Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 20, 2017 FBO #5627
DOCUMENT

J -- Annual Elevator Maintenance - Attachment

Notice Date

4/18/2017
 

Notice Type

Attachment
 

NAICS

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

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO) 10;6150 Oak Tree Blvd., Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA25017Q0338
 

Response Due

4/21/2017
 

Archive Date

6/20/2017
 

Point of Contact

Tracy Hudson
 

Small Business Set-Aside

N/A
 

Description

Page 21 of 21 COMBINED SYNOPSIS/SOLICITATION VA250-Q-0338 Elevator Maintenance Contract Ann Arbor, VAMC This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested, and a written solicitation will not be issued. Quotes shall reference VA250-Q-0338. This request for Quote (RFQ) document and incorporated provision and clauses are those in effect through Federal Acquisition Circular 2005-95 The Network Contracting Office 10-SAO Central intends to award a firm-fixed price requirements contract for the maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) at the Ann Arbor Veterans Affairs Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105-2303. The North American Industrial Classification System (NAICS) code for this procurement is 811310 with a small business size standard of $7.5 million. All offerors must be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award of a federal contract. The record must be complete and not missing elements such as representations and certifications. Question concerning this solicitation shall be addressed to Tracy Hudson, Contract Specialist, and emailed to tracy.hudson3@va.gov. All questions or inquires must be submitted no later than 12:00 Noon Eastern Standard time on April 20, 2017 No phone call will be accepted. Any amendments to this RFQ will ONLY be available on the Federal Business Opportunities website (www.fbo.gov). The Government will award a contract resulting from this RFQ to the responsible offeror whose quote is the lowest price. Quotes are due by 4:00PM Eastern Standard time on April 21, 2017. Quotes received after this date and time will be considered late in accordance with 52.212-1(f) and will not be evaluated. Quotes shall be submitted via email to tracy.hudson3@va.gov. PRICE SCHEDULE BASE PERIOD April 24, 2017 through April 23, 2018 CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT 0001 maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) 1 YR OPTION YEAR I April 24, 2018 through April 23, 2019 CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT 0001 maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) 1 YR OPTION YEAR II April 24, 2019 through April 23, 2020 CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT 0001 maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) 1 YR TOTAL FOR BASE AND ALL OPTIONS: $__________________________ PERFORMANCE WORK STATEMENT 1.1 GENERAL INTENTION A. The intention of this Performance Work Statement (PWS) is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) at the Ann Arbor Veterans Affairs Medical Center (VA) by means of a firm fixed price/indefinite quantity Contract with a base year and two (2) option years. 1.2 GENERAL REQUIREMENTS Contractor shall provide all management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, overtime pay, weekend and holiday premium pay, 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 but only with the written consent of the VA. 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 before work commences. Contractor will be onsite three days a week. These days will be Monday, Wednesday and Friday. This will be for an 8 hour period each day. The time will be from 8:30am to 4:30pm. The Ann Arbor VA Medical Center reserves the right to modify the hours above by 2-3 hours either in the AM or PM to for any testing that may require the services of an elevator technician without cost. Contractor will supply 24/7 service for all service calls without any additional expenses to the government. 1.3 CODES and STANDARDS A. The publications listed form a part of this Contract. Elevators shall meet the requirements of the code editions published and adopted by the U. S. Department of Veterans Affairs on the date the installation Contract signed or when alterations were performed. B. Elevator Industry Field Employees Safety Handbook C. International Building Code (IBC) D. 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 A18.1--Safety Standard for Platform Lifts and Stairway Chairlifts QEI-1--Standard for the Qualification of Elevator Inspectors E. National Fire Protection Association (NFPA): NFPA 13--Standard for the Installation of Sprinkler Systems NFPA 70--National Electrical Code (NEC) NFPA 72--National Fire Alarm and Signaling Code NFPA 101-Life Safety Code NFPA 252-Fire Test of Door Assemblies 1.5 EXCLUSIONS A. 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 Contracting Officer. B. Installation of new attachments recommended or required by inspectors, insurance agencies or VA/Government Authorities. C. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, its representative and employees. Contractor shall obtain written approval by the CO prior to related repairs. Payment will not be made for any unauthorized work. Any damage that the contractor deems to be the responsibility of the VA, the contractor must fully document and take a picture of the incident to supply to the CO of the contract. The VA reserves the right to claim any damage material / equipment. D. Replacement of underground hydraulic piping or hydraulic cylinder E. Cleaning, refinishing, repair, and replacement of cab enclosures, hoist way enclosures, door frames, exposed sills, and cab flooring. F. 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. G. Power supplies from the elevator controller to its source. H. Communication lines from the elevator controller to its source. I. For the purpose of clarification, any item not specifically excluded shall be considered the Contractor s responsibility. J. CO must approve in advance all repairs not covered under this Contract. Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs. If approved, CO shall issue a separate Purchase Order (PO) in advance of undertaking such work. No invoice will be paid without prior approval and specific PO issued in advance of work. K. There shall be no borrowing of parts (i.e., removing a part off of an 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, etc.) or with written consent from the VA. 1.6 GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES A. VAMC 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 the performance of this Contract at his/her own expense. B. VAMC will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract. C. VAMC will not provide any materials to the Contractor. D. VAMC will furnish the following services at existing outlets, for use in those facilities provided by the VAMC 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. E. Bidders/Offerors shall be given the opportunity to inspect the premises by the CO, prior to submitting their offers in order to be fully aware of the scope of services required. Upon Contract award, the Contractor accepts "as is" all elevator equipment specified in the Contract, except items that the CO and the Contractor agree shall be excluded from 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 this Contract. 1.7 CONTRACTOR REQUIREMENTS A. Contractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. 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 contact. B. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of the Contract manager and an alternate shall be designated in writing to the CO prior to the 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 all Contract matters relating to the 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 after Friday or a Federal holiday. C. Contractor shall provide Elevator Mechanics/Technicians who have completed an Apprenticeship Program and Mechanic/Technician Examination approved and certified by the U.S. Department of Labor. Certified Elevator Mechanics/Technicians shall have technical qualifications of at least five (5) years of successful experience in the elevator industry. Apprentices shall be actively pursuing Certified Elevator Mechanic/Technician status. Certificates shall be submitted to the CO. D. The selection, assignment, and management of Contractor s employees are 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 VAMC facility or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. 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. 1.8 BACKGROUND CHECKS and IDENTIFICATION BADGES A. Contractor and Subcontractor personnel that work on any VAMC property must consent to Background Checks or shall be denied access to the VAMC facilities. Information required to conduct a Background Check includes: full name, driver s license number and/or social security number, date of birth, and completion of a background check questionnaire. B. 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. C. Department of Veterans Affairs requires all Contractor employees to have a VAMC issued Identification Badge and wear it at all times while at the VAMC facilities. This ID badge shall be issued by the VAMC security office under its rule for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAMC issued ID badge. When an employee leaves the Contractor s service or the Contract is terminated, the employee s badge shall be returned to the VAMC immediately. 1.9 EMERGENCY TELEPHONE NUMBERS The Contractor shall provide the CO with pertinent emergency telephone numbers in order to summon assistance in the event of an emergency. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO. PART II MAINTENANCE SERVICES 2.1 EXISTING DEFICIENCIES A. Immediately after award of the Contract and no later than 30-days thereafter, the Contractor and the VA shall conduct a thorough inspection of all of the 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. Instead, the Government will work with the Contractor on developing a cost proposal and plan for making all of the identified corrections/repairs and pay for the work under a separate Purchase Order. B. Items to be included in the deficiency list include replacement or repair of all elevator related equipment, parts and appurtenances located downstream of the service connections. This includes all 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. C. If a deficiency is not identified in the inspection and 30-days have passed since award of the Contract, the deficiency shall be considered to be covered under this Contract. D. Once the deficiencies identified in 2.1.A have been corrected, any future service, maintenance, or replacement required for these same items will be considered to be covered under this Contract. 2.1 MAINTENANCE SERVICE A. Contractor shall provide complete maintenance service, safety inspections, and tests on each and every elevator at the Ann Arbor VAMC (Equipment List) for the period required under the Contract. Maintenance work shall be performed by Certified Elevator Mechanics/Technicians and Apprentices. B. Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems. C. Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. If any of the required schematic wiring diagrams are not available at the time of Contract award it shall be the responsibility of the VAMC to provide them 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 to make the changes. Modifications made to any controls shall be dated and recorded on the VAMC wiring diagrams. The wiring diagrams will remain property of the VAMC. D. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO. E. Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this Contract. Any parts not available from the manufacturer due to obsolescence remain the Contractor s responsibility to replace from another source. F. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform the services required in this Contract. Lubricants shall be only those products recommended by the manufacturer of the equipment or equal. G. Contractor shall maintain the 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 the components of the equipment as follows: 1. Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts. 2. Motor and motor generator, motor windings, rotating elements, commutators, brushes, brush holders, and bearings. 3. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers and all control components. 4. Controller, selector and dispatching equipment, all 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. 5. Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws. 6. 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. 7. Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code. 8. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices. 9. 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, gibs or rollers, ceiling fan/blower and grill. 10. 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. 11. 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. 12. Elevator operating devices for fire emergency operation and emergency power operation. 13. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests. 14. Replace conductor cables and hoist way and elevator machine room wiring. 15. Ensure lubricants meet the specific manufacturer s requirements for the equipment. 16. Check the group dispatching systems and make necessary tests to insure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by VAMC. 17. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this purchase order, notify the COR within 24 hours after adding more than two gallons of such fluid. Provide written documentation as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the COR. 18. 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. 19. Filters, mufflers, and muffler components. 20. Repair or replace conductor cables, elevator hoist way wiring and machine room elevator wiring. 21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits monthly. A 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. 22. Telephone, data and intercom lines serving IT, Phone, Elopement System or any other system located within the hoist way or the cab. H. Contractor shall immediately notify the Engineering COR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment. I. If work is required that is outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for the required repairs to the CO. Contractor shall not proceed with such work, except for an emergency situation such as entrapment, without the written consent of the CO and receipt of a separate Purchase Order to cover the cost of the additional work. 2.2 CALLBACK SERVICE A. Callback service is defined as a request for service or to assist in an entrapment for one or more elevator(s), either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention. B. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 hour for passenger entrapments and 2 hours for all other service calls. C. Callbacks hours are not to take time away from preventive maintenance hours required under this Contract. D. 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 CO must be notified in writing with an explanation of the delay. E. Repair or work proposals not covered under this Contract must be authorized in advance by the CO and may be performed during normal hours of operation. The work shall be accomplished at the hourly rates specified in the pricing schedule. Charges for parts and materials shall be accompanied with a copy of the invoice and shall be billed at the actual cost plus a maximum 10% pass-through markup for Contractor. 2.3 ELEVATOR OUT OF SERVICE A. Notify Facilities Management Service (Boiler Plant After-Hours), Police (After-Hours) and the CO, either by phone or in person, before removing an elevator from service. If work requires more than one day, notify daily. Notify Facilities Management Service and the CO when placing the elevator back in service. B. 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. VA will approve the signage plaques that will be used by the contractor within 30 days of award. C. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the CO. D. Under no circumstances will any shutdown or breakdown last longer than five (5) consecutive working days, from initial notification to the Contractor, without prior approval of the CO. 2.4 PERFORMANCE STANDARDS A. Contract speed and brake-to-brake flight time shall be maintained as originally installed and adjusted. B. Maintain smooth starting, stopping, and leveling accuracy of 3mm (1/8 ) for all elevators. C. Opening times, closing times and door close torques of all elevators shall be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands. D. Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are 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 the CO. F. As needed or at a minimum on an annual basis, a computerized elevator analyzer or similar type event recorder shall be utilized to record the hall waiting time at each landing and other data necessary to verify the system is operating at peak efficiency for all elevators covered under the Contract. The Contractor shall submit an annual written report and certificate of compliance. 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 tapes/disks to the COR. G. Contractor shall ensure that the original operating criteria is maintained at all times for each elevator including, but not limited to, the following: 1. Maximum capacity in pounds; 2. Rated speed in feet per minute; 3. Performance time measured brake- to- brake; 4. Door operation; 5. Traffic handling capabilities; 6. Response times; 7. Ride quality. 2.5 CARD READER SYSTEM Maintenance for card reader system is not included in this Contract. 2.6 SPARE PARTS A. An adequate supply of new spare parts shall be maintained by the Contractor at all times to ensure prompt preventive maintenance and repair services. B. All parts and materials shall be of the original manufacturer s design and PWS, or equal thereto. All lubricants shall be the same as or equal to those recommended by the manufacturer. C. If it becomes evident during a guarantee period that device is not functioning properly in accordance with manufacturer s or VAMC PWS requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, that device shall be removed and a new device meeting all requirements shall be installed. D. 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 provided by the Contractor. PART III DOCUMENTATION 3.1 COMPUTER DATABASE A. Contractor shall store all information in a computer database. The data shall be configured so that all entries relate to one another i.e., parts to work, can be crossed referenced. B. Minimum database requirements: 1. All maintenance and service ticket information. 2. An inventory of all significant parts used during maintenance and the vertical lifting device each part was installed on. 3. Each technician visit, name(s), time of arrival, time of departure and nature of the visit, routine maintenance or trouble call, etc. 4. All parts used, all work performed, all tests performed, lists of deficiencies found during maintenance and inspections shall be maintained in the database for each vertical lifting device. 5. All Preventative Maintenance records shall be maintained in the database. 6. A record of the Firefighter s Service Tests, for monthly and yearly tests, starting October to September shall be maintained in the database. All information in the database shall be available to the government within twenty-four (24) hours of being requested. At the end of the annual Contract period the Contractor shall turn over a full report of the contents of the database to the COR. All reports shall be sent via email to the COR. Service and emergency personnel shall report to the COR or authorized representative upon arrival at the hospital and again upon completion of the required work. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective 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 COR or authorized representative. 3.2 WRITTEN MAINTENANCE RECORDS A. The elevator Contractor shall maintain a Log Book in each and every 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 correction performed or parts replaced. B. The elevator Contractor shall record in the log book all tests conducted, technicians performing the tests, and the results of the tests including any deficiencies found. This is in addition to recording this information in the Data Base. C. A Written Maintenance Control Program shall be in place to maintain the equipment in compliance with ASME A17.1 Section 8.6. D. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place, in the room containing the equipment controller. These check charts 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. Entries shall indicate the status of and schedule for which work was performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor s employee to indicate that the work has been accomplished. A check chart shall be available for review by the COR and the Contractor will physically show the COR the completed work on request. 3.3 MAINTENANCE AND INSPECTION SERVICES: A. Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each elevator within thirty (30) calendar days aftercontract 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 all elevators in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements including fire recall, ASME A17.1 Appendix N tests and other safety/maintenance testing as required by the manufacturer. B. Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices or manufacturer s PWSs, if available, and shall be intended to maintain the elevator in safe and reliable operating condition. The MCP is required to specify appropriate intervals for the specific maintenance items. C. Cleaning of equipment spaces and daily cleanup of job sites in conjunction with maintenance, inspections and tests, and repairs are required. D. Contractor shall perform necessary inspections and tests as required under ASME A17.1 Appendix N, using a Qualified Elevator Inspector (QEI). The first quarterly test shall include the five-(5)-year test for all traction and roped hydraulic elevators regardless of due date. E. Government may perform inspections of the elevators 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. F. The Contractor shall prepare and submit a written report within two (2) business days of each quarterly visit. The report shall identify each elevator, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the elevator. G. The Contractor shall maintain a copy of all current elevator inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection to be located in the machine room for the elevators covered and a copy provided to the COR. 3.4 MAINTENANCE, REPAIR, and CALLBACK TICKETS A. Contractor shall have all maintenance tickets signed by the COR. B. Contractor shall instruct his personnel that when they perform work under this Contract, they shall comply with the following procedures: 1. Upon arrival at the facility, Contractor shall check in with the COR that Facility Management Service will be aware of Contractor s presence at the facility at all times. 2. 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 VAMC. 3. Contractor shall have a service ticket on each service call signed by COR. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time unit was returned to regular service. Signed maintenance, repair, callback tickets are required to verify hours on site. Without signed tickets hours billed will not be paid. PART IV SAFETY, INSPECTION and TESTING 4.1 INJURY and ACCIDENT REPORTS A. Contractor shall immediately report to the COR in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance. B. Written reports for all 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. 4.2 SAFETY A. 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 standards for safe work practices, and take such safety precautions as the VAMC Safety Officer or designee or the COR 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 NO-SMOKING areas. C. The Contractor shall treat all elevator pits as Permit Required Confined Space and shall follow all OSHA requirements and VAMC requirements when entering such spaces. Elevator pits may be reclassified as a Confined Space as outlined in VA policy 138-08-S5; such policy shall be followed carefully. VAMC will provide special training to Contractor on expectations of this policy which will include completion and posting of the permit every time an elevator pit is entered. D. 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 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. E. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, 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 prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS in each elevator machine room to assure compliance with all laws and requirements regarding the Right to Know law. F. Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all 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 the proper use of PPE shall be provided by employer, and documentation maintained by the Contractor. G. The Contractor shall obtain a Hot Work Permit from the Safety staff or the 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 all requirements outlined for the issuance of the Hot Work Permit. H. 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 COR or the VAMC 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, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards. I. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service. 4.3 SAFETY INSPECTIONS AND TESTING A. Category Five tests shall be performed by the elevator Contractor and witnessed by an ANSI/ASME QE-1 Certified Elevator Inspector Contracted by the contractor. 1. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 Safety Code For Elevators and Escalators using Table N-1 Recommended inspection and test intervals in Months and ASME A17.2 Inspectors Manual For Electric Elevators latest edition. 2. The certified inspector will provide a report of all deficiencies found that the VAMC or elevator Contractor is required to correct. 3. The results of ALL tests shall be recorded in the Record of Elevator Testing and a summary delivered upon request to the CO. B. The Contractor shall identify the date of the last Three Year and Five Year Load Tests on each elevator tag and plan to perform the following: 1. Contractor shall assist and accompany any third party elevator safety inspector, provided by the Government, during the Three Year and Five Year Load Tests required by ASME A17.1/A17.2. These tests will be performed under the direction of an appointed third party elevator inspector having area jurisdiction and appointed under separate contract by the VA and may involve 2 or more days of work. 2. Contracting Officer or COR will notify the Contractor of the dates when the above inspections/tests will be performed at least ten (10) working days ahead of the scheduled dates of the inspections. 3. Contractor shall be responsible for furnishing all necessary weights, labor, and means of transportation of the weights throughout the medical center, as directed by the inspector and as required for the successful completion of the inspections. 4. Contractor shall operate all elevators during the inspection/test under the direction of the third party elevator inspector as require for the inspection/test. 5. Contractor work with the inspector on developing a list of repairs required as a result of the testing. Contractor shall coordinate with the COR concerning time frame for repairs and adjustment identified during the inspection that are covered under this Contract which shall be completed in a timely manner. All repairs outside of the Contract will be 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 Medical Center. Contractor shall attach tags after testing as required by ASME A17.1 and A17.2. All 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 the 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. E. The contractor shall be responsible to schedule and maintain all necessary inspections for all elevators both state and federal. The contractor will provide the schedule to the CO for approval. All costs for state and federal inspections are to be included as part of this contract. F. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the CO. Recurring tests such as Emergency Recall Operation may have a standard recurring schedule approved and applicable through the term of this agreement. 4.4 INFECTIOUS CONTROL - CLEANING and PAINTING A. To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infectious Control Program to insure that 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 all other reasonable requests of the CO related to Infectious Control measures. B. Within the first three (3) months this Contract is in effect, the Contractor shall thoroughly clean the following: all elevator hoist ways, pits, car tops, machine rooms and equipment including controller interiors and air filters. All car and hoist way door hardware shall be cleaned, lubricated, and adjusted. C. All 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 dirt, oil, and grease. D. All 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. The exterior of the machinery 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 that cleaning efforts are evident. G. CO 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. H. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on VAMC property at the direction of the CO or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations. PART V - QUALITY CONTROL 5.1 QUALITY CONTROL PROGRAM A. Contractor shall establish a complete Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO, 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: 1. An inspection system covering all the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection. 2. The checklist shall include every area of the Contractor s operation as well as every task required to be performed. 3. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies. 4. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the VAMC upon request, at any time during the term of the Contract. PART VI PAYMENT 6.1 PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT A. Payment for all of the work covered under this Contract shall be billed on a monthly basis. Payment will include compensation for all labor, materials, parts, tools, equipment, transportation, supervision, administration, insurance, third-party testers, certifications, licenses, travel and all costs incurred directly or indirectly by the Contractor in an effort to complete the work of this Contact. B. 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 VA Engineering COR or designee. C. Contractors 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. 6.2 PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT A. 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 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. 8. Wage Determination: https://www.wdol.gov/wdol/scafiles/std/15-4833.txt?v=1 The following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition Regulation (VAAR) provisions and clauses are applicable to this acquisition and are available for view at: http://farsite.hill.af.mil/ 52.212-1 Instructions to Offerors Commercial Items. 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: This Purchase Order will be awarded to the lowest priced Offeror that meets the technical requirements of the Statement of Work. Offerors are encouraged to submit proposals that meets, without significantly exceeding, the technical requirements while maintaining the lowest price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) FAR Provisions: 52.204-7 System for Award Management (OCT 2016) 52.212-3 Offeror Representations and Certifications -- Commercial Items (Jan 2017) VAAR Provisions: 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008) 852.233-71 Alternative Protest Procedure (JAN 1998) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) 852.270-1 Representatives of Contracting Officers (JAN 2008) 852.273-74 Award Without Exchanges (JAN 2003) 52.216-21 -- Requirements. (Oct 1995) (a) This is a requirements contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government s requirements do not result in orders in the quantities described as estimated or maximum in the Schedule, that fact shall not constitute the basis for an equitable price adjustment. (b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued in accordance with the Ordering clause. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. (c) Except as this contract otherwise provides, the Government shall order from the Contractor all the supplies or services specified in the Schedule that are required to be purchased by the Government activity or activities specified in the Schedule. (d) The Government is not required to purchase from the Contractor requirements in excess of any limit on total orders under this contract. (e) If the Government urgently requires delivery of any quantity of an item before the earliest date that delivery may be specified under this contract, and if the Contractor will not accept an order providing for the accelerated delivery, the Government may acquire the urgently required goods or services from another source. (f) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor s and Government s rights and obligations with respect to that order to the same extent as if the order were completed during the contract s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after September 30, 2020. 52.217-5 Evaluation of Options. (Jul 1990) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). 52.217-6 Option for Increased Quantity (Mar 1989) The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within [insert in the clause the period of time in which the Contracting Officer has to exercise the option]. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 Days. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 60 Days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed September 30, 2021. 52.252-2 Clauses incorporated by Reference (FEB 1998) FAR Clauses: 52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Rights (APR 2014) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.212-4 Contract Terms and Conditions- Commercial Items (JAN 2017) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (JAN 2017) 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor Cooperation with Authorities and Remedies (FEB2016) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-35 Equal Opportunity for Veterans (OCT 2015) 52.222-36 Affirmative Action for Workers with Disabilities (JUL 2014) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.232-33 Payment by Electronic Funds Transfer- System for Award Management (JUL 2013) VAAR Clauses: 852.203-70 Commercial Advertising (JAN 2008) 852.232-72 Electronic Submission of Payment Requests (NOV 2012) 852.237-70 Contractor Responsibilities (APR 1984)
 

Web Link

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Document(s)

Attachment
 

File Name: VA250-17-Q-0338 VA250-17-Q-0338.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3425866&FileName=VA250-17-Q-0338-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3425866&FileName=VA250-17-Q-0338-000.docx

 

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Place of Performance

Address: Ann Arbor Healthcare;2215 Fuller Road;Ann Arbor

Zip Code: 48105-2303
 

Record

SN04476134-W 20170420/170418234852-04877e58f438914a3f0b46c53740141a (fbodaily.com)
 

Source

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