PWS_Elevator Maintenance and Repair Services - Portland and Vancouver.docx

Performance Work Statement Elevator Maintenance, Repair, Inspection, and Testing Services Portland VA Medical Center & Vancouver Division

1. GENERAL

1.1 PURPOSE

The purpose of this Performance Work Statement (PWS) is to obtain full-service elevator maintenance, repair, inspection coordination, testing support, emergency callback services, and related vertical transportation services for the Department of Veterans Affairs Portland Health Care System (VAPORHCS), including the Portland Campus and Vancouver Division.

The Contractor shall provide all management, supervision, labor, materials, replacement parts, tools, software support, transportation, and incidental engineering services necessary to maintain all vertical transportation equipment (VTE) in safe and reliable operating condition in accordance with applicable codes, manufacturer requirements, and VA standards.

This SOW incorporates requirements and best practices identified in the VA Vertical Transportation Maintenance Guide, Portland/Vancouver draft maintenance SOW, and associated solicitation documentation.

2. LOCATIONS

2.1 Portland Campus

Portland VA Medical Center 3710 SW U.S. Veterans Hospital Road Portland, OR 97239

2.2 Vancouver Division

VA Vancouver Division 1601 E. Fourth Plain Blvd.

Vancouver, WA 98661

3. SCOPE OF SERVICES

The Contractor shall provide complete full-maintenance services for all elevators, dumbwaiters, cartlifts, and associated vertical transportation systems listed in the equipment inventory.

Services shall include:

· Preventive maintenance

· Corrective maintenance

· Emergency callback service

· Troubleshooting

· Software diagnostics and upgrades

· Cleaning and lubrication

· Testing and adjustment

· Component repair and replacement

· Fire service operation testing support

· Emergency power operation testing support

· Coordination with the Government’s independent QEI inspection contractor

· Documentation and reporting The Contractor shall maintain all equipment in accordance with:

· Manufacturer recommendations

· ASME A17.1

· ASME A17.2

· ASME A17.3

· ASME QEI-1

· NFPA 70

· NFPA 72

· NFPA 101

· VA standards and policies

The Contractor shall accomplish all work needed to troubleshoot, clean, lubricate, test, adjust, repair, dismantle, and assemble, when necessary, to provide complete care and upkeep needed to maintain all equipment.

4. EQUIPMENT INVENTORY

4.1 Portland Campus – Portland VA Medical Center

4.1.1 Portland Campus – Cartlift and Dumbwaiter Inventory

Additional Cartlift and Dumbwaiter Information

· CL 1, CL 2, and DW 1 are currently not utilized by the VA Medical Center.

· DW 1 is identified as the ECU dumbwaiter operating between Basement Level B1 and the 1st Floor.

· The Contractor shall maintain all active cartlifts and dumbwaiters in accordance with manufacturer recommendations, ASME A17.1 requirements, and VA maintenance standards.

· Any equipment currently designated as inactive or not utilized shall still be maintained in a safe condition unless formally removed from service by the Government.

4.2 Vancouver Division – Vancouver Campus

4.3 Critical Equipment Response Requirements

The following elevators and cartlifts are considered mission critical and require immediate emergency callback response when out of service:

Portland Campus

· Any two (2) or more Patient Elevators P1-P4 in Building 100

· Any two (2) or more Service Elevators S1-S6 in Building 100

· Elevator S8 – Emergency Room Elevator

· Elevator P1 in Building 16

· One (1) of Patient Elevators P7-P8 in Building 101

· One (1) of Patient Elevators P9-P10 in Building 103/104

· One (1) of Cartlifts 3 or 4 in Building 100 Vancouver Division

· Elevators P1 and P2 in Building 11

· Elevator S1 in Building 11

· Elevator P4 in Building 20

· Elevator P1 in Building 27 Emergency callback service shall be provided within two (2) hours of receipt of requests (telephone or otherwise) from the VA.

Any elevator entrapment involving patients, staff, or visitors shall receive immediate priority response. All critical responses should be completed as quickly as possible.

Callback services shall be rendered at any hour of any day of the week at no additional charge to the Government, except when cause is other than Contractor’s responsibility. The contractor shall commence work within two (2) hours of service request and if the job cannot be completed, due to lack of parts, he is to notify the COR, Facilities Management Service or the Energy Center.

4.4 General Equipment Requirements

The Contractor shall verify all equipment information, machine types, controllers, conveyance numbers, serial numbers, and associated systems during the pre-award site visit and prior to contract startup. Any discrepancies identified shall immediately be reported to the COR for correction and inclusion into the final contract inventory.

The Contractor shall maintain all traction elevators, hydraulic elevators, cartlifts, dumbwaiters, and associated vertical transportation systems in accordance with:

· Manufacturer recommendations

· ASME A17.1

· ASME A17.2

· ASME A17.3

· NFPA requirements

· VA Vertical Transportation standards and policies The Contractor shall maintain all active and inactive equipment in a safe operating condition unless specifically removed from service by the Government.

5. PREVENTIVE MAINTENANCE REQUIREMENTS

The Contractor shall furnish a complete Preventive Maintenance Control Program (MCP) within thirty (30) calendar days after award.

Preventive maintenance shall include, at a minimum:

· Monthly inspections

· Lubrication

· Cleaning

· Rope inspections

· Safety device inspections

· Door system adjustment

· Controller diagnostics

· Ride quality adjustments

· Fire service operational checks

· Emergency power operational checks

· Hydraulic system inspections

· Governor inspections

· Machine and brake inspections Completed maintenance checklists shall be submitted monthly with invoices.

The Contractor shall utilize applicable ASME A17.2 inspection checklists for all maintenance documentation.

PART 5.1 – MAINTENANCE HOURS

5.1.1 MAINTENANCE HOURS REQUIRED

Maintenance schedules will vary depending on the type of elevator, controller configuration, age of equipment, frequency of use, number of landings served, and door configurations. Additional maintenance hours shall be added for elevators with additional floors, rear openings, complex dispatching systems, or high-use hospital applications. There shall not be more than 3 callbacks per elevator per contract year.

The following minimum maintenance hours shall apply:

5.1.2 ADDITIONAL MAINTENANCE REQUIREMENTS

Additional maintenance hours shall be incorporated for:

· Rear door openings

· Multiple car group dispatching systems

· High-rise applications

· Heavy-duty hospital service usage

· Freight applications

· Emergency room service elevators

· Equipment operating on emergency power systems

· Obsolete relay logic systems

· Specialized healthcare operations The Contractor shall provide one on-site certified elevator technician to maintain all vertical transportation equipment in safe and reliable operating condition regardless of the minimum hours identified above.

The Government reserves the right to require adjustments to maintenance schedules if equipment performance, reliability, or callback frequency demonstrates that additional maintenance time is required.

Maintenance hours identified herein are minimum requirements and shall not relieve the Contractor of responsibility to provide all labor necessary to maintain the equipment in compliance with this Statement of Work, manufacturer recommendations, ASME A17.1 requirements, and VA standards.

5.1.3 CLEANING SERVICES

All parts, equipment, sheaves and beams, counterweights frame, top of cars, bottom of platforms, hatchways, pits and machines room floors shall be kept clean. Contractor shall clean, remove dirt, lint, excessive grease on the machines, motors, controls and associated equipment and accessories. Car tops and pits are to be cleaned at least each time the machine is inspected, serviced or repaired. Pit cleaning will include removal of rubbish, debris, spillage, and drippings. Contractor shall wipe down all machinery and keep it free of dust. Oily rags will be placed in proper type contractor furnished containers, which shall be removed from the premises and disposed of weekly or when full.

5.1.4 LAMP REPLACEMENT

Car top lights, pit lights, hoist way lights, floor signal lights and operational control lights are to be kept operational by the Contractor. Contractor shall check all lamps at the time of required maintenance and shall immediately replace those found to be inoperable.

6. INDEPENDENT INSPECTION REQUIREMENTS

6.1 Government Independent QEI Inspector

Category 1, Category 5, acceptance inspections, periodic inspections, and code witnessing inspections shall be performed and witnessed by an independent ASME QEI-1 Certified Elevator Inspector contracted separately by the Government.

The maintenance contractor shall not perform the role of the independent inspection authority.

The Contractor shall provide qualified elevator mechanics and all required assistance necessary to perform testing during inspections.

6.2 Testing Responsibilities

The Contractor shall perform all required testing including but not limited to:

· Safeties

· Governors

· Buffers

· Terminal stopping devices

· Fire service operation

· Emergency power operation

· Door force testing

· Relief valve testing

· Hydraulic leakage testing The Contractor shall supply all labor, tools, test equipment, and weights required for testing.

Category 5, Five-year full-load testing shall include sufficient personnel in addition to the assigned mechanic. Liquid ballast shall not be permitted for load testing.

7. EMERGENCY CALLBACK SERVICE

7.1 Response Requirements

Emergency callback service shall be available twenty-four (24) hours per day, seven (7) days per week.

The Contractor shall respond onsite within two (2) hours of notification for:

· Entrapments

· Elevator shutdowns

· Emergency failures

· Unsafe operating conditions Entrapments shall receive immediate priority response.

If a technician cannot respond within the required timeframe, the Contractor shall immediately notify the COR with estimated arrival time.

The Government reserves the right to obtain emergency service from another source if Contractor response is inadequate. Costs incurred may be charged back to the Contractor.

8. FIRE SERVICE AND EMERGENCY POWER TESTING

8.1 Monthly Fire Service Testing

The Contractor shall participate in and document monthly fire service recall testing as required by NFPA 101.

8.2 Emergency Generator Testing

Assigned mechanics shall participate in all monthly emergency generator testing.

Typical schedules are:

· Portland Campus: Last Thursday of each month, 0445–0645 hours

· Vancouver Division: First Thursday of each month, 0445–0645 hours

8.3 Annual Smoke Recall Testing

The Contractor shall participate in annual smoke recall testing during off-hours/weekend periods.

Approximate durations:

· Portland Campus: 12 hours annually

· Vancouver Division: 8 hours annually

9. PERFORMANCE REQUIREMENTS

The Contractor shall maintain the following minimum performance standards:

All elevators shall operate safely, reliably, and in accordance with manufacturer design criteria and ASME A17 code requirements.

10. PERSONNEL QUALIFICATIONS

10.1 Elevator Mechanics

All mechanics shall:

· Be directly employed by the Contractor

· Be certified elevator mechanics

· Have a minimum of five (5) years of recent elevator experience

· Be factory trained on applicable controller and drive systems

· Maintain current OSHA 10 certification Certification of experience shall be provided at time of offer submission or at request.

10.2 Supervisors

Supervisory personnel shall have a minimum of five (5) years of experience supervising elevator maintenance operations of similar scope and complexity.

11. SAFETY REQUIREMENTS

The Contractor shall comply with:

· OSHA regulations

· VA safety policies

· Lockout/tagout procedures

· Confined space requirements

· Hot work permit requirements

· Infection control procedures All elevator pits shall be treated as permit-required confined spaces unless otherwise reclassified by the VA. Contractor shall coordinate all elevator pit work with COR to get correct permit and safety precautions.

12. EXCLUSIONS

The following items are excluded unless separately authorized by the Contracting Officer:

· Cab refinishing

· Flooring replacement

· Hoistway enclosure refinishing

· Underground hydraulic piping replacement

· Hydraulic cylinder replacement

· Building electrical service upgrades

· Fire alarm system repairs

· Sprinkler system repairs

· Structural modifications

13. REPORTING REQUIREMENTS AND DELIVERABLES

The Contractor shall provide:

· Monthly maintenance reports

· Emergency callback reports

· Rope condition reports

· Deficiency reports

· Inspection support documentation

· Test documentation

· Equipment downtime reports All documentation shall be submitted to CO and/COR. Service tickets shall be signed by VA personnel upon completion of work. At night, weekends, or holidays, the Contractor will deliver service or repair tickets to the Energy/Controls Center. At all times, it is the responsibility of the contractor to check in/out with Energy/Controls Center. If work is conducted in Vancouver after hours, the Energy Center can be contacted by phone at (503) 273-5268.

14. CONTRACTOR RESPONSIBILITIES

14.1 The Contractor shall:

· Maintain all diagnostic equipment

· Maintain parts availability

· Maintain updated wiring diagrams

· Maintain 24-hour emergency contact capability

· Coordinate all shutdowns with the COR

· Maintain adequate staffing levels

· Provide all tools and test equipment The Contractor shall not modify elevator control systems, wiring, or operational sequencing without prior written authorization from the Contracting Officer.

14.1.2 Parts

The Contractor shall own and maintain an efficient amount of replacement parts, by the original manufacture or approved equal, to maintain the equipment in a first class and safe operating condition. All diagnostic equipment, microprocessor printed circuit boards, solid-state circuitry parts and reprogramming capabilities are of the original manufactures’ parts only. These parts shall be made available for inspection upon request of the Government.

14.1.3 Shutdown of Elevators

The Contractor shall notify the COR, or their designee, twenty-four (24) hours in advance of scheduled equipment shutdowns. The Contractor shall provide and post signs at each floor to inform personnel that elevator is down for service or repairs.

NOTE: An elevator shutdown is considered to be a service or work interrupting an elevator for more than fifteen (15) minutes at any one time.

15. QUALITY ASSURANCE

The Government reserves the right to conduct independent inspections and performance audits at any time during the contract period.

Failure to maintain required performance standards may result in:

· Deficiency notices

· Re-inspections

· Payment deductions

· Corrective action requirements

· Contract remedies

16. PERFORMANCE PERIOD

17. WORKING HOURS

Regular working hours are 7:00 AM to 4:00 PM PST, Monday through Friday except for Federal Holidays. Any work performed outside these hours must be approved by the CO (Contracting Officer) or COR prior to being done. If work is done outside the normal working hours without CO or COR approval, the contractor runs the risk of not being paid for this work. Work outside these hours at the request of the Contractor to accomplish contracted items shall not result in any increase in price.

18. OTHER REQUIREMENTS

Efforts will be made by the contractor to minimize disruption to VA patients and employees (i.e. reschedule if work interferes with daily normal operation(s), and the access of equipment when convenient to the needs of the VA, etc.).

Contractor must maintain cleanliness of work areas and minimize dust and contaminants to areas adjacent to the job site.

Contractor must meet Federal Information Processing Standard (FIPs) 201 for Personal Identity Verification (PIV) badging requirements.

Contractor shall comply with Security and law enforcement at VA facilities as outlined in Title 38 CFR 1.218.

19. RECORDS MANAGEMENT OBLIGATIONS

19.1 Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

19.2 Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VA contract.

4. may include deliverables and documentation associated with deliverables.

19.3 Requirements

19.3.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

19.3.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

19.3.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

19.3.4 VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

19.3.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

19.3.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

19.3.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

19.3.8 The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

19.3.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

19.3.10 The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

19.4 Training.

All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.