a requirement.

b. CONTRACTOR PERSONNEL

1. The contractor shall provide a contract manager who is responsible for the performance/coordination of work defined in this contract. The name and phone numbers (during and after hours) of this person and alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer no later than fifteen (15) days prior to the contract start date. The contract manager and alternate(s) shall be able to understand, read, fluently speak, and legibly write the English language. This person may perform services under this contract in addition to contract management duties. The contract manager or alternate shall have full authority to act for the contractor in all contractual matters relating to daily operation of this contract. All changes must be provided in writing to the Contracting Officer no later than forty-eight (48) hours prior to the implementation of such changes.

2. Contractor shall provide their employees with appropriate protective clothing, equipment, tools and apparel as prescribed by the Occupational Safety & Health Administration (OSHA). The technician shall be dressed neatly in appropriate uniform and wear an identification badge at all times when servicing at the VA facility.

3. Contractor shall provide details of what training their employees undergo. The contractor shall provide all training necessary to perform the work as defined in this contract. Training shall not hamper the quantity, quality, or timeliness of work requirements of the contract.

c. PERSONNEL POLICY:

The Contractor shall assume full responsibility for protection of the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

· Workers compensation

· General liability insurance in a minimum amount of $500,000.00.

· Income tax withholding, and

· Social security payments

8. PROTECTION OF GOVERNMENT PROPERTY:

During work execution, the Contractor shall take special care to protect Government property including interior and exterior buildings, furniture, walls, baseboards, and other surfaces. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Materials are to be the exact same type as what was damaged. If material is no longer manufactured, VA approval is required of the replacement material prior to installation. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements.

9. PERMITS AND RESPONSIBILITIES:

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations in connection with the prosecution of the work. This includes acquiring any installation listed in this contract. The Contractor shall be similarly responsible for all damages to persons or property. The Contractor shall take proper safety precautions to protect the worksite, the workers, the public and the property of others. Contractor shall also be responsible for all materials delivered and work per-formed until completion and acceptance of the entire work.

10. QUALITY ASSURANCE PLAN:

The ability to successfully provide the number and types of services required on a daily basis over an extended period of time requires a good Quality Assurance Plan. The required preventive maintenance services shall be delivered within the normal working hours (8A-4:30P), while meeting the quality standards required. Emergency calls and associated repairs can be at any time of the day as required to restore the entrance to proper function. The Contractor shall identify the methods and procedures to be used to ensure that the quality standards are met for maintaining the main entrance revolving door. The Contractor shall identify the key staff members who will carry out the requirements.

11. COMMUNICATION:

The contractor shall explain the communication plan for employees and subcontractors. Highly functional and efficient data and voice communications are critical for successfully performing the contract requirements. The Contractor must be capable of sending and receiving e-mails and faxes, communicate with the Project Manager, communicate with field maintenance staff to determine locations and relay service-related messages, and send/receive electronic data files.

12. PROJECT MANAGEMENT:

Contractor shall provide a highly qualified project manager with strong support from corporate management as this shall be essential to successfully performing these requirements day to day over an extended period of time. The assigned project manager shall identify the organizational structure proposed to direct these operations. The plan shall specify the manager that shall be designated to meet with the Contracting Officer, at the Government’s convenience, for scheduled and impromptu meetings to discuss contractual issues if necessary.

13. REPORTS:

The Contractor must provide reports of all maintenance completed including any potential repairs within 48 hours after completion of maintenance. The Contractor must outline on the report all SOW items worked on listed on part 4.

14. ADMINISTRATION

a. Facility Orientation: An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter.

b. Accident Reporting: In the event an accident occurs on the Department of Veterans Affairs property or involving Government personnel or property, the contractor shall contact the VA Police immediately. A report shall be provided to the Contracting Officer and COR in writing that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences.

c. Locations: This contract will be specifically for the main entrance at the James J. Peters VA Medical Center at 130 West Kingsbridge Road, Bronx, NY 10468.

d. Federal Holidays:

New Year’s Martin Luther King Jr. Day President’s Day Memorial Day Juneteenth Independence Day Fourth of July Labor Day Columbus Day Veteran’s Day Thanksgiving Christmas

e. Invoice: Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR, and submitted through the Tungsten System.

(1) A properly prepared invoice will contain:

1. Invoice Number and Date

1. Contractor’s Name and Address

1. Accurate Purchase Order Number

1. Itemization of pounds recycled and disposed

1. Price per pound

1. Dates service performed

1. Location of service performed

1. Total amount due