Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JANUARY 30, 2020 SAM #6636
SOURCES SOUGHT

J -- Detroit Elevator Maintenance

Notice Date

1/28/2020 7:42:32 AM
 

Notice Type

Sources Sought
 

NAICS

238290 — Other Building Equipment Contractors
 

Contracting Office

250-NETWORK CONTRACT OFFICE 10 (36C250) DAYTON OH 45428 USA
 

ZIP Code

45428
 

Solicitation Number

36C25020Q0266
 

Response Due

2/3/2020 8:59:59 PM
 

Archive Date

05/03/2020
 

Point of Contact

Nicole Feeman
 

E-Mail Address

nicole.feeman@va.gov
(nicole.feeman@va.gov)
 

Awardee

null
 

Description

The Department of Veterans Affairs, Network Contracting Office 10, 24 Frank Lloyd Wright Drive, Lobby M, Suite 2200, Ann Arbor, MI 48105, intends to solicit offers for the full coverage elevator maintenance and service at the John D. Dingell VA Medical Center, Detroit, MI. Must include a capability statement that includes the ability to provide the required personnel to maintain and service ThyssenKrupp Dover elevators. Work shall be mainly performed at the John D. Dingell VA Medical Center at 4646 John R Street, Detroit, MI 48201. Contractors that can provide this requirement and meets the requirements below are requested to send their 1. Company Name, 2. DUNS number, 3. Business size under NAICS 238290, and 4. If the item(s) are available on a FSS contract or not and the FSS contract number if it is available on contract, 5. Notification if they are a VETBIZ registered VOSB/SDVOSB or not. 52.219-14 Limitations on Subcontracting. Services, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. This is not a solicitation. This is a Request for Information, Sources Sought. This Sources Sought will close on February 3, 2020 at 11:59 PM Eastern. Please e-mail all responses to nicole.feeman@va.gov. Scope of Work VAMC Detroit Elevator Maintenance & Service Contract I. Introduction and Overview 1. This five-year Scope of Work is for a base year with four additional option-year periods, exercisable at the sole discretion of the government. 2. This scope of work is issued under the contract between Contractor and Detroit VA Medical Center (VAMC Detroit). This project is for preventive maintenance and repair of all elevators at VAMC Detroit, located at 4646 John R Street, Detroit, MI, 48201. This includes fourteen traction units, four hydraulic units (parking structure), one hydraulic freight unit, and two traction lifts (clean and dirty). 3. Ten Geared Traction Passenger Elevators (paragraph 5-a) and four Geared Traction Service Elevators (5-b) have had new motors, rope grippers, governors, and controllers installed within the last six years. The controllers are ThyssenKrupp Elevator TAC50M models complete with a Variable Voltage Variable Frequency (VVVF) system for high energy efficiency. Along with the new controllers there have been new AC geared motors installed as well. 4. The one Hydraulic Freight Elevator (5-c), two Geared Traction Cart-lifts (5-d), and the four Hydraulic (garage) Passenger Elevators (5-e) are original equipment of the facility which opened in 1996. 5. Full Coverage Maintenance Contract and Specifications: Contractor shall furnish services on all of VAMC Detroit s twenty-one vertical transportation systems: a. Ten Geared Traction Passenger Elevators. b. Four Geared Traction Service Elevators. c. One Hydraulic Freight Elevator. d. Two Geared Traction Cart-lifts. e. Four Hydraulic Passenger Elevators in Blue and Red Parking Structures. II. Description/Specification/Statement of Work 6. Contract Objectives . . . Vertical Transportation Maintenance and Repair: a. Under the terms and conditions of this agreement, subsequently set forth, the Contractor shall maintain the vertical transportation systems at VAMC Detroit in accordance with the requirements herein described, including all associated services, procedures and testing. b. The term Vertical Transportation System(s) or similar descriptive in this agreement refers to and includes all of the equipment listed in the next section of this agreement. The generic term elevator is also assumed to include all the equipment listed in the next section and may be used in this agreement in lieu of specific equipment nomenclature. c. This is a full comprehensive preventive and repair maintenance agreement. The absence of a particular service, component coverage, or other requirement shall not alleviate the Contractor of the sole responsibility to provide such unless specifically excluded herein. 7. Proposal Requirements: Carefully follow all instructions and provide all required documentation, as contained in this Description/Specification/Statement of Work. a. Personnel Requirements: (1) Technical Personnel: The Offeror shall demonstrate relevant experience of key personnel to be involved in this procurement by supplying biographical data which includes: name of individual, company position, years with the company, work and educational background, ThyssenKrupp Dover factory training classes completed (or equivalent), past maintenance experience on ThyssenKrupp Dover elevators and cart-lift systems, tasks to be assigned on this contract, and percentage of work week to be committed to this contract. (2) Key Personnel: (a) Service manager. (b) Elevator mechanics who shall be licensed by the State of Michigan as well as the City of Detroit. (c) Repair manager. (d) Other key company staff members. b. Past Personnel Performance Requirements: (1) Past Experience: The Offeror shall demonstrate prior corporate experience and/or government experience (within the last five years) with contracts that are similar in size and scope to this contract. This includes both elevators and cart-lift systems. Offeror s company is to have at least three years continuous running experience in this type of work and shall be properly licensed to do such work in the State of Michigan. (2) In describing past maintenance experience, provide the following information for a minimum of three past performance references: (a) Contract location. (b) Contract contact person. (c) Name, telephone, and fax number of contact person. (d) Contract completion Date. (e) Contract value (in dollars). (f) Names of Sub-Contractors used (if any). (g) Length of contract. (h) A list of all consultants and all proposed Sub-Contractors for this proposal. III. General and Technical Contract Requirements 8. Full Coverage Maintenance Contract Requirements: Contractor shall furnish services at VAMC Detroit on the following (twenty one) vertical transportation systems: a. Ten Geared Traction Passenger Elevators: (1) PE1 . . . 4,000 lbs. at 350 fpm (6) PE9 . . . 4,000 lbs. at 350 fpm (2) PE2 . . . 4,000 lbs. at 350 fpm (7) PE10 . . . 4,000 lbs. at 350 fpm (3) PE3 . . . 4,000 lbs. at 350 fpm (8) PE11 . . . 4,000 lbs. at 350 fpm (4) PE4 . . . 4,000 lbs. at 350 fpm (9) PE12 . . . 4,000 lbs. at 350 fpm (5) PE8 . . . 4,000 lbs. at 350 fpm (10) PE14 . . . 4,000 lbs. at 350 fpm b. Four Geared Traction Service Elevators: (1) SE5 . . . 6,000 lbs. at 350 fpm (3) SE15 . . . 6,000 lbs. at 350 fpm (2) SE6 . . . 6,000 lbs. at 350 fpm (4) SE16 . . . 6,000 lbs. at 350 fpm c. One Hydraulic Freight Elevator: (1) FE7 . . . 6,000 lbs. at 100 fpm d. Two Geared Traction Cart-Lifts: (1) CL7 . . . 750 lbs. at 200 fpm (2) CL8 . . . 750 lbs. at 200 fpm e. Four Hydraulic Passenger Elevators (in Blue and Red Parking Structures): (1) GE1 . . . 3,500 lbs. at 125 fpm (3) GE3 . . . 3,500 lbs. at 125 fpm (2) GE2 . . . 3,500 lbs. at 125 fpm (4) GE4 . . . 3,500 lbs. at 125 fpm 9. General Conditions: a. All vertical transportation equipment shall be maintained as hereinafter described, in accordance with the following detailed terms. Trained employees of the Contractor shall use all reasonable care to keep the systems in proper adjustment and in safe operating condition, in accordance with all applicable codes, ordinances, and regulations. The requirements are specified in either the singular or plural with the understanding that all provisions shall be applicable to all units indicated unless otherwise specified. The Contractor shall provide all labor, equipment, and supervision necessary for the contract per contract documents. b. The Contractor shall provide on call service of 40 hours per week, eight hours per day, Monday through Friday, of coverage for all vertical transportation equipment. c. Following are maintenance hours required by this contract, and the Contractor shall be on-site as required by the following: (1) Per year: 1,248 hours. (2) Monthly: 96 hours. (3) Weekly: 24 hours. (4) Assigned day: 8 hours. Assigned days are Monday, Wednesday, and Friday. d. Worked hours, allocated to meeting the 1,248 annual maintenance hours required by this contract, shall not include call-back or emergency/unscheduled repair hours. e. All work shall be in accordance with applicable National, State and Local Codes so having jurisdiction. Additional work hours required to meet the minimum maintenance requirement detailed in this paragraph may be scheduled at the Contractor s convenience subject to COR approval. f. Contractor shall provide scheduled weekly examinations, adjustments, cleaning, and lubrication of all machinery, machinery spaces, hoistways, and pits. At a minimum, the Contractor shall dedicate the following number of hours to routine preventive maintenance: (1) Five hours per month for each traction passenger elevator (50 hours total). (2) Five hours per month for each traction service elevator (20 total hours). (3) Four hours per month for each hydraulic passenger elevator (16 total hours). (4) Two hours per month for each hydraulic service/freight elevator (2 total hours). (5) Four hours per month for cart-lift numbers 7 and 8 (8 total hours). g. Contractor shall maintain all parts of the vertical transportation equipment systems consisting of, but not limited to the following: (1) Hoisting machinery. (7) Operating and signal fixtures. (2) Wire ropes. (8) Door operating and safety (3) Control apparatus and power drives. equipment. (4) Fixed mechanical equipment. (9) Auxiliary apparatus (to include (5) Electrical wiring and traveling cables. any cart ejection systems) and (6) Mechanical and electrical safety devices. appertunances. h. Contractor shall ensure that elevator door tracks are free from dirt and debris to ensure smooth, proper operation of elevator doors. i. Contractor shall replace all burned out light bulbs inside the elevator cabs to maintain proper lighting at all times. VAMC Detroit will provide the light bulbs for the Contractor. j. The Contracting Officer s Representative (COR) may give technical assistance and clarification on the contract. However, the COR does not have authority to change contract requirements. k. Install as used in the Work Required, Specifications and Drawings shall mean furnish, install, connect, adjust and test except where otherwise specified. l. Brand names are specified to indicate performance and quality characteristics. No substitutes of specified materials shall be accepted. 10. Emergency Generator Test: VAMC Detroit conducts testing of the facility s emergency generators on the first Wednesday of each month, from 6:15 AM to 6:45 AM. Duties to be performed shall include the following: a. Before 6:00 AM: Be present for duty to participate in the test. b. No later than 6:00 AM: Assist VAMC Detroit staff in utilizing the Fire Recall system to bring all elevators to the first floor. c. After 6:15 AM: When the facility disconnects from Detroit Edison at 6:15 AM, the Contractor will assist VAMC Detroit staff in turning off the Fire Recall system, and ensure that at least one elevator is running at each elevator bank for the duration of the generator test. d. Assist VA staff in performing Code Blue testing on selected elevators during the test. Different elevators will be selected by the COR for each test. e. Be available to troubleshoot any problems occurring with the elevators when normal power has been restored upon the conclusion of the test. 11. Federal Holidays: a. All work, including regular examinations and repairs in accordance with this contract are to be made during regular business hours, within a window of 6:00 AM to 4:30 PM, Monday through Friday, except Federal holidays. b. Federal holidays observed at VAMC Detroit are: (1) New Year s Day (6) Labor Day (2) Martin Luther King Day (7) Columbus Day (3) President s Day (8) Veteran s Day (4) Memorial Day (9) Thanksgiving Day (5) Independence Day (10) Christmas Day (11) Any other day deemed a Federal holiday by the President c. The Contractor shall provide call-back service during Federal Holidays and non-business hours for emergencies. The Contractor shall provide make-up inspection hours lost due to holidays by scheduling additional preventative maintenance hours within the month the holiday occurs. (1) Example: If the holiday falls on a Monday, then the makeup day shall be either Tuesday or Thursday. (2) The Contractor shall provide twenty four (24) hours of inspection maintenance hours a week. (3) If less hours are provided, the COR (or designee) will reduce the monthly contractual invoice payment, to reflect the decrease in inspection/maintenance hours. 12. Overtime: Repairs and/or maintenance examinations done outside the normal window of working hours, with the COR s prior approval, shall be billed to VAMC Detroit at the direct cost for the overtime portion of such hours only. Base labor hours shall be included in the monthly maintenance price with extra charges limited to the premium labor portion of work approved by the COR. 13. At Cost Repairs: It is mutually agreed that the Contractor shall not be under any obligation hereunder to make any repairs or replacements except those incidental to the normal operation of the machinery. The Contractor is not required under this contract to make repairs or replacements necessitated by reason of malicious damage or fire. All repairs, if necessitated by this paragraph and subject to the COR s prior approval, shall be performed at a fee not to exceed the standard rate in effect at the time service is performed. 14. Hours of Work: a. All work shall be performed during regular business hours, within a window of 6:00 AM to 4:30 PM, Monday through Friday, except Federal holidays. Contractor shall notify the COR upon arrival and departure at VAMC Detroit by use of an agreed-upon method. b. Repairs and/or other major adjustment procedures necessitating removal of a vertical transportation unit from service for an extended period of time must be scheduled through the COR. The COR retains the right to have such work completed during overtime hours with the understanding the Contractor shall pay for the regular labor portion and VAMC Detroit s obligation is premium direct labor cost only. c. The Contractor shall make any and all repairs or replacements damaged by Contractor s improper repair, negligent or willful acts, or omissions. d. Compensation for emergency call-back services shall be included in the monthly lump sum price for procedures performed during regular working hours of regular working days as previously described in this agreement. If overtime services are requested, VAMC Detroit shall pay for the overtime portion of such hours applicable at the direct cost of labor only. Base labor hours shall be included in the monthly maintenance price with extra charges limited to the premium labor portion of work approved by the COR. 15. Sole Responsibility: The maintenance work shall be performed only by employees directly employed and supervised by the Contractor, who are experienced and skilled in maintaining vertical transportation systems similar to those to be maintained under this contract, and shall not be assigned or transferred to any agent or Sub-Contractor. 16. Quality Assurance: The Contractor shall be regularly engaged in the business of servicing equipment similar to that being maintained under this contract, and shall have done so for a period of at least five years prior to the date of the solicitation for this contract. The Contractor shall have a permanent service branch capable of providing normal service within two hours after a request is made and emergency call-back service as specified in Paragraph 17. IV. Products 17. Emergency Call-Back Service: a. Provide emergency call back service which consists of promptly dispatching qualified employees in response to requests from the COR, by telephone or otherwise, for emergency adjustment or minor repairs on any day of the week, at any hour, day or night. Emergency repairs shall be made within four hours to restore the equipment to operating order. If repairs cannot be made immediately, the mechanic shall notify the COR as to the reason why. b. Call-back service shall be provided within one hour during regular working hours and within two hours during overtime periods. Entrapment calls shall be responded to with a sense of urgency, as promptly as possible, and within the time constraints referenced above or sooner if possible. 18. Testing . . . NOTE: The next Five Year Test is due in 2020. a. Monthly: Examine all safety devices and governors. b. Quarterly: (1) Test the communications and elevator Fire Safety System. (2) The Fire Safety System testing includes Manual Recall (Phase I) and Fireman s Elevator Operation (Phase II). (3) Confirmation and results of all tests shall be forwarded to the COR upon completion of testing. c. Annually . . . No-Load Test of safety mechanisms: (1) Conduct a no-load test of safety mechanisms, in accordance with the American Society of Mechanical Engineers, ASME/ANS1 A17.1 (2010). (2) Confirmation and results of all tests shall be forwarded to the COR upon completion of testing. d. Every Five Years . . . Full-Load Test of safety mechanisms. During the Full-Load Test, the following shall also be conducted: (1) Conduct a full-load test of safety mechanisms, in accordance with the American Society of Mechanical Engineers, ASME/ANS1 A17.1 (2010). (2) Inspect car balances. (3) Inspect the governors. Set them, recalibrate them, and seal them for proper tripping speed. (4) Confirmation and results of all tests shall be forwarded to the COR upon completion of testing. 19. Inspections: a. The Contractor shall provide vertical transportation system Efficiency and Maintenance Survey inspections annually. The results of these inspections shall be summarized with appropriate backup material in an annual report to the COR by the end of the month following the anniversary date of the contract. This report shall include the following performance parameters and summary data for each vertical transportation unit as appropriate: (1) Unit speed up and OEM specification. (2) Unit speed down and OEM specification. (3) Door open speed and OEM specification. (4) Door close speed normal and code limit. (5) Door close speed reduced and code limit. (6) Door closing torque and code limit. (7) Door dwell time . . . car call. (8) Door dwell time . . . hall call. (9) Leveling accuracy summary and OEM specification. (10) Date of the last annual / five year safety test completed. (11) Date of the last annual communications and fire recall system test. (12) Annualized Call-back rate with backup detail. (13) Dedicated maintenance hours for the preceding twelve months. b. Semi-Annual Inspections by Independent Consultant: Contractor shall accompany COR or VAMC Detroit s independent consultant on inspections to audit the facility s elevator operations every six months. (1) The independent consultant shall provide semi-annual inspection reports to the COR. (2) The COR shall provide a copy of these reports to the Contractor. The Contractor and COR will determine who is responsible for the abatement of deficiencies listed in the semi-annual reports. (3) The COR shall provide a copy of these reports to the Chief of Facility Management Service. The Chief of Facility Management Service will determine abatement procedures for deficiencies that are the responsibility of VAMC Detroit. (4) The COR shall archive corrective actions taken by Contractor and Chief of Facility Management, for a file-retention period of five years. 20. Lubrication: Lubricate monthly (12 times per year at regularly scheduled intervals) all of those mechanical parts recommended to be lubricated by the original manufacturer of the vertical transportation equipment, or otherwise lubricate as often as necessary and in the manner specified by said manufacturer. 21. Cleaning: The Contractor shall, during the course of all examinations, remove and discard immediately all accumulated dirt and debris from the pit areas, and be responsible for maintaining the cleanliness of all elevator machine rooms at all times. Additionally, prior to each annual anniversary date of this contract, Contractor shall thoroughly clean down the entire hoistway of all accumulated dirt, grease, dust, and debris. 22. Painting: The Contractor shall keep the exterior of the machinery and any other parts of the equipment subject to rust properly painted, identified and presentable at all times. Motor windings and controller coils shall be periodically treated with proper insulating compound. The machine room floor and all storage areas shall be painted annually with good quality deck enamel. 23. Repairs, Renewals, and Replacements: Repairs, renewals, and replacements shall be made by the Contractor as soon as scheduled or other examinations reveal the necessity therefore, or when the COR so advises the Contractor under the terms of this contract. It is understood and agreed that repairs, renewals, and replacements shall be made in accordance with high standards of preventive maintenance practice. Repair and renewals of parts made shall be equal in design, workmanship, quality, finish fit, adjustment, operation and appearance to the original installation and that replacements shall be new and genuine parts equal to those parts supplied by the manufacturer of the original vertical transportation system equipment or its successor, and shall apply to the repairs, renewal, or replacement of all mechanical, electronic, and electrical parts, including but not limited to the following: a. Automatic power and manually operated door systems, car door and gate hangers, car door and gate contact, door protective device, guides, stops and appurtenances, car safety mechanism, platform, car sills, car guide shoes, gibs or rollers and appurtenances. b. Geared and gearless machinery, worm, gear, bearings, drive sheave, deflector sheave, and brake assembly, component parts and all associated castings. c. Motor, motor generator, motor windings, rotating element, stator, bearings, rotors, starters, solid-state power drives complete and associated apparatus, speed monitoring equipment and attachments. d. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contact leads, dashpots, timing devices, computer devices, insulators, solenoids, resistance grids, mechanical and electrical driving equipment, diagnostics, trouble shooting tools, monitors and associated apparatus. e. Governor, governor sheave and shaft assembly, bearings, contacts and governor tension sheave assemblies. f. Overhead, 2:1, deflector or secondary sheaves, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, activating cams, compensating equipment, counterweight and counterweight guide shoes including rollers or gibs. g. Hoistway door interlocks, top tracks, hanger rollers, operating linkages and auxiliary door closing devices, hoistway landing, leveling and encoding systems complete, and power door clutch engaging systems complete. h. Car and hall lanterns, lobby fixtures, car operating panels, car and hall position indicators, hall push-button fixtures, audible/visible signals and controls complete, emergency lighting, communication devices, remote operating and signal equipment complete. i. The Contractor shall examine and equalize tension on all wire ropes and renew them whenever necessary to ensure the maintenance of adequate safety factor. Contractor shall also shorten all ropes as required to maintain legal bottom clearances and perform all safety code reshackling procedures per ASME/ANS1 A17.1 (2010). j. Contractor shall repair and/or replace all electrical traveling cables, wiring and conductors extending to the vertical transportation unit from main line switch in the machine room and outlets in the hoistways. The main line switch, together with fuses for same, is excluded. k. Contractor shall be responsible for relamping all lighting fixtures in the cab, pit, machine room, and hoistway as required. VAMC Detroit will provide the light bulbs. l. Hydraulic systems components, including but not limited to, tanks, valves, pump, cylinder head, above ground piping, hoses, fittings, gauges, seals, O-Rings, packing s, belts, recovery devices, overflow devices, rescuvator or other emergency operating and signal systems, above grade cylinder and plunger assemblies complete, cathodic protection devices, muffler, heater and shut-off valves. m. The following items of equipment are excluded: Main line power switch and fuses, car enclosure, car doors, hoistway enclosures, hoistway doors, door frames and hoistway sills, cart-lift carts, buried hydraulic piping, cylinder and conventional below grade plunger assemblies. V. General Requirements 24. Performance Parameters: a. The control system shall be maintained to provide smooth acceleration and retardation. Contractor shall maintain all vertical transportation systems in accordance with the Original Equipment Manufacturer (OEM) design specifications. The door close pressure must never exceed 30 pounds. The following performance schedule shall be adhered to: (1) Contract Speed: The contract speed shall be provided for up direction travel with full-capacity load in the elevator car. The speed in either direction under any loading condition shall not vary more than 5% of the contract speed. (2) In accordance with ASME/ANS1 A 17.1 (2010), the elevators shall be maintained and adjusted to safely lower, stop and hold the car with a load of 125% of the rated capacity. (3) Leveling Accuracy: The elevator shall be adjusted to provide accurate leveling within 1/4 � of the floor level without re-leveling regardless of load. b. The group supervisory and individual unit control systems shall be maintained to provide overall satisfactory service levels as designed by the O.E.M. (1) On an annual basis at the request of the COR the Contractor shall provide a computerized traffic study that details hall waiting times by floor, direction of travel and an overall summary. (2) The Contractor shall use a Delta analyzer or similar device. c. Call-Backs: (1) Call-backs shall be monitored and reported on an annual basis. The Contractor shall insert (after each grouping below) the annual call-back target rate for that particular grouping. (VA suggested maximums are listed below to provide some guidance). It is expected that the Contractor shall improve upon VAMC Detroit maximums. Call-backs for items not covered by the contract (i.e. vandalism, water or fire damage) will not be included in the calculation (running on arrival or no problem found call-backs will be assumed to be problems not identified and fixed and will be counted in the calculation). (a) Passenger elevators (14 units) _____ 5 call-backs/unit/per year. (b) Service and freight elevators (5 units) _____ 6 call-backs/unit/per year. (c) Cart-Lifts (2 units) _____ 12 call-backs/unit/per year. (2) On an annual basis in the month following the anniversary date of the contract the Contractor and COR will review the call-back data submitted with the annual inspection and evaluation report. If the annual call-back rate for any grouping above exceeds the target rate by more than twenty-five percent, the maintenance fee for each unit in that grouping shall be reduced during the next twelve (12) months (until the next annual calculation) by twenty-five percent. The reduction shall be cumulative by group, that is, if a reduction is warranted for two/three consecutive years, the monthly fee in the second/third year shall be reduced by an additional twenty-five percent. If reductions in maintenance pricing due to excessive call-backs occur for two consecutive years, VAMC Detroit has the right to refuse the renewal of the contract for the third option year. (3) Sample Calculation for 10 passenger units: (a) Total contractual call-backs year 1 for the 10 passenger units: 40 (b) 40 call-backs � 10 passenger units = 4 call-backs/unit/per year 25. Spare Parts: The Contractor shall provide and maintain a supply of contacts, coils, solid-state boards and associated components, leads, brushes, lubricants, wiping cloths, rollers, guides, switches, and other minor parts in the vertical transportation system(s) machine room(s) for the performance of routine preventive maintenance. All spare parts shall be kept in storage cabinets provided by the Contractor. 26. Notice by Authority Or Company To Repair Or Replace: The Contractor shall comply with all written recommendations of the COR, independent inspectors, consultants, and the insurance carrier employed by VAMC Detroit for repair as covered herein. However, the Contractor is not required under this contract to install new attachments on the vertical transportation system or parts other and different from those now constituting the equipment, as recommended or directed by insurance companies, Government Authorities, or otherwise. 27. Record Keeping: a. A complete permanent record of maintenance inspections and routines, repair work, lubrication, and call back service will be kept in the machine room. These records are to be available to the COR at all times. The records shall indicate the reason the mechanic was in the building, arrival and departure time, the work performed, etc., and these records shall be property of VAMC Detroit. Record keeping requirements are the responsibility of Contractor-assigned maintenance personnel. b. A Contractor s proprietary system that fulfills the requirements in the above paragraph will be accepted in lieu of the method specified, provided annual summary reports (or at any time during the term of this contract, upon written request of the COR) of the requested data is provided at the same time the report required in Paragraph 19 entitled, Inspections is provided. VI. Supplemental Conditions 28. Non-Payment: VAMC Detroit may have the vertical transportation system s maintenance work and performance checked by an independent consultant to ensure the Contractor is performing in accordance with this contract. If the independent consultant determines that the contractual requirements are not being maintained, the COR may retain the monthly payment to the Contractor until the Consultant verifies that the work performance is back to standard. The Contractor shall pay re-inspection costs incurred by VAMC Detroit for the independent consultant by deduction from the monthly maintenance fee. If three consecutive inspections by the independent consultant indicate that the contractual requirements are not being maintained, VAMC Detroit may cancel the contract. 29. Reliability Guarantee: The Contractor shall correct any system malfunction that requires the removal of a unit from normal operating service within forty-eight hours of failure. a. If the unit is not returned to service within the specified time allotment, the Contractor shall adjust the subsequent monthly maintenance charge for the unit based on an amount equal to five percent of the total monthly unit price for each twenty-four hours the unit is out of service from the original date of system malfunction. b. Example: Restoration of shut-down unit requires four days from date of malfunction notice equals ninety-six hours the unit is out of service from the original date of system malfunction. c. However, Contractor shall not be penalized for pre-approved and scheduled maintenance repairs, tests or other conditions necessitating unscheduled major work procedures, resulting from a cause excluded by any other provision of this agreement, or repairs to items not covered under this contract. VII. General Safety and Utility Requirements 30. Fire Safety Precautions: a. As required by the Joint Commission on Accreditation of Healthcare Organizations, smoking shall be prohibited in or adjacent to all construction areas in existing buildings. b. All flammable liquids shall be handled, stored and used in accordance with NFPA 30. c. Precautions shall be taken by the Contractor, to prevent accidental operation of any existing smoke detectors by minimizing the amount of dust generated in the vicinity of any smoke detectors. d. The Contractor shall not perform any hot work without an approved Hot Work Permit from the COR. Hot work is any work that may generate a source of ignition in areas where flammable or combustible materials may be present. Welding, flame cutting, use of pneumatic hammers, soldering, brazing, thermal spraying, thawing pipe and spark producing equipment are examples of this type of work. Before any hot work is conducted, the Contractor or sub-Contractors shall obtain a hot work permit from the COR. Once the need for hot work has been identified, the following procedures shall be observed: (1) The Contractor shall fill out the Hot Work Permit and hand carry to the Safety and Occupational Health Manager for approval after obtaining concurrence from the COR and the Chief, Engineering Service. (2) Upon completion of the hot work, the COR shall inform the Safety and Occupational Health Manager and the Chief, Engineering Service and sign the appropriate space on the permit. A copy of the permit shall be sent to Safety Office and the original filed in Engineering Service. (3) Safety and Occupational Health Manager shall inform the Regional Fire Protection and Safety staff of the activation of the fire alarm and sprinkler systems as required. All hot work shall be conducted safely in accordance with NFPA 51B entitled, Fire Prevention in the Use of Cutting and Welding Process . The Contractor may obtain a copy of a sample permit format from the COR. e. Penetrations through fire rated barriers shall be sealed immediately with a material meeting the same fire resistive requirements of the barrier. f. ATTENTION: Before approving any cutting and welding permit, the Contractor s authorized representative or their appointee shall inspect the work area and confirm that pre cautions have been taken to prevent fire in accordance with NFPA 51B. 31. Confined Space and Welding Precautions: a. Sprinklers are in service where installed. b. Cutting and welding equipment are in good repair. c. Within 35 feet: (1) Floors swept clean of combustible or flammable liquids. (2) All wall and floor openings covered. (3) Covers suspended beneath work to collect sparks. d. When working on enclosed equipment and in confined space, equipment and area is free of flammable vapors. e. Fire watch provided during and 30 minutes after operation (60 minutes for torch applied roofing operations). f. Portable fire extinguisher with adequate rating available in the immediate vicinity. g. Standpipe system in service where installed. h. Protection of any sprinkler heads when hot work is in close proximity. i. Smoking prohibited at VAMC Detroit, except at designated smoking shelters. j. Non-combustible shields provided when hot work is done near combustible walls, partitions, floors, and roofs. k. Prohibition of hot work on pipes contacting combustible walls. l. Personnel trained in use of equipment including portable fire extinguishers and sounding a fire alarm. m. Final check-up conducted after 30 minutes. 32. Operations and Storage Areas: a. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor s performance. b. Temporary buildings are not allowed. c. The Contractor shall, under regulations prescribed by the Contracting Officer, use only established roadways, or use temporary roadways constructed by the Contractor when and as authorized by the Contracting Officer. When materials are transported in prosecuting the work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads. d. Working space and space available for storing materials must be approved by the COR. e. Workmen are subject to rules of VAMC Detroit applicable to their conduct. f. Work is to be performed during normal business hours, 6:00 AM to 4:30 PM, Monday through Friday (excluding Federal Holidays). Execute work so as to interfere as little as possible with normal functioning of VAMC Detroit as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor s personnel, except as permitted by COR where required by limited working space. g. Storage of Supplies: (1) Do not store materials and equipment in other than assigned areas. (2) Schedule delivery of materials and equipment to immediate construction working areas within buildings in use by VAMC Detroit in quantities sufficient for not more than two work days. (3) Provide unobstructed access to VAMC Detroit areas required to remain in operation. (4) Where access by VAMC Detroit personnel to vacated portions of buildings is not required, storage of Contractor s materials and equipment will be permitted subject to fire and safety requirements. h. Utilities Services: The Contractor shall comply with the following: (1) Maintain existing utility services for VAMC Detroit at all times. VAMC Detroit shall make all reasonably required amounts of utilities available to the Contractor from existing outlets and supplies, as specified in the contract. The Contractor shall carefully conserve any utilities furnished without charge. (2) Provide temporary facilities, labor, materials, equipment, connections, and utilities to assure uninterrupted services. (3) Where necessary to cut existing water, steam, gases, sewer or air pipes, or conduits, wires, cables, etc. of utility services or of fire protection systems and communications systems (including telephone), they shall be cut and capped at suitable places where shown; or, in absence of such indication, where directed by COR. (4) No utility service such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of COR. (5) Contractor shall submit a request to interrupt any such services to COR, in writing, 48 hours in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption. (6) Contractor will be advised (in writing) of approval of request, or of which other date and/or time such interruption will cause least inconvenience to operations of VAMC Detroit. Interruption time approved by VAMC Detroit may occur at other than Contractor s normal working hours. (7) Major interruptions of any system must be requested, in writing, at least fifteen calendar days prior to the desired time and shall be performed as directed by the COR. (8) In case of a contract construction emergency, service will be interrupted on approval of COR. Such approval shall be confirmed in writing as soon as practical. i. Abandoned Lines: (1) All service lines such as wires, cables, conduits, ducts, pipes and the like, and their hangers or supports, which are to be abandoned but are not required to be entirely removed, shall be sealed, capped or plugged. (2) The lines shall not be capped in finished areas, but shall be removed and sealed, capped or plugged in ceilings, within furred spaces, in unfinished areas, or within walls or partitions; so that they are completely behind the finished surfaces. j. To minimize interference of construction activities with flow of VAMC Detroit traffic, comply with the following: (1) Keep roads, walks and entrances to grounds, to parking and to occupied areas of buildings clear of construction materials, debris and standing construction equipment and vehicles. (2) Coordinate the work for this contract with other construction operations as directed by COR. This includes the scheduling of traffic and the use of roadways, as specified in Paragraph 35 entitled, Use of Roadways . 33. Restoration: a. Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Except as otherwise shown or specified, do not cut, alter or remove any structural work, and do not disturb any ducts, plumbing, steam, gas, or electric work without approval of the COR. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original existing construction, except as otherwise shown or specified. b. Upon completion of contract, deliver work complete and undamaged. Existing work (walls, ceilings, partitions, floors, mechanical and electrical work, lawns, paving, roads, walks, etc.) disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. c. At Contractor s own expense, Contractor shall immediately restore to service and repair any damage caused by Contractor s workmen to existing piping and conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone) which are indicated on drawings and which are not scheduled for discontinuance or abandonment. d. Expense of repairs to such utilities and systems not shown on drawings or locations of which are unknown will be covered by adjustment to contract time and price in accordance with clause entitled CHANGES (FAR 52.243 4 and VAAR 852.236 88). 34. Use of Roadways: For hauling, use only established public roads and roads on VAMC Detroit property and when authorized by the COR. Contractor s employees shall park their personal/company vehicles in the parking deck (second level and above) or on public street. Contractor s employees must purchase a parking pass from VAMC Detroit s Police Unit, at a cost of $15.00 per month. Parking deck has a clearance of 7 -2 . Parking of vehicles in loading dock area is prohibited. 35. Temporary Use of Service Elevators: The use of service elevators for handling building materials and Contractor s personnel will be permitted, subject to the following provisions: a. Contractor makes all arrangements with the COR for use of service elevators. Personnel for operating service elevators will not be provided by VAMC Detroit. b. Contractor covers and provides maximum protection of following elevator components: (1) Entrance jambs, heads soffits and threshold plates. (2) Entrance columns, canopy, return panels and inside surfaces of car enclosure walls. (3) Finish flooring. 36. Tests: a. Pre test electrical equipment and systems and make corrections required for proper operation of such systems before requesting final tests. Final test shall not be conducted unless pre tested. b. Conduct final tests required in various sections of specifications in presence of an authorized representative of the Contracting Officer. Contractor shall furnish all labor, materials, equipment, instruments, and forms, to conduct and record such tests. c. Electrical systems shall be balanced, controlled and coordinated. A system is defined as the entire complex which must be coordinated to work together during normal operation to produce results for which the system is designed. For example, air conditioning supply air is only one part of entire system which provides comfort conditions for a building. Other related components are return air, exhaust air, steam, chilled water, refrigerant, hot water, controls and electricity, etc. d. All related components as defined above shall be functioning when any system component is tested. Tests shall be completed within a reasonably short period of time during which operating and environmental conditions remain reasonably constant. e. Individual test results of any component, where required, shall only be accepted when submitted with the test results of related components and of the entire system. 37. Relocated Equipment and Items: a. Contractor shall disconnect, dismantle as necessary, remove and reinstall in new location, all existing equipment and items otherwise indicated to be relocated by the Contractor. b. Perform relocation of such equipment or items at such times and in such a manner as directed by the COR. c. Suitably cap existing service lines, such as steam, condensate return, water, drain, gas, air, vacuum and/or electrical, whenever such lines are disconnected from equipment to be relocated. Remove abandoned lines in finished areas and cap as specified. d. Provide all electrical service connections, fittings, fastenings and any other materials necessary for assembly and installation of replacement equipment; and leave such equipment in proper operating condition. e. Contractor shall employ services of an installation engineer, who is an authorized representative of the manufacturer of this equipment to supervise assembly and installation of existing equipment, required to be relocated. f. All service lines such as noted above for relocated equipment shall be in place at point of relocation ready for use before any existing equipment is disconnected. Make relocated existing equipment ready for operation or use immediately after reinstallation. g. Return all removed existing hardware to VAMC Detroit. 38. Training: An allotment of 20 hours of Annual on-site training shall be provided to train selected employees of VAMC Detroit in the use of all internal and external controls of all passenger and service elevators, as well as entrapment procedures in case of extreme emergency to free individuals requiring immediate extraction. - End of Scope of Work -
 

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