PWS - Elevators Maintenance and Repairs Services.doc

PERFORMANCE WORK STATEMENT (PWS)

Elevators Maintenance & Repair Services Part 1

1. General:

The Stratton VA Medical Center in Albany New York is seeking proposals for Elevators Maintenance and Repair Services. The intent is to cover preventive maintenance and repairs on all elevators in the inventory listed below, as stipulated in this scope of work. Note: a current elevator replacement contract is underway for the main hospital cars only (1-10) Currently 6 of the 10 cars are completed. By June 2020, all 10 cars will be fully upgraded

1.1 Description of Services/Introduction: Proposals shall address personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform elevator maintenance and repair service as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this requirement.

1.2 Background:

Main Hospital Building #1: Front Passenger Side Cars 1-5 500 FPM

1. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

2. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

· Note -this car will be in construction during contract award

3. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

4. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

5. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

Main Hospital Building #1: Rear ‘service’ Side Cars 6-10 500 FPM

6. Imperial Gearless / MCE -idrive: (Sub Basement to 11th floor)

· Note – this car will be construction during contract award

7. Imperial Gearless / MCE -idrive: (Sub Basement to 11th floor)

8. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

9. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

10. Imperial Gearless / MCE -idrive: (Basement to 11th floor)

Pharmacy Elevator:

1. Schindler Hydraulic - Pharmacy Elevator 100 FPM (Basement to 1st Floor)

Building # 67:

1. Thyssen Krupp – Hydraulic: 200 FPM (Basement to 3rd floor)

Building # 27 Nuclear Medicine:

1. Hydraulic elevator, installed in 2019 (1st to 2nd floor)

2. Hydraulic elevator, installed in 2019 (1st to 2nd floor) Building # 26 Radiation Therapy:

1. Hydraulic elevator, Montgomery Hydraulic (1st to 2nd floor) – new controls in 2019 Building #1 Dumbwaiter:

1. (2nd to 3rd floor C-Wing, Operating Room) – new 2019 Special Notes of Potential Relevance:

· Only Cars # 6, and #7 are the “large” cars that go to the Sub-Basement.

· Car #9 is designed to operate the TUG Robot. TUG by AETHON has the controls when car is called by the Robot.

· Cars 1-10 in the main hospital have installed a patient wondering system (Wonder guard) to prevent unauthorized patient use of an elevator. This system can be overridden by a clinician using the in-car keypad to transport patients to desired floor.

· Car # 6 (primary), Car #7 (secondary) is used for CODE BLUE internal Medical Emergency situations when CODE is initiated.

· Building #67 car is controlled from the lobby with a proximity card reader for security purposes.

1.3 Objectives: The requirement is to produce a tangible, implementable solution that assures safe efficient operation of the elevators in the inventory at the Stratton VA Medical Center.

1.4 Scope: Services to be provided are:

· Preventive Maintenance

· Emergency Response

· Repairs

· Operation of car for the purpose of 3rd party inspections

1.5 Period of Performance: The period of performance shall be for one (1) Base Period of twelve (12) months and four (4) 12-month Option Years. The Period of Performance reads as follows:

· Base Period: October 1st, 2020 – September 30, 2021

· Option Year I: October 1, 2021 – September 30, 2022

· Option Year II: October 1, 2022 – September 30, 2023

· Option Year III: October 1, 2023 – September 30, 2024

· Option Year IV: October 1, 2024 – September 30, 2025

1.6 General Information

1.6.1 Quality Control Program (QCP): The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract to include written maintenance records, Maintenance control program and compliance with ASME A17.1 The QCP is to be delivered with the contractor’s proposal. 3 copies of a comprehensive written QCP shall be submitted to the Contracting Officer and the Contracting Officers Representative. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Contractor Requirements:

The contractor shall:

· Be a firm regularly engaged in the repair, maintenance and servicing of vertical transportation systems, hereinafter referred to as elevators.

· Have expertise, experience, and regular business to include the repair, maintenance and servicing of both traction type machines and hydraulic machines of the passenger, freight and hospital type elevators.

· Address repairs and emergency calls as outlined in the PWS.

· Possess all the manpower, equipment, tools, and ready sources of parts as necessary to promptly, skillfully, and expertly carry out the conditions of the requirement.

Contractor shall obtain all licenses, permits, and insurance required to perform the work in this statement of work at the time of the award. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer prior to commencing work.

Contractor shall comply with the most recent applicable codes and standards as outlined in this SOW.

Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. Contractor shall have a minimum of five (5) years of current (within the past seven (7) years) of successful experience maintaining elevator equipment identical or similar to the vertical transportation equipment listed in this contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.

The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of the contract manager and an alternate shall be designated in writing to the CO/COR prior to the contract start date. Changes to personnel shall be submitted to the Government within five (5) working days of the changes. The Contract Manager or alternate shall have full authority to act on all contract matters relating to the daily operation of the contract. The Contract Manager or alternate shall be available to speak/meet with the CO/COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.

Contractor shall provide Elevator Mechanics/Technicians who have completed an Apprenticeship Program and passed the Mechanic/Technician Examination approved and certified by the U.S. Department of Labor. Certified Elevator Mechanics/Technicians shall have technical qualifications of at least five (5) years of successful experience in the elevator industry. Apprentices shall be actively pursuing Certified Elevator Mechanic/Technician status. Certificates shall be submitted to the CO/COR.

All employees of the contractor performing work under this contract at the VAMC for more than forty (40) hours over contract period shall have completed up to one hour of Infectious Control training provided by the VA.

All employees of the contractor shall have completed a 10-hour OSHA Safety Course. Certificates of completion shall be submitted to the CO/COR.

The selection, assignment, and management of contractor’s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VA/VAMC or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent.

The contractor shall be responsible for the installation of signs and/barricades as related to equipment and/or systems as deemed necessary by the facility POC/COR.

1.6.3 Recognized Holidays: Contractor may schedule preventive maintenance services during these recognized Holidays, if the contractor so desires. These PM services during these recognized federal holidays would result in slower elevator traffic which may be desirable for the contractor.

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00am to 4:30pm for scheduling (preventive maintenance services) Monday thru Friday except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work under this contract will be performed at the Stratton VA Medical Center @ 113 Holland Avenue, Albany New York 12208. All elevators in the listed inventory are on the Hospital campus.

1.6.5.1 Site Visit: Due to Covid-19 situation, a site visit will not be conducted.

1.6.6 Type of Contract: The government will award a firm fixed price.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have a contractor’s badge with photo ID at time of the proposal. The security requirements are in accordance with VA Police policies and procedures.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government:

Kenneth Eigen – Chief Engineer. Michael Fenton – Assistant Chief Engineer. Mark Zakrzewski – Maintenance & Operations Manager. Thomas Martone – Facilities Supervisor.

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m. Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

Qualifications for all key personnel are listed below: All mechanics Journeyman level or higher are to be properly trained and schooled in the fundamentals and safe operation of elevators per ASME Codes and standards editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs, including but not limited to:

Elevator Industry Field Employees’ Safety Handbook

International Building Code (IBC)

American Society of Mechanical Engineers (ASME):

A17.1 - Safety Code for Elevators and Escalators

A17.2 - Inspectors Manual for Electric Elevators and Escalators

A17.3 - Safety Code for Existing Elevators and Escalators

A17.5 - Elevator and Escalator Electrical Equipment

A17.6 - Standard for Elevator Suspension, Compensation, and Governors A18.1 - Safety Standard for Platform Lifts and Stairway Chairlifts

QEI-1 - Standard for the Qualification of Elevator Inspectors

National Fire Protection Association (NFPA):

NFPA 13 - Standard for the Installation of Sprinkler Systems

NFPA 70 - National Electrical Code (NEC)

NFPA 72 - National Fire Alarm and Signaling Code

NFPA 101 - Life Safety Code

NFPA 252 - Fire Test of Door Assemblies

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor employees must wear contractor uniform with clear marking for company logo. Contractor must also wear government issues contractor badge at all times when working on federal property.

1.6.13 Other Direct Costs:

The Contractor shall furnish and install all parts that are new and to the original manufacturer's design and specification or equal to ensure all elevators in this performance work statement remain functional at all times. Parts for the purpose of preventive maintenance will be included in the offeror’s proposal. Parts used for the purpose of general reoccurring repairs will be included in the offeror’s proposal. The Contractor is responsible for replacement of all light bulbs in elevator shafts on top and bottom of cars, hoist way crawl spaces, etc.

1.6.14 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. DEFINITIONS

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end-product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

PART 3

SPECIFIC TASKS

3. Specific Tasks:

3.1 Basic Services. The contractor shall provide services for

* Preventive Maintenance

* Non-Emergency Repairs

* Emergency Repairs

* Operation of the cars for the purpose of elevator inspections

3.2 Preventive maintenance service will be conducted on the elevators in the inventory above for a total of 2 hours per month per car listed in the inventory. These services will include, but not limited to cleaning pits, top of cars, lubricating, greasing, and adjusting as per manufactures recommendations and best practice. It is the contractor’s responsibility to provide all necessary materials and required labor to perform preventive maintenance services.

Preventive maintenance schedule will be set by the contractor however must be coordinated with the VA for work to be performed during normal business hours M-F 8am to 4:30pm. Contractor must schedule PM service during those times but will have the flexibility to schedule at their work-load. Unless extenuating circumstances are present, the VA will turn the car over upon the technician’s arrival. In the event a stalled car is awaiting repairs, the PM services will need to be rescheduled as not more than 2 elevator cars, in one bank, can be out at one time during business hours.

3.3 Non-Emergent Repairs these types of repairs typically fall out of normal business hours on nights, weekends, holidays. It is the intent of this contract that all cars remain functional at all times, however, call back service for non-emergent issues will be initiated at the discretion of the VA. Non-emergent issues are defined as car not moving or not functioning as designed, i.e., car is empty but not moving, doors will not open, or close, car is stalled with no one in it.

Non-emergent issues will be handled during normal business hours 8am to 4:30pm Monday through Friday.

An elevator that has been identified as not functioning or has stalled or is not moving will be called by the VA point of contact. In the event the needed repairs go over the hours of operation, the vendor must receive prior approval from the VA contracting representative. It is at the discretion of the VA to ‘allow’ a car to remain out of service for a period of time to allow needed repairs during the 8:00am to 4:30pm time frame to avoid costly overtime repairs. (example of a ‘non-emergency repair” – Saturday afternoon car is identified as not working properly. All other cars functioning properly. VA waits to call this in until Monday Morning during normal working hours).

3.4 Entrapment and/or emergency evacuations will be handled on a 24/7 365 days a year basis with a guaranteed response time of 1-hour. Upon arrival of the elevator technician the VA contracting representative and/or VA Police will hand over the keys to the technician. It is the VA’s intent on any given time of an entrapment that 911 is initiated with the Albany Fire Department.

Emergency repairs will be handled on a 24/7 365 day a year situation where critical patient care is compromised such as, but not limited to, stalled or non-functioning code elevator or critical system malfunction that limits access to the sub-basement for cars 6 and 7 or critical patient transport.

3.5 Car Operation for Inspection the VA will contract separately for elevator annual inspections and 5-year full load testing for certificates of operation with an independent licensed inspector. However, upon contracting these inspection services, the contractor will be required to “operate” the car for these required inspections. Additionally, in the event there is a need for an electrical interruption that affects the elevator operation, the contractor will be required to support the VA with ensuring the affected cars are systematically shut down and returned to service prior to and after the electrical work is completed. These situations, rare, but may occur, will be scheduled far in advance with the elevator company to allow proper resources and labor to accommodate the VA work.

PART 4

APPLICABLE PUBLICATIONS

4. Applicable Publications (Current Editions)

4.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures including but not limited to:

1. Publications listed herein form a part of this statement of work. Elevators shall meet the requirements of code editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs on the date the installation contract was signed or when alterations were performed.

2. Elevator Industry Field Employees’ Safety Handbook

3. International Building Code (IBC)

4. American Society of Mechanical Engineers (ASME):

A17.1 - Safety Code for Elevators and Escalators

A17.2 - Inspectors Manual for Electric Elevators and Escalators

A17.3 - Safety Code for Existing Elevators and Escalators

A17.5 - Elevator and Escalator Electrical Equipment

A17.6 - Standard for Elevator Suspension, Compensation, and Governors

A18.1 - Safety Standard for Platform Lifts and Stairway Chairlifts

QEI-1 - Standard for the Qualification of Elevator Inspectors

5. National Fire Protection Association (NFPA):

NFPA 13 - Standard for the Installation of Sprinkler Systems

NFPA 70 - National Electrical Code (NEC)

NFPA 72 - National Fire Alarm and Signaling Code

NFPA 101 - Life Safety Code

NFPA 252 - Fire Test of Door Assemblies

PART 5

ATTACHMENT/TECHNICAL EXHIBIT LISTING

5.Attachment/Technical Exhibit List:

5.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary: Vendor to provide objectives to meet PRS#1 for preventive maintenance. Minimal 2 hours of preventive maintenance / per car in the inventory, per month.

5.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

5.3. Attachment 3/Technical Exhibit 3 – Estimated Workload Data

QUALITY ASSURANCE SURVEILLANCE PLAN

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. These thresholds are critical to mission success.

Performance Objective

(The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The contractor shall provide preventive maintenance services to all elevator cars in the inventory.

PRS # 2

Non emergent repairs

4-hour on site response time when vendor is notified.

PRS # 3

Emergency Response / entrapment

2-hour on site response when vendor is notified.

DELIVERABLES SCHEDULE

Preventive maintenance documented 2 hours per month per car

Kenneth.eigen@va.gov No later than 5 days after maintenance activity.

Kenneth.eigen@va.gov No later than 5 days after activity.

Field Reports

Kenneth.eigen@va.gov Hard copy at time of visit, No later than 5 days for email copy.