Inactive

INTRODUCTION TO DESCRIPTION On behalf of the Tennessee Valley Healthcare System, Network Contracting Officer (NCO) 9 is issuing this Sources Sought Notice as means of conducting market research to ide... INTRODUCTION TO DESCRIPTION On behalf of the Tennessee Valley Healthcare System, Network Contracting Officer (NCO) 9 is issuing this Sources Sought Notice as means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed price contract to conduct inspection and maintenance on 28 various types of elevators. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811310. All interested parties should submit a capabilities statement via email to angela.freel@va.gov. Phone calls in reference to this sources sought notice will not be accepted. STATEMENT OF WORK FOR ELEVATOR MAINTENANCE & REPAIR SERVICE 1. SCOPE OF WORK A. Furnish inspection and maintenance service on all twenty-three (26) passenger elevators, one (1) freight elevators, four (4) service elevators identified in the Schedule of Elevators commencing fifteen (15) calendar days after contract award and continuing for one year with four option years to follow. B. Scope of Work 1. The Contractor shall obtain all necessary licenses and/or permits required to perform the work. 2. The Contractor shall furnish all material, labor, lubricants, hydraulic fluids, supervision, tools, shipping, travel and equipment necessary to provide full maintenance services, including all 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 as modified thereafter. 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 are 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. 3. All adjustments, repairs and modifications, must be in conform to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent: ASME A17.1 Safety Code for Elevators and Escalators, latest edition ASME A17.2 Inspectors Manual for Elevators and Escalators, latest edition ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition ANSI/NFPA 70 National Electric Code, latest edition Manufacturer s requirements and specifications on inspection, maintenance, and operation of each elevator model 4. Contractor shall be qualified on all systems and have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems. 5. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place. This check chart shall list each elevator component-showing schedule of manufacturers recommended frequency of inspection of each component on a weekly, semi-annually, annually or other frequency. Entries shall be to indicate the status of schedule items of maintenance work performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractors employee to indicate that the work has been accomplished. Check chart shall be available for review at the Contracting Officer Representative s (COR) request and the Contractor will physically show the COR the completed work on request. 6. Safety tests and other tests and inspections shall be performed by the Contractor. 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. 7. Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc. 8. Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Medical Center. 9. After completion of the required tests, submit document with information to the COR. 10. All elevators provided with firefighter's service shall be subjected monthly to Phase I recall and a minimum of one floor operation on Phase II to assure the system is maintained in proper operating order in accordance with A17.1 Code. A written record of findings on the operation shall be made by the Contractor and kept on the premises of said operation. Testing shall be done on weekend, holidays or the hours before 6:30 AM or after 6:30 PM, at no additional cost to the Medical Center. 11. All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR. C. An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services. D. Contractor shall have all maintenance tickets signed by the COR. This task shall be completed during normal business hours. If maintenance is performed outside of normal business hours, maintenance tickets will be signed by the COR the following business day. E. The following performance levels shall be maintained at all times: 1. Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. 2. Leveling accuracy shall be maintained at all times. 3. Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands at each floor. 4. 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. 5. Variable car and hall 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 this COR. 6. Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COR. F. 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: 1. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts. 2. Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings. 3. 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. 4. Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws. 5. 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. 6. Hoistway door interlocks, hoistway door hangers, bottom door guides and auxiliary door closing devices. 7. 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. 8. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices. 9. Cab Lighting 10. 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. 11. All parts and materials shall be of the original manufacturers design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. G. The Contractor shall also: 1. Examine monthly 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. If required, the governor will be calibrated and sealed for proper tripping speed. 2. Semi-annually equalize the tension on all hoisting ropes, repair and replace conductor cables and hoist way and machine room wiring. 3. 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. 4. Furnish lubricants specified to the various lubrication needs. 5. 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. 6. 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. 7. The Contractor shall maintain a full, legible service log in each machine room and a complete, orderly chronological file including drawings, complete part lists, and copies of all service reports. Service log shall contain a printout of the controller fault log, monthly to prevent loss of data, and repeated faults shall be explained. The log shall list the date and time of all maintenance service performed. Each trouble call shall be fully described, including the nature of the call necessary service performed and any parts replaced. Service file shall be made available for inspection upon request, and a copy of the complete file furnished to VAMC during the first week of the last month of the normal contract term. 8. The Contractor shall maintain a separate maintenance record on each elevator. The maintenance record shall be kept in the elevator equipment room and shall be readily available for inspection by the COR or designee. The maintenance record is the property of the government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information: Date. Nature of work (i.e. PMI or call back). Description of work performed (contractor should be brief and concise). Any indication of problems experienced. Initial or signature of mechanics performing work. 9. The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures: a) Upon arrival at the station, the Contractor shall check in with the Electrical Shop Supervisor or his designee so that the VAMC will be aware of the Contractors presence at the facility at all times. b) Upon each departure, Contractor will serve notice of disposition of work to the COR or designee. In addition, the contractor shall furnish the Electrical Shop Supervisor or his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information: Name and address of contractor Name of contractor employee(s) performing the work Date(s) work performed and hours spent. Brief description of work performed, including PMI s and identification of equipment worked on. Signature of contractor s employee(s) and signature of Electrical Shop Supervisor or designee. If the report is not submitted it will indicate that no inspection or maintenance was performed and payment may be withheld and/or delayed. 10. Semi-annually 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. H. Maintenance for the card reader system is not part of the maintenance requirement. I. An elevator is not considered satisfactory if it requires excessive maintenance and repair to remain operational. If the elevator is not functioning in accordance with manufacturers specifications or in the opinion of the COR requires excessive maintenance and repair, the elevator shall be removed from service and components replaced to return the elevator back to satisfactory performance. All parts and labor shall be warranted for one year after the date of installation. Any components which have suffered life cycle reduction or damage due to repeated failures shall be warranted. J. Work excluded: The following work is specifically excluded from this contract. 1. Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives or his 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. Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost. 2. Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities. 3. Repairs or replacement of cab enclosure, hoistway enclosures, door frames and sills, machine room lighting, cab tile or carpet. 4. Replacement of underground hydraulic piping or hydraulic cylinder. 5. For the purpose of clarification, any item not specifically excluded shall be considered the Contractors responsibility. K. Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR. 1. Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR. The hourly labor rate quoted shall be used. L. The Contractor shall provide callback services for each elevator as follows: 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. Callbacks during normal working hours consists of responding to VAMC to each individual elevator service call and take corrective action at the site within 1 hour for passenger entrapments, 2 hours for all other service calls. Callbacks are not to take time away from preventive maintenance and other requirements required under this contract, equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the contractors control preclude resolution of the problem that day, the COR must be notified with an explanation of the delay. 1. The Contractor shall have each service ticket for each service call signed by COR or designee. The service ticket shall identify the elevator identifier, piece of equipment, description of problem, description of corrective measures taken and date and time unit was returned to regular service. Service tickets for a labor hourly rate or extra charge work must be signed and a copy left with the COR. Failure to do so will result in non-payment for extra charge work. 2. Emergency service or repairs authorized by the COR, which occur after the normal hours of operation, shall be accomplished at the labor hourly rates specified in the pricing schedule. The Medical Center will be responsible for premium portion of the labor hourly rate only. All after hours service calls shall be handled by one mechanic only unless approved in advance by the COR. If regular timework must be carried over and the Contractor wishes to continue to work beyond the Medical Centers normal hours of operation, which are M-F 8:00 a.m.-4:30 p.m., authorization for afterhours work must be obtained from the COR before proceeding. 3. Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or afterhours work. 4. Contractor shall notify the COR or designee by telephone or in person after completion of each regular time service call and notify the Medical Center Police on overtime calls. M. Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the COR. N. All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR. O. The Contractor shall comply with the following procedures when an elevator is removed from service for any reason: 1. Notify Facilities Management Service, Electrical Shop Supervisor, either by phone (859-233-4511 x3379), or in person, before removing elevator from service. If work requires more than one day to repair, daily notification will be made. Notify Facilities Management Service when placing the elevator back in service. Contractors employees shall turn in Elevator Report Forms, which will furnish the information to the Electrical Supervisor, Facilities Management Service. P. The Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to, the elevator, which the Contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the COR and the Contractor. Q. When planned work requires an elevator to be taken out of service, the Contractor is requested, when possible, to use the Federal holidays listed below. New Year's Day Washington s Birthday Martin Luther King s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day R. Inspection 1. Periodic inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators (Latest Edition) will be performed under separate contract in accordance with existing Lexington VAMC Policy. Upon completion of a routine inspection, the Contractor will be furnished with an inspection report listing deficiencies for which he is responsible to repair within 30 calendar days. Items marked emergency should be corrected immediately but not later than five working days. Under no circumstances, will the Contractor allow reported deficiencies to go uncorrected beyond the contract period. 2. The Contractor shall provide all labor and material to perform work in accordance with ASME A17.1, ASME A17.2, ASME A17.3, and ANSI/NFPA 70 standards for annual, semi-annual, and five-year inspection tests. The Contractor shall perform tests at the date and time specified by the VAMC. Inspection of work shall be conducted by an independent inspector contracted by the VAMC. Maintenance contractor awarded this contract performs actual test. S. Testing 1. The following services will be performed at intervals specified in the American National Standard Safety Code for Elevators and Dumbwaiters. The maintenance Contractor will furnish personnel to perform the 1 (one) year, and the 5 (five) year safety load test, (including weights), at no additional cost to the Medical Center. Scheduling of all tests will be handled through the COR. A Medical Centers Contractor, authorized by the Lexington VAMC, will witness all tests for the Medical Center, Lexington VAMC personnel, as required; will be available for the tests. 2. The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection. 3. The yearly car safeties, governor and oil buffer tests and inspections shall be complied with as per A17.1 and this specification, in the presence of the COR or his/her representative. 4. The five-(5) year safety and buffer tests as required by the American National Standard Safety Code for Elevators and Dumbwaiters, (A17.1 and A17.2) are to be performed by the Contractor. 5. Within six (6) months prior to the end of this contracts period of performance, a representative of the COR shall make a thorough inspection of all equipment covered under this contract. The Contractor shall correct all defects found within thirty (30) calendar days. The Contractor shall notify the COR in writing that the deficiencies have been corrected and that re-inspection can be made. 6. The inspectors used by the Medical Center on this contract may or may not work for the Medical Center. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR. T. The following schedule for the five-year load test is required in the year 2026: See Schedule of Elevators. All elevators to be tested. NOTE: THE WORD "ELEVATOR" IN THIS SOURCES SOUGHT NOTICE SHALL INCLUDE ALL ELEVATORS, DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT. U. The following schedule for the annual test (with pressure testing) year load test is required: See Schedule of Elevators. All elevators to be tested. V. Scheduled Maintenance Requirements 1. The 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. 2. Regular routine maintenance shall be performed at a frequency of not less than weekly for all equipment at both campuses. 3. PMIs are to be performed during administrative hours on the same day of each week. The contractor shall submit, at the beginning of the contract, to the Electrical Shop Supervisor, the day of the week he/she intends on performing the required PMI. If the day falls on a holiday the contractor shall perform the required PMIs on the next business day following the holiday. The contractor shall notify the Electrical Shop Supervisor if he/she intends on changing the PMI day or if he/she cannot perform the PMI ON schedule. 4. PMIs should ensure a safe and efficient level of operation, and all work relative to cleaning, lubricating, adjustment or part replacement of equipment that is necessary for the desired level of operation shall be performed by the Contractor. Each contract year, all items which rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. Any PMI required by the Equipment Manufacturer, and/or applicable laws, regulations, rules, ordinances, codes, etc, but not specifically identified by the Government, shall be performed by the Contractor at no additional cost to the Government. In addition, the contractor shall perform the following preventive maintenance and all necessary cleaning, lubricating, and adjusting pursuant to such maintenance at the frequencies identified. Frequencies shall be modified if deemed necessary by the COR or designee. 5. The Contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, HOISTWAY crawl spaces, elevator machine rooms, etc. This shall include all lights inside the elevator cabs. 6. The Contractor shall during regular PMI visits retrieve any objects such as key, wallets, glasses, etc. dropped in elevator pit by occupants of the building. Such objects shall be turned over to VA Police personnel. 7. The Contractor must maintain the efficiency, safety and speeds specified in the contract or as designated by the manufacturer of the elevators at all times; including acceleration, retardation, contact speed in feet per minute, with or without full load, floor to floor time and door opening and closing time. W. Contractor shall provide qualified journeyman mechanic as needed to find and correct any deficiencies and complete all maintenance tasks. This is to be done above and beyond his/her repair time each week. Non-emergency services/repairs shall be completed at the time of inspections unless the Contractor requests, in writing, and obtains approval to perform repair work at a later date and time. The COR or designee shall be provided written notice in a timely manner. Contractor shall complete attached weekly/biweekly PM check chart to indicate whether specified key items were found to require maintenance and the nature of service performed. The check charts shall be completed and remain in the elevator machine room when work has been completed for the day. X. The Contractor shall provide an additional qualified journeyman mechanic at the Medical Center from 8:00 a.m. to 4:30 p.m. if normal maintenance requires two journeymen to accomplish the maintenance schedule and assist in repairs, inspections and adjustments. Y. Experience Requirements 1. Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the Contracting Officer or the COR. 2. 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. 3. In addition to the above requirements, the Contractor shall have a minimum of 5 (five) years' successful experience in maintaining equipment identical or similar to the equipment covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) years' experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts. Z. Condition of Equipment 1. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. Quoters should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required. AA. Uniforms 1. The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms. AB. Safety 1. The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. 2. In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas. 3. Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended. 4. The Contractor shall submit to the COR, prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the "Right to Know" law. 5. The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPEs shall be provided, and documentation maintained by the contractor. 6. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit. 7. The Contractor shall be notified of any non-compliance with the above-mentioned provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the COR in writing that the condition has been corrected. If in the opinion of the Safety Officer or designee, the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, The Contractor bears all costs of stop work time and correcting safety hazards. 8. The contractor shall provide the COR within ten (10) calendar days after receipt of this contract a detailed listing of the following information: a) Safety program/procedures are required to be followed by the contractor's personnel in the performance of their duties and when such procedures are required. b) Listing of personal protective equipment(s) required to be utilized by the contractor's personnel in the performance of their duties. c) Safety Data Sheets (SDS's) for any chemical(s) utilized by the contractor in the performance of this contract. 9. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility. AC. Injury or Accident 1. Contractor shall submit a written report to the COR w...