S02 - 36C26120Q0719_1.docx

36C26120Q0719

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C26120Q0719 11-12-2020

RICO JOHNSON

916-923-4513 12-11-2020

11:00 AM

PST

612MCP

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 5342 Dudley Blvd, Bldg 209 McClellan CA 95652-2609

X

238290 $16.5 Million

N/A

VA Northern California Healthcare System 5342 Dudley Blvd., Bldg. 209

McClellan CA 95652

612MCP

Department of Veterans Affairs Department of Veterans Affairs VA Northern California HealthCare System 3230 Peacekeeper Way, Bldg. 209 McClellan CA 95652-1012

Department of Veterans Affairs FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

ELEVATOR MAINTENANCE SERVICE FOR VA PALO ALTO HEALTH CARE

SYSTEM.

ALL QUESTIONS MUST BE SUBMITTED WITHIN 5 DAYS OF RFQ CLOSE.

THIS IS A 100% SDVOSB SET ASIDE. OFFERORS MUST BE VERIFIED

IN VIP AT THE TIME OF QUOTE SUBMISSION.

See CONTINUATION Page

RICO JOHNSON

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C261 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 5342 Dudley Blvd, Bldg 209 McClellan CA 95652-2609

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

Section B Schedule of Supplies/Services

Price Delivery Schedule 640-21-1-5056-0001

Base Year: 1 Feb 2021 to 31 Jan 2022

PWS Section 2.0

Total Cost

Option Year #1: 1 Feb 2022 to 31 Jan 2023

PWS Section 2.0

Total Cost

Option Year #2: 1 Feb 2023 to 31 Jan 2024

PWS Section 2.0

Total Cost

Option Year #3: 1 Feb 2024 to 31 Jan 2025

PWS Section 2.0

Total Cost

Option Year #4: 1 Feb 2025 to 31 Jan 2026

PWS Section 2.0

Total Cost

36C26120Q0719

Page 1 of Page 1 of Performance Work Statement (PWS) Veteran’s Affairs Palo Alto Health Care System Elevator Inspection and Maintenance Services

1.0 GENERAL INTENTION AND REQUIREMENTS

A. This Performance Work Statement (PWS) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE), referred to as elevators, at the Veterans Affairs Palo Alto Health Care System (VAPAHCS), referred to as the Government.

B. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the vertical transportation equipment operating as originally specified by the equipment manufacturer and/or as modified when a deviation is required. Modifications to perform deviations require written consent of the Government’s Contracting Officers Representative (COR) or COR designee.

C. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences.

D. Work for this contract is required at five separate VAPAHCS locations. Those locations are Palo Alto campus, Menlo Park Division, Livermore Division, Mountain View, and Sunnyvale.

Palo Alto Veterans Affairs Medical Center (VAMC) 3801 Miranda Ave.

Palo Alto, CA 9430 Livermore VAMC 4951 Arroyo Rd.

Livermore, CA 94550 Menlo Park VAMC 795 Willow Rd.

Menlo Park, CA 94025

Veterans Affairs HR Building 1776 Old Middlefield Way Mountain View, CA 94043 Sunnyvale 1080 Innovation Way Sunnyvale, CA 94089

E. For this contract, the standard operating hours or duty hours are the hours between 7:30 AM to 4:30 PM Monday through Friday, except Federal Holidays, or 40 working hours per week.

F. The Government does not stipulate the number of personnel required complete work defined in this statement of work. However, historical data of work performed for previous contracts indicate 2300 hours of annual work on the Palo Alto campus. Additionally, another 2100 hours of annual work on remaining four locations. After-hour calls and critical repairs were not included in these work estimates. The Government anticipates a reduction of required callback after-hours work to complete the contract requirements through an effective preventive maintenance program as part of this contract.

G. The Contractor shall provide 24 hour/7 day a week service for callback response. For further detail into callbacks refer to section 2.3.

H. The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, and supplies for all equipment and systems specified in this PWS. Specified exclusions or referenced biddable repair work are referenced within this PWS under sections 2.1 through 2.3.

1.1 CODES and STANDARDS

A. Publications listed below form a part of this Contract. Elevators shall meet the requirements of current code editions published, all manufacturer guidelines, Veteran’s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

1. Elevator Industry Field Employees’ Safety Handbook

2. International Building Code (IBC)

3. American Society of Mechanical Engineers (ASME):

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 A17.7--Performance-Based Safety Code for Elevators and Escalators A18.1--Safety Standard for Platform Lifts and Stairway Chairlifts QEI-1--Standard for the Qualification of Elevator Inspectors

4. National Fire Protection Association (NFPA):

NFPA 13--Standard for the Installation of Sprinkler Systems NFPA 70--National Electrical Code (NEC) NFPA 70E—Electrical Safety In The Workplace NFPA 72--National Fire Alarm and Signaling Code NFPA 101-Life Safety Code NFPA 252-Fire Test of Door Assemblies

1.3 DEFINITIONS/ACRONYMS

ANSI – American National Standards Institute ASME – American Society of Mechanical Engineers CONTRACTOR – General Contractor, Elevator Contractor, and Subcontractors CO – Contracting Officer COR – Contracting Officer’s Representative ELEVATOR MECHANIC/TECHNICIAN – See Section 1.7 Paragraph C.

FAR – Federal Acquisition Regulation HEPA – High Efficiency Particulate Air filter LEADS – Law Enforcement Agency Data System MCP – Maintenance Control Program provided by Contractor MSDS – Material Safety Data Sheet provided by Contractor NAESA – National Association of Elevator Safety Authorities NEC – National Electric Code NFPA – National Fire Protection Association NTP – Notice to Proceed OSHA – Occupational Safety and Health Administration PO – Purchase Order issued by the CO/COR PPE – Personal Protective Equipment QASP – Quality Assurance Surveillance Program provided by Contracting Officer QCP – Quality Control program provided by Contractor QEI-1 – Qualified Elevator Inspector certified by ANSI/ASME VA – United States Department of Veterans Affairs VAPAHCS – Veterans Affairs Palo Alto Health Care System VTE – Vertical Transportation Equipment – Passenger Elevator, Service Elevator, Freight Elevator, Cart lift, Dumbwaiter, Platform Lift, and Dock Leveler, Referred to in text as elevators.

PWS – Performance Work Statement

1.4 EXCLUSIONS

A. Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturer’s or installer’s warranty, without prior approval of the COR.

B. Installation of new attachments recommended or required by inspectors, insurance agencies or VA/Government Authorities.

C. Replacement of underground hydraulic piping or hydraulic cylinder.

D. Cleaning, refinishing, repair, and replacement of cab enclosures, hoist way enclosures, door frames, exposed sills, and cab flooring.

E. Repair or replacement of elevator pit sump pumps, machine room and hoist way light fixtures, heat/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems. The Contractor shall operate elevators as needed to provide access for service, repair, and/or replacement of these excluded elevator aspects at no additional cost to the Government.

F. Power supplies from the elevator controller to its source.

G. Communication lines from the elevator controller to its source.

H. The CO/COR must approve, in advance, all repairs not covered under this Contract. The Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs for review prior to performing the repairs. If approved, CO/COR shall issue a Modification (MOD) in advance of undertaking such work. No invoice will be paid without prior approval and specific MOD issued in advance of work.

I. There shall be no borrowing of parts (i.e., removing a part from one elevator unit, whether in it is in service or not, to correct a deficiency on another elevator unit) except in an emergency (i.e., entrapment) or with written consent from the COR.

1.5 GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

A. The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at his/her own expense.

B. The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

C. The Government will not provide any materials to the Contractor.

D. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

E. Oil removed from hydraulic units shall be collected, placed in California Department of Toxic Substances Control used oil management compliant containers, and turned over to the Government for disposal. Used or emptied oil containers maybe removed by the contractor only if they are California Department of Toxic Substances Control compliant containers, and only with COR inspection and approval.

1.6 CONTRACTOR REQUIREMENTS

A. The Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. The Contractor shall have a minimum of five (5) years within the last 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 contacting office.

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

C. Offerors shall show evidence of their reliability, ability and experience by furnishing:

(1) Elevator Lead Technician Resume, Training Certifications, and California Licenses;

(2) A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of enrollment/certification in the National Elevator Industry Educational Program (NEIEP) and membership in the International Union of Elevator Constructors (IUEC). Alternately, certificate of completion from an approved apprentice program (NEIEP, CET, or CAT).

D. The selection, assignment, and management of Contractor’s employees is 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 VAPAHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. 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.

E. Contractor shall have a C-11 Elevator Contractors License from the State of California or equivalent state license. Per California Code of Regulations; Title 16; Division 8; Article 3, Classifications; Section 832.

F. Contractor service, repair, and replacement staff shall be Journeymen experience along with all all other referenced training, certification, an experience within paragraph 1.6. Staffing information shall be submitted as referenced in section 1.6.C(2) and updated at least annually or whenever changes are made to the operations staff.

G. Staff below journeymen experience shall be supervised by those identified in the submitted staffing list and any and all certifications shall be submitted.

1.7 BACKGROUND CHECKS and IDENTIFICATION BADGES

A. Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

B. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

C. Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

1.8 EMERGENCY TELEPHONE NUMBERS

The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR.

2.0 MAINTENANCE SERVICES

2.1 EXISTING DEFFICIENCIES

A. Immediately after contract award and no later than 30-days thereafter, the Contractor and the Government shall conduct a thorough inspection of elevators (as detailed in Equipment List) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order.

B. Items to be included in the deficiency list are; replacement or repair of elevator related equipment, parts and appurtenances located downstream of the service connections. This includes elevator related mechanical, electrical and control systems located in the machine room, hoist way, cab or lobby down to the lowest component including, but not limited to, signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

C. If a deficiency is not identified in the inspection and 45-days have passed since award of the Contract, the deficiency shall be covered under this Contract.

D. Once the deficiencies identified in section 2.1, Existing Deficiencies, Section A have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract.

2.2 MAINTENANCE SERVICE PROVISIONS

A. The Contractor shall provide complete maintenance service, safety inspections, and tests on every elevator at the VAPAHCS site locations ((5 sites in total) see attached Equipment List)) for the period required under the contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only.

B. The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram elevator systems.

C. Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator. If any of the required schematic wiring diagrams are not available at the time of Contract award it shall be the responsibility of the Government (VAPAHCS Engineering) to provide and available reference material available at no cost to the Contractor. Wiring diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made to controls shall be dated and recorded on the government wiring diagrams. The wiring diagrams will remain property of the Government.

D. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

E. Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. Parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source.

F. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and other supplies necessary to perform services required in this Contract. Lubricants shall be only those products recommended by the equipment manufacturer or equal.

G. Contractor shall maintain specified equipment in like-new condition and good working order in accordance with best possible industry standards by examining, adjusting, lubricating as required, and if conditions warrant, clean, and repair or replace components of the equipment as follows:

1. Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts.

2. Motor and motor generator, motor windings, rotating elements, commutators, brushes, brush holders, and bearings.

3. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers and all control components.

4. Controller, selector and dispatching equipment, relays, solid state components, resistors, condensers, transformers, contacts, leads, dash pots, timing devices, computer and microprocessor devices, steel selector cable or tape, and mechanical and electrical driving equipment.

5. Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws.

6. Deflector or secondary sheaves, sheave bearings, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers or gibs.

7. Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code.

8. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices.

9. Automatic power-operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibs or rollers, ceiling fan/blower and grill.

10. Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

11. General and Emergency lighting within the cab, above the cab or in the hoist way including; bulbs, fixtures, batteries, trickle charger and related wiring and components.

12. Elevator operating devices for fire emergency operation and emergency power operation.

13. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests.

14. Replace conductor cables and hoist way and elevator machine room wiring.

15. Ensure lubricants meet the specific manufacturer’s requirements for the equipment.

16. Check the group dispatching systems and make necessary tests to insure circuits and time settings are properly adjusted and the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by the COR.

17. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this contract, the Contractor shall notify the CO/COR within 24 hours after adding more than two gallons of such fluid. Written documentation shall be provided as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO/COR.

18. Pumps and pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks and oil recovery systems.

19. Filters, mufflers, and muffler components.

20. Repair or replace conductor cables, elevator hoist way wiring and machine room elevator wiring.

21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. General cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor.

22. Telephone, data and intercom lines serving IT, Phone, elopement systems or any other system located within the hoist way or the cab.

H. Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize safe and continuous functioning of the equipment.

I. If work is required outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for emergency situations such as entrapment, without the written consent of the CO/COR and receipt of a separate Purchase Order to cover the cost of additional work.

J. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, and contractor employees. Contractor shall obtain written approval by the CO/COR prior to repairs related to this category of damage. Any damage the contractor deems to be a result of this nature shall be fully documented with pictures taken by the Contractor. Documentation of the incident, including pictures shall be provided to the CO/COR for evaluation. The CO/COR reserves the right to claim any damaged material / equipment. Procedures for completing work to fix this type of are covered in Section 2.2.I.

2.3 MAINTENANCE AND INSPECTION SERVICES:

A. Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator within thirty (30) calendar days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance. The Contractor shall perform inspections and maintenance of elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including but not limited to fire recall, ASME A17.1 Appendix N tests and other safety/maintenance testing as required by the manufacturer, recognized national codes, or the Government.

B. Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation. Maintenance work shall be in accordance with commercial practices or manufacturer’s manuals, if available, and shall be intended to maintain elevators in safe and reliable operating condition. The MCP is required to specify appropriate intervals for the specific maintenance items.

C. Cleaning of equipment spaces and daily cleanup of job sites in conjunction with maintenance, inspections and tests, and repairs are required.

D. Government may perform elevator inspections at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and shall be responsible for the corrective actions covered under this Contract, to be completed within 15 working days.

E. The Contractor shall maintain a copy of current elevator inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection. The elevator inspection documentation will be located in the machine room for the elevators covered and a copy provided to the COR each quarter.

2.4 CALLBACK SERVICE

A. Callback service is defined as a request for service or to assist in an entrapment for one or more elevators, either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention.

B. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 (one) hour for passenger entrapments and 2 (two) hours for all other non-entrapment callbacks.

C. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem the same day, the CO/COR must be notified in writing with an explanation of the delay.

D. Callback service during non-normal working hours shall be restricted to entrapment releases and returning critical elevators to service. Critical elevators include elevators designated by the COR or COR designee.

E. Critical elevators are defined as: each building serviced with an elevator shall have a minimum of one elevator in operation to ensure safe vertical egress. In the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building has no elevator service, then the callback is deemed essential. At the Palo Alto property, Building 100 is the primary hospital and must maintain a minimum of one elevator per bank in use (S1-3, P1-3, S4-6), if any bank loses service of all three elevators, then call back is deemed essential. Building 100, Elevator S6 is always considered an essential elevator.

F. Callback services of non-essential elevators will be scheduled for repair the next business day during normal business hours.

K. Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. Procedures for completing work to fix this type of are covered in Section 2.2.I.

G. Work related to Callbacks are not to take time away from preventive maintenance required under this Contract.

2.5 MAINTENANCE, REPAIR, and CALLBACK TICKET PROCEDURES

A. Contractor shall have maintenance tickets signed by the COR or COR designee.

B. Contractor shall instruct employees to comply with the following procedures:

1. Upon arrival at the facility, Contractor shall check in with the CO/COR or COR designee so Engineering Service will be aware of Contractor’s presence at the facility.

2. Pick up the key ring which contains keys that will access any lock on the elevators and open access doors to elevator maintenance spaces. This key ring shall be returned before maintenance personnel leave the VAPAHCS facilities.

3. Contractor shall have a service ticket on each service call signed by the COR or COR designee. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time the elevator was returned to regular service.

2.6 ADDITIONAL SAFETY INSPECTIONS AND TESTING

A. Category Five tests shall be performed by the Contractor and witnessed by a 3rd party ANSI/ASME QE-1 Certified Elevator Inspector hired by the Government.

1. Contractor shall perform safety tests and other tests and inspections as recommended and required by ASME A17.1 “Safety Code for Elevators and Escalators” using Table N-1 “Recommended inspection and test intervals in ‘Months’” and ASME A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks latest edition.

2. The certified inspector will provide a report of deficiencies found the Government or Contractor is required to correct.

3. The results of all tests shall be recorded in the “Record of Elevator Testing” and a summary delivered to the CO/COR.

B. The Contractor shall identify the date of the last Annual Test up to the Five-Year Load Tests on each elevator tag and plan to perform the following:

1. Contractor shall assist and accompany any third-party elevator safety inspector, provided by the Government, during the Annual up to and Five-Year Load Tests required by ASME A17.1/A17.2. The tests will be performed under direction of an appointed third-party elevator inspector having area jurisdiction and appointed under separate contract by the Government and may involve 2 or more days of work.

2. CO/COR shall notify the Contractor of the dates when the above inspections/tests will be performed at least ten (10) working days before the scheduled inspection dates.

3. The Contractor shall be responsible for furnishing necessary weights, labor, and means of transportation of the weights throughout the Government’s facilities, as directed by the third-party inspector and as required for successful completion of inspections.

4. The Contractor shall operate elevators during inspection/test under the direction of the third-party elevator inspector as require for the inspection/test.

5. The Contractor shall work with the third-party inspector on developing a list of repairs identified during testing. The Contractor shall coordinate with the COR concerning time frame for repairs and adjustment identified during the inspection and covered under this Contract, which shall be completed in a timely manner. All repairs outside of the Contract will be submitted to COR and handled under a separate Purchase Order.

C. Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Government.

D. Contractor shall attach tags after testing as required by ASME A17.1 and A17.2.

E. Elevators provided with firefighters’ service shall be subjected to monthly Phase I “Emergency Recall Operation” and a minimum of one floor operation on Phase II “Emergency In-car Operation” to assure the system is maintained in proper operating order in accordance with ASME A17.1. The Contractor shall conduct these tests as required and results shall be recorded in the MCP under “Record of Elevator Testing” with a copy provided to the COR and a companion separate document maintained in the elevator machine room.

F. The Contractor shall be responsible to schedule and maintain necessary inspections for elevators. The Contractor will provide the schedule to the CO/COR for approval. All costs for inspections are to be included as part of this contract.

G. All tests or inspections removing an elevator from normal operation shall be scheduled in advance with the CO/COR. Recurring tests such as “Emergency Recall Operation” may have a standard recurring schedule approved and applicable through the term of the contract.

2.8 ADDITIONAL SERVICES

A. Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or COR as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency), although typically a 48 hour notice will be given.

B. Labor Costs - The Contractor shall price labor hours within the price quoted in CLIN 1 in Section B, SUPPLIES OR SERVICES AND PRICES. The Contractor’s expenses for overhead, General and Administrative (G&A), and profit are already included in this CLIN. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied.

C. Materials and Parts - The Government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement. If the Contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor’s sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower.

D. All orders for maintenance repair/replacement work must be placed or confirmed by issuance of a SF30. The SF30 will describe the work to be performed, the time for completion, and the total price for the work. In emergency situations oral orders are permitted, which will be confirmed within 5 working days by issuance of a SF30. Orders of $2,500.00 or less may be processed using the Governmentwide commercial purchase card, which is the preferred method to purchase and to pay for micropurchases.

E. The Government reserves the right to perform the work using whatever resources are available.

2.7 INFECTIOUS CONTROL - CLEANING and PAINTING

A. To carry out its mission as a health care facility, the Government maintains the highest level of cleanliness as a part of its Infectious Control Program to insure patient health is not compromised. The Contractor shall maintain the elevator shafts, elevator pits, equipment rooms and equipment room access to these standards and comply with other reasonable requests of the CO/COR related to Infectious Control measures.

B. Within the first three (3) months this Contract is in effect, and then annually thereafter the Contractor shall thoroughly clean the following: all elevator hoist ways, pits, car tops, machine rooms and equipment including controller interiors and air filters. Car and hoist way door hardware shall be cleaned, lubricated, and adjusted.

C. The mechanical room floors including elevator pits and steps shall be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of trash, dirt, oil, and grease.

D. Walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces.

E. Elevator equipment, including control cabinets, motors, door operating mechanisms, and cartops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.

F. Machinery exterior and any other parts of the equipment subject to rust shall be properly painted. Any surfaces, particularly floors, steps and handrails that have a dull or worn appearance after cleaning shall be painted so cleaning efforts are evident.

G. CO/COR shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract.

H. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and State and local regulations.

2.8 ELEVATOR OUT OF SERVICE

A. Before removing an elevator from service, notification is required to Engineering Service (Boiler Plant shall be notified after-hours), VAPAHCS Police Service (After-Hours alternate), and the COR immediately during normal business hours, either by phone or in person. If work requires more than one day, daily notification of the out of service condition will be made. Notify the COR when placing the elevator back in service.

B. When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption. Contractor shall provide signage and post in a manner which does not damage paint or other finishes. Upon completion, all signage shall be immediately removed. The COR will approve signage plaques used by the Contractor within 10 days of contract award. Signs shall be no smaller than 6”x4” with 48-point type, in English and Spanish.

C. Tests, inspections, or maintenance repairs removing an elevator from service shall be scheduled in advance with the CO/COR. A schedule for maintenance shall be submitted within 10 days of contract start.

D. Under no circumstances will any shutdown or outage last longer than five (5) consecutive working days, from initial notification to the Contractor, without prior notification and approval of the CO/COR.

E. For unscheduled elevator outages, the Contractor shall provide a detailed description of the outage and required repairs by written notification to the COR by the following business day.

2.9 PERFORMANCE STANDARDS

A. Elevator contract speed and brake to brake flight times shall be maintained as originally installed and adjusted.

B. Maintain smooth starting, stopping, and leveling accuracy of 3mm (1/8”) for all elevators.

C. Opening times, closing times and door close torques of elevators shall be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands.

D. Door reversal on elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. The Contractor shall ensure all electric eyes or door detectors are always working.

E. Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR.

F. On an annual basis the Contractor shall submit a record of hall waiting time at each elevator landing utilizing a computer analyzer or similar type event recorder and other data necessary to verify the system is operating at peak efficiency (manufacturer specifications) for elevators covered under the Contract. Results shall be submitted and labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the digital recordings to the COR.

G. Contractor shall ensure original manufacturers settings at installation and operating criteria is maintained at all times for each elevator including, but not limited to, the following:

1. Maximum capacity in pounds

2. Rated speed in feet per minute

3. Performance time measured brake to brake

4. Door operation

5. Traffic handling capabilities

6. Response times

7. Ride quality

2.10 CARD READER SYSTEM

Maintenance for card reader systems is not included in this Contract.

2.11 SPARE PARTS

A. Adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services.

B. Parts and materials shall be of the original manufacturer’s design or equal. All lubricants shall be the same as or equal to those recommended by the manufacturer.

C. If it becomes evident during a warranty period that a component(s) is not functioning properly in accordance with manufacturer’s or Contract requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, then the component(s) shall be removed and a new component(s) meeting all requirements shall be installed.

D. All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets or containers provided by the Contractor.

3.0 DOCUMENTATION

3.1 COMPUTER DATABASE

A. Contractor shall store information in a computer database. Data shall be configured so entries relate to one another i.e., “parts” to “work”, “work” to “technician,” etc. can be crossed referenced.

B. Minimum database requirements:

1. All maintenance and service ticket information.

2. Inventory of significant parts used during maintenance and the elevator each part was installed on.

3. Each technician visit, name(s), time of arrival, time of departure and nature of the visit, routine maintenance or trouble call, when the logbook has been updated, etc.

4. Parts used, work performed, tests performed, lists of deficiencies found during maintenance and inspections shall be maintained in the database for each elevator.

5. Preventative Maintenance records shall be maintained in the database.

6. Record of the Firefighter’s Service Tests for monthly and yearly tests, shall be maintained in the database.

C. Information in the database shall be available to the government within twenty-four (24) hours of being requested, in an electronic format.

D. At the end of each quarter and the annual Contract period the Contractor shall turn over a full report of the contents of the database to the CO/COR.

E. All reports shall be sent via email to the CO/COR.

F. Service and emergency service personnel shall report to the CO/COR or authorized representative (VAPAHCS boiler plant operators after hours) upon arrival at VAPAHCS facilities and again upon completion of the required work. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective/preventative measures taken, and the date and time the unit was returned to regular service. A copy of the work ticket containing a complete description of the work performed shall be given to the CO/COR or authorized representative.

3.2 WRITTEN MAINTENANCE RECORDS

A. The Contractor shall maintain a Service Log Book in each elevator…