Z1DA--Medical Center Elevator Maintenance Huntington WV, VA Medical Center

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36C24523Q0293 Huntington WV VA Medical Center Elevator Maintenance
Sources Sought Notice
DISCLAIMER:
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 RFI 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 Request for Quote will not be entertained.
2.0 SUBJECT:
The Department of Veterans Affairs is conducting market research in order to provide Elevator Maintenance and Repair Services at the Huntington Veterans Affairs Medical Center in Huntington, WV. The Government anticipates awarding a Federal Supply Schedule / Firm Fixed Price single award contract that will provide the support services listed within the below Performance Work Statement.

3.0 OBJECTIVE: See attachment.

4.0 RESPONSE INSTRUCTIONS:
1. Subject Line: RFI Interest (36C24523Q0293) Elevator Maintenance
2. Name and Address of Company
3. Any small business designation as certified by the Small Business Administration
4. Capabilities Statement including a through description of experience in managing support requirements of this nature.

5.0 CONTACT INFORMATION:
Any questions related to this Sources Sought shall be directed to Craig Armagost at Craig.Armagost@va.gov . All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to craig.armagost@va.gov no later than 1:00 PM EST on Monday February 13th 2/13/2023.
STATEMENT OF WORK
HUNTINGTON WV ELEVATOR MAINTENANCE
PART A GENERAL INFORMATION

INTRODUCTION: The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington, WV, 25704 has a requirement to have a Federal Supply Schedule Five year contract to perform inspection and routine maintenance services on all elevators on campus. Additionally, we need to have after hour call outs, non-routine maintenance, replacement, and repair covered.

BACKGROUND: Elevator repairs and inspections are costly and time consuming. A contract with an elevator company will help maintain cost, improve uptime, and ensure a robust preventive maintenance program. Due to unforeseen or unpredictable issues and problems, the cost for maintenance, upkeep, and repair continues to increase as does the usage demands and expectations for timeliness repairs and functionality. This contract will also help address those issues to maintain cost and improve uptime.
NOTE: the word "elevator" in this solicitation shall include all elevators, Dumbwaiters, lifts, etc., to be serviced
under this contract.
SCOPE OF WORK:

The Contractor shall furnish
all material, labor, lubricants, hydraulic fluids, supervision, tools, shipping, travel and equipment necessary to provide full maintenance services, including all adjustments, tests, 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 as modified thereafter.
Provide full non-routine and after hour maintenance services, including all adjustments, 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 as modified thereafter
Perform the five-year load test in calendar year 2023 as outlined below in testing .
Perform annual test, including pressure testing, on elevators outlined below in testing .

The contractor shall address all repairs to include the following, but not limited to:

Repair or replacement necessary due to negligence or misuse of the equipment by persons other than the contractor to include power dips, flooding, fire, etc.
Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities.
Repairs or replacement of cab enclosure, hoist way enclosures, door frames and sills, machine room lighting, control panels/boards, cab tile, carpet, etc.
Replacement of underground hydraulic piping or hydraulic cylinder and other misc. non-routine pit and elevator shaft work

All adjustments, repairs and modifications, must be in conformance with the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent:

ASME Al 7.1 Safety Code for Elevators and Escalators, latest edition
ASME Al 7.2 Inspectors' Manual for Elevators and Escalators, latest edition
ASME Al 7.3 Safety Code for Existing Elevators and Escalators, latest edition
ANSI/NPA 70 National Electric Code, latest edition
Manufacturer's requirements and specifications on inspection, maintenance, and operation of each elevator model.
PART B REQUIRMENTS

B.1 Vendor shall be on site for two (2) eight-hour days per week. The first day shall always be the first day of the week. This will typically be Monday, unless an observed holiday should fall on Monday. The second day will be agreed to by VA staff on Monday of that week.

B.2 Vendor shall perform weekly Hydraulic Elevator Fluid Inspection for all hydraulic elevators. Hydraulic fluid levels will be checked and corrected once each week and done so in every hydraulic elevator maintenance room. The log inside each elevator room will be noted with at least the date and initials of the person performing the check. Other such items may be required to written down in the log, as noted.

B.3 Vendor will provide emergency callback service 24 hours a day, seven days per week, as requested by the COR or designee for entrapment calls.

B.4 Vendor will have the ability to be onsite in one hour or less for any callback or repair situation.
PART C - SUPPORTNG NFORMATION

C.1 Place of Performance: VA Medical Center, 1540 Spring Valley Dr., Huntington, WV.

C.2 Period of Performance: Expected award on about (April 1, 2023) with four optional renewal periods of one (l) year each.

C.3 Special Considerations

C.3.1 Contractor Furnished Materials 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. The vendor shall supply all parts, equipment, material and labor to conduct all work listed. The work will include all items as described in the Scope of Work listed above.

C.3.2 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, at all times, take any and 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.

C.3.3 Qualifications of Key Personnel The vendor shall provide individuals that can perform work on site as a consultant, technician, and work planner of all elevator systems described. These individuals should be highly knowledgeable of the equipment and should have prior experience to provide service for the specified equipment. They should also be able to troubleshoot problems of unknown origin with the described equipment. May also need to evaluate existing equipment and be able to make appropriate determination of items or interfaces needed for these elevators.

C.3.4 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, is capable of making decisions and acting on behalf of the Contractor shall be physically located on site at all times during performance of the contract. If the Contractor s Competent Person is absent from the job site for an extended period of time, the COR may send all Contractor/sub-contractor employees off the job.

C.3.5 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 worn above the belt at all times while on Medical Center property. Contractor s employees shall return all I.D. badges to designated personnel at time designated in the task order.

C.3.6 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.

C.3.7 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.

C.3.8 Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings are 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.

C.3.9 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.

C.3.10 Smoking Policy. The Contractor shall not allow smoking in any building or on medical center property.

C.3.11 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 observed by operators at all times. Seat belt use is mandatory on the VA grounds.

CONSTRUCTION AND EXTENDED GUARANTEE PERIOD MAINTENANCE & REPAIR SERVICE

The elevators involved are listed below:

Item
Location (Building)
Car No.
Type
Capacity
Make
Drive
1
1 East
E-4
Pass/Auto
4000
Canton
Traction
2
1
E-5
Pass/Auto
4000
Canton
Traction
3
2
F-8
Dumbwaiter
2500
Virginia Control
Traction
4
4
E-1
Pass/Auto
4000
Murphy
Traction
5
12
P-7
Pass/Auto
3500
Murphy
Traction
6
1South
P-1
Pass/Auto
4000
Montgomery
Traction
7
1South
P-2
Pass/Auto
4000
Montgomery
Traction
8
1South
P-3
Pass/Auto
4000
Montgomery
Traction
9
1South
S-1
Freight
5000
Montgomery
Traction
10
1South
S-2
Freight
5000
Montgomery
Traction
11
1South
CL-1
Cart lift
1000
Montgomery
Hydraulic
12
1South
CL-2
Cart lift
1000
Montgomery
Hydraulic
13
1South
DW1
Dumbwaiter
25
Matot
Wind Drum
14
1West
E2
Pass/Auto
4000
Montgomery
Hydraulic
15
1West
E3
Pass/Auto
4000
Montgomery
Hydraulic
16
2
P-9
Freight
5000
Montgomery
Hydraulic
17
5
Bldg. 5
Pass/Auto
2500
Murphy
Hydraulic
18
6
Bldg. 6
Pass/Auto
2500
Murphy
Hydraulic
19
23R
S-3
Pass/Auto
5000
Dover
Hydraulic
20
25
P-10
Pass/Auto
3000
Montgomery
Hydraulic
21
25
P-11
Pass/Auto
3000
Montgomery
Hydraulic
22
BRAC
Bldg. 20
Pass/Auto
3500
DC
Traction
23
RRTP
Bldg. 9
Pass/Auto
2500
Murphy
Hydraulic
24
Fisher House
Bldg. 21
Pass/Auto
3000
Otis
Hydraulic
1. The Contractor shall obtain all necessary licenses and/or permits required to perform the work.

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.

The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place. This check chart shall list each elevator component-showing schedule of manufacturer's recommended frequency of inspection of each component on a weekly, semi-annually, annually or other frequency. Entries shall be to 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. Check chart shall be available for review at the Contracting Officer
Representative (COR)'s request and the Contractor shall physically show the COR the completed work on request.

Safety tests and other tests and inspections shall be performed by the Contractor. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME Al 7.1 LATEST
EDITION AND ANSI/ASME Al 7.2 LATEST EDITION.

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.

After completion of the required tests and inspections, submit detailed documentation on these to the COR within 21 calendar days.

All elevators provided with firefighters' service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase Il to assure the system is maintained in proper operating order in accordance with Al 7.1 Code. A written record of findings on the operation shall be made by the Contractor and kept on the premises of said operation. (See Attachment C for firefighters' test log). Testing shall be done on weekend, holidays or the hours before 6:30 AM or after 6:30 PM, at no additional cost to the Medical Center.

All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR.

An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services.

Contractor shall have all maintenance tickets signed by the COR.
The following performance levels shall be maintained at all times:

l . Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted.

Leveling accuracy shall be maintained at all times.

Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME Al 7.1 Code with a minimum of stand open time consistent with traffic demands at each floor.

Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times.

Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this shall not be permitted unless requested and/or approved by this COR.

Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR.

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:

l . Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts.

Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings.
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.

Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws.

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.

Hoist way door interlocks, hoist way door hangers, bottom door guides and auxiliary door closing devices.

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.

Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.

Cab Lighting

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.

The Contractor shall also:

l . 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 shall be calibrated and sealed for proper tripping speed.

Maintain an adequate factor of safety, to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist way and machine room wiring.

Keep car emergency light units in an operable condition at all times, test special emergency (fireman's service) service and emergency power circuits, where provided in accordance with Code requirements.

Furnish lubricants specified to the various lubrication needs.

Perform a weekly inspection of hydraulic fluid levels in the elevators in buildings 5, 6, and 25. Inspection documentation shall be maintained in the respective elevator mechanical rooms, showing the date of each inspection.

Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each machine room for the performance of routine preventative maintenance.

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 are 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.

Maintain a full, legible service log in each machine room and a complete, orderly chronological file including drawings, complete part lists, and copies of all service reports. The log shall list the date and time of all maintenance service performed. Service file shall be made available for inspection upon request, and a copy of the complete file furnished to VAMC during the first week of the last month of the normal contract term.

Maintain a separate maintenance record on each elevator and dumbwaiter. The maintenance record shall be kept in the elevator equipment room and shall be readily available for inspection by the COR or designee. The maintenance record is the property of the government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information:

Date.
Nature of work (i.e. Preventative Maintenance Inspection (PMI).
Description of work performed (contractor should be brief and concise).
Any indication of problems experienced.
Initial or signature of mechanics performing work.

10. Instruct his personnel that when they perform work under this contract, they shall comply with the following procedures:

Upon arrival at the station, the Contractor shall check in with the M&O General Foreman or his designee so that the VAMC will be aware of the Contractor's presence at the facility at all times.

Upon each departure, Contractor will serve notice of disposition of work to the M&O General Foreman or designee. In addition the contractor shall furnish the M&O General Foreman or his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information:
Name and address of contractor
Name of contractor employee(s) performing the work
Date(s) work performed and hours spent
Brief description of work performed, including PMI's and identification of equipment worked on
Signature of contractor's employee(s) and signature of M&O General Foreman or designee
If the report is not submitted it will indicate that no inspection or maintenance was performed and payment may be withheld and/or delayed.

11. Periodically clean hoist way including all equipment located in or moving through the hoist way, car top,
car sling, safeties, appliances, pits, sills, door tracks and hangers. Clean and paint as needed machine room
floors.

No device shall be acceptable that will not give full satisfaction without excessive maintenance and attention. If it becomes evident during guarantee period that device is not functioning properly or in accordance with manufacturer's or specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, device shall be removed and new device meeting all requirements shall be installed as part of work until satisfactory operation of installation is obtained. Period of guarantee shall start a new for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees.

Work excluded: The following work is specifically excluded from this contract:

For the purpose of clarification, any item not specifically excluded shall be considered the Contractor's responsibility.

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.

Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR.

l. Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.

Contractor shall notify the COR or designee by telephone or in person after completion of each regular time service.

Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the COR.

All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR.

The Contractor shall comply with the following procedures when an elevator is removed from service for any reason:

l. Notify Facilities and Plant Management Service, M&O General Foreman or Designee, either by phone (304429-6741 x2374, 2384, or 2378), or in person, before removing elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities and Plant Management Service when placing the elevator back in service. Contractor's employees shall turn in Elevator Report Forms, which will furnish the information to the M&O General Foreman, Facilities and Plant Management Service.

The Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to, the elevator, which the Contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the COR and the Contractor.

When planned work requires an elevator to be taken out of service, the Contractor is requested, when possible, to use the Federal holidays listed below.

New Year s Day
Martin Luther King Day
President s Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving-Day Christmas Day

Inspection

Periodic inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators (Latest Edition) will be performed under separate contract in accordance with existing Huntington VAMC Policy. Upon completion of a routine inspection, the Contractor will be furnished with an inspection report listing deficiencies for which he is responsible to repair within 30 days. Items marked emergency should be corrected immediately. Under no circumstances shall the Contractor allow reported deficiencies to go uncorrected beyond the contract period.

The Contractor shall provide all labor and material to perform work in accordance with ASME Al 7.1, ASME Al 7.2, ASME Al 7.3, and ANSI/NPA 70 standards for annual, 6 months, and five year "full load" (traction only) tests. The Contractor shall perform tests at the date and time specified by the VAMC. Inspection of work shall be conducted by an independent inspector contracted by the VAMC. Maintenance contractor performs actual tests.

Testing

l . The following services will be performed at intervals specified in the American National Standard Safety
Code for Elevators and Dumbwaiters. The maintenance Contractor will furnish personnel to perform the I
(one) year, and the 5 (five) year safety load test, (including weights), at no additional cost to the Medical Center. Scheduling of all tests will be handled through the COR. A Medical Center's Contractor, authorized by the Huntington VAMC, will witness all tests for the Medical Center, Huntington VAMC personnel, as required, shall be available for the tests.

The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection.

The yearly car safeties, governor and oil buffer tests and inspections shall be complied with as per Al 7.1 and this specification, in the presence of the COR and his/her representative.

The five-(5) year safety and buffer tests as required by the American National Standard Safety Code for traction Elevators and Dumbwaiters, (A 17.1 and Al 7.2) are to be performed by the Contractor.

Within six (6) months prior to the termination of this contract, a representative of the COTR 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 t e COR in writing that the deficiencies have been corrected and that re-inspection can be made.

The inspectors used by the Medical Center on this contract may or may not work for the Medical Center. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR.
The following schedule for the five-year load test is required in the year 2023

Item
Location
Car No.
Type
Capacity
Make
Drive
1
Bldg. 1 E-4 East
Â
Pass/Auto
4000
Canton
Traction
2
Bldg. 1 E-5 East
Â
Pass/Auto
4000
Canton
Traction
3
Bldg. 2
F-8
Dumbwaiter
2500
Virginia Control
Traction
4
Bldg. 4
E-1
Pass/Auto
4000
Mu h
Traction
5
Bldg. 12
P-7
Pass/Auto
3500
Mu h
Traction
6
Bldg. 1S
P-1
Pass/Auto
4000
Montgomery
Traction
7
Bldg. 1S
P-2
Pass/Auto
4000
Montgomery
Traction
8
Bldg. 1S
P-3
Pass/Auto
4000
Montgomery
Traction
9
Bldg. 1S
S-1
Freight
5000
Montgomery
Traction
10
Bldg. 1S
S-2
Freight
5000
Montgomery
Traction
NOTE: THE WORD "ELEVATOR" IN THIS SOLICITATION SHALL INCLUDE ALL ELEVATORS,
DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT.

The following schedule for the annual test (with pressure testing) year load test is required:
Item
Location
Car No.
Type
Capacity
Make
Drive
l.
Bldg. 2
P-9
Freight
5000
Montgomery
Hydraulic
2.
Bldg. 23R
S-3
Freight
5000
Dover
Hydraulic
3.
Bldg. 23
P-10
Pass/Auto
3000
Montgomery
Hydraulic
4.
Bldg.25
P-11
Pass/Auto
3000
Montgomery
Hydraulic
5.
Bldg. 1W
E-2
Pass/Auto
4000
Montgomery
Hydraulic
6.
Bldg. 1W
E-3
Pass/Auto
4000
Montgomery
Hydraulic
7.
Bldg. 1S
CLI
Cart lift
1000
Montgomery
Hydraulic
8.
Bldg. 1S

CL2
Cart lift
1000
Montgomery
Hydraulic
9.
Bldg. 1S
DWI
Dumbwaiter
25
Matot
Wind
Drum
10.
Bldg. 5

Pass/Auto

Murphy
Hydraulic
11.
Bldg. 6

Pass/Auto

Murphy
Hydraulic
12.
RRTP
Bldg. 9
Pass/Auto
2500
Murphy
Hydraulic
13.
Fisher House
Bldg. 21
Pass/Auto
3000
Murphy
Hydraulic


Scheduled Maintenance Requirements

l . The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time.

2. Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment.

3. Preventative Maintenance Inspections (PMI) are to be performed during administrative hours on the same day of each week. The contractor shall submit, at the beginning of the contract, to the Electrical Shop Foreman, the day of the week he/she intends on performing the required PMI. If the day falls on a holiday the contractor shall perform the required PMI's on the next business day following the holiday. The contractor shall notify the Electrical Shop Foreman if he/she intends on changing the PMI day or if he/she cannot perform the PMI ON schedule.

4. PMI's should ensure a safe and efficient level of operation, and all work relative to cleaning, lubricating, adjustment or part 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 the following 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.

5. The Contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, HOISTWAY crawl spaces, elevator machine rooms, etc. This shall include all lights inside the elevator cabs.

6. The Contractor shall during regular PMI visits retrieve any objects such as key, wallets, glasses, etc. dropped in elevator pit by occupants of the building. Such objects shall be turned over to VA Police personnel.

7. The Contractor must maintain the efficiency, safety and speeds specified in the contract or as designated by the manufacturer of the elevators at all times; including acceleration, retardation, contact speed in feet per minute, with or without full load, floor to floor time and door opening and closing time.

Contractor shall provide qualified journeyman mechanic as a MINIMUM five three-hour days per week to find and correct any deficiencies. This is to be done above and beyond his/her repair time each week. Non emergency services/repairs shall be completed at the time of inspections unless the Contractor requests, in writing, and obtains approval to perform repair work at a later date and time. The COR or designee shall be provided written notice in a timely manner. Contractor shall complete attached weekly/biweekly PM check chart to indicate whether specified key items were found to require maintenance and the nature of service performed. The check charts shall be completed and remain in the elevator machine room when work has been completed for the day.

The Contractor shall provide an additional qualified journeyman mechanic at the Medical Center from 8:00 a.m. to 4:30 p.m. if normal maintenance requires two journeymen to accomplish the maintenance schedule and assist in repairs, inspections, and adjustments.

Experience Requirements

l . Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the Contracting Officer or the COR.

2. Qualifications of Elevator Mechanics: All maintenance personnel directly engaged in the work to be accomplished under the contract shall possess, prior to their employment in a journeyman mechanic's capacity on this contract, at least 4 (four) years of recent (within the last 6 years) experience in the operations and maintenance of the kind of elevators to be maintained under this contract.

3. In addition to the above requirements, the Contractor shall have a minimum of 5 (five) years' successful experience in maintaining equipment identical or similar to the equipment covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) years experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts.

4. Contractor will be chosen using best qualified criteria.

Condition of Equipment

l . 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.

2. Offerors should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required.

Uniforms

l . The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

Safety

l . The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulator requirements.

2. In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas.

3. Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended.

4. 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, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the "Right to Know" law.

5. 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.

6. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

7. The Contractor shall be notified of any non-compliance with the pervious provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. It, in the opinion of the Safety Officer or designee the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.

8. The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:

Safety program/procedures are required to be followed by the contractor's personnel in the performance of their duties and when such procedures are required.

Listing of personal protective equipment(s) required to be utilized by the contractor's personnel in the performance of their duties. Also, when equipment will be required.

Material Safety Data Sheet (MSDS'S) for any chemical(s) utilized by the contractor in the performance of this contract.

9. 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.

Injury or Accident

l . Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident.

Quality Control Program

l . The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, Within five (5) work days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COR, for approval. The program shall include, but not be limited to, the following:

2. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection.
3. The checklist shall include every area of the Contractor's operation as well as every task required to be performed.

4. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.
5. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract.

Emergency Telephone Numbers

l . The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date.

Information Relating to Conduct of Contractor's Employees

l . The Contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use.

2. Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor's attention by the CO/COR, Federal Protective Officers, Inspectors, etc.

3. Contractor shall use firefighters service test log for monthly and yearly log, starting October to September.

4. Contractor shall use elevator report where there is a passenger trap incident, or safety incident. Elevator failure of more than 8 (eight) hours of downtime. Stating date when parts are available and expected time of repair, tested and back useful service.

General Information

l . The Contractor shall immediately notify the contracting office and contracting officer's representative (in writing) of the existence of the development of any defects in, or repairs required to the elevators which the contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to make necessary repairs. The contracting officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs.

2. The Government reserves the right to perform emergency repairs to any elevator which is disabled if, in the Government's opinion, it jeopardizes patient or employee safety.

3. The Contractor shall ensure that the elevator pits(s) and elevator machine room(s) are kept clean and free from dirt and debris. Contractor shall clean and vacuum all HOISTWAY(s), pit(s) and machine rooms once a month to remove dust and debris accumulation.

4. The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the VAMC
Huntington is a NO SMOKING Facility. Smoking is not permitted in any building (including Penthouses and elevator pits).

5. Contractor shall have use of station telephones to make business calls related to Medical Center's equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephone.

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