PWS - Elevator Inspection.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR ELEVATOR/DUMBWAITER INSPECTIONS

General Information

The purpose of this contract is to provide a Base +4 option year Elevator and Dumbwaiter Inspection Services for the Oklahoma City Veterans Affairs Medical Center (OKC VAMC). This contract is to engage a contractor who can provide inspection services for the elevators and dumbwaiter equipment identified in this Performance Work Statement (PWS). The Contractor shall furnish all contract oversight, management, Technically Trained personnel, labor, equipment, tools, materials, supplies, insurances and transportations necessary to provide scheduled Elevator and Dumbwaiter Inspection and Testing Services for OKC VAMC in accordance with this PWS. This is a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose of fulfilling the PWS and shall be considered employees of the Contractor.

The location of performance is: Oklahoma City VA Medical Center

921 NE 13th Street Oklahoma City, OK 73104

The contractor will provide a qualified inspector to conduct Semi-Annual and Annual Routine Inspections and Tests and a Five (5) Year Periodic Inspections and Tests as specified herein for all elevators and dumbwaiters listed. The “American National Standard Guide for the Inspection of Elevators, Escalators, and Moving Walks” ASME A17.2-2012 and the “American National Standard Safety Code for Elevators and Escalators” ASME A17.1-2013/CSA B44-13, or current, will be used by the inspector as a guide in conducting and/or witnessing the inspections and tests.

Inventory of Elevators & Dumbwaiters

Table: Elevator/Dumbwaiter Inventory

Elevator Designation Mechanism Model Location Floors of

Travel

Passenger-1 (P-1)

Traction Nidec 33.7 HP w/Nidec MCE, iAC-01

Main Facility Basement, Ground, 1-9

Elevator Passenger-2 (P-2)

Traction Nidec 33.7 HP w/Nidec MCE, iAC-01

Main Facility Basement, Ground, 1-9

Elevator Passenger-3 (P-3)

Traction Nidec 33.7 HP w/Nidec MCE, iAC-01

Main Facility Basement, Ground, 1-9

Elevator Passenger-4 (P-4)

Traction Nidec 33.7 HP w/Nidec MCE, iAC-01

Main Facility Basement, Ground, 1-9

Elevator Passenger-5 (P-5)

Traction Nidec 42.1 HP w/Nidec MCE, iAC-01

Main Facility Basement, Ground, 1-9

Passenger-6 (P-6)

Traction Nidec 42.1 HP w/Nidec MCE, iAC-01

Main Facility Basement, Ground, 1-9

Elevator Passenger-7 (P-7)

Traction Swift5000 Controller w/Montgomery Hoist Machine

Clinic Addition Basement, Ground, 1-7

Elevator Passenger-8 (P-8)

Traction Miprom Controller w/Montgomery Hoist Machine

Clinic Addition Basement, Ground, 1-7

Elevator Passenger-9 (P-9)

Traction Miprom Controller w/Montgomery Hoist Machine

Clinic Addition Basement, Ground, 1-7

Elevator Passenger-10 (P-10)

Traction Miprom Controller w/Montgomery Hoist Machine

Clinic Addition Basement, Ground, 1-7

Elevator Passenger-11 (P-11)

Traction Kone Solid State Controller w/Montgomery Hoist Machine

Clinic Addition Basement, Ground, 1-7

Elevator Passenger-12 (P-12)

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

Elevator Passenger-13 (P-13)

Traction Schindler Solid State Controller w/Dover Hoist

Machine

Bldg 19 Ground, 1-3

Passenger-14 (P-14)

Traction MG Generator Relay Logic Controller w/Dover Hoist Machine

Bldg 19 Ground, 1-3

Passenger-15 (P-15)

Traction Otis w/Overhead

Machine- Room-Less

(MRL)

w/variable voltage variable frequency microprocessor-

Parking Garage #1 Ground, 1-3 base control system

Elevator Passenger-16 (P-16)

*RESERVED* *RESERVED* *RESERVED* *RESERVED*

Passenger 17 (P-17)

Traction Otis w/Overhead

Machine- Room-Less

(MRL)

w/variable voltage variable frequency microprocessor-base control system

Parking Garage #1 Floors 1-3

Dumbwaiter- 1 (D-1)

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

Dumbwaiter- 2 (D-2)

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

Dumbwaiter- 3 (D- 3)/Cartlift Clean-1

Traction DA Matot w/#901

Controller

Clinic Addition Floors 6-7

4 (D- 4)/Cartlift Dirty-2

Traction DA Matot w/#901

Clinic Addition Floors 6-7

6 (D-6)

Traction DA Matot w/#200

Controller

Clinic Addition Basement, Ground, 1-4

Dumbwaiter- 7 (D-7)

Traction DA Matot w/#300

Clinic Addition Floors 4-7

8 (D-8)

Traction DA Matot w/#300

Clinic Addition Floors 5-6

9 (D-9)

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

*NOT IN

SERVICE*

Note: Future elevators may be installed during the performance period of this contract. Changes to the OKC

VAMC property as a result of construction may result in changes to the requirement of this contract. Any changes made will be in accordance with FAR clause 52.243-1 Changes – Fixed Price and its Alternate I.

Table: Desired Outcome & Constraints

REQUIREMENT DESIRED OUTCOME CONSTRAINTS

SEMI-ANNUAL ROUTINE INPSECTIONS AND TESTS

1. Routine

Inspections and Tests shall be completed in accordance with ASME A

17.1 – 2013 (does not include dumbwaiters)

Conduct thorough inspection and testing A. Parts shall be removed where necessary to determine the exact condition of other parts which could not otherwise be determined.

B. Equipment shall be cleaned when necessary to make the proper inspection and test.

2. Inspections and Tests (1 year requirements) shall be completed in accordance with ASME A

17.1 – 2013

Conduct and/or witness the required inspections and tests.

Annual Periodic Inspection and Test is to be conducted in conjunction with and in addition to the Semi-Annual Routine Inspection and Test scheduled for the same month.

3. Inspections and Tests (5 year requirements) shall be completed in accordance with ASME A

17.1 – 2013

Conduct and/or witness the required inspections and tests.

A. Five Year Periodic Inspection and Test is to be conducted in conjunction with and in addition to the Annual Periodic Inspection and Test scheduled for the same month.

B. Inspection and Test to be performed in the designated year only (FY2027).

Contractor Deliverables

Contractor shall provide the COR with individual Service Reports describing all tests performed, all findings, and all recommendations. Findings include whether the elevator parts have been kept clean and lubricated where necessary. Recommendations include adjustments, repairs, or replacements necessary to correct troubles encountered, as well as justification for such recommendations. Specifications need to be sufficient to enable the OKC VAMC to purchase any materials required for the recommendations. All Service Reports are to be signed and dated by designated Contractor POC and given to the COR within one week of each facility Service.

The Service Report is to be submitted in “Adobe PDF” format by email to the COR in addition to a printed copy.

Liability Insurance

Contractor must provide this VAMC with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VAMC. Either a paper version or emailed version must be provided to the COR within:

a) 14 calendar days of contract award and

b) 14 calendar days after contract extension

Quality Assurance Surveillance Plan (QASP) for Elevator / Dumbwaiter Inspections

Introduction

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PSW). This plans sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or services levels are achieved by the contractor

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach

The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by the VA to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

Performance Management Strategy

The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

The government representative(s) will monitor performance and review performance reports furnished by furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

Roles and Responsibilities

The integrated project team (IPT) consists of the contracting officer (CO) and the Contracting Officer’s Representative (COR).

The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the contracting officer's representative (COR) and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

The Contracting Officer’s Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

Identification of Required Performance Standards/Quality Levels

The required performance standards and/or quality levels are included in the PWS and in QASP Table 1, “Performance Requirements Summary.”

Table 1

Quality Assurance Surveillance Plan (QASP)

Contractor performance on this contract, be it less than, greater than, or equal to satisfactory performance on this contract, will be subject to the Incentives/Disincentives identified in the Performance Requirements Summary. The results will also be documented by the COR and CO, for use as past performance

Task Standard Acceptable Quality Level

(AQL)

Surveillance Method

Incentives Deduction Penalty Rework

1. Service Reports

Service Reports signed, dated and provided to COR after each Service.

No more than 1 of required documents to COR may be later than the specified time period to be Rated Satisfactory..

Direct Observation - Receipt and review of Service Reports

Incentive Rating, refer to Incentive Rating Table

2. Contractor

POC

POC is available to COR per PWS

POC Contact information is current and updated.

Respond to at least 95% of incoming telephone calls or voice messages left by COR within the month (calendar) to be Rated Satisfactory.

No more than 3 of returned phone calls to COR may be later than the specified time period within the month (calendar) to be Rated Satisfactory.

Direct Observation - Receipt of POC contact details

Direct Observation -of POC contact details and accessibility

Incentive Rating, refer to

3.

Contractor certification

Liability insurance

Certification provided to COR on time

Liability insurance provided to COR on time

No more than 1 of required documents to COR may be later than the specified time period to be Rated Satisfactory.

Direct Observation - Receipt of Certifications, and Liability insurance as applicable to PWS

Incentive Rating, refer to indicators to support any interest or bids the contractor makes in future government requirements and solicitations. Failure to meet the required service or performance level will result in a delinquency notice to the contractor.

Methodologies to Monitor Performance

Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

• 100% Inspection – Each service conducted by the contractor, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

• Direct Observation – COR typically performs inspection which should align with the frequency of required services per the PWS, such as Semi-annually or Annually, depending on the required task.

Quality Assurance Documentation

The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques shown in QASP Table 1.

Analysis of Quality Assurance Assessment

Determining Performance

The Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. Failure to meet the AQL may result in disincentives, as shown in QASP Table 1 of this document.

Reporting

The COR will prepare a written report for the CO summarizing the overall results of the quality assurance surveillance of the contractor’s performance, as needed. This written report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms, will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

Reviews and Resolution

The COR may require the contractor’s project manager, or a designated alternate, to meet with the CO and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor;

however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

• Performance assessment data and trend analysis

• Issues and concerns of both parties

• Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

• Recommendations for improved efficiency and/or effectiveness

The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the PCO/ACO.

Standard Operating Hours and Federal Holidays

The OKC VA VAMC standard business hours occur between 7:00am to 3:30pm Monday-Friday excluding Federal holidays, except by special alternate arrangement, coordinated and authorized by the COR.

Table: Federal Government Holidays

New Year’s Day January 1st * Birthday of Martin Luther King, Jr. Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19th * Independence Day July 4th * Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th * Thanksgiving Day Fourth Thursday in November Christmas Day December 25th *

*Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

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 of the United States to be a Federal holiday

Points of Contacts

The Contractor shall specify an individual who shall serve as a single point of contact (POC) for all Contract related business. Contractor must provide the COR and Contracting Office with the POC contact details, to include cell phone and email, as a minimum:

• Within 14 calendar days of contract award date,

• Within 30 calendar days after contract Option Year renewal, and

• Within 5 business days prior to a change in the POC by the Contractor.

Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for service from the COR or the CO. If service is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract, contract modification, or specific authorization from the Contracting Officer.

The COR will identify Alternate Points of Contact (POC) to be used only for instances of emergencies when the COR is not easily contactable. These will be individuals in supervisory or managerial roles within the same department as the COR. The contractor will be provided with this information in a timely manner after contract award or a change to this information. An Alternate POC does not replace the COR nor do they replace the Contracting Officer during the performance and administration of this contract, nor does it relinquish or diminish the Contractor’s requirements in relation to the performance of this Contract.

Contractor Personnel Specifications and Requirements

Contractor employees shall conduct themselves in a business-like manner while on duty performing the services of this contract. Contractor employees shall not engage in loud or boisterous behavior or use profane or abusive language. Contractor shall furnish an identifying badge with name, function, and name of Contractor and a photograph of the employee. Contractor personnel will wear appropriate professional attire. Appropriate and professional is defined as practical, clean and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed-toe and allow employee to respond to any type emergency. Hair should be neatly arranged. It is the Contractor’s responsibility to foster confidence and trust in VA visitors, and employees through professional behavior and appearance. Contractor personnel performing contract services shall, at all times, meet the qualifications specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate.

Within fourteen (14) days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licenses and any other qualifications required for this contract. Contractor must provide a copy of certificates required for performing the Services in this PWS at the beginning of each contract year, re: the “American National Standard: Standard for the Qualification of Elevator Inspectors” ASME QEI-1.

Either a paper version or emailed version of the certificates must be provided to the COR. The initial documentation shall be provided to the COR prior to the commencement of performing any services under this contract.

During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the Contracting Officer Representative. At no time shall the Contractor utilize add-on or replace personnel to perform contract services, whom do not meet the personnel qualifications of this contract and who have not been approved by the COR.

Safety and Security

The Contractor must perform services and ensure equipment functions in accordance with:

local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), Department of Transportation (DOT), and VA safety guidelines as well as the latest published

The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.

Contractor Furnished Equipment/Property (CFE/CFP)

Contractor shall remain fully responsible and liable for all aspects of Contractor’s equipment. The VA reserves the right to inspect Contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of Contractor equipment will not constitute a warranty that the Contractor's vehicles and equipment are properly maintained.

The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the

VA.

Contractor Parking Spaces

Contractor parking arrangements will be made available and must be coordinated with the COR. The VA does not validate or reimburse parking costs or violations (to include parking tickets) of Contractor’s or their personnel under any circumstances. Due to the nature of the service being provided, the COR shall determine appropriate parking for the contractor on the campus.