J059– WI – Elevators Service Contract

Contract Opportunities

Notice Type: Sources Sought Notice

Posted Date: 22-JUN-21

Office Address: Veterans Affairs, Department of; VETERANS AFFAIRS, DEPARTMENT OF; 255-NETWORK CONTRACT OFFICE 15 (36C255); LEAVENWORTH, KS 66048

Subject: J059-- WI - Elevators Service Contract

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

Solicitation Number: 36C25521Q0433

Contact: Emilio Ballentos

Setaside: N/AN/A

Place of Performance (address): Department of Veterans Affairs Robert J. Dole VA Medical Center 5500 E. Kellogg Avenue Wichita KS

Place of Performance (zipcode): 67218-1607

Place of Performance Country: USA

Description: Veterans Affairs, Department of

VETERANS AFFAIRS, DEPARTMENT OF

255-NETWORK CONTRACT OFFICE 15 (36C255)

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research, to make appropriate acquisition decisions, and to gain knowledge of potential qualified businesses capable of providing the following:- Elevator Full-Service Maintenance for the Wichita VA Medical Center *** See Statement of Work below for details *** If this is within your capability, please respond with the information below: Company Name Address Point of contact Phone, Fax, and Email DUNS number Interested firms are reminded that in accordance with FAR 4.12, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.11 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database prior to award of a contract. All Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in VetBiz at www.vip.vetbiz.gov. Point of contact for this Sources Sought is: [email protected](913) 946 - 1981Department of Veterans AffairsNetwork Contracting Office -153450 S. 4th Street TrafficwayLeavenworth, KS. 66048.---- STATEMENT OF WORKRobert J Dole VA Medical CenterWichita, KS. 67218-1607Elevator Full-Service MaintenanceA. The Contractor shall provide full elevator maintenance service, in compliance with the ANSI/ASME Safety Code requirements, the manufacturer's recommendations, the Elevator Industry Field Employees Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs, and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operational mode at all times except for prescheduled downtime including all labor, parts and materials.B. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the COR. No deviations to the performance measures can be made until the contract is modified by the Contracting Officer.C. The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the installing contractor or system manufacturer. The Contractor shall furnish all labor and supplies, parts, and materials necessary to regularly and systematically clean, examine, adjust, lubricate as required and if conditions warrant, repair or replace, as follows: 1. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts.2. Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings.3. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical and electrical driving equipment.4. Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws.5. Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight guide shoes including rollers or gibs.6. Hoist way door interlocks, hoist way door hangers, bottom door guides and auxiliary door closing devices.7. Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoes including gibs and rollers.8. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.9. Cab Lighting10. Where applicable to hydraulic elevators include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gages and tanks.11. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer.D. Work excluded: The following work is specifically excluded from this contract.1. Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives, or his employees. The COR or designee must approve in advance any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval. Any repairs due to misuse or negligence shall be billed separately according to the negotiated price with the contractor at the time of the incident. 2. Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities.3. Repairs or replacement of cab enclosure, hoist way enclosures, door frames and sills, machine room lighting, cab tile or carpet. 4. Replacement of underground hydraulic piping or hydraulic cylinder.5. For the purpose of clarification, any item not specifically excluded shall be considered the Contractor s responsibility.6. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.E. The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed.F. These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor will be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the elevators and related systems and ensure safe and reliable elevator operation.G. The Contractor shall develop and implement a Performance Requirement Summary of preventive maintenance (PM) schedule acceptable to the COR. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The contractor shall provide on-site elevator maintenance at a minimum of 1-hour per week for traction units, 1-hour every two weeks for hydraulic units and 1-hour per month for Dumbwaiter units. The weekly schedule shall be coordinated with the COR. A copy of the PM program will be provided to the COR for review and acceptance during the solicitation phase for approval. The PM program must be acceptable to the COR prior to the commencement of the contract period.H. All scheduled work that requires an elevator to be taken out of service shall be coordinated with the COR and the contractor shall report to the COR the status of elevator equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR by 7:00 a.m. that day. The contractor is responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors when the elevator is the only one servicing that area. I. The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the COR. If changes are authorized, the Contractor shall make appropriate revisions to the elevator drawings and/or specifications. All parts or components installed, or improvements made, by the Contractor during the term of this contract shall become and remain the property of the Government.J. The Government reserves the right to require the Contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR and the Government reserves the right to witness all testing.K. In order to provide for uninterrupted Government business and elevator service for the handicapped, unnecessary out-of-service periods for elevators cannot be tolerated. Therefore, it is essential that elevator repairs be affected immediately.L. The Contractor shall maintain the machinery spaces, elevator pits, car tops, storage areas, etc., in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery room floors, and the equipment located within the machinery rooms shall be painted as necessary to repair damage done by the contractor to maintain the appearance of the room and equipment. When painting, the Contractor must comply with the ANSI color coding system outlined in the ANSI A13.1, Scheme for the Identification of Piping Systems, and maintain the identity (identification information) of the equipment. The Contractor must obtain the approval of the COR before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code.M. REPORT OF SERVICES Upon arriving on station, the Contractor s Serviceman will report to the Engineering Office to sign-in (only during normal working hour 7:00AM to 5:30PM) before going to the work site. Upon completion of any inspection or service, including any call back work, the contractor or his representatives shall make a brief verbal report of what was accomplished before departure (only during normal working hours 7:00AM to 5:30PM) from the Medical Center premises. Such reports shall advise of any repairs or repair parts required that are necessary to maintain the equipment in perfect running condition. This report shall be made in person to the Engineering Officer or his designee on duty at the time. A brief written report shall be submitted to the COR prior to the 25th day of each month, certifying compliance with inspection and service requirements of the previous month and noting any exceptions and reasons for the exceptions. Negative reports are required to insure that this contract requirement is met. Additionally, the Contractor shall make a written report to the COR of the VA Medical Center within five (5) working days from the time the Contractor encounters a need for repairs or repair parts, which, in the Contractor s opinion, are required to maintain the equipment in perfect operating condition.SPECIAL REQUIREMENTS VAMC, Wichita VAMC: Contractor will report to the Boiler plant at each Division during normal and off-duty hours for sign-in before going to the work site.N. LOGBOOK: The Contractor shall supply and maintain a current maintenance logbook for each elevator documenting the Management Information Data. The logbook shall remain in the equipment room for each elevator, or in a location designated by the COR at each medical center. The logbook shall be annotated as service is rendered describing in detail problems and corrective action taken. A record of all call-backs and resulting repair shall be kept by the contractor and annotated in the maintenance logbook indicating all services rendered, any difficult experiences and corrective measures that may improve service. All scheduled inspections and emergency call back service shall also include (1) Person (2) Date (3) Purpose (4) Problems/Difficult Experiences (5) Corrective Measures Taken and (6) Time started and time completed or stopped.Each month the Contractor shall subject all elevators provided with firefighters emergency operation to Phase I (maintenance and fire service personnel system verification checks) recall by use of the key switch, and a minimum of one-floor operation on Phase II. The Contractor shall correct all deficiencies. The Contractor shall maintain a record of findings and all details shall be annotated in the maintenance logbook located in each elevator machine room and make it available to the COR and elevator inspection personnel.O. PersonnelThe contractor shall have in its employ at all times a sufficient number of capable and qualified employees to enable it to properly, adequately, and safely manage, operate, maintain and account for the elevator system.1. Qualifications of the Contract ManagerThe contract manager responsible for the management and scheduling of work to be performed under this contract shall possess at least 5 years of recent (within the past 7 years) experience in managing personnel responsible for the operation and maintenance of elevator equipment of the approximate size, supervisory control systems and other characteristics of the elevators to be operated and maintained under this contract. Both new and replacement contract managers must meet these qualification standards.The full name of the proposed contract manager.P. Qualifications of the SupervisorThe supervisor responsible for directing the work to be accomplished under this contract shall possess at least 5 years of recent (within the past 7 years) experience in directing operation and maintenance of elevator equipment in a supervisory capacity for elevators of the approximate size, supervisory control systems and other characteristics of the elevators to be operated and maintained under this contract. Both new and replacement supervisors must meet these qualification standards.The full name of the proposed supervisor.Provide certification documents as applicable to the job. Q. Qualifications of Journeyman Elevator MechanicsAll elevator mechanics engaged in the contract activities specified herein must be of a journeyman status as recognized by the industry and be licensed by the State of Kansas, local authority, and/or the city local authority in those trades, crafts or professions which require licensing by such jurisdictions. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the referenced jurisdictions. Each mechanic must possess at least 3 years (within the past 5 years), experience in the maintenance, repair, installation and/or inspection of elevators and equipment of equal, specific make and type of elevator(s) being serviced or greater size, scope and complexity as those covered under this contract. Both new and replacement mechanics must meet these qualification standards. The full name of the proposed mechanic.** Elevator Mechanic Helpers may perform work and/or repairs for which they are qualified. ** Elevator Mechanic Helper qualifications are determined by state, local and/or city requirements.In the absence of any licensing requirement by state and local jurisdictions, the contractor shall certify, in writing, to the COR, that the elevator personnel involved in the performance of this contract are competent. The certification documents must be submitted with the proposal documents before award.R. Items to be supplied by the Contractor1. Parts installed on the elevators covered by this specification, shall be new and genuine parts supplied by the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of elevator service. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible.2. The Contractor shall provide a number that is available on a 24 hour a day, 7 days a week basis for emergency calls. 3. The Contractor shall provide approved metal waste containers for flammable and combustible waste associated with the performance of this contract. Flammable and combustible waste shall be removed from the premises daily. The Contractor shall provide approved metal storage cabinets for flammable materials associated with the performance of this contract. Storage of flammable and combustibles liquids shall be limited as much as possible and shall conform to the latest edition of NFPA 30, Flammable and Combustible Liquids Code.S. Inspection and Testing Services1. Elevator Safety InspectionsThe contractor shall be responsible for having the following inspections accomplished by the INDEPENDENT VA CONTRACT INSPECTOR in accordance with the requirements of the latest edition of ANSI/ASMI QEI-1, Standard for the Qualification of Elevator Inspectors. The contractor shall provide personnel who are familiar with the equipment to perform tests and assist the inspector.The contractor shall schedule and have performed the periodic inspections and tests of all elevators at the recommended intervals found in the effective edition of ANSI/ASME A17. The maintenance contractor must coordinate for the performance of the safety inspections with the INDEPENDENT VA CONTRACT Inspector s organization. The contractor shall furnish a copy of the inspection schedule to the COR (this list shall be estimated for proposal submission and finalized before award of the contract. This schedule shall clearly indicate the edition of ANSI/ASME A17. The COR will be advised of any changes to the schedule and notified 5 working days in advance of the inspection date to afford the COR an opportunity to observe the inspection. The required semiannual inspection of the emergency signaling device (alarm) and the means of two-way conversation will be recorded on a approved form. Copies of this form will be provided to the contractor by the COR. The contractor shall provide a qualified employee to accompany the inspector during the inspection.The Independent VA Contract Inspector shall furnish a written report of each inspection to the COR and to the maintenance contractor. The report shall be submitted on the following checklists from the American Society of Mechanical Engineers (ASME): Checklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, as appropriate. The maintenance contractor shall be responsible for the correction of all listed deficiencies within the scope of the contract by the date specified by the COR. Any deficiencies marked "emergency" must be corrected immediately. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report and return it to the COR.2. The contractor shall be responsible for obtaining the signed form from the Independent VA Contract elevator inspector. Copies of form will be provided to the COR. 3. Adjustments and TestsThe contractor is responsible for the accomplishment of all tests required, at the intervals specified and in accordance with, the American National Standard Safety Code for Elevators and Escalators manual. Most current publication will be used at all times. Copies of all test results will be furnished to the COR.The contractor shall maintain the elevators as stated in, Performance Standards and within the limits of the American National Standard Safety Code for Elevators and Escalators. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance.The fire alarm capturing device must be maintained and tested. This testing shall be conducted once each month of each contract year. Such tests shall not interfere with the normal operation of the building.The contractor shall check the Group Automatic Operation system annually and make necessary tests to ensure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer.Except for group supervisory control system tests or other tests on elevators and emergency service herein provided for, all work shall be performed during regular working hours or regular working days, Monday through Friday, excluding Federal holidays. Only when so authorized by the COR, may any portion of the work other than emergency service be performed outside of regular working hours.The Government reserves the right to require the contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR and the Government reserves the right to witness all testing. T. Testing Schedule (All Elevators) Safety Tests The safety tests, as required by ANSI/ASME A17, shall be performed by the Contractor employees and Witnessed by the VA Contract Inspector. Safety Inspection Schedule The tests, as required by ANSI/ASME A17, shall be performed and witnessed by the VA Contract inspector. Maintenance contractor will coordinate with testing contractor and medical center(s) on times and dates of the testing of each medical center s elevators, on the Semi-Annual and Five-Year Load Test as outlined on the proposal sheet. U. WORK SCHEDULES1. The Maintenance Performance Schedule shall be submitted with the proposal documents before award (See Performance Requirements Summary). The Contractor shall submit to the COR a work schedule for the maintenance of the elevators at each Medical Center. This schedule identifies the frequencies for elevator maintenance at each Medical Center. 2. Contractor may inspect all elevators within first 15 days of award of contract to ensure elevators are in proper working order and up to safety code and notify COR of any deficiencies.V. SUPPLIES, MATERIALS, AND EQUIPMENTThe Contractor shall furnish the labor, supplies, materials, equipment (including vehicles) and employee training necessary for the performance of the work specified in the contract, unless otherwise specified herein.W. GOVERNMENT FURNISHED PROPERTYIn accordance with the provisions for Government Furnished Property, the Government will furnish utilities to perform the requirement of this contract.X. QUALITY CONTROLThe Contractor shall maintain a complete Quality Control (QC) Plan and administer a QC Program in accordance with its final QC plan after award of the contract. Contractor must ensure that the requirements of the contract are met, including the minimum performance requirements, as specified in the resultant SOW. The final Quality Control Plan shall address the following, at a minimum: 1. The Quality Performance Standard which includes: a) an inspection system covering all required performance tasks; b) a method of identifying deficiencies in the quality of services performed and c) list of corrective action or measures used to prevent deficient or unsatisfactory performance.2. Contractors system for maintaining a record of all inspection reports and proposal for having them available or sending to the Government. 3. Strike prevention plan and Contractor emergency plan.4. Contractors work schedule and the approach to provide performance-based elevator maintenance and repair services at the medical center due to the high visibility and daily usage by staff and public. 5. Contractor must notify the Contracting Officer (CO) and Contracting Officers Representative (COR), in writing, of any proposed changes to the QC Program, and Plan. The final QC Plan shall be submitted in accordance with contract requirements. No change to the final QC Plan shall be implemented prior to the mutual agreement of parties.Y. SUPERVISION OF CONTRACT WORK1. The Contractor shall ensure that work required under any resultant contract is monitored by providing supervision (Supervisor/Alternate) to comply with the terms and conditions contained herein. The Supervisor/Alternate shall be the Contractor s primary representative on-site, having full authority to act on matters pertaining to performance of services required. The Supervisor/Alternate shall be available while the contract work is in progress (including emergencies and at any time specified for after hour services.) The Supervisor/Alternate will receive notices, reports, request or other communications from either the CO or COR. 2. The Contractor shall designate the On-Site Supervisor and Alternate in Contract Administration Section. The Alternate will have the same responsibilities and authorities as the supervisor in his/her absence.3. The Contractor shall register all employees with the COR upon commencement of the contract. The Government will coordinate site access with contractor after award.4. The Contractor shall inform the COR of personnel changes assigned to the contract. 5. The Contractor shall report all damage to Government property, personal injuries, and/or hazardous conditions to the COR or designee immediately, after such occurrence.Z. SERVICE CALLS/CALLBACK1. Contractor shall respond to requests made by the COR/Alternate, or authorized designee, within 24 hours during normal working hours. The Government is not anticipated to make service call requests during other than normal working hours. The course of action to resolve a service call problem and to determine if overtime will be allowed will be determined after consultation between the CO/COR and the Contractor.2. Contractor shall respond to emergency requests or callbacks made from the CO, COR by contacting the appropriate party within 30 minutes by phone. This is required 24 hours a day 7 days a week. The Government representative will identify these calls as emergencies and will coordinate with the Contractor resolution of the problem and if overtime shall be required complete repairs. From the time the appropriate party has been contacted, the contractor shall be on site within two hours to correct or repair the elevator. Trapped personnel calls require the contractor to be on site within one hour of notification. AA. DELIVERIES and PERFORMANCEPERIOD OF PERFORMANCEThe period of performance of this contract for the base year shall be from October 01, 2021 through September 30, 2022 with options to extend the contract for four additional 12-month periods. In any event, performance of this contract shall not extend beyond 5 years and six months. DELIVERABLES AND TIMELINE/SCHEDULEAll reports by the contractor to the Government under this contract shall include the following information: 1. Contract number and title. 2. Type of report and period of performance being reported. 3. Authors. 4. Name and address of contractor; and 5. Date of report. The contractor shall submit all paper-copy or electronic reports. At a minimum, the Government requires a monthly service report. The Contractor shall ensure that all reports, as specified in this section, are submitted to the Government on time. The report shall be submitted on or about the 25th day of each month.A. The mean time between service calls for each elevator, or bank of elevators, as computed for the previous year shall be the minimum performance standard for the following year. The mean time between service calls shall increase or may remain level.B. The performance time is measured from the start of door closing until the doors are '--' open at the next successive floor regardless of travel.C. The door closing force of each elevator shall be measured as recommended in the ASME A17.2 elevator inspectors manual.D. Door opening time is measured from the start of motion until the doors are in the fully open position. E. The door closing time is measured from the start of motion until the doors are in the fully closed position.F. The no load running speed in the up and down direction of each elevator will be measured. The speed will be measured while the car is traveling from terminal floor to terminal floor.2. Door Dwell TimesDoor dwell times shall be maintained within the parameters which comply with the Americans with Disabilities Act. (Required Hall Call 7 sec, Car Call 5 sec)3. Door OperationDoor operation shall be quiet and positive with smooth checking at the extremes of travel.4. Ride QualityThe contractor shall maintain a comfortable elevator ride with smooth acceleration, deceleration and a soft stop.5. Stopping AccuracyThe elevators shall stop within ADA code requirements. (Required 1/8 in floor level)6. Service CallsThere shall be no more than two service calls per month per elevator. The occurrence of a third call in a month requires completion of a Contract Discrepancy Report by the COR. The maintenance contractor shall provide a written action plan within 24 hours of the third call delineating the problem and proposed steps to eliminate the problem. At the COR s option, an on-site conference may be convened within 24 hours of receipt of the written action plan.7. DowntimeAn individual elevator shall not be out of service for more than THREE (3) consecutive workdays without the approval of the COR. No elevator shall be out of service for more than a total of ten calendar days per year without the approval of the COR.EXHIBIT 1 APPLICABLE PUBLICATIONS1. General:Publications applicable to this Statement of Work are listed below. The Contractor shall be guided by and is recommended to follow these publications to the extent that he/she performs specific and general work related tasks which are governed by these publications.Changes: It is the responsibility of the Contractor to act on any supplements or modifications to the listed publications during the life of this contract, when they are provided by the COR and action is requested in writing. Prior to implementing any action to a revision, supplement, or modification that will result in an increase or decrease in contract price, the Contractor shall submit to the CO a price proposal for such change and obtain written direction when and if he/she is to implement the new requirements. The new requirements will become a contract modification when they are agreed upon in writing by the Contractor and the Government.2. Publications:The publications are the recommended regulations, standards, and codes for job accomplishment. However, they are not absolute and other approaches will be considered. When deviations from this list are proposed, the offerors are required to explain their rationale for such deviation to the COR immediately.PUBLICATION TITLE DATE PORTION29 CFR Part 1900OSHA General Industry StandardsCURRENT ALLPBS P 5850.1BBuildings Maintenance Management HandbookRev. April 1992 ALL40 CFRClean Air ActJuly 1992 ALLANSI/ASME A17American Society of Mechanical Engineers Safety Code for Elevators and Escalators2000 Edition w/addendums ALLElevator Industry Field Employees Safety HandbookN/AALLNFPA 70National Electrical CodeCurrent EditionALLPublic Law 94-580Resource Conservation andRecovery Act of 1976 (RCRA)1976Sub title FExecutive Order 13101Greening the Government through Waste Prevention, Recycling and Federal AcquisitionSeptember 14, 1998ALLRecovered Materials Advisory Notices (RMAN)http://www.epa.gov/cpgN/AALLUSDA Biobased Products ListN/AALLComprehensive Procurement Guidelines (CPG)http://www.epa.gov/cpg/products.htm.N/AALLOFPP Letter 92-4Procurement of Environmentally Sound and Energy Efficient Products and ServicesNovember 2, 1992ALLNFPANational Fire CodesCurrent EditionALLNFPA 30Flammable and Combustible Liquids CodeCurrent EditionALLANSI/ASMI QEI - 1Standard for the Qualification of elevator InspectorsN/AALLANSI A13.1Scheme for the Identification of Piping SystemsN/AALLASMEChecklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, Checklist for Inspection of Escalators and Moving WalksN/AALLNIH Contractor Performance System (CPS)N/AALLPublic Law 93-579Privacy Act1974ALLEXHIBIT 2 REPORTING REQUIREMENTSAll reports, plans, schedules and other submittals provided by the Contractor are subject to approval by the CO or COR.The Contractor is required to submit deliverables and reports to the COR at specified times throughout the life of this contract. Submission of deliverables and reports are considered critical to the successful completion of all contractual requirements. The following milestone chart lists deliverables and reports which must be provided by the Contractor at specified due dates as follows: MILESTONE CHART FOR CONTRACTOR DELIVERABLES ITEM DUE DATE PM ProgramSubmit w/proposalListing of Equipment or systems not operational by the official start time of the occupants7:00 a.m. that dailyFire fighters Emergency Operating TestMonthlySubcontracts if applicableSubmit w/proposalResume for Contract Manager and SupervisorEmployee ResumesResumes for Replacement EmployeesSubmit w/proposal Submit w/proposal 10 Days Before Employee sEntrance on DutyLicense for Elevator Mechanic or certification of competencySubmit w/proposalCommunication SystemSubmit w/proposalKey Personnel Chart ITEM DUE DATE Metal waste containersStart of contractAccounting of Government Property10 workdays upon request and termination or expiration of contractCopy Inspection ScheduleSubmit w/proposalManagement Information Data25th of each monthWritten Report of Inspection25th of each monthCopy of all tests required25th of each monthService call log/record25th of each monthCheck charts and logs each piece of equipment25th of each monthMonthly progress report25th of each monthNotification of Inspection25th of each monthNotification of Completion of Existing Deficiency Repairs25th of each monthQuality Control PlanQuality Control Inspection ReportsSubmit w/proposalStrike Contingency PlanSubmit w/proposalContractor Emergency PlanSubmit w/proposalInterim and final evaluations under CPSAnnually to coincide with anniversary date of contractEXHIBIT 3 DEFINITIONSExcusable Delays:An act, event, happening or occurrence due to natural causes and inevitable accident, or disaster and is in no sense attributable to human acts.Contract Discrepancy Report:Any report prepared by the Government's representatives of deficient or defective service.Contracting Officer (CO):The CO has the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Contracting Officer s Representative (COR):The COR is designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include, but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in work performance. Contractor:The term Contractor refers to the individual, firm, partnership, company, or corporation providing the services and directly contracting with the Veterans Affairs Administration as the prime contractor in the performance of the work described herein.Defective Service:A unit of service that does not conform with specified requirements.Elevator:The term elevator is used to mean all elevator, escalator, dumbwaiter, handicapped lift and wall glider equipment, if applicable, at the location(s).Emergency Call-Back:Emergency call-back service calls consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within Two hours of the time of notification of appropriate party and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action will be taken. Requests for service may be made by the COR by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be an emergency nature.Government Contract Inspectors:Government Contract Inspectors (also identified as Quality Assurance Evaluators) are subordinates of the COR and are responsible for inspecting and monitoring the Contractor's day-to-day work. The responsibilities of the Contract Inspector include, but are not limited to: Inspecting the Contractor's work to ensure compliance with the contract requirements; documenting, through written inspection reports, the results of all inspections conducted; ascertaining that all defects or omissions are corrected; conferring with Contractor representatives regarding any problems encountered in work performance, and generally assisting the COR in meeting his/her contract responsibilities. The Contractor shall make every attempt to join the inspector while he/she conducts inspections under this contract.Installing Contractor:Construction contractor or subcontractor who originally installed the equipment, system, part, item, unit, or component.Management Information Data:Reports, records, and logs that contain information relative to the operation of the building s elevators such as but not limited to: service call logs and sign-in and sign-out sheets. This information must be maintained in an automated data system that is agency compatible.Negligence:Is the failure to use care under the circumstances, it is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.Normal Working Hours:The occupant agencies' workday may be staggered between the hours of 7:00 AM through 5:30 PM, Monday through Friday, excluding Federal holidays. Other Than Normal Working/Duty Hours:Hours other than that shown as normal working hours noted above.Overtime Services:Overtime services are defined as work within the scope of the contract originally intended to be performed during normal working hours, where the Government requests the work be performed outside of normal working hours to expedite the return of an elevator to operating condition or to minimize disruption to tenants. Statement of Work:The Statement of Work details the work requirement and can be referred to as the specification.Quality Assurance:Actions taken by the Government to ensure services meet contract requirements.Quality Control:Those continuous actions taken by a Contractor to control the performance of his or her employees and subcontractor's services so that they consistently meet the contract requirements.Quality Performance Standard: The overall quality performance standard the contractor will be held to is: The Contractor will perform elevator maintenance service at the facility throughout the contract period, with the outcome of ensuring that the physical and capital assets are maintained and preserved in the same or better condition that they were in when the Contractor first started the contract, normal operating wear taken into account. Service Calls:Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor by building occupants or VA personnel. The Contractor shall respond promptly to requests for on-site service. If the service call cannot be resolved the Contractor shall immediately secure the elevator and notify the COR of the problem and the time and date corrective action will be completed (excluding priority elevators such as surgical. In the case of priority elevators, work shall continue with immediate notification to the COR of the problem and time and date corrective action will be completed. Shall vs Must:Throughout this solicitation, the terms shall and must are used. Shall and must denote the imperative. They indicate an obligation to act. In this solicitation, and any resulting contract, shall and must have the same meaning.Sign In/Sign Out Log:Designated log format used for Contractor/Subcontractor employee's identification by providing appropriate information and employee signatures as to when they enter and exit the building. The Government requires all Contractor/Subcontractor employees to use this form whenever they enter or leave the building.Supervisors:The term "on-site supervisor" means a person designated in writing by the contractor who has authority to act for the contractor on a day-to-day basis at the work site.Vandalism:Willful and malicious destruction of property.Warranted as Presented:The presenter guarantees the report or item presented as being accurate and truthful.