J059--659-24-1-6047-0043 Maint Contract - Elevator Insp (VA-24-00036163)

DEPARTMENT OF VETERANS AFFAIRS Network Contracting Office 6 (NCO 6) Sources Sought 36C24624Q0477 In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, the Government reserves the right to revise the Performance Work Statement, Statement of Work and/or other contract requirements before the release of any associated solicitation. This notice is not a Request for Proposals (RFP) or Request for Quotes (RFQ). Information provided in this notice is subject to change prior to release of a solicitation. OVERVIEW The Department of Veterans Affairs Administration, Salisbury VA Healthcare System, W. G. Hefner Medical Center located at 1601 Brenner Ave. Salisbury, NC 28144 has need of a contractor who can provide Elevator Inspections Annually & ever 5 years accordance with all terms and conditions, provisions and requirements listed herein and in accordance with the Performance Work Statement. SCOPE OF WORK Under this service agreement the Contractor shall provide services repair and emergency repair maintenance of all Elevators. The service is to be provided for the Engineering Service line at the W.G. Bill Hefner Veterans Affairs Medical Center located at 1601 Brenner Avenue, Salisbury, NC 28144-2515. Specific Work to be Performed: The contractor shall provide all inspection, engineering, management, supervision, manpower, materials, supplies, equipment travel and all costs to and from, to plan, schedule, coordinate and assure effective performance of all inspection services for the elevators of the W.G. Hefner Medical Center. Any changes to this contract shall be reflected in a written modification to this contract, signed by the contractor and Contracting Officer. The contractor shall coordinate with the cognizant Contracting Officer s Representative (COR) at least 3 weeks prior to scheduled inspections. Safety Inspection The contractor shall inspect no-load, full-load and special tests as required by A17.1 and A17.2 which shall be conducted by the elevator maintenance contractor for the respective facility. The test shall include all semi-annual, yearly, and 5-year tests as recommended under A17.1 and A17.2. Maintenance/Safety Inspections: Semi-annual, yearly, and 5-year maintenance inspections shall be performed by the contractor on each elevator and its components. In addition to using the standards in the A17.1 and A17.2 Codes, the inspection contractor shall assure that the maintenance contractors preventative maintenance check charts are up to date and correctly annotated and shall inspect the elevator equipment for evidence of proper maintenance, adjustment, and repair. Deficiencies shall be recorded in the remarks area of the inspection form. Elevator Inspection Schedules In order to minimize interruption or interference with Government business, the contractor shall arrange a specific time and date for each inspection visit with the applicable Contracting Officer s Representative (COR). The schedule shall be coordinated at least 3 weeks in advance with the COR. Any condition found affecting the immediate safety of passengers or elevator equipment shall be reported verbally immediately to the COR. Within 24 hours, a written report clearly listing the defects found and the recommended corrective action shall be submitted to the COR. Upon completion of each inspection, the inspection contractor shall obtain the signature of the COR on the Elevator Inspection Report. This report may be handwritten at the time of the inspection but must be submitted in typed forms within 2 weeks of the inspection. During the annual routine inspections, the inspector shall have prepared the Certificate of Elevator Inspection and shall furnish the signed certificate to the COR. The contract inspector shall meet with the COR at the start of each inspection visit to review the status of the elevator system. The COR will provide all necessary elevator maintenance documentation to the inspector for use during the inspection visit. The inspection contractor shall meet with the COR at the conclusion of the inspection to present findings. The inspector shall detail any problem areas encountered, and present recommended solutions to the problem, is any. Qualifications of Contractor Inspectors The inspectors provided by the contractor under this contract must possess current ASME-QEI American Society of Mechanical Engineers Qualified Elevator Inspector certification. The inspector must provide a copy of a current certificate before the inspector begins each inspection under this contract. Government Re-Inspection and Test All inspections and other services may be subject to re-inspection, examination, and test by Government inspectors always during the work at any and all places where such work is being carried on. The Government shall have the right to reject defective inspections or reports. Rejected items shall be satisfactorily corrected and/or replaced without additional expense to the Government. SPECIFIC INFORMATION ESTIMATED PERIOD OF PERFORMANCE: Base Year February 22, 2024, thru February 21, 2025 Option Yr. 1 February 22, 2025, thru February 21, 2026 Option Yr. 2 February 22, 2026, thru February 21, 2027 Option Yr. 3 February 22, 2027, thru February 21, 2028 Option Yr. 4 February 22, 2028, thru February 22, 2029 Five (5) Year Testing Full Load & Pressure Testing February 22, 2026 ELECTRONIC SPECIFICATIONS AND DRAWINGS: There are no drawings or specifications required. SPECIFICATIONS FOR GUARANTEE PERIOD SERVICES: Planned maintenance to be performed during normal business hours (7:00 a.m. 5:00 p.m. Monday thru Friday). CONTRACTOR TRADE: A professional mechanical contractor will bid as prime contractor. SECURITY: The C&A requirements do not apply. This acquisition does not require services that involve connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. A Security Accreditation Package is not required. CERTIFICATIONS: Contractor must provide a certified Engineer that must be certified through a formalized training program, with a verified certification to perform preventative and remedial maintenance on equipment. Contractor must provide an Engineer who must be OSHA-10 certified and comply with the Federal Guidelines TRAINING: A minimum of 10 hours of training is required TECHNICAL SERVICES: Elevator inspections Semi Annual, Annual, 5 years W.G. Hefner Veteran Affairs Medical Center Elevator Inspection Statement of Work Introduction: W.G. Hefner Veteran Affairs, 1601 Benner Ave, Salisbury, NC requires elevator inspections twice a year along with 5-year testing. All safety inspections shall be made in accordance with the latest revised edition of the American Society of Mechanical Engineers (ASME) Safety Code for Elevators and Escalators (ANSI ASME A17.1) hereafter referred to as the A17.1 Code. The A17.1 Code shall be used as the minimum requirements for the inspections covered by this contract. The ASME Guide for Inspections of Elevators, Escalators and Moving Walks (ANSI ASME A17.2) shall be used as the guide for inspection and test procedures, hereafter referred to as the A17.2 Code. The contractor shall be responsible for ensuring that its employees maintain satisfactory standards of competency, conduct, appearance, integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary. Contractor employees must abide by policies established for the W.G. Hefner Veterans Affairs facility while performing work under this contract, including, but not limited to, abiding by all parking regulations, restrictions against possession of weapons, restrictions against smoking, and policies pertaining to allow search of enclosed containers. Contractor to comply as follows: OSHA 10 General Industry Training certificates and submission of a Health safety plan that includes confined space entry plan be pre-approved by VA. The contractor is responsible for compliance with all OSHA and other safety regulations. Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on site to perform contracted services or by obtaining VA Contractor badge from the VA Engineering. WORK OPERATIONS: Contractor shall report for work during the working hours of Monday- Friday from 7:00AM-5:00PM. Contractor must check in with Engineering at the beginning and end of each day when on site providing services. EQUIPMENT LIST: N/A BUILDING TYPE NUMBER OF STOPS 1 Hydraulic 2 2 Traction 6 2 Traction 6 2 Traction 6 2 Hydraulic 2 2 Traction 6 to be completed in FY 2024 3 Traction 5 3 Traction 5 3 Traction 5 4 Traction 5 4 Traction 5 4 Traction 5 5 Hydraulic 2 5 Hydraulic 2 6 Traction 2 8 Hydraulic 4 8 Hydraulic 4 8 Hydraulic 4 8 Hydraulic 4 9 Hydraulic 2 11 Traction 2 11 Hydraulic 2 20 Hydraulic 3 20 Hydraulic 3 21 Hydraulic 3 21 Hydraulic 3 42 Hydraulic 3 42 Hydraulic 3 42 Hydraulic 3 42 Hydraulic 3 TB, Flu, OSHA, AND BADGING REQUIREMENTS: TB The Contractor shall comply with the Federal/California OSHA Blood borne Pathogens Standard. Negative Results WITHIN 90 DAYS are required for badging. The Contractor shall: Have methods by which all employees are educated as to risks associated with blood borne pathogens. Have policies and procedures which reduce the risk of employee exposure to blood borne pathogens. Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract. Flu Flu Shot or Mask (November 30th to March 31st) The Contractor shall comply with the W. G. Hefner Medical Center VA Directive 1192 requirements for Flu Shots. All Construction Contractors and Maintenance Contractors working on Site must either have a Flu Shot or wear a mask regardless of interaction with patient areas. Personnel must produce a flu shot record or will have to wear a mask while on property. OSHA The Contractor shall comply with the Federal Guidelines. A minimum of 10 hours training is required. BADGING REQUIREMENTS FOR SALISBURY VAMC: ALL CONTRACT WORKERS ARE REQUIRED TO OBTAIN AND WEAR A PERSONAL IDENTIFICATION VERIFICATION (PIV) BADGE. THE BADGE MUST ALWAYS BE VISIBLE WHILE WORKER IS ON THE VA MEDICAL CENTER CAMPUS. THIS DOCUMENT APPLIES TO ALL NEW AND RENEWAL OF BADGES. BADGING IS REQUIRED PRIOR TO NEW CONTRACTORS BEGINNING NEWLY AWARDED MAINTENANCE CONTRACTS. BADGES ARE RENEWED JUST PRIOR TO THEIR EXPIRATION. IT IS THE DUTY OF THE CONTRACT SUPERVISOR TO ENSURE BADGES ARE RENEWED PRIOR TO EXPIRATION. UPDATED OSHA, TB TESTING, AND FLU SHOT (IF DURING FLU SEASON) WILL BE REQUIRED FOR RENEWALS. TWO (2) FORMS OF IDENTIFICATION ARE REQUIRED: VALID STATE ID. WORK VISA INS SOCIAL SECURITY CARD WITH VALID FOR WORK PURPOSES ONLY . NON- U.S. PASSPORT WITH INS PAPERWORK VALIDATING THEIR RIGHT TO WORK IN THE US. NATURALIZED CARD: MUST BE CARRIED BY THE WORKER ALWAYS WHILE ON PROPERTY. SECURITY: Contractors providing any on-site support/services are REQUIRED to have a RepTrax account to conduct business on VA property. The contractor is to sign into RepTrax in advance to obtain a visitor badge/access to the Salisbury VAMC. If the FSE does not have a valid account, one must obtain one prior to performing onsite support. Contractors can register using https://www.sec3ure.com/login. RepTrax Kiosks are located at each facility. Escort will be provided as required in sensitive work areas. The Contractor's FSE's shall wear visible identification at-all-times while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Under VHA Directive 1085, all VHA health care facilities (including CBOCs and HCCs) will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019.The policy applies to cigarettes, cigars, pipes, or any other combustion of tobacco, including but not limited to electronic or e-cigarettes, vape pens or e-cigars. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal couple. PAYMENTS: Payments will be made in arrears following the receipt of the invoice and the monthly summary report. SMOKE FREE VHA: Under VHA Directive 1085, all VHA health care facilities (including CBOCs and HCCs) will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. The policy applies to cigarettes, cigars, pipes, or any other combustion of tobacco, including but not limited to electronic or e-cigarettes, vape pens or e-cigars. B.5 SPECIAL CONTRACT REQUIREMENTS 1.0 KEY PERSONNEL Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted, or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance. 2.0 WORK HOURS The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off duty hours as described below. The following terms have the following meanings: - (1) Normal working hours: Monday through Friday, 7:00 a.m. 5:00 p.m., excluding federal holidays. (2) Federal Holidays: The 11 holidays observed by the Federal Government are: New Year s Day Martin Luther King s Day President s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas - Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. 3.0 FSS RFQ INTRODUCTORY LANGUAGE The terms and conditions of the contractor's FSS contract (including any contract modifications) apply to all Blanket Purchase Agreements (BPA) and task or delivery orders issued under the contract because of this RFQ. When a lower price has been established, or when the delivery terms, FOB terms, or ordering requirements have been modified by the BPA or task/delivery order, those modified terms will apply to all purchases made pursuant to it and take precedence over the FSS contract. Any unique terms and conditions of a BPA or order issued under the contract that are not a part of the applicable FSS contract will govern. In the event of an inconsistency between the terms and conditions of a BPA or task/delivery order and the Contractor's FSS terms, other than those identified above, the terms of the FSS contract will take precedence. 4.0 BILLING AND PAYMENT The contractor shall submit payment requests in electronic form via VA s Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/fsc/einvoice.asp VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org). Invoices shall be submitted in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum: Contract Number Obligation/Purchase Order Number Invoice Number CLIN (contract line-item number) Date of Service Tungsten e-Invoice Setup Information: +1 (555) 000-0000 Tungsten e-Invoice email: contact@example.gov FSC e-Invoice Contact Information: +1 (555) 000-0000 FSC e-invoice email: contact@example.gov 5.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) (a) FAR 42.1502 direct all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted to record your contract performance as required by FAR 42.15. (b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action. (c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public. (d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site. (e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, No Comment in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment. Your response is due within 30 calendar days after receipt of the CPAR. (f) The following guidelines apply concerning your use of the past performance evaluation: (1) Protect the evaluation as source selection information. After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions. (2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control. (3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes. (g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period. (h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed. 6.0 CONTRACT ADMINISTRATION Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract. The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof POINTS OF CONTACT Contracting Officer (CO) Department of Veterans Affairs VISN 6 Network Contracting Office 100 Emancipation Drive, Building 27 Hampton, Virginia 23667 +1 (555) 000-0000 Fax +1 (555) 000-0000 Contracting Officer s Representative (COR) John Johnson_ Department of Veterans Affairs 1601 Brenner Ave Salisbury NC 28144 +1 (555) 000-0000 Ext.