J036--Elevator Maintenance, Repairs & Inspections Sources Sought Notice

This is a Sources Sought Notice for elevator maintenance & repair services as identified in the Statement of Work (SOW) for the Detroit VA Medical Center in Detroit, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below. The services required are provided and are subject to changes. A DRAFT SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice. Numbering and lettering may not be sequential to reiterate, this is only a DRAFT SOW. Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response: DUNS NUMBER SAM UEI NUMBER Capabilities Statement Confirmation of actual intent to submit an offer should an RFQ be posted in future Company name and address Point of contact information (name, phone, email) Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.) This Sources Sought Notice is intended to locate any business capable of performance. The anticipated NAICS Code for this requirement is 238290. This is not a Request for Quotation and quotes shall not be reviewed at this time. The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Responses shall be submitted to Jeanne Ortiz at contact@example.gov by Monday, November 4, 2024, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25025Q0074 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE. DRAFT STATEMENT OF WORK 5. Contractor shall provide services on VAMC Detroit s twenty-four vertical transportation systems: a. Eleven Gearless-Traction Passenger Elevators: (1) Blue PE1, PE2, PE3, and PE4. (2) Yellow PE8, PE9, and PE10. (3) Red PE11, PE12, PE13, and PE14. b. Four Service Elevators: (1) Blue Geared-Traction Elevators SE5 and SE6. (2) Red Gearless-Traction Elevators SE15 and SE16. c. One Hydraulic Freight Elevator: FE7. d. Two Geared-Traction Cart-lifts: (1) CL7 for clean surgical instruments. (2) CL8 for dirty surgical instruments. e. Six Gearless-Traction Garage Elevators in Blue and Red Parking Structures. (1) Blue GE1, GE2, and GE3. (2) Red GE1, GE2, and GE3. II. Description/Specification/Statement of Work 6. Vertical Transportation Maintenance and Repair: a. Under the terms and conditions of this agreement, subsequently set forth, the Contractor shall maintain the vertical transportation systems at VAMC Detroit in accordance with the requirements herein described, including all associated services, procedures and testing. b. The term vertical transportation systems in this agreement refers to and includes all of the equipment listed in the next section of this agreement. The generic term elevator is also assumed to include all the equipment listed in the next section and may be used in this agreement in lieu of specific equipment nomenclature. c. This is a full comprehensive preventive and repair maintenance agreement. The absence of a particular service, component coverage, or other requirement shall not alleviate the Contractor of the sole responsibility to provide such unless specifically excluded herein. Full Coverage Maintenance Contract Requirements: Contractor shall furnish services at VAMC Detroit on the following (twenty four) vertical transportation systems: a. Eleven Gearless Traction Passenger Elevators: (1) PE1 . . . 4,000 lbs. at 350 fpm (7) PE10 . . . 5,000 lbs. at 350 fpm (2) PE2 . . . 4,000 lbs. at 350 fpm (8) PE11 . . . 4,000 lbs. at 350 fpm (3) PE3 . . . 4,000 lbs. at 350 fpm (9) PE12 . . . 4,000 lbs. at 350 fpm (4) PE4 . . . 4,000 lbs. at 350 fpm (10) PE13 . . . 4,000 lbs. at 350 fpm (5) PE8 . . . 5,000 lbs. at 350 fpm (11) PE14 . . . 4,000 lbs. at 350 fpm (6) PE9 . . . 5,000 lbs. at 350 fpm b. Two Geared Traction Service Elevators: (1) SE5 . . . 6,000 lbs. at 350 fpm (2) SE6 . . . 6,000 lbs. at 350 fpm c. Two Gearless-Traction Service Elevators: (1) SE15 . . . 5,000 lbs. at 350 fpm (2) SE16 . . . 5,000 lbs. at 350 fpm d. One Hydraulic Freight Elevator: (1) FE7 . . . 6,000 lbs. at 50 fpm e. Two Geared Traction Cart-Lifts: (1) CL7 . . . 1,000 lbs. at 200 fpm (2) CL8 . . . 1,000 lbs. at 200 fpm f. Six Gearless-Traction Garage Elevators: (1) Blue Parking Structure: (2) Red Parking Structure: GE1 . . . 3,500 lbs. at 300 fpm GE1 . . . 3,500 lbs. at 300 fpm GE2 . . . 3,500 lbs. at 300 fpm GE2 . . . 3,500 lbs. at 300 fpm GE3 . . . 3,500 lbs. at 300 fpm GE3 . . . 3,500 lbs. at 300 fpm 9. General Conditions: a. All vertical transportation equipment shall be maintained as hereinafter described, in accordance with the following detailed terms. Trained employees of the Contractor shall use all reasonable care to keep the systems in proper adjustment and in safe operating condition, in accordance with all applicable codes, ordinances, and regulations. The requirements are specified in either the singular or plural with the understanding that all provisions shall be applicable to all units indicated unless otherwise specified. The Contractor shall provide all labor, equipment, and supervision necessary for the contract per contract documents. b. The Contractor shall provide on call service of 40 hours per week, eight hours per day, Monday through Friday, of coverage for all vertical transportation equipment. c. Following are maintenance hours required by this contract, and the Contractor shall be on-site as required by the following: (1) Monthly: 96 hours. (2) Weekly: 24 hours. (3) Assigned day: 8 hours. Assigned days are Monday, Wednesday, and Friday. d. Worked maintenance hours, required by this contract, shall not include call-back or emergency/unscheduled repair hours. e. All work shall be in accordance with applicable National, State and Local Codes so having jurisdiction. Additional work hours required to meet the minimum maintenance requirement detailed in this paragraph may be scheduled at the Contractor s convenience subject to COR approval. f. Contractor shall provide scheduled weekly examinations, adjustments, cleaning, and lubrication of all machinery, machinery spaces, hoistways, and pits. g. Contractor shall maintain all parts of the vertical transportation equipment systems consisting of, but not limited to the following: (1) Hoisting machinery. (7) Operating and signal fixtures. (2) Wire ropes. (8) Door operating and safety (3) Control apparatus and power drives. equipment. (4) Fixed mechanical equipment. (9) Auxiliary apparatus (to include (5) Electrical wiring and traveling cables. any cart ejection systems) and (6) Mechanical and electrical safety devices. appertunances. h. Contractor shall ensure that elevator door tracks are free from dirt and debris to ensure smooth, proper operation of elevator doors. i. Contractor shall replace all burned out light bulbs inside the elevator cabs to maintain proper lighting at all times. VAMC Detroit will provide the light bulbs for the Contractor. j. The Contracting Officer s Representative (COR) may give technical assistance and clarification on the contract. However, the COR does not have authority to change contract requirements. k. Install as used in the Work Required, Specifications and Drawings shall mean furnish, install, connect, adjust and test except where otherwise specified. l. Brand names are specified to indicate performance and quality characteristics. No substitutes of specified materials shall be accepted. 10. Emergency Generator Test: VAMC Detroit conducts testing of the facility s emergency generators on the first Wednesday of each month, from 6:15 AM to 6:45 AM. Duties to be performed shall include the following: a. Before 6:00 AM: Be present for duty to participate in the test. b. No later than 6:05 AM: Assist VAMC Detroit staff in utilizing the Fire Recall system to bring all elevators to the first floor. NOTE: Waiting until five minutes after 6:00 am is to give Biomedical Engineering staff necessary time to shut down biomedical equipment prior to generator testing. c. After 6:15 AM: When the facility disconnects from Detroit Edison at 6:15 AM, the Contractor will assist VAMC Detroit staff in turning off the Fire Recall system and ensure that at least one elevator is running at each elevator bank for the duration of the generator test. d. Assist VA staff in performing Code Blue testing on selected elevators during the test. Different elevators will be selected by the COR for each test. e. Be available to troubleshoot any problems occurring with the elevators when normal power has been restored upon the conclusion of the test. 14. Hours of Work: a. All work shall be performed during regular business hours, within a window of 6:00 AM to 4:30 PM, Monday through Friday, except Federal holidays. Contractor shall notify the COR upon arrival and departure at VAMC Detroit by use of an agreed-upon method. b. Repairs and/or other major adjustment procedures necessitating removal of a vertical transportation unit from service for an extended period of time must be scheduled through the COR. The COR retains the right to have such work completed during overtime hours with the understanding the Contractor shall pay for the regular labor portion and VAMC Detroit s obligation is premium direct labor cost only. c. The Contractor shall make any and all repairs or replacements damaged by Contractor s improper repair, negligent or willful acts, or omissions. d. Compensation for emergency call-back services shall be included in the monthly lump sum price for procedures performed during regular working hours of regular working days as previously described in this agreement. 15. Sole Responsibility: The maintenance work shall be performed only by employees directly employed and supervised by the Contractor, who are experienced and skilled in maintaining vertical transportation systems similar to those to be maintained under this contract, and shall not be assigned or transferred to any agent or Sub-Contractor. 16. Quality Assurance: The Contractor shall be regularly engaged in the business of servicing equipment similar to that being maintained under this contract, and shall have done so for a period of at least five years prior to the date of the solicitation for this contract. The Contractor shall have a permanent service branch capable of providing normal service within two hours after a request is made and emergency call-back service 17. Emergency Call-Back Service: a. Provide emergency call back service which consists of promptly dispatching qualified employees in response to requests from the COR, by telephone or otherwise, for emergency adjustment or minor repairs on any day of the week, at any hour, day or night. Emergency repairs shall be made within four hours to restore the equipment to operating order. If repairs cannot be made immediately, the mechanic shall notify the COR as to the reason why. b. Call-back service shall be provided within one hour during regular working hours and within two hours during overtime periods. Entrapment calls shall be responded to with a sense of urgency, as promptly as possible, and within the time constraints referenced above or sooner if possible. 18. Testing . . . NOTE: The next Five Year Test is due in 2025. a. Monthly: Examine all safety devices and governors. b. Quarterly: (1) Test the communications and elevator Fire Safety System. (2) The Fire Safety System testing includes Manual Recall (Phase I) and Fireman s Elevator Operation (Phase II). (3) Confirmation and results of all tests shall be forwarded to the COR upon completion of testing. c. Annually . . . No-Load Test of safety mechanisms: (1) Conduct a no-load test of safety mechanisms, in accordance with the American Society of Mechanical Engineers, ASME/ANS1 A17.1 (2010). (2) Confirmation and results of all tests shall be forwarded to the COR upon completion of testing. d. Every Five Years . . . Full-Load Test of safety mechanisms. During the Full-Load Test, the following shall also be conducted: (1) Conduct a full-load test of safety mechanisms, in accordance with the American Society of Mechanical Engineers, ASME/ANS1 A17.1 (2010). (2) Inspect car balances. (3) Inspect the governors. Set them, recalibrate them, and seal them for proper tripping speed. (4) Confirmation and results of all tests shall be forwarded to the COR upon completion of testing. 19. Inspections: a. The Contractor shall provide vertical transportation system Efficiency and Maintenance Survey inspections annually. The results of these inspections shall be summarized with appropriate backup material in an annual report to the COR by the end of the month following the anniversary date of the contract. This report shall include the following performance parameters and summary data for each vertical transportation unit as appropriate: (1) Unit speed up and OEM specification. (2) Unit speed down and OEM specification. (3) Door open speed and OEM specification. (4) Door close speed normal and code limit. (5) Door close speed reduced and code limit. (6) Door closing torque and code limit. (7) Door dwell time . . . car call. (8) Door dwell time . . . hall call. (9) Leveling accuracy summary and OEM specification. (10) Date of the last annual / five year safety test completed. (11) Date of the last annual communications and fire recall system test. (12) Annualized Call-back rate with backup detail. (13) Dedicated maintenance hours for the preceding twelve months. b. Semi-Annual Inspections by Independent Consultant: Contractor shall accompany COR or VAMC Detroit s independent consultant on inspections to audit the facility s elevator operations every six months. (1) The independent consultant shall provide semi-annual inspection reports to the COR. (2) The COR shall provide a copy of these reports to the Contractor. The Contractor and COR will determine who is responsible for the abatement of deficiencies listed in the semi-annual reports. (3) The COR shall provide a copy of these reports to the Chief of Facility Management Service. The Chief of Facility Management Service will determine abatement procedures for deficiencies that are the responsibility of VAMC Detroit. (4) The COR shall archive corrective actions taken by Contractor and Chief of Facility Management, for a file-retention period of five years. 20. Lubrication: Lubricate monthly (12 times per year at regularly scheduled intervals) all of those mechanical parts recommended to be lubricated by the original manufacturer of the vertical transportation equipment, or otherwise lubricate as often as necessary and in the manner specified by said manufacturer. 21. Cleaning: The Contractor shall, during the course of all examinations, remove and discard immediately all accumulated dirt and debris from the pit areas, and be responsible for maintaining the cleanliness of all elevator machine rooms at all times. Additionally, prior to each annual anniversary date of this contract, Contractor shall thoroughly clean down the entire hoistway of all accumulated dirt, grease, dust, and debris. 22. Painting: The Contractor shall keep the exterior of the machinery and any other parts of the equipment subject to rust properly painted, identified and presentable at all times. Motor windings and controller coils shall be periodically treated with proper insulating compound. The machine room floor and all storage areas shall be painted annually with good quality deck enamel. 23. Repairs, Renewals, and Replacements: Repairs, renewals, and replacements shall be made by the Contractor as soon as scheduled or other examinations reveal the necessity therefore, or when the COR so advises the Contractor under the terms of this contract. It is understood and agreed that repairs, renewals, and replacements shall be made in accordance with high standards of preventive maintenance practice. Repair and renewals of parts made shall be equal in design, workmanship, quality, finish fit, adjustment, operation and appearance to the original installation and that replacements shall be new and genuine parts equal to those parts supplied by the manufacturer of the original vertical transportation system equipment or its successor, and shall apply to the repairs, renewal, or replacement of all mechanical, electronic, and electrical parts, including, but not limited to: a. Automatic power and manually operated door systems, car door and gate hangers, car door and gate contact, door protective device, guides, stops and appurtenances, car safety mechanism, platform, car sills, car guide shoes, gibs or rollers and appurtenances. b. Geared and gearless machinery, worm, gear, bearings, drive sheave, deflector sheave, and brake assembly, component parts and all associated castings. c. Motor, motor generator, motor windings, rotating element, stator, bearings, rotors, starters, solid-state power drives complete and associated apparatus, speed monitoring equipment and attachments. d. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contact leads, dashpots, timing devices, computer devices, insulators, solenoids, resistance grids, mechanical and electrical driving equipment, diagnostics, trouble shooting tools, monitors and associated apparatus. e. Governor, governor sheave and shaft assembly, bearings, contacts and governor tension sheave assemblies. f. Overhead, 2:1, deflector or secondary sheaves, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, activating cams, compensating equipment, counterweight and counterweight guide shoes including rollers or gibs. g. Hoistway door interlocks, top tracks, hanger rollers, operating linkages and auxiliary door closing devices, hoistway landing, leveling and encoding systems complete, and power door clutch engaging systems complete. h. Car and hall lanterns, lobby fixtures, car operating panels, car and hall position indicators, hall push-button fixtures, audible/visible signals and controls complete, emergency lighting, communication devices, remote operating and signal equipment complete. i. The Contractor shall examine and equalize tension on all wire ropes and renew them whenever necessary to ensure the maintenance of adequate safety factor. Contractor shall also shorten all ropes as required to maintain legal bottom clearances and perform all safety code reshackling procedures per ASME/ANS1 A17.1 (2010). j. Contractor shall repair and/or replace all electrical traveling cables, wiring and conductors extending to the vertical transportation unit from main line switch in the machine room and outlets in the hoistways. The main line switch, together with fuses for same, is excluded. k. Contractor shall be responsible for relamping all lighting fixtures in the cab, pit, machine room, and hoistway as required. VAMC Detroit will provide the light bulbs. l. Hydraulic systems components, including but not limited to, tanks, valves, pump, cylinder head, above ground piping, hoses, fittings, gauges, seals, O-Rings, packing s, belts, recovery devices, overflow devices, rescuvator or other emergency operating and signal systems, above grade cylinder and plunger assemblies complete, cathodic protection devices, muffler, heater and shut-off valves. m. The following items of equipment are excluded: Main line power switch and fuses, car enclosure, car doors, hoistway enclosures, hoistway doors, door frames and hoistway sills, cart-lift carts, buried hydraulic piping, cylinder and conventional below grade plunger assemblies. 24. Performance Parameters: a. The control system shall be maintained to provide smooth acceleration and retardation. Contractor shall maintain all vertical transportation systems in accordance with the Original Equipment Manufacturer (OEM) design specifications. The door close pressure must never exceed 30 pounds. The following performance schedule shall be adhered to: (1) Contract Speed: The contract speed shall be provided for up direction travel with full-capacity load in the elevator car. The speed in either direction under any loading condition shall not vary more than 5% of the contract speed. (2) In accordance with ASME/ANS1 A 17.1 (2010), the elevators shall be maintained and adjusted to safely lower, stop and hold the car with a load of 125% of the rated capacity. (3) Leveling Accuracy: The elevator shall be adjusted to provide accurate leveling within 1/4 ± of the floor level without re-leveling regardless of load. b. The group supervisory and individual unit control systems shall be maintained to provide overall satisfactory service levels as designed by the O.E.M. (1) On an annual basis at the request of the COR the Contractor shall provide a computerized traffic study that details hall waiting times by floor, direction of travel and an overall summary. (2) The Contractor shall use a Delta analyzer or similar device. c. Call-Backs: Any and all call-backs are included in the firm, fixed price of the contract. 25. Spare Parts: The Contractor shall provide and maintain a supply of contacts, coils, solid-state boards and associated components, leads, brushes, lubricants, wiping cloths, rollers, guides, switches, and other minor parts in the vertical transportation system(s) machine room(s) for the performance of routine preventive maintenance. All spare parts shall be kept in storage cabinets provided by the Contractor. 27. Record Keeping: a. A complete permanent record of maintenance inspections and routines, repair work, lubrication, and call back service will be kept in the machine room. These records are to be available to the COR at all times. The records shall indicate the reason the mechanic was in the building, arrival and departure time, the work performed, etc., and these records shall be property of VAMC Detroit. Record keeping requirements are the responsibility of Contractor-assigned maintenance personnel. b. A Contractor s proprietary system that fulfills the requirements in the above paragraph will be accepted in lieu of the method specified, provided annual summary reports (or at any time during the term of this contract, upon written request of the COR) of the requested data is provided at the same time the report required in Paragraph 19 entitled, Inspections is provided. 28. Non-Payment: VAMC Detroit may have the vertical transportation system s maintenance work and performance checked by an independent consultant to ensure the Contractor is performing in accordance with this contract. If the independent consultant determines that the contractual requirements are not being maintained, the COR may retain the monthly payment (or have a bill of collection performed) to the Contractor until the Consultant verifies that the work performance is back to standard. The Contractor shall pay re-inspection costs incurred by VAMC Detroit for the independent consultant by deduction from the monthly maintenance fee. If three consecutive inspections by the independent consultant indicate that the contractual requirements are not being maintained, VAMC Detroit may cancel the contract. 36. Tests: a. Pre test electrical equipment and systems and make corrections required for proper operation of such systems before requesting final tests. Final test shall not be conducted unless pre tested. b. Conduct final tests required in various sections of specifications in presence of an authorized representative of the Contracting Officer. Contractor shall furnish all labor, materials, equipment, instruments, and forms, to conduct and record such tests. c. Electrical systems shall be balanced, controlled and coordinated. A system is defined as the entire complex which must be coordinated to work together during normal operation to produce results for which the system is designed. For example, air conditioning supply air is only one part of entire system which provides comfort conditions for a building. Other related components are return air, exhaust air, steam, chilled water, refrigerant, hot water, controls and electricity, etc. d. All related components as defined above shall be functioning when any system component is tested. Tests shall be completed within a reasonably short period of time during which operating and environmental conditions remain reasonably constant. e. Individual test results of any component, where required, shall only be accepted when submitted with the test results of related components and of the entire system. 37. Relocated Equipment and Items: a. Contractor shall disconnect, dismantle as necessary, remove and reinstall in new location, all existing equipment and items otherwise indicated to be relocated by the Contractor. b. Perform relocation of such equipment or items at such times and in such a manner as directed by the COR. c. Suitably cap existing service lines, such as steam, condensate return, water, drain, gas, air, vacuum and/or electrical, whenever such lines are disconnected from equipment to be relocated. Remove abandoned lines in finished areas and cap as specified. d. Provide all electrical service connections, fittings, fastenings and any other materials necessary for assembly and installation of replacement equipment; and leave such equipment in proper operating condition. e. Contractor shall employ services of an installation engineer, who is an authorized representative of the manufacturer of this equipment to supervise assembly and installation of existing equipment, required to be relocated. f. All service lines such as noted above for relocated equipment shall be in place at point of relocation ready for use before any existing equipment is disconnected. Make relocated existing equipment ready for operation or use immediately after reinstallation. g. Return all removed existing hardware to VAMC Detroit. 38. Training: An allotment of 20 hours of Annual on-site training shall be provided to train selected employees of VAMC Detroit in the use of all internal and external controls of all passenger and service elevators, as well as entrapment procedures in case of extreme emergency to free individuals requiring immediate extraction.