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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 17, 2015 FBO #5137
DOCUMENT

J -- Service contract for Elevator Preventative Maintenance and Repair - Attachment

Notice Date

12/15/2015
 

Notice Type

Attachment
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Purchasing & Contracting;Michael E. DeBakey VA Medical Center;2002 Holcombe BLVD;Houston TX 77030 4298
 

Solicitation Number

VA25616N0162
 

Response Due

12/28/2015
 

Archive Date

3/27/2016
 

Point of Contact

Anthony C Marion
 

E-Mail Address

4-7408<br
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT 1. Title: Service contract for Elevator Preventative Maintenance and Repair 2. Purpose: Seeking contractors with the capability to furnish all labor, certifications, elevator equipment, all necessary skilled and certified labor for the original equipment manufacturer, materials, parts, software, transportation, travel, and supervision to provide Preventive Maintenance and Repair Services (PMRS) to all current and future elevators, cartlifts, and dumbwaiters located at the Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030. Seeking contractors with the capability to perform a pre-inspection and examination for all government on equipment to include but not limited to cars inside and out, machine rooms, hoistway equipment and pits. The types of equipment at the Michael E. DeBakey VA Medical Center are OTIS, MATOT, MONTGOMERY, DOVER, THYSSEN-KRUP and SCHINDLER. NAIC: 811310 SIZE STANDARDS: 7.5m 3. Objective: To find qualified and certified contractors with the capability to perform preventive maintenance and repair services on the specific identified equipment to meet original equipment manufacturer (OEM) maintenance requirements standards and provide system administration. The contractor shall have the ability to access, develop, maintain, and update as necessary, in addition to the Standard Operating Procedures, Process Documents, Equipment service manuals, and other documentation necessary to comply with government requirements. 4. Responses Requested: The MEDVAMC requires the following questions answered in this RFI: a. Name of Potential Contractor that possess the capability to perform this work. Contractors shall also provide their point(s) of contact name, address, telephone number, and email address; and the company's business size, and Data Universal Numbering System (DUNS) Number. b. Is your company a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern? i. Please provide proof of qualifications. ii. Provide explanation if company will be performing 51% of the work. c. Provide a list of active and inactive sales for commercial, federal, state, and local governments. d. Is your company available under any Government Wide Agency Contract (GWAC), Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please list the contract number and a brief summary of the products and services provided. e. Provide a short summary (two pages or less) of your potential approach to this type of contract and meeting the specific maintenance requirements for the identified equipment and your experience managing similar contracts with similar equipment. The summary shall also address the following: i. Provide an explanation of how your company will access the latest software and equipment updates and modifications for this specialized equipment. ii. Does your company have access to the source code and programming rights on the listed systems? If not, provide an explanation on how your company would get the work performed. 5. Opportunity (See Draft Statement of Work): The MEDVAMC,is seeking information from potential contractors on their ability to provide this service. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition available in the industry. 6. Instructions and Response Guidelines: All questions shall be submitted by December 18, 2015 by 2:00pm (CST) via email to anthony.marion2.gov. RFI responses are due by Monday December 28, 2015 at 2:00 pm (CST); size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to anthony.marion2.gov. The subject line shall read: Service contract for Elevator Preventative Maintenance and Repair. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 4(a) - 4(d). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by MEDVAMC as "market research" and will not be released outside of the MEDVAMC Purchasing and Contract Team. This RFI does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this RFI is preliminary as well as subject to modification and is in no way binding on the Government. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it is will be synopsized in the Federal Business Opportunities (FedBizOpps) website or GSA Portal. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI, or future RFP. 7. Contact Information: Contract Specialist, Anthony Marion Email address: anthony.marion2@va.gov Your responses to this notice are appreciated. DRAFT SCOPE OF WORK for ELEVATOR PREVENTIVE MAINTENANCE & REPAIR SERVICES DRAFT GENERAL REQUIREMENT I. Contractor shall furnish all labor, certifications, elevator equipment, all necessary skilled and certified labor for the original equipment manufacturer, materials, parts, software, transportation, travel, and supervision to provide Preventive Maintenance and Repair Services (PMRS) to all current and future elevators, cartlifts, and dumbwaiters located at the Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030. Contractor shall perform a pre-inspection and examination for all government on equipment to include but not limited to cars inside and out, machine rooms, hoistway equipment and pits. The types of equipment at the Michael E. DeBakey VA Medical Center are OTIS, MATOT, MONTGOMERY, DOVER, THYSSEN-KRUP and SCHINDLER. II. Period of Performance: April 1, 2016 to March 31, 2017 plus four one year option periods. III. Contract Type: Firm Fixed Priced DRAFT SPECIFIC REQUIREMENTS I. LICENSES AND/OR PERMITS The Contractor shall obtain all necessary licenses and/or permits required to perform the work under this contract in Texas. All costs associated with obtaining necessary licenses and/or permits shall be Contractor's responsibility. II. CONFORMANCE TO INDUSTRY STANDARDS All work under this contract shall be in conformance to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent: oASME A17.1Safety Code for Elevators and Escalators, latest edition oASME A 17.2Inspectors' Manual for Elevators and Escalators, latest edition oASME A17.3Safety Code for Existing Elevators and Escalators, latest edition oNEITVertical Transportation Standards for Elevators, Escalators, and Dumbwaiters, latest edition oNFPA 70National Electric Code, latest edition oLatest Manufacturer's requirements and specifications on inspection, maintenance, and operation of each elevator model For any apparatus where such guidelines are not specifically called out, Contractor shall service all apparatus (as a minimum) to the common practice standards of the Industry for the equipment. Contractor shall submit to the VA for approval a PM, testing and maintenance check chart or checklist to the VA COR for each covered component or assembly. Covered equipment listed on the schedule encompass all system components and associated apparatus as normally supplied and required for operation by the manufacturers in the currently installed configuration, including integrity of connections to building utilities, excluding building utility supply lines up to the point of manufacturer provided hardware. Replacement of interior car lights and monthly cleaning of all elevator pits is included. Cleaning of interior of cars and exterior hoist way frames and doors, are not excluded. The PM, maintenance and testing checklist shall be in accordance with all current ASME, NFPA and all other applicable standards. Contract covers maintenance services required due to normal wear and tear by all parties. Disrepair caused by proven negligent misuse or vandalism is not covered, and in such instances Contractor shall service notice of such to the VA based upon the $60,000 per year parts and labor rider that is offered as part of this contract. III. INCLUDED WORK 1. This service shall include, but not be limited to the following: a.Weekly systematic examination of equipment; b.Cleaning, lubricating, adjusting, repairing and replacing of all parts as necessary to keep the equipment in first-class condition and proper working order; and changing all indicator lamps as needed. c.Furnishing all lubricant, cleaning materials and parts required. d.Equalizing tension, shortening or renewing of hoisting ropes where necessary. This includes hoisting ropes or other cables determined to need replacement during the semi-annual elevator inspection. Contractor shall provide a unit cost per elevator for hoisting rope renewal as separate line item and Contracting Officer shall issue a modification at that unit price for hoisting rope renewal for the life of this contact. All hoisting rope replacement work performed under this contract will be subject to all terms and conditions of this contract. e. The performance standards set forth in the original specification including flight time, cycle time, and door times, shall be maintained at all times. f.The operational system shall function, to the original standards specified, including any changes and/or adjustments required meeting varying conditions of hospital occupancy. g. Assure smooth starting and stopping and accurate leveling at all times. 2.Maintenance service shall not include the performance of any work required as a result of improper use, accidents, or negligence for which the Contractor is not directly responsible. This contract will include a $60,000 per year parts and labor rider to cover work performed as a result of improper use, accidents, negligence or abuse. The contractor shall submit, as a separate line item a per hour labor rate at both straight time and overtime. 3.Provide 24-hour 7 days per week emergency callback service, which shall consist of promptly responding to calls within two hours for emergency service. Emergency callback service is defined as outside the normal working hours of the assigned technician(s), typically 7am-3:30pm; 7:30am-4:00pm or 8am-4:30pm; Monday through Friday and 24 hours per day Saturday, Sunday and Federal Holidays. Should a shutdown or emergency trouble develop between regular examinations, emergency service call back response time Monday through Friday during normal technician working hours excluding Federal Holidays shall be fifteen minutes. Federal Holidays are: MLK Day, Presidents Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and New Year's Day. 4.Service and emergency personnel shall not be consider as government employee, and shall report to the COR or his authorized representative upon arrival at the hospital and again upon completion of the required work. A copy of the work ticket containing a complete description of the work performed shall be given to the COR. All personnel shall check in at the Energy Control Center located in Building 104 upon arrival and again upon leaving the premises. If the COR is not available the service ticket may be left at the Energy Control Center in Building 104. 5.The Contractor shall maintain a log. 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 correction performed, and/or parts replaced. In lieu of a log the contractor may provide all of this information on a website that authorized VA personnel can access at any time remotely 24/7. 6. Contractor shall provide Real Time monitoring software for each unit to allow the contractor and VA staff to continuously monitor elevator equipment performance to facilitate troubleshooting and predicting operational problems in each unit and associated equipment. 7. Contractor shall include as part of their proposal the installation of resettable digital cycle counters to be installed on a minimum of ten units. 8) Contractor shall install electronic troubleshooting software that sends out alerts to contractor staff of impending maintenance issues. These electronic alerts shall help the staff in determining frequencies of PM, maintenance and testing and help staff in quickly recognizing and rectifying problems. 9) Contractor shall coordinate with VA Fire Alarm staff in performing any related annual fire alarm testing for each elevator. This work shall be performed after normal technician working hours. IV. Scheduled Maintenance Requirements a) The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time. b) Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment. c) PMI's are to be performed during administrative hours on the same day of each week. The contractor shall submit, at the beginning of the contract, to the COR, the day of the week he/she intends on performing the required PMI. If the day falls on a holiday the contractor shall perform the required PMI's on the next business day following the holiday. The contractor shall notify the COR if he/she intends on changing the PMI day or if he/she cannot perform the PMI ON schedule. d) For all covered traction type elevators and cartlifts, Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule, as indicated by the applicable PM checkcharts. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A 17.1 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. e) For all covered hydraulic-type elevators. Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule, as indicated by the applicable PM checkcharts. Contractor shall also provide weights and perform annual and three-year inspection tests as per ASME A 17.1 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. f) For all covered dumbwaiter systems, Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A 17.21 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. All check charts must be electronic and can be web based. g) The attached monthly and weekly/biweekly checkcharts indicate the frequency and schedule for applicable items, but not the methods for performing this service. Contractor shall perform service in accordance with industry or manufacturer service recommendations as per Section II CONFORMANCE TO INDUSTRY STANDARDS. The monthly PM checkcharts include an item for Contractor to certify the reliability of all life-safety critical components and shall be filled out and submitted upon completion of the monthly PM service or posted electronically on the website. h) The weekly or bi-weekly PM service, of one-hour minimum duration per unit, shall be conducted to find and correct any problems. Contractor shall immediately resolve deficiencies, including items designated for specific attention under monthly inspections. Contractor shall complete attached weekly/bi-weekly PM checkchart to indicate whether specific key items were found to require maintenance and the nature of service performed. The checkcharts shall be turned in to the contact office when work has been completed for the day. i) During all PM services, any specific device cleaning, lubrication, adjustment or part replacement which is performed shall be indicated on accompanying service reports. j) PM visits shall be performed at times convenient to the VA, with weekly or bi-weekly PM being conducted according to a pre-arranged recurring schedule, to be specified or approved by the VA Engineering COR within two weeks after the contract effective date. Weekly/bi-weekly and monthly PM service shall include, but are not limited to: (1) Systematic examination of system condition/performance, which includes as a minimum riding in car to each floor (elevators) or transporting loads to various floors (cartlifts, dumbwaiters), checking audible/ visual indicators and system response to call buttons or switches at landing stations, inspecting machinery and mechanical spaces, inspecting all door safety interlocks and submitting findings and corrections in detailed service report and PM check chart or posting to website. (2) Cleaning, lubricating, adjusting, and replacing of all parts as necessary to keep the equipment in full and proper working order, and to keep all parts and apparatus within manufacturer accepted tolerance specifications. (3) Equalizing tensions, shortening or renewing of hoisting ropes where necessary. (4) Keeping equipment adjusted to original or currently specified performance standards at all times, including flight times, cycle time and door times. (5) Assuring continuously smooth starting and stopping, accurate leveling, and freedom from performance deterioration perceptible to occupants, such as shaking, hesitation, vibrations, rattles or squeaks. (6) Keeping machinery and mechanical spaces clean and free of rubbish. (7) Scheduled service includes, but is not limited to, items on attached PM checkcharts. 8) Contractor shall install electronic troubleshooting software that sends out alerts to contractor staff of impending maintenance issues. These electronic alerts shall help the staff in determining frequencies of PM, maintenance and testing and help staff in quickly recognizing and rectifying problems. 9) Contractor shall coordinate with VA Fire Alarm staff in performing any related annual fire alarm testing for each elevator. This work s be performed after normal technician working hours. k) Contractor's failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and VA will deduct proportionately from payments for services missed. Criticality of this equipment requires that continued such failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means. l) Where specific maintenance procedures or guidelines are given by the VA, Contractor shall perform in accordance with these guidelines in addition to industry guidelines described in Section II, CONFORMANCE TO INDUSTRY STANDARDS. If a specific procedure is not given by the VA, the manufacturer's recommended PM procedure, as described in their service manual, shall be followed. 2. Safety, Inspection, and Other Tests a) Safety tests and other tests and inspections shall be performed by the Contractor. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 AND ANSI/ASME A17.2. b) Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc. c) 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 Medical Center. d) After completion of the required tests, submit document of the test results to the COR. e) All elevators provided with firefighters' service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase II to assure the system is maintained in proper operating order in accordance with A17.1 Code. A written record of findings on the operation shall be made by the Contractor and kept on the premises of said operation. Testing shall be done on weekend, holidays or the hours before 6:30 AM or after 6:30 PM, at no additional cost to the Medical Center. f) All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR. 3. The following performance levels shall be maintained at all times: a) Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. b) Leveling accuracy shall be maintained at all times. c) Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands at each floor. d) Door reversal on all elevators equipped with mechanical safety shoes shall always be. Ensure all electric eyes or door detectors are working at all times. e) 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 this COR. f) Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR. 4. Cleaning, Examining, Adjusting, and Lubricating of All Elevators The Contractor shall furnish all labor and supplies, parts and materials necessary to regularly and systematically clean, examine, adjust, lubricate as required and if conditions warrant, repair or replace, including but not limited to the followings: a) Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts. b) Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings. c) Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical and electrical driving equipment. d) Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws. e) Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight guide shoes including rollers or gibs. f) Hoistway door interlocks, hoistway door hangers, bottom door guides and auxiliary door closing devices. g)Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoes including gibs and rollers. h)Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices. i)Where applicable to hydraulic elevators include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gages and tanks. j)All parts and materials shall be of the original manufacturer's design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. k)Periodically clean hoistway including all equipment located in or moving through the hoistway, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers. Clean and paint as needed machine room floors. 5.The Contractor shall also: a.Examine periodically all safety devices and governors and conduct an annual no load safety test and each fifth year perform a full load, full speed test of safety mechanism, overhead speed governors, car and counterweight buffers. If required, the governor will be calibrated and sealed for proper tripping speed. b.Maintain an adequate factor of safety, to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoistway and machine room wiring. c.Keep car emergency light units in an operable condition at all times, test special emergency (fireman's service) service and emergency power circuits, where provided in accordance with Code requirements. d.Inspection (1)Periodic inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators (Latest Edition) shall be performed under separate contract in accordance with existing Michael E. DeBakey VA Medical Center VAMC Policy. Upon completion of a routine inspection, the Contractor shall be furnished with an inspection report listing deficiencies for which he is responsible to repair within 30 days. Items marked emergency should be corrected immediately. Under no circumstances, shall the Contractor allow reported deficiencies to go uncorrected beyond the contract period. (2) The Contractor shall provide all labor and material to perform work in accordance with ASME A17.1, ASME A17.2, ASME A17.3, and ANSI/NPA 70 standards for annual, 6 months, and five year (traction only) tests. The Contractor shall perform tests at the date and time specified by the VAMC. Inspection of work shall be conducted by an independent inspector contracted by the VAMC. Maintenance contractor shall perform actual test. e.Testing (1) The following services will be performed at intervals specified in the American National Standard Safety Code for Elevators and Dumbwaiters. The maintenance Contractor shall furnish personnel to perform the 1 (one) year, and the 5 (five) year safety load test, (including weights), at no additional cost to the Medical Center. Scheduling of all tests shall be handled through the COR. A Medical Center's Contractor, authorized by the Michael E. DeBakey VA Medical Center VAMC, will witness all tests for the Medical Center. Michael E. DeBakey VA Medical Center VAMC personnel, as required, will be available for the tests. (2)The Contractor shall make available personnel for the uninterrupted services to accompany the inspector during the course of any inspection. (3)The yearly car safeties, governor and oil buffer tests and inspections shall be completed and provided to the COR or his/her representative. (4)The five-(5) year safety and buffer tests as required by the American National Standard Safety Code for Elevators and Dumbwaiters shall be performed by the Contractor. (5)Within six (6) months prior to the termination of this contract, a representative of the COR shall make a thorough inspection of all equipment covered under this contract. The Contractor shall correct all defects found within thirty (30) calendar days. The Contractor shall notify the COR in writing that the deficiencies have been corrected and that reinspection can be made. (6)The inspectors used by the Medical Center on this contract may or may not work for the Medical Center. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR. V. PROCEDURE FOR REPORTING OF ARRIVAL AND DEPARTURE FOR ONSITE WORK The Contractor's representative shall report his arrival and departure for onsite work in accordance with the following procedure: a)Upon arrival at the station, the Contractor shall check in with the Energy Control Shop or Boiler Plant Shop to sign in on response log, so that the VAMC will be aware of the Contractor's presence at the facility at all times. Response time shall be determined by the first appearance of a service representative at the appropriate office in response to a particular call. b)Upon each departure, Contractor will serve notice of disposition of work to the COR or designee. In addition the contractor shall furnish the Energy Control or Boiler Plant Shop Foreman or his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information: oName and address of contractor oName of contractor employee(s) performing the work oDate(s) work performed and hours spent. oBrief description of work performed, including PMI's and identification of equipment worked on. oSignature of contractor's employee(s) and signature of Energy Control or Boiler Plant Shop Foreman or designee. oIf the report is not submitted, it shall indicate that no inspection or maintenance was performed and payment may be withheld and/or delayed. VI.WORK EXCLUDED: THE FOLLOWING WORK IS SPECIFICALLY EXCLUDED FROM THIS CONTRACT. a)Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives or his employees. b)The CO must approve in advance any extra charge work attributed to vandalism or misuse. No invoice shall be paid without prior approval. c)Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts shall be billed at actual invoiced cost. d)Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities. e)Repairs or replacement of cab enclosure, hoistway enclosures, door frames and sills, machine room lighting, cab tile or carpet, or other cab finishes. f)Replacement of underground hydraulic piping or hydraulic cylinder. g)For the purpose of clarification, any item not specifically excluded shall be considered the Contractor's responsibility. h)All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. VII. CALLBACK SERVICES a)Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR. oContractor shall have personnel on station at all times during normal working hours due to the large number of machines included in this scope and because of the extremely high use rate experienced by each machine. oEmergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR. oFor after-hour response time to after-hour callbacks, Contractor shall respond and take corrective action at the site within 1 hour for passenger entrapments, 2 hour for all other service calls. oA list of names of these individuals will be submitted to the COR upon award of the contract. Calls received from anyone else should be relayed to the appropriate VA Engineering COR for investigation. If desired, a call-back verification procedure may be instituted such that the Contractor will call the Engineering contact office to confirm each service call back. oWhen any malfunction is reported for a covered system while contractor representative is on site for any other service, Contractor shall investigate prior to departing site, restoring operation as soon as necessary materials and equipment are available. b)The Contractor shall provide callback services for each elevator as follows: Callback service is defined as requests for each individual elevator, either during or after normal working hours, to correct any elevator problem or condition, which needs attention. Callbacks during normal working hours consists of responding to VAMC to each individual elevator service call and take corrective action at the site within 1 hour for passenger entrapments, 2 hour for all other service calls. Callback Services during the VA administrative hours and related to malfunctions not successfully preempted by PM services shall be at no additional cost to the Government. Callbacks are not to take time away from preventive maintenance and other requirements required under this contract. Equipment malfunctions shall 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 COR must be notified with an explanation of the delay. c)The Contractor shall have service ticket on each service call signed by COR or designee. Service ticket shall identify the respective piece of equipment, description of problem, description of corrective measures taken and date and time unit was returned to regular service. Service tickets for overtime or extra charge work shall be signed and a copy left with the COR or designee. Failure to do so shall result in non-payment for extra charge work. d)Emergency service or repairs authorized by the COR, which occur after the normal hours of operation, shall be accomplished at the overtime-hourly rates specified in the pricing schedule. The Medical Center will be responsible for premium portion of the overtime rate only. All overtime service calls shall be handled by one mechanic only unless approved in advance by the COR. If regular timework must be carried over and the Contractor wishes to continue to work beyond the Medical Center's normal hours of operation, authorization for overtime work shall be obtained from the COR before proceeding. e)Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. f)Contractor shall notify the COR or designee by telephone or in person after completion of each regular time service call and overtime calls. VIII. REMOVAL OF ELEVATOR FOR SERVICES a)All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR. b)The Contractor shall comply with the following procedures when an elevator is removed from service for any reason: Notify Facilities Management Service, Energy Control Shop Supervisor, either by phone or in person, before removing elevator from service. If work requires more than one day, daily notification shall be made. Contractor shall notify Facilities Management Service when placing the elevator back in service. Contractor's employees shall turn in Elevator Report Forms, which will furnish the information to the Energy Control Foreman, Facilities Management Service. XI. OTHER WORK a)Maintenance problems discovered on equipment covered by this contract which the Contractor believes exceed the scope of contract provisions, shall not be worked on without concurrence and specific authorization from the CO to perform repairs. The Contractor shall immediately notify the Engineering COR of any equipment or environmental conditions which impair or jeopardize the functioning of the equipment. b)In any case, the VA shall be explicitly notified in advance that additional charges will be incurred, prior to beginning such work. In such instances that the VA agrees the work is not within the scope of the contract, and the VA desires the Contractor to perform repairs, a separate purchase order will be issued to the Contractor for the work. Any service required which the Contractor believes to be in excess of the contract provisions and require additional payment (e.g., work beyond normal work hours) shall not be performed without prior authorization from the CO, who will arrange a separate purchase order to pay for the additional service if desired by the VA. c)In addition to covered services, Contractor shall provide equally responsive, competent service for additional work on covered equipment when requested by the VA, during regular business hours or after hours, which will be paid via separate purchase order at a pre-determined cost if unrelated to maintenance requirements of the contract. X. DOCUMENTING a)The Contractor shall maintain a separate maintenance record on each elevator, All maintenance records shall be readily available anytime upon request for inspection by the Contracting Officer, COR or designee. The maintenance record is the property of the government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information: (1)Date. (2)Nature of work (i.e. PMI or call back). (3)Description of work performed (contractor should be brief and concise). (4)Any indication of problems experienced. (5)Initial or signature of mechanics performing work. b)Contractor shall be required to furnish maintenance, testing, and operational information as detailed below. This shall be either in the form of written reports or reports available on contractor owned and maintained website. If the website is down for a long duration, the Contractor shall be able to provide all of the below information to VA in written form within twenty four hours after a written request is made to the contractor: (1)Maintenance History - Information used by the mechanic after each scheduled exam to record the work that was accomplished. (2)Weekly Planner Information - Information used to plan the required maintenance procedures for the next scheduled exam. The required maintenance procedures will be determined based on the elevator usage and callback history so as to schedule maintenance procedures on elevators where the most benefit will be derived. (3)Usage Meter - Contractor to install on each elevator controller group which will count elevator starts and display the cumulative total. The total elevator starts will be logged onto the Weekly Planner Information. (4)Computerized Callback Report - Report to be generated daily that will include all callbacks (shutdown or malfunctions) generated the prior day and will include the following information: Elevator status, cause of malfunction, repair completed by equipment area, time the call was placed, time the mechanic arrived, time the elevator was repaired, the date, the elevator designation, the person who placed the call and the mechanic who accepted the call. (5)Flag Report - This report will list all elevators with 2 or more callbacks in the previous month. This information combined with the elevator Usage Meter count will be utilized to schedule maintenance tasks. The Flag Report will separate the callbacks by equipment area (e.g.: controller, door, generator, etc.). (6)Maintenance Procedure Manual(s) - The manuals will describe the standard work process for each maintenance procedure. These manuals will describe the complete maintenance procedure and must be followed if the task is to be counted as "complete" in the Weekly Planner and Maintenance History forms. XI.COORDINATION WITH EQUIPMENT USERS Once on site, Contractor's representatives are required to coordinate performance of work with the equipment users, through the Engineering COR as necessary. Depending upon situation, Contractor may be directed to notify "area supervisor" of his presence as well as of possible disruptions which may affect their operations. At all times, Contractor's representatives shall respond to inquiries from VA personnel regarding any operational aspect of the work they are performing, or shall direct that party to the Engineering COR. If requested, Contractor may be required to notify area supervisor of repair status prior to leaving the area for the day. Small occasional delays (up to one hour per occasion) in Contractor's progress due to coordination with equipment users are considered a normal part of work, but VA will make every effort to eliminate delays in work progress. XII.CONTRACTOR'S MECHANIC a.Contractor shall provide qualified journeyman mechanic as required to provide all PMI and correct any deficiencies. This is to be done above and beyond his/her repair time each week. Non emergency services/repairs shall be completed at the time of inspections unless the Contractor requests, in writing, and obtains approval to perform repair work at a later date and time. The COR or designee shall be provided written notice in a timely manner. Contractor shall complete attached weekly/biweekly PM check chart to indicate whether specified key items were found to require maintenance and the nature of service performed. The check charts shall be completed and remain in the elevator machine room when work has been completed for the day. b.The Contractor shall provide all qualified personnel at the Medical Center from 8:00 a.m. to 4:30 p.m. Contractor shall provide personnel to cover maintenance requirements to accomplish the maintenance schedule and assist in repairs, inspections and adjustments. c.Experience/Qualification Requirements (1)Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the Contracting Officer or the COR. (2)Experience/Qualifications of Elevator Mechanics: a. All maintenance personnel directly engaged in the work to be accomplished under the contract shall be Fully Qualified based upon training and on experience in the field. For training, the technicians shall have successfully completed a formalized training program, for the specific equipment located within MEDVAMC. For field experience, the technicians shall possess a minimum of 10 (ten) years of experience. The fully qualified technician shall have a minimum 10 (ten) years' experience in working on Traction and Hydraulic elevators using the types of controls and systems in use at MEDVAMC. b. The technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent technicians directly employed by the contractor. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved technicians for each make and model the Contractor services at the MEDVAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. c. The contractor shall submit a resume of qualifications, license, training with proposal for personnel and employees proposed for this service contract. The contractor shall identify, by name, the key management and technical personnel who shall work under this task order at the time the work is being negotiated. The Government reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the SOW. d. 10 (Ten) Years of Corporate. Company shall have provided these types of services to either a Government or Commercial entity for the minimum 10 (ten) years on the same type of equipment located at MEDVAMC per Scope of Work. XIII. CONDITION OF EQUIPMENT Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. Offerors should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required. XIV. UNIFORMS The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms. XV. SAFETY COMPLIANCE a)The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. b)In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas. c)Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. 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. d)The Contractor shall submit to the Contracting Officer Representative, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the "Right to Know" law. e)The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor. f)The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit. g)The Contractor shall be notified of any non-compliance with the pervious provisions. 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. It, in the opinion of the Safety Officer or designee 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 and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards. h)The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information: (1)Safety program/procedures are required to be followed by the contractor's personnel in the performance of their duties and when such procedures are required. (2)Listing of personal protective equipment(s) required to be utilized by the contractor's personnel in the performance of their duties. Also when equipment will be required. (3)Material Safety Data Sheet (MSDS'S) for any chemical(s) utilized by the contractor in the performance of this contract. i)Contractor shall be responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility. XVI. INJURY OR ACCIDENT Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident. XVII. QUALITY CONTROL PROGRAM The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Contractor shall submit a copy of his quality control plan concurrently with the proposal in adherence with Scope of Work requirements. Quality control measures shall include, but not be limited to: a)An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection. b)The checklist shall include every area of the Contractor's operation as well as every task required to be performed. c)A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies. d)A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract. e)Any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, shall require prior approval of the COR. b)Contract Discrepancy Report CONTRACT DISCREPANCY REPORT When the Contractor does not achieve satisfactory performance, the COR or his/her designee(s) will notify the Contracting Officer by forwarding the Contract Discrepancy Report to the Contracting Officer who will issue this report to the Contractor. Within 2 days after receiving this report from the Contracting Officer, the Contractor shall provide a thorough response to the Contracting Officer for the reported discrepancies by completing the appropriate sections of this report designated to be filled by the Contractor. Contractor shall immediately correct substantiated discrepancies to the satisfaction of the Contracting Officer and her/his COR or COR's designees. Contractor is expected to, at a minimum, keep up with the performance standards set forth in this contract and is strongly encouraged to exceed these standards. Repeated failures to achieve the performance standards set forth will be the cause for the Contracting Officer's issuance of Cure Notices which may lead to termination of this contract for default. c)Evaluation of Contractor's Performance Pursuant to FAR 42.15, throughout the course of this contract, the Contractor shall be evaluated for his performance under this contract. This evaluation will be documented in the government contract file and other government database and/or automated system if applicable. The Government, at its own discretion, will choose to include in its evaluation all elements on the PPC and other performance standards set forth in this contract if deemed necessary. The Government, at its own discretion, will use its own format, forms, and the like to accomplish this evaluation. Contractor will be furnished a copy of performance evaluation as soon as it is practicable for the Government after the completion of any evaluation. Contractor will be afforded an opportunity to respond to the evaluation. Copies of the evaluation, contractor response, and review comments, if any, shall be retained as part of the evaluation. These evaluations may be used to support future award decisions, and will therefore be marked "Source Selection Information" d)Should the same or similar problem recur three times on a particular device during course of contract period despite attempted corrections, the Contractor shall ensure that the cause of the problem has been identified and completely corrected so that the problem will not recur. e)Each individual malfunction reported shall be construed as a separate maintenance callback for computation purposes. Items which Contractor finds and corrects during PM visits without VA notification are not counted in these computations. Scheduled equipment outages necessary to complete PM work are not counted in these computations; however, Contractor shall make all possible efforts to limit PM downtime, and VA shall be given advance estimate of downtime duration. A Contractor representative shall remain on site while equipment is down for PM. f)Systems will be inspected semi-annually by a VA-contracted, certified elevator inspector who will report on the level of performance and maintenance of elevators. Maintenance items shall receive satisfactory report as per VA Forms 10-6166, "Report of Inspection of Elevators," and 10-6167, "Report of Test of Elevator Governor and Safety Devices". The Contractor shall correct all cited inspection deficiencies which are included in the contract specifications within the response time and downtime limitations of this contract. The Contractor shall provide cost proposals in accordance with section VIII Other Works for correction of any items cited which are not included in the contract when requested by the VA. XVIII.PARTS/SOFTWARE AVAILABILITY a. Contractor shall have a comprehensive inventory of parts and components for all equipment covered under contract immediately available for necessary repairs in order to limit equipment downtime. A minimum of the following replacement small components, in quantities sufficient to immediately resolve typical device failures for each unit covered, are to be stored on-site in new lockers provided by the Contractor in elevator mechanical rooms: switch contacts; switch bushings; conductors or leads; motor brushes; guide-shoe gibs and rollers; roller guides; safety edges; push-button or car-operating device contacts; coils and door interlocks; complete switch assemblies; fuses and lamps; relays; coils; resistors; capacitors; printed circuit boards; solid state components; gland packing, thrust bearings; locks; motors; lubricants; wiping cloths; and non-toxic cleaning compound with high flash points. b. Contractor shall submit with proposal a listing of Excluded parts if any for the elevators. c. Contractor shall provide the most recent software updates that will keep each unit fully operational. XIX.EMERGENCY TELEPHONE NUMBERS The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date. XX. INFORMATION RELATING TO CONDUCT OF CONTRACTOR'S EMPLOYEES a)The Contractor shall prohibit his employees form disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use. b)Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor's attention by the CO/COR, Federal Protective Officers, or Inspectors. c)Contractor shall use firefighters service test log for monthly and yearly log. XXI.GENERAL INFORMATION a)The Contractor shall immediately notify the contracting office and contracting officer's representative (in writing) of the existence of the development of any defects in, or repairs required to the elevators which the contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to make necessary repairs. The contracting officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs. b)The Government reserves the right to perform emergency repairs to any elevator which is disabled if, in the Government's opinion, it jeopardizes patient or employee safety. c)The Contractor shall ensure that the elevator pits(s) and elevator machine room(s) are kept clean and free from dirt and debris. Contractor shall clean and vacuum all HOISTWAY(s), pit(s) and machine rooms once a month to remove dust and debris accumulation. d)The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the VAMC is a NO SMOKING Facility. Smoking is not permitted in any building (including Penthouses and elevator pits). e)Contractor shall have use of station telephones to make business calls related to Medical Center's equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones. XXII.WARRANTY The Contractor shall warrant satisfactory equipment condition for repair and maintenance work outside the contract for a period of ninety (90) days immediately following completion of such work. The Contractor shall warrant satisfactory equipment condition for covered systems for a period of 1 year immediately following the contract expiration date. Warranty service shall be limited to correcting items discovered to be in poor condition due to insufficient upkeep or failure to replace worn parts during the contract period. The Contractor shall correct these deficiencies upon notification by the Contracting Officer or Contracting Officer Representative. This warranty shall remain valid while other parties perform service on the overall systems in question, provided the individual items requiring warranty service have not been obviously subjected to unnecessary, detrimental treatment by parties other than the Contractor (qualified service performed which is reasonable and necessary to uncover the deficiency shall not void warranty obligations of the Contractor). When directed to correct any such deficiency, the Contractor shall complete the required repairs with the same responsiveness stipulated in Section VI, "Callback Services." Each repair performed in satisfying this warrantyclause shall include a ninety-day extension of this warranty for the subject item, from the completion date of the related warranty work, as well. XXIII.INVOICES & METHOD OF PAYMENTS All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212-4, contain sufficient details, and match with the service tickets for the work rendered. a.Monthly Invoices Invoices for fixed monthly fee shall be properly prepared and sent via OB10. Contractor shall register and submit invoices electronically via OB10. The website address for registering: WWW.OB10.COM. Notes: On the right side of the screen, click on the (orange button that reads, REGISTER NOW) THE PROMO CODE SO VENDOR DON'T GET CHARGED FOR INVOICES: VAPC7Y18 THE VA's BUYER ID NUMBER: AAA544240062. Help Desk Number: 1-800-353-9791 or email: vafsccshd@va.gov More information on OB10 invoicing is located http://www.ob10.com/us/en/veterans-affairs/. These invoices shall be sent in arrears at the beginning of each month following the month in which the PM services were rendered and billed for. At a minimum, all invoices shall include the following details: oDescription of the services rendered oBilling period in which the services were rendered oCorrect purchase order number which will be issued by the Contracting Officer after the contract is awarded. Invoices without correct purchase order number shall be rejected and returned to the Contractor. oInvoice number and date Payments will be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which will be issued after the contract is awarded. b.Invoices for Emergency/Callback Repair Services Invoices for emergency/callback repair services shall be properly prepared, contain sufficient details, and include a copy of the repair tickets issued by the mechanic who provided the repair services. Invoices for emergency/callback repair services shall be submitted in arrears and sent to the COR at: The Michael E. DeBakey VA Medical Center Facility Management Services, Mail Code: 138 Attention: (Name of COR) 2002 Holcombe Boulevard Houston, Texas 77030 The VA reserves the right to pay for the emergency/callback repair services either by the government Visa purchase card administered through Citibank Bank, or by a separate purchase order at its own discretion. The contractor shall be able to participate and accept the Government Visa card. Contractor shall use VISA Level II access, which will provide the Purchase Order Number to Citibank when sending the transactions. XXIV.GOVERNMENT PARTY TO EXECUTE AND MODIFY THE CONTRACT After the contract has been in force for a period of time, it may be necessary to change and/or modify the operations to provide better service. Pursuant to FAR 43.102, no government personnel other than the Contracting Officer can execute contract modifications on behalf of the government. XXV Security/ Background Investigation: 1. Contractors are required to submit all personal information for a background investigation and receive a favorable adjudication, before MEDVAMC's Human Resources issues a badge. The COR will provide the awarded contractor with required forms and be point of contact for any questions. 2. Contractor's employees shall not enter the MEDVAMC/site without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the MEDVAMC/site.
 

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