J035--Sources Sought - Elevator Maintenance & Repair Black Hills HCS - Fort Meade & Hot Springs

The Black Hills Healthcare System requires Elevator Maintenance and Repair Services in accordance with the draft Statement of Work (SOW) below. This is a Sources Sought Notice looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: contact@example.gov on or before November 10th, 2025. ONLY EMAILED RESPONSES WILL BE CONSIDERED. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.   *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Elevator Maintenance and Repair Service STATEMENT OF WORK
Hot Springs VA Medical Center 500 N. 5th St. Hot Springs, SD 57747
Fort Meade VA Medical Center 113 Comanche Rd. Fort Meade, SD 57741
Statement of Purpose:
The purpose of this solicitation is to establish an annual services contract through a qualified, capable, regionally located Elevator Service Contractor to perform requirements for maintenance and repair of facility elevators at the Hot Springs VA Medical Center, Hot Springs, SD. Approved vendor agrees to administer the proposed objectives pursuant to the terms of this Statement of Work and in the proposal submitted by Department of Veterans Affairs, Black Hills Health Care System (VA BHHCS).
The purpose of this solicitation is to establish an annual services contract through a qualified, capable, regionally located Elevator Service Contractor to perform requirements for maintenance and repair of facility elevators at the Hot Springs VA Medical Center, Fort Meade, SD. Approved vendor agrees to administer the proposed objectives pursuant to the terms of this Statement of Work and in the proposal submitted by Department of Veterans Affairs, Black Hills Health Care System (VA BHHCS).
Goals of the Agreement: a. Contractor will provide full preventive maintenance service and emergency repair service quotes on the following elevators at VA Hot Springs:
Building 1 Passenger Elevator #1 Montgomery Serviced bi-weekly SN#CT41072, Automatic OH Traction, 4-stop Building 53 Passenger/Freight Elevator #6 Montgomery Serviced bi-weekly SN#CT44221, Automatic OH Traction, 3-stop
Building 12 Passenger Elevator #3 Serviced bi-weekly SN#CT45333, Automatic OH Traction, 5-stop, Motion Control
Building 12 Passenger Elevator #5 Montgomery Serviced bi-weekly SN#CT39203, Automatic OH Traction, 4-stop
Building 12 Passenger/Freight Elevator #7 Montgomery Serviced bi-weekly SN#CT40382, Automatic OH Traction, 6-stop, dual doors, Motion Control
Building 12 Dumbwaiter #DW1 Matot Serviced monthly SN#25924
Building 2 Passenger/Freight Elevator #2 Dover Serviced monthly SN#E97367, Hydraulic, 4-stop, dual doors
Building 12 Passenger Elevator #4 Serviced monthly SN#E29807, Hydraulic, 2-stop, Motion Control
Building 11 Passenger Elevator #8 Dover Serviced monthly SN#EF5389, Hydraulic, 2-stop
Building 4 Passenger Elevator #9 IMO Serviced monthly SN#119634-17, NHP1305, Hydraulic, 3-stop
b. Contractor will provide full preventive maintenance service and emergency repair service quotes on the following elevators at VA Ft. Meade:
Building 113                     Passenger Elevator #1 Montgomery Serviced bi-weekly          SN#3108038, Automatic OH Traction, 3-Stop Building 113                     Service Elevator #2 Montgomery Serviced bi-weekly         SN#3108035, Automatic OH Traction, 3-stop
Building 145                     Passenger Elevator#3 - Montgomery Serviced bi-weekly          SN#CT- 46035, Automatic OH Traction, 3-stop
Building 145                     Service Elevator #4 Montgomery Serviced bi-weekly          SN#CT- 46036, Automatic OH Traction, 3-stop
Building 113 Passenger Elevator #S-1 Minnesota Elevator Serviced monthly SN# NHP124900, Hydraulic, 2-stop
Building 113 Passenger Elevator #C-2 Minnesota Elevator Serviced monthly SN# NHP124899, Hydraulic, 3-stop
Building 46 Freight Elevator #5 Otis Serviced monthly SN#130889, cable, 2-stop
VA Hot Springs Elevators identified as numbers 1, 3, 5, 6 and 7 are cable-traction type and are to be serviced bi-weekly. VA Hot Springs Elevators identified as numbers 2, 4, 8, and 9 are hydraulic type and are to be serviced monthly. Dumbwaiter DW1 is to be serviced monthly. Fort Meade Elevators identified as numbers 1, 2, 3 and 4 are cable-traction type and are to be serviced bi-weekly. Fort Meade Elevators identified as numbers S-1 and C-2 are hydraulic type and are to be serviced monthly. Otis freight elevator is to be serviced monthly.
Requirements:
Contract requirement is for one Base Year and four Option Years which may be exercised by the Government.
Contractor will provide, along with bid package, proof of current service mechanics certification issued by the International Union Elevator Constructors.
Contractor will provide, along with bid package, the name and telephone number of service technician who will be performing this contract work. Also provide a resume of service technician, along with experience of working on various manufacturers equipment.
Contractor shall provide bi-weekly full maintenance inspections of cable-type elevators (26 total routine maintenance visits). Contractor will provide monthly full maintenance inspections of the hydraulic elevators (total of 12 routine maintenance visits). Routine maintenance will be made during the medical center s regular hours, Monday through Friday from 7:30am to 4:30pm.
Contractor shall notify and sign-in at the VA Facilities Management Office at each site prior to commencement of providing services. Contractor shall utilize a written or an electronic service receipt to record each visit. This receipt will indicate date, hours on site, technician name, type of service and the elevators that were serviced. The receipt will be signed by the Maintenance Supervisor or the Engineering Manager. A copy will be provided to the VA on the date of service.
Contractor shall provide a quarterly summary of routine maintenance and review with the Maintenance Supervisor. The VA representative will sign receipts to indicate that the Contractor was present; this does not represent any sort of inspection of workmanship on the part of the VA. The VA will hire an independent elevator inspector for that purpose.
Contractor shall clean, adjust and lubricate the equipment and determine the nature and extent of any maintenance required to restore the elevators to satisfactory service and, if conditions warrant, furnish and install parts as noted herein. All equipment, materials and installation will conform to the American National Standard Code for Elevators, Dumbwaiters, Escalators and Moving Walks, ANSI, A17.1-1978, or latest adopted edition, and the American Standard practice for inspection of Elevators, Inspectors Manual, A1 1.2-1979 or latest adopted edition. Contractor shall clean, lubricate and adjust motors, generators, controllers, relay panels, selectors, leveling devices, operating devices, switches, on car and in hoistway, hoistway door and car door or gate operating devices, interlocks and contacts, guide shoes, guide grooves in hoistway and car door sills, hangers for all doors, and car doors, signal systems, car safety devices, sensor strips, governors, tension frames and sheaves in pit. Hoist motor generator brushes will be checked for wear at least every month. Accumulated carbon dust will be removed from commutators, brush rigs, and windings at the same time.
Contractor shall clean guide rails, overhead sheaves and beams, counterweight frames, tops of cars, machine room floors and elevator shaft pits at least once per month. A complete cleaning of the entire installation including all machine room equipment, hoistway equipment, machine room floors and walls, hoistway walls, supporting structures, etc., will be accomplished once per year.
Contractor shall lubricate all sheave, machine and motor bearings and hoist ropes/cables and refill as necessary.
Contractor shall examine all hoisting ropes/cables and equalize the tension whenever necessary to ensure maintenance of adequate safety factors. Contractor will replace hoisting ropes/cables and governor ropes/cables as required. The exterior of the machinery and any other parts of the equipment subject to rust will be kept properly painted and presentable. The guides will be kept free of rust. Guide shoe rollers and gibs will be renewed as required to insure smooth and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers or main lines switches in machine rooms and from outlets in hoistways, will be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded.
Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies and tools necessary to perform the work describes herein. All lubricants will be recommended by the manufacturer of the individual equipment.
Contractor shall furnish and install or repair when necessary, traction machines, motor generators, controllers, selectors, worm gears, thrusts, control fuses, windings, commutators, circuits, magnet frames, relays, contactors, cams, car door and hoistway door hangers, tracks and door gibs, door operating devices, interlocks and contacts, safety devices, governors, push buttons, annunciators, lamp replacement in signal systems, and all other elevator signal and accessory equipment. All parts will be of the original manufacturer s design and specification, or equal to.
Contractor shall not supply and replace fluorescent lamps for car light fixtures. Contractor will not supply and replace floor covering on elevator car platforms, make renewals or repairs necessitated by reasons of negligence or misuse of the equipment by persons other than the Contractor or its representatives for any other reason beyond the contractors control, except normal wear and tear; install new attachments as may be recommended or directed by inspection firms or by Federal, State, Municipal or other Government authorities.

Routine Maintenance Services:
Contractor will provide a minimum of one (1) hour service on each elevator during each scheduled routine maintenance visit. Time spent on callback service and at the semi-annual inspections does not qualify as time required for scheduled maintenance.
Contractor will report to the Maintenance Supervisor or the Engineering Program Manager, or his designee, at the completion of each service, provide a written or electronic receipt of services performed and sign out in the designated logbook. These reports will advise the government of any repair part required which is not covered under this contract. The VA will provide a logbook in each elevator room for the Contractor to provide detailed and legibly written maintenance and callback actions. Contractor will maintain a complete, orderly and chronological file including drawings, complete parts lists and copies of all reports as required by those specifications. The Contractor will maintain a record of all callbacks and repairs. Record will indicate any difficulty experienced and the corrective measures taken to eliminate the difficulties. The file will be available for inspection upon request and a copy furnished to each of the VA Black Hills Health Care System s sites quarterly.
Contractor will provide all labor, materials and equipment for the performance-based maintenance and repair of cable type elevators at Hot Springs and Fort Meade (Sturgis) VA Medical Centers in accordance with specifications included in this scope of work.
Contractor will provide all labor, materials and equipment for the performance-based maintenance and repair of hydraulic type elevators at Hot Springs and Fort Meade (Sturgis) VA Medical Centers in accordance with specifications included in this scope of work.

Call Back Service for Emergency and Non-Emergency Repairs:
Contractor will provide a four-hour response time for call back service from the time a call for service is made by the Contracting Officer, Facilities Management Officer or their designees. Contractor will be on site within this four-hour time frame, unless the situation isn t considered an emergency, and another mutually agreed upon time will meet the government s needs.
This callback service will be provided 24 hours a day, 7 days a week. The first two hours of on-site emergency callback service is included in the contract. Any time spent beyond the first two hours the government will pay the additional hours. Contractor will specify in the bid package the hourly rate Contractor will charge beyond the first two hours of on-site visit. VA Hot Springs elevators 2, 3 and 7 will be covered under the 24-hours a day, seven days per week callback requirement. VA Hot Springs elevators 1, 4, 5, 6, 8, 9 and dumbwaiter #DW1 will be covered under a callback time of Monday through Friday during regular working hours, government holidays excluded. VA Fort Meade passenger elevator #1 located in Building 113 will be covered under the 24-hours a day, seven days per week callback requirement. VA Fort Meade service elevator #2 located in Building 113 will be covered under the 24-hours a day, seven days per week callback requirement. VA Fort Meade passenger elevator #3 located in Building 145 will be covered under a callback time of Monday through Friday during regular working hours, government holidays excluded. VA Fort Meade passenger elevators #S-1 and #C-2 located in Building 113 will be covered under a callback time of Monday through Friday during regular working hours, government holidays excluded. VA Fort Meade service elevators #4 and #5, located in Buildings 145 and 46 will be covered under a callback time of Monday through Friday during regular working hours, government holidays excluded.
The Contractor must be able to properly troubleshoot and diagnose all aspects of elevator system failures. The Contractor shall provide all labor, materials and equipment for the emergency callback services for all elevators at the Hot Springs and Fort Meade (Sturgis) VA Medical Centers, if the supplied quote is selected, and in accordance with specifications included in this scope of work.
The Contractor will submit a written plan of action to the Contracting Officer whenever unresolved problems occur three times on the same elevator. Whenever the same problem recurs on the same elevator three times, the VA requires an analysis of the corrective action required to resolve the problem.
When elevator systems fail, the technician s Supervisor shall provide the BLACK HILLS HCS with a written statement and itemized quote assessing the elevator system failure and that they have verified the elevator system has been properly diagnosed and concur with the technician s assessment.
The VA reserves the right to enlist a third-party expert to provide a 2nd opinion. It is the responsibility of the Contractor to reassess their proposed repairs and either reaffirm or correct their proposal based on the expert s notes. The reassessment shall include at a minimum, a substantive analysis of the third-party expert s points that contradict the Contractor s original conclusion. This reassessment shall be submitted within 5 business days of receipt of the third-party expert s opinion.
Semi-Annual and Annual Testing:
Contractor shall provide all labor and materials for participating in the semi-annual 3rd Party elevator inspections at the Hot Springs and Fort Meade VA Medical Centers in accordance with attached specifications, to include schedules for performance of the Category 1 annual no-load testing and Category 5 full load testing as required. Contractor will be present with the equipment to perform the scheduled testing in coordination with the 3rd Party elevator inspection timeframe. The government will inform Contractor in advance of the scheduled inspection for planning available manpower.
Contractor will test, tag and seal all hydraulic elevators annually at No Load for bypass pressure. All cable type elevators will be tested, tagged and sealed annually at No Load . All cable type elevators will be tested every five years at Full Load .
Inspection deficiencies that are found to be within the contract agreement terms shall all be corrected by the Contractor within six months after semi-annual inspection.
Contractor shall work with the VA Fire Departments at both VA BHHCS facilities to conduct an annual smoke alarm test for each Elevator. Contractor will contact the VA Fire Department to schedule the smoke testing. At time of testing, the Contractor will call the Firefighter on standby to communicate the start of the test. Contractor will set off the smoke test with VA Firefighter acknowledging that the alarm was received at the alarm panel for the Elevator location. A copy of the testing completion document, containing the Elevator number, building location, signed and dated will be provided to the VA Contracting Officers Representative (COR) for record.