J036--Intent of Sole Source | Elevator Repair/Preventive Maintenance

Sample Statement of Work: Elevator Repair/Preventive Maintenance of Elevator Systems 1. Scope of Work The Contractor shall provide all labor, material, and equipment to conduct Preventive Maintenance & Repair Services for the government-owned equipment listed below at specific Department of Veterans Affairs facilities. 2. Location of Work 2.1 Ambulatory Care Clinic, Building No. 30, 459 Patterson Road, Tripler Army Medical Center Two (2) Elevators; MFG: Dover 2.2 VA Parking Structure, Building No. 32, 459 Patterson Road, Tripler Army Medical Center Two (2) Elevators; MFG: Dover 2.3 Tripler Army Medical Center, E-Wing, Building No. T1, 1 Jarret White Road Two (2) Elevators; MFG: Dover 3. Point of Contact 3.1 The Contracting Officer Representative (COR) or his/her designee shall be the primary Point of Contact (POC). 3.2 The Contracting Officer will delegate Contracting Officer's Representative(s) (COR) to monitor the Contractor's performance. The delegation will specify the limits of the COR's authority. 3. Scope of Work 3.1. This scope of work requests preventive maintenance and unscheduled repairs for the elevator systems listed in section 2 of this Statement of Work. 3.2 For the duration of this contract, elevator systems listed in section 2 of the statement of work will be consecutively undergoing an Elevator Modernization Project. A one-year warranty period that includes elevator maintenance is part of the Elevator Modernization Project. Therefore, preventative maintenance services are not needed for the duration of each elevator s modernization and warranty period. Proposals shall reflect the reduced need for service as provided in the projected schedule below. *The excel worksheet provided depicts the down time of each elevator. - It represents construction and the one-year warranty periods. - Estimate shall reflect servicing for the months that are not under construction and warranty. 3.3 The Contractor shall furnish necessary labor and material to perform preventive maintenance and repairs for the elevator systems listed in section 2 of this Statement of Work. 3.4 All work performed shall be accomplished in accordance with manufacturer's instructions, including but not limited to, adjustments, calibrations, lubrication, cleaning, testing, replacement of worn or defective non-consumable parts, etc., required to keep the equipment in good operable condition. 4. Service Report 4.1. The Contractor's service representative will report upon arrival to the Point of Contact or his/her designee. Upon completion of the work, the Contractor's service representative must report in person to the Point of Contact and must present a copy of his /her field service report signed by the Service using the equipment. This report must reflect date and time of service, name of company, contract number, and the name of the Contractor's service representative. As a minimum, this report must contain a detailed description of any services or repairs performed and must also include a listing of replacement parts, when applicable. The report shall also include any contractor's recommendations necessary to maintain the equipment in best operating condition. 4.2 BOTH THE CHECK-IN AND CHECK-OUT PROCEDURES DEFINED ABOVE ARE MANDATORY AND WILL BE STRICTLY ENFORCED. NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and are not submitted to the Engineering Service 5. Contractor Responsibilities: Furnish all parts, labor, materials, facilities, transportation, tools, equipment, and all other items deemed necessary to fully maintain the elevators listed and to replace defective parts in accordance with needs and specifications. The service contract covers full maintenance, including regular and systematic inspection of each elevator listed above. During the inspection visit, the Contractor shall: Clean, adjust, and lubricate the elevator equipment to maintain satisfactory service Determine the nature and extent of any work required to restore equipment to satisfactory condition and operation as determined by the VA And, if conditions warrant, furnish and install parts listed below. Preventive Maintenance schedule: Bi weekly inspection of passenger and service type elevators shall be made every other Thursday. In the event the inspection day falls on a holiday, the required service shall be performed on the following workday. Semi-monthly inspection of hydraulic type elevator shall be made on the second and fourth Thursday of the month. In the event the inspection day falls on a holiday, the required service shall be performed on the following workday. Monthly test of the fire recall feature on elevators will be conducted as required by the 1991 or latest edition of the Life Safety Code section 31-1.3, 10 per rule 1206.7 of the ANSI or ASME A17.1 standard The maintenance contractor shall have a minimum of two service representatives available during the semiannual inspections when the independent contracted elevator inspection is performed. The maintenance contractor shall be escorted by a member of the Facilities Management and Engineering Services Dept at all times. Cleaning, Lubrication and Adjustment Services The following components shall be cleaned, lubricated, and adjusted: 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, guide grooves in hoist-way and car door sills, hangers for all doors and car doors or gates, signal system, car safety device, governors, tension frames and sheaves in pit. Cleaning and refinishing of the interior of car and exterior of hoist-way doors and frames are excluded. Cleaning Services: Guide rails, overhead sheaves and beams, counterweight frames, top to cars, bottoms of platforms, and machine room floors shall be brushed clean. All accumulated rubbish shall be removed from the pits. 5.5.2 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 fluid lubricators shall be refilled when required. 5.5.3 Adjustment 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 rolled 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 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 switches, together with fuses for same, are excluded. 5.6 Materials to be furnished. The contractor shall furnish all lubricants, cleaning supplies, and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment. 5.7 Parts to be furnished and installed / repaired. 5.7.1 The contractor shall furnish and install or repair when and as necessary: machines, motors, hydraulic pumps, plungers, electrical boards and circuit cards, hydraulic lines and valves, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, rotating elements, contracts, coils, relays shunts resistances for operating and motor circuits, magnet, frames, cams, car doors, lighting, hoist-way door hangers, tracks and guides, door operating devices, governors, push buttons, annunciators, hall lanterns and indicators, lamp replacements in signal systems and all other elevator signal and accessory equipment complete and supply and replace floor covering on elevator car platforms and any other parts not included above. All parts shall be of the original manufacturer's design and specification. The Contractor shall maintain a sufficient stock of these parts to ensure the proper maintenance and uninterrupted operation of elevators at all times. The VA reserves the right to inspect the contractor's facility to confirm the parts are available. 5.7.2 The Contactor shall not make renewals or repairs necessitated by reason of negligence or misuse of the equipment by person other than the Contractor, contractor s representatives, and contractor s employees or by reason of any other cause beyond control of the Contractor, except normal wear and tear. The Contractor shall not install new attachments as may be recommended or directed by inspection firms or by Federal, State, Municipal or other Government Authorities, without prior approval. 5.7.3 If work is required that is outside of the scope of this contract, the contractor shall submit a detailed cost estimate for the required repairs to the CO/COR within two business days of finding the issue. 5.8 Routine Repairs Contractor to provide service at the site within the next normal workday after the Contractor has been contacted for service. The work is done during regular working hours at no additional cost to the Government. Routine service calls shall be a part of the monthly service costs. 5.9 Emergency Call-Back Service and Repairs Prompt emergency call back service shall be provided within one (1) hour of receiving a request for emergency service call, 24 hours a day, 7 days a week. After receiving a request for emergency service, the work shall be performed continuously until the emergency-based situation is mitigated. This call back service shall be rendered at any hour and day of the week as requested at no extra charge to the government. The emergency call back service covers passenger elevators. The contractor to include a 30% contingency of the routine maintenance contract value to cover the costs of emergency call backs. 5.10 The contractor shall obtain all necessary licenses, insurance, permits, inspections, and certifications required to perform work, at no additional expense to the government, and return elevator to a safe operating condition. 5.11 Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by contractor s employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Hawaii. 5.12 Maintenance and inspection service shall be performed by as a minimum journeyman status as recognized by the industry with at least four (4) years of experience and certified training in the inspection, testing, and maintenance of elevator systems. 5.13 Shutdown of any portion of any system regardless of duration shall be coordinated through and approved by the VA Facilities Management/Engineering Service staff. 5.14 Contractor shall respond only to calls for service placed by the following VA personnel: VA Facilities Management/Engineering Service Maintenance & Operations (M&O) section, telephone 433-0166 (M&O personnel calling in may include; Chief - M&O, M&O Foreman, M&O Support Clerk, or M&O Duty Mechanic). Chief, Facilities Management/Engineering, telephone 433-0160. Contracting Officer 5.15 Where the VA gives specific maintenance procedures or guidelines, Contractor shall perform in accordance with these guidelines, in addition to industry guidelines. If the VA does not give a specific procedure, the manufacturer recommended preventive maintenance (PM) procedure as described in the official service manual will be followed, and the Contractor shall submit a detailed description of the procedure to be followed in performance of preventive maintenance (PM). 5.16 Any service required which the Contractor believes to be in excess of the contract provisions and may require additional costs, must not be performed without prior authorization from the Contracting Officer or Facilities Management/Engineering contract office. A separate purchase order will be created to pay for any additional service, if authorized by the VA. 5.17 Contractor shall have a comprehensive inventory of parts and components for all equipment covered under the contract. Inventory should be readily available for necessary repairs in order to limit equipment downtime. 5.18 Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, has been performed in accordance with contract. VISN 21 90 CCA Contractor Personnel Security Requirements Reference: VHA Directive 0710, Personnel Security and Suitability Program/ May 18, 2007 VA Handbook 0710, Personnel Suitability and Security Program/ September 10, 2004 Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA directive 0710 and must receive a favorable adjudication from CCA Personnel Security Specialist or VA Security and Investigations Center (SIC) depending on investigation or screening required. - This requirement is applicable to all subcontract personnel. - If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement. They must provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening. 1. - Position Risk/Sensitivity For all positions required under this contract, the position risk/sensitivity has been designated as: High Risk, Medium Risk, or Low Risk 2. - Background Investigation/Screening It is anticipated that the Contractor or contract personnel will be providing services at a VA facility(s) for MORE than 180 days under a single contract or series of contracts, or have access to VA computer data systems, the background investigation/screening commensurate with the requirements of this contract is: BI, MBI OR NACI 3. - Contractor Responsibilities a. - - The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language. b. - The Contractor shall submit or have their contract personnel submit the following required forms to the Personnel Security Specialist or VA Contracting Officer, through the COR, within five (5) business days of contract award Low Risk Investigative Requirements i. Standard Form 85, Questionnaire for Non-Sensitive Positions ii. Standard Form 86A, Continuation Sheet for Questionnaires Iii. Optional Form 306, Declaration for Federal Employment (This form will only be used to record an applicant s responses, not for Federal employment purposes) Iv. Electronic Fingerprint Verification or FD 258, U.S. Department of Justice Fingerprint Applicant Chart All forms are located on the VA Background Investigations for Contractors http://www1.va.gov/VABackground_Investigations/page.cfm?pg=2 Prior to completing the required forms, contract personnel should review the Common Errors on NACI Security Questionnaires, Example_SF85, Example_OF306, and General Questions and Answers about OPM background Investigation. This information is located on the web site above. Incomplete forms will be rejected and could result in a delay of work under the contract. c. - - - Once the items requested in paragraph 3. b. above are received, VA will pre-screen these items for completeness, and forward them to the appropriate party(s) in order to initiate the required background investigation(s) or screening(s) within fourteen (14) calendar days of appointment. Only after the VA Contracting Officer or Personnel Security Specialist notifies the Contractor that the background investigation(s) or screening(s) was initiated shall the Contractor be authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. d. - - The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract. - e. - - - Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default. 4. - - Government Responsibilities - a. - The VA Contracting Officer will ensure a time for contract personnel to complete the fingerprint portion of this requirement, if any, and the COR will responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor personnel security requirements described herein. b. - Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph 3. b. above and forward these items to OPM to conduct their portion of the background investigation or screening, as applicable. c. - - The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any. - d. - Depending on the type of investigation/screening required, the Personnel Security Specialist, or VA SIC will notify the VA Contracting Officer of the adjudicating results of the background investigation or screening. e. - - - The VA Contracting Officer and Personnel Security Specialist will ensure that the required investigations or screening have been completed or are in the process of being requested. Personnel Identity Verification (PIV) of Contractor Personnel In accordance with FAR 52.204-9 and VA Directive 0735 Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COTR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card. PIV ID Proofing Criteria The following criteria must be met by all VA employees, contractors, and affiliates prior to being issued a PIV card. Continued Next Page Table of Accepted Identification (From Form I-9) Last Update: January 7, 2008 1. - - Two forms of identification are required from the above list of acceptable documents. Either of the following is accepted: a. - - - Two forms of identification from the left column (Federal or State Government issued picture ID). b. - - One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government). 2. - - Two forms of identification are required from the above list of acceptable documents. Either of the following is accepted: c. - - - Two forms of identification from the left column (Federal or State Government issued picture ID). d. - - One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government). 3. - - The following rules apply for form identification: a. - - - Any form of identification used for ID proofing may not be expired (except U.S. Passport) b. Department of Veterans Affairs site/facility badges are not accepted as a valid form of identification. c. VA PIV Cards are federally issued ID cards and can be used as a valid form of identification. d. Handwritten or photocopied documents are not accepted. e. - An ID issued before a legal name change (e.g. birth certificate or driver's license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document has to display both the former and current legal names. Both documents must be valid and not expired (except U.S Passport). For example, a married woman may use both a certified copy of her birth certificate displaying her maiden name and a driver s license displaying her married name as the 2 forms of ID compliant with PIV Guidelines, as long as she provides a marriage license displaying both her maiden name and married name. f. - The Applicant s name listed on the VA PIV Registration Portal, Request for One-VA Identification Card, must match the name on one of the IDs presented by the Applicant. g. The names on both forms of ID presented for ID proofing must match exactly. If one form of ID has a middle name or initial, the other form of ID must have a matching middle name or initial. One form can contain a middle name and the other can have a middle initial as long as the they match. ALL names must be accounted for on both forms of ID. Please see the acceptable and unacceptable ID proofing examples provided below. ACCEPTABLE NAME VARIATIONS - ID # 1 John Henry Smith; ID # 2 John Henry Smith - ID # 1 John H. Smith; ID # 2 John H. Smith - ID # 1 John Henry Smith; ID # 2 John H. Smith - UNACCEPTABLE NAME VARIATIONS - ID # 1 John Henry Smith; ID # 2 John Smith - ID # 1 John H. Smith; ID # 2 John Smith