Z1DA--FY26 SERVICE - ELEVATOR MAINTENANCE Base Plus Two (2) Option Years Batavia VA Medical Center, Batavia, NY

Performance Work Statement (PWS)

This PWS outlines the requirements for firm-fixed-price elevator service and preventive maintenance (PM) for five hydraulic and two traction elevators at the Batavia Veterans Affairs Medical Center (VAMC).

• Comprehensive service and maintenance agreement including all parts, labor, materials, supervision, tools, and supplies.

• Contractor is responsible for all services, testing, inspections, adjustments, repairs, replacement parts, and reporting.

• Services must comply with the latest editions of various industry codes (ASME, NFPA, OSHA) and VA specific policies.

• Contractor must supply and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE).

• Contractor is responsible for the removal and disposal of all waste oil and hazardous material.

• Emergency repair services are required 24/7/365, with personnel onsite within one hour of an emergency request.

• Specific preventive maintenance tasks are detailed for both traction and hydraulic elevators, with varying frequencies (weekly, bi-weekly, monthly, quarterly, semi-annual, annual).

• Equipment covered includes passenger and freight elevators across multiple buildings, with specific details on type, manufacturer, capacity, speed, and controller.

• Elevators must be operable and available for use 90% of the VAMC’s normal working hours (scheduled maintenance time excluded).

• Contractor must correct identified deficiencies within five calendar days of written notification.

• Contractor shall develop and maintain an effective Quality Control Program (QCP).

• Base period with two (2) option years.

• Location: Batavia Veterans Affairs Medical Center (VAMC), 222 Richmond Avenue, Batavia, NY 14020.

• Work is generally performed during regular business hours (7:00 AM - 4:30 PM, Monday-Friday), excluding Federal Holidays, unless otherwise coordinated.

• Contractor employees must have access to all required codes, directives, and manuals.

• Contractor must obtain necessary NY State and Federal licenses/permits.

• Employees must be certified by IUEC and have specific experience levels.

• Proof of NFPA 70E and OSHA training is required prior to onsite work.

• Contractor employees are subject to background investigations and must wear PIV cards.

• Key control procedures must be implemented and included in the QCP.

• Invoices must be submitted electronically.

• Repairs exceeding $2,000 and requiring 32+ hours may be covered under Davis Bacon Act (DBA).

Amendment / Modification

This amendment (0001) to Solicitation 36C24226Q0331 for Elevator Maintenance at the Batavia VA Medical Center revises the original solicitation. Key changes include:

• Addition of two Medical Center Policies (MCP): MCP Number 138-15 (ELECTRICAL SAFETY PROGRAM) and MCP Number 00-190 (CONTROL OF HAZARDOUS ENERGY PROGRAM).

• COR-verified corrections to elevator details within the attached revised PWS, noted in red.

• Specific updates to the Scope of Coverage (B.3.6) and Preventative Maintenance Schedules (B.3.6.9) for both Traction and Hydraulic elevators.

• Clarifications on required tasks, including Phase I and II Firefighters Recall Tests and documentation on VA-provided forms.

• Updates to the Equipment Maintained section (B.3.7), confirming the type of Elevator (F1-B2) as Hydraulic, Hole-Less, Dual Cylinder with a 'Road Runner' controller, and specifying capacities for Elevators (P1-B3) and (P1-B4).

• Scope of Coverage (B.3.6)

• Preventative Maintenance Schedule (B.3.6.9) for Traction and Hydraulic Elevators

• Equipment Maintained (B.3.7)

• Attached revised PWS

• Addition of MCP Number 138-15 and MCP Number 00-190

This amendment does not explicitly state changes to proposal deadlines or evaluation factors, but bidders should review the updated PWS and added policies for any impact on their proposal preparation.

Policy / Procedure

This document establishes the Control of Hazardous Energy (Lockout/Tagout) Program for the VA Western New York Healthcare System (VAWNYHS). It outlines procedures to ensure that machinery, equipment, and building utility systems are properly isolated from energy sources before any construction, installation, servicing, or maintenance is performed, thereby preventing unexpected energization and potential injury.

• Covers all hazardous energy types (electrical, mechanical, pneumatic, hydraulic, chemical, thermal, etc.).

• Applies to all VAWNYHS personnel, contractors, subcontractors, and vendors involved in construction, servicing, or maintenance of building utility systems, machines, or equipment.

• Mandates the use of lockout devices on energy isolating devices. Substitution with tagout procedures is not allowed if a device can be locked.

• Outlines specific procedures for Simple Lockout and Complex Lockout.

• Details responsibilities for various roles including VA Medical Facility Director, Chief of Engineering, Supervisors, Qualified Employees, Authorized Employees, Affected Employees, and Contractors.

• Includes procedures for shift changes, forcible lockout/tagout removal, and reporting of equipment issues.

• Specifies exclusions for cord and plug connected equipment and conditions for "Hot Tap Operations."

• Complies with OSHA 29 CFR § 1910.147, § 1910.301-399, § 1926.417.

• Adheres to NFPA 70E (2024) Standard for Electrical Safety in the Workplace.

• Supports the Safety Management System (SMS) and VHA Directive 7703.

• Requires training for all employees on the purpose and function of the energy control program.

• Specific training is mandated for Qualified and Authorized Employees on recognizing hazardous energy sources, methods of isolation, and control.

• Affected employees must be instructed on the purpose and use of the energy control procedure.

• Electrical Safety Training and Electrical Lockout/Tagout Procedure Training are also required.

• Effective Date: September 10, 2024

• Recertification Date: September 1, 2029

• Rescinded Document: EM-28, dated June 2021

Policy Document

This document outlines the Medical Center Policy (MCP) for an Electrical Safety Program, designed to protect employees, contractors, and visitors from electrical hazards. It complies with OSHA regulations (29 CFR 1910, Subpart S) and NFPA 70E.

• Scope: Applies to all employees and contractors working on, near, or with premises wiring or electrical components.

• Live Electrical Work: Generally forbidden, except during emergencies with an approved Energized Electrical Work Permit.

• Responsibilities: Outlines duties for the Associate Director, Engineering Manager, Bio Medical Equipment Engineer, IT Manager, Engineering Project Section personnel, Engineering trades, Supervisors/Managers, and Employees regarding electrical safety, training, and reporting.

• Definitions: Clarifies 'Qualified Persons' (OSHA-trained) and 'Unqualified Persons'.

• De-energized Parts: Requires disconnection from energy sources before work, with specific lockout/tagout procedures.

• Energized Parts: Permits work only by qualified persons with appropriate safety practices and permits. Live electrical work is generally restricted for hazard risk levels greater than 2.

• Personal Protective Equipment (PPE): Mandates appropriate PPE, including insulated gloves, flame-retardant clothing, face shields, and hard hats, based on hazard assessments.

• Cord-and-Plug Equipment: Details inspection and handling requirements for portable equipment and flexible cords.

• Electric Power and Lighting Circuits: Specifies approved devices for opening/closing circuits and prohibits repetitive re-energizing.

• Alerting Techniques: Requires safety signs, barricades, and attendants to warn of electrical hazards.

• Minimum Approach Distances: Defines safe clearance distances for unqualified and qualified persons from energized parts.

• Qualified persons must be trained on 29 CFR 1910 Subpart S, NFPA 70E, and safe work practices.

• Training must cover distinguishing live parts, determining voltage, and understanding clearance distances.

Lists relevant codes and standards including NEC, NFPA 70E, OSHA, and VHA Directives.

Scheduled for recertification by January 2025. National policy supersedes local policy in case of contradiction.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act, providing the minimum wage and fringe benefit rates required for specific occupations on federal contracts. It serves as a mandatory attachment for solicitations and contracts subject to the Service Contract Act.

• Wage Determination Number: 1986-0364, Revision No. 48, dated 01/12/2023.
• Applicable Executive Orders: Details minimum wage requirements under Executive Order 14026 (effective Jan 30, 2022) and Executive Order 13658 (effective Jan 1, 2015 - Jan 29, 2022).
• Geographic Area: Applies to specific counties in New York State (Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans, Wyoming).
• Occupational Listing: Specifies the rate for "Elevator Repairer" as $57.37 per hour.
• Fringe Benefits: Mandates specific hourly rates for Health & Welfare ($16.075), Vacation (6% or 8% of regular hourly rate, with specific hour limitations), Holidays (minimum 8 paid holidays), Pension ($10.76), Educational Fund ($0.70), 401(k) Annuity ($9.80), and Elevator Work Preservation Fund ($1.00).
• Paid Sick Leave: Notes that Executive Order 13706 applies, requiring contractors to provide 1 hour of paid sick leave for every 30 hours worked, up to 56 hours annually.

Bidders must use these wage and fringe benefit rates to accurately calculate labor costs when preparing their proposals. Failure to comply with these requirements can lead to non-compliance and potential rejection of the bid. The specific rates and benefits listed are critical for determining the overall cost of performing the contract and ensuring fair labor practices.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for building construction projects in Genesee County, New York. It specifies the prevailing wage rates and fringe benefits that must be paid to various construction laborers and mechanics on federal or federally funded projects in that area, as required by the Davis-Bacon Act.

• General Decision Number: NY20260110 (Superseded: NY20250110)
• Effective Date: 01/02/2026
• County: Genesee County, New York
• Construction Type: Building Construction Projects (excluding single-family homes and apartments up to 4 stories).
• Listed Trades and Rates: Includes specific hourly wage and fringe benefit rates for trades such as Tile Setter, Cement Mason/Concrete Finisher, Carpenter, Electrician, Ironworker, Painter, Pipefitter, Plumber, Roofer, Bricklayer, Glazier, Installer: Metal Studs, Insulator, Laborer, Millwright, and various Operator classifications.
• Executive Orders: Notes applicability of Executive Order (EO) 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage for Federal Contractors), with specific details and links for further information.
• Union Rate Identifiers: Explains the coding system used to denote union rates, survey rates, and state-adopted rates.
• Appeals Process: Outlines the procedure for appealing wage determination decisions.

Bidders responding to federal construction opportunities in Genesee County, New York, must use these prevailing wage rates to accurately calculate labor costs for their proposals. Failure to comply with these wage requirements can lead to contract violations. The document also provides information on paid sick leave and minimum wage requirements mandated by Executive Orders.

Solicitation

This solicitation seeks offers for Elevator Maintenance services at the Batavia VA Medical Center in Batavia, NY. The contract will cover a base period with two (2) option years.

• Comprehensive service and preventive maintenance (PM) for five (5) hydraulic and two (2) traction elevators.

• Includes all parts, labor, materials, supervision, tools, and supplies.

• Compliance with numerous ASME, NFPA, OSHA, and VA codes and standards is required.

• Contractor must provide 24/7 emergency repair services with onsite personnel within one hour of request.

• Specific maintenance tasks are detailed for traction and hydraulic elevators, including weekly, bi-weekly, monthly, quarterly, semi-annual, and annual schedules.

• Contractor is responsible for supplying and installing OEM-specified parts, and for the disposal of waste oil and hazardous materials.

• Contract Type: Firm Fixed Price (FFP)

• Period of Performance: Base year (04-01-2026 to 03-31-2027) plus two option years.

• Response Date: March 12, 2026, 3:00 PM EST.

• Submission Method: Electronic quotes to julie.monaganbarnard@va.gov in two parts: Part 1 (Technical Capability and Experience), Part 2 (Price Quote).

• Evaluation Factors: Comparative evaluation based on Technical Capability, Experience, and Cost/Price.

• Site Visit: Tentatively scheduled for March 3rd at 10:30 AM. Contact Julie Monagan Barnard for details. Vendor response required by March 2nd, 2026, 11:00 AM EST to avoid cancellation.

• Questions Deadline: March 4th, 2026, 3:00 PM EST.

• Set-Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB).

• NAICS Code: 238290.

• Offerors must acknowledge receipt of amendments.

• Specific contractor qualifications include a minimum of 10 years of experience, IUEC certification for mechanics, and required OSHA/NFPA 70E training.