REVISED SOW_Elevator Inspection Services Contract Base Year - FY26_update.docx

STATEMENT OF WORK (SOW)

as of 14 JULY 2025

1. Contracting Officer’s Representative (COR)

2. Contract Title.

Elevator Inspection Services for VA Portland Health Care System (VAPORHCS).

3. Background. Service to provide elevator inspection services for the Elevators & Cartlifts listed in the equipment inventory (Section C.3).

4. Scope.

C.1 Scope of Contract

The contractor/vendor shall furnish the necessary personnel, material, equipment, materials, supervision and facilities (except as otherwise specified), to perform the Statement of Work / Specifications referenced in this solicitation.

The Contractor will provide elevator inspection services to the VA Portland Health Care System, Portland and Vancouver Campuses, to ensure the elevators operate safely, and are in compliance with all required safety codes. All inspection services will be documented and provided on a semiannual basis (every six months). The contractor/vendor is responsible for scheduling the inspection services at least 4 weeks in advance through the VA POC or designated VA representative. This contract will have a base year and 4 option years.

VA Point of Contact (POC): Contracting Officer’s Representative (COR)

· Katherine Masko Chief, Maintenance and Repair, FMS

· Phone Number: (503) 721-1490

· Email: Katherine.Masko@va.gov

Specific Tasks

Inspection services include that the contractor/vendor shall:

a. Test elevators as specified in the presence of, and with the assistance of, the VA POC or designated VA representative.

b. All inspection and tests shall be to industry practices and procedures, as well as the regulations contained, in the most recent issues of the following guidelines (to include published supplements) as listed at http://www.asme.org

i. ASME A17.1 (Safety Code for Elevators and Escalators)

ii. ASME A17.2 (Inspectors Manual for Elevators), and

iii. ASME A17.3 (Safety Code for Existing Elevators and Escalators)

c. All inspection procedures outlined in the “Inspectors’ Manual for Hydraulic Elevators” ASME A17.2 and QEI-1 shall apply.

d. The inspector will furnish test instruments and materials, including properly marked test weights, voltmeters, amp probe, sound level meter, centigrade thermometers, light meter, stopwatch, megger, pressure gauges, and direct reading tachometer for completing tasks.

e. All tests must be performed by a current Qualified Elevator Inspectors (QEI) certified elevator inspector.

Test Requirements

a. Speed Load Runs: Speed test with no load, 50 percent load, and contract load shall be made in both directions before the full load run test and after the full load run test.

b. Full Load Run Test: The elevator needs a test for a period of having a one-hour continuous run, with specified full load in the car. During the test run, stop the car at all floors in both directions of travel, for a standing period of not less than eight, nor more than twelve, seconds per floor. The elevator starting, stopping, acceleration and deceleration shall remain consistent during the test.

c. Temperature Rise Test: Test motors during Full Load Run Test demonstrate that the temperature rise under operating conditions in the building will not exceed 40 degrees Celius, above ambient, when measured with a thermometer or other approved means. Do not make full load run tests, until constant temperatures are reached, on all such pieces of equipment.

d. Car Leveling Test: Test elevator car leveling device for accuracy by leveling at all floors with no load, 50% load, and full load in car, in both directions of travel before and after the temperature rise test. Accuracy of floor leveling, as specified, shall be within plus or minus, 1/4 inch of level with any landing floor for which the stop has been initiated (with a definite range of distance in advance of the landing), regardless of load in car or direction of travel. The car leveling device shall automatically correct over travel, as under travel and shall maintain the car floor within plus or minus ¼ inch of level with the landing floor regardless of change in load.

e. Setting of the Car-Door Contacts: Measure the position of the car door at which the car may be started. The distance from full closure shall not exceed that required by ASME A17.1. This test shall be made with the hoist way doors closed, or the hoist way door contact inoperative.

f. Setting of Interlocks: Measure the position of the hoist way door at which the car may be started and shall not exceed ASME A17.1 requirements.

g. Overload Devices: Test all overload current protection devices in the system at final inspection.

h. Safety Devices: Test all safety and limit switches for proper operation and actuation.

i. Operating and Signal Systems: Operate the care by the operating devices provided. The operation, signals, and automatic floor leveling shall function in accordance with the requirements specified. Starting, Stopping, and leveling shall be smooth and comfortable, without bumps or jars.

j. Working Pressure: Verify working pressure of the hydraulics system by pressure gauges placed in the system line. Take readings in the machine room with no load, 50% load, balanced load, and full load in car.

k. Test automatic shutoff valve for proper operation annually.

l. Insulation Resistance: Elevator’s complete wiring system shall be free from shorts and grounds, and the insulation resistance for the system shall be determined by the use of a megger.

m. Evidence of malfunction in any tested system or parts of equipment or component part that occur during, or as the result of, the tests, shall be recorded and a recommendation for corrective action made in the test report.

C.2 Service Locations

Portland Campus Address:

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

Vancouver Campus Address:

Portland VA Vancouver Division 1601 E. Fourth Plain Blvd.

Vancouver, WA 98661

Point of Contact (POC): Contracting Officer’s Representative (COR), Katherine Masko, Phone Number (503)721-1490, email Katherine.Masko@va.gov

C.3 Equipment Inventory breakdown

PORTLAND, OREGON

CARTLIFTS & DUMBWAITERS:

A. CL 1, 2 and DW 1 are not utilized currently. ECU dumbwaiter from B1 to the 1st floor.

VANCOUVER, WASHINGTON

C.4 Contract Specifications The attachments to the Statement of Work/Specifications listed in this solicitation are hereby made part of this solicitation, and any resultant contract award.

· 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.)

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

· Vendor must meet Federal Information Processing Standard (FIPs) 201 for Personal Identity Verification (PIV) badging requirements, IAW (in accordance with) FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel.

· Vendors will furnish all transportation, equipment, tools, and labor to accomplish this job. Hand tools, multimeter, laptop, software, etc. Whatever is needed to troubleshoot and repair the equipment. In some cases, this may involve proprietary items.

· Vendor employees will comply with the Standards of Conduct on VA property outlined in title 38 CFR section 1.218, which can be found posted at the entrance to the applicable VA Medical Center.

C.5 Contract Time The contract time is from October 1st, 2025, through September 30th, 2026, for the base year, and the 4 option years to follow:

C.6 Site Visit If needed the contractor must request, a site visit with the COR Katherine Masko, via email Katherine.makso@va.gov.

C.7 Deliverables

Written deliverables of all inspection reports and copies of all correspondence requiring a signature shall be sent to the COR and the CO within 3 weeks of inspection services completion. Original invoices shall be sent to VA Financial Services Center (FSC). All electronic submissions shall be in PDF, Word, or Excel format.

The Contractor/Vendor shall provide a report for each elevator containing the results of all tests performed to include all figures and measurement values for testing procedures (temperatures, pressures, speeds), and a separate list of deficiencies for each elevator, and what corrective action is required for problems that were found. This typed report shall be submitted no later than 30 days after the final day of inspection.

C.8 Working Hours

Regular hours are 7:30 AM to 4:00 PM PST, Monday through Friday except for Federal Holidays. Any work performed outside these established hours must be approved by the contracting officer prior to being done. If work is done outside the normal working hours without CO approval the contractor runs the risk of not being paid for this work.

LEGAL HOLIDAYS

(a)The Federal Government observes the following days as federal holidays.

*If the date falls on a Saturday, the federal holiday is the preceding Friday. If the date falls on a Sunday, the federal holiday is the following Monday.

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

C.9 Performance Period

The performance period of this contract is anticipated to be 1 year or 365 days for the base year.

C.10 Job / Project Magnitude

The additional service magnitude, of this contract has an estimated price range, of $15,000.00 - $32,000.00 per job.