Description
PERFORMANCE WORK STATEMENT ELEVATOR PREVENTATIVE MAINTENANCE AND REPAIR SERVICES (VACT) 1. SCOPE OF WORK 1.1 The Contractor shall provide, full preventive maintenance and 24 hour, 7 day per week, emergency call back and repair services for elevators located at the VA Connecticut Health Care Systems, Newington Campus located at 555 Willard Avenue, Newington, Connecticut, 06111 and West Haven Campus located at 950 Campbell Avenue, West Haven, Connecticut, 06516. 1.2 The Contractor shall provide all resources required to perform these maintenance services and inspections, including parts, materials, lubricants, hydraulic fluids, cleanings fluids, equipment, tools, shipping, travel, and labor. The Contractor shall self-perform all onsite work and determine the nature and extent of any work required to restore equipment to its optimum working condition and operation, replacing parts if conditions warrant. 1.3 Contractor shall provide a list of mechanics on staff with a recognized state licenses and credentials to work on elevator equipment. 1.4 All maintenance on included equipment shall be performed in accordance with 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 -AS ME A17.3 Safety Code for Exist Elevators and Escalators, latest edition -NEIT Vertical Transportation Standards for Elevators, Escalators, and Dumbwaiters, latest edition -ANSIINFPA 70 National Electric Code, latest edition. -Manufacturer's requirement and specifications on inspection, maintenance, and operation of each elevator model. 1.5 For any equipment where such guidelines are not specifically called out, the Contractor shall service all equipment (as a minimum) to the common practice standards of the industry for the equipment. Covered equipment items listed on in this PWS encompass all system components and associated apparatus as normally supplied and required for operation by the manufacturer(s) in the currently installed configuration, including integrity of connections to building utilities, excluding building utility supply lines up to the point of manufacturer provided hardware. Cleaning and refinishing of interior of cars and exterior hoist way frames and doors, and replacing of car interior-lighting bulbs are excluded. Underground portions of hydraulic jack units are excluded. The contractor shall provide maintenance services required due to normal use and wear and tear. Disrepair caused by proven negligent misuse or vandalism is not covered under the maintenance service, and in such instances the Contractor shall provide a detailed report and quote for the repairs to the COR for approval Repairs shall not be conducted prior to approval from the COR The Contractor shall be fully responsible and accountable for the operation of all equipment from receipt of award. No later than two (2) months before the expiration of the contract period of performance, a joint inspection will be made by the Contracting Officer Representative (COR). All defective parts mutually found during this inspection will be replaced within (30) days, with the exception of parts requiring purchase and delivery. These parts will be replaced within (60) days. 2. CALLS FOR MAINTENANCE AND SERVICE The Contractor shall respond only to calls for service placed by the following VA personnel: -Chief or Assistant Chief, Facilities Management Service -Boiler plant Operators both campuses -Contracting Officer (CO) -Contracting Officer Representative (COR) A list of names of these individuals will be submitted to the Contractor upon award of the contract. Calls received from anyone else should be relayed to the appropriate FMS contact for investigation. 3. SIGNING IN AND OUT Signing in and out is mandatory so that the VA will be aware of the Contractor's presence at the facility at all times. The following Newington Campus office is the required location for the Contractor to sign in and out: TIME OFFICE LOCATION PHONE All hours, including weekends and holidays Boiler Plant, Bldg. #11 (860) 666-6951 X6473 The following West Haven Campus offices are the required locations for the Contractor to sign in and out: TIME OFFICE LOCATION PHONE Monday - Friday 8:15am - 4:15pm FMS Emergency Work Order Center, Bldg. #15 Boiler Plant, Bldg. #16 (203) 932- 5711 ext. 3686 Weekends, Holidays & all other hours 203-937-5711 ext. 3744 For each visit to the facility, the Contractor service representative must report to the appropriate office, both upon arrival and prior to departure, to sign 'in' and 'out' on response log. Response time will be determined by the first appearance of a service representative at the appropriate office in response to a particular call. Response log entries may be used in substantiating invoice validity. 4. DEFINITIONS / ACRONYMS a. Elevator - as used in this solicitation shall include all elevators, dumbwaiters, lifts, etc. To be serviced under this contract. b. Facilities Manager - Supervisor or designee c. CO - Contracting Officer d. COR - Contracting Officer's Representative e. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated with minimal incidence of malfunction or inoperative conditions. f. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays. g. Federal Holidays Observed by the V AH: New Years Day Labor Day Martin Luther King Day Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. h. Emergency Service - Services/repairs to be performed (excluding regularly scheduled inspections, maintenance and repairs) upon Government notification 24 hours per day, 7 days per week. i. Response Time - Refers to the physical presence of a qualified service technician/mechanic on site to perform repairs within stipulated time frames within the contract. J. Call Back - Call for emergency service or elevator shut down k. VA - Department of Veterans Affairs Medical Center 1. Covered Unit - Elevator, dumbwaiter, cartlift, platform lift included in contract. m. Service Report/Job, Ticket/Vendor, Engineering Service Report: A documentation of service rendered for each incidence of work performance under the conditions of the contract. n. FMS - Facility Management Service 5. PREVENTIVE MAINTENANCE AND PERIODIC TESTING For all covered equipment (traction type elevators and cartless semi-monthly or weekly service, hydraulic elevators and dumbwaiters monthly or semi-monthly). Contractor shall schedule and perform comprehensive PM consisting of weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semiannual, or annual schedule, as indicated by the applicable PM check charts. Contractor shall also provide weights and perform annual or five-year inspection tests as per AS ME A17.1 and A17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Elevator testing will be done in January and July of each year. Inspection of work shall be conducted by an independent inspector contracted by the VA. The Maintenance contractor shall assist with the actual test. The maintenance contractor is responsible for making all repairs and adjustments that are covered under the scope of the specifications that the elevator safety inspection contractor deems necessary for compliance with elevator codes as a result of the safety inspection. The maintenance contractor shall accomplish said repairs and make adjustments within thirty (30) days after receipt of written notification by the V A that such repairs and adjustments are necessary. All cost associated with equipment re-inspection shall be borne by the maintenance contractor. During the above mentioned testing, the Contractor is required to have two mechanics present; one mechanic to provide full maintenance service to the VA and one mechanic to perform tests required by the contract and/or the mechanic shall accompany and assist the independent elevator inspection contractor. The attached weekly/biweekly PM Schedule (Attachment 2a) and monthly PM Check Charts (Attachments 2b and 2c) indicate the frequency and schedule for servicing applicable items. Contractor shall perform service in accordance with industry or manufacturer service recommendations as per Part 1, Scope of Work. The monthly PM check charts shall include an item for the Contractor to certify the reliability of all life-safety critical components and shall be filled out and submitted upon completion of the monthly PM service. The weekly or bi-weekly PM service, of 1.5 hours minimum duration per UNIT WEEKLY (Passenger and Service Elevators) minimum of 4 hours daily Monday thru Friday, 1.0 hours Minimum Bi-Weekly for cart lifts and Freight units, at West Haven Campus. The weekly or bi-weekly PM service of 1 hours minimum duration per UNIT WEEKLY (Passenger and Service Elevators), Monday thru Friday Bi-Weekly cart lifts, and Freight units, at Newington Campus. Maintenance and inspections shall be conducted to find and correct any problems found. The Contractor shall immediately resolve deficiencies, including items designated for specific attention under monthly and or weekly inspections. The Contractor shall complete attached weekly/bi-weekly PM check chart to indicate whether specific key items require maintenance and the nature of service performed. The check charts shall be turned in to the COR when work has been completed for the day. During all PM service, any specific device cleaning, lubrication, adjustment or part replacement which is performed shall be indicated on accompanying service reports. Between October 1st and July 31st of 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. PM visits shall be performed at times convenient to VA, with weekly or bi-weekly PM being conducted according to a pre-arranged recurring schedule, to be specified and approved by VA prior to issuance of the award. Contractor shall schedule to perform monthly PM with the COR at least two weeks prior to beginning date for each PM visit. Weekly or bi-weekly PM shall be performed in conjunction with monthly PM visit during the week scheduled. Weekly/bi-weekly and monthly PM Service shall include, but are not limited to: a. Systematic examination of system condition/performance, which includes as a minimum riding in car to each floor, checking audible/visual indicators and system response to call buttons or switches at landing stations, inspecting machinery and mechanical spaces and submitting findings and corrections in a detailed service report and PM check chart. b. Cleaning, lubricating, adjusting and replacing all parts necessary to keep the equipment in full and proper working order and to keep all parts and apparatus within manufacturer accepted tolerance specifications. c. Equalizing tension, shortening or renewing of hoisting ropes where necessary. d. Keeping equipment adjusted to original or currently specified performance standards at all times, including flight times, cycle times and door times. a.) Assuring continuously smooth starting and stopping, accurate leveling, and freedom from performance deterioration perceptible to occupants, such as shaking, hesitation, vibrations, rattles or squeaks. b.) Keeping machinery and mechanical spaces clean and free of rubbish. Remove and contain all lubricates and oils in the facility. Dispose as necessary such lubricants in compliance with the Environmental Protection Agency EPA regulations. Inspect pits during routine weekly and monthly PMS and ensure water sub-pumps are functional and clear of debris or possible clog. Report all pump deficiencies and water intrusions to VA facilities supervisor and/ or COR. c.) Perform maintenance of all elevator rails and ensuring they are clean and free of rust. d.) Conduct testing of "Smoke Detectors" as per ANSI/ASME AI7.1, Safety Code for Elevators and e.) Escalators. Perform sensitivity testing of all service smoke detectors with manufactures' approved methods. When actuated, ensure elevator recall for fire fighter service is activated and complies with local, state, federal and ANSI/ASME safety standards. f.) Scheduled service includes, at a minimum, the items on attached PM check charts. g.) Contractor's repeated failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract and V A may deduct 35% of the monthly unit price, of elevator affected, from invoice for service missed or VA may procure these services from another vendor and shall hold the contractor liable for any additional costs associated with the procurement of the needed services. Continued failure to perform the scheduled PM services may be grounds for contractor default. 6. SERVICES NOT COVERED This contract does not include the performance of any work needed, as determined by the VA, as a result of negligence, improper use, accident, vandalism, obsolescence, or damage by work performed by others for which the Contractor is not directly responsible. The Contractor shall not supply or install new attachments as may be recommended or directed by inspection firms or by state, municipal or other federal government authorities, unless directed to do so by the VA. 7. CORRECTIVE MAINTENANCE CALL BACK SERVICE Contractor shall provide corrective maintenance call back service for malfunctions not successfully preempted by PM Service. A Contractor representative shall report to the work area, after signing in at the appropriate location, prepared with sufficient material and labor resources to complete repairs, within one working hour of notice by VA of a performance problem with covered equipment. Contractor shall proceed without unreasonable delay to troubleshoot and correct reported problems, while minimizing time equipment is out of service. Contractor shall provide detailed explanation and documentation for any problems which cannot be resolved the day work is begun. When any malfunction is reported for a covered system while contractor representative is on site for any other service, the contractor shall investigate prior to departing site, restoring operation as soon as necessary materials and equipment are available. 8. EMERGENCY CALL BACK SERVICE Contractor shall respond to emergency service calls twenty-four hours per day, seven days per week, including federal holidays, within one hour of notice. Emergency service includes when facility elevators impact vertical transportation services for surgical and critical elevators. Building elevators that are out of service and deemed by VA as an emergency will be require immediate onsite response. When the immediate safety of equipment or persons in and about the vertical transport system is potentially jeopardized by system malfunction, Contractor shall respond on site as soon as dispatch has provided an available mechanic with an onsite presence of less than 1 hour or sooner without additional charge. Such service shall be limited to safely removing persons trapped in stalled cars and minor adjustments and repairs necessary to alleviate the perilous conditions. When emergency service does not rectify all problems, Contractor shall return to VA by 7:30am the following workday to restore proper operation. For all after-hours call back service that is not covered under normal business hours, Contractor shall provide full overtime maintenance service and Contractor will be paid via a separate purchase order for overtime charges as described in Part 9, "Other Work." 9. OTHER WORK Maintenance problems discovered on equipment covered by this contract which the Contractor believes exceed the scope of contract provisions must not be worked on without concurrence and specific authorization from the CO to perform repairs. The Contractor must immediately notify the COR of any equipment or environmental problems. In any case, VA must be notified in advance that additional charges will be incurred, prior to beginning such work. In such instances that VA agrees the work is not within the scope of the contract, if VA desires the Contractor to perform repairs, Contractor shall provide service for additional work on covered equipment when requested by VA, during regular business hours or after-hours, to include installation of new equipment. 10. PARTS AVAILABILITY Contractor may store as needed on-site, a comprehensive inventory of parts and components for all equipment covered under contract immediately available for necessary repairs in order to limit equipment downtime. The following replacement small components, in quantities sufficient to immediately resolve typical device failures for each unit covered, may be stored on-site in lockers provided by the Contractor in the elevator mechanical rooms: Switch contacts, switch bushings, conductors or leads, motor brushes, guide-shoe gibs and rollers, roller guides, door equipment, push-button or car operating device contracts, coils, and door interlocks, complete switch assemblies, fuses and lamps, relays, coils, resistors, capacitors, one complete set of printed circuit boards, parts for solid state components, gland packing, locks, lubricants, wiping cloths, and non toxic cleaning compound with high flash points. Note: No parts shall be maintained on-site that are not applicable to equipment specified in this contract. The contractor shall be liable for any materials left on-site. 11. VERIFICATION AND SERVICE REPORT Contractor shall maintain a full, legible service log in the machine room and "dispatch control area," if applicable, 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. Each trouble call shall be fully described, including the nature of the call, necessary service performed and any parts replaced. Service file shall be made available for inspection upon request and a copy of the complete file furnished to VA during first week of last month of normal contract term. Contractor shall maintain current drawings and schematics of the elevator systems, including wiring diagrams, in the appropriate equipment room and shall leave these copies in place at the end of contract period. Copies of any missing documents shall be furnished by and at the expense of Contractor. Contractor shall observe check-in/out procedures as described in Paragraph 3, "Signing In and Out," so that VA is aware of the Contractor's presence at the facility at all times. Contractor shall provide a completed service report, containing the following information: contract purchase order number; date service initiated; date completed; equipment make and unique identification number/code: original complaint; problems found; parts/quantities installed; all work performed; and signatures of Contractor representative and a VA representative (COR, Boiler Plant Operator or Biomedical Technician). Equipment conditions must routinely be found to be consistent with Contractor service reports, when inspected by VA personnel or independent qualified inspectors, to constitute compliance with this provision. VA shall be allowed the opportunity to have a designated VA employee or competent contracted representative observe all work performed in fulfillment of the contract. Contractor shall cooperate with certified elevator inspector contracted by VA to witness and record test performance, such as for semi-annual, annual, and five-year testing. Contractor shall turn in to the VA all defective parts, except those parts subject to an exchange procedure, removed from equipment. All parts, turned in, remain the property of VA. The contractor shall notify the VA when parts may be subject to an exchange procedure by the part source and in such instances when parts are normally exchanged, the contractor shall provide V A copies validating documentation of the policy from part supplier when requested by VA. No parts or equipment shall be removed from VA premises without following VA property-pass procedure. Contractor shall submit upon signing out, a written work report (service slip) of the inspection, preventive maintenance, daily elevator emergency call log, and repair activities accomplished. Such reports shall specify the nature and location of the work performed and parts used. 12. COMPLIANCE WITH SAFETY REGULATIONS In the performance of this contract, the Contractor shall follow the VA safety policy and standard safe work practices and take such safety precautions as the VA Safety Engineer or his designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with all applicable VA policies. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance and the Contractor will immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or part of the work and Contractor may be held in default. Contractor shall provide to the Contracting Officer, prior to contract start date, 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 VA. MSDS for new chemicals shall be furnished concurrently with arrival of the chemicals on site. Additionally, a copy of all required MSDS will be maintained at the chemical storage site in a location accessible to VA personnel. Note: OSHA requires used rags and flammable materials to be stored in fireproof containers which will be furnished and provided by the Contractor. 13. PAYMENT FOR VERIFIABLE WORK Invoices shall be submitted monthly in arrears to the address designated in the solicitation. Payment will be made in arrears, for a specified billing period and after receipt of a properly prepared invoice, provided all required work that has been performed in accordance with contract can be verified with service reports signed by COR. Invoice must include, as a minimum, the following information: -Name of the business concern, invoice number and invoice data. -Contract and purchase order (obligation) numbers or other authorization for rendering services. Failure to cite these numbers may cause a delay in processing payment. -Description, price and quantity of property and services actually delivered or rendered. -Name (where applicable), title, phone number and complete mailing address of responsible official to whom payment is to be sent. -Any other substantiating documentation or information as required by the contract. 14. INSPECTION OF THE PREMISES Offerors are encouraged to inspect the premises prior to submitting quotes in order to be fully aware of the scope of the services required. Failure to do so will not relieve the successful quoter from performing in accordance with the strict intent and meaning of the specifications and there will be no additional cost to VA. 15. WARRANTY The Contractor shall warrant satisfactory equipment condition for covered systems for a period of ninety (90) days immediately following the contract expiration date. Warranty service shall be limited to correcting items discovered to be in poor condition due to insufficient upkeep or failure to replace worn parts during the contract period. The Contractor shall correct these deficiencies upon notification by the Contracting Officer. This warranty shall remain valid while other parties perform service on the overall systems in question, provided the individual items requiring warranty service have not been subjected to unnecessary, detrimental treatment by parties other than the Contractor (qualified service performed which is reasonable and necessary to uncover the deficiency shall not void warranty obligations of the Contractor). When directed to correct any such deficiency, the Contractor shall complete the required repairs with the same responsiveness stated herein. Each repair performed in satisfying this warranty clause shall include a ninety-day extension of this warranty for the subject item, from the completion date of the related warranty work, as well. 16. END OF SERVICE PERIOD No service shall be performed under this agreement after the contract expiration date without written authority or direction from the Contracting Officer. Equipment: Inventory of Vertical Transportation VA Connecticut Healthcare System BUILDING West Haven: West Haven Campus Page 4 of 5 March 2016 BUILDING NAME OR NUMBER: 1 P1 PASS MONTGOMERY 1996 CTS-82866 GLS 4000 500 11 0 03-16 11-13 P2 PASS MONTGOMERY 1996 CTS-82867 GLS 4000 500 11 0 03-16 11-13 P3 PASS MONTGOMERY 1996 CTS-82868 GLS 4000 500 11 0 03-16 11-13 P4 PASS MONTGOMERY 1996 CTS-82869 GLS 4000 500 11 0 03-16 11-13 P5 PASS MCE/HW 1999 20067 GLS 5000 500 9 0 03-16 08-15 S1 SVC MONTGOMERY 1996 CTS-82870 GLS 4500 500 11 0 03-16 11-13 S2 SVC MCE/HW 1999 20068 GLS 5000 500 12 0 03-16 06-15 F1 FRT GENERAL UNK 69901 DRM 2000 25 2 0 03-16 11-13 CL1 CL MATOT 1999 100872 WGT 1000 150 2 1 03-16 06-15 CL2 CL MATOT 1999 100871 WGT 1000 150 3 0 03-16 06-15 DW3 DW MATOT 1996 26193 WGT 500 150 10 0 N/A N/A DW4 DW MATOT 1996 26192 WGT 500 150 10 0 N/A N/A BUILDING NAME OR NUMBER: 2 P6 PASS MONTGOMERY 1997 CTS-90659 GLS 4000 400 9 0 03-16 11-13 P7 PASS MONTGOMERY 1997 CTS-90660 GLS 4000 400 9 0 03-16 11-13 P8 PASS MONTGOMERY 1997 CTS-90658 GLS 4000 400 9 0 03-16 11-13 P9 PASS MCE 1998 19835 HYD 5000 150 4 1 06-15 06-15 P10 PASS MCE 1998 19836 HYD 5000 150 4 1 06-15 06-15 S3 SVC MONTGOMERY 1997 CTS-90661 GLS 5000 400 9 0 03-16 11-13 S4 SVC MCE 1998 19598 HYD 5000 100 2 0 06-15 06-15 BUILDING NAME OR NUMBER: 5 P11 PASS ALLIED 1988 UNK HYD 4000 125 4 0 06-15 06-15 BUILDING NAME OR NUMBER: 15 P12 PASS OTIS UNK 242444 WGT 2000 50 2 0 03-16 11-13 BUILDING NAME OR NUMBER: 24 S5 SVC ESCO 1996 P96-13755 HYD 1000 UNK 2 0 06-15 N/A BUILDING NAME OR NUMBER: 35A P13 PASS VMI 2004 03-1212JJ HYD 3000 100 2 0 06-15 06-15 FISCHER HOUSE: P14 PASS ThyssenKrupp C-4076 HYD Weight UNK NEWINGTON: BUILDING : 1 P4 PASS MONTGOMERY 1998 CTS82520 WGT 2500 300 5 0 09-15 04-13 P5 PASS MONTGOMERY 1998 CTS82521 WGT 2500 300 5 0 09-15 04-13 BUILDING NAME OR NUMBER: 2C P6 PASS MONTGOMERY 2000 CP82518 HYD 3000 100 3 0 03-16 06-15 P7 PASS MONTGOMERY 2000 CP82519 HYD 5000 100 3 0 03-16 06-15 BUILDING NAME OR NUMBER: P1 PASS MONTGOMERY 1997 CT82513 WGT 5000 350 6 0 09-15 04-13 P2 PASS MONTGOMERY 1997 CT82514 WGT 5000 350 6 0 09-15 04-13 P3 PASS MONTGOMERY 1997 CT82515 WGT 5000 350 6 0 09-15 04-13 S1 SVC MONTGOMERY 1997 CT82516 WGT 5000 350 6 0 09-15 04-13 S2 SVC MONTGOMERY 1997 CT82517 WGT 5000 350 7 0 09-15 04-13 BUILDING NAME OR NUMBER:3 S3 SVC MONTGOMERY 1996 CT85384 WGT 2500 150 3 1 09-15 04-13 BUILDING NAME OR NUMBER: 4 P8 PASS OTIS 1979 263392 HYD 2000 125 3 0 03-16 N/A BUILDING NAME OR NUMBER: 12 ELE. S4 SVC VIRGINIA 1983 831139 HYD 2500 50 2 0 03-16 06-15 BUILDING NAME OR NUMBER: 32 P10 PASS ESCO UNK C76251 HYD 3500 35 1 1 03-16 N/A