J040--Elevator Inspection and Maintenance Services

Description

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced later, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238290, (Other Building Equipment Contractors). The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Elevator inspection and maintenance services at multiple Veteran Affairs Medical Centers per the Performance Work Statement (PWS) attached (Attachment 2). This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by June 13th, 2025 at 12:00 PM EST. All responses under this Sources Sought Notice must be emailed to issa.shawki@va.gov with RFI # 36C24125Q0546 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Performance Work Statement (PWS) Elevator Inspection and Maintenance Services GENERAL INTENTION AND REQUIREMENTS This Performance Work Statement (PWS) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE), referred to as elevators. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the vertical transportation equipment operating as originally specified by the equipment manufacturer and/or as modified when a deviation is required. Modifications to perform deviations require written consent of the Government s Contracting Officers Representative (COR) or COR designee. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences. Work for this contract is required at the following Veteran Affairs Medical Centers: Brockton Division; 940 Belmont Street, Brockton, MA 02301 West Roxbury Division; 1400 VFW Parkway, West Roxbury, MA 02132 Jamaica Plain Division; 150 South Huntington Avenue, Jamaica Plain, MA 02130 Providence Division; 830 Chalkstone Ave, Providence, RI 02908 Northampton Division; 421 N. Main Street, Leeds, MA 01053 Bedford Division; 200 Springs Road, Bedford, MA 01730 Period of performance: Five years For this contract, the standard operating hours or duty hours are the hours between 6:00 AM to 4:30 PM Monday through Friday, except Federal Holidays, or 40 working hours per week. The Government does not stipulate the number of personnel required complete work defined in this statement of work. The Contractor shall provide 24 hour/7 day a week service for callback response. For further detail into callbacks refer to section 2.3. The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, and supplies for all equipment and systems. CODES and STANDARDS Publications listed below form a part of this Contract. Elevators shall meet the requirements of current code editions published, all manufacturer guidelines, Veteran s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply. Elevator Industry Field Employees Safety Handbook International Building Code (IBC) American Society of Mechanical Engineers (ASME): A17.1--Safety Code for Elevators and Escalators A17.2--Inspectors Manual for Electric Elevators and Escalators A17.3--Safety Code for Existing Elevators and Escalators A17.5--Elevator and Escalator Electrical Equipment A17.6--Standard for Elevator Suspension, Compensation, and Governors A17.7--Performance-Based Safety Code for Elevators and Escalators A18.1--Safety Standard for Platform Lifts and Stairway Chairlifts QEI-1--Standard for the Qualification of Elevator Inspectors National Fire Protection Association (NFPA): NFPA 13--Standard for the Installation of Sprinkler Systems NFPA 70--National Electrical Code (NEC) NFPA 70E Electrical Safety In The Workplace NFPA 72--National Fire Alarm and Signaling Code NFPA 101-Life Safety Code NFPA 252-Fire Test of Door Assemblies DEFINITIONS/ACRONYMS ANSI American National Standards Institute ASME American Society of Mechanical Engineers CONTRACTOR General Contractor, Elevator Contractor, and Subcontractors CO Contracting Officer COR Contracting Officer s Representative ELEVATOR MECHANIC/TECHNICIAN See Section 1.7 Paragraph C. FAR Federal Acquisition Regulation HEPA High Efficiency Particulate Air filter LEADS Law Enforcement Agency Data System MCP Maintenance Control Program provided by Contractor MSDS Material Safety Data Sheet provided by Contractor NAESA National Association of Elevator Safety Authorities NEC National Electric Code NFPA National Fire Protection Association NTP Notice to Proceed OSHA Occupational Safety and Health Administration PO Purchase Order issued by the CO/COR PPE Personal Protective Equipment QASP Quality Assurance Surveillance Program provided by Contracting Officer QCP Quality Control program provided by Contractor QEI-1 Qualified Elevator Inspector certified by ANSI/ASME VA United States Department of Veterans Affairs VTE Vertical Transportation Equipment Passenger Elevator, Service Elevator, Freight Elevator, Cart lift, Dumbwaiter, Platform Lift, and Dock Leveler, Referred to in text as elevators. PWS Performance Work Statement EXCLUSIONS Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturer s or installer s warranty, without prior approval of the COR. Installation of new attachments recommended or required by inspectors, insurance agencies or VA/Government Authorities. Replacement of underground hydraulic piping or hydraulic cylinder. Cleaning, refinishing, repair, and replacement of cab enclosures, hoist way enclosures, door frames, exposed sills, and cab flooring. Repair or replacement of elevator pit sump pumps, machine room and hoist way light fixtures, heat/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems. The Contractor shall operate elevators as needed to provide access for service, repair, and/or replacement of these excluded elevator aspects at no additional cost to the Government. Power supplies from the elevator controller to its source. Communication lines from the elevator controller to its source. The CO/COR must approve, in advance, all repairs not covered under this Contract. The Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs for review prior to performing the repairs. If approved, CO/COR shall issue a Modification (MOD) in advance of undertaking such work. No invoice will be paid without prior approval and specific MOD issued in advance of work. There shall be no borrowing of parts (i.e., removing a part from one elevator unit, whether in it is in service or not, to correct a deficiency on another elevator unit) except in an emergency (i.e., entrapment) or with written consent from the COR. GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at his/her own expense. The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract. The Government will not provide any materials to the Contractor. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. Oil removed from hydraulic units shall be collected and disposed accordingly with State regulations. Disposal costs will be no additional cost to the Government. CONTRACTOR REQUIREMENTS The Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. The Contractor shall have a minimum of five (5) years within the last seven (7) years of successful experience maintaining elevator equipment identical or similar to the vertical transportation equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office. The Contractor shall provide a Contract Manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) work days of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day. Offerors shall show evidence of their reliability, ability and experience by furnishing: Elevator Lead Technician Resume, Training Certifications, and Massachusetts Licenses; A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of enrollment/certification in the National Elevator Industry Educational Program (NEIEP) and membership in the International Union of Elevator Constructors (IUEC). Alternately, certificate of completion from an approved apprentice program (NEIEP, CET, or CAT). The selection, assignment, and management of Contractor s employees is the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VA BHS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor service, repair, and replacement staff shall be Journeymen experience along with all all-other referenced training, certification, an experience within paragraph 1.6. Staffing information shall be submitted as referenced in section 1.6.C(2) and updated at least annually or whenever changes are made to the operations staff. Staff below journeymen experience shall be supervised by those identified in the submitted staffing list and any and all certifications shall be submitted. BACKGROUND CHECKS and IDENTIFICATION BADGES Contractor and Subcontractor personnel working on VA BHS facilities must consent to Background Checks or shall be denied access to the VA BHS 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. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. 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. Department of Veterans Affairs regulations requires Contractor employees to have a VA BHS issued Identification Badge and wear it at all times while at VA BHS facilities. ID badges shall be issued by the VA BHS security office under its rules for issuance. When an employee leaves the Contractor s employment, or the Contract is terminated, the employee s badge shall be returned to COR within 3 working days. EMERGENCY TELEPHONE NUMBERS The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR. MAINTENANCE SERVICES EXISTING DEFFICIENCIES Immediately after contract award and no later than 30-days thereafter, the Contractor and the Government shall conduct a thorough inspection of elevators (as detailed in Equipment List) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order. Items to be included in the deficiency list are; replacement or repair of elevator related equipment, parts and appurtenances located downstream of the service connections. This includes elevator related mechanical, electrical and control systems located in the machine room, hoist way, cab or lobby down to the lowest component including, but not limited to, signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables. If a deficiency is not identified in the inspection and 45-days have passed since award of the Contract, the deficiency shall be covered under this Contract. Once the deficiencies identified in section 2.1, Existing Deficiencies, Section A have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract. MAINTENANCE SERVICE PROVISIONS The Contractor shall provide complete maintenance service, safety inspections, and tests on every elevator at the VA BHS site locations (3 sites in total) see attached Equipment List)) for the period required under the contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only. The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram elevator systems. Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator. If any of the required schematic wiring diagrams are not available at the time of Contract award it shall be the responsibility of the Government (VA BHS Engineering) to provide and available reference material available at no cost to the Contractor. Wiring diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made to controls shall be dated and recorded on the government wiring diagrams. The wiring diagrams will remain property of the Government. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR. Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. Parts not available from the manufacturer due to obsolescence remain the Contractor s responsibility to replace from another source. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and other supplies necessary to perform services required in this Contract. Lubricants shall be only those products recommended by the equipment manufacturer or equal. Contractor shall maintain specified equipment in like-new 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 components of the equipment as follows: Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts. Motor and motor generator, motor windings, rotating elements, commutators, brushes, brush holders, and bearings. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers and all control components. Controller, selector and dispatching equipment, relays, solid state components, resistors, condensers, transformers, contacts, leads, dash pots, timing devices, computer and microprocessor devices, steel selector cable or tape, and mechanical and electrical driving equipment. Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws. Deflector or secondary sheaves, sheave bearings, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers or gibs. Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices. Automatic power-operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibsor rollers, ceiling fan/blower and grill. Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables. General and Emergency lighting within the cab, above the cab or in the hoist way including; bulbs, fixtures, batteries, trickle charger and related wiring and components. Elevator operating devices for fire emergency operation and emergency power operation. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests. Replace conductor cables and hoist way and elevator machine room wiring. Ensure lubricants meet the specific manufacturer s requirements for the equipment. Check the group dispatching systems and make necessary tests to insure circuits and time settings are properly adjusted and the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by the COR. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this contract, the Contractor shall notify the CO/COR within 24 hours after adding more than two gallons of such fluid. Written documentation shall be provided as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO/COR. Pumps and pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks and oil recovery systems. Filters, mufflers, and muffler components. Repair or replace conductor cables, elevator hoist way wiring and machine room elevator wiring. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. General cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor. Telephone, data and intercom lines serving IT, Phone, elopement systems or any other system located within the hoist way or the cab. Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize safe and continuous functioning of the equipment. If work is required outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for emergency situations such as entrapment, without the written consent of the CO/COR and receipt of a separate Purchase Order to cover the cost of additional work. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, and contractor employees. Contractor shall obtain written approval by the CO/COR prior to repairs related to this category of damage. Any damage the contractor deems to be a result of this nature shall be fully documented with pictures taken by the Contractor. Documentation of the incident, including pictures shall be provided to the CO/COR for evaluation. The CO/COR reserves the right to claim any damaged material / equipment. Procedures for completing work to fix this type of are covered in Section 2.2.I. MAINTENANCE AND INSPECTION SERVICES: Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator 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. The Contractor shall perform inspections and maintenance of elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including but not limited to fire recall, ASME A17.1 Appendix N tests and other safety/maintenance testing as required by the manufacturer, recognized national codes, or the Government. Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation. Maintenance work shall be in accordance with commercial practices or manufacturer s manuals, if available, and shall be intended to maintain elevators in safe and reliable operating condition. The MCP is required to specify appropriate intervals for the specific maintenance items. Cleaning of equipment spaces and daily cleanup of job sites in conjunction with maintenance, inspections and tests, and repairs are required. Government may perform elevator inspections 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 shall be responsible for the corrective actions covered under this Contract, to be completed within 15 working days. The Contractor shall maintain a copy of current elevator inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection. The elevator inspection documentation will be located in the machine room for the elevators covered and a copy provided to the COR each quarter. CALLBACK SERVICE Callback service is defined as a request for service or to assist in an entrapment for one or more elevators, either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 (one) hour for passenger entrapments and 2 (two) hours for all other non-entrapment callbacks. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor s control preclude resolution of the problem the same day, the CO/COR must be notified in writing with an explanation of the delay. Callback service during non-normal working hours shall be restricted to entrapment releases and returning critical elevators to service. Critical elevators include elevators designated by the COR or COR designee. Critical elevators are defined as: each building serviced with an elevator shall have a minimum of one elevator in operation to ensure safe vertical egress. In the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building has no elevator service, then the callback is deemed essential. Callback services of non-essential elevators will be scheduled for repair the next business day during normal business hours. K. Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. Procedures for completing work to fix this type of are covered in Section 2.2.I. Work related to Callbacks are not to take time away from preventive maintenance required under this Contract. MAINTENANCE, REPAIR, and CALLBACK TICKET PROCEDURES Contractor shall have maintenance tickets signed by the COR or COR designee. Contractor shall instruct employees to comply with the following procedures: Upon arrival at the facility, Contractor shall check in with the CO/COR or COR designee so Engineering Service will be aware of Contractor s presence at the facility. Pick up the key ring which contains keys that will access any lock on the elevators and open access doors to elevator maintenance spaces. This key ring shall be returned before maintenance personnel leave the VA BHS facilities. Contractor shall have a service ticket on each service call signed by the COR or COR designee. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time the elevator was returned to regular service. ADDITIONAL SAFETY INSPECTIONS AND TESTING Category Five tests shall be performed by the Contractor and witnessed by a 3rd party ANSI/ASME QE-1 Certified Elevator Inspector hired by the Government. Contractor shall perform 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 Guide for Inspection of Elevators, Escalators, and Moving Walks latest edition. The certified inspector will provide a report of deficiencies found the Government or Contractor is required to correct. The results of all tests shall be recorded in the Record of Elevator Testing and a summary delivered to the CO/COR. The Contractor shall identify the date of the last Annual Test up to the Five-Year Load Tests on each elevator tag and plan to perform the following: Contractor shall assist and accompany any third-party elevator safety inspector, provided by the Government, during the Annual up to and Five-Year Load Tests required by ASME A17.1/A17.2. The tests will be performed under direction of an appointed third-party elevator inspector having area jurisdiction and appointed under separate contract by the Government and may involve 2 or more days of work. CO/COR shall notify the Contractor of the dates when the above inspections/tests will be performed at least ten (10) working days before the scheduled inspection dates. The Contractor shall be responsible for furnishing necessary weights, labor, and means of transportation of the weights throughout the Government s facilities, as directed by the third-party inspector and as required for successful completion of inspections. The Contractor shall operate elevators during inspection/test under the direction of the third-party elevator inspector as require for the inspection/test. The Contractor shall work with the third-party inspector on developing a list of repairs identified during testing. The Contractor shall coordinate with the COR concerning time frame for repairs and adjustment identified during the inspection and covered under this Contract, which shall be completed in a timely manner. All repairs outside of the Contract will be submitted to COR and handled under a separate Purchase Order. Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Government. Contractor shall attach tags after testing as required by ASME A17.1 and A17.2. Elevators provided with firefighters service shall 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 Contractor shall conduct these tests as required and results shall be recorded in the MCP under Record of Elevator Testing with a copy provided to the COR and a companion separate document maintained in the elevator machine room. The Contractor shall be responsible to schedule and maintain necessary inspections for elevators. The Contractor will provide the schedule to the CO/COR for approval. All costs for inspections are to be included as part of this contract. All tests or inspections removing an elevator from normal operation shall be scheduled in advance with the CO/COR. Recurring tests such as Emergency Recall Operation may have a standard recurring schedule approved and applicable through the term of the contract. Contractor shall be responsible for providing personnel on site to operate elevators for Fire Alarm Testing which will be completed by another vendor. ADDITIONAL SERVICES Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or COR as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency), although typically a 48 hour notice will be given. Labor Costs - The Contractor shall price labor hours within the price quoted in CLIN 1 in Section B, SUPPLIES OR SERVICES AND PRICES. The Contractor s expenses for overhead, General and Administrative (G&A), and profit are already included in this CLIN. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied. Materials and Parts - The Government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement. If the Contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor s sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower. All orders for maintenance repair/replacement work must be placed or confirmed by issuance of a SF30. The SF30 will describe the work to be performed, the time for completion, and the total price for the work. In emergency situations oral orders are permitted, which will be confirmed within 5 working days by issuance of a SF30. Orders of $2,500.00 or less may be processed using the Governmentwide commercial purchase card, which is the preferred method to purchase and to pay for micropurchases. The Government reserves the right to perform the work using whatever resources are available. INFECTIOUS CONTROL - CLEANING and PAINTING To carry out its mission as a health care facility, the Government maintains the highest level of cleanliness as a part of its Infectious Control Program to insure patient health is not compromised. The Contractor shall maintain the elevator shafts, elevator pits, equipment rooms and equipment room access to these standards and comply with other reasonable requests of the CO/COR related to Infectious Control measures. Within the first three (3) months this Contract is in effect, and then annually thereafter the Contractor shall thoroughly clean the following: all elevator hoist ways, pits, car tops, machine rooms and equipment including controller interiors and air filters. Car and hoist way door hardware shall be cleaned, lubricated, and adjusted. The mechanical room floors including elevator pits and steps shall be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of trash, dirt, oil, and grease. Walls, ledges, handrails, storage cabinets, fences, elevator shaft walls, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces. Elevator equipment, including control cabinets, motors, door operating mechanisms, and cartops shall 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. Machinery exterior and any other parts of the equipment subject to rust shall be properly painted. Any surfaces, particularly floors, steps and handrails that have a dull or worn appearance after cleaning shall be painted so cleaning efforts are evident. CO/COR shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/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 State and local regulations. ELEVATOR OUT OF SERVICE Before removing an elevator from service, notification is required to Engineering Service (Boiler Plant shall be notified after-hours), VA BHS Police Service (After-Hours alternate), and the COR immediately during normal business hours, either by phone or in person. 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. When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption. 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. The COR will approve signage plaques used by the Contractor within 10 days of contract award. Signs shall be no smaller than 6 x4 with 48-point type, in English and Spanish. Tests, inspections, or maintenance repairs removing an elevator from service shall be scheduled in advance with the CO/COR. A schedule for maintenance shall be submitted within 10 days of contract start. 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. 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. PERFORMANCE STANDARDS Elevator contract speed and brake to brake flight times shall be maintained as originally installed and adjusted. Maintain smooth starting, stopping, and leveling accuracy of 3mm (1/8 ) for all elevators. Opening times, closing times and door close torques of elevators shall be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands. Door reversal on elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. The Contractor shall ensure all electric eyes or door detectors are always working. 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 COR. On an annual basis the Contractor shall submit a record of hall waiting time at each elevator landing utilizing a computer analyzer or similar type event recorder and other data necessary to verify the system is operating at peak efficiency (manufacturer specifications) for elevators covered under the Contract. Results shall be submitted and labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the digital recordings to the COR. Contractor shall ensure original manufacturers settings at installation and operating criteria is maintained at all times for each elevator including, but not limited to, the following: Maximum capacity in pounds Rated speed in feet per minute Performance time measured brake to brake Door operation Traffic handling capabilities Response times Ride quality CARD READER SYSTEM Maintenance for card reader systems is not included in this Contract. SPARE PARTS Adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services. Parts and materials shall be of the original manufacturer s design or equal. All lubricants shall be the same as or equal to those recommended by the manufacturer. If it becomes evident during a warranty period that a component(s) is not functioning properly in accordance with manufacturer s or Contract requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, then the component(s) shall be removed and a new component(s) meeting all requirements shall be installed. All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets or containers provided by the Contractor. DOCUMENTATION COMPUTER DATABASE Contractor shall store information in a computer database. Data shall be configured so entries relate to one another i.e., parts to work , work to technician, etc. can be crossed referenced. Minimum database requirements: All maintenance and service ticket information. Inventory of significant parts used during maintenance and the elevator each part was installed on. Each technician visit, name(s), time of arrival, time of departure and nature of the visit, routine maintenance or trouble call, when the logbook has been updated, etc. Parts used, work performed, tests performed, lists of deficiencies found during maintenance and inspections shall be maintained in the database for each elevator. Preventative Maintenance records shall be maintained in the database. Record of the Firefighter s Service Tests for monthly and yearly tests, shall be maintained in the database. Information in the database shall be available to the government within twenty-four (24) hours of being requested, in an electronic format. At the end of each quarter and the annual Contract period the Contractor shall turn over a full report of the contents of the database to the CO/COR. All reports shall be sent via email to the CO/COR. Service and emergency service personnel shall report to the CO/COR or authorized representative (VA BHS boiler plant operators after hours) upon arrival at VA BHS facilities and again upon completion of the required work. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective/preventative measures taken, and the date and time the unit was returned to regular service. A copy of the work ticket containing a complete description of the work performed shall be given to the CO/COR or authorized representative. WRITTEN MAINTENANCE RECORDS The Contractor shall maintain a Service Log Book in each elevator machine room. The log shall list the date and time of all weekly examinations and all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary corrections performed, or parts replaced. The Contractor shall record log entries of tests conducted, technicians performing the tests, and test results tests including any deficiencies found. This is in addition to recording this information in the required data base. The Contractor shall provide a copy of each log book (one hard copy and one electronic) annually to the COR for record, and provide for review within 24 hours at the request of the COR. A written Maintenance Control Program (MCP) shall be in place to maintain equipment in compliance with ASME A17.1 Section 8.6. These MCPs shall be included in the master maintenance schedule for the contract period. The Contractor shall post a check chart for each elevator in a conspicuous place, in the machine room containing the equipment controller. These check charts shall 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 basis. Entries shall indicate status of and schedule for which work was performed. The check chart shall be kept up to date and must be initialed and dated by the Contractor s employee to indicate work has been accomplished. A check chart shall be available for review by the CO/COR and the Contractor will physically show the CO/COR the completed work on request. The Contractor shall submit copies of each check chart (one hard copy and one electronic) monthly to the COR. The Contractor shall also submit a summary of all callbacks for each month stating the campus, building, elevator, date, time, issue, and resolution. The Contractor shall submit to the COR, within 10 business days of the end of each month of performance, a monthly summary of each completed elevator preventative maintenance, callbacks, repairs, and inspection. The log shall list the date and time for each event that occurred. The monthly summary log shall be utilized to validate work performed. SAFETY, INSPECTION and TESTING INJURY and ACCIDENT REPORTS 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. Written reports for incidents shall 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. SAFETY Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. The Contractor shall provide full elevator service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. 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. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government. 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 BHS 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 BHS smoking policy. Patient, employee, visitor, and Contractor personnel safety shall be maintained at all times. 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. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard Communication Standard (29 CFR 1910.1200). Contractor is responsible to identify, provide and maintain personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and proper use of PPE shall be provided by employer, and documentation maintained by the Contractor. The Contractor shall obtain a Hot Work Permit from the Government (VA BHS Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit. 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. 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. 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. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service. QUALITY CONTROL QUALITY CONTROL PROGRAM Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. QCP shall be in compliance with the Maintenance Control Program as required by ASME A17.1 Section 8.6. The program shall include the following: An inspection system covering 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. The checklist shall include every area of the Contractor s operation as well as every task required to be performed. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Government inspectors point out deficiencies. A file of inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract. The Contractor shall conduct an Annual Walk with the COR or Government designee to review the condition of elevators and quality of services provided in performance of the contract. The COR will determine the number of elevators to review during the annual walk. All elevators can be inspected as well as the required documentation. PAYMENT PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT Payment for work covered under this Contract shall be billed monthly. Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee. The Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and Government will take corrective action as defined the Federal Acquisition Regulations (FAR). Payment withholding will be in compliance with the FAR. Criticality of VTE in a medical facility requires that continued Contractor failure to perform will necessitate holding Contractor in default and the Government obtaining suitable service via separate means. PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation. 7.0 RECORDS MANAGEMENT A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.   B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.   The term Federal record: includes VHA records.  does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.  In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.  In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.  VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.  The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.  The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.  The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.  ** VHA training for contractors is available in Talent Management System (TMS): D.  Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.  Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.