VAPHS Elevator PM-R Sources Sought.pdf

The following is a Sources Sought/Request for Information notice ONLY. This posted notice is not a Pre- Solicitation or Solicitation document. The government is not currently soliciting bids, quotes or proposals at this time; however, reserves the right to do so at a later date. The VA Pittsburgh Healthcare System, Pittsburgh, PA 15240 is seeking potential sources for the following services for Elevator/Lift Preventative Maintenance and Repair Services at both the University Drive and Heinz Campuses.

ALL WORK TO BE COMPLETED AT THE FOLLOWING LOCATION:

VAPHS, Main Hospital, University Drive Campus University Drive C Pittsburgh, PA 15240

VAPHS, H.J. Heinz Campus 1010 Delafield Road Pittsburgh, PA 15216

ALL INTERESTED PARTIES MUST ALSO HAVE AN ACTIVE REGISTRATION IN THE SYSTEM

FOR AWARD MANAGEMENT (SAM) DATABASE. TO REGISTER, PLEASE VISIT

WWW.SAM.GOV.

Responses to this notice shall include:

Company Name Address Point of Contact Phone Number Email Address SAM UEI Number CAGE Code Tax ID Number

** Note: In accordance with the U.S. Supreme Court decision regarding Kingdomware, service disabled veteran owned (SDVOSB) and veteran owned (VOSB), who are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services shall be verified in Veteran Small Business Certification (VetCert) as follows to be considered: https://veterans.certify.sba.gov/

Process in 38 U.S.C. 8127(d) whereby a contracting officer of the “Department ” shall award contracts on the basis of competition restricted to small business concerns owned and controlled by veterans, if the contracting officer has a reasonable expectation that two or more small business concerns owned and controlled by veterans will submit offers, and that the award can be made at a fair and reasonable price that offers the best value to the United States.” For purposes of this VA specific rule, a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB), must meet the eligibility requirements in 38 U.S.C. 8127(e), (f) and VAAR subpart 819.7003 and be listed as verified in the Vendor Information Pages (VIP) database.

http://www.sam.gov/ https://veterans.certify.sba.gov/

Please provide answers to all questions below regarding your firm’s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 561210:

1. Is your business a small business under NAICS 561210? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ______ NO ______

4. Is you firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS schedule for these items? YES______ NO______

Schedule Number: ___________________

Expiration Date: _____________________

Please provide a capability statement as well as any relevant literature addressing your organizations ability to supply the required items. Also, please include a point of contact name, phone number and email address.

Note: Questions regarding this notice should be addressed to Jennifer Beiswenger via email only. NO

PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Please submit all responses to this notice via e-mail to:

Jennifer Beiswenger Contract Specialist Jennifer.Beiswenger@va.gov

Responses to this Sources Sought Notice are required by no later than Wednesday, October 1, 2025 at 12:00 pm EST.

mailto:Jennifer.Beiswenger@va.gov

PERFORMANCE WORK

STATEMENT FOR

VERTICAL TRANSPORTATION EQUIPMENT

MAINTENANCE, REPAIR, & INSPECTION

SERVICES

1.0 Introduction: The VA Pittsburgh Health Care System is serviced by (47) elevators and (8) dock lifts as discussed in section (26.0) below. The vertical transportation at this facility plays a part in providing services to our Veterans and must do so without interruption. The reliability and safe operation of the vertical transportation equipment must be maintained to ensure reliability and safe operation. The VAMC relies on a qualified contractor with elevator maintenance and repair experience, that can meet the requirements of this document.

1.1 Performance locations

1.1.1 VAPHS, Main Hospital, University Drive Campus

University Drive C Pittsburgh, PA 15240

Description: Provides inpatient and outpatient services for veterans. Patient Care units which require vertical transport to all areas of the hospital: Emergency Department, Operating Rooms, Intensive Care Unit, Step down Units, Inpatient Units, Outpatient Clinics, Mental Health Services (inpatient/outpatient services), Food delivery, and Education.

1.1.2 VAPHS, H.J. Heinz Campus

1010 Delafield Road Pittsburgh, PA 15216

Description: Houses full-time residents in a nursing home type setting. The campus also supports an Ambulatory Care Center, Villas, Domiciliary, Administration Buildings, and Information Technology Building.

2.0 Description of Services: The Contractor shall provide all management, supervision, tools, incidental engineering services, supplies, equipment, testing, and component replacement to keep vertical transportation equipment operating as originally specified by equipment manufacturer or modified with the approval of the VA, as well as the parts and labor necessary to maintain, repair, and inspect the real property Vertical Transportation Equipment (VTE) at the VAMC in a manner that will ensure continuous and safe operation (full maintenance and repair with the exception of the exclusions listed in paragraph (5.0 below). The VTE and their mechanical room locations are listed in section (26.0 Below). NOTE: The term “VTE” in this Performance Work Statement (PWS) includes all equipment listed in paragraph (26.0 Below)as well as freight and passenger elevators, wheelchair/stair lifts, dock levelers, and dumbwaiters.

2.1 This full maintenance contract signifies a VTE service provider (Contractor) takes total service responsibility for the equipment identified in the PWS to include attachments. Except those services covered in (paragraph 5.0) below, the monthly fixed price includes all inspections, maintenance, repairs, replacements, and routine and emergency service calls. This contract allows the Government to budget total yearly costs and eliminates concerns relating to individual parts repair or replacement invoicing. The Contractor assumes all responsibility and determines the amount of service visits and types of service required to keep the VTE operating safely and within the performance objectives of.

3.0 Contractor Requirements:

Contractor will provide a minimum of one certified elevator mechanic at each campus location a minimum of eight (8) hours per day, five days per week (Monday – Friday) from

7:00 AM – 3:30PM, for a total of eighty (80) man-hours per week.

4.0 Contractor, without additional expense to the Government, must obtain all licenses, permits, and insurance required to perform the work in this statement of work. Contractor must comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits must be provided to the Contracting Officer prior to commencing work.

Unless otherwise specified in this performance work statement. The Contractor shall provide an additional qualified journeyman mechanic at the Medical Center from 7am- 3:30pm if normal maintenance and or finding and correcting deficiencies requires two journeymen to accomplish the maintenance schedule and assist in repairs, inspections, and adjustments to meet the requirements of this contract at no additional charge to the government.

If a Journeyman is on Vacation Leave or out sick, a replacement Journeyman is required for the same time coverage.

4.1 Codes and Standards: Contractor must comply with the following codes, standards, and regulations. Publications listed herein form a part of this statement of work.

Elevators and dock lifts must meet the requirements of code editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs on the date the installation contract was signed or when alterations were performed.

• Elevator Industry Field Employees’ Safety Handbook

• International Building Code (IBC)

• American Society of Mechanical Engineers (ASME):

o A17.1 - Safety Code for Elevators and Escalators o A17.2 - Inspectors Manual for Electric Elevators and Escalators o A17.3 - Safety Code for Existing Elevators and Escalators o A17.5 - Elevator and Escalator Electrical Equipment o A17.6 - Standard for Elevator Suspension, Compensation, and Governors o A18.1 - Safety Standard for Platform Lifts and Stairway Chairlifts o QEI-1 - Standard for the Qualification of Elevator Inspectors

• National Fire Protection Association (NFPA):

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

5.0 Excluded Services: The following are not covered in the full maintenance service arrangement and are considered over and above services:

5.1 Alterations (a.k.a. modernizations) are not covered in the full maintenance service arrangement.

5.2 Acts by parties other than the Contractor of vandalism, abuse, negligence, damage resulting from rescue and recovery operations, acts of God (including damage resulting from emergency power generator power spikes and low quality) are not included in the contract.

5.3 Additional items excluded in the full maintenance coverage are cosmetic, construction, ancillary components of the VTE system including the finishing, repairing or replacement of the cab enclosure, ceiling frames, hoistway door panels, door frames, sills, car flooring, floor covering, main line power switches, main power breaker(s), hydraulic elevator jack outer housing, buried piping, smoke and fire sensors, fire service reports, main communication feeders to controller, security systems, batteries for emergency lighting and lowering that are not solely dedicated to the VTE, air conditioners, and heaters.

5.4 Routine cleaning and refinishing of the interior of cars and the exterior of the hoistway doors and frames is not included in the basic full maintenance service.

5.5 In the event that the Contractor encounters an item of work included in paragraph 5.1 through 5.4, the Contractor will report the situation to the Point of Contact (POC). The report will include the work location, a detailed scope of the required work, justification for Contractor determination that the work was not included in the contract, and an itemized cost estimate (including time to repair, all required parts and a breakdown of labor wages). NOTE: Any part, component or assembly unavailable from the manufacturer due to obsolescence, remains the Contractor’s responsibility to obtain an engineered equivalent product from a commercial source.

5.5.1 The Contracting Officer (CO) must approve all repairs in advance not that are not covered under this contract. Work performed without approval will be considered an unauthorized commitment and may result in non-payment.

6.1 Government Furnished Property, Materials and Services: VAPHS will furnish the following services at existing outlets, for use in those facilities provided by the VA/VAMC and as required for the work to be performed under this contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points).

6.2 Offerors will be given the opportunity to inspect the premises by the CO/POC, prior to submitting their offers to be fully aware of the scope of services required. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract, except items that the CO/ POC and the Contractor agree must be excluded from the contract. Failure to inspect the elevators prior to contract award will not relieve the contractor from performing services and repairs in accordance with the strict intent and meaning of this contract.

7.0 Definitions:

7.1 Maintenance, Repair and Replacement: Maintenance, repair and replacement are on existing VTE and included in the contract scope of services. All maintenance, repair and replacement of damaged, broken, or worn parts are to be done in a manner that ensures that the equipment may be operated safely. Maintenance, repair and replacement are actions to restore equipment to a state in which it may safely perform its required operations as installed in accordance with the manufacturer’s recommendations. See ASME A17.1 for requirements.

7.2 Alteration: An alteration is also on existing VTE but is not included under the full maintenance service arrangement. Alteration/modernization will be covered on an over and above Contract Line Item, or it may result in a modification to the contract. The typical alteration results in a betterment to the safe operation of the equipment. In the case of elevators, when an alteration is made, all affected safety requirements must be complied with. All work as part of an alteration is required to comply with specific requirements of the current ASME A17.1 Code edition. See ASME A17.1 for requirements.

8.0 Maintenance Services

8.1 The Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each VTE within thirty (30) calendar days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance to be performed. The Contractor shall perform inspections and maintenance of all VTE in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements.

8.1.1 The Contractor shall be on site to ensure continuous operation of the elevators during : electrical testing, fire alarm testing, construction support and annual 3rd party testing. Such testing will occur outside of regular business hours to minimize disruption to the operations of the facility.

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

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

8.4 The Contractor shall perform necessary inspections and tests as required under ASME A17.1 Appendix N and Pennsylvania Department of Labor and Industry Laws and Regulations, using a Qualified Elevator Inspector (QEI). The first annual test shall include the five-(5)-year test for all traction and roped hydraulic elevators regardless of due date.

The three- (3) - year test shall be scheduled in conjunction with the annual test two years later from the first annual test.

8.5 The Government may perform inspections of the VTE at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and may be responsible for the corrective actions.

8.6 The Contractor shall prepare and submit a written report within two (2) business days of work. The report shall identify each VTE, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the VTE.

8.7 The Contractor shall maintain a copy of all current VTE inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection having provided the original to the CO/ POC. The index and copies of certificates shall be delivered to the CO/POC upon request;

however, no later than one (1) business day of a request to review. Contractor must have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems.

8.8 Maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. If any of the required schematic wiring diagrams are not available at the time of contract award it must be the responsibility of the VA to provide them at no cost to the Contractor. Wiring diagrams must be modified to reflect any changes made by the Contractor after receiving written approval by the CO/POC designated representative to make the changes. Modifications made to any controls must be dated and recorded on the VA wiring diagrams. The wiring diagrams will remain property of the VA.

8.9 Do not make any alteration or additions to the equipment without prior written approval from the CO/POC designated representative.

8.10 Provide tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this contract. Any parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source.

8.11 Provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform the services required in this contract. Lubricants must be only those products recommended by the manufacturer of the equipment or equal.

8.12 Maintain the specified equipment in highly operational condition and good working order in accordance with best possible industry standards by examining, adjusting, lubricating as required, and if conditions warrant, clean, and repair or replace the components of the equipment.

8.12.1 If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this purchase order, notify the CO designated representative within 24 hours after adding more than two gallons of fluid. Provide written documentation as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO designated representative.

8.12.2 Cartops, machine room floors, and machine room equipment must be cleaned monthly. Accumulated rubbish must be removed from the pits monthly. A general cleaning of the entire installation including all machine room equipment and hoistway equipment must be accomplished annually. Cleaning supplies and a

HEPA vacuum cleaner must be furnished by the Contractor.

8.13 The Contractor shall during regular PMI visits retrieve any objects such as keys, wallets, glasses, etc. dropped in elevator pit by occupants of the building.

Such objects shall be turned over to the VA Police personnel. Disposal of equipment and maintenance debris are the responsibility of the contractor.

8.14 The VAMC shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., while performing services in connection with this contract.

8.15 Performance Standards

8.15.1 Speed and brake to brake flight time shall be maintained as originally installed and adjusted.

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

8.15.3 Opening times, closing times and door close torques of all elevators shall be maintained within the limits of ASME A17.1 Code but shall be adjusted with a longer hold open and slower closing time to accommodate elderly and disabled patients.

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

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

8.15.6 Contractor shall ensure that the original operating criteria is always maintained for each elevator including, but not limited to, the following:

8.15.6.1 Maximum capacity in pounds.

8.15.6.2 Rated speed in feet per minute.

8.15.6.3 Performance time measured brake to brake.

8.15.6.4 Door operation.

8.15.6.5 Traffic handling capabilities.

8.15.6.6 Response times.

8.15.6.7 Ride quality.

8.16 Schedule Coordination: The Contractor shall be responsible for coordinating all phases of his/her operations with the appropriate facility personnel through the CO/ POC. The facilities shall remain in operation while the Contractor is working, and it is up to the Contractor to coordinate around the normal activities of the facility.

9.0 Repair Service Calls: Contractor shall provide service calls (routine and emergency) under the full maintenance service agreement at no additional charge. All repair work shall be done in accordance with standard commercial practices. Contractor shall repair and replace components of the VTE at no additional cost to the Government. Exception:

The contractor is not responsible for replacement of VTE ceiling light bulbs, these are the responsibility of the facility manager to replace. When a component in a labeled product is replaced, it must be replaced with an identical component manufactured under the original labeling service (certifying agency). Substitution of a different component is only permitted where it is equivalent to that which was tested, as determined by the certifying agency. The parts used for replacement are required to comply with all the requirements that the old parts originally complied with. Division 14 – Conveying Equipment, from VA’s Office of Construction & Facilities Management, Master Construction Specifications (PG-18-1), will be used to benchmark acceptable replacement components.

9.1 Routine Calls: Service calls will be classified as routine when the work or adjustments do not qualify as an emergency call. Callbacks hours are not to take time away from preventive maintenance hours required under this contract.

9.1.1 The contracting officer or designated representative will notify the contractor of repairs to be made from the inspection report or service call. The contractor shall report to the work location within 4 work hours of notification to survey the repair. The contractor shall provide to the Contracting Officer a cost estimate to include time and materials of any repairs not covered in the basic service contract. The contractor shall commence repair work after notification from the contracting office. 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. The contractor shall prepare and submit a written report within two business days after the routine repairs are completed. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs.

9.1.2 The Contractor shall respond in-person to the VTE and begin work on routine service calls at no additional cost to the Government within 4 work hours after receipt of the call on regular scheduled workdays/hours.

9.1.3 Equipment malfunctions must be corrected the same day that the service call was issued. If circumstances beyond the contractor’s control preclude resolution of the problem that day, the POC or designated representative must be notified with an explanation of the delay.

9.1.4 The Contractor shall report to the work location, survey the repair, and provide the CO/POC an estimate of time and cost of repairs not covered in the full maintenance service contract, but necessary to bring the VTE back to operation.

The Contractor shall commence repair work after notification from the CO/POC.

The Contractor shall prepare and submit to the CO/POC a written report within two business days after the repair. The report shall include the date and time of the service call, the location of the VTE, the repairs performed, and the name of the technician performing the repairs.

9.2 Emergency Calls: Emergency calls are defined as calls made for services when a VTE system fails and constitutes a danger to personnel; threatens to damage properties; or threatens to disrupt activity, critical hospital operations, and/or training missions significantly impacts patient access or day-to-day workflow.

9.2.1 The contractor shall respond to emergency repair calls within 2 hours after notification during normal business hours and within 2 hours after notification at times other than normal business hours. The contractor shall prepare and submit a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs.

9.2.2 The Contractor shall respond in person to the VTE and begin work on emergency service calls within 2 hours after receipt of the call.

9.2.3 The Contractor shall report to the work location, survey the repair, and provide base contracting an estimate of time to repair and cost of repairs not covered in the basic full maintenance service contract but necessary to bring the VTE back to operation. The Contractor shall commence repair work after notification from the CO/POC. The Contractor shall prepare and submit to the CO/ POC a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the location of the VTE, the repairs performed, and the name of the technician performing the repairs.

9.2.4 For Entrapments, the Medical Center Police will call the Contractor’s 24 hour a day, seven days per week dispatch call center to dispatch technicians and have them onsite at the Medical Center within 1 hour of receipt of the call.

9.2.5 Contractor shall keep a log of each entrapment and electronically send this report the next business day after the event to the POC. Report shall include at a minimum:

1. Campus

2. Car #

3. Date and time of arrival

4. Date and time of passenger release

5. Name of Police Officer who called the Contractor

6. Number of passengers

7. Name of Police officer(s) at the entrapment site

9.3 After Hours Support: The Contractor shall be on site to ensure continuous operation of the elevators during facility electrical testing, fire alarm testing, construction support and annual 3rd party testing. Such testing will occur outside of regular business hours to minimize disruption to the operations of the facility. The POC will coordinate with the Contractor when testing is scheduled to be performed at the facility.

10.0 Elevator Out of Service

10.1 Notify Facilities Management Service and the POC, either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the POC when placing the elevator back in service.

10.1.1 When an elevator is taken out of service, appropriate signage must be installed at each entry door to notify elevator users of the interruption. Upon completion, all signage must be immediately removed.

10.1.2 All tests, inspections, or maintenance repairs that will remove an elevator from service must be scheduled in advance with the POC.

10.1.3 Under no circumstances will any shutdown or breakdown last longer than five (5) consecutive working days, from initial notification to the Contractor, without prior approval of the POC.

10.1.4 Any elevator off-line for modernization shall not be invoiced for the month(s) it is out of service.

10.1.5 Any inspections or work that involve multiple car shutdowns shall be completed after normal business hours (7:00am – 3:30pm) at no additional charge to the Government.

11.0 Spare Parts

11.1 An adequate supply of new spare parts must be always maintained by the contractor to ensure prompt preventive maintenance and repair services.

11.1.1 All parts and materials must be of the original manufacturer’s design and specification, or equal. All lubricants must be the same as or equal to those recommended by the manufacturer.

11.1.2 If it becomes evident during a guarantee period that device is not functioning properly in accordance with manufacturers or VA specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, that device must be removed and a new device meeting all requirements must be installed.

11.1.3 All parts and supplies stored in the elevator machine rooms must be kept in enclosed metal cabinets. Flammable materials must be stored in fire rated cabinets provided by the contractor.

12.0 Painting and Cleaning

12.1 Within the first three (3) months this contract is in effect, the Contractor must thoroughly clean the following: all elevator hoistways, pits, cartops, machine rooms and equipment including controller interiors and air filters. All car and hoistway door hardware must be cleaned, lubricated, and adjusted.

12.1.1 All floors including elevator pits and steps must be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of dirt, oil, and grease.

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

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

12.1.4 The exterior of the machinery and any other parts of the equipment subject to rust must be properly painted POC designated representative must periodically inspect equipment and equipment spaces for cleanliness. The inspection must consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this contract.

12.1.3 Debris, rubbish, and recyclable material resulting from work under this contract may be disposed of on VA/VAMC property at the direction of the COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.

13.0 Written Maintenance Records

13.1 The elevator contractor must maintain a “Logbook” in each elevator machine room.

The log must list the date and time of all weekly examinations and all trouble calls. Each trouble call must be fully described including the nature of the call, necessary correction performed, or parts replaced.

13.2 The elevator contractor must record in the logbook all tests conducted, technicians performing the tests, and the results of the tests including any deficiencies found. This is in addition to recording this information in the Data Base.

13.3 A Written “Maintenance Control Program” must be in place to maintain the equipment in compliance with ASME A17.1 Section 8.6.

13.4 The Contractor must post a check chart for each elevator in each machine room in a conspicuous place, in the room containing the equipment controller. These check charts must list each elevator component showing a schedule of the manufacturer’s recommended frequency of inspection of each component on a weekly, monthly, quarterly, semi-annual, and annual. Entries must indicate the status of schedule items of maintenance work performed. The check chart must be always kept up to date and must be initialed and dated by the Contractor’s employee to indicate that the work has been accomplished. A check chart must be available for review by the Contracting Officer or designated representative and the Contractor will physically show the CO or designated representative the completed work on request.

14.0 Maintenance Reports

14.1 Upon request the contractor must send maintenance and service call reports to the POC. This report must be an attachment to an email. The report must contain:

14.2 Each elevator worked on.

14.3 A description of all work performed on that elevator.

14.4 A description of the parts replaced, including part numbers.

14.5 The date the part was installed.

14.6 Adjustments made to insure proper operation with the new part

15.0 Record Keeping

15.1 The Contractor shall maintain a complete set of currents, legible schematic wiring diagrams in each elevator contained therein.

15.1.1 To the extent that any of the required schematic wiring diagrams are not available at the time of contact award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center.

15.2 The Contractor shall maintain a full, legible service log in each machine room and a complete, orderly chronological file including drawings, complete part lists, and copies of all service reports.

15.2.1 This check chart shall list each elevator component-showing schedule of manufacturer’s recommended frequency of inspection of each component on a weekly, semi-annually, annually or other frequency.

15.2.2 The log shall list the data and time of all maintenance service performed and signature of technician.

15.2.3 Each trouble call shall be fully described, including the nature of the call, necessary service performed, and any parts replaced.

15.2.4 Service file shall be made available for inspection upon request, and a copy of the complete file furnished to VAMC during the first week of the last month of the normal contract term. Monthly electronic reports of ALL work performed including maintenance provided to the CO/POC

15.3 The Contractor shall maintain a separate maintenance record on each elevator.

15.3.1 The maintenance record shall be kept in the elevator equipment room and shall be credit readily available for inspection by the POC or designee.

15.3.2 The maintenance records are the property of the government and shall be turned over to the Government at the end of the contract term.

15.4 Upon each departure, the Contractor will serve notice of disposition of work to the POC or designee.

15.4.1 In additional the contractor shall furnish the POC, Maintenance Supervisor or designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information.

1. Name and address of Contractors

2. Name of Contractor employee(s) performing the work.

3. Date(s) work performed and hours

4. Brief description of work performed, including PM inspection identification of equipment worked on.

5. Signature of contractor’s employee(s) and signature of the Maintenance and Operations Electrical Supervisor or designee.

6. If the report is not submitted it will be indicated that no inspection or maintenance was performed, and payment may be withheld and/or delayed.

16.0 Quality Control

16.1 Contractor shall develop and maintain a quality control program (QCP) to ensure maintenance and repair services are performed in accordance with ANSI/ASME A17 and other applicable standards and codes. The Contractor shall develop and implement procedures to eliminate reoccurrence of once identified/repaired defects. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in Paragraph 6, Services Summary. The QCP shall demonstrate how the Contractor ensures quality performance during the contract period of performance. The Contractor shall maintain the QCP throughout the period of performance of the contract. The CO will be provided updates to the QCP as they occur during the period of performance. The QCP will identify the procedures in writing for inspections, individual responsible, VTE MCP, and the location of all inspection records and key control logs which will always be available to the government upon request. The QCP will have the inspection forms and records which will be used for the service. The Contractor will identify to the CO/POC the responsible quality control inspector to notify in case of customer complaints.

16.2 Contractor must establish a complete Quality Control Program to assure the requirements of the contract are provided as specified. The Contractor must submit this program to the POC, for acceptance within ten (10) days of Notice to Proceed. QCP must follow the Maintenance Control Program as required by ASME A17.1 Section 8.6. The program must include the following:

16.2.1 An inspection system covering all the services described in the contract. A checklist used for inspecting contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection.

16.2.2 The checklist must include every area of the Contractor’s operation as well as every task required to be performed.

16.2.3 A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.

16.2.4 A file of all inspections conducted by the Contractor and the corrective action taken. This documentation must be made available to the VA/VAMC upon request, at any time during the term of the contract.

16.3 The Government will periodically evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

16.4 The Government will evaluate the Contractor performance in accordance with the following criteria. Performance evaluations will be rendered in one or more Government databases for that purpose. Contracting Officer may tailor the performance objectives to meet the individual installation needs. The following are offered as suggested areas.

Performance Objective PWS Para Performance Threshold

1. Written Maintenance Control Program (MCP) for each VTE for all equipment.

MCP identifies all maintenance intervals to include safety inspections.

4 MCP in accordance with ASME A17.1 delivered to CO in 30 calendar days of contract award.

2. VTE Service Availability 4 VTE availability is 95%. Calculation = ((sum of all VTE * # days in service during the selected month for each VTE) / (# VTE * # days in the selected month)).

3. Repair Service Call Routine – Response Time.

Response to routine calls within time specified in paragraph 5.1.2.

5 Response to routine service calls are on-time 100% of the time on a monthly basis.

4. Repair Service Call Emergency – Response Time.

Response to emergency calls within time specified in paragraph 5.2.2.

5 Response to emergency service calls are on-time 100% of the time on a monthly basis.

5. Service Call Repairs – Repair Quality.

Repairs are of high quality resulting in reduced call backs.

5 Only two call backs of the same problem (same instance) each month.

5. Inspection – MCP Adherence Inspection to MCP 100%

6. Preventative Maintenance - MCP Adherence 4.7., 5.1.3, 5.2.3.

Preventative maintenance performed to MCP 100% of time.

7. Reporting 2, 4, 5 Submit reports in a manner consistent with PWS 100% of the time.

17.0 SAFETY INSPECTIONS AND TESTING

17.1 Category Five tests must be performed by the elevator contractor and witnessed by an ANSI/ASME QE-1 Certified Elevator Inspector contracted by the VA/VAMC.

17.1.1 Contractor must perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 “Safety Code for Elevators and Escalators” using Table N-1 “Recommended inspection and test intervals in ‘Months’” and ASME A17.2 “Inspectors’ Manual for Electric Elevators” latest edition.

17.1.2 The certified inspector will provide a report of all deficiencies found that the VA/VAMC or elevator contractor is required to correct.

17.1.3 The results of ALL tests must be recorded in the “Record of Elevator Testing” and a summary delivered upon request to the POC.

17.2 The contractor must identify the date of the last Five-Year Load Test on each elevator tag and schedule the next Five-Year Load Test accordingly.

17.3 Any repairs or adjustments necessary to complete a test and return the elevator to service must be performed by the Contractor at no additional expense to the Medical Center.

17.4 Contractor must attach tags after testing as required by ASME A17.1 and A17.2.

17.5 All elevators provided with firefighters’ service must be subjected to monthly Phase I “Emergency Recall Operation” and a minimum of one floor operation on Phase II “Emergency In-car Operation” to assure the system is maintained in proper operating order in accordance with ASME A17.1. The results of these tests must be recorded on the “Record of Elevator Testing” and a companion separate document maintained in the elevator machine room.

17.6 All tests or inspections that will remove the elevator from normal operation must be scheduled in advance with the CO or designated representative. Recurring tests such as “Emergency Recall Operation” may have a standard recurring schedule approved and applicable through the term of this agreement.

18.0 Qualifications

18.1 Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. Contractor must have a minimum of five (5) years of current (within the past seven (7) years) of successful experience maintaining elevator equipment identical or like the vertical transportation equipment listed in this contract. Offerors must submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.

18.1.1 The Contractor must provide a Contract Manager who must be responsible for the performance of the work. The name of the contract manager and an alternate must be designated in writing to the CO/POC prior to the contract start date. Changes to personnel must be submitted to the Government within five (5) workdays of the changes.

The Contract Manager or alternate must have full authority to act on all contract matters relating to the daily operation of the contract. The Contract Manager or alternate must be available to speak/meet with the CO/POC within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.

18.1.2 Contractor must provide Elevator Mechanics/Technicians who have completed an Apprenticeship Program and passed the Mechanic/Technician Examination approved and certified by the U.S. Department of Labor. Certified Elevator Mechanics/Technicians must have technical qualifications of at least five (5) years of successful experience in the elevator industry. Apprentices must be actively pursuing Certified Elevator Mechanic/Technician status. Certificates must be submitted to the CO/POC.

18.1.3 All employees of the contractor performing work under this contract at the VAMC for more than forty (40) hours over contract period must have completed up to one hour of Infectious Control training provided by the VA.

18.1.4 All employees of the contractor must have completed a 10-hour OSHA Safety Course. Certificates of completion must be submitted to the CO/POC.

18.1.5 The selection, assignment, and management of contractor’s employees are the responsibility of the Contractor. The Contactor must not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VA/VAMC or personnel. The Contractor is fully responsible for the performance and always conduct of his/her employees. The Contractor must not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent.

18.1.6 The Contractor will be licensed by the State in which the work is conducted to provide the services specified in this contract. All work will be performed by personnel who are trained and qualified for the systems and equipment. Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements (documentation provided to CO/POC upon request) in maintenance of VTE.

19.0 Security and other associated requirements

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

19.0.2 Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States.

19.0.3 The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the contract.

19.1 Department of Veterans Affairs requires all Contractor employees to have a VAMC issued Identification Badge (Flash Badge) and must be worn at all times while at the VAMC facilities.

19.1.1 This ID badge shall be issued by the VAMC security office under its rule for issuance.

19.1.2 When an employee leaves the Contractor’s service, or the contract is terminated, the employee’s badge shall be returned to the VAMC immediately.

19.2 Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAMC issued ID badge.

19.3 The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures:

19.3.1 Upon arrival at the station, the Contractor shall check in with the Maintenance Supervisor or Designee for each facility so that the VAMC will be aware of the contractor’s presence at the facility at all times.

19.4 Check-in and administrative procedures

19.4.1 The Contractor shall have all maintenance tickets, and each service call ticket sent electronically to the POC.

19.4.2 Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time the unit was returned to regular service.

19.4.3 Service tickets shall be provided to the Government POC immediately upon completion of the task.

19.5 The Contractor shall instruct his personnel that when they perform work under this Contract, they shall comply with the following procedures:

19.5.1 Upon arrival at the facility, Contractor shall check in with the Maintenance Supervisor.

19.6 The Contractor is required to check in with the VA Police after hours.

20.0 BACKGROUND CHECKS and IDENTIFICATION BADGES

20.1 Contractor and subcontractor personnel must consent to Background Checks or must be denied access to the VA/VAMC. Information required to conduct a Background Check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

20.2 Contractors must ensure their employees and those of their subcontractors have the proper credentials allowing them to work in the United States. The contractor must not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the contract.

20.3 Department of Veterans Affairs requires all Contractor employees to have a VA issued Identification Badge and always wear it while at the VA facilities. This ID badge must be issued by the VA security office under its rule for issuance. Contractor personnel must present a neat appearance and be easily recognized as a contractor employee by wearing distinctive clothing bearing the name of the company and a VA issued ID badge.

When an employee leaves the Contractor’s service, or the contract is terminated the employee’s badge must be returned to the VA immediately.

21.0 EMERGENCY TELEPHONE NUMBERS

21.1 The Contractor must provide the POC with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers must be manned twenty-four (24) hours per day. This information must be provided in writing to the POC.

22.0 INJURY and ACCIDENT REPORTS

22.1 Contractor must immediately report to the POC in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

22.2 Written reports for all incidents must be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

23.0 SAFETY

23.1 Contractor must adhere to all codes, regulatory and AHJ requirements specified herein.

23.2 In performance of this contract, the Contractor must follow VAMC safety policy and standards for safe work practices and take such safety precautions as the VAMC Safety Officer or designee or the POC may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor must comply with VAMC smoking policy, which designates all interior space as NO-SMOKING areas.

23.3 The contractor must treat all elevator pits as “Permit Required Confined Space” and must follow all OSHA requirements and VAMC requirements when entering such spaces. Elevator pits may be reclassified as a Confined Space as outlined in VA policy 138-08-S5; such policy must be followed carefully.