J049--Elevator Maintenance Service Contract
On the Cost Schedule, the Preventative Maintenance is monthly? Will there be Quarterly and Annual Inspections required? The Quarterly and Annual Inspections are performed on a separate contract. Is th... On the Cost Schedule, the Preventative Maintenance is monthly? Will there be Quarterly and Annual Inspections required? The Quarterly and Annual Inspections are performed on a separate contract. Is that separate invoicing or is that included in the Unit and Quantity in the Pricing Sheet? Currently, the contractor performing the service invoices the facility monthly and we certify invoices for payment on that basis. How would you like the Emergency Services answered as that can be only given per event? Emergency CLIN s are $0 line items. Hourly wages can be added for clarification, however as Wage Determination is required for this procurement a set hourly wage has been identified. There are a total of 21 elevators. Three are not fully operational, one being replaced, one in the pre-construction phase, and one that is down or just needs to be replaced soon? As this contract only mentions maintenance and repairs as needed, we would not be part of replacing of elevators. Is that correct? Correct Will there be a scheduled Job-Walk allowed? Yes, a job-walk is scheduled for Nov. 1, 2022, at 10:30am / Arizona time. Are technicians required to be directly hired by main contractor? The following statement is hereby removed from the statement of work pertaining to this requirement. However, all certification and qualifications must be confirmed/verified by contractor prior to assigning personnel to work on-site. . All technicians that work on this contract must be directly employed by the company that receives this contract Will there be an extension? Yes, upon completion of the job-walk any inquiries provided at that time will be submitted via email and a formal response will be provided. In doing so, the extension to the offers will be granted to be received NLT Nov. 10, 2022, 16:00/PST to edward.condreay@va.gov . SCOPE OF WORK GENERAL REQUIREMENTS OF CONTRACT SCOPE Skilled elevator personnel that furnished and installed the elevator equipment and/or third-party vendors certified by the manufacturer to work on that manufacturer s equipment shall perform maintenance service under this contract. The types of Equipment at the Northern Arizona VA Health Care System (NAVAHCS) are OTIS, ESCO, DOVER, THYSSEN-KRUP, NATIONAL, PLANET MOBILITY and SWIFT FUTURA. Prior to execution of this contract the contractor is responsible for conducting a thorough examination of all elevator equipment including cars inside and out, machine rooms, hoist way equipment and pits. The purpose of the exam is to provide the contractor with firsthand knowledge of the current condition of the equipment and systems. Contractors failure to provide a thorough examination of the equipment does not relieve responsibility under this contract. 1. This service shall include, but not be limited to the following: a. Weekly systematic examination of equipment; b. Cleaning, lubricating, adjusting, repairing and replacing of all parts as necessary to keep the equipment in first-class condition and proper working order and changing all indicator lamps as needed; c. Furnishing all lubricant, cleaning materials and parts required; d. Equalizing tension, shortening or renewing of hoisting ropes where necessary. This includes hoisting ropes or other cables determined to need replacement during the semi-annual elevator inspection. Contractor shall provide a unit cost per elevator for hoisting rope renewal as separate bid item and a separate Purchase Order will be issued at that unit price for hoisting rope renewal for the life of this contact. All hoisting rope replacement work performed under this contract will be subject to all terms and conditions of this contract. Hoisting Rope Replacements will be completed during non-Administrative hours unless otherwise approved by the COR. e. The performance standards set forth in the original building specification including flight time, cycle time, and door times, shall be maintained at all times; f. The operational system shall function, to the original standards specified, including any changes and/or adjustments required meeting varying conditions of hospital occupancy. g. Assure smooth starting and stopping and accurate leveling at all times. 2. This maintenance service shall not include the performance of any work required as a result of improper use, accidents, or negligence for which the Contractor is not directly responsible. This contract will include an $80,000 per year parts and labor rider to cover work performed as a result of improper use, accidents, negligence or abuse. The contractor must submit, as a separate line-item a per hour labor rate at both straight time and overtime. 3. Provide 24-hour 7 day per week emergency callback service, which shall consist of promptly responding to calls within two hours for emergency service (one hour for passenger entrapments). Emergency callback service is defined as outside the normal working hours of the assigned technician(s), typically 7am-3:30pm; 7:30am-4:00pm or 8am-4:30pm; Monday through Friday and 24 hours per day Saturday, Sunday and Federal Holidays should a shutdown or emergency trouble develop between regular examinations. Emergency Service call back response time Monday through Friday during normal technician working hours excluding Federal Holidays will be fifteen minutes. Federal Holidays are: MLK Day, Presidents Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and New Year s Day. VA Administrative Hours are defined as 8:00 AM to 4:30 PM, Monday through Friday, excluding federal holidays. 4. Service and emergency personnel shall report to the COR or his authorized representative upon arrival at the hospital and again upon completion of the required work. A copy of the work ticket containing a complete description of the work performed shall be given to the COR. All personnel shall check in at the Boiler Plant located in Building 111 upon arrival and again upon leaving the premises. If the COR is not available, the service ticket may be left at the Boiler Plant in Building 111. 5. The Contractor shall maintain a website listing the date and time of all weekly examinations and all trouble calls. Each trouble call shall be fully described, including the nature of the call; date and time of the call and necessary correction performed, and/or parts replaced. This database will be kept maintained at least monthly with all up to date information. The website will allow authorized VA personnel access at any time remotely 24/7. 6. The contractor must provide Real Time monitoring software for each unit to allow the contractor and VA staff to continuously monitor elevator equipment performance to facilitate troubleshooting and predicting operational problems in each unit and its associated equipment. This monitoring software shall be kept up to date and the VA will be provided the most recent version of this software. 7. The Contractor shall obtain all necessary licenses and/or permits from and required by the state to perform the work under this contract. All costs associated with obtaining necessary licenses and/or permits shall be Contractor s responsibility. 8. The Contractor will include as part of their bid the installation of resettable digital cycle counters to be installed on a minimum of twenty units. Cycle Information from these counters shall be available on the contractor s website and will be displayed as cycles per month for each unit. 2. CALLS FOR MAINTENANCE SERVICE Contractor shall respond only to calls for service placed by the VA Engineering Service COR or designees 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 VA Engineering COR for investigation. If desired, a call-back verification procedure may be instituted such that the Contractor will call the Engineering contact office to confirm each service call back. SIGNING IN AND OUT The following office is the required contact office for the Contractor at all times: OFFICE LOCATION PHONE Boiler Plant Bldg. 111 928-445-4860 x.6027 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. 3. INCLUDED WORK Contract includes full maintenance for the equipment listed in the attached schedule of vertical transport systems, consisting of scheduled preventive maintenance (See Paragraph 5), periodic testing, corrective call back service for operational problems not successfully preempted by PM (See Paragraph 6), and 24-hour, 7-day per week emergency call back service, (See Paragraph 7). Contractor shall provide minimum 3 days of onsite support to provide preventative maintenance and training to permanent staff. Contractor will provide all resources required in performing these maintenance services and inspections, including parts, materials, lubricants, hydraulic fluids, cleaning fluids, equipment, tools, shipping, travel, and labor (with exception of emergency overtime charges specified elsewhere). Contractor is responsible to determine the nature and extent of any work required to restore equipment to satisfactory condition and operation. All maintenance on covered 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 A 17.2 Inspectors' Manual for Elevators and Escalators, latest edition ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition NEIT Vertical Transportation Standards for Elevators, Escalators, and Dumbwaiters, latest edition NFPA 70 National Electric Code, latest edition Latest Manufacturer s requirements and specifications on inspection, maintenance, and operation of each elevator model. For any apparatus where such guidelines are not specifically called out, Contractor shall service aIl apparatus (as a minimum) to the common practice standards of the Industry for the equipment. Contractor shall submit to the VA for approval a PM, testing and maintenance check chart or checklist to the VA COR for each covered component or assembly. Covered equipment listed on the schedule shall encompass all system components and associated apparatus as normally supplied and required for operation by the manufacturers 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. Replacement of interior car indicator and hall indicator lights and monthly cleaning of all elevator pits is included. All elevator pit cleaning will take place during non-administrative hours. Cleaning of interior of cars and exterior hoist way frames and doors, are excluded. The PM, maintenance and testing checklist shall be in accordance with all current ASME, NFPA and all other applicable standards. Contract covers maintenance services required due to normal wear and tear by all parties. Disrepair caused by proven negligent misuse or vandalism is not covered, and in such instances, Contractor shall service notice of such to the VA based upon the $80,000 per year parts and labor rider that is offered as part of this contract. This work shall not be done unless specifically authorized as described in Paragraph 8. Allowance will be made for unique instances of "operator error." If an equipment user has mistakenly reported an equipment operating problem for a maintenance problem, contractor will provide a written explanation of the reason why the equipment was not operating as desired, and detail. the proper method of operation to avoid repetition of the situation. Repeated instances of the problem by the same VA service (department, e.g., Nutrition & Food Service) on the same model equipment are not covered under this provision, and will be handled per Paragraph 8. All parts provided must be the most recently manufactured parts for the specified elevators that will keep each unit fully operational. The contractor must also provide the most recent software updates that will keep each unit fully operational. The contractor must be able to obtain all parts and software for each unit listed in the elevator list below within a reasonable amount of time even if they have to order from a competitor. The contractor should have agreements with all of the manufacturers listed above so they can readily obtain parts and software from the various manufacturers. NORMAL WORK HOURS Provide 24-hour 7 day per week emergency callback service, which shall consist of promptly responding to calls within two hours for emergency service and one hour for entrapments. Emergency callback service is defined as all hours outside the normal technician working hours (8 hour per day Monday through Friday) and 24 hours per day Saturday, Sunday and Federal Holidays should a shutdown or emergency trouble develop between regular examinations. Emergency Service call back response time during normal technician working hours excluding Federal Holidays will be fifteen minutes. Federal Holidays are: MLK Day, Presidents Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and New Year s Day and any other holidays as prescribed by Executive Order or Congressional mandate. 5. PREVENTIVE MAINTENANCE AND PERIODIC TESTING For all covered traction type elevators and cart lifts, Contractor shall schedule and perform comprehensive PM consisting of weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule, as indicated by the applicable PM, testing and maintenance check charts and checklists approved by the VA. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A 17.1 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. For all covered hydraulic-type and other types of elevators Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule, as indicated by the applicable PM, maintenance and testing check charts and checklists. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A 17.1 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. For all covered dumbwaiter systems, Contractor shall schedule and perform comprehensive PM consisting of bi-weekly condition/performance inspections, and extended monthly service performed according to a monthly, quarterly, semi-annual, or annual schedule. Contractor shall also provide weights and perform annual and five-year inspection tests as per ASME A 17.21 and A 17.2 Code, cooperating with a certified inspector contracted by VA to witness tests and record results. Attached vertical transport system schedule indicates systems due for testing during contract term. All check charts must be electronic and can be web based. The contractor will submit to the VA for approval check charts and checklists indicating the frequency and schedule for applicable items, and the methods for performing this service. Contractor shall perform service in accordance with industry or manufacturer service recommendations as per Paragraph 3. The monthly PM check charts include an item for 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 shall be conducted to find and correct any problems. Contractor shall immediately resolve deficiencies, including items designated for specific attention under monthly inspections. Contractor shall complete approved weekly/bi-weekly PM check charts and checklists to indicate whether specific key items were found to require maintenance and the nature of service performed. The check charts and checklists shall be turned in to the contact office 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. PM visits shall be performed at times convenient to the VA, with weekly or bi-weekly PM being conducted according to a pre-arranged recurring schedule, to be specified or approved by the VA Engineering COR within two weeks after receipt of NOTICE TO PROCEED. Weekly/bi-weekly and monthly PM service shall include, but are not limited to: 1. Systematic examination of system condition/performance, which includes as a minimum riding in car to each floor (elevators) or transporting loads to various floors (cart lifts, dumbwaiters), checking audible/ visual indicators and system response to call buttons or switches at landing stations, inspecting machinery and mechanical spaces, inspecting all door safety interlocks and submitting findings and corrections in detailed service report and PM check chart. 2. Cleaning, lubricating, adjusting, and replacing of all parts as necessary to keep the equipment in full and proper working order, and to keep all parts and apparatus within manufacturer accepted tolerance specifications. 3. Equalizing tensions, shortening or renewing of hoisting ropes where necessary. 4. Keeping equipment adjusted to original or currently specified performance standards at all times, including flight times, cycle time and door times. 5. Assuring continuously smooth starting and stopping, accurate leveling, and freedom from performance deterioration perceptible to occupants, such as shaking, hesitation, vibrations, rattles or squeaks. 6. Keeping machinery and mechanical spaces clean and free of rubbish. 7. Scheduled service includes, but is not limited to, items on approved PM check charts and checklists. 8. As part of this contract the contractor will install electronic troubleshooting software that sends out alerts to contractor staff of impending maintenance issues. These electronic alerts will help the staff in determining frequencies of PM, maintenance and testing and help contract staff in quickly recognizing and rectifying problems. This applies to all the elevators listed below. 9. Contractor will also coordinate with VA Fire Alarm contract staff in performing any related annual or semi-annual fire alarm testing for each elevator. This work will be performed after normal technician working hours. Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and VA will deduct proportionately from payments for services missed. Criticality of this equipment requires that continued such failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means. Where specific maintenance procedures or guidelines are given by the VA, Contractor will perform in accordance with these guidelines in addition to industry guidelines described in Paragraph 3, INCLUDED WORK. If a specific procedure is not given by the VA, the manufacturer's recommended PM procedure, as described in their service manual, will be followed. 6. CORRECTIVE MAINTENANCE CALL BACK SERVICE. Contractor shall provide, at no additional cost, corrective maintenance call back service for malfunctions during VA administrative hours, not successfully preempted by PM service. Overtime labor rates will apply on after hours calls, however parts will be at no charge unless there is evidence of abuse or other criteria outside this contract scope. A Contractor representative shall report to the Engineering contact office prepared with sufficient material and labor resources to complete repairs, within two hours (outside of normal hours; one hour for entrapments) of notice by VA of a performance problem with covered equipment and within fifteen minutes of notice during VA Administrative Hours. VA may choose to specify a later, more convenient time for beginning the work, and the Contractor will report at the designated date and time. It is highly recommended that the successful bidder leave a contract employee on station at all times during normal working hours due to the large number of machines included in this scope and because of the extremely high use rate experienced by each machine. 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, Contractor shall investigate prior to departing site, restoring operation as soon as necessary materials and equipment are available. 7. EMERGENCY CALL BACK Contractor shall respond to emergency service calls twenty-four hours per day, seven days per week, including federal holidays, within two hours of notice, one hour for passenger entrapments. When the immediate safety of equipment or persons in and about the vertical transport system is potentially jeopardized by system malfunction, Contractor shall respond as soon as possible, but within one hour, without additional charge unless outside VA Administrative hours, where the overtime labor rate will apply. Such service shall be limited to safely removing persons trapped in stalled cars, and minor adjustments and repairs necessary to alleviate the perilous conditions. It would also include the continued operation of units considered critical to NAVAHCS operations. When emergency service does not rectify all problems, Contractor shall return to the VA by 8:00 a.m. the following workday to restore proper operation. For all such after-hours service, Contractor shall provide a pre-determined rate for overtime maintenance service and Contractor will be paid via a separate purchase order for overtime charges, as described in Paragraph 8, OTHER WORK. 8. 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 Engineering COR to perform repairs. The Contractor must immediately notify the Engineering COR of any equipment or environmental conditions which impair or jeopardize the functioning of the equipment. In any case, the VA must be explicitly notified in advance that additional charges will be incurred, prior to beginning such work. In such instances that the VA agrees the work is not within the scope of the contract, and the VA desires the Contractor to perform repairs, a separate purchase order will be issued to the Contractor for the work or the labor and parts rider included as part of this contract will be used. Any service required which the Contractor believes to be in excess of the contract provisions and require additional payment (e.g., work beyond normal work hours) must not be performed without prior authorization from the Engineering COR or designee, who will arrange a separate purchase order, credit card purchase or the labor and parts rider order to pay for the additional service if desired by the VA. In addition to covered services, Contractor shall provide equally responsive, competent service for additional work on covered equipment when requested by the VA, during regular business hours or after hours, which will be paid via separate purchase order or other method at a pre-determined cost if unrelated to maintenance requirements of the contract. (See Paragraph 17, WARRANTY) 9. VERIFICATION AND SERVICE REPORT Contractor shall observe check-in/out procedures as described in Paragraph 2, SIGNING IN AND OUT, so that VA 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 Engineering contact office. When a particular repair problem has been resolved, Contractor shall provide a complete 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; and signatures of Contractor representative and an Engineering contact office employee. All this information shall also be included on the contractor s web-based service database and must be kept up to date at least every month. All work performed on emergency call back shall also be included in weekly or monthly service reports. 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 inspector observe all work performed in fulfillment of the contract. Contractor shall cooperate with certified elevator inspector contracted by VA to witness and record safety and load-test performance for semi- annual, annual, and five-year testing. Contractor must turn in to Engineering contact office all defective parts removed from equipment for replacement. All parts remain the property of the VA. No parts or equipment shall be removed from VA premises without following VA property-pass procedure. Understandably, some parts may be subject to an exchange procedure by the part supplier; Contractor will notify the VA in such instances that the part is normally exchanged, and shall provide VA copies of validating documentation of the policy from part supplier when requested by the VA. Contractor will be required to submit forms or electronic documentation (or they can be posted on the contractor s website as long as they can be printed) as listed below in providing maintenance. A. Maintenance History - Form used by the mechanic after each scheduled exam to record the work that was accomplished. B. Weekly Planner - Form will be used to plan the required maintenance procedures for the next scheduled exam. The required maintenance procedures will be determined based on the elevator usage and callback history so as to schedule maintenance procedures on elevators where the most benefit will be derived. C. Usage Meter - Contractor to install on each elevator controller group which will count elevator starts and display the cumulative total. The total elevator starts will be logged onto the Weekly Planner Form. Installation of resettable digital usage meters on up to ten units shall be included in this contract bid. D. Computerized Callback Report - Report to be generated daily that will include all call backs (shutdown or malfunctions) generated the prior day and will include the following information: Elevator status, cause of malfunction, repair completed by equipment area, time the call was placed, time the mechanic arrived, time the elevator was repaired, the date, the elevator designation, the person who placed the call and the mechanic who accepted the call. E. Flag Report - This report will list all elevators with 3 or more callbacks in the previous month. This information combined with the elevator Usage Meter count will be utilized to schedule maintenance tasks. The Flag Report will separate the callbacks by equipment area (e.g.: controller, door, generator, etc.). F. Maintenance Procedure Manual(s) - The manuals will describe the standard work process for each maintenance procedure. These manuals will describe the complete maintenance procedure and must be followed if the task is to be counted as "complete" in the Weekly Planner and Maintenance History forms. The forms or electronic media described herein will be available for owner review at any time, but remain the property of the elevator contractor. Copies of the above shall be submitted to the Contracting Officer upon contract award. COORDINATION WITH EQUIPMENT USERS Once on site, Contractor representatives are required to coordinate performance of work with the equipment users, through the Engineering COR as necessary. Depending upon situation, Contractor may be directed to notify "area supervisor" of his presence as well as of possible disruptions which may affect their operations. At all times, Contractor representatives shall respond to inquiries from VA personnel regarding any operational aspect of the work they are performing, or shall direct that party to the Engineering COR. If requested, Contractor may be required to notify area supervisor of repair status prior to leaving the area for the day. Small occasional delays (up to one hour per occasion) in Contractor's progress due to coordination with equipment users are considered a normal part of work, but VA will make every effort to eliminate delays in work progress. DOWNTIME LIMITATIONS Contractor shall provide service which limits both "full downtime" and partial downtime" which require corrective maintenance, as this reflects sufficiency of preventive maintenance and repairs performed, parts stock for covered equipment, allocated manpower and equipment resources and responsiveness. Full downtime is defined as loss of essential equipment functionality, such as inability of an elevator to be accessed on a specific floor, while partial downtime refers to all other malfunctions requiring corrective maintenance call back service, such as door-detector outages or call button failure. Downtime shall be limited according to both time of lost functionality and the number of downtime incidents experienced. The VA will determine applicability of.downtime criteria for each corrective maintenance call back incident. Downtime limitation criteria does not include scheduled outages for preventive maintenance service. Downtime is measured in workdays (8.5-hr. work periods between 8:00 a.m. - 4:30 p.m.) elapsed from the time Contractor is notified of an equipment malfunction until the time the problem is fully corrected. Downtime shall be limited per the following criteria: A. No three units shall average greater than 2 workdays of full downtime in a thirty-calendar day period. (Avg. workdays = {Three units totaled down hrs.}/3/{8.5 hrs/workday}). B. Shall not exceed more than eight incidents of full downtime in any thirty-calendar-day. C. Shall not exceed more than twenty incidents of full and partial downtime combined in any thirty-calendar-day period. An example of computation is given below: Example Scenario: During a thirty-day period, the total corrective maintenance response for all forty-one systems consists of six (b) different units having full breakdowns which are each corrected four hours after the time of notification, and another individual unit which breaks down four (4) times, totaling twenty-four hours of full downtime, and there are three (3) different calls for faulty hall call buttons (partial downtime). The example responses are scored as follows: Criterion A: (24+4+4)/318.5 = 1-25 average workdays full downtime (<_2), hence passes this test Criter...
Data sourced from SAM.gov.
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