99--Elevator and dumbwaiter repair and maintenance

This is a sources sought notice. The Department of Veterans Affairs Northern California Health Care System (VANCHCS) is conducting market research to determine if there are a sufficient number of qualified vendors to issue a Veteran-owned set aside. In accordance with United States Code Title 38 Section 8127(d), we are seeking vendors in the following categories: (1) Service Disabled Veteran Owned Small Business (2) Veteran Owned Small Business The responses from this notice will be used to make the appropriate set aside determination. The proposed solicitation will be issued as a Request for Quotation under FAR Parts 12 and 13. The contractor shall provide inspection, full preventive maintenance and repair service on all passenger, freight, service elevators, dumbwaiters, and wheelchair lifts identified in the Schedule of Elevators for VA Northern California Health Care System (VANCHCS) located at VA Mather, Martinez, McClellan Park, and Mare Island, California. A draft of the Performance Work Statement is attached to this notice. The proposed NAICS code is 811310. The period of performance for this contract will be a base year plus two option years. No formal solicitation document exists at this time. Responses to this sources sought should be emailed to contact@example.gov on 27 July 2017 no later than 4 PM, Pacific Standard Time. DO NOT SEND ANY PROPOSALS at this time. Submitting a capability statement is welcome. DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. Performance Work Statement (PWS) VA Northern California Health Care System A. Provide inspection, full preventive maintenance and repair service on all passenger, freight, service elevators, dumbwaiters, and wheelchair lifts identified in the Schedule of Elevators for VA Northern California Health Care System (VANCHCS) located at VA Mather, Martinez, McClellan Park, and Mare Island. B. Scope of Work 1. The Contractor shall obtain all necessary licenses and/or permits required to perform the following work. 2. The Contractor shall furnish all tools, materials, labor, supervision and transportation, including lubricants, hydraulic fluids, shipping, 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 be in conformance 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. 3. Contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram all the different elevator systems at the VANCHCS. 4. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place. This check chart shall list each elevator component-showing schedule of manufacturer's recommended frequency of inspection of each component on a weekly, semi-annually, annually or other frequency. Entries shall be to indicate the status of schedule items of maintenance work performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor's employee to indicate that the work has been accomplished. Check chart shall be available for review at the Contracting. Officer's Representative (COR)'s or his designee's request and the Contractor Will physically show the CUR or his designee the completed work on request. 5. Safety tests and other tests and inspections shall be performed by the Contractor. 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. 6. Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc. 7. 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 VANCHCS. 8. After completion of the required tests, submit documentation with information as required by the NFPA / ASME to the COR or his designee. 9. 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. 10. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR or his designee. C. An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services. D. Contractor shall have all maintenance tickets signed by the COR or his designee. E. The following performance levels shall be maintained at all times: 1. Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. 2. Leveling accuracy shall be maintained at all times. 3. 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. 4. 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. 5. Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR or his designee. 6. 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 or his designee. F. 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, as follows: 1. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts. 2. Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings. 3. 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. 4. Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws. 5. 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. 6. Hoist-way door interlocks, hoist-way door hangers, bottom door guides and auxiliary door closing devices. 7. 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 and /or guide rollers including gibs and rollers. 8. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices. 9. Cab and Hoist-way Lighting 10. 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. 11. 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. G. The Contractor shall also: 1. Examine periodically all safety devices and governors and conduct an annual no load safety test and each fifth year perform 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. 2. 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. 3. 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. 4. Furnish lubricants specified to the various lubrication needs. 5. Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in machine rooms for the performance of routine preventative maintenance. 6. 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 the schematics at no cost to the VANCHCS. 7. 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 VANCHCS during the first week of the last month of the normal contract term. 8. The Contractor shall maintain a separate maintenance record on each elevator and dumbwaiter. The maintenance record shall be kept in the elevator equipment room and shall be readily available for inspection by the COR or his 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: a) Initial or call back. b) Description of work performed (contractor should be brief and concise). c) Any indication of problems experienced. Date. d) Nature of work (i.e. PM) e) Signature of mechanics performing work. 9 . The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures: a) During NORMAL HOURS: upon arrival at the station, the Contractor shall check in with the Supervisor of Maintenance & Repair or Supervisor of Maintenance & Operations or Boiler Plant Operator or Engineering office so that the VANCHCS will be aware of the Contractor's presence at the facility at all times. b) During NORMAL HOURS: upon each departure, Contractor will serve notice of disposition of work to the Boiler Plant Operator. 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: c) Date. d) Description of work performed (contractor should be brief and concise). e) Any indication of problems experienced. Date. f) Nature of work (i.e. PM g) Signature of mechanics performing work. h) During WEEKEND / OFF HOURS: upon arrival at the station, and departure of the station, the Contractor shall check in with the Boiler Plant Operators/VA Police. Contractor shall furnish the Boiler Plant Operator 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. Brief description of work performed, including PMI's and identification of equipment worked on. Signature of contractor's employee(s) and Boiler Plant Operator. If the report is not submitted it will indicate that no inspection or maintenance was performed and payment may be withheld and/or delayed. 10. Periodically clean hoist-way's including all equipment located in or moving through the hoist-way's, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers. Clean and paint as needed machine room floors. H. No maintenance for card reader system in contract. I. 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 manufacturer's 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. J. Work excluded: The following work is specifically excluded from this contract. 1. Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives or his employees. The COR or his designee must approve in advance any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval. Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost. 2. Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities. 3. Repairs or replacement of cab enclosure, hoist-way enclosures, door frames and sills, cab tile or carpet. 4. Replacement of underground hydraulic piping or hydraulic cylinder. 5. For the purpose of clarification, any item not specifically excluded shall be considered the Contractor's responsibility. 6. 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. K. Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 7:30 a.m. to 5:00 p.m., Monday through Friday, excluding Federal holidays, unless specifically instructed otherwise by the COR or his designee. 1. Emergency Callback Service shall be provided 24 hours a day, seven days per week, or as requested by the COR or his designee. L. Contractor shall provide callback services for each elevator as follows: Callback service is defined as requests for each individual elevator, either during normal or off / weekend hours, to correct any elevator problem or condition, which needs attention. Callbacks during normal or after hours or emergency callbacks consists of responding to VANCHCS 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 or his designee must be notified with an explanation of the delay. 1. The Contractor shall have call back ticket signed by Boiler Plant Operator/VA Police. Call back ticket shall identify the respective piece of equipment, description of problem, description of corrective measures taken and date and time unit was returned to regular service. Call back tickets for overtime or extra charge work must be signed and a copy left with the Boiler Plant Operator. Failure to do so will result in non-payment for extra charge work. 2. Emergency service or repairs authorized by the COR or his designee, 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 the 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 or his designee. 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 or his designee before proceeding. 3. The VANCHCS shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. 4. The Contractor shall notify the COR or his designee by telephone or in person after completion of each regular time service call and notify the Medical Center Boiler Plant Operator on off hour calls. M. 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 or his designee. N. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR or his designee. 0. The Contractor shall comply with the following procedures when an elevator is removed from service for more than 24 hours: 1. Notify COR or designee, or Engineering Office, either by phone or in person, before removing elevator from service. If work requires more than one day, daily notification will be made. Notify COR or his designee, Engineering Office, when placing the elevator back in service. Contractor's employees shall turn in Elevator Report Forms, which will furnish the information to the COR or his designee, or Engineering Service. P. The Contractor shall immediately notify the COR or his designee 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. Q. When planned work requires an elevator to be taken out of service, the Contractor is requested, when possible, to use the Federal holidays listed below. New Year Day Washington's Birthday Martin Luther King's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day R. Inspection 1. Periodic inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators (Latest Edition) will,be performed under a separate contract in accordance with existing VANCHCS 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. 2. The Contractor shall provide the labor to assist the elevator inspector in accordance with ASME A17.1, ASME A17.2, ASME A17.3, and ANSI/NFPA 70 standards for the semi- annual, annual, and five year (traction only) tests. The Contractor shall perform tests at the date and time specified by the VANCHCS. This includes after business normal business hours if elevators cannot be turned off during normal hours. Inspection of work shall be conducted by an independent inspector contracted by the VANCHCS. The Maintenance Contractor performs actual test. S. Testing 1. The following services will be performed at intervals specified in the American National Standard Safety Code for Elevators and Dumbwaiters. The maintenance Contractor will furnish personnel to perform the semi-annual, annual, and the 5 (five) year safety load test, (including weights), at no additional cost to the VANCHCS. Scheduling of all tests will be handled through the COR or his designee. The VANCHCS contracted elevator inspector, authorized by the VANCHCS, will witness all tests for the Medical Center. 2. The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection including OT hours to not interrupt patient care during normal business hours. 3. 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 or his designee. 4. 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. 5. Within six (6) months prior to the termination of this contract, a representative of the COR or his designee 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 or his designee in writing that the deficiencies have been corrected and that re-inspection can be made. 6. An outside company shall be used to perform inspections as a representative of the VANCHCS if so desired by the COR or his designee. V. 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 or his designee at any time. 2. Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment. 3. PMI's are to be performed during administrative hours on the same day of each week. The contractor shall submit, at the beginning of the contract, to the COR or his designee, the day of the week he/she intends on performing the required PMI. If the day falls on a holiday the contractor shall perform the required PMI's on the next business day following the holiday. The contractor shall notify the COR or his designee if he intends on changing the PMI day or if he cannot perfoim the PMI ON schedule. 4. PMI's 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 his designee. 5. The Contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, hoist-way, crawl spaces, elevator machine rooms, etc. This shall include all lights inside the elevator cabs. The VA will furnish light bulbs for these areas. 6. 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 lost and found. There will be no extra cost to the VA for this service. 7. 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. W. Contractor shall provide qualified journeyman mechanic as needed per division to find and correct any deficiencies. This is to be done above and beyond his/her repair time each week. Non-emergency services/repairs shall be completed at the time of inspections unless the Contractor requests, in writing, and obtains approval to perform repair work at a later date and time. The COR or his designee shall be provided written notice in a timely manner. Contractor shall complete attached weekly/biweekly PM check chart to indicate whether specified key items were found to require maintenance and the nature of service performed. The check charts shall be completed and remain in the elevator machine room when work has been completed for the day. X. The Contractor shall provide an additional qualified journeyman mechanic at the VANCHCS 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. Y. Experience Requirements 1. Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the Contracting Officer or the COR or his designee. 2. 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 4 (four) years of recent (within the last 6 years) experience in the operations and maintenance of the kind of elevators to be maintained under this contract. 3. In addition to the above requirements, the Contractor shall have a minimum of 5 (five) years' successful experience in maintaining equipment identical or similar to the equipment covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) year experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts. 4. Upon request of the Government, contractor shall be able to show evidence of his reliability, ability and experience by furnishing; (1) A list of personnel who will perform under the contract showing the length and type of experience of such personnel and (2) the names and addresses of other concerns and/or Government Agencies for which prior comparable services were rendered by the bidder. Generally, the bidder shall have had approximately 5 years successful experience in fully maintaining elevators. Z. Condition of Equipment 1. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. Offerors should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required. Equipment deficiencies not meeting manufacturers operational standards shall be corrected by the Contractor at no additional cost to the Government. AA. Uniforms 1. 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. AB. Safety 1. The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulation requirements. 2. In performance of this contract, the Contractor shall follow VANCHCS 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 VANCHCS smoking policy, which designates all interior space as non-smoking areas. 3. 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 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. 4. 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 VANCHCS Safety Officer. MSDS's for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS's at the chemical storage site in a location accessible to Engineering and Safety personnel to assure compliance with all laws and req...