SOW -Elevator FY25.docx

STATEMENT OF WORK

Roseburg VA Medical Center 913 NW Garden Valley Blvd. Roseburg, OR 97471

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT – Elevator Maintenance Contract

CONTRACTING OFFICERS REPRESENTATIVE (COR): Roseburg VA Medical Center will appoint one (1) Contracting Officer’s Representative (COR) for this contract. The COR will come from the FMS Engineering Department contact for the service contract will be Brandon Willis (541-440-1000 ext.41223). When service is requested, the contractor will always contact Brandon Willis

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor’s normal working hours (8:00 a.m. to 5:00 p.m.), Monday thru Friday, (excluding holidays) local site time.

LOCATION OF WORK: Roseburg VA Medical Center 913 NW Garden Valley Blvd. Roseburg, OR 97471

SCOPE OF WORK: This section covers full maintenance, repair, and inspections, which includes emergency callback services, annual and systematic inspections, five-year load testing and preventive maintenance of each of the elevators listed in below. The Contractor shall accomplish all work needed to troubleshoot, clean, lubricate, test, adjust, repair, dismantle, and assemble, when necessary, to provide complete care and upkeep needed to maintain the elevators in good operating condition (except as excluded elsewhere in the specifications). Maintenance tasks for each car shall be performed per the manufactures recommended intervals. All equipment, materials, and installations shall conform to the following codes:

The American National Standard Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walks – ANSI/ASME, A17.1/CSA B44, 2007.

Guide for Inspection of Elevators, Escalators, and Moving Walks ANSI/ASME A17.2, 2007.

All work performed shall be within this Scope of Work to the extent it applies to the types, size and locations of the elevators listed above. The successful bidder shall provide one (1) set of O&M manuals for the above listed elevators, and shall provide the preventive maintenance program for each elevator per the manufactures O&M manuals. Both shall be provided to the COR within 30 days of acceptance of the service contract.

B.2.1. INSPECTIONS:

B.2.1.1. Maintenance Schedule/Inspections -- Preventive and recurring maintenance will be accomplished in accordance with the manufacturers recommendation. Completed maintenance checklists shall be furnished to the Contracting Officer’s Representative (COR) at the time of monthly billing. The following checklists from the American Society of Mechanical Engineers (ASME) shall be used: Checklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, Checklist for Inspection of Escalators and Moving Walks, and the manufactures Operation and Maintenance manuals for preventive maintenance tasks, as applicable.

B.2.1.2. All passenger and service type elevators shall be inspected monthly and maintenance performed. A minimum of one hour, per elevator, per maintenance and inspection is required. Contractor shall be responsible for any additional time required to complete all maintenance and inspections as identified in the maintenance program.

B.2.1.3. The contractor shall report to the work location, survey the repair, and provide to engineering an estimated time to repair and cost of repairs not covered in the basic service contract. The contractor shall commence repair work after notification from the contracting officer, Contracting Officer’s Representative (COR) or another designated representative. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality. Downtime of the elevator will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair.

B.2.1.4. Contractor shall, at its expense, (up to $10,000) determine the nature and extent of any work or maintenance required to restore the equipment to satisfactory service; accomplish all such work required under these specifications and provide a list of parts and amount of labor estimated to be needed for repairs not covered under these specifications. Such excluded work listings will be submitted to the Contracting Officer for review and approval. If accepted, the work will be confirmed by written purchase order prior to commencement of repairs. Work required under this contract will include, but not be limited to, a thorough check of and replacement of repair of items such as control panels, main machine governors, safeties, car hatchways, accessories in pits, relays, contacts, contact leads, switches, selectors or associated parts.

B.2.1.5. Contractor shall schedule one (1) elevator mechanic to accompany the Elevator Safety Contractor during his/her annual safety inspections. The elevator mechanic will perform the tests required on the buffers, safeties, governors, normal and final terminal stopping devices, emergency operation, emergency power operation and door closing force. This applies to semi-annual, annual and five-year tests. Maintenance Contractor is responsible for making all repairs and adjustments that the Elevator Safety Contractor deems necessary for compliance with elevator codes because of the safety inspections. Maintenance Contractor must accomplish said repairs and adjustments within thirty (30) days after receipt of written notification by the VA that such repairs and adjustments are necessary. Emergency repairs will be done in accordance with EMERGENCY CALL-BACK SERVICE.

B.2.1.6. Contractor shall maintain all elevator equipment using trained and certified persons directly employed and supervised by the Contractor. These persons will be qualified to keep the equipment properly adjusted and will use all reasonable care to maintain equipment in proper and safe operating conditions including, but not limited to, the following:

a) As needed, examine, adjust, clean, lubricate and, when conditions warrant, repair or replace: machine, motor and controller parts including, but not limited to: worms, gears, thrusts, bearings, brake magnate, brake shoes, brushes, field and armature windings, commutators, rotating elements, coils, contacts, resistors, magnate frames, solid state electrical components and other electro-mechanical parts.

b) Selector and dispatching equipment relay printing circuit boards, SCR controls, condenser, transformers, contacts, leads, timing devices, computer devices and traveling cable.

c) Governor, governor sheaves and, assemble, bearings, contacts, governor jaws, governor cable and car safeties.

d) Deflector or secondary sheaves, bearings, car and counterweight buffers, car and counter- weight shoes, including rollers or gibes, top and bottom limit switches, governor tension sheaves assembly, compensating sheave assembly, hoist ropes, governor ropes, compensating ropes and chains. Load weighing equipment, car frame, car safety mechanism, platform, wooden platform flooring,

e) Door operator, clutch assembled, pick-up rollers, interlocks, hoist way doors hangers, bottom door guides, safety edges, electric eyes, astragal, auxiliary door closing devices, hatch indicators, vanes, car and hall lanterns, fixtures, power fans, position indicators, access switches and inspection stations.

f) Keep the guide rail clips properly lubricated where required. Renew guide shoe gibs or guide rollers as applicable to assure smoother and quieter operation.

g) As needed, examine all safety devices and governors and equalize the tension on all hoisting ropes.

h) Furnish and supply manufacturer’s approved items or equal or better-quality lubricants.

I) As needed, examine, adjust, clean, lubricate, and, when conditions warrant, repair or replace: pumps, pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing’s, exposed piping, hydraulic fluid tanks on hydraulic elevators and furnish hydraulic fluid.

j) Power plant, consisting of its enclosure, pump, motor, power transmission elements between the pump and motor, valves (of every kind), strainers, mufflers, gaskets and all other accessories.

k) Entire controller and motor starter including accessories.

I) All hoist way equipment of every kind, including fastenings to the building. All electrical wiring, conduit, ducts, traveling cables, etc., from and beyond the elevator equipment of every kind to the main line disconnect switches and hoist way outlets.

m) All piping, fittings and accessories (such as vibration dampeners, silencers, etc.) between the pumping plant and the jack unit (unless buried underground).

n) Emergency lighting, firemen’s service equipment, automatic power door operators, landing and car door hangers, landing and car door contacts, door protective devices, hoist way door interlocks, bottom door guides, manual door closer and auxiliary door closing devices.

o) Re-lamp all inoperative signals during regular examinations, all other miscellaneous equipment, materials, solid state components, etc. not mentioned above or the makeup of the complete elevator or elevators.

B.2.2. LUBRICATION/ADJUSTMENT SERVICE:

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

As required, the machines, brakes, motors, controllers, relay panels, selectors, leveling devices, operating devices, switches on car and hoist way, hoist way door and car door or gate operating devices, interlocks and contact guide shoes, or roller guides, guide grooves in hoist way and car door sills, hangers for all doors and car doors or gates, signal system, car safety devices, governors, tension frames and sheaves in pit shall be lubricated and adjusted in accordance with manufacturers recommendations: (See SHUTDOWN OF ELEVATORS).

All hoisting ropes shall be examined quarterly, and tension equalized and a written report of rope condition furnished to the COR upon completion of adjustment. When Contractor’s recommendation to replace hoisting ropes is approved, the Contractor shall renew all hoisting ropes and governor ropes. The exterior of the machinery and any other parts of the equipment, subject to rust, shall be kept properly painted and presentable always. The motor windings shall be periodically treated with proper insulation compound. The guide rails shall be kept free of rust, where roller guides are used and properly lubricated where sliding guides are used. Guide shoe roller and gibs shall be renewed as required to insure smooth and satisfactory operation. All electrical wiring and conductors extending from elevators and machine rooms into the hoist ways shall be repaired and for replaced when required. Circuit breakers on main line switches, together with main line fuses, are excluded.

B.2.3. PERFORMANCE: All work will commence within two (2) hours after receipt of telephonic notification unless other arrangements are made and are acceptable with the VA, after which work shall proceed progressively to accomplishment without undue delay.

B.2.4. EMERGENCY CALLBACK SERVICE: Emergency callback service shall be provided within two (2) hours of receipt of requests (telephone or otherwise) from the VA covering shutdowns or any emergency trouble arising between scheduled service calls. This callback service shall be rendered at any hour of any day of the week at no additional charge to the Government, except when cause is other than Contractor’s responsibility. If a serviceman is not immediately available, the office receiving the call must notify the Medical Center stating the length of time of delay. They will be advised at that time if service call can be deferred. The contractor shall commence work within four (4) hours and if the job cannot be completed, due to lack of parts, he is to notify the COR, Facilities Management Service or the boiler plant. The Government reserves the right to procure services from a non-contract source and bill the costs to the Contractor if response time from the Contractor is determined inadequate.

B.2.5. REPORT OF SERVICES: Immediately upon completion of each inspection or emergency call, a copy of the Contractor’s service report, initialed by the VA employee in charge of the equipment will be furnished to the COR. At night, weekends, or holidays, the Contractor will deliver service or repair tickets to the boiler plant.

B.2.6. SHUTDOWNS OF ELEVATORS: Shutdown of elevators for cleaning, lubrication and adjustment must be performed during off-peak hours or as determined by COR. Contractor shall notify the COR, or his/her designee, twenty-four (24) hours in advance of date scheduled for equipment shutdowns. Signs must be posted at each floor to inform personnel that elevator is down for service or repairs.

NOTE: Interruption of service by shutdown is considered to be work requiring shutdown for more than fifteen (15) minutes at any one time.

B.2.7. BREAKDOWNS: The Contractor will repair all breakdowns in full and the elevator shall be returned to service as soon as possible. NO OVERTIME OR TRAVEL TIME WILL BE CHARGED TO THE GOVERNMENT. All callback trouble calls and repairs will be accomplished under the basic contract at no additional cost to the government.

B.2.8. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED:

The Contractor shall furnish and install or repair when and as necessary, machine hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, hydraulic pump ‘VEE” belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, relays, contractors, control fuses, cams, car door and hoist way door hangers, tracks and door guides, door operating devices, interlocks and contacts, car gates, safety devices, governors, push buttons, annunciators, hail lanterns and indicators, lamp replacements in signal systems and all other elevator signal and accessory equipment complete. All parts shall be of the original manufacturer’s design and specification or approved equal.

The Contractor shall not supply and replace incandescent or fluorescent lamps for car light fixtures; supply and replace floor covering on elevator car platform; make renewals or repairs necessitated by reason of negligence or misuse of the equipment by persons other than the Contractor, his representatives and employees or by reason of any other cause beyond control of the Contractor, except normal wear and tear; install new attachments as may be recommended or directed by inspection firms or by Federal, State, Municipal or other Government authorities.

Any part costing less than $10,000 shall be replaced by the contractor at no additional charge to the Government. The monthly maintenance charge is understood to include the cost of such parts. If it is necessary to replace a part that cost more than the above listed amount the contractor shall immediately notify the POC and provide a cost proposal for the part. This cost proposal shall be for the cost of the part only. The cost of the labor to install the part is understood to be included in the monthly maintenance charge.

B.2.9. INVENTORY:

Contractor shall own and maintain an efficient amount of replacement parts, by the origin manufacture or approved equal, to maintain the equipment in a first class and safe operating condition. These parts shall be made available for inspection upon request prior to award of this contract.

The inventory shall include, but not be limited to, the following:

(2) CPU I/O card rack

(2) CPU PC board

(2) I/O card rack

(2) I/O interface PC board

(1) Bi-logic output PC board

(2) Resistor boards

(4) PC timer boards

(1) Universal PC board

(1) 1000 VA transformer

(1) Pulse distribution PC

(3) Overload relays

(1) Armature cooling fan

(1) Field power distribution PCB

(1) Linear Acceleration/Decelerations PCB

(1) Precise reference PCB

(2) Multiple operation amplifier PC board

(1) Performance comparator PCB

(1) Six pulse firing PC board V

(1) Complete safety edge assembly

(1) Complete photo electric eye unit

(1) Complete Janus P40 sensor unit

(12) Door hanger rollers

(6) Reel closers

(12) Door pick-up rollers

(6) Electrical mechanical hoist way door interlocks

(6) Static floor selector switches (MFS)

(6) Magnetic leveling units

2 All diagnostic equipment, microprocessor printed circuit boards, solid-state circuitry parts and reprogramming capabilities are of the original manufactures parts only.

B.2.10. CLEANING SERVICES: All parts, equipment, sheaves and beams, counterweights frame, top of cars, bottom of platforms, hatchways, pits and machines room floors shall be kept clean. Contractor shall clean, remove dirt, hydraulic fluid, lint, excessive grease on or about the machines, motors, controls and associated equipment and accessories. Car tops and pits are to be cleaned at least each time the machine is inspected, serviced or repaired. Pit cleaning will include removal of rubbish, debris, spillage and drippings. Contractor shall wipe down all machinery and keep it free of dust. Oily rags will be placed in proper type contractor furnished flammable containers, which shall be removed from the premises and disposed of weekly or when full. Maintenance contractor shall furnish at no additional expense to the government proper flammable storage cabinets for cleaning and maintenance supplies stored at the worksite. Material safety Data Sheets (MSDS’s) shall also be maintained at the worksite for cleaning and maintenance supplies.

B.2.11. LAMP REPLACEMENT: Car top lights, pit lights, hoist way lights, floor signal lights, exhaust fan and operational control lights are to be kept operational by the Contractor. Contractor shall check all lamps at the time of required inspection and shall immediately replace those found to be burned out. When Contractor personnel are on station, a list of known inoperative lights shall be posted in the boiler plant and the Contractor shall install new lamps before he leaves the station.

B.2.12. PERFORMANCE REQUIREMENTS:

B.2.12.1. Contractor agrees to maintain the following minimum requirements of the elevators designated below:

Speed: Plus, or minus 5% under any loading condition.

Capacity: Safety lower, stop and hold up to 125% rated load.

Leveling: Plus, or minus 3/8” under any loading condition.

Door closing time, thrust and kinetic energy shall comply with all ANSI code.

Floor to floor performance time: Per manufacturer’s specification from time door starts closing at one floor to fully opened and level on successive typical floor, regardless of loading conditions or direction of travel. If not feasible, contractor must contact the COR, Wayne Adams at 541-440-1213 or Brandon Willis at 541-440-100 Ext 41223 with recommendations for compliance.

B.2.12.2. In accomplishing the above requirements, Contractor shall maintain a comfortable ride with smooth acceleration, retardation, and a soft stop. Door operation shall be quiet and positive with smooth checking at the stream of travel.

B.2.12.3. Perform the following test on the elevator equipment:

a) Test of the car and counterweights safeties, governors, buffers and all other safety devices. The car balance will be checked and the governor set. If required, the governor will be recalibrated and sealed for proper tripping speed. Annual no-load and five-year full load code required testing will be complied with.

b) Code required yearly relief valve test and cylinder leakage test on all hydraulic elevators.

c) All tests performed on the elevator equipment described will be in accordance with the most recent ANSI/ASME A17.1 and A17.2 code requirements.

B.2.12.4. Check the group dispatching systems and make necessary test to ensure all circuits and time settings are properly adjusted and that the systems perform as designed and installed on an annual basis. Bi-annual testing of the fireman’s emergency service operation will be performed to assure proper operation of the system.

Elevators are fully operational 95% of the time.

Repairs are to commence within four (4) hours of notification; response to and repairs of service calls 95% of the time.

Customers are informed of expected repair time, and repair is made within 95% of the time.

B.2.13. CONTRACTOR SHALL NOT

Make renewals or repairs necessitated by reason or damage of the equipment by persons other than the Contractor, his representatives and employees or by reason by other damage beyond control of the Contractor, except under separate purchase order.

Install, without purchase order authority, new attachments as may be recommended or directed by inspection firms or by Federal, State, and Municipal or other Government authorities.

Be responsible for repair or replacement of building items, hoist way or machine room walls or floors, car enclosures, car finish, floor materials, hoist way entrance frames, doors and sills and signal fixture face plates.

Be responsible for machine and auxiliary disconnect switches, fuses and feeders to control panels.

Extreme variations in machine room (allowable variations to be between 65 degrees Fahrenheit and 95 degrees’ Fahrenheit temperature) or tampering with the elevator equipment by unauthorized personnel.

SECURITY CLAUSE: The C&A requirements do not apply, and a Security Accreditation Package is not required

PERIOD OF CONTRACT:

INVOICES SHALL BE ELECTRONIC AND TRANSMITTED TO:

All invoices MUST contain the Purchase Order Number on them

8. JUSTIFICATION: In accordance with the manufacturer’s requirements, NFPA, The Joint Commission and local policy scheduled and unscheduled maintenance is required on this equipment. Additionally, all service (including parts) must be equal to or greater than what the original manufacturer would provide.

PERSONNEL CLEARANCES AND PRIVACY CONSIDERATIONS: The Contractor will ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment. Additionally, all contracted service personnel must have training on the above described equipment equivalent to the original manufacturers training.

DOCUMENTATION: Contractor will provide the COR with individual written reports which describe the maintenance and repair service performed on the equipment in detail. This shall include a list of all parts replaced and all services performed. Send service report to wayne.adams1@va.gov and Brandon.Willis@va.gov.

a. Prior to award, bidder must have a facility to include personnel, test equipment, parts inventory, training certificates, licenses and technical documentation available for inspection by VA Medical Center personnel and can show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services form other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations.

b. The Contractor warrants that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor.

NEGLIGANCE CLAUSE: When services and parts are required because of accident, abuse, misuse or negligence by other than the Contractor or his representative, and are not included as a part of PM inspection or service calls, such needs will be reported to the Contracting Officer’s representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contact and each invoice is to include a legible itemized list of labor charges and parts costs. The government will incur no charges for service and parts due to accident, abuse, misuse or negligence by the contractor or his representative.

END OF CONTRACT: Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer’s performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, there will be a final inspection of all equipment at which the Contractor, the new Contractor and the Contracting Officer’s representative will be present. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract.

TECHNICIANS PROVIDING SERVICE: All technicians providing service on this equipment MUST be factory trained by the original manufacturer of the equipment. Documentation of this training needs to be available upon request.