S02-Attachment 1-RFQ- Elevators Maintenance and Repair Services -36C24824Q0796-04-18-2024.pdf

36C24824Q0796

Table of Contents

SECTION B - ATTACHMENT 1-RFQ- ELEVATORS MAINTENANCE AND REPAIR

SERVICES -36C24824Q0796

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 47

C.4 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2023) (DEVIATION) (JAN 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

SECTION B - ATTACHMENT 1-RFQ- ELEVATORS MAINTENANCE AND

REPAIR SERVICES -36C24824Q0796

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 36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly by line item performance acceptance.

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 Request.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

12.00 MO ________________

Preventive Maintenance and Repair Services for 17 Traction Elevators. In accordance with the terms and conditions.

Contract Period: Base POP Begin: 07-27-2024 POP End: 07-26-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

Preventive Maintenance and Repair Services for 13 Hydraulic Elevators. In accordance with the terms and conditions.

Contract Period: Base POP Begin: 07-27-2024 POP End: 07-26-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 1 Vertical Reciprocating Conveyor. In accordance with the terms and conditions.

Contract Period: Base POP Begin: 07-27-2024 POP End: 07-26-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power

BASE PERIOD TOTAL PRICE: _____________________

Preventive Maintenance and Repair Services for 17 Traction Elevators. In accordance with the terms and conditions.

Contract Period: Option 1

POP Begin: 07-27-2025 POP End: 07-26-2026 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 13 Hydraulic Elevators. In accordance with the terms and conditions.

Contract Period: Option 1 POP Begin: 07-27-2025 POP End: 07-26-2026 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 1 Vertical Reciprocating Conveyor. In accordance with the terms and conditions.

Contract Period: Option 1 POP Begin: 07-27-2025 POP End: 07-26-2026 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power

OPTION PERIOD 1 TOTAL PRICE: ___________________

Preventive Maintenance and Repair Services for 17 Traction Elevators. In accordance with the terms and conditions.

Contract Period: Option 2 POP Begin: 07-27-2026 POP End: 07-26-2027 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 13 Hydraulic Elevators. In accordance with the terms and conditions.

Contract Period: Option 2

POP Begin: 07-27-2026 POP End: 07-26-2027 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 1 Vertical Reciprocating Conveyor. In accordance with the terms and conditions.

Contract Period: Option 2 POP Begin: 07-27-2026 POP End: 07-26-2027 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power

OPTION PERIOD 2 TOTAL PRICE: ___________________

Preventive Maintenance and Repair Services for 17 Traction Elevators. In accordance with the terms and conditions.

Contract Period: Option 3 POP Begin: 07-27-2027 POP End: 07-26-2028 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 13 Hydraulic Elevators. In accordance with the terms and conditions.

Contract Period: Option 3 POP Begin: 07-27-2027 POP End: 07-26-2028 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 1 Vertical Reciprocating Conveyor. In accordance with the terms and conditions.

Contract Period: Option 3 POP Begin: 07-27-2027 POP End: 07-26-2028 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

OPTION PERIOD 3 TOTAL PRICE: ___________________

Preventive Maintenance and Repair Services for 17 Traction Elevators. In accordance with the terms and conditions.

Contract Period: Option 4 POP Begin: 07-27-2028 POP End: 07-26-2029 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 13 Hydraulic Elevators. In accordance with the terms and conditions.

Contract Period: Option 4 POP Begin: 07-27-2028 POP End: 07-26-2029 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, Preventive Maintenance and Repair Services for 1 Vertical Reciprocating Conveyor. In accordance with the terms and conditions.

Contract Period: Option 4 POP Begin: 07-27-2028 POP End: 07-26-2029 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power

OPTION PERIOD 4 TOTAL PRICE: ___________________

6.00 MO NSP NSP

Option to Extend Service: Government option to extend service after Based period or any Option Period in accordance with FAR 52.217-8 Option to Extend Services (NOV 1999), Not Separately Price Priced (NSP). Preventive Maintenance and Repair Services for 17 Traction Elevators. In accordance with the terms and conditions.

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, service after Based period or any Option Period in accordance with FAR 52.217-8 Option to Extend Services (NOV 1999), Not Separately Price Priced (NSP). Preventive Maintenance and Repair Services for 13 Hydraulic Elevators. In accordance with the terms and conditions.

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, service after Based period or any Option Period in accordance with FAR 52.217-8 Option to Extend Services (NOV 1999), Not Separately Price Priced (NSP). Preventive Maintenance and Repair Services for 1 Vertical Reciprocating Conveyor. In accordance with the terms and conditions.

PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, GRAND TOTAL ________________

B.3 PERFORMANCE WORK STATEMENT

Facility Management Service (FMS) Operations & Maintenance

Perfomance Work Statement (PWS) “Elevators Preventive Maintenance & Repair Services at VACHS”

1.0 Introduction. This is a non-personal services contract to provide “Preventive Maintenance and Repair Services for Elevators at VA Caribbean Healthcare System (VACHS)”. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at VACHS as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The contractor shall perform to the standards of the contract.

1.1 Scope. The contractor shall be responsible for providing preventive maintenance and repair services for all units listed in Technical Exhibit (TE) 1, which shall include, but not be limited to: controllers, selectors, worm gears, thrust bearings, brake magnet coils, brake shoes, brushes, windings, governors, rope grippers, wire ropes, commutators, rotating elements, contacts, coils, fuses, resistors for operating and motor circuits, magnet frames, cams, car door and hoistway door hangers, tracks and guides, door operating devices, interlocks and contacts, pushbuttons, pumps, pump motors, operating valves, electronic tubes, electronic programmable controllers, hall lanterns and indicators, hatch lighting, pit bulbs, bulb replacement, and all other elevator signal accessories. These responsibilities shall be carried out in accordance with this PWS, industry codes and regulations, manufacturer's manual, local, state, and federal laws and regulations, and Veteran Affairs (VA) regulations. If any conflicts arise between regulatory guidance, the most stringent requirement shall be followed.

1.1.1 The contractor shall exclude the following from this contract: repairs or replacements resulting from vandalism, negligence, or misuse of the equipment by persons other than the contractor, contractor representatives, or contractor employees;

replacement of underground hydraulic piping or cylinders; replacement of lighting at mechanical rooms, maintenance and/or replacement of air conditioning units at mechanical rooms.

1.2 Condition of Equipment. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications. Offerors shall inspect the premises prior to submitting their quotes in order to be fully aware of the scope of services required.

2.0 General Requirements. This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks.

Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price contract.

2.1.2 Period of Performance. The period of performance for this effort will be a base year of 12 months from the time of award and four (4) option periods of twelve (12) months each. Each option will be exercised at the government’s discretion. In addition, the resulting contract will have an additional option to extend the services for up to six

(6) months at the government’s discretion.

2.1.3 Location and Hours of Work. The contractor is required to perform the services at VACHS during the core hours of operation, which are from 7:00 AM to 4:00 PM, Monday through Friday, except for callback service. However, there are exceptions to this schedule, which include Federal Holidays, Good Friday, or closures due to local or national emergencies, administrative closings, or similar federal government-directed facility closings (except for callback). The contractor shall ensure that an adequate workforce is always available to perform all tasks defined in this Performance Work Statement (PWS) without interruption when the government facility is open and not closed for the aforementioned reasons.

2.1.4 Recognized Government Holidays. The contractor is not required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

New Year’s: Day 1 January Martin Luther King Jr. Birthday: 3rd Monday in January Washington’s Birthday: 3rd Monday in February Good Friday: Friday preceding Easter Sunday

Memorial Day: Last Monday in May Juneteenth: 19 June Independence Day: 4th of July Labor Day: 1st Monday in September Columbus Day: 2nd Monday in October Veterans Day: 11th of November Thanksgiving Day: 4th Thursday in November Christmas Day: 25 December

2.2 Business Relations. The contractor is responsible for effectively integrating and coordinating all activities required to fulfill the requirement. This includes managing the timeliness, completeness, and quality of problem identification, as well as providing corrective action plans, submittals, timely identification of issues, and effective management of any subcontractors. The contractor shall strive to ensure customer satisfaction and maintain professional and ethical behavior for all contractor personnel.

Additionally, the VACHS aims to work within the acquisition policy to find solutions that will benefit both the Government and its contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference Meetings. The contractor may be requested to participate in a post-award conference organized by the contracting activity in accordance with the Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. The contractor is responsible for recording written minutes of the meeting and ensuring that they are signed by the Program/Project Manager, Contracting Officer (CO) and/or Government Point of Contact (GPOC). The minutes of the meeting shall be distributed within five (5) calendar days after the conference.

2.3.1.1 Performance/Progress Meetings will be scheduled as required or needed.

There may be instances when additional meetings will be called by either party to review mutual understanding and address any deficiencies in the Quality Control (QC) system or procedures that require corrective action by the contractor. The contractor representative shall meet with the GPOC and/or CO as necessary, and both parties shall make a mutual effort to address and resolve any identified issues. The meeting minutes shall be completed in compliance with the requirements specified in the Post Award Conference Meeting paragraph.

2.3.2 Contract Administration. Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the government and the contractor.

2.3.2.1 Contracting Officer (CO). The CO is the only authorized individual to direct changes in any of the requirements under this contract, and this authority remains solely with the CO, notwithstanding any provisions contained elsewhere in the contract. If the contractor carries out any such changes at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be managed by the CO, and any communications related to contractual administrative matters shall be addressed to the CO. No changes or deviations from the terms and conditions of the contract shall be made without a written modification to the contract that has been executed by the CO and authorizes such changes.

2.3.2.2 Government Point of Contact (GPOC). In accordance with Veteran Affairs Acquisition Regulation (VAAR) Clause 852.270-1, Representatives of the Contracting Officers, the CO reserve the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation shall be furnished to the contractor.

2.3.3 Contractor’s Qualifications. In accordance with Regulation 18 of the Puerto Rico Occupational Safety and Health Administration (PR OSHA), the contractor shall maintain a registration as a company for the manufacture, installation, alteration, repair or maintenance of elevators and related equipment, and ensure that it remains in full force. Furthermore, the contractor shall possess at least five (5) years of current (within the past seven (7) years) successful experience in maintaining elevator equipment that is identical or similar to the vertical transportation equipment listed in this contract.

2.3.3.1 As per PR OSHA Regulation 18, any certified inspector who is currently conducting elevator inspections at VACHS or any other contractor who has a contractual obligation and/or financial stake in the annual certification inspections is not authorized to carry put preventive maintenance and/or repairs on VACHS elevators.

2.3.4 Contractor Identification. All personnel working under the contract shall be clearly identified as contractor personnel by wearing badges, displaying the company logo, or wearing a uniform. In addition, all contract personnel shall identify themselves in a way that avoids any confusion or impression that they are Government officials.

Furthermore, the contractor shall ensure that any correspondence, documents, emails, reports, or other materials produced by the contractor are clearly marked as contractor products, or that the contractor's involvement is appropriately disclosed to avoid any confusion or misunderstanding.

2.3.5 Key Personnel. The contractor shall provide resumes and training certificates of the key personnel for this contract. The contractor shall disclose the names of the key management and technical personnel during the solicitation phase. The Government has the right to review and reject the qualifications of the proposed replacement personnel if they do not meet the requirements. All key personnel shall be able to communicate fluently in English both verbally and in writing, and have means of verbal and email communication with the CO and/or GPOC. Key personnel shall have full authority to act for the contractor on all contract matters related to the daily operation of this contract.

2.3.5.1 The key personnel identified by the contractor to work under this contract shall have a minimum of five years of current experience managing maintenance and repair of elevator equipment that is identical or similar to the vertical transportation equipment listed in this contract. The experience shall have been gained within the past seven years. The contractor shall provide references for the five years of experience that include the names, addresses, and telephone numbers of specific companies and personnel to contact.

2.3.6 Personnel Qualification: To complete the assigned work, the contractor shall employ qualified elevator mechanics who have received training and certification from the elevators’ manufacturers. The personnel shall possess the right combination of education, training, and experience that matches the work requirements mentioned in this document. The contractor shall ensure that the labor categories and occupation codes specified by the Department of Labor are appropriately aligned with the tasks described in the Performance Work Statement (PWS). The contractor shall also comply with the minimum wage rates set by the Department of Labor for this service.

Furthermore, the contractor is responsible for providing all the resources and infrastructure necessary to manage, perform, and administer the contract.

2.3.7 Subcontractors. All subcontracts related to this contract shall be documented in writing and shall comply with all the terms and conditions outlined in this agreement.

The subcontractors shall possess the same qualifications and experience as the primary contractor and its personnel. No subcontractor shall be permitted to work under this contract unless approved in writing by the CO and/or GPOC. The CO may request a company profile and resumes to verify the subcontractor's qualifications.

2.3.8 Standards of Conduct. The contractor is responsible for ensuring that its personnel conduct themselves in a manner that does not bring discredit upon the Government. The contractor shall ensure that its personnel present themselves in a professional manner and comply with all applicable local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The contractor shall also ensure that any of its employees providing services under this contract conduct themselves in a professional, safe, and responsible manner. The contractor shall remove any employee from the job site for reasons of misconduct or security. The contractor shall ensure that employee conduct complies with 41 U.S.C. 423, Procurement Integrity. Furthermore, the contractor shall ensure that no employees conduct political-related activities or events on VACHS facilities.

2.3.9 The contractor's personnel and property shall be subject to search and seizure when entering and leaving VACHS facilities. It is the responsibility of the contractor to ensure that all personnel authorized to work under this contract have obtained access to the facilities as required. The contractor shall provide a list of all employees working under this contract within 10 days after the contract award. Access to VA facilities by the contractor shall be strictly for the purpose of work related to this contract.

2.3.10 The contractor has the responsibility to supervise their employees while working on government property. Contractor is responsible for ensuring that their employees comply with the requirements outlined in this PWS and any other requirements specified in the contract. The terms in the PWS do not relieve the contractor of their responsibility to supervise their employees.

2.4 Vehicles. The contractor's vehicles shall be utilized solely for their designated purpose, maintained in operable condition, and comply with all local, state, and federal safety regulations. The vehicles shall be operated in accordance with all medical center traffic regulations and identified with the company name and logo. The contractor may have a maximum of two (2) vehicles at any given time on VACHS premises due to limited space.

2.5 Health and Safety. The contractor and its subcontractors, if any, shall adhere to the requirements outlined in Public Law 91-596, the Occupational Safety and Health Act (OSHA). Moreover, the contractor shall comply with 29 CFR 1910, the Occupational Safety and Health Standards, 29 CFR 1926, the Safety and Health Regulations for Construction, and all other federal, state, and local regulations relevant to safeguarding the safety of the contractor's employees, building occupants, and the environment. All applicable OSHA standards shall be followed when executing work in accordance with this project.

2.5.1 Occupants Safety. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.5.2 The contractor shall at any time make inoperative or ineffective any device on which safety of users is dependent, including any electrical protective device, except where necessary during tests, inspections, maintenance, repair, and replacement, provided that the unit is first removed from normal operation. Such devices shall be restored to their normal operating condition in conformity with the applicable requirements prior to returning the equipment to service.

2.5.3 In performance of this contract, the contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The contractor shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.5.4 The contractor is responsible to identify, provide and maintain, if required, all personal protective equipment (PPE) needed to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor.

2.6 Injury or Accident Reporting. The contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.6.1 As defined by OSHA, EPA, ANSI, and all other regulatory requirements any incident of a major malfunction, accident or injury, a written report shall be submitted by the contractor to VACHS within five (5) working days following the incident. The report shall state the cause, what, where and when and why the incident happened and the repairs and tests that were or are to be made to correct the cause of the incident.

2.7 Codes, Directives, and Publications. The contractor is required to comply with all applicable regulatory requirements, including but not limited to the American Society of Mechanical Engineers (ASME), Environmental Protection Agency (EPA), National Electric Code (NEC), National Fire Protection Association (NFPA) Safety Codes, Joint Commission Accreditation of Health Care Organizations (JCAHO), Occupational Safety and Health Administration (OSHA), and Puerto Rico Occupational Safety and Health Administration (PR OSHA) standards for this service. Paragraph 6.3 of this document contains applicable codes, directives, and publications that shall be referenced.

Applicable editions are those that were effective 30 days before the issuance date of the solicitation.

2.8 Safety Data Sheets (SDS). The contractor shall submit to the GPOC, prior to the start of the contract, the SDS for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VACHS. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to VACHS personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

2.9 Hot Work. The contractor shall obtain a Hot Work Permit from the Safety Office prior to engaging in activities involving soldering, welding, using a cutting torch, or any other equipment that generates open flames, sparks, or heat. The contractor shall comply with all the outlined requirements necessary for the issuance of the Hot Work Permit.

2.10 Environmental Requirements.

2.10.1 Executive Orders (EOs) 13990, Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis and 14057, Catalyzing Clean Energy Industries and Jobs Through Federal Sustainability applies to this service. A copy of EO 13990 can be found at the Federal Register webpage at https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis; EO 14057 can be found at https://www.federalregister.gov/documents/2021/12/13/2021- 27114/catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability.

2.10.2 Environmental Compliance. The contractor is required to adhere to all environmental laws, regulations, and plans at the federal, state, local, and facility levels.

This includes laws and regulations related to air quality, water quality, hazardous waste, https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis and other environmental concerns. The contractor is responsible for obtaining all necessary permits and ensuring that their operations do not result in any violations of environmental regulations. Additionally, the contractor shall report any environmental incidents or non-compliance issues to the appropriate authorities in a timely manner.

2.11 Physical Security. The contractor shall protect all existing buildings, facilities, utilities, and equipment and shall be held accountable for any damages that may arise from the execution or operation of this contract. To minimize interference with the government's normal operations, the contractor shall carry out their operations in a manner that causes the least possible disruption. It is important to note that the facilities will remain in operation throughout the entire maintenance period.

2.11.1 Key Control. The contractor shall be responsible for receiving, securing, issuing, and accounting for any keys issued for access to buildings, offices, equipment, gates, or other areas, for the purposes of this contract. Keys shall not be duplicated without the approval of the GPOC. If the contractor or its agents duplicate a key without permission of the GPOC, the contractor shall remove the individual(s) responsible from performing work under the contract. In the event that the contractor has lost any such keys, the contractor shall promptly notify the GPOC. In either case, the contractor shall reimburse the Government for the cost of rekeying that portion of the system so compromised. The contractor shall strictly prohibit contractor employees from opening locked areas 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 GPOC. Any occurrences of lost keys shall be immediately reported to the GPOC by the contractor.

2.12 Liability and Responsibility for Damaged Property.

2.12.1 Damage to Government Property. The contractor is required to clean up any spillage or leakage that occurs during the performance of services on this contract without any additional cost to the government. The contractor will also be held responsible for any damage or destruction caused to Government property, such as buildings, vehicles, sidewalks, fences, etc., by the contractor, contractor personnel, or representatives of the contractor. In the event of any damage, the contractor shall submit a damage report to the GPOC within 24 hours of the incident, including the repairs and corrective action plan as applicable. Failure to take the necessary corrective action may result in the government exercising other available rights or remedies.

2.12.2 Damage to Privately-Owned Property. The contractor shall assume responsibility for any damage or destruction of privately owned property, including privately owned vehicles, caused by the contractor, contractor personnel, or representatives of the contractor while performing services under this contract. The contractor shall take corrective action to repair damages or replace destroyed property within 5 working days. Additionally, the contractor shall maintain a general third-party liability insurance policy with a coverage amount of not less than the minimum amount specified in FAR Clause 52.228-5.

2.12.3 Damage Reports. The contractor shall be required to submit a damage report to the CO and designated representative within 24 hours of any damage or destruction caused by the contractor, contractor personnel or representatives of the contractor to government property or privately owned property. The damage report shall include details of the facts and the extent of damages or destruction, as well as the corrective action taken by the contractor to repair damages or replace destroyed property.

2.13 Influenza vaccine.

2.13.1 “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance. This requirement is to be submitted on or before November 30 of each year. Employees and contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

2.14.1 Contractor employees who work in or travel to VHA locations shall comply with the following:

2.14.1.1 Documentation requirements:

2.14.1.1.1 If fully vaccinated, shall show proof of vaccination.

NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

2.14.1.1.3 Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by the GPOC or other hospital personnel.

2.14.1.1.4 Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2.14.3 Contractor shall immediately notify the GPOC or CO if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

2.14.4 All contractors’ employees and its representative, to include subcontractors, may wear surgical masks face covering during their time at the VACHS.

2.15 Addition and/or removal of equipment and services. VA reserves the right to add and/or remove elevators, increase/decrease frequencies, etc. within this contract. All changes, if any, will be made via a supplemental agreement to the contract.

2.16 Phase In/Phase Out. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor shall provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent shall be fully responsible for the elevator services.

The phase out may occur within 60 days before the end of the contract or at another time specified by the government. The Government reserves the right to conduct site visits during performance of services by the contractor in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Maintenance Control Program. The contractor shall be responsible for providing preventive maintenance and repair services for all units listed in Technical Exhibit (TE)

1. To ensure compliance with ASME A17.1 Section 8.6, the contractor shall implement a comprehensive written maintenance control program (MCP) to maintain the elevators.

The MCP shall include a Check Chart/Checklist with scheduled preventive maintenance tasks that the contractor shall provide. The MCP shall be provided within 10 days after contract award. The CO and/or GPOC shall approve the MCP before service commencement, to ensure that the maintenance program meets the requirements of the contract.

3.1.1 The contractor shall ensure that all parts that have become unsafe due to wear and tear are inventoried, supplied, repaired, and replaced promptly. A comprehensive inventory of parts and components for all equipment covered under this contract shall be immediately available for necessary repairs or replacement to limit equipment downtime. Only genuine manufacturer's parts shall be used for all replacements, unless authorized by the CO and/or GPOC. If authorized, aftermarket parts shall be of at least equivalent material, strength, and design to the OEM. All repairs shall comply with ASME A17.1, section 8.6. The government reserves the right to request material submittals and/or literature to validate that replacements are from OEM.

3.2 Preventive Maintenance. The contractor shall provide preventive maintenance services to elevators to prevent or reduce malfunctions, breakdowns, and deterioration.

The contractor is responsible for ensuring the continuous, secure, and satisfactory operation of all elevators, as well as their components and parts. This entails scheduling regular maintenance, in addition to routine lubrication and adjustments, to cover all the activities outlined in this document, as well as any other services recommended in ASME A17.1 and the manufacturer's manuals. All equipment shall receive preventive maintenance at least once a week.

3.2.1 Lubrication. The contractor shall ensure that all machinery and equipment requiring lubrication shall be lubricated with lubricants that are of an equivalent type and grade to those recommended by the manufacturer. Any excess lubricant shall be promptly cleaned from the equipment. Additionally, containers used to catch leakage shall not be allowed to overflow.

3.2.1.1 Guide shoe pivots and stems shall be free to move.

3.2.1.2 Hoist ropes shall be clean and lubricated in accordance with manufacturer’s specifications.

3.2.1.3 Manufacturers recommended lubricant shall be used on non-metallic sheave liners.

3.2.1.4 Brake cores and pivots shall be lubricated per manufacturer's specifications.

3.2.1.5 Governor ropes shall not be lubricated in the field.

3.2.1.6 Car safety linkage, governor tension frame and sheaves shall be friction free.

3.2.1.7 Sleeve bearing sheaves shall be carefully examined for proper lubrication.

3.2.1.8 External gears shall be examined for proper lubrication.

3.2.1.9 Oil rings and chains shall turn and carry oil.

3.2.1.10 Worm gears shall carry oil.

3.2.1.11 Machine roller and ball bearings shall be lubricated per manufacturer’s specifications.

3.2.1.12 Oil Buffer. The oil level shall be maintained at the level indicated by the manufacturer. The grade of oil to be used shall be as indicated on the buffer marking plate, where required.

3.2.1.12.1 Buffer plungers shall be kept clean and shall not be coated or painted with a substance that will interfere with their operation.

3.2.1.12.2 Buffer oil shall not be stored in the pit or hoistway or on top of the car.

3.2.1.13 Lubrication of guide rails. The lubrication of guide rails shall be in accordance with the requirements on the crosshead data plate, where provided. Where a data plate is not provided, the lubrication of guide rails shall conform to the following: Guide rails, except those of elevators equipped with roller or other types of guiding members not requiring lubrication, shall be kept lubricated. Where sliding-type safeties are used, the guide-rail lubricants, or pre-lubricated or impregnated guide shoe gibs, where used, shall be a type recommended by the manufacturer of the safety.

3.2.1.13.1 Rails shall be kept clean and free of lint and dirt accumulation and excessive lubricant. Means shall be provided at the base of the rails to collect excess lubricant.

3.2.1.13.2 Rust-preventive compounds such as paint, mixtures of graphite and oil, and similar coatings shall not be applied to the guiding surfaces, unless recommended by the manufacturer of the safety. Once applied, the safety shall be checked as specified in ASME A17.1 Section 8.6.4.20.1.

3.2.2 Elevator Door Operation.

3.2.2.1 Adjustment. Door system masses shall be considered when adjusting the door closing speed to ensure compliance with ASME A17.1 Code requirements. Closing force shall be 135 N (30 lbf) or less. The doors shall open and close smoothly, quietly and without slamming. All installed door reopening device(s) shall be fully functional.

Reversal shall occur with minimum stroke of safety edge. Door(s) reopening device(s) shall be operative. Electronic devices shall provide sufficient range to reverse door without physical contact.

3.2.2.2 Noise Levels. The contractor shall investigate and correct any rattles and squeaks in the door operator linkage and hangers. The fastenings of drive arms, clutch, or vanes shall be tightened. The pivots and joints shall be properly lubricated and free from excessive wear. Any necessary repairs and/or replacement shall be performed.

3.2.2.3 Mechanical System. Door gibs on both car and hall doors shall be securely fastened. The contractor shall inspect sill grooves for wear and check for rubbing between doors. Any necessary repairs and/or replacement shall be performed.

3.2.2.3.1 Door rollers and tracks shall be clean, rust free and lubricated as specified.

Rollers with loose tires, flat spots, or bad bearings shall be replaced.

3.2.2.3.2 Up thrusts shall prevent the doors from jumping the track but shall not ride the track. Up thrust roller to track clearance shall not exceed code and/or manufacturers recommendations. Fastenings shall be locked, and rollers shall turn freely.

3.2.2.3.3 Hoistway door closers shall ensure full door closure of the stopped door from any position. Spirator or weight troughs shall be tightly fastened, and cords (cables) shall have no abrasion or broken wires.

3.2.2.3.4 Rough tracks shall be made smooth or be replaced.

3.2.2.3.5 All cables, chains, arms or racks and their fastenings shall be securely fastened to avoid any malfunction or breakdown. Any cables with excessive broken wires or abrasion shall be promptly replaced. Sheaves shall rotate smoothly without any obstruction. Additionally, the contractor shall inspect for worn sheave grooves and stamped sheaves that are separating to ensure that they are replaced or repaired as needed.

3.2.2.3.6 The contractor shall adjust hydraulic door checks to prevent slamming, taking into consideration that some checks function in both the open and close direction. The checks shall be filled with the fluid recommended by the ASME A17.1 code and/or the manufacturer to the appropriate level. The contractor shall also correct any oil leakage and clean up the area.

3.2.2.4 Door Operator and Motor.

3.2.2.4.1 The door operator shall be maintained in a reasonably clean condition, and lubricants shall be used as per the manufacturer’s instructions, including maintaining the proper oil levels. Any oil leakage shall be corrected immediately and cleaned up promptly to prevent any safety hazards.

3.2.2.4.2 Motor brushes shall be free in the holders and of sufficient length to avoid commutator damage.

3.2.2.4.3 The contractor shall adjust excessive gear backlash and loose or worn belts, or replace worn parts. All bearings shall be quiet, and all "fits" shall be tight. Loose and/or missing set screws, pins, or keys shall be corrected.

3.2.2.5 Car Door Contact. The car door contact shall make reliably. For automatic elevators, the contact shall be adjusted to limit the clear open space as per applicable code and/or manufacturer’s recommendations. The contact location and design shall comply with the ASME A17.1 Code.

3.2.2.6 Hoistway Door Interlocks. Interlocks shall be properly maintained to ensure safe and reliable elevator operation. Contacts shall be free from pitting or burning, wiring connections shall be tight and in good condition. The mechanical pivots, engaging rollers, and linkage shall operate freely and be lubricated as required. Worn or damaged rollers and linkage shall be repaired or replaced. The interlock lid shall be inspected regularly as part of the preventive maintenance to ensure that it is securely in place and free from any damage or wear that could compromise its effectiveness. If the lid is damaged or missing, it shall be replaced immediately to prevent any potential safety hazard.

3.2.3 Elevator Fixtures, Indicators, and Buttons.

3.2.3.1 Buttons and Key switches. Shall have the correct legible markings, shall not stick, or be plugged, and damaged buttons shall be replaced.

3.2.3.2 Indicators and Signals. Indicator lamps shall illuminate as required. The use of neon lamps, LED or other long life light sources are encouraged. Broken lenses shall be replaced as soon as they are discovered. Audible indicators shall function as intended.

3.2.3.3 Lighting and Light Fixtures. The contractor is required to replace any necessary cab interior and exterior lighting, including any damaged light fixtures.

3.2.3.3.1 Emergency Lighting. The contractor is responsible for verifying that elevator emergency lighting units are functioning properly and replacing them as needed. The contractor shall be responsible for ensuring that any replacement lighting installed under this contract shall have an output color and lumens that matches the existing lighting.

3.2.3.4 General. Face plates shall be mounted squarely or plumb and securely fastened with appropriate screws. Any missing screws shall be promptly replaced.

3.2.4 Elevator Control System.

3.2.4.1 General. Acceleration and stopping shall be smooth and within the design limitations.

3.2.4.2 Controllers and Wiring. The interiors of controllers and their components shall be cleaned when necessary to minimize the accumulation of foreign matter that can interfere with the operation of the equipment. Controller components shall be clearly identified as shown on wiring diagrams.

3.2.4.2.1 Temporary wiring and insulators or blocks in the armatures or poles of magnetically operated switches, contactors, or relays on equipment in service are prohibited.

3.2.4.2.2 When jumpers are used during maintenance, repairs, or testing, all jumpers shall be removed, and the equipment tested prior to returning it to service. Jumpers shall not be stored in machine rooms, control rooms, hoistways, machinery spaces, control spaces, or pits.

3.2.4.2.3 Control and operating circuits and devices shall be maintained in compliance with applicable Code requirements.

3.2.4.2.4 Substitution of any wire or current-carrying device for the correct fuse or circuit breaker in an elevator circuit shall not be permitted.

3.2.4.2.5 Wiring diagrams shall be available, be reasonably clean and in good condition and shall match the controller. Changes, if any, shall be clearly marked.

3.2.4.3 Safety Devices. Safety circuits shall be fully operational. Contractor is expected to test the circuits. Particular attention shall be given to the interlocks and car door contacts. Hoistway limits and terminal slowdowns shall have rollers in good condition and turn freely. Mechanically driven speed and position sensors shall be provided with means to detect mechanical failures.

3.2.4.3.1 Contractor shall ensure that static motion control systems comply with code requirements.

3.2.4.3.2 Fuses shall be of the proper type and rating as listed on the controller and/or on the wiring diagram. Time delay fuses shall be used only in the circuits, where specified.

3.2.4.4 Switch…