H936--Annual Elevator Inspections

Sources Sought Notice (SSN) Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 16 (NCO16) This SSN is for market research and planning purposes only and shall not be considered an Invitation for Bid (IFB), Request for Task Execution Plan, Request for Quotation (RFQ), or a Request for Proposal (RFP). Additionally, there is no obligation on the part of the Government to acquire any products or services described in this SSN. Your response to this SSN will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this SSN. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted, or competition-sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this SSN. The North American Industry Classification System (NAICS) for this requirement is 238290 with a size standard of $22.0 Million and Product Service Code (PSC) of H330. Please note that this is a draft Statement of Work. DRAFT STATEMENT OF WORK (SOW) Elevator Inspection Elevator safety inspections for all traction and hydraulic elevators located at Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock and North Little Rock, AR. The elevator maintenance contractor under contract with the CAVHS at the specific building location will be present and assist in the inspection and testing. The elevator maintenance contractor will provide the necessary expertise, manpower, test weights, gauges, dynamometers, etc., to perform the various inspections and tests required by code. The elevator inspector shall provide door pressure gauges, stopwatches, calipers, flashlights, and other small hand tools necessary to conduct inspections. Central Arkansas Veterans Healthcare System (CAVHS) 4300 West 7th Street, Little Rock, AR Passenger Cab Elevators Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 1 P-1 1 4,000 1984 500 8 Power Doors 2 P-2 1 4,000 1984 500 8 Power Doors 3 P-3 1 4,000 1984 500 8 Power Doors 4 P-4 1 4,000 1984 500 8 Power Doors 5 P-5 1 4,000 1984 500 8 Power Doors 6 S-1 1 5,000 1984 500 8 Power Doors 7 S-2 1 5,000 1984 500 8 Power Doors 8 S-3 1 5,000 1984 500 8 Power Doors 9 S-4 1 5,000 1984 500 8 Power Doors 10 S-5 1 5,000 1984 500 8 Power Doors 17 VA-UAMS 1 4,500 1984 150 1 Power Doors Central Arkansas Veterans Healthcare System (CAVHS) 4300 West 7th Street, Little Rock, AR Cart Lift Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 11 Cartlift-1 1 300 1984 300 8 Manual Doors 12 Cartlift-2 1 300 1984 200 8 Manual Doors 13 Cartlift-3 1 300 1984 300 8 Manual Doors 14 Cartlift-4 1 300 1984 200 8 Manual Doors Central Arkansas Veterans Healthcare System (CAVHS) 4300 West 7th Street, Little Rock, AR Dumbwaiter Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 15 DW-1 1 300 1984 200 8 Manual Doors 16 DW-2 1 300 1984 200 8 Manual Doors Central Arkansas Veterans Healthcare System (CAVHS) 4300 West 7th Street, Little Rock, AR Passenger Hydraulic Elevator Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 18 MICU/1F 1 5,000 2003 100 1 Power Doors Central Arkansas Veterans Healthcare System (CAVHS) 2200 Fort Roots Drive, North Little Rock, AR Passenger Cab Elevators Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 1 Bldg 58 1 3,500 1965 200 3 Power Doors 2 Bldg 65 1 3,500 1990 200 3 Power Doors 4 Bldg 66 1 3,500 1968 200 3 Power Doors 6 Bldg 68 1 3,500 Unknown 200 3 Power Doors 9 Bldg 111 1 3,500 1966 100 3 Power Doors 11 Bldg 170 1 3,500 1982 350 4 Power Doors 12 Bldg 170 1 4,000 1982 350 4 Power Doors 13 Bldg 170 1 4,000 1982 350 4 Power Doors 14 Bldg 170 1 4,000 1982 350 4 Power Doors 15 Bldg 170 1 4,000 1982 350 4 Power Doors 16 Bldg 170 1 5,000 1982 350 4 Power Doors 17 Bldg 170 1 5,000 1982 350 4 Power Doors 18 Bldg 170 1 5,000 1982 350 4 Power Doors 19 Bldg 170 1 5,000 1982 350 4 Power Doors 20 Bldg 170 1 5,000 1982 100 4 Power Doors 21 Bldg 170 1 5,000 1982 350 4 Power Doors Central Arkansas Veterans Healthcare System (CAVHS) 2200 Fort Roots Drive, North Little Rock, AR Passenger Hydraulic Elevators Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 3 Bldg 65 1 4,000 Unknown 150 3 Power Doors 5 Bldg 66 1 4,000 Unknown 125 3 Power Doors 8 Bldg 103 1 2,500 1989 125 3 Power Doors 22 Bldg 170 1 5,000 1982 350 4 Power Doors 24 Bldg 190 1 2,500 1994 125 3 Power Doors 25 Bldg 190 1 2,500 2011 100 3 Power Doors 27 Bldg 89 1 2,000 2002 100 2 Power Doors 28 Bldg 193 1 3,000 2014 100 2 Power Doors 29 Bldg 102 1 3,000 2016 100 1 Power Doors Central Arkansas Veterans Healthcare System (CAVHS) 2200 Fort Roots Drive, North Little Rock, AR Freight Hydraulic Elevators Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 7 Bldg 76 1 2,500 1980 30 1 Power Doors 10 Bldg 159 1 6,000 1969 50 1 Power Doors 23 Bldg 182 1 10,000 1982 50 1 Power Doors 26 Bldg 7 1 1,200 1965 Unknown 3 Manual Doors Central Arkansas Veterans Healthcare System (CAVHS) 2200 Fort Roots Drive, North Little Rock, AR Wheelchair Lift Sys ID Location # of Doors Capacity (lbs) Year Installed Speed (FPM) # of Floors Type 30 Bldg 33 HR 1 500 1986 3 N/A Manual Doors All safety inspections shall be made in accordance with the latest revised edition of the American Society of Mechanical Engineers (ASME) Safety Code for Elevators and Escalators manual A17.1 Section X, A17.2, A17.3, A17.4, A17.5, A18.1 most recent edition the most current publication will be used at all times. WORK HOURS AND SCHEDULING ARRANGEMENTS Annual safety test will be made during the contract period of performance on the proposal schedule for elevators/dumbwaiters at each CAVHS Medical Center for the base period and four (4) twelve (12) month renewal option periods. All elevators will require inspections, including but not limited to annual no-load, slow-speed safety tests of car safeties, governors, and buffers; Annual Firefighter s Service operation tests, annual standby power operation tests, battery pack lowering and car emergency lighting, pressure relief valve tests, and 5-year full load, full speed tests of car safeties. Inspections shall be conducted in accordance with ASME A17.1 Safety Code for Elevators and Escalators and shall be based on the code edition in effect at the time when elevators were installed or modernized. All inspections shall be coordinated with the CAVHS s Facilities Manager and/or Contracting Officers Representative (COR). The inspector shall also coordinate inspections and inspection time frames with the appropriate elevator maintenance contractor currently under contract with the VA. The COR at the medical center shall accompany the contractor as an observer during the entire time of each inspection. The VA Medical Center s COR shall be notified in writing no less than 15 calendar days prior to the scheduled inspection. Upon arrival to perform inspection, all service contract personnel must check in and out before providing services. Location for checking in and out during normal business hours will be indicated at the time of award. Service tickets must be signed and dated, indicating work complete or incomplete. The inspector shall not proceed to the inspection site until the schedule has been agreed upon and coordinated with all parties involved in the scheduling process. All work shall be performed during regular working hours of the elevator trade, Monday through Friday, 7:00 AM to 3:30 PM, excluding government holidays. Inspection that may severely impact elevator service, or incapacitate a bank of elevators, shall be performed after normal working hours, i.e., firefighters' service, emergency control systems, etc. All work performed outside of regular working hours shall be approved in advance by the COR. Work will not be scheduled or performed on federal holidays. The Federal Holidays, which are observed by the federal government, are annotated below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). Should after-hour inspections be required, the Government will pay the difference between the straight time hourly labor rate and the overtime rate as established on the pricing schedule. Overtime work shall receive prior approval from the COR. Overtime hours will be computed between the hours of 3:29 PM and 6:59 AM, Monday through Friday. Weekend work will be paid at the full overtime rate as established on the proposal Schedule. The full overtime rate will apply for work performed during the following National holidays: Labor Day, Christmas, New Year's, Thanksgiving, Memorial Day, and Independence Day. Inspections performed during other Government holidays will be paid at the straight-time hourly rate. Inspections that require a return visit to the work site due to unforeseen problems that cause a delay in the inspection process shall be addressed to the Contracting Officer and COR on a case-by-case basis. The contractor may be reimbursed for additional time spent on the job site; however, the cost for additional man-hours shall be negotiated with the Contracting Officer before starting work. Reimbursement shall be based on the price per man-hour for inspection time as reflected in the price proposal schedule. SCOPE The vendor shall provide all inspection, engineering, management, supervision, manpower, materials, supplies, equipment, travel and all costs to and from, to plan, schedule, coordinate and assure effective performance of all inspection services for the elevators and other vertical transport equipment. Any changes to this contract shall be reflected in a written modification to this contract, signed by the contractor and the Contracting Officer. The contractor in question must be certified by the Elevator Safety Division at Arkansas Department of Labor and Licensing. The contractor shall furnish all qualified/certified personnel, materials, equipment, and services to include lodging, travel, and meals necessary to perform the following scope of work. The contractor will witness annual safety tests and five-year load tests on electric and three-year pressure tests on hydraulic elevators and dumbwaiters. These specifications cover the annual inspections of electric or hydraulic elevators and dumbwaiters, the annual tests of governor and safety devices, on all facility elevators and dumbwaiters during the period indicated in the proposal schedule for the base year period and a total of four (4) renewal option periods. Inspections and documentation shall be in accordance with the American National Standard Safety Code (ANSI), NFPA 70 National Electric Code and the American Society of Mechanical Engineers (ASME) Safety Code for Elevators and Escalators manual A17.1 Section X, A17.2, A17.3, A17.4, A17.5, A18.1 most recent edition the most current publication will be used at all times. At a minimum, the inspector shall maintain a library of the following publications applicable to the type of inspection being conducted: ASME A17.1, Safety Code for Elevators and Escalators ASME A17.5, Elevator and Escalator Electrical Equipment. ASME A17.2, Inspector s Guide for Inspection of Elevators, Escalators and Moving Walks. ASME A17.3, Safety Code for Existing Elevators and Escalators. A17.1 Handbook Safety Code for Elevators and Escalators. NFPA 70 (National Electric Code) Applicable IBC and NFPA code books. ASME A18.1, Safety Standard for Platform Lifts and Stairway Chairlifts. It is the responsibility of the inspector to determine if the equipment is in a safe operating condition, that it has not been altered except in conformity to the applicable codes or regulations, and that each elevator will perform in accordance with all applicable inspection requirements. ANNUAL SAFETY INSPECTION An annual safety inspection will be performed on elevators/dumbwaiters. Safeties shall be subjected to an annual running test per the recommended guidelines as indicated by ANSI/ASME A17.1. The slowest operating speed, at no load test required for annual test as indicated in the Safety test instructions on VISN 15 Report of Test of Elevator Governor and Safety Devices (see Attachment A) The elevator maintenance company is required to furnish the tools and labor to perform the annual no-load tests. The inspection contractor will witness and certify the inspection. Phase I Lobby Key Switch (maintenance and fire service personnel system verification checks) recall by use of the key switch, and a minimum of one-floor operation on Phase II Service check should be accomplished during the annual safety check. Inspections are to be made in accordance with the American National Standard Safety Code for Elevators and Escalators manual, ANSI/ASME A17.1 Section X, latest edition. Elevators are to be run at a slow speed. FIVE (5) YEAR SAFETY TEST/THREE (3) YEAR PRESSURE A five-year safety test will be performed on the elevators and dumbwaiters listed. Safeties shall be subjected to the ASME testing standards for car and counterweights, safeties, governors, and oil buffers. All work is to be performed in accordance with Rule 1002.3, 5-year inspection test requirements, ASME A17.1, latest edition. At a minimum, elevators/dumbwaiters at all stations should have the following inspection points covered in accordance with ASME A17.1 Section X, plus A17.2 for the full load tests: Test the car safety devices and overspeed governor with 100% contract load at speed. Test the car brake and emergency power operation with 125% contract load. Testing and calibration of the overspeed governor jaw and overspeed switch tripping speeds. Attach metal test tags. Seal and tag all safety devices and oil buffers. Test the oil buffers in the following manner: running onto the car buffers with contract load at inspection speed. running onto the counterweight buffers with the car empty running at inspection speed in the up direction. Test terminal, normal and emergency limits. Test leveling zone and leveling speeds with contract load. Test the door pressure and kinetic energy. Test the governor pull-through tension. Record the following: capacity, speed empty up and down, speed loaded up and down, safety jaw tripping speed, overspeed governor tripping speed, safety slide on the rails, governor pull through, governor plate speed, car level after test, buffer return time, complete firefighters service check as applicable, and safety rope pull out as applicable. Perform all inspections and tests in strict accordance with ANSI/ASME A17.1, Section X plus A 17.2. List code violations observed during tests. A five-year load test is required based on DIV II - 210.2. Testing requires 50 lb. test weights. The elevator maintenance company is required to furnish weights, tools, and labor to perform the five-year full load test. The elevator inspection contractor will witness and certify the inspection. The contractor will perform a three-year pressure test on all hydraulic elevators IAW ASME A17.1 latest edition. WORKMANSHIP All inspections shall be conducted professionally and thoroughly. All inspections, workmanship, or equipment shall be subject to re-inspection, examination, and test by Government inspectors at all times during the course of the work and at all places where such work is being conducted. The Government shall have the right to reject defective inspections or reports. Rejected inspections or reports shall be satisfactorily corrected and/or replaced without additional expense to the Government. CERTIFICATE OF INSPECTION: The inspector shall, upon completion of inspection, ensure that the inspector s signature and date are entered on the Government-furnished Certificate of Elevator Inspection. Certificates for elevators are to be posted on file in the Facilities Management Office. Should the inspector, using professional judgment, believe the elevator to be unsafe at the time of inspection, he or she may, at his or her discretion, shut the elevator down until corrective action is taken. Elevator service shall not be restored until the deficiencies have been corrected and the elevator is re-inspected and found suitable for use. DELIVERABLES (INSPECTION AND TEST REPORTS) Inspector shall use the ASME Elevator Inspection Checklist as a guide for inspection purposes. 5-year full load test forms shall be provided by the inspector and approved by the COR. A separate test form and checklist shall be provided for each elevator inspected. When inspections are completed, the inspector shall compile a comprehensive narrative report with findings and recommendations, including deficiencies and recommended corrective action. Code-specific items should also be noted on the report with reference to code rules. The report shall be done professionally, typewritten, signed, and dated by the inspector. The contractor shall have the capability to distribute reports electronically via email. Reports and checklists shall be submitted within ten (10) calendar days after completion of an inspection. Safety deficiencies or any items that require immediate attention shall be reported right away to the Facilities Manager at the Medical Center or COR for corrective action. The contractor shall complete a full report upon completion of the inspection. For all items on such forms that are not applicable, the notation "NA" (not applicable) shall be made. On the reverse side of such forms, the contractor shall clearly indicate any adjustments, repairs, or replacements necessary to correct troubles encountered, shall definitively justify such recommendations, and shall furnish specifications sufficient to enable VA to purchase the materials required for such purposes (and cost estimate if available). Also, on the reverse side of the forms, the contractor shall advise whether the elevator parts have been kept clean and lubricated where necessary. SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or COR 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 representative at the site of work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contacting Officer may issue an order, stopping all or any part of the work, and hold the Contractor in default in accordance with the Default clause in this contract. QUALITY PERFORMANCE STANDARD Elevator inspectors and consultants shall meet the ASME QEI-1 standard in addition to being certified by the Elevator Safety Division at the Arkansas Department of Labor and Licensing. Inspectors and/or consultants shall also have a minimum of five (5) years of…