Rapid_Elevator_SOW.pdf

December 4, 2018

Sioux San Hospital Rapid City Service Unit/DHHS/IHS

Elevator Service Contract

Prepared By:

LCDR Craig Grunenfelder

Rapid City Service Unit / IHS 2

STATEMENT OF WORK

A. PURPOSE OF CONTRACT:

The Rapid City Service Unit currently has three (3) elevators: two (2) of which are roped hydraulic and one (1) traction.

These elevators need routine servicing, inspection and repair in accordance with applicable codes, standards and specifications. The elevators are tied into the fire detection system and emergency power system. Also, at times when elevators break down, they need timely emergency repairs to bring them back on-line.

B. GOVERNMENT FURNISHED EQUIPMENT, FACILITIES AND PROPERTY:

Government will provide access to the equipment.

C. CONTRACTOR FURNISHED EQUIPMENT, FACILITIES AND PROPERTY:

Contractor shall provide the following items: provide full preventive maintenance service and emergency call back service on the following elevators:

Elevator #1 Passenger, Hydraulic roped Building 01 Hospital 4 stop Elevator #2 Passenger, Traction Building 01 Hospital 3 stop Elevator #3 Passenger, Hydraulic roped Building 02 Lakota Lodge 4 stop

All elevators are to be serviced monthly.

1. Requirements

a. Contractor shall provide monthly full maintenance inspections of the elevators (total of 12 routine maintenance visits). Routine maintenance shall be made during the normal business hours, Monday through Friday from 7:30 am to 4:00pm. Contractor shall notify the Facility Manager or Maintenance Foreman prior to commencement of providing services. Contractor shall utilize a written service receipt to record each visit.

This receipt shall indicate date, hours on site, technician name, and elevator serviced.

Type of service shall be recorded. The receipt shall be signed by the Facility Manager or Maintenance Foreman and a copy shall remain with the Hospital.

b. Contractor shall clean, adjust and lubricate the equipment and determine the nature and extent of any maintenance required to restore the elevators to operational service and, if conditions warrant, furnish and install parts as noted herein. All equipment, materials and installation shall conform to the American National Standard Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walks, ANSI, A17.1-1978 and the American Standard practice for Inspection of Elevators, Inspectors Manual, A1 1.2- 1979.

c. Additional work outside of the scope of this contract requires a price quote, purchase order, and scheduled start date prior to commencing work. The Government will not be obligated to pay for services performed outside of the scope of this contract without an authorized purchase order. Additional work may be bid competitively for cost effectiveness.

d. The Contractor shall submit a detailed written plan of action to the Facility Manager whenever unresolved problems occur three times on the same elevator. Whenever the same problem reoccurs on the same elevator three times the Hospital requires an analysis of the corrective action required to resolve the problem.

e. Contractor shall provide, along with bid package, the name and telephone number of service technician who will be performing this contract work. Also provide a resume of

Rapid City Service Unit / IHS 3 service technician, along with years of experience of working on various manufacturers’ equipment.

2. Cleaning, Lubrication and Adjustment Services – Routine Maintenance:

a. Contractor shall correct any observed deficiency. If additional work within the scope of this contract is needed, record additional work requirements on receipt and notify the Facility Manager or Maintenance Foreman. Contractor shall schedule additional work with the Facility Manager if the work cannot be performed during the visit in which it was observed.

b. Contractor shall provide at a minimum one (1) hour service on each elevator during each scheduled routine maintenance. Time spent on callback service and at inspections does not qualify as time required for scheduled maintenance.

3. Parts and Materials

a. Contractor shall furnish necessary cleaning supplies, vacuum cleaner, etc.

b. Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies and tools necessary to perform the work described herein. All lubricants shall be as recommended by the manufacturer of the individual equipment.

c. Contractor shall not supply and replace fluorescent lamps for car light fixtures.

Contractor shall not supply and replace floor covering on elevator car platforms.

d. Contractor shall provide all parts valued at $100.00 or less under this contract at no additional charge to the government. Parts that are required and are over $100.00 will be purchased under a separate purchase order. Contractor shall not install parts over $100.00 prior to receiving approval from the government-authorized representative.

4. Emergency Service

a. Contractor shall provide emergency call back service. Contractor shall respond by telephone within four (4) hours from the time a call for service is made by the Facilities Manager or designee. Contractor shall be on site within four (4) hours from the time of the call response if two (2) or more elevators are inoperable OR the contractor shall be on site within twenty four (24) hours from the time of the initial call if only one elevator is inoperable unless the situation isn’t considered an emergency and another mutually agreed upon time will meet the government’s needs.

b. This emergency callback service shall be provided 24-hours a day, seven days a week.

Travel time, mileage and the first two hours of emergency callback service is included in the contract. Any time spent beyond the first two hours the government shall pay the additional hours.

5. Safety Tests (required every 5 years)

a. Safety Tests Roped Hydraulic Elevators – At the beginning of the service contract perform a full load, full speed test of the safety mechanisms, over speed governors and car buffers. If required, recalibrate and reseal the governor for proper tripping speed.

For service contract years 2 thru 4 conduct an annual no load test and an annual pressure relief valve test.

b. Safety Tests Traction Elevators – At the beginning of the service contract perform a full load, full speed test of the safety mechanisms, over speed governors and car and counterweight buffers. If required, recalibrate and reseal the governor for proper tripping speed and check the elevator car balances. For service contract years 2 thru 4 conduct an annual no load test. As required by Code measure the coated steel belts for factor of safety using a method approved by the manufacturer.

Rapid City Service Unit / IHS 4

D. DELIVERY SCHEDULE AND PAY SCHEDULE:

1. Payment shall be made on a monthly basis for services performed thereafter.

2. The Contractor shall submit an original invoice and two copies (or electronic invoice) to the address designated in the contract to receive invoices. Invoices shall include:

a. Name and address of the Contractor;

b. Invoice date;

c. Contract Number, contract line item number and, if applicable, the order number;

d. Description, quantity, unit of measure, unit price and extended price of the items delivered;

e. Cost shall be broken out and listed per line item, lump sums are not acceptable;

f. Shipping number and date of shipment including the bill of lading number and weight of shipment if shipped on Government bill of lading;

g. Terms of prompt payment discount offered;

h. Name and address of official to whom payment is to be sent; and

i. Name, title, and phone number of person to be notified in event of defective invoice.

E. REPORTING REQUIREMENTS:

1. Submittals shall contain the following:

a. Proposed schedule of on-site service dates.

b. Contractor shall provide, along with bid package, the name and telephone number of service technician who will be performing this contract work. Also provide a resume of service technician, along with years of experience of working on various manufacturers’ equipment.

c. Proposed Technician’s checklist that he/she will use to insure all tasks identified in the Scope of Work section are completed.

2. Inspection Reports

a. Contractor shall report to the Maintenance Foreman or the Facility Manager or designee at the completion of each service and provide a written receipt of services performed. These receipts shall advise the government of any repair part required which is not covered under this contract.

b. The contractor shall maintain a complete, parts list and copies of all reports as required by these specifications. The Contractor shall maintain a record of all callbacks and repairs.

Record shall indicate any difficulty experienced and the corrective measures taken to eliminate the difficulties. This file shall be available for inspection upon request and a copy furnished to the hospital annually.

F. PROFESSIONAL QUALIFICATIONS CRITERIA:

Contractor shall have a minimum of 5 years of experience in elevator maintenance and an office within 20 miles Rapid City.

G. CONTRACT TERMS AND CONDITIONS

1. Performance Period and Award

a. The period of performance for this contract is one base year with the possibility of 4 option years.

Rapid City Service Unit / IHS 5

b. Award will be based on completeness of the submittals that would represent the best value to the Government. Past performance will also be taken into consideration.

2. Inspection/Acceptance The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or correction of nonconforming services at no increase in contract price.

The Government must exercise its post-acceptance rights.

a. Within a reasonable time after the defect was discovered or should have been discovered; and

b. Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

3. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

4. Excusable Delays

The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

5. Termination for the Government’s convenience

The Government reserves the right to terminate this contract, or any part thereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

6. Termination for cause

The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

Rapid City Service Unit / IHS 6

7. Warranty The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

H. COMPLIANCE WITH IHS RULES AND REGULATIONS:

The contractor shall be required to comply with any IHS rules and regulations which pertain to the performance of this work.

I. PROJECT OFFICER:

LCDR Craig Grunenfelder

J. ATTACHMENTs

1. Service Checklist

ELEVATOR SERVICING SCHEDULE AND CHECK-LIST

M on th ly

Q ua rt er ly

Se m i-A nn lly

A nn lly

MACHINE ROOM

Examine and clean pump unit, muffler, hydraulic pipe, controller and floor.

X

CONTROLLER

Check cabinet cooling fans for operation. X

Check condition of line starter contactor(s), mountings and contracts.

X

Check relay contact for excessive burning and proper contact wipe.

Check peak and system clocks for correct time. X

Rapid City Service Unit / IHS 7

Check all resistance tubes, grids and connections. X

Clean dust from controller and filters. X

Check low oil protection timer for proper operation. X

Check power supply and calibration voltages. X

Check settings and operation of overloads. X

Check wire connections for tightness and relay shunts for wear. X

Remove and clean fuse and fuse holders. X

PUMP UNIT

Check for oil leakage around valves and pump. X

Check hoses and gaskets for deterioration. X

Check oil reservoir for proper fluid level. X

Check valve, muffler and mounting bolts for tightness. X

Lubricate pump motor per manufacture’s specs. X

Rapid City Service Unit / IHS 8

CAR AND HOISTWAY

Check condition of panels, handrails, car lighting and fixtures.

Check sills for trash.

PIT

Check jack packing gland for excess leakage. X

MECHANICAL SELECTOR DRIVE

Clean & apply a light film of oil on tape. X

Check & clean switches, floor bars, contacts, brushes and holders.

X

Check condition of selector cable or tape, and hitches. X

Check condition of selector cable or tape, and hitches. X

Check operation of slack cable switch. X

Rapid City Service Unit / IHS 9

DOOR & GATE OPERATOR

Check belt tension & shaft bearings for wear. Make certain door operator cover is securely fastened.

X

Check cam’s & microswitches. X

Check door opening & closing speeds. All group cars must be equal.

X

Check door torque. Setting must not exceed 30 ft lbs. X

Check nudge operation. X

Check tightness of cam set screws, levers and fasteners. X

Check, clean and lubricate operator. X

CAR DOORS

Check door clutch and restrictive clutch operation, wear, clearance & alignment. Lubricate pivot points.

X

Check for proper running clearance between door panels, door jambs and header. Check condition of gibs and sills.

X

Clean and check alignment of electric eye and reflector / receiver.

Rapid City Service Unit / IHS 10

Disassemble & clean door contact. Check door switch for wear.

Check for contact wipe.

X

Make certain safety edge mounting are secure. Lubricate pivot points. Check condition of nylon retracting clip.

X

Check & clean tracks and related cable. X

Check eccentrics rollers for .005” clearance. X

HOISTWAY DOORS – CAR TOP

Check operation of inspection station & light. Make certain light guard is in place.

X

Make certain emergency exit doors are secure. X

Check oil reservoir levels in rail lubricators. X

Clean car top. X

Lubricate and clean car fan or blower. X

Check all car mounted cams & switches. X

Check condition & alignment of roller & lift rod. X

Check condition of door gibs, sills and struts. X

Rapid City Service Unit / IHS 11

Check condition of each cab stabilizer. X

Check door closer. X

Check eccentrics for .005” clearance. X

Check for proper running clearance between door panels, door jambs, and header.

X

Check hook-to-box clearance. X

Check operation and adjustment of interlock, hook & pick-up roller assemblies.

X

Check tracks for wear and check condition or relating cable. X

Clean tracks. X

HOISTWAY – CAR

Check call button operation. X

Check operation of all signal lights, lanterns and gongs. X

Check piston and hydraulic pipe for signs of leakage and rust. X

Check pit switch & light for proper operation and that pit light guard is in place.

Rapid City Service Unit / IHS 12

Clean pit. X

Check adjustment of car shoes and / or roller guides. X

Check car emergency light for proper operation. X

Lubricate guide shoe stems. X

Check limit switches by hand for proper operation. X

Clean limit switch contacts, rollers and check for wear. Check limit switch cam alignment.

X

Check guide rail clips, brackets and fastenings for tightness. X

Check oil level in buffers. Check alignment of buffer to strike plate. Make sure fastenings are secure.

X

Check stiles for cracks, bends, rust, or loose bolts. Check slant rods and nuts for tightness.

X

Check supports for hydraulic pipe. X

Check terminal slowdown cam fastenings. X

Clean hoist way, rails and car sides. X

Make sure piston and platen plate fastenings are secure. X