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RFI 36C24523Q0084 ELEVATOR MAINTENANCE HERSHEL WOODY WILLIAMS VA MEDICAL CENTER The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capab... RFI 36C24523Q0084 ELEVATOR MAINTENANCE HERSHEL WOODY WILLIAMS VA MEDICAL CENTER The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 811310. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to tracy.kute@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than Nov 1, 2022 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. STATEMENT OF WORK PART A GENERAL INFORMATION A.1 INTRODUCTION The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington, WV, 25704 has a requirement to have a Base + Four (4) option years contract to establish an indefinite delivery indefinite quantity (IDIQ) elevator contract to address after hour call outs, non-routine maintenance, replacement, and repair to include the following, but not limited to: Repair or replacement necessary due to negligence or misuse of the equipment by persons other than the contractor to include power dips, flooding, fire, etc. 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, control panels/boards, cab tile, carpet, etc. Replacement of underground hydraulic piping or hydraulic cylinder and other misc. non-routine pit and elevator shaft work A.2 BACKGROUND The Huntington VA has an established elevator maintenance contract which covers routine testing, inspection, maintenance, and repair. However, due to unforeseen or unpredictable issues and problems, the cost for maintenance, upkeep, and repair continues to increase as does the usage demands and expectations for timeliness repairs and functionality. A.3 SCOPE OF WORK Vendor will provide all labor, material, equipment, tools and supervision necessary to meet the Statement of Work below. PART B WORK REQUIREMENTS B.1 Tasks to be accomplished: 1. Provide full non-routine and after hour maintenance services, including all adjustments, 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 as modified thereafter. All adjustments, repairs and modifications, must be in conformance with the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent: ASME Al 7.1 Safety Code for Elevators and Escalators, latest edition ASME Al 7.2 Inspectors' Manual for Elevators and Escalators, latest edition ASME Al 7.3 Safety Code for Existing Elevators and Escalators, latest edition ANSI/NPA 70 National Electric Code, latest edition Manufacturer's requirements and specifications on inspection, maintenance, and\ operation of each elevator model. 2. Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COTR or Designee for entrapment calls only. The elevators involved are listed below: Item Location (Building) Car No. Type Capacity Make Drive 1 1 East E-4 Pass/Auto 4000 Canton Traction 2 1 E-5 Pass/Auto 4000 Canton Traction 3 2 F-8 Dumbwaiter 2500 Virginia Control Traction 4 4 E-1 Pass/Auto 4000 Murphy Traction 5 12 P-7 Pass/Auto 3500 Murphy Traction 6 1South P-1 Pass/Auto 4000 Montgomery Traction 7 1South P-2 Pass/Auto 4000 Montgomery Traction 8 1South P-3 Pass/Auto 4000 Montgomery Traction 9 1South S-1 Freight 5000 Montgomery Traction 10 1South S-2 Freight 5000 Montgomery Traction 11 1South CL-1 Cart lift 1000 Montgomery Hydraulic 12 1South CL-2 Cart lift 1000 Montgomery Hydraulic 13 1South DW1 Dumbwaiter 25 Matot Wind Drum 14 1West E2 Pass/Auto 4000 Montgomery Hydraulic 15 1West E3 Pass/Auto 4000 Montgomery Hydraulic 16 2 P-9 Freight 5000 Montgomery Hydraulic 17 5 Bldg. 5 Pass/Auto 2500 Murphy Hydraulic 18 6 Bldg. 6 Pass/Auto 2500 Murphy Hydraulic 19 23R S-3 Pass/Auto 5000 Dover Hydraulic 20 25 P-10 Pass/Auto 3000 Montgomery Hydraulic 21 25 P-11 Pass/Auto 3000 Montgomery Hydraulic 22 BRAC Bldg. 20 Pass/Auto 3500 DC Traction 23 RRTP Bldg. 9 Pass/Auto 2500 Murphy Hydraulic 24 Fisher House Bldg. 21 Pass/Auto 3000 Otis Hydraulic PART C SUPPORTING INFORMATION C.1 Place of Performance The VAMC located at 1540 Spring Valley Drive, Huntington WV 25704. C.2 Period of Performance Contract period shall be from the date of award (January 1, 2023) with four optional renewal periods of one (l) year each. Repairs can be coordinated with the VAMC Maintenance & Operations Supervisor. C.3 Special Considerations C.3.1 Contractor Furnished Materials All labor, materials, equipment to perform the job. When furnish , provide , install , or similar term is used it shall mean a complete installation, ready for use. The vendor shall supply all parts, equipment, material, and labor to conduct all work listed. The work will include all items as described in the Scope of Work listed above. C.3.2 Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property. C.3.3 Qualifications of Key Personnel The vendor shall provide individuals that can perform work on site as a consultant, technician, and work planner of all elevator systems described. These individuals should be highly knowledgeable of the equipment and should have prior experience to provide service for the specified equipment. They should also be able to troubleshoot problems of unknown origin with the described equipment. May also need to evaluate existing equipment and be able to make appropriate determination of items or interfaces needed for these elevators. C.3.4 Supervision/Communications. At all times during the performance, the Contractor s Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COTR with the telephone number for the Superintendent. The Contractor s Competent Person that meets OSHA training guidelines, is capable of making decisions and acting on behalf of the Contractor shall be physically located on site at all times during performance of the contract. If the Contractor s Competent Person is absent from the job site for an extended period of time, the COTR may send all Contractor/sub-contractor employees off the job. C.3.5 Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be worn above the belt at all times while on Medical Center property. Contractor s employees shall return all I.D. badges to designated personnel at time designated in the task order. C.3.6 The Contracting Officer s Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer s Technical Representative will be identified in the task order by name, telephone number and location. Inspections made by the COTR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities. C.3.7 The Safety Manger is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location. C.3.8 Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings are deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the Contracting Officer for approval as soon as practical. No such departure shall be made without proper written permission of the Contracting Officer. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the task order. C.3.9 Verification of Dimensions The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen. C.3.10 Smoking Policy. The Contractor shall not allow smoking in any building. The Contractor shall ensure employees smoke only in designated outdoor areas, 50 feet away from buildings. C.3.11 Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators at all times. Seat belt use is mandatory on the VA grounds.