PWS ADO Service Agreement - Base Year-Revised Nov 30 2022-final as of 2-28-23.docx

Performance Work Statement

For

AUTOMATIC DOOR OPENER MAINTENANCE & REPAIR

West Palm Beach Florida Veterans Health Care System Department of Veterans Affairs

Revised November 30, 2022 as of final 2-28-23

PERFORMANCE WORK STATEMENT

FOR

AUTOMATIC DOOR OPENER MAINTENANCE & REPAIR

1.0 GENERAL INFORMATION

The Department of Veteran Affairs, West Palm Beach Veterans Health Care System (VHAWPB) VA Medical Center, West Palm Beach, Florida is seeking Professional Services and Cost proposals to perform Automatic Door Maintenance and Repairs in various buildings at facilities located within VHA WPB. This will be a firm-fixed price contract to cover all listed equipment.

1.1. GENERAL SCOPE

The Contractor shall provide all labor, materials, tools, parts, equipment, testing, reports, travel, and supervision required for the preventive maintenance and repairs of automatic doors at the Medical Center.

1.2. COR AUTHORITY

In no event is the Contracting Officer’s Representative (COR) or Technical Representative from the VAMC West Palm Beach Medical Center empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s or Technical point of contact’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. If an Official COR is appointed by the CO, A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

1.3. PERIOD OF PERFORMANCE

This contract shall be for One full year period with four (4) consecutive One Year Options at the discretion of the Government.

2.0 LOCATION

The West Palm Beach Veterans Health Care System is located at 7305 North Military Trail, West Palm Beach Fl. 33410. The healthcare center campus is comprised of 988,178 sq ft. The facility at 7305 North Military Trail consists of twenty-one (21) buildings which house patient care spaces, administrative offices, storage areas, and multi-level parking structures.

3.0 DESCRIPTION

3.1 The contractor shall provide maintenance on approximately no more than 152 Automatic Door operators. The operators will vary from door to door and may include the following door types:

3.1.1 Single swinging wooden

3.1.2 Double swinging wooden

3.1.3 Single swinging metal hollow

3.1.4 Double swinging metal follow

3.1.5 Sliding glass single, aluminum

3.1.6 Sliding glass double, aluminum

3.2 The Contractor shall be responsible for providing the following:

3.2.1 Automatic Door Assessment

3.2.1.1 The vendor shall be responsible for conducting an automatic door assessment and survey of the space in all buildings at 7305 north military trail. Based on the assessment, task orders will follow based on that information.

3.2.1.2 Automatic door assessment shall be completed within three (3) weeks of contract award. Subsequent task orders will be determined based on assessment completion.

3.2.2 Automatic Door Maintenance

3.2.2.1 Maintenance shall be restricted to the following:

3.2.2.1.1 All automatic door operators

3.2.2.1.2 Door operator arms

3.2.2.1.3 Hinges

3.2.2.1.4 Electronic locksets

3.2.2.1.5 Electronic hinges

3.2.2.1.6 Push to exit buttons

3.2.2.1.7 Wave Motion Sensors

3.2.2.1.8 Doors (limited)

3.2.2.1.9 Safety Sensors

3.2.2.1.10 Actuators

3.2.2.1.11 Magnetic or electronic lock actuators

3.2.2.1.12 Sliding door track systems

3.2.2.2 Maintenance Exclusions

3.2.2.2.1 Magnetic locks (physical plates or power supplies associated with them)

3.2.2.2.2 Electronic strikes

3.2.2.2.3 Card readers

3.2.2.2.4 Card reader wiring

3.2.2.2.5 Motion Sensors linked to security system

3.2.2.2.6 Door status sensors

3.2.2.2.7 Power for door operator

3.2.2.3 Electrical

3.2.2.3.1 Electrical service to door operators is, at a minimum, 120 VAC, 10 amps for doors with operators in pairs.

3.2.2.3.2 All electrical work shall be in accordance with the latest electrical standards of Occupational Safety and Health Administration (OSHA); National Fire Protection Association's (NFPA); and the National Electrical Code (NEC).

3.2.2.4 Maintenance shall include maintenance, repair, servicing, reactive, replacement and preventative maintenance.

3.2.3 Maintenance Inspections

3.2.3.1 All Maintenance inspections shall include at a minimum

3.2.3.1.1 Visual and physical inspection

3.2.3.1.2 Notation of deficiencies

3.2.3.1.3 Certification of each door

3.2.3.1.4 Certification through personnel certified by American Association of Automatic Door Manufacturers (AAADM)

3.2.3.2 Biannual maintenance inspection

3.2.3.2.1 Shall be conducted on all automatic door operators defined as normal risk and shall not exceed a total of 65 operators during each inspection.

3.2.3.3 Quarterly Maintenance Inspection

3.2.3.3.1 Shall be conducted on all automatic door operators defined as High Traffic and shall not exceed 31 operators during each inspection.

3.2.3.4 Monthly Maintenance Inspection

3.2.3.4.1 Shall be conducted on all automatic door operators defined as High Risk and shall not exceed 56 operators during each inspection.

3.2.4 Emergency Call Back Repairs

3.2.4.1 The contractor shall provide emergency call back support 24 hours per day 7 days a week

3.2.4.2 The contractor shall provide a technician on site ready to service the door within 2 hours of receiving the call

4.0 PERFORMANCE REQUIREMENT

4.1 Provide maintenance on automatic door operators capable of withstanding structural loads and thermal movements based on testing manufacturer's standard units in assemblies similar to those indicated for this contract.

4.2 Operator Information

4.2.1 Operating Range: Minus 30 deg F (29 deg C) to 130 deg F (54 deg C).

4.2.2 Opening-Force Requirements for Egress Doors: In the event power failure to the operator, swinging automatic entrance doors shall open with a manual force, not to exceed 30 lbf (133 N) applied at 1” (25 mm) form the latch edge of the door.

4.2.3 Break Away Requirements: Automatic door operators shall breakaway with no more than 50 lbf (222 N) applied at 1” (25 mm) from the latch edge of the door.

4.2.4 Door Energy: The kinetic energy of a door in motion shall not exceed 1.25 lbd-ft (1.69 Nm).

4.2.5 Closing Time:

4.2.5.1 Doors shall be field adjusted to close from 90 degrees to 10 degrees in 3 seconds or longer.

4.2.5.2 Doors shall be field adjusted to close from 10 degrees to fully closed in not less than 1.5 seconds.

4.2.6 Manual Use: The operator shall function as a manual door closer in the direction of swing with or without electrical power. The operator shall deliver an even, consistent open force across the entire transition from door fully closed to door fully open.

4.3 Automatic Door Operator. Information has been provided concerning the units that have recently been installed. The contractor shall be fully capable of providing maintenance on operators similar to those listed below (not an all inclusive list):

4.3.1 Manufacturer: Stanley Access Technologies; Horton Automatics.

4.3.1.1 Contact: Stanley Access Technologies, 1925 Harry Lemons Road, Suite 105, Mandeville LA 70448; Attn: Russell Elkins; Phone: 985-624-5278; Fax: 985-626-9515; Email: relkins@stanleyworks.com.

4.3.1.2 Contact: Horton Automatics, 4242 Baldwin Blvd. Corpus Christi, TX. 78405; Attn: Tommy Fortner; Phone: 901-499-8982; Email: Thomas_Fortner@overheaddoor.com

4.3.1.3 Materials

4.3.1.3.1 Aluminum: Alloy and temper are type of use and finish indicated.

4.3.1.4 Headers: 6063-T6.

4.3.1.5 Extruded Bars, Rods, Profiles, and Tubes: ASTM B 221.

4.3.1.6 Sheet and Plate: ASTM B 209.

4.3.2 Dura Glide 2000-3000 by STANLEY

4.3.3 Horton Proslide Telescoping Series 2003T

4.3.4 Horton Profiler Series 2000B Elite Belt Drive

4.3.5 Horton Series 2001 Belt Drive

4.3.6 Horton 4000 Automatic Swing Door

4.4 System Integration: Maintenance contractor shall verify that the automatic door operators function correctly with other systems as required for a complete working system.

4.4.1 The electrical interface control shall be compatible with a card reader or keypad operation for the automatic door operators on doors with electric locking.

4.5 The proper operation shall include a time delay relay to signal automatic door operator to activate only after electric lock system is released.

4.6 GOVERNMENT FURNISHED ITEMS. The Government will not provide office space and 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.

4.6.1 Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

4.6.2 Government Furnished Material. The Government will not provide any materials to the Contractor.

4.6.2.1 Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required 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.

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

4.7 CONTRACTOR FUNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repairs services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications, and used in accordance with original design and manufacturer's intent. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. When disputes arise concerning material, equipment, and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government's requirements are satisfied.

4.8 WORK OUTSIDE REGULAR HOURS. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit application to the COR or Technical Representative for approval.

4.9 MANAGEMENT. The Contractor shall manage the total work effort associated with the operations, maintenance, repair and all other services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintain records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

4.9.1 Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to 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 here in. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and within four (4) hours after regular working hours.

4.9.2 Work Schedule. The Contractor shall schedule and arrange work 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.

4.9.3 Records. Cumulative service records shall be kept for each door serviced. A separate record file shall be established and kept up to date for each door. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 15 calendar days prior to the start date of the contract.

4.9.3.1 The records shall cover the following work:

4.9.3.1.1 Preventative Maintenance Inspection and Service (PMIS) work;

4.9.3.1.2 Inspection, Testing, and Certification work;

4.9.3.1.3 Door Survey;

4.9.3.1.4 Service work;

4.9.3.1.5 Certification of staff conducting work;

4.9.3.1.6 Quality control reporting;

4.9.3.1.7 Safety reporting;

4.9.3.1.8 Invoicing

4.9.3.2 The Contractor shall include the following data in the appropriate record within two working days from the completion of the associated work items:

4.9.3.2.1 The date(s) when the service(s) was scheduled, stated and completed.

4.9.3.2.2 Name of the individual(s) who performed the services.

4.9.3.2.3 The nature and extent of all service and repair work performed, including: completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/test, and disposition of deficiencies found during inspection/test; and description of service work performed, including a brief description of material and parts used (including costs and quantities), and hours of labor expended.

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

4.9.3.3 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 five (5) calendar days of expirations of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

4.9.4 Work Completion Reports. The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract. These reports shall contain, as a minimum, the information described in items of subparagraphs of the aforementioned "Records" paragraph and as mentioned elsewhere in this PWS, and shall be signed and dated by the Contractor's Representative.

4.9.5 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.

4.10 PREVENTATIVE MAINTENANCE INSPECTION AND SERVICE. The Contractor shall perform Preventative Maintenance Inspection and Service (PMIS) work on all equipment systems covered under this contract. work shall consist of maintaining these systems in a safe, reliable, and satisfactory operating condition. All work shall comply with ANSI A156.10, NFPA 101, UL 325 Listed (Fire Door Operator) except as modified herein. The contractor shall provide all necessary services, parts and materials, and complete all repair requirements identified during the performance of a PMIS as part of PMIS. Excessive or repeated system breakdowns or deficiencies may be considered by the Government as an indication of unsatisfactory performance of PMIS by the contractor.

4.10.1 Scope. PMIS work includes periodic contractor operation, inspection, checks, adjustments, and maintenance of door systems necessary to ensure that each system complied with applicable VA, local, ANSI, UL, and manufacturers' standards of safety, reliability and satisfactory operating condition. The intent of PMIS is to provide routine maintenance services that permit the early detection and correction of items that, if deficient or defective, would: (a) interfere with the normal effective operation of the automatic door operating systems; (b) endanger life and/or property; or (c) involve high costs or long lead time for repair. PMIS work shall include, but not necessarily be limited to: comprehensive operational inspection and adjustments to insure the satisfactory functioning of machinery and controls; confirmation of function of power switches, auto/close/open switches, enter switches, reduced opening switches; ensure operation of and initiate repairs of emergency break out functions; test door rest functions; cleaning of all components included glass and aluminum components; replacement of damaged decals; installation of directional and safety decals if not present; repair and maintenance of motion sensors; readjustment and and testing of activation zones, safety zones, thresholds, holding beams, microscans; maintenance and repairs of headers; visual inspection of doors and frames; ensure adherence of closing speeds as indicated other services as required to maintain all systems at a safe and acceptable operating condition.

4.10.2 Frequency. Inspections and adjustments of all doors shall be conducted, minimally on an annual basis. A completed annual Compliance Inspection label, located at the bottom of the Safety Information label affixed to the door. Maintenance and repairs (normal call back), shall be conducted as frequently as needed.

4.10.3 Contractor PMIS Schedule Submissions. The Contractor shall submit a details PMIS schedule to the COR for approval at least fifteen(15) calendar days prior to the start date of the contract. The schedule shall include, for each specific door, the location (system number); work to be performed (e.g. PMIS); and the week of the month that the PMIS will be performed. The Contractor shall schedule and perform PMIS on regular Government working days between the hours of 7:00AM and 3:30 PM. Once the Contractor's PMIS schedule is approved by the COR, PMIS shall be performed by the contractor without further authorization by the COR. The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Government verification of the work. If the Contractor finds it necessary to reschedule PMIS, a written request shall be made to the COR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without the prior written approval of the COR.

4.10.4 Check In Requirements. The Contractor's superintendent shall check in at a site designated by the COR prior to the commencement of work and at the completion of work each days that PMIS is to be performed, indicate the work, sites of work, and order of work that is schedule to be performed that day.

4.10.5 PMIS Records and Reports. See the "MANAGEMENT" clause of this Section for PMIS record keeping and work completion reporting requirements.

4.10.6 PMIS Work Quality Standards. The Contractor shall meet the following PMIS work quality standards:

4.10.7 PMIS Checklist work items satisfactorily accomplished; all internal and external components, parts, assemblies, and subassemblies forming a part of each door system or necessarily for its safe operation are inspected, adjusted, lubricated, repaired or replaced as necessary to ensure system is functioning as designed. No unusual or objectionable machinery wear, noise or vibration.

4.10.7.1 All movable parts shall be properly lubricated. Hydraulic fluid sufficient to maintain the best operating levels shall be furnished for all doors that are applicable.

4.10.7.2 General adjustments shall be made as necessary. The exterior of the machinery and any other parts of the equipment subject to rust shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust, dust and general aesthetic issues.

4.10.7.3 All electrical wiring and conductors extending from electrical junction box to the controllers.

4.10.7.4 Smooth door movement, with no unusual or objectionable noise or vibration.

4.10.7.5 Verify inside/outside approach activation sensors, overhead threhold safety sensors, and micro scans.

4.10.7.6 Check all glass, plastic, vision panels for all doors for damage, cracks, dimples, warping, etc. All components shall be cleaned in accordance with the manufacturers’ recommendations. The contractor shall allow for no more than ten (10) glass replacements per contract period of performance. This shall be a line item that shall be billed only if utilized. This is above and beyond replacement part allotments.

4.10.7.7 All door sensors stop appropriately when approched by object to prevent premature swinging into a person. Sensors should not only function appropriately by stopping the door, but also have functioning indicator lamps or lights demonstrating a pause in door movement.

4.10.7.8 Doors shall never close on an entity traveling through the door way. This includes ensuring all safeties are fully functional. All doors shall reopen when someone is approaching the door and it is swinging away from them; all doors shall pause when a person is close to the door and the door is swinging toward them; all sliding and bifold doors shall pause when a person is passing through the doors and shall not shut until the passage way is clear.

4.10.7.9 All door arms are maintained and adjusted to doors to swing at level with the floor, secure with positive latch and not come into contact with adjacent walls when open.

4.10.7.10 All doors and door arms are maintained and adjusted to operate at rated speeds and as per original equipment specifications.

4.10.7.11 All normal and emergency operating controls maintained and adjusted to be fully operational. Ensure that the system is appropriately integrated with ancillary systems.

4.10.7.12 All lights and indicator lamps are operational, including visual and audible alarms for the electronic locksets.

4.10.7.13 All safety systems and mechanisms maintained in safe, operational condition.

4.10.7.14 Systems are "shut down" and COR is notified when worn or damaged components are found that would compromise the safety of door usage.

4.11 SERVICE WORK. The contractor shall perform service work (service calls) as necessary to determine the cause of system and equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition. Excessive or repeated systems and equipment malfunctioning may be considered by the Government to be unsatisfactory performance of service work by the Contractor. The Contractor shall respond to all service calls, including those calls where the accomplishment of repairs is subsequently determined to be beyond the major repair limit established.

4.11.1 Service Call Reception. Authorized Government representatives will advise the Contractor by phone of all service call requests, received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below. The contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays. A single local or toll free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) seconds by an individual fully familiar with the Contract's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed.

4.11.2 Service Call Classifications. Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply. All service calls shall be covered under this contract unless the required service is a result of abuse or misuse by the Government.

4.11.2.1 Emergency Service Calls. Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions. Examples include electrical defect which could cause fire or shock, fire or smoke barrier impairment, etc. The Contractor shall provided a technician at the site and on the job ready to service the door within two (2) hours of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall continuously work until the emergency situation is resolved. After resolving the emergency condition, any remaining work required to restore safe, continuous and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in the follow paragraph. Such follow up work shall be considered part of the original service call.

4.11.2.1.1 Normal emergency call-back service times are between the hours of 7:00 a.m. and 3:30 p.m., Monday through Friday, exclusive of Federal Holidays. Services performed during all other times shall be considered to be overtime emergency call-back service. If regular time work must be carried over and contractor wishes to continue to work beyond the Medical Center normal hours of operation, authorization for overtime work must be obtained from the COR or designated representative before proceeding.

4.11.2.1.2 Any overtime emergency call-back services shall be included in the cost of this contract. Overtime period services are not expected to exceed an average of 30 hours, per technician, per month. Allocation for this cost shall be included in this contract. Any time accumlated that is expected to exceed this maximium amount (30 hours per technician or aggregate of 360 hours in one year), shall not be completed without written approval of the CO prior to beginning work. Time shall be quoted at time and material cost. The contractor shall demonstrate all aggregated time used toward this overtime maximum to demonstrate justification for this added cost should it arise.

4.11.2.1.3 The cost of all normal emergency call-back service for the base year and subsequent option years shall be included in the cost of this contract. The VA shall not be responsible for incidental charges, including, but not limited to: parking, tolls, mileage, phone, etc., on straight time or for overtime work.

4.11.2.2 Routine Service Calls. Service calls shall be classified as routine when the work does not qualify as an emergency call. The contractor shall respond to and begin work on routine service calls within twenty-four (24) hours after receipt of the call. For example, if a routine service call is received by the Contractor at 10:00 am on Tuesday, the Contractor must be at the job site no later than 10:00 am on Wednesday. If the call is received at 2:00 pm on Friday, the Contractor must be at the job site not later than 2:00 pm on the following Monday. Routine service work will normally be performed during the Government's regular working hours unless prior approval is received form the COR. Routine service calls shall be completed in accordance with the following standards:

4.11.2.2.1 If no single repair parts exceed $1250.00 in cost, all repair and service work shall be carried to completion upon commencement of the work. Work shall be completed within two (2) working days from receipt of the call.

4.11.2.2.2 If any single repair part equals or exceeds $1250.00 in cost, but is less than $1750.00, the contractor will be allowed one working day to procure the part after receipt of the call. Work shall be completed within two (2) working days after obtaining the part.

4.11.2.2.3 If any single repair part exceeds $1750.00 in cost, the Contractor will be allowed three (3) working days after receipt of the call to procure parts. work shall be completed within two (2) working days after obtaining the part.

4.11.2.2.4 After procuring part(s), Contractor shall work continuously during regular hours until the repair is completed. If the contractor has not secured parts within the allowed time, then the Government reserves the right to (a) find a source for the part and require the Contractor to purchase the part from that source, or (b) to accomplish the work by other means at contractor expense, or (c) require the Contractor to obtain and provide documentation of price quotations and the date of expected availability of parts form at least two (2) different commercial suppliers.

4.12 Quality Assurance and Service Work Quality Standards.

4.12.1 Maintenance Qualifications: Manufacturer's authorized representative who is trained for installation and maintenance of units required for this contract.

4.12.2 Manufacturer Qualifications: A qualified certified inspector with the American Association of Automatic Door Manufacturers (AAADM).

4.12.3 Certifications: Automatic door operators replaced as part of the maintenance agreement shall be certified by the manufacturer to meet performance design criteria in accordance with the following standards:

4.12.3.1 ANSI A156.10.

4.12.3.2 NFPA 101.

4.12.3.3 UL 325 Listed (Fire Door Operator)

4.12.3.4 ICBO (UBC Standard 10-1).

4.12.3.5 California Department of Forestry and Fire Protection, Listed.

4.12.3.6 Source Limitations: Obtain automatic door operators through one source from a single manufacturer.

4.12.3.7 Product Options: Drawings indicate sizes, profiles, and dimensional requirements of automatic entrance door assemblies and are based on the specific system indicated.

4.12.4 The contractor shall provide a factory-trained technician to perform service and affected repairs.

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

4.12.6 Unserviceable parts and components removed from Government property unless directed otherwise by the COR.

4.13 Excluded Work.

4.13.1 No exterior circuits fall within this Statement of Work.

4.13.2 The Contractor shall not be responsible for “TUGS” interface maintenance. Work is restricted only to the maintenance of the door openers.

4.13.3 Maintenance on the physical doors themselves shall not be included. However, the contractor shall be responsible for conducting maintenance on all systems regardless of if there is evidence of door damage.

4.14 Line Item structure for each one year period

QUANTITY

ANNUAL

COMPLETION

DATE

8 hours – Supervisor Within 30-45 days

7 hours - Supervisor Prior to end of period of performance

7 hours - Supervisor Prior to end of period of performance

36 hours - Supervisor 36 hours – Project Manager Prior to end of period of performance

Monthly

72 – hours Supervisor 72 hours – Project manager material costs TBD Prior to end of period of performance

6.0 Hours of Operation.

6.4. Emergency call back service hours shall be for emergency services outside of the normal working hours (Monday through Friday 3:30 pm to 7:00 am; Friday 3:30 pm to Monday 7:00 am, 24/7).

7.0 WRITTEN REPORT REQUIREMENT

7.1. Upon conclusion of performance the under this maintenance contract, the contractor shall provide a written report in excel or word format to the Government, which is intended for the owner (West Palm Beach VA Health Care System) to provide documentation or for recordkeeping. The report shall include the following:

7.1.1. Door inventory

7.1.2. Logs of doors serviced

7.1.3. The name and signature of the contractors Maintenance Technician and date of maintenance.

7.1.4. Certification of post maintenance testing functions

7.1.5. Inspection logs

7.1.6. Maintenance logs

7.1.7. Emergency Hour logs

8.0 GENERAL INFORMATION

8.1. Contractor Personnel.

8.2. Key Personnel. All services covered by this contract will be performed by fully qualified and trained door operator technicians. Supervisor shall possess the necessary skills and experience to perform the work as identified in this PWS.

8.3. The Contractor’s Staff will include, when required, door repairmen or subcontractors specifically qualified and trained to perform the tasks identified in the PWS. All Contractor personnel will also be capable of reading and analyzing electrical wiring drawings. The Contractor will provide an onsite lead Supervisor person in their Key Personnel Staffing during the execution of all work or as directed by this SOW and monitored by the COR. All technician working on these doors shall have at least five (5) years of experience conducting maintenance and/or inspection of automatic doors. At least five of those years must while under the certification of AAADM certificate. The contractor shall demonstrate full knowledge of automatic door operators and systems by providing a synopsis of all door types and automatic systems worked on by the contractor and their technicians. Company experience with repair of automatic doors must exceed ten (10) years. All information concerning key personnel shall be submitted by the contractor prior to contract award and as part of the evaluation process. The contractor must demonstrate a wide range of knowledge concerning automatic doors, fire and smoke partitions and the affect automatic operators have on such systems, physical access controls and integration with automatic operation systems, and integration of electronic/magnetic locks and actuators.

8.4. The Contractor shall provide a qualified and experienced Project Manager (PM) for this contract. The Project Manager shall have full authority to act for the Contractor and serve at all times to carry out the provisions of the contract for high risk automatic door preventive maintenance and all service calls. The PM shall be in charge of and have responsibility for the preventive maintenance and inspections of high risk automatic doors, and all service calls listed in this contract.

8.5. The Contractor’s PM’s work hours shall coincide with the Medical Center’s business hours which are defined as 7:00 AM – 3:30 PM, Monday through Friday, with the exceptions of all holidays observed by the Government. The PM or approved responsible alternate authorized by the COR will be identified and available for receiving calls 24 hours a day, seven (7) days a week.

8.6. The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, PM and an alternate or equally responsible Supervisory person who when approved by the COR shall assume the PM’s duties when the primary project manager is absent. The key personnel list shall also identify the names of the certified door repairman that will perform the Maintenance services of this PWS. A resume shall be included with all names on the Contractors Key Personnel List. The Contractor shall include with the Key Personnel List contact numbers and email addresses for all employees performing services under this contract. The contractors’ key personnel shall be responsible for acquiring a government key and PIV badge for the maintenance and repair services on this PWS.

8.7. When Staffing changes are made the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require 15 days’ notice to the COR.

9.0 CONDUCT

9.1. The Contractor’s employees at all times while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor’s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work.

9.2. The contractor and its personnel shall review and agree to comply with the Government’s Information Security System (ISS), and network policy.

9.3. This is a non-smoking facility. This includes e-cigarettes.

9.4. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

9.5. Physical Security. The contractor shall safeguard all government property.

10.0 CONTRACTOR FURNISHED RESOURCES

The Contractor shall furnish all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to fulfill all the requirements and satisfactorily perform all services described in this SOW in a safe, orderly, timely, efficient and workmanlike manner. The contractor shall provide any additional resources

10.1. PROPERTY AND PERSONNEL PROTECTION

10.1.1. The contractor shall use clean drop cloths or other suitable covering to fully protect furniture and equipment where work is being performed.

10.1.2. Proper protective signs such as “DANGER ENERGIZED CIRCUIT” Etc. to alert other working personnel shall be used. All OSHA guidelines must be followed.

10.1.3. The contractor will leave all work areas in a clean and sanitary condition. Extreme care must be taken to protect all V.A. equipment.

10.1.4. The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.

10.2. SUPERVISION

A thoroughly trained and experienced supervisor, electrical staff, and door opener installers will perform all work under the strict supervision of the contractor. The supervisor must be able to read and understand blueprints.

10.3. SAFETY PRECAUTIONS

10.3.1 The Contractor shall comply with all applicable Federal, State and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities, and shall ensure safe and healthful working conditions for its employees.

10.3.2 Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property.

10.3.3 The Contractor shall perform the work in a manner consistent with industry standards and best practices.

10.3.4 No flammable liquids shall be stored or used in the medical center.

10.3.5 The Contractor shall receive from the COR a permit for all cutting, welding, and soldering 24 hours in advance. All permits shall be prominently displayed during all work.

10.3.6 All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads.

10.3.7 The Contractor shall comply with an Infection Control Risk Assessment (ICRA) which will be developed with the COTR and the Infection Control Practitioner. Multiple ICRA’s may be necessary to address specific risks at various stages of the project and must be approved prior to proceeding on each phase.

10.3.8 Contractor shall also be responsible to work with Facilities Management Service, Safety Department, and Infection Control standards to meet patient care safety at all times. Contractor shall keep all tools and parts in a safe manner and under control at all times. Contractor will meet all OSHA standards for Employee safety.

10.3.9 The Contractor shall comply with all Interim Life Safety Measures (ILSM) which will be developed with the COR, safety department, and Infection Control practitioner. Any repairs made in response to an open ILSM must be documented and reported to the COR upon completion.

10.4. MATERIALS AND SUPPLIES

10.4.1. Materials and Supplies acquired directly from the manufacturer shall be reimbursed at the Contractor’s cost with no markup. There shall be no mark up for shipping and handling costs.

10.4.2. Invoices that include reimbursement for materials and supplies must include original invoices as back-up documentation for supplies and materials purchased for all supplies and materials related to remediation projects.

10.5. COMMUNICATION EQUIPMENT

10.5.1. All Contractor employees assigned to Medical Center shall have, at all times while on the jobsite, portable communication devices with full service to allow immediate two-way communication between the Contractor and/or Government representatives.

10.6 SERVICE VEHICLES

10.6.1. The Contractor shall provide at a minimum one (1) service vehicle which is equipped, licensed, and insured. The service vehicle may be on site while the Contractor’s employees are working at the Medical Center. The service vehicle is required to transport materials and supplies, contractor’s employees and tools to various equipment and storage locations at the Medical Center.

11.0 HAZARDOUS MATERIAL REPORTING

11.1. The Contractor shall maintain hazardous material inventories and safety data sheets (SDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR’s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project’s completion. The amounts used shall be maintained for the contract duration.

11.2. Hazardous Materials Inventories, Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval.

11.3. In the event of a spill, Contractor shall immediately notify the Contracting Officer’s Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761.

12.0 ENVIRONMENTAL PROTECTION

12.1. In order to provide for abatement and control of all environmentally hazardous materials arising Inspection activities, the Contractor shall comply with all applicable environmentally hazardous material control and abatement and all applicable as specifically required by state, local, federal, VHA and TJC.

12.2. The Contractor is responsible for daily cleanup of all areas affected by its work. Areas in use or affected shall be returned to condition in which they were turned over or initially found. VA Housekeeping shall not be dispatched for cleaning associated with contractor work.

12.3. The Contractor shall take every precaution in preserving flooring, finishes, equipment, and furniture in areas of work. The Contractor shall repair or replace any damage incurred during its work at their expense.

12.4. Contractor shall use freight elevators for transmission of materials and personnel. Contractor shall take every precaution in preserving the elevators, including the hoist way and lobby doors, interior finishes, and shall conduct all good practices in observing lifting and motor components tolerances. Any damage incurred to any elevator component due to negligence will be repaired at expense of the contractor, within the work day of incurred damage.

12.5 Sub-Contractor Work

12.1. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer.

12.2. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s).

12.3. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

13.0 Conflicts of Interest

13.1. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

13.0 PERFORMANCE REQUIREMENT SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

Monthly on-call maintenance services for all automatic doors shall be conducted per the PWS

Timely responsiveness Contractor responds within the timeframes noted in the PWS

>95% response time as noted in the contract

Periodic Surveillance

Repair Frequency Unless attributed to damage from use, excessive repairs on doors may indicate or point to poor maintenance practices.

Review of maintenance and inspection documents; Review of call logs

Adherence to AAADM, ANSI, UL standards for door maintenance

Maintenance shall be conducted in accordance with AAADM, UL and ANSI standards and recommendations

Observe contractor periodically while conducting maintenance

Work Quality and work practices shall adhere to ANSI, AAADM, OSHA, NEC and NFPA ANSI, AAADM, OSHA, NEC and NFPA.

All work shall be conducted safely and in accordance with the agencies and directives associated or affiliated with the entities listed here.

Observe contractor periodically while conducting maintenance

Automatic door certification shall occur for all doors per PWS schedule

Observe contractor periodically while conducting inspections

Certification of staff (AAADM certification)

Reporting

Review of call logs; review of maintenance reports