J036--Elevator and Lift Maintenance Services for Tennessee Valley Healthcare System (TVHS) located in Nashville, TN 5 Year Blanket Purchase Agreement (BPA)

Active

Contract Opportunity

THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9, located at 1639 Medical Center Parkway, Suite 204, Murfreesboro, TN, 37129, anticipates issuing a solicitation Request for Quotation (RFQ) on or about 07/24/2025 to request quotes for a five (5) year Blanket Purchase Agreement (BPA) consisting of five (5) ordering periods beginning upon anticipated award date of 10/01/2025 through 09/30/2030 for elevator and lift maintenance services.
SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB)

NAICS Code: 238290 Other Building Equipment Contractors

SBA SIZE STANDARD: $22.0 Million

PSC: J036 Maintenance, Repair, and Rebuilding of Equipment Special Industry Machinery

DESCRIPTION: This requirement is for the Tennessee Valley Healthcare System (TVHS) Veterans Affairs Medical Center located in Nashville, TN:

TVHS Veterans Affairs Medical Center
1310 24th Avenue South
Nashville, TN 37212

The statement of work and equipment list are included in this document for reference.

Please note that the following are applicable to this acquisition:

VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)
(a) Definition. for the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB :
(1) Means a small business concern
(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);
(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;
(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and
(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.
(2) The term Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).
(4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled veterans under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).
(5) The term SDVOSB participant or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).
(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.
(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.
(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.
(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.
(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.
(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219 75 or 852.219 76 as applicable). These requirements are summarized as follows:
(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.
(2) Supplies/products.
(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.
(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.
(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.
(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.
(5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.
(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:
[X] By the end of the base term of the contract or order, and then by the end of each subsequent option period; or
[ ] By the end of the performance period for each order issued under the contract.
(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture complies with the requirements in 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.
(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program and the VA Veterans First Contracting Program.
(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406 2 Causes for Debarment).
(END-OF-CLAUSE)

VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)
(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that
(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:
(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219 73 or certified VOSBs listed in the SBA certification database as set forth in 852.219 74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.
(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219 73 or certified VOSBs listed in the SBA certification database as set forth in 852.219 74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.
(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219 73 or certified VOSBs listed in the SBA certification database as set forth in 852.219 74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.
(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.
(3) If VA determines that an SDVOSB/ VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:
(i) Referral to the VA Suspension and Debarment Committee;
(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and
(iii) Prosecution for violating 18 U.S.C. 1001.
(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.
(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.
(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.
Certification
I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].
Printed Name of Signee: ___________
Printed Title of Signee: _____________
Signature: ____________
Date: ______________
Company Name and Address: _______________
(END-OF-CLAUSE)
STATEMENT OF WORK
GENERAL INFORMATION
Title of Project: Maintenance, Inspection and Repair Service for Elevators, Dumbwaiters and Wheelchair lift at Tennessee Valley Healthcare System, Nashville Campus
Introduction: This base year + 4 option year requirement is for the full-service routine maintenance and inspections, ASME periodic testing and inspection, repairs and providing call back repair service of all traction, hydraulic, roped hydraulic elevators, dumbwaiters and wheelchair lift at TVHS, Nashville Campus, 1310 24th Avenue South, Nashville TN 37212.
Background: The elevators and wheelchair lift are used in the movement of patients, food, medical supplies, and visitors; dumbwaiters are for the movement of laboratory samples at both facilities and stated equipment is required to be maintained by the requirements in AMSE A17 and the Joint Commission.
Scope of Work
The Contractor is to provide all supervision, transportation, qualified labor, tools, parts, materials, hydraulic fluid, lubricants and equipment to provide full routine maintenance, routine inspections, repair and ASME periodic inspection services, including all adjustments, tests, inspections, cleaning, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the equipment manufacturer or as modified thereafter.
All adjustments, repairs, and modifications, must conform to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent:
ASME A17.1 Safety Code for Elevators and Escalators, latest edition
ASME A17.2 Inspectors Manual for Elevators and Escalators, latest edition
ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition
ANSI/NPA 70 National Electric Code, latest edition
Manufacturer s requirements and specifications on inspection
Scheduling
All contracted routine maintenance, inspections and cleaning shall be conducted during normal working hours 7am to 3:30pm on Wednesday for Nashville of each week and will be conducted according to the following guidelines:
Weekly Inspections and routine maintenance of traction type passenger and service type elevators shall be made on each Wednesday for Nashville. In the event this day falls on a Federal holiday, the required service shall be performed on the following workday.
Semi-monthly inspection and routine maintenance of hydraulic type elevator and dumbwaiters shall be made on the second and fourth Wednesday/Thursday of the month. In the event this day falls on a Federal holiday, the required service shall be performed on the following workday.
Monthly test of the fire recall feature on elevators will be conducted. Testing of the in-car emergency light shall be tested for 90 seconds. In-car lights refer to emergency lighting tied directly to the elevator controls and elevator control power. Facility personnel will perform repair and testing of the overhead car lighting.

The Contractor will additionally to inspection and routine maintenance provide transportation, labor, equipment, tools, and materials to perform periodic Category 1, Category 3 and Category 5 safety tests and inspections per ASME A17, latest editions, under the direction and observation of a third party QEI inspector as follows:
Semi-annual Periodic Inspections from a third-party inspector, the Contractor shall provide 1 Certified Journeyman Elevator Mechanic to perform testing directed and witnessed by the third-party inspector. These semi-annual inspections are conducted in September of each contract year.
Annual Periodic Category 1 and Category 3 inspections from a third-party inspector, the Contractor shall provide 1 Certified Journeyman Elevator Mechanic
and 1 qualified helper to perform ASME periodic testing directed and witnessed by the third-party inspector. These inspections are completed in March of each contract year. These inspections may run into some minor overtime requirements to suite the needs of the hospital and the hospitals requirements to provide for patient care and shall not create any added costs to the ASME Periodic inspections.
5-year Periodic Category 5 inspection and tests from a third-party inspector, the elevator servicing Contractor shall provide certified weights, labor, and transportation to relocate the weights to each elevator, a Certified Journeyman Elevator Mechanic and qualified helper to perform the tests directed and witnessed by the third-party inspector. 5 Year inspection and testing accomplished March 2017.
The Contractor will provide prompt 24 hour; seven days a week call back services to repair any nonfunctioning elevator or to perform entrapment rescue and corrective action services for both TVHS campuses. The Contractor shall respond to either facility within 1 hour of telephone notification from the Contracting Officer, the VA COR or engineering designee for all passenger and freight elevators or wheelchair lift in the event of an elevator equipment failure. The cost of this call back service is to be included as a bid item in the contract with no other charges for overtime manhours or parts, the VA will only accept financial responsibility for call back service charges if the elevator failure is determined to be created by physical abuse. The Contractor will show proof of the issue creating the elevator failure to the VA COR or the engineering designee and submit to the VA COR a bill for the services within 7 working days after the incident or the Contractor shall except full responsibility of the cost of the repair. The Contractor shall provide Monday through Friday normal working hours call-back services for dumb waiters and complete corrective actions on the day of the call back request. After normal working hours or weekend emergency services for dumbwaiters is not included in this requirement.
The VA reserves the right to require the Contractor to perform some service and repair work after normal working hours or weekends to prevent interference with patient care or normal business operations. The VA shall pay the difference of the regular working hours labor rates to overtime hour labor rates on a separator Purchase Order when coordinated and approved by the VA COR. This section is referencing extended down times of the elevator equipment and/or the Contractors need to interfere with normal working conditions of either facility to accomplish a repair or extended maintenance task. This section does not include provisions for added cost to the government for After hour call backs and call back associated repairs or any overtime costs associated with periodic inspections listed above.
The elevator maintenance Contractor will be held financially responsible for charges of ASME 17 periodic re-inspection costs incurred by the government from the third-party elevator inspector in the event elevators fail annual inspections (Category 1) (Category 3) or 5-year load test (Category 5) under the following conditions:
When it is determined by the inspector that the maintenance Contractor is not fully prepared for the inspections, including not providing properly trained mechanics or not possessing the proper diagnostic equipment or tools.
The equipment fails any of the applicable periodic tests listed in ASME A17.1.8.6.
An imminent threat to life safety violation exists, listed in the table below.
An elevator is out of service or placed out of service during an inspection.
Evidence of lack of proper maintenance that has created the need for a reinspection.
Table 1. Imminent Threat to Life Safety Violation Exists Requiring a Re-inspection
Door Reopening Device Inoperable
Stop Switch Inoperable
Elevator out of level more than 0.5 inches
Both Emergency Alarm
Door Restriction Inoperable
Repair of Drive Sheave
Repair of Deflector Sheave
Replace Flexible Hydraulic hose
Inspection Operation Not Working properly
Normal (directional) or Final Terminal Limits Not Working
Guide rail fastenings missing/need repair
Releasing carrier needs repair or ball out of carrier
Suspension member missing or ropes/means require replacement
Repair/reattach Compensation means
Hoist-way door interlock or car door gate switch require repair/replacement
Insufficient run-by
Repair/replace travel cable
Replace/repair damaged or rusted through conduit
Repair leaks in hydraulic supply line piping
Replace Jack Packing due to excessive leakage
Firefighters' Emergency Operation not functioning properly
Repair/Seal/Replace Governor, Governor Rope, Governor Overspeed Switch
The maintenance Contractor will be allowed the opportunity to correct any deficiencies or discrepancies determined by the inspector during the inspection visit, corrections will be performed by a mechanic other than the mechanic performing the testing, once corrected the elevator can be re-inspected during the initial visit prior to the inspector leaving the medical center with no addition charges incurred.
Any need of reinspection will be discussed with the elevator inspector, the maintenance Contractor, maintenance mechanic and the VA COR, the elevator inspection company and the COR will schedule a return date, the VA COR will inform the maintenance Contractor of the reinspection and if the maintenance Contractor needs to provide manpower for the reinspection.
The government reserves the right to deduct any re-inspection fees incurred from the maintenance Contractor s invoices.
Warranty. All contract work shall be warranted against defects in material, equipment, and workmanship for a period of one year from date of acceptance unless otherwise noted.
CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this SOW until the COR has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.
GENERAL REQUIREMENTS
Work Requirements
Initial Project Meeting. Site work will commence with a meeting with the Electrical Supervisor, Mitchel Cram (615-873-7669). The purpose of this meeting will serve to address directive of the scope of work.
Hours of Work and Location(s) of Jobs. The hours of work will be during normal business hours of 7a-330p M-F at TVHS.
Safety
The Contractor shall adhere to all OSHA, ASME, EPA, NFPA Life Safety Codes, and all other regulatory requirements.
In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as nonsmoking areas.
Patient, employee, visitors, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended.
The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE s shall be provided, and documentation maintained by the Contractor.
The Contractor shall obtain a Hot Work Permit from the Safety Office or Electrical Supervisor whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The Contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.
The Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.
Maintenance (PMI s)
Regular routine maintenance, inspections shall be performed at a frequency of not less than weekly for all traction and roped hydraulic equipment, biweekly on all hydraulic elevator equipment and wheelchair lift, monthly on dumbwaiters.
Preventative Maintenance and Inspections should ensure a safe and efficient level of operation, and all work relative to cleaning, lubricating, adjustment, or parts replacement of equipment that is necessary for the desired level of operation shall be performed by the Contractor. Each contract year, all items which rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. Any PMI required by the Equipment Manufacturer, and/or applicable laws, regulations, rules, ordinances, codes, etc. but not specifically identified by the Government, shall be performed by the Contractor at no additional cost to the Government. In addition, the Contractor shall perform preventive maintenance and all necessary cleaning, lubricating, and adjusting pursuant to such maintenance at the frequencies identified.
Frequencies shall be modified if deemed necessary by the COR or designee.
The Contractor must maintain the efficiency, safety, speeds, and cleanliness as specified in the contract at all times or as designated by the manufacturer of the elevators, including acceleration, retardation, contract speed in feet per minute, with or without full load, floor to floor time and door opening and closing time and force.
Parts, Materials and Tools
The Contractor shall have in possession throughout the terms of the contract all diagnostic equipment, computers, and updated software necessary to fully maintain, test, repair, adjust or reprogram the elevator systems.
The Contractor shall furnish all lubricants, hydraulic fluids, cleaning supplies, and tools necessary to perform the work described above. All lubricants and fluids shall be recommended by the manufacturer of the equipment.
The Contractor shall furnish and install, replace, or repair when and as necessary all electronic boards including control and communication boards, machines, motors, hoisting ropes, hydraulic pumps, plungers, hydraulic lines and valves, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, rotating elements, contacts, coils, relays shunts, resistances for operating and motor circuits, magnet, frames, cams, car doors, hoist-way door hangers, tracks and guides, door operating devices, governors and governor ropes, push buttons, annunciators, hall lanterns and indicators, lamp replacements in signal systems and all other elevator signal and accessory equipment and any other elevator related parts not included above. All parts shall be of the original manufacturer's design and specification. The Contractor shall always maintain a sufficient stock of these parts to ensure the proper maintenance and uninterrupted operation of elevators. The VA reserves the right to inspect the Contractor's facility to confirm the parts are available.
The Contractor shall maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams is not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center. Schematics are to remain with the VA upon the conclusion of the contract.
Cleaning
Weekly all accumulated dust and debris shall be removed from the pits and guide grooves in hoist-way and car door sills, hangers and rails for all hall doors and car doors or gates.
Monthly and as determined by the VA COR or third-party inspections, the elevator machinery rooms, the machines, brakes, motors, generators, controllers, relay panels, selectors, leveling devices, operating devices, switches on car and in hoist way, hoist-way door and car door or gate operating device, interlocks and contact, guide shoes, roller guides, signal system, car safety device, governors, tension frames and sheaves in pit shall be cleaned, lubricated, and adjusted, elevator pits, guide rails, overhead sheaves and beams, counterweight frames, top of the cars, bottoms of platforms, and machine room floors shall be brushed clean.
Cleaning and refinishing of the interior of car and exterior of hoist-way doors and frames are excluded.
Lubrication. All sheave bearings and hoisting ropes shall be lubricated, machine stuffing box and bearing on motor operated brakes shall be repacked and gear cases and guide lubricators shall be refilled when required.
Adjustment Maintenance Services
All hoisting ropes shall be examined, and the tension equalized and, whenever necessary to ensure maintenance of adequate safety factors, all hoisting compensating and governor ropes shall be replaced. The exterior of the machinery and any other parts of the equipment, subject to rust, shall be kept properly painted and presentable at all times. The motor windings shall be periodically treated with proper insulation compound. The guide rails shall be kept free of rust where roller guides are used and properly lubricated where sliding guides are used. Guide show rollers and gibs shall be renewed as required to ensure smooth and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers or main line switches in machine rooms and from outlets in the hoist-ways shall be repaired and/or replaced when required. Circuit breakers or main line disconnect switches together with fuses for same are excluded.
The Contractor shall post a maintenance record and check chart for each elevator in each machine room in a conspicuous place. This maintenance record and check chart shall list each elevator component-showing schedule of manufacturer s recommended frequency of inspection of each component on a weekly, semiannually, annually, or other frequency. Entries shall be to indicate the status of schedule items of maintenance work performed as well as a chronological record of repairs. The check chart shall be kept up to date at all times and must be legibly initialed and dated by the Contractor s employee to indicate that the work has been accomplished. Check chart shall be available for review at the COR s request, and the Contractor will physically show the COR the completed work on request. The maintenance record shall be a chronological file that includes the following information:
Date.
Nature of work (i.e. PMI or call back).
Description of work performed (Contractor should be brief and concise).
Any indication of problems experienced.
Initial or signature of mechanics performing work.
Safety Testing and Inspections
Safety tests, other tests, inspections, and periodic inspections shall be performed by the Contractor. The Contractor shall perform all safety tests, other tests, and inspections as recommended and required by ASME A17. LATEST EDITION.
Examine periodically all safety devices and governors and conduct an annual no load safety test and each fifth year perform a full load, full speed test of safety mechanism, overhead speed governors, car, and counterweight buffers. If required, the governor will be calibrated and sealed for proper tripping speed.
Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc.
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.
All elevators provided with firefighters service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase II to assure the system is maintained in proper operating order in accordance with A17.1 Code. A written record of findings on the operation shall be made by the Contractor and kept on the premises of said operation. Testing shall be done during normal service visits per Scheduling Section A. c.
Progress and Compliance. At the start of elevator services and upon completion of the services, the Contractor shall report to the Electrical Supervisor, or his designee and a written report of services performed shall be furnished. Such reports shall advise of any repairs or repair parts not required to be furnished under the contract that are necessary to maintain the equipment in perfect operating condition. Monthly documented tests of the fire recall feature on elevators will be submitted to the Electrical Supervisor.
Notes and Other Information
There are no known security issues with this Statement of Work.
For Contract bid purposes, a walk-through of each facility to inspect the elevator equipment listed in the contract requirement for perspective Contractors will be coordinated through the CO/COR prior to the bid due date. Contractors will be required to notify the CO of their intent to attend the walk-through.
Schedules of elevators attached.
Contractors are responsible for finding their own parking. Currently, Contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only.
Contractors are required to possess on their person a company picture identification card to positively identify the company and their employee, the card is to be worn above the waist and outwardly facing as to permit individuals to read the card.
Upon contract award, the Contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the Contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. Offerors should inspect the premises prior to submitting their offers to be fully aware of the scope of services required.
The Contractor shall provide the COR with pertinent emergency telephone numbers, to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date.
SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Contractor Furnished Materials: The contractor shall provide All labor, materials, equipment to perform the job. When "furnish", "provide", "install", or similar term is used it shall mean a complete installation, ready for use.
Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, always, take all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property.
Qualifications of Key Personnel. The Contractor s employees should be knowledgeable of standards associated with elevators and lifts, support, and maintenance.
Supervision/Communications. At all times during the performance, the Contractor's Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor's "Competent Person" that meets OSHA training guidelines, can make decisions and acting on behalf of the Contractor shall be physically always located on site during performance of the contract. If the Contractor's Competent Person is absent from the job site for an extended period, the COR may send all Contractor/sub-contractor employees off the job.
Security Requirements. Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be always worn above the belt while on Medical Center property. Contractor's employees shall return all I.D. badges to designated personnel at time designated in the task order.
The Contracting Officer's Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer's Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities.
The Safety Manger is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location.
Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings is deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the Contracting Officer for approval as soon as practical. No such departure shall be made without proper written permission of the Contracting Officer. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the task order.
Verification of Dimensions. The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen.
Smoking Policy. The Contractor shall not allow smoking in any building. The Contractor shall ensure employees smoke only in designated outdoor areas, 50 feet away from buildings.
Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be always observed by operators. Seat belt use is mandatory on the VA grounds.
The Contractor shall always keep the work area, including any areas where materials/equipment is being stored, free from accumulations of waste materials.
The COR will designate a contractor staging area due to space limitations. The contractor is responsible for disposing all waste.
Upon completion of a segment of work, the Contractor shall demonstrate to the COR that the work is complete, and the system is working.
SCHEDULE FOR DELIVERABLES
As designated when repairs are required.
CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
REPORTING REQUIREMENTS
Upon arrival, every day during removal and installation, upon checkout.
TRAVEL [If applicable]
None.
GOVERNMENT RESPONSIBILITIES [If applicable]
None.
CONTRACTOR EXPERIENCE REQUIREMENTS
The contractor must inform the VHA COR when personnel are removed from the contract for any reason.
If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the COR and CO.
CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract.
The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response.
Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

(End of Statement of Work)

Please see the attached equipment list.

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