P09-Final SOW.pdf

Department of Veterans Affairs

STATEMENT OF WORK (SOW)

ELEVATOR MAINTENANCE & REPAIR SERVICES

1. General Information

1.1 Background: The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA)

Jackson Regional Office has requirements for elevator maintenance and repair services. The goal of the Veterans Benefits Administration is to maintain the optimal performance and maximum safety of elevator use for all employees, Veterans, and visitors to the Regional Office.

1.2 Scope of work: The contractor shall furnish small operating parts, labor, transportation and supplies required to accomplish inspecting, cleaning, adjusting, calibrating and to provide minor repairs of four elevators at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

1.3 Period of Performance: Base Year from 10-1-2025 to 09-30-2026 with four consecutive option years.

1.4 Place of Performance: Veterans Benefits Administration, Jackson Regional Office 1600 E. Woodrow

Wilson Ave., Jackson, MS 39216.

1.5 VBA Regional Office’s Hours of Operation: The Jackson Regional Office’s normal duty hours are:

6:00 am to 6:00 pm, Monday through Friday, excluding Federal holidays. "Business hours" are those hours on each official Federal workday during which the building occupants and/or the public will be in the building and are 8:00am to 4:30pm. The Contractor shall not perform services during federal holidays observed by Department of Veterans Affairs.

1.6 References/Applicable Rules, Policies, Regulations:

1.6.1 American Society of Mechanical Engineers (ASME) Safety Code A17.1-07 for Elevators and

Escalators and A17.2-07 Guide for Inspection of Elevators, Escalators, and Moving Walks.

1.6.2 Service Contract Labor Standards (MAY 2014): Wage Determination No.: 2015-5153, Revision

No.: 7, Date of Revision 12/26/2018, Hourly Rate / Class of Employee $22.67 / 23160 - Electrician, Maintenance, Fringe Benefits: $4.48 per hour.

1.7 Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health

Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities.

1.8 Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivering supplies. Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by VBA officials, presenting valid identification, smoking restriction and any safety procedures as outlined in the site regulations. Services will not require connection to the VA network. The

Certification and Accreditation of network/application (C&A) requirements do not apply and a Security

Accreditation Package is not required.

1.8.1 The contractor shall not disclose or cause to disseminate any information concerning operations of

Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

1.8.2 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

1.8.3 Contractors must follow policies and procedures outlined in VBA Directive 6300, VA Directive 6500, VA Directive 6500.6, VA Handbook 6500.

1.8.4 No background investigation is required.

1.9 Non-Personal Services: These services are non-personal. Contractor personnel are not subject to the supervision and control of a Government officer or employee in accordance with (IAW) Federal

Acquisition Regulation (FAR) 37.104(a) (1) (ii). Rather, contractor personnel perform their duties IAW specific tasks outlined in the SOW. Supervisory functions such as hiring, directing, counseling, and firing of contractor personnel are not performed by the Government. The contractor personnel who furnish services under this contract are subject to Government technical oversight of the services provided. The

Government retains the right to reject services and or fees for contractual nonperformance.

1.10 Invoices: Contractor shall email invoices no later than the 5th day of each month to the COR in arrears to the email address listed on page one (1) block 18a of the contract that includes the following information: Contract and obligation numbers; Company name, address and phone number, and invoice number, invoice date, a description of services referencing the appropriate Contract Line Item Number

(CLIN), and the dates of services .

2. Definition and Acronyms: N/A

3. Government-Furnished Items and Services.

The following table includes the model, serial number, description and manufacturer for the four elevators units. The four elevators are currently in good working condition.

4. Contractor-Furnished Items and Services:

The contractor shall furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to make quarterly inspections and to make minor repairs and adjustments to the elevators or replace the small operating parts of the four elevators.

4.1 Specific Contractor Tasks:

4.1.1 The Contractor shall make regular and systematic quarterly examinations and adjustments to maintain the efficiency, safety, speed, and operating characteristics as originally designed and installed by the manufacturers of the equipment, including acceleration, deceleration, contract speed with or without full load, floor to floor time, door opening and closing time, and leveling accuracy. The Contractor shall notify the Contracting Officer Representative (COR) no less than 48 hours prior to a visit and supply

Model # Serial # Description Manufacturer

1 2100 CPPHD84744 Elevator S-1 (East end of RO Building) KONE

2 2100 CPPHD84741 Elevator P-1 (Center of RO Building) KONE

3 2100 CPPHD84742 Elevator P-2 (Center of RO Building) KONE

4 2100 CPPHD84743 Elevator P-3 (Parking Garage) KONE consumables such as rags, cleaning materials, solvents, preservatives, oil, grease and other lubricants etc., as required and make minor repairs to or replace the small operating parts of the elevator system.

4.1.2 Contractor shall provide emergency services under terms of this contract within two (2) hours of the initial call at no additional costs. Emergency calls are limited to safety hazards, trapped personnel, and mission critical equipment.

4.1.3 Contractor shall maintain a neat and orderly workplace. Removal of trash and any unneeded materials is the contractor's responsibility. Contractor will not use the facility dumpster for any reason.

4.1.4 Contractor shall test all safety devices, governors, and other equipment at regular intervals, as required by ASME Al 7.1-07, Safety Code for Elevators and Escalators and Al 7.2-07, Guide for

Inspection of Elevators, Escalators, and Moving Walks. Any defect noted shall be corrected as soon as practicable. If inspection reveals unsafe operational conditions, the elevator shall be locked out of service and immediately notify Facility Management.

4.1.5 The Contractor shall warrant all parts, materials, equipment and labor to install said parts, materials and equipment under this contract. This warranty shall be for a period of one (1) calendar year beginning upon the date said parts, materials and equipment were installed. The warranty shall be unconditional, and the Contractor shall furnish all labor and materials required to repair or replace defective or failed portions of the contract work. Any warranty repairs shall be mobilized and on-site within a maximum of the times specified herein above after notification by the VA designated employee of an elevator service problem. The Contractor shall furnish the VA designated employee and the Contracting Officer the manufacturer's certificate of this warranty stating the beginning and ending dates of the period of coverage. Also, guarantee that each piece of apparatus shall have a capacity or performance of not less than that specified when the apparatus is operating under specified design conditions.

4.1.6 The Contractor shall dispose of all used, broken or otherwise expended parts, lubricants and fluids in accordance with all federal, state and local codes, ordinances and authorities having jurisdiction. In the case of any materials of a toxic, hazardous or environmentally unfriendly nature, the Contractor shall keep a written record of its disposition.

4.1.7 The Contractor shall maintain a complete, orderly and chronological file including parts lists, specifications and copies of all reports as required by these specifications. A record of all callbacks and repairs shall be kept by the Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties. This file shall be available for inspection, and a copy shall be forwarded to the VA designated employee once annually and immediately upon request. If a monthly record includes any replacement of parts or major adjustments, a copy shall be sent to the VA designated employee.

4.1.8 A copy of each service ticket completed on-site shall be left at the site with the VA designated employee. The contractor’s service ticket shall include as a minimum the following entries: nature of site visit: routine, initial call, callback, failure, etc.; time on-site; name(s) of mechanic(s); condition of elevator as found: running, failed, where in the hoistway; condition of controller: tuned off, tripped, diagnostic code; parts replaced: furnish detail, numbers; reason for failure or replacement; list all deficiencies found; remarks.

4.1.9 In the event of a maintenance issue which may not constitute an emergency, the Contractor shall be on site to perform “on-call” repair service within 24 hours of notification as provided by the VA designated employee. The Contractor shall perform services between the hours of 8:00 am to 4:30 pm.

Any consideration to work outside the above-mentioned hours must be requested 24 hours in advance and be coordinated with the VA designated employee. If the elevator must be taken out of service for regular maintenance, the VA designated employee shall be notified in advance a minimum of 24 hours. The VA reserves the right to delay an outage for 24 hours, provided that no damage will result from the delay.

4.1.10 The Contractor shall respond to emergency calls by arriving on site within 2 hours, fully prepared to deal with the emergency. Emergency calls are limited to safety hazards, trapped personnel, and mission critical equipment. The Contractor shall dispatch sufficient personnel to initiate the repair in the minimum amount of time possible.

4.1.11 Parts/Supplies Availability: The contractor shall have access to new parts as needed to service the equipment in accordance with the maintenance response times. The contractor shall use only new parts supplied by the manufacturer and after completion of the work, the service technician is required to remove from the work site old parts that were replaced.

4.1.12 The amount to be paid for the monthly service rate shall be reduced by two percent 2% for each

Government business day that repairs are delayed beyond the specified time limit up to a total of fifty percent (50%) of the monthly rate.

4.1.13 Quality Control Program: The Contractor shall maintain and follow its own established Quality

Assurance and Surveillance Plan (QASP). The Government shall monitor the Contractor’s performance under this contract utilizing customer complaints and re-performance of requirements at no cost to the government. The Contractor is responsible for complying with all appropriate regulations and guidelines of OSHA and any other pertinent federal, state and local laws. The contractor shall obtain and maintain all necessary licenses, permits, insurance and applicable health and safety program.

4.1.14 Personnel Qualifications: The contractor shall be required to provide fully manufacturer qualified and trained or certified service and management personnel in enough numbers to actively and efficiently service and support the contracted services. The Contractor must maintain a suitably staffed and equipped service organization and must regularly offer maintenance services for elevators. At the request of the

Government, the Contractor shall demonstrate to the satisfaction of the Government that the Contractor is a manufacturer authorized services provider and can purchase repair parts directly from the manufacturer.

5. Government Point of Contact: Jacalyn Hainey, Contracting Officer: jacalyn.hainey@va.gov, The Contracting Officer's Representative (COR) for this project is Duane Odom. He can be reached by email, duane.odom@va.gov and mobile, (601) 695-7750. The contractor shall coordinate all work performed with the contracting officer representative or designated alternate.

6. Changes to the Statement of Work (SOW): Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.