Synopsis: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 2 of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing Hudson Valley for Elevator Maintenance Contract. The North American Industry Classification Systems (NAICS) is 811310. Responses to this notice must be submitting in writing (email) and must be received not later than December 7, 2021 at 10:00AM. Email: Janice.Brooks@va.gov. No telephone inquiries will be accepted. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 811310. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. PERFORMANCE WORK STATEMENT This firm fixed price contract is for elevator maintenance services for (26) elevators (passenger, freight, hydraulic and electric traction rope type) and 4 Hydraulic Dock lifts located on the Montrose Campus of the VA Hudson Valley Healthcare System 2094 Albany Post Road, Montrose, New York 10548 and (11) elevators (passenger, freight, hydraulic and electric traction rope type) and 2 Hydraulic Dock lifts located on the Castle Point Campus of the VA Hudson Valley Healthcare System 41 Castle Point Road, Wappinger Falls 12590 from 1/1/2022 through 12/31/2022 to include four option years. The service and maintenance shall include all parts, labor, materials, supervision, tools, supplies and any other necessary items to perform: All scheduled inspections, services, testing, adjustments and repairs and/or replacement parts for all elevators, and related to operations, functions and safety. All required unscheduled adjustments, services and repairs for all elevator during business hours. 24 hr. a day/ 7 days a week emergency call back shall be within two (2) hours of telephone request. All service and repair work shall be performed in compliance with the latest approved edition of the ASME A17.1/CSA B44-2019: Safety Code For Elevators And Escalators, as of 2019 (American National Standard Institute Elevator Code ANSI, and American National Standard Institute, Inspectors Manual ANI, A17.2). As well as all other applicable code including NFPA 70E and OSHA Requirements - OHSA 1917.116 - Elevators and escalators; OSHA 1926.552 - Material hoists, personnel hoists, and elevators; OSHA 1910.147 The Control of Hazardous Energy (lockout/tagout). B.3.1 GENERAL REQUIREMENTS Table 1 - Elevators to be Serviced at Montrose VA Medical Campus Bldg # Car # Type Capacity (lbs.) Installation Date Drive Type 5Yr Test Elevator Manuf. # of Stops Car Speed F.P.M. 1 1-1 P 4000 1981 E Aug. 2022 O.THOMPSON 4 150 1 1-2 P 4000 1981 E Aug. 2022 O.THOMPSON 4 150 3 3-1 P 4000 2005 H Aug. 2022 Thyssen/Krupp 3 100 3 3-2 P 5000 2005 H Aug. 2022 Thyssen/Krupp 3 100 4 4-1 P 3500 1997 H Aug. 2022 ESI 3 125 4 4-2 P 4000 1997 H Aug. 2022 ESI 3 125 4 5-1 S 6000 1980 H Aug. 2022 ESI 2 100 5 5-2 S 6000 1980 H Aug. 2022 ESI 2 100 5 5-3 DW 500 1977 E Aug. 2022 SEDGEWICK 2 UNK 5 5-4 DL 5000 2018 H N/A PRESTO PDL 60-50 N/A N/A 6 6-1 P 3500 UNK H Aug. 2022 CANTON 3 125 6 6-2 P 4000 UNK H Aug. 2022 CANTON 3 125 7 7-2 P 3500 1990 H Aug. 2022 Thyssen 3 125 12 12-1 P 4000 2005 H Aug. 2022 Thyssen/Krupp 3 100 12 12-2 P 5000 2005 H Aug. 2022 Krupp 3 100 13 13-1 P 3500 1990 H Aug. 2022 CEMCO 3 125 13 13-2 P 4000 1990 H Aug. 2022 CEMCO 3 125 14 14-1 P 4000 1981 H Aug. 2022 CEMCO 3 100 14 14-2 P 4000 1981 H Aug. 2022 CEMCO 3 100 15 15-1 P 4000 1981 H Aug. 2022 CANTON 3 125 15 15-2 P 4000 1981 H Aug. 2022 CANTON 3 125 17 17-1 F 4000 1950 E Aug. 2022 WESTINGHOUSE 3 100 17 17-2 DL 5000 2019 H N/A PRESTO PDL 60-50 N/A N/A 17 17-3 DL 5000 2019 H N/A PRESTO PDL 60-50 N/A N/A 17 17-4 DL 5000 2000 H N/A UNK N/A N/A 18 18-1 P 4000 2000 H Aug. 2022 DOVER 2 125 28 28-1 P 4000 UNK H Aug. 2022 GENERAL 4 100 30 30-1 P 2000 1987 E Aug. 2022 O.THOMPSON 5 150 30 30-2 P 2000 1987 E Aug. 2022 O.THOMPSON 5 150 52 52-1 P 4000 1981 H Aug. 2022 GENERAL 4 100 Elevator Type P= Passenger S= Service DW= DUMBWAITER DL= DOCK LIFT F= Freight Elevator Drive Type E=ELECTRIC H=HYDRAULIC G=GEARED Table 2 - Elevators to be Serviced at Castle Point VA Medical Campus Bldg. # Car # Type Capacity (lbs.) Installation Date (last modified) Drive Type 5Yr Test Elevator Manuf. # of Stops Car Speed F.P.M. 7 7-1 P 4000 1994 H Aug. 2022 DOVER 4 100 9 9-1 P 2500 1975 H Aug. 2022 SERGE 3 125 15H P-1 P 5000 1987 H Aug. 2022 MID-STATE 4 150 15H P-2 P 5000 1987 H Aug. 2022 MID-STATE 4 150 15E P-1 P 3000 2007 G Aug. 2022 Thyssen/Krupp 4 100 16 P-1 P 2000 1965 H Aug. 2022 ESCO 2 30 16 Lift DL 5000 2019 H N/A PRESTO PDL 60-50 N/A UNK 17 P-1 P 3000 2007 G Aug. 2022 Thyssen/Krupp 4 100 18 P-1 P 3000 2006 G Aug. 2022 Thyssen/Krupp 4 100 19/20 P-1 P 4000 2008 G Aug. 2022 Thyssen/Krupp 3 150 21 P-1 P 5000 1977 H Aug. 2022 DOVER E50040 3 100 21 P-2 P 5000 1977 H Aug. 2022 DOVER E90041 3 100 44 Lift DL 5000 2019 H N/A PRESTO PDL 60-50 N/A UNK Elevator Type P= Passenger S= Service DW= DUMBWAITER DL= DOCK LIFT F= Freight Elevator Drive Type E=ELECTRIC H=HYDRAULIC G=GEARED B.3.1.1 CONTRACTOR QUALIFICATION The contractor shall have 10 years of experience providing elevator maintenance services and assigned elevator mechanics and apprentices shall be certified by the International Union of Elevator Contractors or have equivalent qualifications. Elevator Mechanics shall have 3 years of experience maintaining elevators of the same type listed. The Contracting Officer (CO) shall review for approval the qualifications and approve each elevator mechanic and apprentice before they can perform on-site repairs for this requirement. A certified Journeyman mechanic shall be present at all times when apprentices are performing maintenance at the either of the VA Medical Campuses to be serviced under this agreement.. B.3.1.2 WORKING HOURS: The Maintenance work shall normally be performed during regular working hours. Regular working hours for this purchase order shall be defines as 8:00 am to 4:30 pm Monday through Friday except Federal Holidays as follows: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas *To include any other day the President declares a Federal Holiday The Contractor shall report to the Contracting Officer Representative (COR), before and after performance of service, providing evidence of service performed. Time and a half labor rate shall come into effect for work performed outside of normal business hours as defined above. Double time labor comes into effect for work performed outside on Sundays and Federal Holidays. The wage premiums for both time and a half and double-time rates in excess of those stated in B.4.2 paragraph C shall be considered within the scope of this contract, but not funded. Additional Overtime (OT) premiums not covered under section B.3.2.4 paragraph C shall be funded either by a purchase card or by a modification to the contract by the Contracting Officer as required. The contractor shall have no less than (1) Journeyman mechanic dedicated (40) hours a week, sharing time between Montrose and Castle Point VA Medical Campuses to perform daily checks, preventative maintenance, and repairs. B.3.1.3 SCOPE OF COVERAGE The Contractor shall not be required to make renewals or repairs necessitated by proven negligence or misuse of the equipment by persons other than the Contractor, Contractor representative and employees, or by reason of any other proven cause except for normal wear and tear. All needed repairs caused by negligence and abuse shall not be considered within the scope of this contract and shall be funded separately. Examples of these: Refinishing, repairing, or replacing car enclosures, hoistway enclosures, hoistway door panels, frames and sills, and primary distribution power supply panels and feeders. Cost of repairs, replacements or removal necessitated by any cause, other than ordinary wear, which is occasioned by negligence or abuse by personal other than the Contractor. Negligence or abuse shall be determined by a joint decision as may be arrived at by qualified representatives of the VA and the Contractor, and/or by qualified 3rd party retained by the VA. The Contractor shall not be responsible for upgrading equipment to meet changes in code requirements as directed by insurance companies, federal, state, municipal, or other governmental authorities. The Contractor shall be responsible for notifying the COR, in writing, of the existence or development of any defects in, or repairs required to, the elevator equipment which the Contractor does not consider to be the Contractors responsibility under the terms of the contract. The Contractor shall be responsible for giving immediate notice to the Contracting Officer's Representative (COR) or their designated representative of any condition which is discovered that may present a hazard to either the equipment or passengers. B.3.1.4 PARTS The Contractor shall be responsible for furnishing and installation of replacement parts for the following elevator system components: Motors Generators Controllers Selectors Worms Gear Thrust bearings Windings Commutators Armatures Pulleys Traction sheaves Hoist cables Coils Circuits Magnet frames Relays Contacts Printed circuit boards Solid state controls Logic circuits Control fuses Cams Car doors Hoist way door hangers Tracks and door gibs Door operating devices Interlocks and contacts Safety devices Governors Push buttons Annunciators Integrated circuit board batteries Emergency car light and all batteries, including those for emergency lowering, smoke and fire sensors and related equipment Hall lanterns and indicators Lamp replacement in signal systems and all other elevator signal and accessory equipment Circuit breakers and/or main line switches together with fuses or same are excluded All parts shall be of the original manufacturer's design and specification or equal. Existing elevator intercom system shall be maintained according to manufacturer s specifications. The manufacturer's name and remote annunciator console locations are as follows: Manufacturer- Dukane Annunciator Locations- Telephone operators' room and MAA In addition to the minor spare parts herein before specified, the Contractor shall have available at all times, for immediate delivery and installation, sufficient supply of the following spare parts for the repair of each elevator system concerned, the inventory shall include, but not necessarily be limited to the following: Lamps, minimum two (2) each type Door operator motor s and gear reduction units, for both side slide and vertical bi-parting doors Transformers and rectifiers for each type and size used Relays and switches, minimum one of each type Controller and selector switch contacts and coils for each size and type used Selector tapes and selector motor (when used), leveling switches, magnets and induction Door interlocks Car door safety device Car door electric door detectors complete to include preamplifiers and power pack Hanger rollers for both car and hall doors Limit switches and terminal stopping switches Roller guides for car Electronic tubes for each type and size used Flexible guide shoe gibs Torque wrenches and other small tools Pressure, relief and control valves for each type and size used (hydraulic elevator) Any/all network system - computer components that cannot be substituted shall be "next day delivered" to site If spare parts are to be stored at VA Facility the Contractor shall provide lockable metal storage cabinets for their spare parts. Cleaning and refinishing painting of the interior of cars and exterior surfaces of hoistway frames and doors are excluded from the requirements of this contract, however all other "in car items" e.g.: Hoist motor and generator brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and windings at the same time. buttons, ventilation fan(s), lighting and the like shall be included in the scope of work for this contract. The contractor shall furnish all lubricants, cleaning supplies and tools necessary to perform the work described herein. All lubricants shall be recommended by the manufacturer of the equipment or an approved equal. The Contractor shall NOT supply and replace fluorescent ballast or lamps for car lighting fixtures or floor covering on elevator platform. Items not covered under this contract: The cleaning, refinishing, repair or replacement of any component of the car enclosure Hoist way enclosure Gates Cover plates Main line power switches Emergency power plant and associated contactors Each unit cylinder Buried piping and buried conduit B.3.2 SERVICES TO BE PROVIDED B.3.2.1 MAINTENANCE PROGRAM Scheduled service shall include the following tasks listed in this section and shall be performed in accordance with the schedules listed in section B.3.3. A record shall be maintained by the Contractor of non-emergency maintenance items in need of correction which comes to his attention, and he shall provide this list to the COR. The Contractor shall complete all repairs possible during the scheduled maintenance visits and coordinate with the COR to schedule the completion of all remaining repairs during regular business hours. Reports shall be submitted weekly. B.3.2.2 SERVICES TO BE PROVIDED: Cleaning, lubrication, examine and adjustments of the non-exclusive list of parts below shall be performed at a minimum as required by maintenance schedules found in section B.4.6 of this contract. Motors Generators Controllers Printed circuit boards Timing devices Relay panels Selector Leveling devices Switches on car and in hoistway Operating devices Hoistway door and car door or gate operating device Interlocks and contacts Guide shoes Guide grooves in hoistway and car door sills Hangers for all doors and car doors or gates Signal system Car safety device Governors Tension frames and sheaves Elevator pits Clean all door opening and tracks for all elevators bi-weekly. Test and repair phones and work with VA to resolve phone issues within the elevators and at emergency panels. Test and repair fire fighters service and work with VA to resolve issues within the elevators and at emergency panels. Hoist motor and generator brushes shall be checked for wear a minimum every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and winding at the same time. Cleaning and refinishing painting of the interior of cars and exterior surfaces of hoistway frames and doors are excluded from the requirements of this contract, however all other "in car items" e.g.: push buttons, ventilation fan(s), lighting and the like shall be include in the scope of work for this contract. The Contractor shall examine, adjust lubricate, clean, and when conditions warrant, repair or replace the following items listed below and related components at a minimum as required by maintenance schedules found in section of this contract. Replacement of hoisting, compensating, traction sheaves motor and governor cables shall be considered within the scope of this contract. Entire machine, including housing, drive sheave, drive sheave shaft bearings, brake and brake assembly and component parts Motors including auxiliary rotating systems, motor windings, rotating elements, couplings and bearings All sheaves, beams, pulleys, sprockets, and other drive components Controller: All components including all relays, contacts, solid state components, resistors, condensers, transformers, contacts, leads, mechanical or electrical timing devices, computer devices, circuit boards, integrated circuit board batteries, integrated circuit chips, and etc. Adjust and modify operations program after acceptance of proposed changes by the COR Selector: All components including selector drive tape, wire or cable, hoistway vanes, magnets, indicators and all other mechanical and electrical drive components Motor and motor generator worms, gear, thrust bearings, windings, circuits, commutators, coils, armatures, magnet frames, logic circuits, control fuses, annunciators, emergency lighting, brushes and brush holders Hoistway door interlocks or locks and contacts, hoistway door hangers and tracks, bottom door guides, cams, rollers, and auxiliary door closing devices for power operated doors. Chains, tracks, cams, interlocks, sheaves for vertical bi-parting doors Hoistway limit switches, slowdown switches, leveling switches and associated cams and vanes Guide shoes including rollers or replaceable guides Automatic power operated door operators, door protective devices, car hangers, tracks and car door contacts for both slide and vertical bi-parting doors Traveling cables Elevator control wiring systems in hoistway and machine room Governor including governor sheave and shaft assembly bearings, contact jaw and governor tension assemblies Car and counterweight safety mechanism and load weighing equipment, shall be brushed clean at least every three months Hoist cables, govemor cables, compensating cables, and compensating chains, including adjustment of tension on all hoist ropes Buffers Fixture contacts, push buttons, key switches, locks, lamps, and sockets of button stations (car and hall), hall lanterns, position indicators (car and hall), direction indicators, and voice synthesizers, phones and call boxes located in elevators and in lobbies (as applicable) Power unit to include pump, motor, valves, cylinder head, plunger exposed surfaces and all related parts and assemblies Hydraulic system accessories to include exposed piping, fitting accessories between pumping unit and the jack, jack packing, hydraulic fluid, filters, filter accessories, and any heating or cooling elements installed by the OEM for controlling temperature The Contractor shall, keep the guide rails free of rust where roller guides are used and properly lubricated when sliding guides are used, renew guide shoe rollers, gibs and guide as required to insure smooth and satisfactory operations. The Contractor shall also examine, and make necessary adjustments or repairs to the following accessory equipment: hall lanterns, car and corridor position indicators, car stations, traffic director station, electric door operators, interlocks, door hangers, and safety edges, including relamping of signal equipment, and video display system components. The Contractor shall be responsible for keeping the exterior of the elevator machinery, and any other parts of the equipment subject to rust, painted with heat resistant enamel, and presentable at all times. The motor windings shall be treated as needed, with proper insulating compound as recommended by the motor manufacturer. The Contractor shall maintain all elevator equipment in hoistways, pits, machine rooms, and pits and assigned elevator Contractor workspace in a clean orderly condition, free of dirt, dust, and debris, pits and machine spaces shall be kept dry and clean. A complete cleaning of the entire installation including all machine room equipment, hoist way, equipment, machine room floors, hoist way, supporting structures, etc., shall be accomplished twice a year in October and March of the contract year for all necessary cleaning. The Contractor shall not be responsible for upgrading equipment to meet changes in code requirements as directed by insurance companies, federal, state, municipal, or other governmental authorities. The Contractor shall be responsible for notifying the COR, in writing, of the existence or development of any defects in, or repairs required to, the elevator equipment which he does not consider to be his responsibility under the terms of the contract. The Contractor shall be responsible for giving immediate notice to the Contracting Officer's Representative (COR) or their designated representative of any condition which is discovered that may present a hazard to either the equipment or passengers. All electrical wiring and conductors extending to elevators from circuit breakers and/or main line switches in machine rooms and from outlets in the hoist ways shall be repaired and/or replaced when required. Furnish and install new wire ropes as often as it is necessary to maintain an adequate factor of safety; to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist way and machine room wiring. All elevators provided with fire fighters service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase II to assure the system is maintained in proper operating order in accordance with A-17. l Code. A written record of findings on the operation shall be made by the Contractor and kept in the Fire Recall Log located in the Elevator Mechanic Shop. Testing shall be done during normal business hours. Emergency Telephones shall be tested monthly by the VA Electric shop at both campus, monthly testing off the elevator emergency telephones shall not be the responsibility of the vendor. Items not covered under this contract: The cleaning, refinishing, repair, or replacement of any component of the car Enclosure Hoist way enclosure Gates Cover plates Main line power switches Emergency power plant and associated contractors All parts shall be of the original manufacturers design and specification or equal B.3.2.3 TESTING AND INSPECTIONS Periodic safety tests and inspections of all elevators shall be performed by the Contractor as required by the latest approved edition of the ANSI/ASME Safety Codes for Elevators and Escalators, Routine, Periodic and Acceptance Inspections and Tests". The Contractor shall provide elevator mechanic(s) and apprentice(s) who are familiar with the equipment to perform tests. The Contractor shall periodically examine and test all safety devices. Contractor personnel shall make formal safety tests and inspections as required and outlined in the ANSI Code twice a year, tests to be witnessed by an independent inspector - Qualified Elevator Inspector (QEI) (3rd party contractor provided by the VA) and VA representative. Upon award the vendor shall do an immediate site visit and establish maintenance scheduling, testing intervals, and equipment assessment to maintain testing intervals and equipment reliability. These tests shall be coordinated with the COR and not reduce the maintenance hours below those stipulated. All passenger elevators shall be inspected weekly for proper operation, all service elevators shall be inspected weekly for proper operation. Inspections due to occur on legal holidays will be rescheduled for the following workday. All Safety tests, full load, no load, rupture valve and any other required testing shall be performed by the Elevator Maintenance Contractor, including providing and utilizing required weights. The required elevator testing(s) with the federal elevator inspector shall be supported by one (1) dedicated elevator service technician by the Elevator Maintenance Contractor for the Medical Center, two (2) Elevator Maintenance Contractor technicians shall be required for full load testing. Elevator Inspection Contractor shall provide, upon completion of all testing and/or inspections, a verbal notice to the COR on the day of the inspection of all deficiencies and recommended actions before checking out for the day, with a final electronic report is to be sent to the COR within two weeks after the test. The final report will clearly indicate what was tested, all findings and corrective actions with a final disclosure of all elements tested and whether they passed or failed the test. Any failed inspection will be re-tested after deficiencies are corrected by Elevator Maintenance Contractor and written passing results noted on submitted follow up report as having passed the inspection to COR for review. Contractor shall provide two (2) certified mechanics, weights and any special equipment or provisions to complete all testing. Work shall be performed in accordance with the elevator inspector contractor s schedule. The VAMC will provide notification no less than 2 weeks prior to the scheduled inspection. Elevator Inspection Contractor shall provide, upon completion of all testing and/or inspections, a verbal notice to the COR on the day of the inspection of all deficiencies and recommended actions before checking out for the day, with a final written report sent to the COR within two weeks after the test. The final report will clearly indicate what was tested, all findings and corrective actions with final disclosure of all elements tested and whether they passed or failed the test including performance levels of system and proof that variable and fixed features are operating properly and all circuits and time settings are properly adjusted on Traffic Test Log form. All features that are pertinent to efficient handling of the building s traffic patterns shall be put into operation and properly adjusted. Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR. Schedule of Tests for Elevators: To be verified as current by vendor at time of award following the ANSI/ASME Safety Codes for Elevators and Escalators and using reports provided by Syracuse VA Hospital and current elevator contractor. All 5-year full load testing on applicable elevator cars shall be done within a two (2) month time frame of the next required test for that elevator car as listed in tables 1 and 2. Within six (6) months prior to the termination of this contract, a representative of the COR shall make a thorough inspection of all equipment covered under this contract. The contractor shall correct defects found within thirty (30) calendar days. The contractor shall notify the COR in writing that the deficiencies have been corrected and that reinspection can be made. B.3.2.4 EMERGENCY REPAIR SERVICE The Contractor shall provide 24 hr. a day/ 7 days a week emergency repair services to both the Castle Point and Montrose VA Medical Campuses in the case of an emergency breakdown. The Contractor shall provide prompt emergency call back service at no extra charge to the Government. Upon arriving at the facility to perform services, the contractor shall report to the Contracting Officer's Representative, before and after performance of service, providing evidence of service performed. For emergency repairs, the contractor shall have personnel on site within the parameters found in Table 3: Response and Completion Times. All travel, labor and parts associated with work performed during regular work hours shall be considered within the scope of this procurement. Only the COR and individuals identified by the COR shall be able to place emergency service calls at no additional expense to the government. If repairs require more than 4 hours of overtime to complete, the Contractor shall notify the COR or their onsite designated representative and a decision will be made by the COR or designee if the elevator can be taken out of service until normal business hours; and terminate the emergency service call. In all Entrapment Callback situations, the VA Hudson Valley Montrose & Castle Point Fire Department will be notified to assist the customer (VA) to safely extricate entrapped individuals when the contractor is unavailable. Callbacks are not to take time away from preventive maintenance and other requirements required under this contract. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the contractor s control preclude resolution of the problem that day, the COR must be notified with an explanation of the delay. Table 3: Response and Completion Times Classification Normal Duty Hours Other Than Normal Duty Hours Response time Completion Response Time Completion Entrapment 10 Minutes Until Safe/ Equipment Returned to Normal Service 1 Hour Until Safe/ Equipment Returned to Normal Service Emergency 1 hour Continuous Until Safe/ Complete 2 hours Continuous Until Safe/ Complete Urgent 4 hours Downgrade to Routine 6 hours Downgrade to Routine Emergency call shall be defined as: Any TWO passenger elevators in the same bank of elevators are out of service. One Service elevator is out of service. Or if passengers are trapped The contract shall also include in its services provided to the Castle Point and Montrose VA Medical Campuses the travel costs associated with twenty-five (25) emergency calls and up to 100 hours worth of overtime/weekend emergency service premiums per contract period at no additional cost to the VA. If and after the initial covered 100 hours of overtime/weekend calls are exhausted the Medical Center will only pay the premium portion of the overtime/weekend calls for any additional service after regular business hours. The Contractor shall provide prompt emergency call back service at no extra charge to the Government. Response time/arrival time for Emergency call back service shall be within the parameters stated in table 3: Response and Completion Times of telephone request from the Contracting Officer or his/her representative. Upon arriving at the facility to perform services, the contractor shall report to the Contracting Officer's Representative, before and after performance of service, providing evidence of service performed. B.3.2.5 SCHEDULED DOWNTIME Not more than one elevator per bank shall be put out of service at one time for regular maintenance, testing, lubrication, and servicing, the time of day that each elevator can be shut down for routine maintenance shall be scheduled with the COR to minimize the disruption caused by the elevators being out of service. Generally, all shutdowns will be accomplished during business hours, or otherwise determined by the COR. If for any reason an elevator should be out of service for more than the usual trouble shooting time of 30 to 60 minutes, the Contractor shall notify the COR when the elevator was taken out of service, the reason why and what time the elevator is expected to be put back in service for proper and safe operation. The following schedule will be considered maximum shutdown times allowed: Major Repairs Cables-hoist, governor, compensating and tail ropes. Completion within 4 calendar days after replacement cables are received Brake coils and motor field coils - 7 calendar days Rewind motor or MG set armature -14 calendar days Turn down and undercut machine commutator 4 calendar days Governor repairs -4 calendar days Replace motor bearing- 5 calendar days Minor Repairs: Completion within 1 calendar-day Replace relay coils Replace relays Replace door interlocks Replace door guides Door operator repairs Repair selector drive tape Replace door operation motor Replace selector drive motor Replace brake linings Replace valves (hydraulic elevator) Replace pump unit (hydraulic elevator) The Castle Point and Montrose VA Medical Campuses reserve the right to make inspections and tests as and when deemed advisable. If it is found that the elevators and associated equipment are deficient either electrically or mechanically, the Contractor will be notified of deficiencies in writing. B.3.2.6 PERFORMANCE The Contractor shall keep the elevator maintained to operate at the original contract speed, keeping the original performance measures, including acceleration and retardation times, average wailing time, door opening and closing times, accuracy of leveling and variance from rated speed under all load conditions and as designed and installed by the manufacturer. Any changes shall be discussed with the COR and approved before implementation. Each elevator must be operable and available for use 90% of the Medical Center s normal work hours. Failure to meet this requirement for three consecutive months may be grounds for default action. Contractor shall keep a running total of hours out of service and provide it to the COR weekly. Scheduled maintenance time shall be excluded from normal work hours when calculating operational uptime. All work will commence within twenty-four (24) hours after receipt of telephone, written or verbal notification from the Contracting Officer or his/her representative and will proceed progressively to accomplishment without undue delay. The following performance levels shall always be maintained: Contract speed and brake flight time shall be maintained as originally installed and adjusted. Leveling accuracy shall always be maintained . Opening and closing times, door close torques of all cars shall, at all times, be maintained within the limits of ASME A17.l Code with a minimum of stand open time consistent with traffic demands at each floor. Door reversal on all elevators shall be maintained in working order. Ensure all electric eyes, door detectors or micro scans are always working. Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR. B.3.2.6 EQUIPMENT, WIRING, AND CIRCUIT CHANGES The Contractor shall not make any changes or alterations to the existing mechanical equipment, circuits, circuit wiring, programming, or sequencing, nor alter the original circuit or wiring design of the elevators unless changes are authorized in writing by the COR, as hereinafter provided. The Contractor shall submit any proposed changes to the COR, for approval. The submission shall be complete, neatly prepared, drawings, and wiring diagrams as well as a complete description of the proposed changes. Prior to submitting the proposed change to the facility, the Contractor shall at his own cost and expense have obtained comments from the original equipment manufacturer concerning the overall effect of such changes on the system. If changes are made, Contractor shall provide as-built drawings of modifications. B.3.2.7 RECORDS The Contractor shall maintain a complete, orderly and chronological file, including drawings, complete parts lists and copies of all reports as required by these specifications. A record of all call backs and repairs shall be kept by the Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties. The file shall be available for inspection upon request and a copy of this complete file shall be furnished to the VA facility during the last month of each contract period. This monthly report shall indicate the elevator number, date work was performed, type of work (emergency replacement or repair), brief description of the work performed, man-hours expended, and materials used. The contractor will provide written reports to the VA weekly of the work accomplished and document all preventative maintenance and other maintenance preformed. The contractor shall provide all Joint Commission documentation monthly to the VA. The Contractor shall provide and keep current suitable check charts for each elevator. One shall be kept in the appropriate machine room of the building in which the elevator is located; a copy shall be turned over to the COR. Upon completion of maintenance, the contract shall properly initial the chart to indicate the work has been completed. In addition to the check charts in each machine room the Contractor shall maintain, on the premises a log of arrival and departure times of all Contractor employees. The log shall contain columnar line entries for date, employee position classification, employee name, time of arrival, time of departure, hours worked, and type and extent of work performed on each unit. The log shall be kept in the VA, Engineering Service and shall be completed when the Contractor's employee checks in and out for each service visit. Drawings and wiring diagrams which are furnished by the VA to facilitate the Contractor's work shall be maintained and revised by him periodically as changes occur. At the expiration of the contract, the Contractor shall turn over to the VA three (3) copies of the drawings and wiring diagrams, completely revised to date, covering each elevator. Those drawings and wiring diagrams shall faithfully represent the "as modified" condition existing at the expiration date. Any and all drawings and wiring diagrams furnished the Contractor by the VA or drawings and wiring diagrams prepared by the Contractor for work under the contract shall be considered the property of the VA and shall be accessible to the COR and VA personnel identified by the COR at all times, and be turned over to him upon demand and upon termination of this contract. A record of all call backs and repairs shall be kept by the Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties. The file shall be available for inspection upon request and a copy of this complete file will be furnished to the VA Medical Center during the last month of the contract period. The Contractor shall complete any/all forms required by the latest ANSI/ASME with respect to tests/inspections. The contractor will support required testing of elevators by 3rd party inspectors, operating and assisting with the test/inspections. All deficiencies will be address by the contractor that were identified by the 3rd party inspector. A written report on the condition of all hoisting, compensating and governor cables shall be submitted to the COR each May and November during the life of this contract. A record shall be maintained by the Contractor of non-emergency maintenance items in need of correction which comes to his attention, and he shall provide this list to the COR. The Contractor shall complete all repairs possible during the scheduled maintenance visits and coordinate with the COR to schedule the completion of all remaining repairs during regular business hours. Reports shall be submitted weekly. B.3.2.8 IDENTIFICATION, PARKING, SMOKING AND VAMC REGULATIONS Contractor employees shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the vendor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement of parking violations of the vendor under any conditions. Smoking and Vaping is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Contractor shall report to Police office and have a designated person (to be determined after award and conveyed in the COR designation letter) contacted when contractor personnel are in the Medical Center or premises for routine maintenance or emergency service. Not following this procedure can be grounds for default. All equipment shall be catalogued by the contractor with the dates and types of service rendered shall be noted thereon. A legible, written report of each inspection/service shall be furnished to the COR (Contracting Officer's Representative). Each report shall advice of any repairs or repair parts (including adequate description and part number) not required to be furnished under the contract that are necessary to maintain the equipment in perfect operating condition. An explanation of special codes and abbreviations used on the furnished report shall be submitted to the COR. B.3.2.9 SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default. B.3.3 SCHEDULE ITEMS OF PREVENTIVE MAINTENANCE WORK The preventive maintenance specified herein is considered the minimum for all equipment. If specific equipment covered by this contract requires additional preventive maintenance for safe reliable operation as specified by the manufacturer, the Contractor shall perform the required additional preventive maintenance without added cost to the VA. WEEKLY: Perform general inspection of machinery, sheaves, worm, and gear motor, brake, selector or floor controllers (when used). Lubricate as required. Empty oil pans, discard oil, in an approved manner, check reservoir oil level. Observe brake operation and adjust or repair if required. Inspect and lubricate machinery, contacts, linkage, and gearing, if required. Clean and inspect brushes and commutator, perform needed repairs. Clean and inspect controllers, selectors, relays, connectors, contacts, etc. Ride Car and observe operation of doors, leveling, reopening devices, push buttons, lights, etc. If rails are lubricated, check condition and lubricate. Service lubricators. Replace all burned out lamps in elevator car, machine room, pit, hall lanterns, etc. Clean trash from pit and empty drip pans. Check governor and tape tension sheave lubrication. Bi-weekly clean all door tracks on all elevators. Burned out lamps in hall lanterns, push buttons, car and corridor position indicators, director stations, "This Car Up" signs and other signal fixtures shall be supplied and installed by the Contractor. Burned out lamps in elevator cars, machine rooms and pits shall be supplied by VA and installed by the Contractor. BIWEEKLY: Hoist motor and generator brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs and windings at the same time. MONTHLY: Observe operations of elevator throughout its full range and at all floors it serves to test controls, safety devices, leveling, re-leveling, and other devices. Check door operation, clean, lubricate and adjust brakes, check linkages~ gears, wiring motors, check keys, set screws, contacts, chains, cams, and door closer. Check selector. Clean, adjust and lubricate brushes, dashpots, traveling cables, chain, pawl magnets, wiring, contacts, relays, tape drive and broken tape switch. Check car. Clean, adjust, and lubricate car door and gate tracks, pivots, hangers, car grill, side and top exits. Inspect interior of cab. Test telephone or intercommunication system, normal and emergency lights, fan, emergency call system or alarm, car station. Make needed repairs. Visually inspect controller, contacts, and relays. Check adjustment and replace contacts as required. Observe operation of signal and dispatching system. Inspect compensating hitches, buffers, rope clamps slack cable switch, couplings, keyways, and pulleys. Check load weighing device and dispatching time settings. Clean, adjust, and lubricate as necessary. Check oil level in car and counterweight oil buffers and add oil as required. Check brushes and commutators. Inspect commutator to provide proper commutation. Inspect brushes for tension seating and wear, replace or adjust as required. Check and adjust: Car ventilation system. Car position indicators. Director Stations. Hall and car call buttons. Hall lanterns. This car up signs. QUARTERLY: Check leveling operation. Clean and adjust leveling switches, hoistway vanes, magnets, and inductors. Repair and/or adjust for proper leveling. Check hoistway doors. Clean, lubricate, and adjust tracks, hangers, and up thrust eccentrics, linkage guides, and interlocks. Clean, adjust, and lubricate car door or gate tracks pivots, and hangers. On hoistway doors, clean lubricate, and adjust tracks, hangers, and eccentrics, linkage guides, and interlocks. Inspect all fastenings and ropes for wear and lubrication. Clean both governor, hoist ropes, and lubricate hoist ropes if needed. Inspect all rope hitches and shackles and equalize rope tension. In the car, test alarm bell system. Clean light fixtures. Inspect, clean, and adjust retiring CA device, chain dashpots, commutators, brushes, cam pivots, and fastenings. Test emergency switch (ground case if necessary). Inspect safety parts, pivots, set screws, switches, etc. Check adjustment of car and counterweight guides, shoe or roller guides, lubricate, and adjust, if necessary. In the pit, lubricate compensating sheave and inspect hitches. Inspect governor and tape tension sheaves fastenings. Empty and clean oil drip pans. Clean all parts of safeties and lubricate moving parts to assure their proper operation. Check and adjust clearance between safety jaws and guide rails. Visually inspect all safety parts. Clean and examine governor rope, replacing if needed. (Do not lubricate governor rope). SEMI-ANNUAL: Check controllers. Clean with blower, check alignment of switches, relays, timers, contacts, hang pins, etc. adjust and lubricate. Check all resistance tubes and grids. Check oil in overload relays settings and operation of overloads. Clean and inspect fuses, holders, and all Controller connections. In hoistway examine guide rails, cams, and fastenings. Inspect and test limit and terminal switches. Check and adjust car shoes, guides or roller guides. Adjust or replace as required. Clean all overhead cams sheaves, sills, bottom of plat form, car tops counterweights and hoistway walls. Inspect sheaves to ensure they are tight on shafts. Sound spokes and rim with hammer. Examine all hoist ropes for wear, lubrication, length and tension. Replace, lubricate and adjust as required to meet code requirements. On tape drives, check hitches and broken tape switch. Lubricate moving parts of vertical rising or collapsible car gates. Check pivot points sheaves, guides, and track for wear. Lubricate guide shoe stems. Check governor and tape tension sheave fastenings. For bi-parting doors, clean chains, tracks and sheaves, lubricate as required. Check door contacts. Check fastenings and operation of door checks, interlocks, clean, and lubricate pivot points as required. ANNUAL Thoroughly clean car and counterweight guide rails using a nonflammable or high flash point solvent to remove lint dust and excess lubricant. Remove, clean, and lubricate brake cores on brakes, clean linings, if necessary, and inspect for wear and adjust. Inspect motor-generator and hoist motor armatures and rotor clearances. Check motor and MG set connection and lubricate in accordance with manufacturer's instructions. Oil, drain, flush and refill oil reservoirs of each hoisting motor and motor generator. Check and reset, if necessary, all brushes for neutral settings, proper quartering and spacing on commutations. Group supervisory control systems where installed shall be check out. The system's dispatching, scheduling, and emergency service features shall be tested and adjusted in accordance with manufacturer's literature. The Contractor shall prove to the satisfaction of the COR that the system functions properly. All work shall be performed during other than normal working hours with no inconvenience to building occupants. A full report covering adjustment time intervals, dispatch times on various programs, door standing time and door opening and closing speeds shall be furnished to the Manager, Engineering Service. ANY WORK NOT COVERED BY THIS CONTRACT MUST BE AUTHORIZED IN ADVANCE BY A CONTRACTING OFFICER AND MUST HAVE A SEPARATE PURCHASE ORDER ISSUED PRIOR TO ACCOMPLISHMENT OF WORK.
