J036--White River Junction Elevator Maintenance

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238290, Other Building Equipment Contractors with a size standard $19.5 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing regular preventative maintenance and 24-hour emergency service repair (including emergency call back) of the vertical transport systems at the White River Junction VAMC per the Performance Work Statement below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 5 PM EST, 7 April, 2023. All responses under this Sources Sought Notice must be emailed to Kenya Mitchell with RFQ # 36C24123Q0413 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 PERFORMANCE WORK STATEMENT Elevator Maintenance and Repair VAMC WRJ The contractor shall provide all equipment, supplies, parts, tools, and labor to perform regular preventative maintenance and 24-hour emergency service repair (including emergency call back) of the vertical transport systems at the White River Junction VAMC; 215 North Main Street, White River Junction, VT 05009 3.0 SCOPE The scope of work includes full maintenance and repair of the existing vertical transport systems during normal working hour Mon.-Fri. 7am-4:30pm, with after-hours availability at the VA Medical Center, White River Junction, VT to limit impact to patient care. When the services are required, the Contractor shall be notified by the VA Medical Center to mobilize for their maintenance and repair services as outlined in this PWS. 2. Work under this contract shall include the following items: a) Scheduled preventative maintenance. The Contractor shall provide a full preventative maintenance program for all vertical transport systems, including weekly inspections. b) Mobilize service for operational problems not resolved as part of the preventative maintenance program during normal working hours from 7:00am-4:30pm. c) Mobilize 24 hour, 7 days a week emergency call back service as needed. d) Periodic testing. e) Corrective service identified during inspections and preventative maintenance. f) Provide all resources required in performing maintenance and repair services including supplies, parts, materials, lubricants, hydraulic fluids, cleaning fluids, equipment tools, shipping, travel, programming, diagnostics, testing (of associated work) and labor. g) Provide 24/7 contact phone number and account numbers. NOTE: It is anticipated that due to the nature of the elevator maintenance agreement, any work (part installation/repair) that affects the performance of the elevators, which is not included in the PWS, may be added through a bilateral contract modification. 4.0 EQUIPMENT LIST See Attachment 1 5.0 PERFORMANCE REQUIREMENTS 1. All scheduled service work shall be completed during normal hours (7am-4:30pm) as well as WHEN hours when notified and approved by the VA Medical Center. Once a service call has been initiated by VA staff, a Technician shall arrive no later than 3 hours after the service call has been made unless otherwise agreed by the VA COR. 2. All travel cost associated with this contract shall be included in the contract cost. Additional cost will not be provided for any work. 3. The contractor shall be responsible for all: parts, materials, lubricants, hydraulic fluids, cleaning fluids, equipment tools, shipping, travel, programming, diagnostics, testing (of associated work) and labor required to perform all the services as outlined in this PWS. 4. All tools shall be always kept in the contractor s eye contact. When workers are taking breaks or leaving the site, the tools shall be removed and stored in a safe place. All parts and supplies shall be stored in metal cabinets in the elevator mechanical room. 5. During regularly scheduled inspections, the contractor shall determine the nature and extent of any trouble and shall take necessary action to restore the elevators to satisfactory and safe service. The contractor shall use preventive maintenance methods to ensure parts are installed prior to their breakdown point where possible as needed to always keep the elevators in the best possible running order. 6. At no time shall the vertical transport systems be left in trouble mode for a period of longer than 8 hours (starting once technician arrives) unless approved by the COR. No system shall be left out of service at the end of a workday, or over a weekend without permission from the VA. All devices, equipment, switches, etc., shall be verified that they are enabled and reset prior to end of workday. Within 10 days of contract award the contractor shall provide a quality management (QM) plan, outlining how they will determine that the system is left in working order once service has been completed. 7. If the contractor cannot resolve any issues with the vertical transport systems within 8 hours, an action plan must be written and forwarded to the COR for review and approval. This action plan shall contain the following information: summary of the problem, why the problem can t be fixed in allotted time, expected date and time of when the problem will be resolved. Insufficient labor shall not be a valid reason of why the work has not been completed. 8. The contractor shall have on hand a supply of spare parts sufficient for expedited repairs of the vertical transport systems. 9. Unlimited service calls shall be provided 24 hours a day, 7 days a week, for repairs associated with: equipment failures (replacement of devices and damaged equipment), vertical transport systems not functioning properly and upgrading equipment that is beyond its useful life. Contractor is responsible for all costs of material and parts needed to repair any problem that arises with any fault or failure of systems excluding evident damage caused by misuse. 10. The elevator maintenance contractor shall be present and assist during the semi-annual inspections and 5-year tests of the elevators. The VA will be responsible for the third-party Contractor inspector. 11. All Technicians working on the vertical transport systems shall wear and use the required safety PPE (personal protection equipment) as OSHA states for the hazards associated with the work being conducted. Any questions related to safety shall be directed to the COR for resolution through the on-station Safety Manager. 12. Contractor is responsible for replacement of all light bulbs, including lights in elevators shaft on top and bottom of cars, hoist way crawl spaces, and elevator machine room. LED lighting will be used if possible. 13. During regular scheduled preventative maintenance visits, the Contractor shall retrieve any objects such as keys, wallets, glasses, etc. dropped in the elevator pit by occupants of the building. Such objects shall be turned over to the VA Police personnel. 14. A key for locked areas will be provided by the COR of the project or Police Services (during WHEN hours) upon notification form the service technician. 15. The contractor shall immediately notify the COR of any condition discovered that could result in extended duration of disrupted service. If the Technician notices a component that is close to failure and not associated with the service call for which they were mobilized, the problem shall be immediately resolved and or addressed. 16. The ESR that is generated for each service call is to be submitted to the COR for review and record within 24 hours of completing the service call. This 24hour constraint is only applicable during working hours and is not expected to be completed during WHEN hours. 17. All equipment, materials, installation, and maintenance shall meet or exceed the minimal requirements set forth by ASME, OSHA, NFPA, and VA codes and conforming to the following codes: a) ASME A17.1, 17.2, 17.3, and 17.4 b) NEIT Vertical Transportation Standards for Elevators, Escalators, and Dumbwaiters, latest edition. c) NFPA: 70, 70E, 72, 99 and 101 d) National Electric Code (NEC), latest edition e) Manufacturer s requirement and specification on inspection, maintenance and operation of each equipment/system model. 18. Upon arriving at the Medical Center, the Contractor (Elevator Technician) shall sign in at building 37 (FMS Building) during normal business hours. The Contractor shall obtain a contractor badge and an escort to the location requiring the service. The Contractor shall check out and return the contractor badge upon completion of the service. Additionally, the Contractor shall obtain a VA PIV Contractor badge within 2 months from award for designated onsite mechanics. 19. During WHEN hours the contractor shall check in with Administrative Officer on Duty (AOD) to assist in escorting them to the area requiring service. 20. VA COR shall be provided with copies of Elevator Technicians licensure and training certification as well as their OSHA 10 documentation for review and record prior to the start of performance. 21. The Contractor shall supply an after-hours phone number that is to be called when mobilization of the elevator technician is required prior to the start of this contract. 22. The VA has the right to refuse any employee based on past performance/experience. 23. All work shall be performed in a manner which would present the least amount of distribution to the healthcare facility. 24. The Contractor shall ensure that the equipment operating criteria is always maintained for each piece of equipment: a) Maximum capacity in pounds b) Rated speed in feet per minute c) Performance time measured brake to brake d) Door operation e) Traffic handling capabilities f) Response times g) Ride quality h) Communication devices including telephone and intercom. i) Lighting for hoist way, pit, car top, cabs, and emergency lighting. 25. The Contractor shall accept the Medical Center vertical transport equipment As is . 6.0 PREVENTATIVE MAINTENANCE AND INSPECTIONS (PMI) 1. PMIs shall be performed weekly on all Elevators. Building 31 Elevators will be under construction for a duration of this Service Contract. Following completion of Construction, Bldg. 31 Elevators must be included in all PMI s. Bldg. 31 Elevator PMI s must follow O&M s from installation while the equipment is under Warranty. This is to prevent voiding the Construction Warranty. 2. The Contractor shall provide maintenance as noted in Appendix A. A minimum of 8 hours of preventative maintenance also known as (PMI s) on site will be performed each week. PMIs shall be done above and beyond the equipment repair hours weekly. 3. PMIs shall be performed during normal business hours consistently on the same day each week, unless approved and scheduled in advance otherwise by the COR. 7.0 REPAIRS/ADJUSTMENTS/INSTALLATION: 1. The contractor shall be responsible to make all repairs and adjustments necessary. Repairs are defined as unscheduled work required to prevent a breakdown or malfunction of an item of equipment, to put a system or a subsystem back in service after a breakdown or malfunction or installation of new equipment as needed. 2. The contractor shall provide all replacement or repair parts, where such parts have a purchase value to the Government (excluding installation labor) of $200.00 or less. Labor to install all parts and to perform repairs, except for 3rd party damage, shall be included in the monthly maintenance costs but parts greater than $200.00 will be invoiced through a separate CLIN for Parts. Repairs with parts greater than $200.00 shall be approved by the COR prior to commencement of work. All other repairs shall be approved by the COR prior to commencement of work. The quantities included in the contract for repairs are estimated based on historical data and may be modified based on actual repairs required during the contract period of performance. Any changes will be incorporated by the Contracting Officer through a modification to the contract 8.0 SUMMARY OF CONTRACT DELIVERABLES 1. The following items are required to satisfy the requirements of this contract relating to the maintenance and repair of the vertical transport system. If any of the following items are not met the Contractor may be in breach of its contract: a) Three (3) hour service response time for all service calls. Contractor shall supply an after-hours phone number that is to be called when mobilization of the elevator technician is required prior to the start of this contract. b) Contractor shall provide the day of the week they intend to schedule consistently for PMI s and repairs. If the day falls on a federal holiday, the PMI s and repairs shall be completed the next business day following the holiday unless it is beneficial to the contractor to perform maintenance on said holiday due to the light use on these days. c) Provide a list of service technicians that may be dispatched to the Manchester White River Junction VA. All technicians dispatched for service shall be licensed. All technicians shall have a minimum of OSHA-10 certification. d) ESR shall be completed and forwarded electronically to the COR for record: i. Reports shall include name and contact information of technician. ii. date and time of work performed, iii. duration of service call, iv. description of service call e) If immediate resolution cannot be achieved, an action plan must be submitted and approved by the COR within twelve hours (12) hours of service call being made. 9.0 CONTRACTING OFFICERS REPRESENTATIVE (COR) 1. The Contracting Officer is the only person who has the authority to modify this contract. A COR will be delegated for this contract, all questions regarding the contract shall be addressed to either the COR or the CO in writing for resolution. 2. If the contractor ever cannot meet the requirements of this contract, the CO shall be notified immediately for direction on how to proceed. 10.0 PERFORMANCE REQUIREMENTS SUMMARY The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Required Services (Tasks) Performance Standards Acceptable Quality Levels Methods of Surveillance Certifications-Current Inspections (timeliness) Call backs and call back timeliness Vertical transport systems are operational Elevator Technicians maintain licensure, OSHA 10 Certification Weekly on all 18 units. Three Hour Service Response Time Systems shall not be left in trouble mode for a period of longer than 8 hours 100% 100% 98% 99% COR random review COR random review Customers complain COR random review Customer Complain Periodic Surveillance Appendix A Electric Elevators Weekly/Monthly Maintenance: Hostway & Car Top Check lube and lubricators for car and cwt rails. Observe bolts, joints, and brackets. Check/lube O.H. sheaves and bearings. Observe all HOISTWAY switches and vanes. Observe cwt, shoes, rods and cable length. Observe conduit, fittings, and fastenings. Check tension and hitch of hoist cables. Check guide shoes, gibs, rollers, and tires. Check door operator and retiring cam. Car Check car light, stop saw and alarm bells. Check operating devices and signal lamps. Check operation of car doors and gates. Check door or gate contact, safety edge and photo electric beams. Observe stop and leveling at all floors. Corridor Test operation of all doors and gates. Test operation of interlocks and contacts. Check hall buttons and indicator lamps. Quarterly Maintenance Hostway & Car Top Clean and tighten all belts, brackets and fastenings in hoist way. Clean and lube all hoist way switches. Clean and check contacts and actuators. Clean and lubricate hoist way door hangers. Clean and adjust door operator contacts, motor brushes, belt, and chain, cords, and clutch and safety edge. Car Check and tighten all bolts on sling. Check fastenings and bolts for cams, safety, cords, and compensating chain. Check conduit and electric wiring. Pit Test buffers and pit stop switch. Check tail sheave, bolts, hangers, and bearings. Semi-Annual/Annual Maintenance Brush and vacuum clean hoist way. Conduct annual safety test. Clean bottom gibs of car and hall doors. Test all door hangers for up thrust. Check lubrication of ball and roller bearings. B. H/C Lift Monthly Maintenance: Door & Gate Operation Clean, lubricate, and adjust brake and operation of braking system. Check linkages, gears, wiring, and motor. Check keys, set screws, contacts, chains and cams. Door Closer Clean, adjust and lubricate pivot points, sill trips and checking devices. Car Clean, adjust and lubricate car doors, gate tracks, pivot, hangers, car grill, stile channels, side and top exits. Check adjustment of car shoes, roller guides, and adjust if necessary. Inspect safety parts, pivots, set screws and switches. Leveling Clean, adjust and lubricate leveling switches, hoist way vanes, magnets and inductors. Hostway Doors Clean, lubricate and adjust tracks, hangers and up thrust. Machines Observe brushes for arcing and gear care bearings for wear and end play. Inspect worm and gear backlash, thrust and play and any bearing wear in machine. Ropes Inspect all fastenings and ropes for wear and lubrication. Advise contracting officer when hoist ropes should be replaced. Motor and Generators Clean all communicators, armatures, and motors with blower or vacuum. Inspect armature and rotor clearances. Check motor and MG set connections, change oil in bearings and lubricate in accordance with manufacturer s instructions. Renew or reseat brushes as necessary. Miscellaneous Observe operation of signal and dispatching system. Inspect compensating chain hitches, drum buffers, rope clamps, slack cable switch, couplings, keyways, indicator dials and pulleys. Clean and lubricate as necessary. Clean car grills on stile channels. Group supervisory control systems where installed shall be checked. The system s dispatching, scheduling and emergency service features shall be tested and adjusted in accordance with manufacturer s specification as required. Keep the interior of the machinery clean. If previously painted, keep machinery always painted and presentable. Controllers Clean with blower, check alignment of switches, relays, timers, hinge pins, etc. Adjust and lubricate. Check all condensers, resistance tubes grids. Check fuses, holders, and all controllers. Guides Lubricate (roller guides) as necessary. Hostway Inspect, clean and adjust guide rails, cams and fastenings of counterweights. Inspect and test limit terminal switches for proper operation. Check elevator shaft for settling and cracks in building structure. Fill and adjust checks and door eccentrics. Check bottom gibs, struts, sills, headers, bumpers, and fastenings. Adjust door contacts as required. Hall Inspect hall button contacts, springs, and wiring. Clean and lubricate. C. Hydraulic Elevators Monthly Maintenance: Check Points Observe operation of elevator throughout its full range and at all floors it serves to test controls, safety devices, leveling, re-leveling and other devices. If creeping exceeds 2 , determine cause and correct it. Check opening and closing of doors, gates, the indicators in cab and at each floor. Inspect interior of cab. Test normal and emergency lights, fan, emergency call system or alarm, miscellaneous hardware, control panel, etc. Inspect hoist way, pit and machine room. Clean and lubricate equipment and clean pit and machine room floors. Test mechanism. Observe operation of motor and pump, oil lines, tank, controls, plunger, packing, etc. Test manual and emergency control. Clean and lubricate floor selector drive tapes and chains. Clean and lubricate automatic slow-down and stopping switches on top of cabs on elevator. Clean car positioning indicators, signal boards, and adjust if necessary. Clean and lubricate guide rails, if required. Quarterly Maintenance Clean, lubricate and adjust Clean, lubricate and adjust overload mechanism. Clean all motors. Check dispatching system. Repair and adjust electronic door operation system, clean as necessary. Clean mechanism, hoist way top and bottom of cabs, etc. Inspect and clean car door catch contacts and adjust if necessary. Miscellaneous Service is to be performed as required to maintain a safe and efficient operation. Clean and adjust floor selector contacts. Hostway doors, car gates, and associated equipment are maintained continuously. Inspect and repair or renew traveling cables. Listed above are recommendations/ Minimum requirements. Local and State laws/rules supersede as always.