J049--Maintenance and Repair of Elevators Columbia MO VA Medical Center

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Work to be performed: DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER Truman VA, Columbia, MO STATEMENT OF WORK Maintenance and Repair of Elevators 1. Introduction: This Statement of Work (SOW) describes the requirements for the maintenance, inspection, testing, and service of elevators at the Harry S. Truman Veterans Memorial Hospital (HSTVMH). The contractor shall provide full elevator maintenance service, in compliance with the ANSI/ASME Safety Code requirements, the manufacturer s recommendations, the Elevator Industry Field Employees Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operation mode at all times except for prescheduled downtime including all labor, parts, and materials. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the Contracting Officer s Representative (COR). No deviations to the performance measures can be made until the contract is modified by the Contracting Officer. The contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the installing contractor or system manufacturer. 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: All work shall be coordinated with Facilities Management. Contact Sarah Hamilton in Facilities Management at +1 (555) 000-0000 to schedule maintenance, testing, and inspections. All testing and inspections will be performed in the presence of VA personnel. The VA will provide one person to assist in all testing exercises. These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor will be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the elevators and related systems and ensure safe and reliable elevator operation. The Maintenance Performance Schedule shall be submitted with the proposal documents before the contractor may inspect all elevators within the first fifteen (15) days of award of contract to ensure elevators are in proper working order and up to safety code and notify COR of any deficiencies. 2. Qualifications of Contractors: The contract manager responsible for the management and scheduling of work to be performed under this contract shall possess at least five (5) years of recent (within the past seven years) experience in managing personnel responsible for the operation and maintenance of elevator equipment of the approximate size, supervisory control systems and other characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the information specified herein must be submitted to the contracting officer or his/her designee for approval prior to assignment of the contract manager to the contract. Both new and replacement contract managers must meet these qualification standards. Provide the following for review: Full name of the proposed contract manager Detailed description of the employment history of the proposed contract manager for the past seven years Name(s) and address(es) of the companies for whom the proposed contract manager worked for the past seven years along with the name(s) and telephone number(s) of his or her immediate supervisor(s). Certification documents shall be submitted with the proposal documents prior to award. The supervisor responsible for directing the work to be accomplished under this contract shall possess at least five (5) years of recent (within the past seven years) experience in directing operation and maintenance of elevator equipment in a supervisory capacity for elevators of the approximate size, supervisory control systems and other characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the information specified herein must be submitted to the COR or his/her designee for approval prior to the assignment of any supervisor to the contract. Both new and replacement supervisors must meet these qualification standards. Provide the following for review: Full name of proposed supervisor Detailed description of employment history of the proposed supervisor for the past seven years Name(s) and address(es) of the companies for whom the proposed supervisor worked for the past seven years along with the name(s) and telephone number(s) of his or her immediate supervisor(s) Certification documents shall be submitted with the proposal documents before award All elevator mechanics engaged in the contract activities specified herein must be of a journeyman status as recognized by the industry and be licensed by the state, local authority, and/or city local authority in those trades, crafts or professional which require licensing by jurisdiction. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the referenced jurisdictions. A copy of the license for each employee shall be furnished to the COR. Each mechanic must possess at least three (3) years (within the past five years) experience in the maintenance, repair, installation, and/or inspection of elevators and equipment of equal, specific make and type of elevator(s) being serviced or greater size, scope, and complexity as those covered under this contract. A detailed resume containing the information specified herein must be submitted to the COR or his/her designee for approval prior to the assignment of any mechanic to the contract. Both new and replacement mechanics must meet these qualification standards. Provide the following for review: Full name of proposed mechanic Detailed description of employment history of the proposed mechanic for the past five years Name(s) and address(es) of the companies for whom the proposed mechanic worked for the past five years along with the name(s) and telephone number(s) of his or her immediate supervisor(s) Elevator Mechanic Helpers may perform work and/or repairs for which they are qualified. Elevator Mechanic Helper qualifications are determined by state, local, and/or city requirements. In the absence of any licensing requirement by state and local jurisdictions, the contractor shall certify, in writing, to the COR, that the elevator personnel involved in the performance of this contract are competent. The certification documents must be submitted with the proposal documents before award. Contractor shall always have in its employment a sufficient number of capable and qualified employees to enable it to properly, adequately, and safely manage, operate, maintain, and account for the elevator system. Contractors shall have knowledge of and access to the latest versions of the NFPA 101: Life Safety Code; NFPA 30: Flammable and Combustible Liquids Code; ANSE/ASME A17: Safety Code for Elevators and Escalators; NFPA 70: National Electrical Code, etc. Contractors shall furnish all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I. 3. General Work Items: Provide the following one-time purchases, to include required labor, during the Base Year of the contract: Replace remaining floor and door hold open/close buttons with vandal resistant buttons 58 total Provide replacement wall panels in Elevators 1, 2, and 3 Replace indicator lights to blue with blue lenses in Elevators 1, 2, 3, 4, 5, and 6 (inside cars) Repair doors on Elevators 16 and 17 due to weather corrosion Replace lights in hall indicator arrows for Elevators 1, 2, 3, 4, and 5 at basement-6th floor; and Elevator 6 at basement-3rd floor The contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the installing contractor or system manufacturer. 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: Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings 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 Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws 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 Hoist way door interlocks, Hostway door hangars, bottom door guides and auxiliary door closing devices 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 including gibs and rollers Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices Hostway lighting 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 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. 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 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. Shipping of parts or equipment out for repair that are covered under this contract. The contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. The contractor shall develop and implement a Performance Requirement Summary of preventive maintenance (PM) schedule acceptable to the COR. All equipment shall be maintained in accordance with the manufacturer s recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The contractor shall provide on-site elevator maintenance at a minimum of 1-hour per week for traction units and 1-hour every two weeks for hydraulic units. The weekly schedule shall be coordinated with the COR. A copy of the PM program will be provided to the COR for review and acceptance during the solicitation phase for approval. The PM program must be acceptable to the COR prior to the commencement of the contract period. All scheduled work that requires an elevator to be taken out of service shall be coordinated with the COR and the contractor shall report to the COR the status of elevator equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR by 7:00am that day. The contractor is responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR. In the event an elevator is shutdown, an Out of Service sign must be placed at each call button on all floors with the elevator is the only one servicing that area. The contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the COR. If changes are authorized, the contractor shall make appropriate revisions to the elevator drawings and/or specifications. All parts or components installed, or improvement made, by the contractor during the term of this contract shall become and remain the property of the Government. The Government reserves the right to require the contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR and the Government reserves the right to witness all testing. To provide for uninterrupted Government business and elevator service for the handicapped, unnecessary out-of-service periods for elevators cannot be tolerated. Therefore, it is essential that elevator repairs be affected immediately. The contractor shall maintain the machinery spaces, elevator pits, car tops, storage areas, etc. in a clean and orderly manner. When work is performed in these areas, the contractor s personnel shall clean up all debris and leave the area in a presentable condition. The machinery room floors, and the equipment located within the machinery rooms, shall be painted as necessary to repair damage done by the contractor to maintain the appearance of the room and equipment. When painting, the contractor must comply with the ANSI color coding system outlined in the ANSI A13.1, Scheme for the Identification of Piping Systems, and maintain the identity (identification information) of the equipment. The contractor must obtain the approval of the COR before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc. shall be properly secured in containers approved by the COR. Storage shall not be negatively impact the means of egress, fire protection systems, and emergency lighting; nor shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintain as required by NFPA 70, the National Electrical Code. Parts installed on the elevators covered by this scope of work shall be new and genuine parts supplied by the original equipment manufacturer, or its successor prior to the installation of the part. The contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of elevator service. When replacing existing parts, or installing new parts, the contractor shall install energy efficient parts to the maximum extent possible. Excluded Work Items: The following work is specifically excluded from this contract: Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the contractor, his representatives, or employees. The COR or designee must approve in advance any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval of Contracting Officer. Any repairs due to misuse or negligence shall be billed separately according to the negotiated price with the contractor at the time of the incident. Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities. Repairs or replacement of cab enclosure, hoist way enclosures, door frames and sills, machine room lighting, cab tile or carpet. Replacement of underground hydraulic piping or hydraulic cylinder. For clarification, any item not specifically excluded shall be considered the contractor s responsibility. Elevator Information: Building 1 Main Facility Elevator 1 Type: traction control Coverage: basement-6th floor Elevator 2 Type: traction control Coverage: basement-6th floor Elevator 3 Type: traction control Coverage: basement-6th floor Elevator 4 Type: traction control Coverage: basement-6th floor Elevator 5 Type: traction control Coverage: basement-6th floor Elevator 6 Type: hydraulic Coverage: basement-3rd floor Elevator A Type: traction Coverage: basement-1st floor Elevator B Type: traction Coverage: basement-1st floor Elevator 9 Type: hydraulic Coverage: basement-3rd floor Elevator 10 Type: hydraulic Coverage: basement-3rd floor Elevator 11 Type: hydraulic Coverage: basement-3rd floor Elevator 12 Type: traction control Coverage: basement-3rd floor Elevator 13 Type: traction control Coverage: basement-3rd floor Building 2 Community Living Center Elevator CLC-1 Type: hydraulic Coverage: basement-1st floor Building 3 Fisher House Elevator 1 Type: hydraulic Coverage: basement-3rd floor Building 14 Warehouse Vertical Reciprocating Conveyor (Autoquip, Model: FLT-165-0030) Type: electro-hydraulic Coverage: ground level to mezzanine Parking Garage Elevator 16 Type: traction control Coverage: 1st-4th floor Elevator 17 Type: traction control Coverage: 1st-4th floor 6. Inspection and Testing Services: Elevator Safety Inspections The contractor shall be responsible for having the following inspections accomplished by INDEPENDENT VA CONTRACT INSPECTOR in accordance with the requirements of the latest edition of ANSI/ASME QEI-1, Standard for the Qualification of Elevator Inspectors. The contractor shall provide personnel who are familiar with the equipment to perform tests and assist the inspector. The contractor shall schedule and have performed the periodic inspections and tests of all elevators at the recommended intervals found in the effective edition of ANSI/ASME A17. The maintenance contractor must coordinate for the performance of the safety inspections with the INDEPENDENT VA CONTRACT INSPECTOR s organization. The contractor shall furnish a copy of the inspection schedule to the COR (this list shall be estimated for proposal submission and finalized before award of the contract). This schedule shall clearly indicate the edition of ANSI/ASME A17. The COR will be advised of any changes to the schedule and notified fifteen (15) working days in advance of the inspection date to afford the COR an opportunity to observe the inspection. The required semi-annual inspection of the emergency signaling device (alarm) and the means of two-way conversation will be recorded on an approved form. Copies of this form will be provided to the contractor by the COR. The contractor shall provide a qualified employee to accompany the inspector during the inspection. The INDEPENDENT VA CONTRACT INSPECTOR shall furnish a written report of each inspection to the COR and to the maintenance contractor. The report shall be submitted on the following checklists from the American Society of Mechanical Engineers (ASME): Checklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, as appropriate. The maintenance contractor shall be responsible for the correction of all listed deficiencies within the scope of the contract by the date specified by the COR. Any deficiencies marked emergency must be corrected immediately. When all listed deficiencies have been corrected, the contractor shall sign and date the inspection report and return it to the COR. The contractor shall be responsible for obtaining the signed form from the INDEPENDENT VA CONTRACT INSPECTOR. Copies of the form will be provided to the COR. Adjustments and Tests: The contractor is responsible for the accomplishment of all tests required, at the intervals specified, and in accordance with the American National Standard Safety Code for Elevators and Escalators manual. Most current publication will be used at all times. Copies of all test results will be furnished to the COR. The contractor shall maintain the elevators as stated in Performance Standards and within the limits of the American National Standard Safety Code for Elevators and Escalators. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. The fire alarm capturing device must be maintained and tested. This testing shall be conducted once each month of each contract year. Such tests shall not interfere with the normal operation of the building. The contractor shall check the Group Automatic Operation system annually and make necessary tests to ensure that all circuits and time settings are properly adjusted, and that the system performs as designed and install by the manufacturer. Except for group supervisory control system tests or other tests on elevators and emergency service herein provided for, all work shall be performed during regular working hours or regular working days, Monday through Friday, excluding Federal Holidays. Only when so authorized by the COR, may any portion of the work other than emergency service be performed outside of regular working hours. The Government reserves the right to require the contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR and the Government reserves the right to witness all testing. Testing Schedule (all elevators): Safety Tests The safety tests, as required by ANSI/ASME A17, shall be performed by the contractor employees and witnessed by the INDEPENDENT VA CONTRACT INSPECTOR. Safety Inspection Schedule The tests, as required by ANSI/ASME A17, shall be performed and witnessed by the INDEPENDENT VA CONTRACT INSPECTOR. Maintenance contractor will coordinate with testing contractor and medical center on times and dates of the testing of each medical center elevator, on the Annual Elevator Fire Alarm Device Testing, Semi-Annual, Annual, and Five-Year Load Test as outlined on the proposal sheet. 7. Reporting: Upon arriving on station, the contractor s serviceman will report to the Facilities Management office to sign-in (only during normal working hours 7:30am to 4:00pm) before going to the work site. Upon completion of any inspection or service, including all call bac work, the contractor or his representatives shall make a brief verbal report of what was accomplished before departure (only during normal working hours 7:30am to 4:00pm) from the Medical Center premises. Such reports shall advise of any repairs or repair parts required that are necessary to maintain the equipment in perfect running condition. This report shall be made in person to the COR or designee on duty at the time. A brief written report shall be submitted to the COR prior to the 25th day of each month, certifying compliance with inspection and service requirements of the previous month and noting any exceptions and reasons for the exceptions. Negative reports are required to ensure that this contract requirement is met. Additionally, the contractor shall make a written report to the Contracting Officer and the COR within five (5) working days from the time the contractor encounters a need for repairs or repair parts, which, in the contactor s opinion, are required to maintain the equipment in perfect operating condition. Provide complete written report of the work performed. Information shown in the report shall be as follows: Company s name, address, telephone & FAX numbers. Name and signature of contractors who perform the maintenance and testing. VA Work Contract Number, name, and number of VA Contracting Officer. Date and time of work. Copies of contractors valid licenses, professional and training certificates. Descriptions and model number of specialized tools and equipment used. Location and type of equipment serviced. Descriptions of work items. Recommended corrective actions, if any. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer and Plant Manager, Facilities Management for immediate actions. Modifications (additions, removals, etc.) from the system programming will be provided to the VA in excel format within three (3) business days. 8. Special Requirements: Contractor shall report to the Engineering Control Center (ECC) during off-duty hours for sign-in before going to the worksite and check-out through the ECC when work is completed. *Price to reflect cost for 100 hours estimated service calls outside of normal business hours. The contractor shall supply and maintain a current maintenance logbook for each elevator documenting the Management Information Data. The logbook shall remain in the equipment room for each elevator, or in a location designated by the COR at each medical center. The logbook shall be annotated as service is rendered describing in detail problems and corrective action taken. A record of all call-backs and resulting repair shall be kept by the contractor and annotated in the maintenance logbook indicating all services rendered, any difficult experiences and corrective measures that may improve service. All scheduled inspections and emergency call back service shall also include (1) Person, (2) Date, (3) Purpose, (4) Problems/Difficult Experiences, (5) Corrective Measures Taken, and (6) Time started, and time completed or stopped. Each month the contractor shall subject all elevators provided with firefighters emergency operation to Phase I (maintenance and fire service personnel system verification checks) recall by use of the key switch, and a minimum of one-floor operation on Phase II. The contractor shall correct all deficiencies. The contractor shall maintain a record of findings and all details shall be annotated in the maintenance logbook located in each elevator machine room and make it available to the COR and elevator inspection personnel. The contractor shall provide a number that is available on a 24-hour a day, 7 days a week basis for emergency calls. The contractor shall provide approved metal waste containers for flammable and combustible waste associated with the performance of this contract. Flammable and combustible waste shall be removed from the premises daily. The contractor shall provide approved metal storage cabinets for flammable materials associated with the performance of this contract. Storage of flammable and combustible liquids shall be limited as much as possible and shall conform to the latest edition of NFPA 30, Flammable and Combustible Liquids Code. 9. Quality Control: The contractor shall maintain a complete Quality Control (QC) Plan and administer a QC Program in accordance with its final QC plan after award of the contract. The contractor must ensure the requirements of the contract are met, including the minimum performance requirements, as specified in the resultant Scope for Work (SOW). The final Quality Control Plan shall address the following, at a minimum: The Quality Performance Standard which includes: An inspection system covering all required performance tasks A method of identifying deficiencies in the quality of services performed A list of corrective action or measures used to prevent deficient or unsatisfactory performance Contractor s system for maintaining a record of all inspection reports and proposal for having them available or sending to the Government A strike prevention plan and contractor emergency plan Contractor s work schedule and the approach to provide performance-based elevator maintenance and repair services at the medical center due to the high visibility and daily usage by staff and public. The contractor must notify the Contracting Officer (CO) and Contracting Officer s Representative (COR), in writing, of any proposed changes to the QC Program, and Plan. The final QC Plan shall be submitted in accordance with contract requirements. No change to the final QC Plan shall be implemented prior to the mutual agreement of parties. 10. Supervision of Contract Work: A. The contractor shall ensure the work required under any resultant contract is monitored by providing supervision (Supervisor/Alternate) to comply with the terms and conditions contained herein. The Supervisor/Alternate shall be the contractor s primary representative on-site, having full authority to act on matters pertaining to performance of services required. The Supervisor/Alternate shall be available while the contract work is in progress (including emergencies and at any t...