J--Elevator Maintenance Services

Contractor to provide full preventative maintenance and non-routine repairs which include regular and systematic inspections for the VANTHCS located at 4500 S. Lancaster Rd, Dallas, TX 75216. Attachment A contains the full listing of elevators and dumbwaiters covered under this contract. Period of performance is one base year with four (4) option years. During the inspection visits, the Contractor shall clean, adjust and lubricate the equipment as specified below, determine the nature and extent of any trouble/problems, and the maintenance required to restore the elevators to safe and satisfactory service, and if conditions warrant, furnish and install parts listed below. All equipment, materials, and installations shall conform to the following codes: (a) The latest edition of the American National Standard Safety Code for Elevators, Dumbwaiters, Escalators, and Moving Walks ANSI A 17.1 (b) The latest edition of the American Standard Practice for Inspection of Elevators, Inspectors Manual, A 17.1 All work shall be performed by mechanics and helpers certified by the National Association of Elevator Contractors (NAEC) as a Certified Elevator Technician (CET), or International Union of Elevator Constructors. Proof of personnel certification shall be furnished to the Contracting Officer with the Offeror s proposal by the due date. A certified mechanic will be with a helper at all times when helper is performing maintenance. 2. INSPECTIONS. (a) All passenger and service type elevators shall be inspected weekly; a minimum of one hour per elevator per inspection is required. Inspections shall be made each week. If a holiday falls on the scheduled day of inspections, the required inspection will be performed on the following workday. Records of inspection shall be submitted to Contracting Officer s Representative (COR) on the date performed. (b) All freight type elevators and dumbwaiters shall be inspected twice monthly; a minimum of one and one-half hours per elevator and three quarters of an hour per dumbwaiter per inspection is required. Inspections will be two weeks apart or sooner if deemed necessary by the government or the contractor. Records of inspections shall be submitted to the COR on the date performed. (c) Monthly testing: Phase I elevator recall and Phase II fire-fighter operation (of at least one floor) shall be performed monthly. Record of this testing shall be maintained in the associated elevator equipment room. Test elevator emergency communication and document. (d) Semi-annual testing: The routine inspection and test of passenger and freight electric elevators shall be made at intervals not longer than six months. The testing shall be accomplished by the contractor and witnessed by an independent contractor. (e) Annual testing: Inspection and testing shall be accomplished by the contractor and witnessed by an independent contractor. (f) Five-year testing: Inspection and testing shall be accomplished by the contractor and witnessed by an independent contractor. Testing will be accomplished after business hours in order to minimize impact on patients, staff, and visitors. Testing is due December 2020. 3. CLEANING, LUBRICATION AND ADJUSTMENT SERVICES. Cleaning, lubrication, and adjustment services shall be accomplished in accordance with (or exceed) Preventive Maintenance Check List (Exhibit #1); and/or when in excess of VA Standards and not contrary to them, as specified by the equipment manufacturer; and/or as required by the state of repair of a particular equipment component or end item. The work shall include, but not be limited to, the following: main machine, brakes, motors, generators, controllers, relay panels, selectors, operating devices, interlocks and contacts, guide shoes, roller guides in hoistway and car door sills, hangers for all doors and car doors, signal system, car safety devices, governors, tension frames, and sheaves. In addition, the requirement of paragraphs 6, 7, and 8 below shall also apply. Cleaning and refinishing of the interior of cars and exterior of hoistway doors and frames are excluded. The Contractor shall notify the COR, or his designee of any extended downtime (over two hours) due to delay in obtaining service, replacement parts, or other repair functions. Successful offerors may submit to Contracting Officer for approval an alternate inspection, cleaning, lubrication and adjustment checklist using Preventive Maintenance Checklist (Exhibit #1) as a guide. The contractor shall document on repair tickets/inspection tickets the nature of the work performed and the parts used. 4. CLEANING SERVICE. Guide rails, overhead sheaves and beams, counterweight frames, top of cars, bottom of platforms, pits, and machine room floors shall be brushed, broomed, and mopped clean as specified. All accumulated rubbish shall be removed and deposited in the station provided trash compactor and dumpster. Chemicals, oily rags or other fire hazardous material shall be properly protected in Contractor-furnished VA-approved containers or removed from the station daily after the completion of the cleaning activity. 5. LUBRICATION. All sheave bearings and hoisting ropes shall be lubricated; machine stuffing boxes and bearings on motor operated brakes shall be replaced, and gear cases and guide lubricators shall be refilled when required. Hydraulic fluid sufficient to maintain required operating levels shall be furnished on all hydraulic elevators. (refer to FAR clause 52.223-2 and Provision 52.223-1) 6. ADJUSTMENT SERVICES. All hoisting ropes shall be examined and the tension equalized and, whenever necessary to insure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be renewed. If replacement ropes are necessary, the contractor shall submit a proposal to the Contracting Officer for replacement. The proposal shall include a cost breakdown which will show the cost of the ropes and the cost of labor to install. The contractor will not commence with replacement until specifically authorized by the Contracting Officer. 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 kept free of rust where roller guides are used and properly lubricated where sliding guides are used. Guide shoe rollers and gibs shall be renewed as required to ensure smooth and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers or main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded. 7. HOURS OF WORK. Work required in the performance of this contract shall be conducted during the hours as outlined below: (a) Maintenance not requiring elevator operational "shut-down" will be performed during the hospital's regular administrative working hours, 8:00 AM- 4:30 PM except the contractor shall provide emergency call-back service at any hour of any day of the week as specified under Paragraph13 of this section. (b) Maintenance requiring elevator operational "shut-down" will be performed during non-administrative working hours unless otherwise authorized in writing by the Contracting Officer. (c) Prior to commencement and after completion of any work, including INSPECTIONS as required in Paragraph 4 above, during both normal and after duty hours, the contractor shall report to the Energy Center, Bldg 70 (VANTHCS). Due to security requirements, the Contractor or his authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise the person signing for it will be required to pay for the unreturned ID Badge. 8. MATERIALS TO BE FURNISHED. The Contractor shall furnish all lubricants, cleaning supplies, tools, and equipment necessary to perform the work described above. All lubricants shall be as recommended by manufacturer of the equipment or VA-approved equal thereto. (refer to FAR clause 52.223-2 and Provision 52.223-1) 9. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED. In accordance with standard elevator industry practice, this is a full maintenance contract. The contractor will accept these elevators "as is". Except as listed below, no components are excluded from the requirements of this contract. (a) The Contractor shall furnish and install or repair when and as necessary, machine hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, hydraulic pump "VEE" belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, relays, contractors, control fuses, cams, car door and hoistway door hangers, tracks and governors, push buttons, annunciators, hail lanterns and indicators, lamp replacements in signal systems and all other elevator signal and accessory equipment complete. All parts shall be the original manufacturer's design and specification or equal thereto. (b) The Contractor shall not supply incandescent or fluorescent lamps for car light fixtures and shaft lights, floor covering on elevator car platform, make renewals, or repairs necessitated by reason of negligence or misuse of the equipment by person other than the Contractor, his representatives and employees or by reason of any other cause beyond control of the Contractor, except normal wear and tear, any new attachments as may be recommended or directed by inspection firms or by Federal, State, Municipal or other Government authorities. Incandescent and fluorescent lamps excluded above will be furnished to contractor by the Government and Contractor will be responsible for installation. (c) This contract shall also cover those parts not listed in paragraph 11a above which cost less than $1,000.00. The contractor will be required to replace any part which cost less than the above amount at no additional charge to the Government. The monthly maintenance charge is understood to include the cost of such parts. If it is necessary to replace any part which costs more than the above listed amount the contractor shall immediately notify the Contracting Officer and provide a cost proposal for the part. The cost proposal shall be for the cost of the part only. The cost of the labor to install the part is understood to be included in the monthly maintenance charge. The Contracting Officer will either provide the contractor with the part or authorize the contractor to install the part and include the cost of the part on their monthly invoice or by purchase card order. If contractor furnishes the part, a quote from their supplier must be furnished with their invoice for verification of cost by the COR and will be paid by Government Credit Card or by contract modification. (d) The four (4) Lift-Net® computers will be upgraded annually with the latest software available. The contractor will be responsible to maintain the Lift-Net® network from the facility IT jack to the elevator controller including switches, modems or routers. 10. REPAIR SERVICE CALLS. The contracting officer or his designated representative will notify the contractor of repairs to be made from the inspection report or service call. The contractor shall report to the work location, survey the repair, and provide to the Contracting Officer s Representative (COR) an estimated time to repair and cost of repairs not covered in the basic service contract. The contractor shall commence repair work after notification from the contracting office. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality. Downtime of the elevator will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair. The contractor shall prepare and submit a written report within two business days after the routine repairs are completed. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs. (a) Upon determination that a repair is required due to misuse or abuse, the contractor must notify the COR and work cease until a purchase order can be issued. (b) Objects lost in elevator pits: The contractor shall retrieve any objects such as keys dropped to the elevator pits by occupants of the buildings during normal working hours. 11. EMERGENCY CALL BACK SERVICE. The contractor shall respond to entrapment calls within two hours after notification during normal business hours and within two hours after notification at times other than normal business hours. If the entrapment occurs after-hours, the elevator shall be placed out of service until it can be evaluated the next business day. This call back service shall be rendered at any hour of any day of the week as requested at no extra charge to the Government. Contractor must respond to emergency call back service, within two hours or less if in patient care or patient quarters building and 50% of the elevators are already out of service in that particular building, and will be provided in response to requests by telephone or otherwise from the (1) Contracting Officer, (2) COR, or (3) their designees in case of a malfunction or if emergency trouble should develop between regularly scheduled maintenance. This call back service shall be rendered at any hour of any day of the week as requested at no extra charge to the Government. There shall be no more than nine (9) callbacks per month when averaged over a six-month period, which is the acceptable rate of callbacks. Failure to maintain an acceptable rate of callbacks will be grounds to initiate termination for default. 12. REPORT OF SERVICES. Upon completion of the services, the contractor shall report to the COR or designee, and a written report of services performed shall be furnished to the COR or designee. Such reports shall advise of any repairs or repair parts not required to be furnished under the contract that are necessary to maintain the equipment in perfect operating condition. Monthly a report by building and elevator will be provided to the COR delineating all work on each elevator. 13. RECORDS. The contractor shall maintain a complete orderly and chronological file including drawings, complete parts list, and copies of all reports as required by these specifications. A record of all callbacks and repairs shall be kept by the contractor indicating any difficulty experiences and the corrective measures taken to eliminate these difficulties. 14. CORRECTION OF DEFICIENCIES FOUND DURING ELEVATOR INSPECTIONS. The Offeror will be furnished a list of deficiencies that were found during the semi- or annual inspection performed by an independent inspection contractor. The Offeror will correct deficiencies noted within 30 days after receipt of the reports. 15. INFORMATION TECHNOLOGY SECURITY REQUIREMENTS The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required.

Division 14 -

Conveying Equipment, Operation and Maintenance of Conveying Equipment, Operation and Maintenance of Elevators.