SOW Elevator Inspections.docx

STATEMENT OF WORK

Elevator Inspection Services Sheridan VAMC The contractor shall provide Elevator Inspection services in accordance with the terms and conditions stated within this “Statement of Work” (SOW). All work shall be coordinated with the Sheridan VA Health Care System’s (VA HCS) Contracting Officer’s Representative (COR).

1. PURPOSE: Contractor shall provide all certified and trained personnel, labor, supervision, equipment, tools materials, supplies, insurance, and transportation necessary to perform annual, semi-annual, and five-year elevator inspections. An Indefinite Delivery Indefinite Quantity 60-month contract is anticipated with an initial Base year and four (4) 1-year ordering periods.

2. GENERAL REQUIREMENTS:

a. Contractor shall determine if the equipment is in safe operating condition, that it has not been altered except in conformity to the applicable codes or regulations, and that each elevator performs in accordance with all applicable inspection requirements.

b. The contractor shall perform to the standards in accordance with the SOW.

c. Contractor shall clean equipment when necessary to properly inspect and test equipment.

d. Contractor shall remove parts where necessary to determine the exact condition of other parts which could not otherwise be determined.

e. In the performance of this contract the contractor must take such safety precautions as determined by Sheridan VA Fire/Safety and Engineering departments and local, state and federal safety regulations and guidelines to be reasonably necessary to protect the lives and health of occupants of the building.

f. Work requiring shutdown, interruption, infection control, or potential interruption of power to critical areas of the Medical Center will require extensive coordination and planning with the COR and will require at least two weeks’ notice to the COR. Major shutdowns may have to occur on weekends.

3. SAFETY COMPLIANCE: Contractor must conduct all routine inspections and tests in compliance with current American Society of Mechanical Engineers (ASME) A17.1 requirements, National Fire Protection Agency (NFPA) Life Safety and Fire Codes, Occupational Safety and Health Administration (OSHA) rules and regulations and following all local, state, and federal occupational safety and health codes and regulations.

4. SCHEDULING ARRANGEMENTS: Except by special alternative arrangements, scheduled work will be performed only during VA HCS normal working hours (7:30 a.m. to 4:00 p.m. Monday through Friday excluding federal holidays).

a. Contractor shall coordinate with the COR to schedule services.

b. A minimum of two weeks’ notice is required prior to performing the work.

c. Work must be conducted when the COR or his/her designate is available on site to monitor the work

d. *Annual Period Inspection and Test shall be scheduled and conducted in conjunction with, and in addition to, the Semi-Annual Routine Inspection and Test annually.

e. *Five Year Periodic Inspection and Test shall be scheduled and conducted in conjunction with, and in addition to, the Annual Periodic Inspection and Test.

f. Five Year Periodic Inspection and Test to be performed and is due before 8/13/2026.

*Contractor may elect to conduct inspections during the same visit, or during the same month.

5. CHECK IN/OUT PROCEDURES:

a. Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician must check in and out with the COR.

b. Contractor performing services will be required to wear an ID Badge.

c. ID Badge must be signed for at checkin and returned, after each visit.

6. FEDERAL HOLIDAYS: Federal holidays are any calendar days designated by statute or executive order as federal holidays.

7. CONTRACTOR REPORTING: Contractor shall provide to the COR with individual service reports, which describes the inspection services performed on the equipment, within 45 calendar days of inspection.

a. All safety-related deficiencies shall be immediately reported to the COR, during the inspection visit.

b. All maintenance checklists shall be submitted to COR within 1 week of completion of work including any recommendations for items needing repaired/replaced.

c. The inspection report shall include but not be limited to:

i. Building Name

ii. Building Address

iii. Building Owner

iv. Contractor Contact Information

v. Elevator Inspection

vi. Speed

vii. Rated Load

viii. Manufacturer

ix. Serial / Sales #

x. Date of Installation

xi. Powered by

xii. Machine Type

xiii. Type of Safety Location

xiv. Guide Rails

xv. Buffers

xvi. Type of Governor

xvii. Governor Speed Test

xviii. Periodic Test & Acceptance / Governors and Safeties (Required every 12 months)

xix. Full Load Maintenance Test & Acceptance (Required every 3/5 years)

xx. Car Speed for Governor / Safety Test (if applicable)

xxi. Car Speeds (if applicable)

xxii. Roped Hydraulic Elevator / Lift Test & Acceptance (if applicable)

xxiii. Number of Stops

xxiv. Car Door Pressure

xxv. Opening Front

xxvi. Opening Rear (if applicable)

xxvii. Door Operation xxviii. Fire Service Tested

xxix. Identify Components not Inspected

8. DELIVERABLES

a. All equipment listed in the SOW shall be inspected annually, semi-annually, and every five-years.

b. Five year inspection due before 8/13/2026.

c. Annual Periodic Inspection and Test shall be scheduled and conducted in conjunction with, and in addition to, the Semi-Annual Routine Inspection and Test scheduled for the same month.

d. Five Year Periodic Inspection and Test shall be scheduled and conducted in conjunction with, and in addition to, Annual Periodic Inspection and Test scheduled for the same month.

e. Contractor shall provide a comprehensive report for each elevator inspection. Inspection report shall be received by COR within 45 days of inspection.

f. Provide one (1) printed and bound copy of the inspection report.

g. Provide one (1) electronic file of the inspection report in PDF/Excel/Word.

9. PROTECTION FROM DAMAGE: Contractor shall provide all labor, materials, and equipment necessary for protection of VA HCS personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

10. RESPONSE REQUESTS: Contractor shall only respond to requests for service from VA HCS CO or COR. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

11. CHECK IN/OUT PROCEDURES: Prior to commencement of, and immediately after each service visit, the Contractor or his authorized repair technician must check in and out with the VA HCS COR (during normal working hours). Contractor will be required to obtain and wear ID Badges provided by the VA HCS.

12. LOCATION

Sheridan VA Health Care System 1898 Fort Road Sheridan, WY 82801 -8320

13. EQUIPMENT INVENTORY

Controls in Bldg. 9 Hydraulic

Langley Freight Elevator

(Material Lift)

15. LIABILITY INSURANCE: Contractor must provide this VA HCS with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VA HCS.

16. PERFORMANCE STANDARDS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

REQUIREMENTS

B. Contractor shall clean equipment when necessary to make the proper inspection and test.

Passing VA Facility Safety Officer inspection will result in a “Satisfactory” Contractors Annual Performance Rating (CPARS)

Failure to pass the VA Safety Officer inspections will result in an “Unsatisfactory” CPARS.

A. Contractor shall schedule and coordinate all work with the COR providing a minimum of two weeks’ notice prior to performing the work.

B. Annual Periodic Inspection and Test is to be conducted in conjunction with and in addition to the Semi-Annual Routine Inspection and Test scheduled for the same month.

C. Five Year Periodic Inspection and Test is to be conducted in conjunction with and in addition to Annual Periodic Inspection and Test scheduled for the same month.

D. Inspection and Test to be performed in the design year only (FY2026).

results in a Satisfactory CPARS

results in a Satisfactory CPARS

results in a Satisfactory CPARS

All safety-related deficiencies shall be immediately reported to the COR, during the inspection visit.

results in a Satisfactory CPARS

Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.

To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.

1. The contractor shall acknowledge receipt of the LOC Notice in writing.

2. The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor shall present this corrective action plan to the CO.

3. The Government shall review the contractor's corrective action plan to determine acceptability.

Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.