J065--Elevator Repair & Maintenance - Saginaw

This is a Sources Sought Notice for elevator maintenance and repair services as identified in the Statement of Work (SOW) for the Aleda E. Lutz VA Medical Center in Saginaw, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the following services. The services required are provided and are subject to changes. A draft SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice. Please respond if you have the ability and actual intention to complete this requirement. Include the following information in your response: DUNS NUMBER Capabilities Statement Company name and address Point of contact information (name, phone, email) Socioeconomic size status (example: large, small, WOSB, SDVOSB, etc.) Whether a site visit will be requested; FSS or GSA contract number, if applicable. This Sources Sought Notice is intended to locate any business capable of performance. The anticipated NAICS Code for this requirement is 811310. This is not a Request for Quotation and quotes shall not be reviewed at this time. The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All responses shall be submitted via email by Tuesday, May 24, 2022, at 10:00 AM Eastern Time (ET). Responses shall be submitted to Jeanne Ortiz at contact@example.gov. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE. DRAFT STATEMENT OF WORK GENERAL Aleda E. Lutz VA Medical Center, 1500 Weiss Street, Saginaw, Michigan 48602, has a requirement for elevator maintenance and repair services for one (1) base year and two (2) one-year option periods. SCOPE Contractor shall provide all tools, parts, materials, equipment, labor, supervision and transportation necessary to perform preventive maintenance, repairs, inspections, and provide emergency call-back services for the elevators/equipment listed in this Statement of Work (SOW). Contractor shall provide maintenance in a manner which ensures the safe and continuous operation of all equipment listed in accordance with commercial practices or manufacturer's specifications (ANSI-ASME Al7). BASE YEAR ITEM DESCRIPTION QTY PERIOD Bldg. 1 & 6 Hydraulic Elevators (2 floors) Maintenance & Repair Services 2 Monthly Hydraulic Elevator Testing (With Load) (OSHA) 2 Annually Annual Fire Safety Elevator Inspection 2 Annually OPTION YEAR 1 ITEM DESCRIPTION QTY PERIOD Bldg. 1 & 6 Hydraulic Elevators (2 floors) Maintenance & Repair Services 2 Monthly Hydraulic Elevator Testing (No Load) (OSHA) 2 Annually Annual Fire Safety Elevator Inspection 2 Annually OPTION YEAR 2 ITEM DESCRIPTION QTY PERIOD Bldg. 1 & 6 Hydraulic Elevators (2 floors) Maintenance & Repair Services 2 Monthly Hydraulic Elevator Testing (No Load) (OSHA) 2 Annually Annual Fire Safety Elevator Inspection 2 Annually DOCUMENTS & REPORTS Schedule of Elevator Monthly PM Check. Monthly Elevator Inspection List Vendor shall generate report and submit a hard copy form to Maintenance & Repair Supervisor and/or Contracting Officer s Representative (COR). VA Form 10-6166 Report of Inspection of Electric Elevators (attached, however, vendor shall use the most current version authorized at time of performing inspection. CONFORMANCE STANDARDS ASME A17.1 / CSA B44 Safety Code for Elevators and Escalators (2013) ASME A17.1 Safety Code for Elevators and Escalators (2010) ASME A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks (2012) Compliance with the current editions of ANSI/ASME Al 7 (A17.1, A17.2, and A17.3) HOURS OF OPERATION Normal business hours are 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding any federal holiday and any other days specifically declared by the President of the United States to be a national holiday. NOTE: If any work (i.e., three-year load test) will remove the elevator from normal operation, that work shall be scheduled in advance, prior to normal working hours, by coordination with and receiving approval from, the COR. SECURITY All Contractor personnel are required to wear identification (ID) badges during the entire period during which they are on VA grounds. ID badges must show an identification picture, name of the individual, and the represented company. Contractor Sign-In: Contractor personnel shall report to the Chief, Facilities Management Service Office (B105-1), before beginning any work at the facility, to sign-in and receive a contractor's security badge. Badges: All Contractor personnel are required to wear identification (ID) badges during the entire period during which they are on VA grounds. ID badges must show an identification picture, name of the individual, and the represented company. Parking: It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Security Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. Smoking: Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas. TECHNICAL & WORK REQUIREMENTS Regular routine (Planned) maintenance shall be performed as listed in SCOPE. Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time. It shall be Contractor s responsibility to assign additional personnel, at no extra charge, as required to complete inspections, repairs and adjustments on time within the specified performance time limits. Contractor shall perform preventive maintenance during each inspection to ensure reliable and continuous safe operation of all equipment in accordance with commercial practices or manufacturer's specifications. Contractor shall provide a minimum of one (1) hour/per elevator/per month for maintenance of elevators and associated facilities. This dedicated maintenance does not include, and is separate from, the time required for scheduled services, call-backs, service calls, testing and inspections. Contractor shall furnish all material, parts, labor, supervision, tools and equipment necessary to provide full maintenance services, including all inspections, adjustments, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the equipment manufacturer and modified thereafter. All adjustments, repairs and modifications, must be in compliance with the current editions of ANSI/ASME Al 7 (A17.1, A17.2, and A17.3). Contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems. Maintenance and inspections shall be performed during normal business hours as specified. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR. All load tests shall be performed prior to normal working hours and coordinated with the COR. All regularly scheduled tests and re-tests, as required by COR, shall be performed by the Contractor at no additional expense to the Medical Center. Post testing, Contractor shall attach tags as specified by Code (i.e., at the governor-releasing carrier, and oil buffer, etc). Contractor shall perform all safety tests and other tests and inspections as recommended and required by ASME A17.1 LATEST EDITION and ANSI/ASME A17.2 LATEST EDITION. An adequate supply of spare parts shall be maintained by the Contractor at all times to ensure prompt preventive maintenance and repair services. Buildings 1 and 6 have storage space for spare parts used in maintenance and repair of the elevators identified in this SOW. For Elevators Listed in this SOW, Contractor shall: stock onsite at least one of each printed circuit board used on any of the existing elevator equipment. (There are two separate elevator models used.) Front Entrance Elevator (1) Bldg. 6 Elevator (1) have available within two days at least two of each type of spare car and counterweight roller guide rollers have available within two days at least two of each type of interlock and pickup assembly have available within two days at least four of each type of hanger roller have available within two days at least two of each type of relay or replaceable relay coil for each type of relay stock onsite a supply of all fuses required have available within two days at least one set of each type of V-belt have available within two days at least two sets of each type of brushes used on any of the existing elevators. have available within two days at least ten of each type of light bulb stock onsite at least one of each type of push button used stock onsite (or have available within two days) at least one Door Screen Unit stock onsite an adequate supply of all lubricants used on any of the existing elevators The following performance levels shall be maintained at all times: Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. Leveling accuracy shall be maintained at all times. Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME Al 7.1 Code with a minimum of stand open time consistent with traffic demands at each floor. Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times. Variable car and hail door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by the COR. Elevators operating under Group Supervisory Systems shall operate at all times in accordance with design specifications as originally installed. The Contractor shall be required to test these systems at not less than 24 months intervals as requested by the COR. Contractor shall submit to the COR test data including performance levels of system and proof that variable and fixed features are operating properly and all circuits and time settings are properly adjusted. All features that are pertinent to efficient handling of the building traffic patterns shall be put into operations and properly adjusted. This check and subsequent adjustment shall not interfere with normal operation. Written approval of the COR is required when work outside of normal working hours is required. PLANNED MAINTENANCE REQUIREMENTS: Contractor shall furnish all labor, supplies, parts, equipment and materials necessary to regularly and systematically clean, examine, adjust and lubricate items listed below as required: Machine gears, 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, rope grippers 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, hoist way door hangers, 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. 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, fluids and tanks. The Contractor shall also: Examine periodically all safety devices and governors and conduct an annual no-load safety test and each fifth year perform a full load, full speed test of safety mechanism, overhead speed governors, car and counterweight buffers. The car balance shall be checked and the governor set. If required, the governor will be calibrated and sealed for proper tripping speed. Furnish and install new wire ropes as often as it is necessary to maintain an adequate factor of safety, to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist way and machine room wiring. Keep car emergency light units in an operable condition at all times, test special emergency (fireman's service) service and emergency power circuits, where provided in accordance with Code requirements. Furnish lubricants specified to the various lubrication needs. Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping Cloths and other minor parts in each machine room for the performance of routine preventative maintenance. Maintain a complete set of current, legible schematic wiring diagrams in each elevator' machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams are not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center. Periodically clean hoist way including all equipment located in or moving through the hoist way, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers. Clean and paint as needed machine room floors. Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 7:30 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR. The Contractor is required to sign in and out daily at the Facilities Management Service Office (B115-1) (including leaving the VAMC for purposes such as going for parts or meetings). After normal working hours, Contractor shall sign in and out at the Police Service Office or Main Building Switchboard Office. The COR or designee shall be notified by phone or in person before removing an elevator from service. If work requires more than one day, daily notification will be made. Notify the COR when placing the elevator back in service. When planned work requires an elevator to be taken out of service, the contactor is requested, when possible, to use a Federal Holiday. EXCLUSIONS All repairs, parts and labor required for repairs shall be included, at no additional cost, unless it is clearly and specifically an excluded item listed below: Any extra charge work clearly due to vandalism or misuse. Contracting Officer must approve, in advance no invoice will be paid without prior approval. 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 in the list above shall be considered the Contractor's responsibility. EMERGENCY SERVICE CALLS Contractor shall provide unlimited 24-hour call back service at no additional cost to the government. Callback service is defined as requests for each individual elevator, either during or after normal working hours, to correct any elevator problem or condition, which needs attention. Emergency Service Calls: Contractor shall provide on-site response within one (1) hour of notification from the Contracting Officer or designated VA official that there has been a shutdown elevator emergency with a passenger on board, otherwise contractor shall provide one (1) hour telephonic response and provide estimated time of arrival. Contractor shall check in and out with the Bldg. 1 Main Switchboard if an emergency is after normal business hours. The Switchboard Operator and MAA shall likewise be notified of the status of work and call prior to checking out. Contractor shall endeavor to see that all elevators are functioning properly before departing the premises. If an elevator cannot be returned to operational performance, the responding technician shall inform the VA Switchboard Operator of the status of the elevator in question. Contractor shall report to work location, survey repair, provide projected downtime, estimated time to repair, and cost of any repairs not covered in the SOW and price schedule. All work shall be performed in accordance with normal commercial practices using Planned Maintenance Inspections (PMI) specified by the elevator manufacturer or items of equal or better quality. Callbacks are not to take time away from preventative maintenance and other requirements under this contract. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the contractor's control preclude resolution of the problem that day, the COR must be notified with an explanation of the delay. DELIVERABLES Upon completion of any maintenance and/or repair services, the contractor shall report to the COR and provide a written or electronic report detailing services performed. Contractor shall prepare and submit a written report on or before the 3rd of each month detailing all services performed for each elevator during the previous month. This report is required prior to billing. Contractor shall maintain a complete orderly and chronological file including drawings, complete parts list, and copies of all reports as required by these specifications: This file shall be made available for inspection upon request and a copy of this complete file shall be furnished to the government during the last month of the contract period. Contractor shall post a checklist for each elevator in each machine room in a conspicuous place. Checklist shall list each elevator component-showing schedule of manufacturer's recommended frequency of inspection of each component on a monthly, semi-annual, annual or other frequency. Entries shall indicate the status of schedule items of maintenance work performed. The checklist shall be kept up to date at all times and must be initialed and dated by contractor' staff to indicate the work has been accomplished. Checklist shall be available for review at the COR's request. Contractor will physically show COR the completed work on request. The contractor shall maintain a log in a designated VA location. Log shall be annotated at the conclusion of each inspection. The log shall identify each elevator, date and time of inspection, maintenance performed (if any), repairs needed, name of inspector, and overall condition of the elevator. If repairs require work outside the scope of routine maintenance, the contractor shall notify the COR for appropriate decision and action. Contractor shall not perform chargeable work until authorized by the Contracting Officer. Pro-rated or obsolete parts and/or equipment shall not be a consideration under the terms of this Agreement. The Contractor shall accept all equipment as currently exists. The Contractor shall be responsible for any and all elevator equipment, regardless of age or availability. Should identical replacement parts no longer be available, the Contractor shall be required to locate, furnish, and install similar equipment of equal or better quality than the original equipment. There shall be NO EXCEPTIONS to this condition. VENDOR EQUIPMENT Vendor shall provide dedicated laptop computer with controller interface used to troubleshoot, monitor and adjust elevator settings and performance for Bldgs. 1 and 6 elevators. All software, hardware and associated costs for such system shall be responsibility of vendor. Equipment/system shall remain on premises of VAMC Saginaw. Software and system upgrades for this troubleshooting equipment shall be included in this single price for life of contract. At end of the final, awarded option year, equipment shall be returned to vendor for disposal. Vendor shall provide training for VAMC Saginaw trade electricians in the use of this system, solely for initial determination of elevator trouble calls. Vendor's elevator technicians shall be responsible for all troubleshooting, adjustments and repairs to elevator systems and associated computer systems. Contractor computer system will be stand-alone, not connected to any VA-secure network systems. *Upon risk assessment conducted by VAMC Saginaw ISO & OIT personnel, equipment may be given to use non-secure network, provided all safety protocols and security concerns are approved by local VA ISO. If these safety concerns cannot be met, then equipment should remain stand-alone, without network WWW (internet) connectivity. QUALIFICATIONS Qualifications of the Supervisor: The supervisor responsible for the management and scheduling of work to be performed under this contract shall possess prior to his employment as supervisor on this contract, at least 4 years of recent (within the last 6 years) experience in the supervision of mechanics involved in the operation and maintenance of the type of elevators to be maintained under this contract. Qualifications of Elevator Mechanics: All maintenance personnel directly engaged in the work to be accomplished under the contract shall possess, prior to their employment in a journeyman mechanic's capacity on this contract, at least 4 (four) years of recent (within the last 6 years) experience in the operations and maintenance of the kind of elevators to be maintained under this contract. SAFETY TEST ANSI/ASME A17: 100% Test Results. Failure to correct within 30 days - Termination of contract. Emergency Service Calls: Response (< 1 hour) and any passenger evacuation made within specified time (2 hrs.) 100%, No deviation.