J039--Elevator Maintenance Fargo VAMC Small Business Set-Aside

Opportunities Description This is a sources sought/proof of capability solicitation looking for Small Business vendors to perform the services per the Statement of Work (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 information with a description of proof of capability to: contact@example.gov on or before March 1st, 2022. *VAAR Provision, 852.219-77 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 Business and Serviced Disabled Veteran.* *FAR Provision 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Business.* Statement of Work Provide Elevator/Cartlift maintenance services at the VA Medical Center, Fargo, North Dakota. Maintain and keep elevators at originally specified performance levels, providing all parts, labor and equipment necessary to fully maintain, inspect, test and repair all elevators/cartlifts in accordance with all terms, conditions, provisions, specifications and Schedule of Elevators in this Statement of Work to include preventive maintenance services. Perform emergency repair services 24 hours per day, 7 days per week including holidays. Elevator Inspections are as follows: FY2023, 2024, 2025, 2026, 2027 Bi-Annual January and July Annual April 5-Year April 2025 Schedule I - Schedule of Items - Base Year Car # Building # Type Manufacturer/Year Use Warranty Expiration 1 9 Auto/Dupx Sel M.C. Otis/2007 Passenger 3/10/2009 2 9 Auto/Dupx Sel M. C. Otis/2007 Passenger 3/10/2009 3 9 Auto/Singl Sel M.C. Otis/2008 Service 3/10/2009 Controls on 6/18/2010 4 1 Auto/Singl Sel M.C. Otis/2008 Passenger 7/9/2010 5 1 Auto/Singl Sel M. C. Otis/2008 Service 7/9/2010 6 1 Auto/Singl Sel M. C. Otis/2008 Service 7/9/2010 7 46 Auto/Dupl Sel M. C. Otis/2008 Passenger 7/9/2010 8 46 Auto/Dupx Sel M.C. Otis/2008 Passenger 7/9/2010 9 40 Hydraulic Apollo/1993 Passenger NA 10 46 Hydraulic Advance/1998 Passenger NA 11 9 Cartlift(Dirty Lift) Motion Control Engineering Carlift 2012 12 9 Cartlift (Clean Lift) Motion Control Engineering Cartlift 2012 13 52 Hydraulic Otis Passenger 12/1/2012 14 46 Hydraulic Otis Passenger 3/31/2018 Description / Specifications / Work Statement SCOPE OF WORK Contractor will provide full maintenance to include emergency call-back service and repair including regular and systematic inspection of each of the elevators listed in the Schedule of Items. The Contractor shall accomplish all work needed to troubleshoot, clean, lubricate, test, adjust, repair, dismantle, assemble to provide upkeep of the elevators with all repairs and replacements needed to maintain the elevators in accordance with ANSI A17 unless otherwise excluded in these specifications. All equipment, materials and installations shall conform to the following codes: The American National Standard Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walls, ANSI A17.1-1990 or latest edition. American Standard Practice for Inspection of elevators, Inspectors Manual A17.2-1988 or latest edition. Contractor shall, at his expense, determine the nature and extent of any work or maintenance required to maintain elevators to operate at originally specified performance level and restore the elevators to satisfactory service, shall accomplish all such work required including but not limited to a thorough check of and replacement of safeties, car hatchways, accessories in pits to include lighting in the elevator pits, relays, contacts, contact leads, switches, selectors or associated parts, Including all/any items listed following inspections, except as excluded items listed under paragraph 1. (g) of this Section. Hoist and governor ropes are to be maintained under preventive maintenance standards and replaced as required. Contractor shall provide one (1) elevator mechanic to be present at safety inspections conducted by separate Inspection Contractor. Maintenance Contractor s mechanic will perform the tests required on buffers, safeties, governors, normal and final terminal stopping devices, emergency operation, emergency power operation, and door closing force. The above applies to semi-annual, annual and/or 5-year tests. Maintenance Contractor shall provide necessary weights and other accessories required during inspections. Contractor is responsible for making all repairs and adjustments that safety inspecting Contractor deems necessary for compliance with elevator codes. All said repairs and adjustments shall be accomplished within thirty (30) calendar days after receipt of written notification by the VA that such repairs and adjustments are necessary. Contractor SHALL NOT: Supply and replace incandescent or fluorescent lamps for car light fixtures; Supply and replace floor covering on elevator car platform; or clean and refinish car interiors and hoistway doors or frames; Install without purchase order authority, new attachments as may be recommended or directed by inspection firms or by Federal, State, Municipal or other Government authorities; Replace or make repairs to main line switches, circuit breakers, or fuses; Repair underground leaks of hydraulic elevators. Leaks underground shall be reported in writing to the Engineering Chief. Repairs will be accomplished by a separate contract; 2. MAINTENANCE INSPECTIONS: All passenger and service Gear or Traction type elevators shall be cleaned and inspected monthly. All passenger and service (hydraulic type) elevators shall be cleaned and inspected Quarterly. All cartlifts and dumbwaiters shall be cleaned and inspected bi-annually. The Contractor shall check in with M&R supervisor and checkout and be certified by the completion of the inspections and providing written service reports to the Engineering Service Maintenance Supervisor. A maintenance logbook shall be filled out each visit by the elevator repairman and kept in each elevator equipment room. 3. CLEANING, LUBRICATION AND ADJUSTMENT SERVICE: When and as required, in accordance with elevator manufacturer s requirements, the machines, ropes, brakes, motors, generators, controllers, relay panels, selectors, leveling devices, operating devices, switches on car and hoistway, hoistway door and car door or gate operating device, interlocks and contact guide shoes, or roller guides, guide grooves in hoistway and car door sills, hangers for all doors and car doors or gates, signal system, car safety device, governors, tension frames and sheaves in pit shall be cleaned, lubricated and adjusted. Contractor must furnish all lubricants, cleaning materials and parts as required. During shutdown of elevators for cleaning, lubrication and adjustment, signs must be posted at each floor to inform personnel that elevator is down for repairs. Contractor must coordinate with facility Engineering Service for shutdown(s) and day/time of shutdown(s). 4. CLEANING SERVICES: All parts, equipment, guide rails, sheaves and beams, counterweight frames, top of cars, bottom of platform, hatchways, pits and machine room floors shall be kept clean. Contractor shall clean, remove dirt, lint, excessive grease on or about the elevators, machine, motors, motor generator (MG) sets, controls and associated elevator equipment and accessories. Car tops and pits are to be cleaned at least each time the elevator is inspected, serviced or repaired. Pit cleaning will include removal of rubbish, debris, spillage, and drippings. Contractor shall coordinate day/time with the Engineering Officer, or his designee, for scheduled pit cleaning. Contractor shall furnish all necessary cleaning supplies, i. e., rags, vacuum cleaner, etc. Contractor shall wipe down all machinery and keep it free of dust. Oil rags will be placed in metal/sealed holding containers which shall be removed from the premises and disposed of when full. 5. LUBRICATION SERVICES: All sheave, machine, and motor bearing and hoisting ropes shall be lubricated, machine stuffing box and bearings on motor operated brakes shall be repacked and gear cases and guide lubrication shall be refilled when required. Hydraulic fluid sufficient to maintain required operation levels shall be furnished on all hydraulic elevators. 6. ADJUSTMENT SERVICES: All hoisting ropes shall be examined quarterly, and tension equalized, and report of rope condition written in every report, as specified under Paragraph 9, Report of Service. The exterior of the machinery and any other parts of equipment, subject to rust, shall always be kept properly painted and presentable. The motor windings shall be kept free of rust where roller guides are used and properly lubricated where sliding guides are used. Guide shoe rollers and gibs shall be renewed as required to ensure smooth and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers or mainline switches in machine rooms and from outlets in the hoistway shall be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded. When/if Contractor s recommendation to replace hoisting ropes is approved, all hoisting ropes and governor ropes shall be replaced as required. 7. PARTS TO BE FURNISHED, INSTALLED OR REPAIRED: Contractor shall furnish and install or repair when as necessary, machine hydraulic pumps, motor generators, controllers and boards, selectors, gears, thrusts, windings, commutators, hydraulic pump belts and pulleys, hydraulic valve components and coils, circuits magnet frames, relays, contactors, control fuses, cams, car door and hoist way door hangers tracks and door guides, door operating devices, interlocks and contacts, car gates, safety devices, governors, push buttons, LED lights, annunciators, hall lanterns and indicators, lamp replacement in signal systems and all other elevator signal and accessory equipment complete. All parts shall be of the original manufacturer s design and specification. 8. EMERGENCY CALL BACK SERVICE: Prompt emergency call back service shall be provided on site within two (2) hours in response to requests (telephone or otherwise) from the Engineering Officer or his designee in case of shutdown or any emergency trouble arising between scheduled service calls. This service shall be rendered at any hour of any day of the week at no extra charge, regardless of cause. The serviceman responding to the call must personally call the person that made the service request and confirm that he/she is enroute to the medical center. If a serviceman is not immediately available, the office receiving the call must be notifying the person that made the service request stating the length of time of delay. Contractor will be advised at that time if the service call can be deferred. If prompt response is not available, the Government reserves the right to procure services from a noncontract source and bill the excess costs to the Contractor if deemed necessary. The Government will be the sole judge in making this determination. No overtime or travel will be charged. A local contact from within a 50-mile range of the VAMC, must be made available to respond to emergency calls. The contractor shall enter below the addresses and telephone numbers of the office which will receive calls for service: REGULAR HOURS OF BUSINESS: Hours______________________________________________________ Address____________________________________________________ Telephone Number ___________________________________________ OTHER THAN REGULAR HOURS OF BUSINESS: Address ____________________________________________________ Telephone Number___________________________________________ 9. REPORT OF SERVICE: Upon completion of all/any services, the Contractor shall report to the Facilities Engineering Officer or his designee and a written report of services performed shall be furnished for each service call. Report shall state corrective action taken. Quarterly reports shall be submitted in January, April, July and at the end of the contract period. Reports shall list each roped elevator separately and shall be specific as to rope condition, i.e. tension, lubrication and wear. 10. RECORDS: Contractor shall maintain a complete, orderly, and chronological file including drawings, parts lists, and copies of all reports as required by these specifications. A record of all call backs and repairs shall be kept indicating any difficulty experienced and corrective measures taken to eliminate difficulties. This file shall be available for inspection upon request, and a copy of this complete file will be furnished each VAMC during the last month of the contract period. 11. HOURS OF WORK: Work required in the performance of this contract shall be performed during the medical center s regular administrative working hours, 8:00 am to 4:30 pm weekdays. Contractor shall provide prompt emergency service 24 hours per day, seven days per week, including holidays. Upon arriving at the installation to perform services, the Contractor shall report to the Engineering Officer or his designee. (After working hours report to Boiler Plant in building 10 and call +1 (555) 000-0000 extension 3068). All work requiring the interruption of service, will require notification to and concurrence by the Engineering Officer. Interruption of service is work requiring shutdown for more than fifteen (15) minutes at any one time. 12. LOG: The Contractor shall maintain a log of services performed in the VAMC Facilities Engineering Service. The log shall list the date and time of all maintenance service and trouble calls. Each trouble call shall be fully described, including the nature of the call, necessary correction performed and/or parts replaced. The log will be kept in each elevator equipment room. 13. MAINTENANCE SERVICES: The maintenance service specified in this solicitation shall not include the performance of any work required as a result of improper use, accident, or negligence for which the Contractor is not directly responsible. 14. INSPECTION OF PREMISES: Potential offerors may inspect VAMC premises prior to submitting proposals in order to be fully aware of the scope of the services required. Failure to inspect all premises will not relieve the successful offeror from performing in accordance with the strict intent and meaning of the specifications. Appointments can be made with the following Engineering Service personnel, the Contracting Officer s Representative (COR): Maintenance Supervisor. END OF SPECIFICATIONS