P09 - SOW Elevator Inspections.docx

STATEMENT OF WORK

Elevator and Dumbwaiter Inspection and Testing Services

1. INTRODUCTION

1.1 Background

Vertical transportation equipment at VANTHCS requires periodic inspection and testing by an independent, third-party elevator inspector to verify that maintenance is being performed in accordance with ASME A17.1 and that each conveyance remains safe and code-compliant for patient, visitor, and staff use for the Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, TX 75216 and Garland VA Medical Center, 2300 Marie Curie Blvd., Garland, TX 75042.

1.2 Scope

The Contractor shall provide all labor, supervision, transportation, test weights, instruments, tools, and all other resources required to perform semi-annual, annual, five-year full-load, and ad-hoc inspections and witnessed tests of the following Government-owned conveyances:

1. Dallas VA Medical Center: thirty-seven (37) traction elevators, seven (7) hydraulic elevators, and three (3) dumbwaiters (47 conveyances — Appendix A).

1. Garland VA Medical Center: ten (10) traction elevators and four (4) hydraulic elevators (14 conveyances — Appendix B).

Inspections are third-party compliance inspections only. Maintenance and repair of the conveyances are performed under a separate maintenance contract; the maintenance contractor will operate equipment, remove/replace guards, and provide access as required during inspections and tests.

1.3 Objectives

1. Every conveyance receives the periodic inspections and tests required by ASME A17.1/A17.2 and Texas law, on schedule, by licensed and QEI-certified inspectors.

1. Written inspection reports identifying all deficiencies are delivered to the COR within thirty (30) calendar days of each inspection.

1. Safety-significant deficiencies are reported to the COR immediately so unsafe units can be removed from service.

1.4 Period of Performance

1.5 Five-Year Full-Load Test Schedule

1. Garland VAMC: five-year full-load tests were last accomplished in 2021–2022 and are due during the Base Year. All Garland full-load testing shall be performed after normal business hours.

1. Dallas VAMC: five-year full-load tests were last accomplished in 2025 (units S-10 and SL-17 in 2026) and are due during Option Year 4. All Dallas full-load testing shall be performed after normal business hours.

2. APPLICABLE CODES AND STANDARDS

All inspections, tests, and reports shall conform to the latest editions of the following, as adopted and amended by the State of Texas and the VA:

1. ASME A17.1/CSA B44, Safety Code for Elevators and Escalators.

1. ASME A17.2, Guide for Inspection of Elevators, Escalators, and Moving Walks.

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

1. Texas Health and Safety Code, Chapter 754, and Administrative Rules of the Texas Department of Licensing and Regulation (TDLR), 16 Texas Administrative Code, Chapter 74.

1. Applicable NFPA codes (NFPA 70, NFPA 101) and VA/VHA physical-environment requirements referenced by The Joint Commission Environment of Care standards.

3. DEFINITIONS AND ACRONYMS

4. CONTRACTOR AND PERSONNEL QUALIFICATIONS

4.1 Contractor

The Contractor shall be a firm regularly engaged in the inspection of vertical transportation systems, with expertise and experience inspecting both traction and hydraulic passenger, freight, and hospital-type elevators and dumbwaiters. The principals of the company shall have approximately five (5) years of successful experience inspecting elevators and dumbwaiters. The Contractor shall not hold the maintenance contract for these conveyances and shall have no financial interest in the maintenance contractor (third-party independence).

4.2 Inspectors

All inspections shall be performed by inspectors who are: (a) licensed by TDLR as Registered Elevator Inspectors, and (b) certified as Qualified Elevator Inspectors (QEI) under ASME QEI-1 by an accredited certifying organization (e.g., NAESA International). Proof of current licensure and certification for each inspector shall be provided to the COR prior to that inspector performing work and upon each renewal. Substituted or added inspectors require the same proof before performing work.

5. REQUIREMENTS

5.1 Semi-Annual Inspections

The Contractor shall perform two (2) inspections per contract year of every conveyance in Appendices A and B (one of which may be performed concurrently with the annual inspection/test visit), covering the items required by ASME A17.2 for periodic inspections, including machine rooms, hoistways, pits, car tops, safeties, governors, door protection, signal and communication devices, and firefighters’ emergency operation.

5.2 Annual Inspections and Tests

The Contractor shall perform one (1) annual inspection of every conveyance per contract year, including witnessing of the annual no-load safety and governor tests, pressure-relief tests on hydraulic units, and all other Category 1 tests required by ASME A17.1, performed in coordination with the maintenance contractor.

5.3 Five-Year Full-Load Tests

The Contractor shall witness and certify the Category 5 full-load, full-speed tests required by ASME A17.1 in accordance with the schedule in paragraph 1.5. Full-load testing and any testing that may adversely affect building traffic shall be performed after normal business hours at no additional cost beyond the priced line item. The Contractor shall coordinate test weights, sequencing, and unit outages with the COR and the maintenance contractor a minimum of fourteen (14) calendar days in advance.

5.4 Ad-Hoc Inspections

Upon COR request, the Contractor shall perform ad-hoc inspections resulting from repairs, alterations, incidents, or entrapment events at either campus. Ad-hoc inspections shall commence within five (5) business days of request (or sooner by mutual agreement for returned-to-service units) and are compensated against the NTE ad-hoc line at the fixed per-inspection rate.

5.5 Reports and Deficiency Notification

1. A written inspection report for each conveyance, identifying every deficiency and citing the applicable code section, shall be delivered to the COR within thirty (30) calendar days of each inspection or test.

1. Any condition that renders a conveyance unsafe for continued operation shall be reported verbally to the COR (or ACE/M&O designee) before the inspector leaves the site the same day, followed by written confirmation within one (1) business day.

1. Reports shall include unit designation, serial number, location, date, inspector name/license/QEI number, inspection type, results, and deficiency list with code citations.

5.6 Scheduling and Coordination

The Contractor shall submit a proposed twelve-month inspection schedule to the COR within fifteen (15) calendar days after award and within fifteen (15) calendar days after exercise of each option. All site work shall be coordinated with the COR at least five (5) business days in advance. No more than two (2) passenger elevators serving the same building zone shall be out of service simultaneously without COR approval.

5.7 Hours of Work

Routine work shall be performed during normal business hours, 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays, unless the ACE/M&O or designee approves other schedules. Five-year full-load testing and other testing that may adversely affect traffic shall be performed after normal business hours.

The Government observes the listed days as holidays. If the holiday falls on a Saturday, the Friday before is the holiday. If the holiday falls on a Sunday, the Monday after is the holiday:

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President’s Proclamation

The observance of such days by Contractor personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

6. DELIVERABLES

7. GOVERNMENT RESPONSIBILITIES

1. Provide access to all machine rooms, hoistways, and pits, escorted as required.

1. Ensure the elevator maintenance contractor supports inspections and tests (operation of equipment, mechanics on site) at no cost to this contract.

1. Review reports and direct correction of deficiencies through the maintenance contract.

8. PERFORMANCE REQUIREMENTS SUMMARY

Nonconforming services shall be re-performed at no additional cost. Late or incomplete deliverables may result in reduced payment consistent with the contract’s inspection-of-services terms and the QASP.

APPENDIX A — DALLAS VAMC CONVEYANCE INVENTORY (47 UNITS)

Summary: 37 traction elevators, 7 hydraulic elevators, 3 dumbwaiters.

APPENDIX B — GARLAND VAMC CONVEYANCE INVENTORY (14 UNITS)

Summary: 10 traction elevators, 4 hydraulic elevators.