J039– 613-20-2-600-0434/Elevator Maint for new Elevators (VA-20-00031295)

Notice Type: Sources Sought Notice

Posted Date: 20-FEB-20

Office Address: Veterans Affairs, Department of; VETERANS AFFAIRS, DEPARTMENT OF; 245-NETWORK CONTRACT OFFICE 5 (36C245); LINTHICUM, MD 21090

Subject: J039-- 613-20-2-600-0434/Elevator Maint for new Elevators (VA-20-00031295)

Classification Code: J - Maintenance, repair & rebuilding of equipment

Solicitation Number: 36C24520Q0242

Contact: [email protected]

Setaside: Veteran-Owned Small Business Set-Aside (specific to Department of Veterans Affairs)Veteran-Owned Small Business Set-Aside (specific to Department of Veterans Affairs)

Place of Performance (address): VAMC Martinsburg, WV;510 Butler Avenue;Martinburg, WV 25405

Description: Veterans Affairs, Department of

VETERANS AFFAIRS, DEPARTMENT OF

245-NETWORK CONTRACT OFFICE 5 (36C245)

SUBJECT: One Year ElevatorDISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this Sources Sought that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future RFP will not be entertained. SUBJECT: The Martinsburg WV, VA Medical Center is conducting market research in order to provide Elevator repair and maintenance servicesOBJECTIVE: See Attachment 1 RESPONSE INSTRUCTIONS:Name and Address of CompanyAny small business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature.contact INFORMATION: Any questions related to this RFI shall be directed to Deborah Reardon at [email protected]. All information regarding Capabilities Statements or any other proprietary information relative to this RFI shall be submitted via email to Deborah. Reardon @va.gov no later than 11:00am EST on Tuesday, February 25, 2020. PART I GENERAL1.1 PurposeSTATEMENT OF WORK VERTICAL TRANSPORTATION EQUIPMENTMAINTENANCE CONTRACTThe Department of Veterans Affairs (VA) owns and operates healthcare facilities dedicated to serving the Veterans. providing appropriately maintained facilities is critical for the mission of VA. The VA Office of Construction and Facilities Management is the branch in charge of setting the standards and guidelines that all VA/VAMC vertical. transportation systems shall I follow to accomplish the VA mission.The purpose of these standards is to define the principles for VA \ Best: Practices' in the maintenance and operation of vertIca1 transportation systems and illustrates the concepts that support these principles.The intention of this statement of work is to obtain maintenance and repair services, safety inspections and testing for Vertical Transportation Equipment (VTE) by means of a firm fixed price indefinite quantity contract.CONTRACTOR REQUIREMENTSContractor shall provide all management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep vertical transportation equipment operating as originally specified by equipment manufacturer or modified with the approval of the VA.Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this statement of work. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall. be provided to the Contracting Officer prior to commencing work.Contractor shall comply with the following codes, standards, and regulations.CODES and STANDARDSPublications listed herein form a part of this statement of work. Elevators shall meet the requirements of code editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs on the date the installation contract was signed or when alterations were performed.Elevator Industry Field Employees Safety HandbookInternational Building Code (IBC)American Society of Mechanical Engineers (ASME):A17.1 - Safety Code for Elevators and EscalatorsA17.2 Inspector Manuals for Electrical Elevators and Escalators A17.3 - Safety Code for Existing Elevators and EscalatorsA17.5 Elevator and Escalator EquipmentA17.6 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 InspectionsE. 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 CodeNFPA 252 Fire Test of Door AssembliesDefinitions/AcronymsAHJ Authority Having Jurisdiction, AHJ is the VA ANSI American National Standards InstituteASME American Society of Mechanical EngineersCONTRACTOR General Contractor, Elevator Contractor, and Subcontractors CO - Contracting OfficerCOR Contracting Officer s RepresentativeELEVATOR MECHANIC/ TECHNICIAN See Section l.7 Paragraph C. FAR - Federal Acquisition RegulationHEPA - High Efficiency Particulate Air filter LEADS - Law Enforcement Agency Data SystemMCP Maintenance Control Program provided by contractor MSDS - Material Safety Data Sheet provided by contractor NAESA National Association of Elevator Safety Authorities NEC - National Electric CodeNFPA National Fire Protection Association NTP - Notice to ProceedOSHA Occupational Safety and Health Administration PO - Purchase Order issued by the CO/ CORPPE - Personal Protective EquipmentQAP - Quality Assurance Program provided by Contracting Officer QC QCP - Quality Control Program provided by ContractorQEI-1 Qualified Elevator Inspector meeting the ASME standards VA - United States Department of Veterans AffairsVAMC - Veterans Affairs Medical CenterVTE - Vertical Transportation Equipment - Passenger Elevator, Service Elevator, Freight Elevator, Cartlift, Dumbwaiter, Platform Lift, and Dock Leveler, Referred to in text as elevators.Publications listed herein form a part of this statement of work. Elevators shall meet the requirements of code editions published by ASME, NFPA, IBC, and adopted by the Department of Veterans Affairs on the date the installation contract was signed or when alterations were performed.Elevator Industry Field Employees Safety HandbookInternational Building Code (IBC)American Society of Mechanical Engineers (ASME): A17.1 - Safety Code for Elevators and EscalatorsA17.2 Inspector Manuals for Electrical Elevators and Escalators A17.3 - Safety Code for Existing Elevators and EscalatorsA17.5 Elevator and Escalator EquipmentA17.6 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 InspectionsNational 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 CodeNFPA 252 Fire Test of Door AssembliesEXCLUSIONSVA/ 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.VA/VAMC will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this contract.VA/VAMC will not provide any materials to the Contractor.Equipment, components, and parts not Installed under this statement of work 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, including but not limited to:Installation of new attachments recommended or required by inspectors, insurance agencies or VA (Government Authorities).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 COR prior to related repairs. Payment will not be made for any unauthorized work.Where work consists of hydraulic elevators, replacement of underground hydraulic piping or hydraulic cylinder.Cleaning, refinishing, repair, and replacement of cab enclosures, hoistway enclosures, door frames, exposed sills, and cab flooring.Repair or replacement of elevator pit sump pumps, machine room and hoistway light fixtures, heat/ ventilation/air conditioning systems (HVAC), fire/ smoke/ heat alarm systems and sprinkler systems.Power supplies from the elevator controller to its source.Communication lines from the elevator controller to its source.For the purpose of clarification, any items not specifically excluded shall be considered the Contractor f s responsibility.E. CO/COR must approve inn advance all repairs not covered under this contract. Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs. If approved, COR 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.GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICESVA/VAMC will furnish the following services at existing outlets, for use in those facilities provided by the VA/VAMC and as required for the work to be performed under this contract: electricity, fresh water, sewage service, and refuse collection (from existing collection points).Bidders/Offerors shall be given the opportunity to inspect the premises by the CO/COR, 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" al1 elevator equipment specified in the contract, except items that the CO/COR and the Contractor agree shall be excluded from the contract. Failure to inspect the elevators prior to contract award will not relieve the contractor form performing services/repairs in accordance with the strict intent and meaning of this contract.CONTRACTOR REQUIREMENTSContractor is currently engaged in maintenance, repair, inspection, and testing of vertical transportation equipment. Contractor shall have a minimum of five (5) years of current: (within the past seven(7) years) of successful experience maintaining elevator equipment identica1 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.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/COR 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/COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.Contractor shall provide Elevator Mechanics/Technicians who have completed an Apprenticeship Program and passed the Mechanic/Technician Examination approved and certified by the U.S. Department of Labor. Certified Elevator Mechanics/ Technicians shall have technicalqualifications 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/COR.All employees of the contractor performing work under this contract at the VAMC for more than forty (40) hours over contract period shall have completed up to one hour of Infectious Control training provided by the VA.All employees of the contractor shall have completed a 10 hour OSHA Safety Course. Certificates of completion shall be submitted to the CO/COR.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 VA/VAMC 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.BACKCROUND CHECKS and IDENTIFICATION BADGESContractor and subcontractor personnel must consent to Background Checks or shall be denied access to the VA/VAMC. Information required to conduct a Background Check includes: full name, driver's license number and/or social security number, date of birth, and completion of a background check questionnaire.Contractors shall ensure their employees and those of their subcontractors have the proper credentials allowing them to work in the United States. The contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the contract.Department of Veterans Affairs requires all Contractor employees to have a VA issued Identification Badge and wear it at all times while at the VA facilities. This ID badge shall be issued by the VA 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 VA 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 VA immediately.EMERGENCY TELEPHONE NUMBERSThe Contractor shall provide the COR 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. This information shall be provided in writing to the COR.INJURY and ACCIDENT REPORTSContractor 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.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.SAFETYContractor shall adhere to all codes, regulatory and AHJ requirements specified herein.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.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. VA 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.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 al1 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.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 VA/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.Contractor is responsib1e to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the contract. In addition, the contractor is responsiblefor identifying and providing al1 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.The Contractor shall obtain a Hot Work Permit from the Fire Department 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.Contractor shall be notified of any noncompliance 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 VA/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.INFECTION CONTROLMAINTENANCE SERVICE To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infection Control Program to ensure that patients 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 COR related to Infectious Control measures.PART II MAINTENANCE AND FAILUREMAINTENANCE SERVICEProvide complete maintenance service, safety inspections and tests on each and every elevator at the VA/VAMC for a period of one (1) year. Maintenance work shall be performed by Certified Elevator Mechanics/Technicians and Apprentices.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.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 VA 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/COR designated representative to make the changes. Modifications made to any controls shall be dated andrecorded on the VA wiring diagrams. The wiring diagrams will remain property of the VA.Do not make any alteration or additions to the equipment without prior written approval from the CO/COR designated representative.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 obsolescence remain the Contractor's responsibility to replace from another source.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.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:Machines, worm gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings and component parts.Motor and motor generator, windings, rotating elements, commutators, brushes, brush holders, and bearings.Silicon control rectifiers, reactors, filters, heat sinks, traps, transducers and all control components.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.Governors, governor sheaves and shaft assemblies, bearings, contacts and governor jaws.Deflector or secondary sheaves, sheave bearings, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers or gibs.Equalize tension, shorten or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code.Hoist way door interlocks, rollers and hangers, bottom door guides and door closing devices.Automatic power operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibs or rollers, ceiling fan/blower and grill.Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs.Emergency lighting, bulbs, batteries, trickle charger and related wiring and components.Elevator operating devices for fire emergency operation and emergency power operation.Re-calibrate and reset load weighing devices after annual and five- year safety tests and as needed between tests.Replace conductor cables and hoistway and elevator machine room wiring.Ensure lubricants meet the specific manufacturer s requirements forthe equipment.Check the group dispatching systems and make necessary tests to ensure that al1 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 direct by VA.If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this purchase order, notify the CO designated representative within 24 hours after adding more than two gallons of such fluid. Provide written documentation as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO designated representative.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 hoistway equipment shall be accomplished annually. Cleaning supplies and a HEPA vacuum cleaner shall be furnished by the Contractor.Hydraulic Pumps and pump motors, operating valves, valve motors, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks, filters, mufflers, and oil recovery systems.CALLBACK SERVICECallback 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 consist of responding to the VAMC to take corrective action at the site within 1 hour for passenger entrapments, two (2) hours for all other service calls.Callbacks hours are not to take time away from preventive maintenance hours 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 or designated representative must be notified with an explanation of the delay.Repair proposals authorized in advance by the COR, which occur during normal hours of operation or on overtime, shall be accomplished at the hourly rates specified in the pricing schedule.ELEVATOR OUT OF SERVICENotify Facilities Management Service and the COR either by phone or in person, before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service and the COR when placing the elevator back in service.When an elevator is taken out of service, appropriate signage shall be installed at each entry door to notify elevator users of the interruption. Upon completion, all signage shall be immediately removed.All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR.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 COR.PERFORMANCE, STANDARDSContract speed and brake to brake flight time shall be maintained as originally installed and adjusted.Maintain smooth starting, stopping, and leveling accuracy of 3mm(1/8 ) for all elevators.Opening times, closing times, and door close torques of all elevators shall be maintained within the limits of ASME A17.1 and ADA with a minimum of stand open time consistent with traffic demands.Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the show. Ensure all electric eyes or door detectors are working at all times.Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR.As needed or upon request, a computerized elevator analyzer or similar type event recorder shall be utilized to record the fall waiting time at each landing and other data necessary to verify the system is operating at peak efficiency. Results shall be submittedand 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 or COR s designated representative.CARD READER SYSTEMMaintenance for card reader system is not included in this contract.SPARE PARTSAn adequate supply of new spare parts shall be maintained by the contractor at all times to ensure prompt preventative maintenance and repair servicesAl1 parts and material shall be of the original manufacturer s design and specification, or equal to those recommended by the manufacturer.If it becomes evident during a guarantee period that device is not functioning properly in accordance with manufacturer s or VA specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, that device shall be removed and a new device meeting all requirements shall be installed.All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets provided by contractorCLEANING AND PAINTINGWithin the first three (3) months this contract is in effect, the Contractor shall thoroughly clean the following: all elevator hoistways, pits, cartops, machine rooms and equipment including controller interiors and air filters. All car and hoistway door hardware shall be cleaned, lubricated, and adjusted.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.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 vacuums 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. Surfaces, particularly floors, steps, and handrails that have a dull or worn appearanceafter cleaning shall be painted so that cleaning efforts are evident.COR or COR s designated representative shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this contract.Debris, rubbish, and recyclable material resulting from work under this contract may be disposed of on VA/VAMC property at the direction of the COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.PART III DOCUMENTATIONCOMPUTER DATABASEThe 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.Minimum database requirements:All maintenance and service ticket information.An inventory of all significant parts used during maintenance and the vertical lifting device each par was installed on.Each technician visit, name(s), time of arrival, time of departure and nature of the visit, routine maintenance or trouble call, etc.All parts used, all work performed, all tests performed, list of deficiencies found during maintenance and inspections shall be maintained in the database for each vertical liftin device.All Preventative Maintenance records shall be maintained in the database.A record of the Firefighter s Service Test, 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. A copy of the work ticket containing a complete description of the work performed shall be given to the COR or authorized representative.WRITTEN MAINTENANCE RECORDSThe elevator contractor shall maintain a "Log Book" in each and every machine room. The log shall list the date and time of all weekly elevator examinations and all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary correction performed, or parts replaced.The elevator contractor shall record in the log book all tests conducted, technicians performing the test, and the results of the tests including any deficiencies found. This is in addition to recording this information in the Data Base.A Written "Maintenance Control Program shall be in place tomaintain the equipment in compliance with ASME A17.1 Section 8.6.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 schedule items of maintenance work 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 Contracting Officer or designated representative and the Contractor will physically show the CO or designated representative the completed work on request.MAINTENANCE REPORTSUpon request the contractor shall send maintenance and service call reports to the COR. This report shall be an attachment to an email. The Report shall contain:Each elevator worked on.A description of all work performed on that elevator.A description of the parts replaced, including part numbers.The date the part was installed.Adjustments made to insure proper operation with the new part.Within six (6) months prior to the termination of this contract, 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.Work Required Outside Contract: Contractor shall immediately notify the COR in writing of the existence or the development of any defects in or repairs required to an elevator that the Contractorconsiders not covered by the contract. The contractor shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer and the Contractor. Service proposals for ANY EXTRA CHARGE WORK must be approved in advance including a Purchase Order (PO) being issued authorizing the work. Failure to do so will result in non-payment for extra charge work.MAINTENANCE, REPAIR, and CALLBACK TICKETSContractor shall have all maintenance tickets signed by the COR or COR s designated representative. In the event of after-hours maintenance, contractor shall have the maintenance ticket signed by the Fire Department Chief or Assistant Chief.Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures:Upon arrival at the facility, Contractor shall check in with the COR or his designee so that Facility Management Services will be aware of Contractor s presence at the Facility at all times. After hours and holidays, the contractor will check in with the Fire Department.Pick up the key ring which contains keys that will access any lock on the elevators and open access doors to elevator maintenance spaces. This key ring shall be returned before maintenance personnel leave the VA/VAMC.Contractor shall have a service ticket on each service call signed by COR or COR s designated representative. 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 INSPECTIONS and TESTINGSAFETY INSPECTIONS AND TESTINGCategory Five tests shall be performed by the elevator contractor and witnessed by an ANSI/ASME QE-1 Certified Elevator Inspector contracted by the VA/VAMC.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.The certified inspector will provide a report of all deficiencies found that the VA/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 COR.The contractor shall identify the date of the last Five-Year Load Test on each elevator tag and schedule the next Five Year Load Test accordingly.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 elevator 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 results of these tests shall be recorded on the Record of Elevator Testing and a companion separate document maintained in the elevator machine room.All tests or inspections that will remove th4e elevator from normal operation shall be scheduled in advance with the CO or designated representative. Recurring tests such as Emergency Recall Operation may have a standard recurring schedule approved and applicable through the term of this agreement.PART V - QUALITY CONTROLQUALITY CONTROL PROGRAMContractor 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 COR, for acceptance within ten (10) days of Notice to Proceed. QCP shall be in compliance with the Maintenance Control Program as required by ASME A17.1 Section 8.6. The program shall include the following:An inspection system covering 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.The checklist shall include every area of the Contractor soperation as well as every task required to be performed.A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be madeavailable to the VA/VAMC upon request, at any time during the term of the contract.PART VI - MAINTENANCE HOURSMAINTENANCE HOURS REQUIREDMaintenance schedule will vary with the type of elevator as well as its age and level of use. Add maintenance hours for additional floors and rear openings.Type of ElevatorType of ControlFloorServedHours(P2) Passenger, Traction, GearlessAC DriveMotion Control, 5000lbs Capacity,500fpm.6 Floors2 hours per month(P-3) Passenger, Traction, GearlessAC DriveMotion Control,500 fpm.6 Floors2 hours per month(S-1) Food Service Front & Rear Opening, Service, Traction, GearlessAC DriveMotion Control, 500fpm.6 Floors2 hours per month(S-4) Service, Traction, GearlessAC DriveMotion Control, 500fpm.7 Floors2 hours per month(S-5) Service, Traction, GearlessAC DriveMotion Control, 500fpm.7 Floors2 hour per month(S-6) Service, Traction, GearlessAC DriveMotion Control, 500fpm.7 Floors2 hours per month(S-7) Service, Traction, GearlessAC DriveMotion Control, 500fpm.7 Floors2 hours per month

Link/URL: https://beta.sam.gov/opp/0009315788e54134a971f9643f901710/view