SOW Elevator Inspection BK and SA.docx

THIRD PARTY ELEVATOR INPECTIONS AND TESTING SERVICE

STATEMENT OF WORK

DEPARTMENT OF VETERANS AFFAIRS

NY HARBOR HEALTHCARE SYSTEM

BROOKLYN VA MEDICAL CENTER

ST. ALBANS COMMUNITY LIVING CENTER

1. Scope of Work:

Contractor shall perform a Five-Year Safety Test (Category 5) elevator inspection services for a 12-month contract from the contract award date for the base year including the options of four years annual safety test of elevators and dumbwaiters inspection services (Category 1) at the VA Medical Center Brooklyn and VA St. Albans CLC.

2. Objective:

Contractor shall observe and inspect the Service Company perform five-year load tests when applicable and annual safety test of elevators and dumbwaiters listed in accordance with all the terms, conditions, provisions, specifications, and schedules listed herein.

These specifications cover the annual inspections of elevators and dumbwaiters, the annual tests of governor and safety devices, of elevators and dumbwaiters during the base year period and all renewal option periods.

3. Performance Period:

The government requires a 12-month contract from the contract award date for the base year including the four option years.

4. Conformance Standards:

a) All work must be completed by a Contractor who holds a QEI-1 certification

b) All work must follow ASME Safety Code requirements (ASME A17.1, ASME A17.2, ASME A17 standard), Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, in most recent editions and addenda standard.

i) Any updates to the certification are completed, a copy must be provided to the CO and COR within 5 calendar days of the update certification.

c) Contractor shall adhere to (Federal) OSHA, EPA, NFPA, VA Life Safety Codes, and other regulatory requirements.

d) Annual inspections are to be performed in January or within 30 days of award

e) Semiannual inspections are to be performed in July or six months after the annual inspection

f) Annual and Semiannual safety tests will be performed on elevators and dumbwaiters.

i) Safeties shall be subjected to an annual and semiannual running test as indicated in the Safety Test Instructions on VA Form 10-6167, "Report of Test of Elevator Governor and Safety Devices".

ii) The slowest operating speed, at no load test required for annual test as indicated in the Safety test instructions on VA Form 10-6167, “Report of Test of Elevator Governor and Safety Devices”.

g) Phase-1 Lobby Key Switch and Phase-2 Service check should be accomplished during the annual and semiannual safety check

h) The elevator maintenance company is required to furnish the tools and labor to perform the annual and semiannual no-load tests. The inspection contractor will witness and certify the inspection.

i) Contractor’s main office shall be within a two hundred mile radius to facilitate prompt service and to assist in emergent on-site consultations.

5. Safety Test:

a) Vendor shall schedule/coordinate inspection/testing of listed units with COR and Service Company two weeks prior to inspection/testing procedures.

b) All work is to be performed in accordance with 5-year inspection test requirements, ASME A17.1 latest edition.

i) Both semi and annual inspections

c) The following items must be tested and reported:

(1) Test leveling zone and leveling speeds with contract load.

(2) Test the door pressure and kinetic energy.

(3) Test governors pull through tension.

(4) Record the following: capacity, speed empty up and down, speed loaded up and down, safety jaw tripping speed, over-speed governor tripping speed, safety slide on the rails, governor pull through, governor plate speed, car level after test, buffer return time, complete firefighters service check as applicable, and safety rope pull out as applicable.

(5) List code violations observed during tests.

(6) Inspector shall attach tags after testing as required by ASME A17.1 and A17.2.

(7) The Contractor shall identify the date & name of the person of the last Annual Test up to the Five-Year Load Tests on each elevator tag.

(8) Elevators are to be run at slow speed.

d) 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.

e) A five-year load test is required.

i) Testing requires test weights. No fifty-five-gallon drums filled with water or 1000 lb weights will be accepted for use on load tests.

f) Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract

i) The Government will not provide any materials to the Contractor.

g) The elevator inspection contractor will witness and certify the inspection.

h) During the performance of the five (5) year test requirements, adjacent elevators shall be removed from service in the interest of safety in accordance with ASME A17.2.1.

i) Contractor shall not take out more than one elevator at a time and coordinate with facility for not impacting patient care or operations of the facility.

6. Elevators (When out of Service)

a) Before removing an elevator from service, notification is required to Engineering Service

i) Boiler Plant shall be notified after-hours

ii) Brooklyn VA Police Service (After-Hours alternate)

iii) St. Albans VA Police Service (After-Hours alternate)

iv) COR immediately during normal business hours, either by phone or in person.

b) 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.

c) When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption.

i) 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.

d) The COR will approve signage plaques used by the Contractor within 10 days of contract award.

i) Signs shall be no smaller than 6”x4” with 48-point type, in English.

e) 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.

7. Reports:

a) The contractor shall submit report upon completion of the inspection.

b) For all items on such forms which are not applicable, the notation "NA" (not applicable) shall be made.

c) The contractor shall clearly indicate the following-

(1) the cause, what, where, and when the incident occurred

(2) repairs and tests performed to correct the cause of the incident

(3) any adjustments, repairs, or replacements necessary to correct troubles encountered

(a) justify such recommendations

(4) furnish specifications sufficient to enable VA to purchase the materials required for such purposes (and cost estimate if available).

d) Reports will be prepared and submitted in original with two (2) hard copies and (2) electronic copies, no later than 5 working days following the inspection to the specific VA Medical Center

e) In addition, the Contractor shall also provide a detailed in person brief of each elevator.

8. Schedule of Inspections and Work Hours:

a) Work required in the performance of this contract shall be performed during the VA Medical Center's regular administrative working hours- 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays.

b) The contractor shall notify the COR or designee, at least 2 weeks in advance to coordinate the time and date of the inspection.

c) The COR shall accompany the contractor as an observer during the entire time of each inspection.

d) Upon arrival to perform inspection all service contract personnel must check in and out before providing services.

e) Location for checking in and out during normal business hours will be indicated at time of award.

f) Service tickets must be signed and dated, indicating work complete or incomplete.

g) The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract.

9. Elevators Covered

The Vertical Transportation Equipment (VTE) to be maintained is identified as follows:

Brooklyn VA Medical Center (“BK VA”):

a) 16 (Sixteen) Elevator at Main Hospital (Building 1): P1, P2, P3, P4, P5, P6, S1, S2, S3, S4, S5, S6, S7, S9, S10, S11

b) 4 (Four) Elevator at Outpatient Clinic (OPC, Building 15): P1, P2, P3, S1

c) 1 (One) Elevator at Domiciliary (Building 2): P7

d) 1 (One) Elevator at Data Center (Building 14): P8

e) 1 (One) Elevator at Engineering (Building 4): S8

f) 5 (Five) dumbwaiters

St. Albans Community Living Center (“SA CLC):

g) 4 (Four) Elevator at Building 89: P1, P2, P3, P8

h) 1 (One) Elevator at Building 88: P9

i) 1 (One) Elevator at Building 87: P4

j) 1 (One) Elevator at Building 85/86: P5

k) 1 (One) Elevator at Building 91: P6

l) 1 (One) Elevator at Building 92/93: P7

Brooklyn Elevators

St. Albans Elevators

10. Safety

a) Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements.

b) The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons.

i) Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew.

ii) The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government.

c) During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VA Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VA smoking policy.

d) Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected.

i) If, in the opinion of the CO/COR or the Government’s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected.

ii) If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

e) Patient, employee, visitor, and Contractor personnel safety shall always be maintained. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended.

f) Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

Additional Items:

a) If work is required outside of the Scope of this Contract, the inspector shall submit a detailed cost estimate/proposal for required inspection to the CO/COR within 2 business days of finding the issue.

b) Any additional items outside of the Statement of Work are not authorized, unless approved through a modification to the contract by the CO. No one aside from the CO, or a determined has the authority to obligate funds for the VA.

c) Failure to obtain authorization will result in NON-PAYMENT of charges acquired.