Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

General Scope of Work The intent of this scope of work is to obtain full maintenance and repair of all elevators and dumbwaiters in accordance with the manufacturer’s original specifications located a... General Scope of Work The intent of this scope of work is to obtain full maintenance and repair of all elevators and dumbwaiters in accordance with the manufacturer’s original specifications located at Veterans Affairs Regional Office, Montgomery, Alabama, Central Alabama Veterans Health Care System, Montgomery, Alabama and Central Alabama Veterans Health Care System, Tuskegee, Alabama. This contract is for a base year and 4 option years to cover the vertical hoists as listed, for each of the years. The Contractor shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to perform testing, maintenance, repair, and component replacement as required to maintain elevator, and dumbwaiter equipment systems in accordance with the manufacture’s original specifications. Responsibility also includes emergency telephone operation inside elevator cab and all associated wiring inside hoist way to the machine equipment room. Work includes the performance of service work, preventive maintenance of equipment, routine and periodic tests, and other services as described herein. The Contractor must show evidence of having provided similar services to hospitals having comparable size and number of elevators. Dumbwaiters are also listed under this solicitation. Documentation must be provided with the offer. PREVENTIVE MAINTENANCE & REPAIR: The contractor shall provide all supervision, labor, equipment, materials, tools, and supplies necessary to perform monthly preventive maintenance (PM) and repair at the locations cited above. Preventive maintenance will be scheduled at least three (3) days in advance with the Contracting Officer Representative (COR) and to be performed within the first five (5) working days of each month. Preventive maintenance shall be performed in accordance with manufacturer’s instructions and comply with the most current OSHA, ASME 17.1 – 8.6 guides, ANSI A1 7.1 and all applicable codes for the Preventive Maintenance, Repair and safety of elevators and dumbwaiters and will include the following: Visual inspections; Calibration checks; Cleaning and lubrication; Electrical checks; and Performance checks 5-year load test (option year 4) Annual elevator inspection, via 3rd party Elevators with fire fighters’ emergency operations are tested monthly with completion dates and results documented. Excessive or repeated system breakdowns or deficiencies may be considered by the government as an indication of unsatisfactory performance of preventive maintenance by the Contractor. Contractor shall perform a quarterly walk-through with their Service Supervisor and the COTR and provide a written report of the Supervisor’s findings to the COTR within 5 workdays of the walk-through. 2. REPORTING REQUIREMENTS: Montgomery Campus Upon arriving at the Montgomery campus to perform services, the contractor’s personnel shall report to the Boiler Plant, building 14, to obtain keys and shall indicate check-in and check-out times and sign on the VA furnished register that is maintained in the Boiler Plant. If during normal business hours, the elevator technician shall notify the Work Order Clerk that they are on station and what areas they will be working. Upon completion of the services, the contractor shall furnish a written report of services performed. Such reports shall advise of any repairs or repair parts, including costs, not required to be furnished under the contract that are necessary to maintain the equipment in a safe and reliable operating condition. The written report (service ticket) must be signed by the Boiler Plant operator, Work Order Clerk or their designee before leaving the facility. Tuskegee Campus Upon arriving at the Tuskegee campus to perform services, the contractor’s personnel shall report to the Engineering Service Office, building 68, room 15, to obtain keys and shall indicate check-in and check-out times and sign on the VA furnished register that is maintained in the office. If during normal business hours, the elevator technician shall notify the Engineering Service Office/Work Order Clerk that they are on station and what areas they will be working. Upon completion of the services, the contractor shall furnish a written report of services performed. Such reports shall advise of any repairs or repair parts, including costs, not required to be furnished under the contract that are necessary to maintain the equipment in a safe and reliable operating condition. The written report (service ticket) must be signed by the Work Order Clerk or their designee before leaving the facility. Outside of normal business hours, the technician shall report to the Administrative Officer of the Day (AOD) Office in Building 2, Room 106 to obtain keys and shall indicate check-in and check-out times and sign on the VA furnished register that is maintained in the AOD office. Upon completion of the services, the contractor shall furnish a written report of services performed. Such reports shall advise of any repairs or repair parts, including costs, not required to be furnished under the contract that are necessary to maintain the equipment in a safe and reliable operating condition. The written report must be signed by the AOD or their designee before leaving the facility. VA Regional Office VA Regional Office normal working hours are 7:30 am until 4:00 p.m. Upon arriving at the Regional Office to perform services, the contractor’s personnel shall report to the Support Service Specialist (SSS) Office to obtain keys and shall indicate check-in and check-out times and sign on the VA furnished register that is maintained in the office. Upon completion of the services, the contractor shall furnish a written report of services performed. Such reports shall advise of any repairs or repair parts, including costs, not required to be furnished under the contract that are necessary to maintain the equipment in a safe and reliable operating condition. The written report (service ticket) must be signed by the SSS, or their designee before leaving the facility. A copy should also be forwarded to the VA Work Order Clerk located on the Montgomery campus. NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Program Analyst as required above. 3 PERFORMANCE: The Contractor must respond to service calls within two (2) hours of notification and be on-station within (8) hours. All work must be performed by competent personnel who are experienced and qualified to work on the specific equipment. All work performed shall be accomplished in accordance with the manufacturer's instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor's maintenance of the equipment must satisfy all requirements as set forth by NFPA. OSHA, ASME and The Joint Commission (TJC). The Contractor must be licensed by the State in which work is to be performed to provide the maintenance and repair services specified in this contract. All work shall be performed by elevator mechanics specifically qualified and trained to work on elevator, and dumbwaiter systems and equipment. Evidence of all required licenses and documentation of the qualifications of personnel, must be provided to the CO along with the contractors offer as well as when 10 days of new personnel being hired. 4 HOURS OF WORK: Work required in the performance of the contract shall be performed during the hours of 8:00 AM - 4:30 PM, Monday - Friday, excluding federal holidays. Contract shall also include after hour call backs, emergency repairs and entrapments. The contractor shall provide prompt emergency call back service at any hour of any day of the week. 5 FAILING TO RESPOND: Failure to respond to intervening service calls within two (2) hours after notification by the Contracting Officer Representative, a deduction of 1/90th of the quarterly rate will be taken for each day a machine is inoperable. Furthermore, failure to perform any of the services as set forth in this contract will be considered for invoking provisions of Default. 6 SAFETY STANDARDS: The contractor shall perform electrical safety measurements on all equipment under this contract after all work has been completed for each visit. The standards to be used are those of the Department of Veterans Affairs (DVAMC), DM&S Supplement MP-3, "Supplement to DVAMC Engineering", Chapter 2, Appendix 2C, Change 4, 11/4/83, "Leakage Current Limits". A copy of these standards will be provided by the DVAMC Mechanical unit Engineering Section upon request. These standards are strictly enforced. Any equipment not meeting the minimum of these standards shall be considered "inoperable" until such time as it "passes" the minimum standards. All equipment will be subject to inspection by VA Engineering Section personnel to verify compliance with these standards. 7 ADDITIONAL SERVICES: The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records. Services also include recording all routine work, corrections and repair work in the equipment log. 8 AUTHORIZED SERVICES: The only services authorized under this contract are routine repairs and preventative maintenance checks and services. Routine repairs are defined as those repairs caused by normal wear and tear. Services not covered under this contract shall be paid under a separate purchase order based on the rates quoted in the contract. Before performing any service or repair of a non-contractual nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained. (a) Emergency Service Calls: Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity, operations, training missions or elevators only in in-patient care areas. Examples include personnel “trapped” inside an elevator, a fire or electrical defect which could cause fire or shock. The Contractor shall provide a mechanic at the site and on the job ready to service the elevator or dumbwaiter within TWO (2) hours of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall work continuously until the work is complete for each location. (b) Routine Service Calls: Service calls will be classified as routine when the work does not qualify as an emergency call. The Contractor shall respond to and begin work on routine service calls within 24 hours after receipt of the call. If the call is received on Friday, the contractor shall respond by the same time on Monday. Routine service work shall normally be performed during the Government’s regular work hours of 8:00 AM - 4:30 PM unless prior approval is received from the COR. After procuring parts, the Contractor shall work continuously during regular hours until the repair is completed. If the Contractor responds to a service call and discovers that the elevator is running on arrival, the Contractor will perform and document a diagnostic evaluation before releasing the elevator to normal operation. Excessive or repeated systems and equipment malfunctioning may be considered by the government to be unsatisfactory performance of service work by the Contractor. The Contractor shall respond to all service calls, including those calls where the accomplishment of repairs is subsequently determined to be beyond the major repair limit. (c) Service Call Reception. Authorized government representatives will advise the Contractor by phone of all service call requests received, both during and after regular working hours, as well as the classification of each call based on the definitions provided above. The Contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays. A single local or toll-free telephone number shall be provided by the Contractor for receipt of all service calls. An individual fully familiar with the Contractor’s work control procedures and the terms and conditions of this contract shall answer all telephone calls. Calls shall be considered received by the Contractor at the time and date the telephone call is placed. 9 RECONDITIONING: Reconditioning and/or extensive repair work determined not to be economically feasible by the Contracting Officer Representative is not included in this contract and the Government reserves the right to obtain such services from other than the listed Contractor. 10 DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a machine meeting replacement criterion upon thirty (30) days written notice to the Contractor with payment to be prorated. 11 SUBCONTRACTING: Due to the complexity of the services required herein, subcontracting will not be permitted without prior written approval by the Contracting Officer. 12 PARTS: (a) Only new, standard parts shall be furnished by the Contractor. All parts shall be of current manufacture and have versatility with presently installed equipment. (b) All newly installed replacement parts become the property of the Government. Replaced parts are to be disposed of by the Contractor after obtaining approval from the Contracting Officer Representative. 13 TEST EQUIPMENT: The VAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within. 14 PERFORMANCE CONFERENCE: If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award. 15 HAZARD COMMUNICATION STATEMENT: 1. As a vendor, supplier, and/or contractor under contract to the VAMC for the purpose delineated in the subject contract, you should be aware of this facility's hazard communication program. By the provisions of your contract, you may be required to work in certain areas where there are hazardous chemicals in use. Examples include, but are not limited to, areas in Pharmacy Service, Engineering Service, Environmental Management Service, Dental Service, Acquisition & Material Management Service, Radiology Service, Laboratory Service, and Dietetic Service. 2. It is the responsibility of each Contractor to familiarize himself with the specific area(s) in which his contract requires him to work. This shall include the Contractor introducing himself to the exposure zone supervisor. The Contractor may obtain from the exposure zone supervisor the nature of the on-going VAMC work and the type of chemicals used. In addition, the Contractor should also learn the procedures for obtaining, in an emergency involving the Contractor, the safety data sheet (SDS) pertaining to hazardous chemicals in the exposure zone. 3. It is also the responsibility of each Contractor to meet certain criteria. These include: Prior to the beginning of any contract, provide the Contracting Officer Representative (COR) with a complete list of all chemicals to be used by the Contractor on the facility’s premises. Appropriate SDS’s shall accompany the list of chemicals. The COR shall forward a copy of this list and the SDS’s to the VAMC Industrial Hygienist (001-S). The Contractor shall ensure that all chemical containers are properly labeled, and SDS for each chemical shall be available on the VAMC premises. SDS shall be maintained by the senior representative of the Contractor at this facility. Protective equipment for Contractor personnel shall be the Responsibility of the Contractor. d. All other DVA, EPA and OSHA regulations shall apply as appropriate. 16 INDICATOR LIGHTS: Contractor shall replace indicator lights inside cars and on each floor. 17 EMERGENCY CALL SYSTEM: Contractor shall insure all emergency call systems in the elevators are in proper working condition. 18 CONTRACTOR SUBMITTALS: Within fifteen calendar days after award date, but no later than performance of the first servicing of equipment, Contractor will furnish to the Contracting Officer two (2) copies of its preventive maintenance procedures manual that will be used during the preventive maintenance services of this contract. These manuals are required by the Government as a condition of the facility's TJC accreditation and must be received before any invoice can be certified for payment. The manual shall include, for each specific equipment system the location (system number); work to be performed (monthly, quarterly); and the week of the month that the work will be performed. The Contractor shall schedule and perform preventive maintenance during regular government working days between the hours of 8:00 am and 11:00 am, and between the hours of 1:00 pm and 4:00 pm unless stated otherwise on individual location’s special requirements. Once the Contractor’s manual and schedule is approved by the COR, the Contractor shall perform all maintenance work without further authorization by the COR. The Contractor shall strictly adhere to the scheduled dates to facilitate government verification of the work. If the Contractor finds it necessary to reschedule, a written request shall be made to the COR detailing the reasons for the proposed change at least five working days prior to the originally scheduled date. No scheduled dates shall be changed without the prior written approval of the COR. 19 SERVICE CONTACTS: Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed: Name: Address: Telephone No: (Area Code) 20 BIDDER'S QUALIFICATIONS: The Bidder is required to submit sufficient evidence of adequate equipment, facilities, personnel and experience to establish responsibility and integrity to meet the requirements of this contract. Any bidder, who does not have adequate experience, personnel and/or equipment, in the opinion of the Contracting Officer Representative, will be rejected. To assist in this determination, bidder is required to furnish the following information: Number of years’ experience performing the type of services indicated: Number of personnel regularly employed on a full-time basis: 21 OBSOLETE MACHINES: Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer's commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor. 22 ORDERS: The Contractor's repairman will report to the office of the Contracting Officer Representative (COR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COR and any changes must receive concurrence of the Contracting Officer. 23 INSPECTIONS, TESTING AND CERTIFICATION: The semi-annual maintenance inspections of elevators and dumbwaiters, inspections of annual tests of governor and safety devices and five year full load test will be performed under a separate government contract, however; the maintenance contractor shall be present during testing and will be required to provided certified weights for the full load test. Deficiencies discovered during testing by the government inspector shall be corrected as part of this contract. These corrections must be made within 30 calendar days after notice is given in writing. Weekly inspection of passenger and service type elevators shall be made on Tuesdays. Bi-weekly inspection of freight type elevator and dumbwaiters shall be made on second and fourth Tuesdays. If a holiday falls on Tuesday, the service must be performed on the following workday. The freight elevator located in building 5 is used to move Nutrition and Food Service subsistence from the first floor to the kitchen directly above. Any time this elevator is inoperable it must be considered an emergency.