Vertical Conveyance System - Elevators Maintenance and Repairs

This is a SMALL BUSINESS SOURCES SOUGHT NOTIRCE REPRESENTNG A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, and QUOTATIONS OR INVITATION FOR BIDS. NO AWARD WILL RESULT FROM THIS NOTICE. The National Institutes of Health is conducting a MARKET SURVEY to determine the availability and capability of business sources including, HUBZone, Service-Disabled Veteran-Owned Small Business, 8(a) veteran owned, Woman-Owned, or small disadvantaged business concerns capable of providing Vertical Conveyance Systems (VCS) - Elevators at National Institute of Health (NIH) Bethesda and Poolesville. The purpose of VCS-Elevator Services is to provide excellent services for all VCS at NIH-MD. Vertical Conveyance Systems include but not limited to providing technical assistance to the government and services as Subject Matter Experts on New and emerging technology. VCS include operations and maintenance to insure elevator reliability within a hospital setting, clinical space, labs, and animal transport. Elevator reliability is to provide services that insure daily operation s at all times. Elevator services to include but not limited to emergency response, programmed inspections, scheduled maintenance and demand maintenance. The North American industry Classification System (NAICS) Code is 238290 and the business size is 15.0 million dollars. It is the intent of the NIH, Office of Research Facilities to procure services to provide labor, supplies, parts, and materials necessary to perform maintenance, inspections, cleaning, repairs or replacement of VCS. These services may be performed at any of the NIH facilities which include NIH Main Campus, Bethesda, MD, NIH Animal Center, Poolesville MD. Description of Services: Vertical Conveyance Systems (VCS) Elevator - Maintenance and Repair Vertical Conveyance Systems (VCS) (ELEVATOR) - MAINTENANCE AND REPAIR C1 Description of Services: The contractors shall provide all management, tools, supplies, equipment, and labor necessary to maintain and repair the vertical conveyance systems (VCS) at the following locations: - The National Institutes of Health (NIH) main campus located at 9000 Rockville Pike Bethesda MD, 20892, - Building 82 located at 9000 Rockville Pike Bethesda MD, 20892 (across Old Georgetown road), - The Poolesville campus located at 16701 Elmer School Road Dickerson MD 20842. Contractor shall provide services to ensure continuous and safe operation of all VCS. The Government has the right to add or remove VCS throughout the duration of the contract. C2 Background NIH seeks a highly qualified contractor with the capability to perform services described herein. The selected contractor shall exhibit the experience, capacity, capability, and the resources to perform services. C3 References ASME 17.1 Code https://www.asme.org/ ANSI https://www.ansi.org/ C4 Maintenance Services The contractors shall provide a crew sufficient to maintain all of the VCS. The NIH campus has 236 VCS that vary in type and functionality. The contractor shall be knowledgeable about all types of VCS and have the capability to maintain and repair the VCS. The contractor shall perform the necessary preventive maintenance in accordance with ASME 17.1 code on every VCS. The contractor shall perform monthly preventive maintenance and inspections to ensure reliable and continuous safe operation of all VCS. The preventive maintenance services shall be in accordance with manufacturer's specifications, if available, or industry commercial practices. The contractor shall maintain the VCSs in safe and reliable operating condition until the next scheduled maintenance. The contractor will be provided a preventive maintenance schedule of building 10 describing when each VCS can be taken out of service for maintenance. This schedule will be a flexible document that can be modified or adjusted due to certain circumstances or emergencies. The contractor shall adhere to this schedule. If the contractor cannot adhere to the schedule, the contractor shall notify the COR immediately for direction. The contractor shall prepare and submit a written report within two-business days after the monthly preventive maintenance and inspection. The report shall identify each VCS location, date of inspection, name of the inspector, preventive maintenance service performed, repairs needed, and overall condition of the VCS. If repairs are over and above routine maintenance services, the contractor shall notify the COR. The contractor shall assist Government employees and possibly other contractors in working to maintain all life safety equipment testing of the VCS. This shall include assisting the fire marshal and possibly other contractors Conduct VCS recall and shunt trip tests. These tests are annual tests and last 1 to 3 hours per bank of elevators. There shall be a minimum of 65 annual scheduled fire service tests for all VCS equipment. The contractors shall provide two mechanics to conduct annual VCS inspections that shall be witnessed by a Third Party Elevator Inspector (TPEI). The annual VCS TPEI tests last from 3 to 5 hours per VCS device. Contractors shall be required to repair all minor repairs in accordance to the TPEI failed inspection points. The contractors shall provide all labor, materials, and tools necessary to perform full load inspections of the VCS in accordance to the ASME 17.1 codes. Inspections occur every five (5) years and are witnessed by a third party inspector. The 5 year full load testing of all VCS shall be completed within 5 months. The contractor shall complete the full load testing concurrent to performing the preventive monthly maintenance of all VCSs. Contractors shall be required to make all necessary minor repairs to restore the VCSs back in service for public usage. Contractors shall provide special VCS assistance to NIH on special occasions such as VIP visits (10 visits per year requiring anywhere from 1 to 4 mechanics per visit), special VCS assistance to hold, operate, and or standby in the EMR and run the elevator from the control room if needed (10 times per year with anywhere from 1 to 4 mechanics), large deliveries (6 times per year with 2 mechanics per incident), turning off access to certain areas for certain elevators (12 times per year with 1 mechanic per incident), and providing general elevator support while performing official authorized work at NIH (10 times per year with anywhere from 1 to 4 mechanics per incident). The contractor's project manager shall coordinate with the COR concerning daily VCS requests during the normal business hours of Monday through Friday 6:00 am to 6:00 pm except federal holidays. Contractors shall respond to all VCS trouble calls provided over the radio and will make all necessary minor repairs to get the VCS back in operation. There are 115 estimated trouble calls per month or 6 per working day from 6:00 am to 6:00 pm. Contractors shall work with NIH Fire Department (NIHFD) in responding to all VCS trap calls. NIHFD receives approximately 10 VCS trap calls per year. The NIHFD will have the primary responsibility to response to the VCS traps calls. The contractor shall assist in operating VCS equipment. The contractor shall remove a trapped person upon NIHFD's request or assist with a more safe and timely extraction of the people. Contractors shall be required to work after normal business hours. Monthly services are scheduled twice (2) a month with three (3) mechanics for the first incident and one (1) mechanic for the second incident. The contractor may be required to provide emergency services. Contractors shall be capable of providing emergency services 24 hours 7 days a week. Services are not considered an emergency when the contractor is notified at least twenty four (24) hours in advance. Contractor shall also participate in exercises and drills to test the preparedness of emergency responses. The contractor shall provide the COR the contractor's project manager and alternative updated contact information which includes home and cell phone numbers for emergency purposes. The contractor shall provide sufficient personnel to provide emergency services. Contractor shall provide the following: - The contractor shall provide fully certified, qualified, and trained journeyman technicians with a minimum of 5 years certification during normal working hours. - The contractor shall provide a fully certified, qualified, and trained journeyman level technicians with a minimum of 5 years certification at all other times. - At least one of these individuals during normal working hours and all other times shall be certified as a safety official. Currently NIH has ten (10) contract maintenance personnel providing services from 6:00 am to 6:00 pm. The contractor shall respond to emergency repair calls within 20 minutes after notification during normal business hours and within 3 hours after notification after normal business hours. The contractor shall prepare and submit a written report within two business days after emergency repairs. The report shall include the date and time of the service call, location of the VCS, repairs performed, and the name of the technician performing the repairs. Preventive maintenance (PM) The PM portion of this contract shall be a firm fixed price. The contractor shall spend the designated number of hours per month, per ASME 17.1 code, on each VCS device. All MS2000 work orders for preventive maintenance shall be completed and closed out prior to the end of each month, no exceptions. Contractor shall provide copies of the manufacturers' recommended PM checklist. Contractor shall provide NIH a PM checklist containing all of the parts from the VCS devices. The checklist shall provide a breakdown of the VCS device by category with a list of parts that are required to be checked every month in accordance to the ASME 17.1 code. There will be a unique checklist for each type of VCS device. NIH has a patient hospital and numerous animal research laboratories, often located within the same building or facility. Services within this business structure requires strict adherence to the Joint Commission of Hospital Accreditations (JCOHA) and the Association of Animal Accreditation for Laboratory Animal Care (AAALAC) regulations. The buildings and hospitals with JCOHA and AAALAC devices are identified in attachment 1. Contractors shall place a priority status on all calls for service concerning these devices. All VCS devices in such locations shall require immediate attention to ensure continuous safe operations. All services shall be completed in a timely manner with the least disruption to NIH's personnel. Due to the critical nature of these VCS devices, the contractor shall be required to work within strict elevator shut down regulations. The regulations require a 15 day advanced elevator shut down notification for repairs in which the VCS device needs to be shut down to the building personnel. Major repairs The CO or the COR shall notify the contractor of repairs to be made from the inspection report or service calls. The contractor shall report the work location, the repairs needed, and an estimated completion date of repairs, and cost of the repairs. The costs shall be broken down by the cost of labor (by labor category) and material. The contractor shall commence repair works after notification from the CO. All repairs shall be completed in accordance with normal commercial practices using parts specified by the VCS manufacturer or items of equal or better quality. Downtime of the VCS shall be kept to an absolute minimum. The contractor shall notify the customer of all projected downtime and estimated completion time of repairs. The contractor shall prepare and submit a written report within two business days after the repairs are completed. The report shall include the date and time of the service calls, the location of the VCS, the repairs performed, and the name of the technician performing the repairs. EMERGENCY CALLS FOR MINOR REPAIRS After normal business hours and with less than 24 hours advanced notification from the CO or COR the contractor shall provide the necessary minor repairs to get the VCS back in normal operations. Emergency calls for minor repairs are approximately thirty-six (36) per year with duration of approximately one (1) to eight (8) hours per incident. After normal business hours and with less than 24 hours advanced notification from the CO or COR the contractor shall respond to NIH and operate VCS equipment and or take VCS equipment offline entirely or partially. Emergency repairs Contractors shall make all necessary emergency repairs identified by the CO or COR. The contractor shall respond to all emergencies immediately during normal working hours. The contractor shall arrive on the job site within 3 hours from emergency requests after normal business hours. Emergency requests will only be provided by the CO or COR. Upon the direction from the CO the contractor shall provide NIH a proposal for the cost of the emergency repairs. The CO shall issue a notice to proceed (NTP) and not to exceed (NTE) for emergency services. Once this notice is provided, the contractor shall begin services within 24 hours or next normal working day, unless otherwise directed. POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE: The contractor must include in their Capability Statement, (1) the company name, address, phone number, e-mail address, NAICS Code http://www.sba.gove/size, certification of business size, and Duns and Bradstreet Number (DUNS), (2) staff expertise, including their availability, experience, and formal and other training, (3) current in-house capability and capacity to perform the work, (4) prior completed projects of similar nature, (5) corporate experience and management capability and (6) examples of prior completed Government contracts, references, and other related information. The Capability Statement is limited to 15 pages in size. Interested vendors capable of furnishing the government with the services specified in this Sources Sought notice should submit their Capability Statement to the e-mail address below. Capability Statements will be due by January 27, 2015, at 1:00PM Eastern Standard Time (EST). The Capability Statement must reference Sources Sought Number NIHOF2015046. All responsible sources may submit a Capability Statement, which if timely received shall be considered by the agency. Capability Statements must be submitted via e-mail only to coler@mail.nih.gov. Faxed or postal mailed copies will not be accepted. DISCLAIMER AND IMPORTANT NOTES: This notice does not obligate the Government to award a contract or otherwise pay for the information provide in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any no-proprietary technical information in any resultant solicitation(s).