This is a service / maintenance or supply contract in East Northport, New York. Contact the soliciting agency for additional information.

Sources Sought Notice Sources Sought Notice Page 3 of 12 Sources Sought Notice DESCRIPTION Sources Sought - 36C24224Q0137 Northport VAMC Elevator Maintenance and Service Page 1 of The Department of Veterans Affairs Network Contracting Office 2 is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Elevator Maintenance and Repair at the Northport VA Medical Center, 79 Middleville Rd, Northport NY, 11768. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 238290. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. BACKGROUND: The Department of Veterans Affairs, Northport VA Medical Center in Northport, NY (VAMC) maintains and operates six (22) Elevator Systems. The vertical transportation systems consist of (12) GEARED TRACTION devices and (10) HYDRAULIC devices for a total of (22) devices. Attachment A outlines all vertical transportation systems at the Northport VA Medical Center. It should be noted that one Vertical Transportation System in Building 11 will be changed during this contract period as it is under design for getting replaced. The elevator will be replaced prior to the end of this contract. The serial number for the control on both Freight Elevators 4 and 5 will change during the base year of the contract also. B. SCOPE OF SERVICES: The contractor shall furnish repairs and maintenance services on all twenty (20) passenger elevators and two (2) freight elevators identified in Attachment A, Schedule of Elevators. All elevator mechanics are required to be National Elevator Industry Education Program (NEIEP) certified mechanics. The contractor shall provide certificates of the NEIEP completion. The Contractor shall furnish all material, labor, lubricants, hydraulic fluids, supervision, tools, shipping, travel, and equipment necessary to provide full maintenance services, including all adjustments, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety, and efficiency) as originally specified by the equipment manufacturer as modified thereafter. All adjustments, repairs, and modifications, must conform to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent: ASME A17.1 Safety Code for Elevators and Escalators, latest edition ASME A17.2 Inspectors Manual for Elevators and Escalators, latest edition ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition ANSI/NFPA 70 National Electric Code, latest edition Manufacturer s requirements and specifications on inspection, maintenance, and operation of each elevator model. Contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems. The contractor shall complete all preventative maintenance documentation as provided by the Northport VA Engineering team. Contractor is responsible to prepare, update, and post a Maintenance Status Checklist in each elevator machine room in a conspicuous location. The Checklist shall be kept up to date at all times, and shall include status of work performed, including but not limited to a schedule of manufacturer-recommended frequency of individual component inspections (weekly, annually, etc.). Entries shall indicate the status or maintenance activities, shall be initialed by the Contractor s employee performing the work, and shall be kept up to date at all times. Checklist format shall be approved in advance of use by the COR. All safety inspections and testing shall be performed by the Contractor, as a coordinated effort with an Elevator Inspector contracted by the government. The elevator maintenance contractor is required to furnish the tools and labor to perform the semi-annual and annual no-load tests. The inspection contractor will witness and certify the inspections. Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 LATEST EDITION AND ANSI/ASME A17.2 LATEST EDITION. Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc. The contractor shall install oil coolers for both Building 10 and Building 6 Elevators. Equipment selection to be consistent with Building 8 cooler and specifications to be provided to the COR prior to purchasing. Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Medical Center. All elevators provided with firefighters 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 A17.1 Code. A written record of findings on the operation shall be made by the Contractor and kept on the premises of said operation. Testing shall be done on weekend, holidays or the hours before 6:30 AM or after 6:30 PM, at no additional cost to the Medical Center. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR. An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services. Contractor shall have all maintenance tickets signed by the COR. The following performance levels shall be maintained at all times: Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. Leveling accuracy shall be maintained at all times. Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands at each floor. Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times. 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 this COR. 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. The Contractor shall furnish all labor and supplies, parts and materials necessary to regularly and systematically clean, examine, adjust, lubricate as required and if conditions warrant, repair or replace at no additional cost, as follows: Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake. pulley, brake coil, brake contact, brake linings and component parts. Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical and electrical driving equipment. Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws. Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight guide shoes including rollers or gibs. Hoist way door interlocks, hoist way door hangers, bottom door guides and auxiliary door closing devices. Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoes including gibs and rollers. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices. Cab Lighting Where applicable to hydraulic elevators include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gages and tanks. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. The Contractor shall also: Contractor shall provide tools and labor to perform in assistance with Elevator Inspector all safety devices and governors for the semi-annual and annual no-load tests and in addition shall furnish weights to perform in assistance to Elevator Inspector contracted by the Government the 5-year load and safety test which consists of a full load, full speed test of safety mechanism, overhead speed governors, car and counterweight buffers. If required, the governor will be calibrated and sealed for proper tripping speed. 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. Keep car emergency light units in an operable condition at all times, test special emergency (fireman s service) service and emergency power circuits, where provided in accordance with Code requirements. Furnish lubricants specified to the various lubrication needs. Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each machine room for the performance of routine preventative maintenance. Maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams are not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center. The Contractor shall maintain a full, legible service log in each machine room and a complete, orderly chronological file including drawings, complete part lists, and copies of all service reports. The log shall list the date and time of all maintenance service performed. Each trouble call shall be fully described, including the nature of the call necessary service performed and any parts replaced. Service file shall be made available for inspection upon request, and a copy of the complete file furnished to VAMC during the first week of the last month of the normal contract term. The Contractor shall maintain a separate maintenance record on each elevator. The maintenance record shall be kept in the elevator equipment room and shall be readily available for inspection by the COR or designee. The maintenance record is the property of the government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information: Date. Nature of work (i.e., PMI or call back). Description of work performed (contractor should be brief and concise). Any indication of problems experienced. Initial or signature of mechanics performing work. The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures: Upon arrival at the station, the Contractor shall check in with the Electrical Shop Supervisor or his designee so that the VAMC will be aware of the Contractor s presence at the facility at all times. Upon each departure, Contractor will serve notice of disposition of work to the COR or designee. In addition, the contractor shall furnish the Electrical Shop Supervisor or his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information: Name and address of contractor Name of contractor employee(s) performing the work Date(s) work performed, and hours spent, including time of arrival and departure. Brief description of work performed, including PMI s and identification of equipment worked on. Whether the services are billable or non-billable. Signature of contractor s employee(s) and signature of Electrical Shop Supervisor or designee. If the report is not submitted, it will indicate that no inspection or maintenance was performed, and payment may be withheld and/or delayed. Periodically clean hoist way including all equipment located in or moving through the hoist way, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers. Clean and paint as needed machine room floors. No maintenance for card reader system in contract. No device shall be acceptable that will not give full satisfaction without excessive maintenance and attention. If it becomes evident during guarantee period that device is not functioning properly or in accordance with manufacturers or specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, device shall be removed and new device meeting all requirements shall be installed as part of work until satisfactory operation of installation is obtained. Period of guarantee shall start a new for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees. Contractor shall furnish and install new LVT similar to Passenger Elevator 1 in the building 12 Elevator Cab. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR. The Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to, the elevator, which the Contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the COR and the Contractor. C. Emergency Services: Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR. A maximum of 240 hours with a rate as per the price schedule will be used for any emergency response. Any additional hours after the 240 need to be approved through a modification by the Contracting Officer. After work is completed, a report/work ticket must be generated within 24 hours of the next business day. The Contractor shall provide callback services for each elevator as follows: Callback service is defined as requests for each individual elevator, either during or after normal working hours, to correct any elevator problem or condition, which needs attention. Callbacks during normal working hours consists of responding to VAMC to each individual elevator service call and take corrective action at the site within 1 hour for passenger entrapments, 2 hours for all other service calls. 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. The Contractor shall have service ticket on each service call signed by COR or designee. Service ticket shall identify the respective piece of equipment, description of problem, description of corrective measures taken, and date and time unit were returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR. Failure to do so will result in non-payment for extra charge work. Emergency service or repairs authorized by the COR, which occur after the normal hours of operation, shall be accomplished at the overtime-hourly rates specified in the pricing schedule. The Medical Center will be responsible for premium portion of the overtime rate only. All overtime service calls shall be handled by one mechanic only unless approved in advance by the COR. If regular timework must be carried over and the Contractor wishes to continue to work beyond the Medical Center s normal hours of operation, authorization for overtime work must be obtained from the COR before proceeding. Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. Contractor shall notify the COR or designee by telephone or in person after completion of each regular time service call and sign in and out at the Boiler Plant (Building 203) on overtime calls. Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the COR. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR. The Contractor shall comply with the following procedures when an elevator is removed from service for any reason: Notify Facilities Management Service, Electrical Shop Supervisor, either by phone (631-261-4400 x 5938), or in person, before removing elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service when placing the elevator back in service. Contractor s employees shall turn in Elevator Report Forms, which will furnish the information to the Electrical Shop Supervisor, Facilities Management Service. D. INSPECTION: Periodic inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators (Latest Edition) will be performed under separate contract in accordance with existing Northport VAMC Policy. Upon completion of a routine inspection, the Contractor will be furnished with an inspection report listing deficiencies for which he is responsible to repair within 30 days. Items marked emergency should be corrected immediately. Under no circumstances, will the Contractor allow reported deficiencies to go uncorrected beyond the contract period. The Contractor shall provide all labor and material to perform work in accordance with ASME A17.1, ASME A17.2, ASME A17.3, and ANSI/NPA 70 standards for annual, 6 months, and five-year (traction only) tests. The Contractor shall perform tests at the date and time specified by the VAMC. Inspection of work shall be conducted by an independent inspector contracted by the VAMC. Maintenance contractor performs actual test. E. TESTING: The following services will be performed at intervals specified in the American National Standard Safety Code for Elevators. The maintenance Contractor will furnish personnel to perform the 1 (one) year, and the 5 (five) year safety load test, (including weights), at no additional cost to the Medical Center. Scheduling of all tests will be handled through the COR. A Medical Center s Contractor, authorized by the Northport VAMC, will witness all tests for the Medical Center, Northport VAMC personnel, as required, and will be available for the tests. The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection. The yearly car safeties, governor and oil buffer tests and inspections shall be complied with as per A17.1 and this specification, in the presence of the COR and his/her representative. The five-(5) year safety and buffer tests as required by the American National Standard Safety Code for Elevators and Dumbwaiters, (A17.1 and A17.2) are to be performed by the Contractor. 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 all defects found within thirty (30) calendar days. The Contractor shall notify the COR in writing that the deficiencies have been corrected and that re-inspection can be made. The inspectors used by the Medical Center on this contract may or may not work for the Medical Center. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR. 5-year load test to be scheduled as shown on Attachment A. F. SCHEDULED MAINTENANCE REQUIREMENTS 1. The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time. Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment. A minimum of one (1) hour/week/traction elevator and one (1) hour/month/hydraulic will be spent on the regular routine maintenance examination. PMIs are to be performed during administrative hours on the same day of each week. The contractor shall perform weekly PMIs on Fridays of each week and shall continue on Mondays of the following week. If the day falls on a holiday the contractor shall perform the required PMIs on the next business day following the holiday. The contractor shall notify the Electrical Shop Supervisor if he/she intends on changing the PMI day or if he/she cannot perform the PMI ON schedule. PMIs should ensure a safe and efficient level of operation, and all work relative to cleaning, lubricating, adjustment or part replacement of equipment that is necessary for the desired level of operation shall be performed by the Contractor. Each contract year, all items which rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. Any PMI required by the Equipment Manufacturer, and/or applicable laws, regulations, rules, ordinances, codes, etc., but not specifically identified by the Government, shall be performed by the Contractor at no additional cost to the Government. In addition, the contractor shall perform the following preventive maintenance and all necessary cleaning, lubricating, and adjusting pursuant to such maintenance at the frequencies identified. Frequencies shall be modified if deemed necessary by the COR or designee. The Contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, HOISTWAY crawl spaces, elevator machine rooms, etc. This shall exclude all lights inside the elevator cabs. The Contractor shall during regular PMI visits retrieve any objects such as key, wallets, glasses, etc. dropped in elevator pit by occupants of the building. Such objects shall be turned over to VA Police personnel. The Contractor must maintain the efficiency, safety and speeds specified in the contract or as designated by the manufacturer of the elevators at all times; including acceleration, retardation, contact speed in feet per minute, with or without full load, floor to floor time and door opening and closing time. G. UNSCHEDULED MAINTENANCE REQUIREMENTS Any deficiencies identified during PM inspections shall be repaired within 4 hours. If a repair is expected to take longer than 4 hours, the Contractor shall coordinate the repair with the COR. The Contracting Officer's Representative (COR) will approve parts purchases for repairs prior to its purchase or installation. There must be written approval from the COR before ordering the parts. The COR reserves the right to require the contractor to provide quotes from at least three (3) different vendors to compare the contractor's price on parts over $500, to ensure the price being paid is fair and reasonable. If damage is caused by Contactor negligence, the Contractor shall be liable for the full cost of the repair, any other provisions notwithstanding. It is expected that repairs will normally be accomplished by Contractor personnel as part of the Basic Services portion of this PWS. However, the Government recognizes that occasionally there are certain repairs that require specialized skills outside the skill sets of the Contractor s on-site personnel. If the Contractor believes that a repair is of such a nature that a specialty subcontractor is required to properly complete the repair, the Contractor shall provide advance written justification for approval by the CO or his/her designee prior to work performance. The Contractor shall not use subcontractors to perform non-reimbursable repairs unnecessarily or with the intent of driving up the cost so the Government shall cover part of it. If approved, the cost of the subcontractor will be treated as a repair part and material cost for the purposes of calculating the service request threshold. The subcontractor's cost shall be appropriate and approved in advance by the CO or his/her designee. All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during the course of this contract shall be of comparable or higher quality. Energy-consuming items shall be the most efficient in their class. The Contractor shall stock commonly used items and have a network of suppliers that will deliver ordered items without any delay. Any replacement parts shall be of premium efficiency and reflect the appropriate size. Parts shall be replaced in accordance with in accordance with National Electrical Code (NEC) and National Fire Prevention Association (NFPA) 110 Guidelines. A budgetary number of $100,000 shall be used for all unscheduled maintenance as it is not practical to anticipate all required parts needed for repair or replacement. Any additional funds to be awarded through a modification by the contracting officer for any unscheduled repairs. H. REQUIREMENTS: The Contractor shall provide an additional qualified journeyman mechanic at the Medical Center from 8:00 a.m. to 4:30 p.m. if normal maintenance requires two journeymen to accomplish the maintenance schedule and assist in repairs, inspections and adjustments. Qualifications of Elevator Mechanics: All maintenance personnel directly engaged in the work to be accomplished under the contract shall possess, prior to their employment in a journeyman mechanic s capacity on this contract, at least 10 (ten) years of recent (within the last 12 years) experience in the operations and maintenance of the kind of elevators to be maintained under this contract. The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms. The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas. Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended. The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, confined space entry, universal precautions, NFPA 70-E, arch flash, etc.) required to perform the work. Training on required safety programs and the proper use of PPE s shall be provided, and documentation maintained by the contractor. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit. The Contractor shall be notified of any non-compliance with the pervious provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. If, in the opinion of the Safety Officer or designee the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards. The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information: Safety program/procedures are required to be followed by the contractor s personnel in the performance of their duties and when such procedures are required. Listing of personal protective equipment(s) required to be utilized by the contractor s personnel in the performance of their duties. Also, when equipment will be required. Material Safety Data Sheet (MSDS S) for any chemical(s) utilized by the contractor in the performance of this contract. Contractor shall submit a written report to the VAMC within five work (5) days of any incident. of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident. The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date. Contractor shall use firefighters service test log for monthly and yearly log, starting October to September. Contractor shall use elevator report where there is a passenger trap incident, or safety incident. Elevator failure of more than 8 (eight) hours of downtime. Stating date when parts are available and expected time of repair, tested and back useful service. The Contractor shall immediately notify the contracting office and contracting officer s representative (in writing) of the existence of the development of any defects in, or repairs required to the elevators which the contractor considers he is not responsible for under the terms of the contract and shall furnish him a written estimate of the cost to make necessary repairs. The contracting officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs. The Government reserves the right to perform emergency repairs to any elevator which is disabled if, in the Government s opinion, it jeopardizes patient or employee safety. The Contractor shall ensure that the elevator pits(s) and elevator machine room(s) are kept clean and free from dirt and debris. Contractor shall clean and vacuum all HOISTWAY(s), pit(s) and machine rooms once a month to remove dust and debris accumulation. Contractor shall have use of station telephones to make business calls related to Medical Center s equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones. The Contractor shall furnish all parts, materials, labor and transportation necessary and incident to providing full Preventative Maintenance Service of elevators/vertical transport equipment specified in Schedule of Elevators (Attachment A). The contract shall be for one (1) year from date of award with four (4) one-year options renewals. Contractor shall provide hourly labor rates for general and emergency elevator repairs/services that are caused by negligence, misuse and/or vandalism and not covered under the Scheduled Preventative Maintenance Services. Hourly rates shall include all travel to and from the VA Medical Center. The Contractor accepts as is existing condition of equipment and government furnished parts covered under this full-service agreement at time of contract award. Equipment deficiencies not meeting manufacturer s operational standards shall be corrected by the Contractor at no additional cost to the Government. All work under this contract shall be performed by a Local Union No. 1 Type A Certified Foreman Status Elevator Mechanic with 10 to 15 years experience. Elevator Mechanic Helpers or Probationary Helpers will be allowed to assist in maintaining specified equipment only in the presence of a Local Union No. 1 Type A Certified Foreman Status Elevator Mechanic. Helpers will only be allowed to work themselves if performing lubrication or cleaning service. This is on top of the NEIEP certification as described in the scope of services section of this statement of work. H. WORKING BUSINESS HOUR: All services will be performed during normal business hours unless proper alternate arrangements have been coordinated beforehand with the COR to minimize disruptions to the facility. Working hours will be Monday to Friday from 08:00 AM EST to 4:30 PM EST excluding Federal Holidays. Federal Holidays which are observed by the federal government are annotated below. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. F. PERIOD OF PERFORMANCE: Base Year: 05/01/2024 to 04/30/2025 Year 1: 05/01/2025 to 04/30/2026 Year 2: 05/01/2026 to 04/30/2027 Year 3: 05/01/2027 to 04/30/2028 Year 4: 05/01/2028 to 04/30/2029 G. PLACE OF PERFORMANCE: The work shall be performed at the Northport VAMC: Department of Veterans Affairs Northport VA Medical Center 79 Middleville Road. Northport, NY 11768 The Method of Contractor Selection has not been determined at this Time.