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This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Gover... This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open. Any response to this source selection from Interested parties must be received NLT April 27, 2018. Attention: Nicole Gregory, Contracting Officer. Email: Nicole.gregory2@va.gov The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide full elevator maintenance service, in compliance with the ANSI/ASME Safety Code requirements, the manufacturer's recommendations, the Elevator Industry Field Employees Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. in support of the St. Louis Veterans Affairs Medical Center, Jefferson Barracks Division St. Louis, MO 63125. NAICS Code: 238290 (Other Building Equipment Contractors) with a size standard of $16.5 Million. B.2 STATEMENT OF WORK-JC Elevator Maintenance Contract 1. General Information A. Introduction: The Department of Veterans Affairs, STL VAMC-John Cochran Division requires a service contract for Elevator Maintenance Service and repair. The contractor shall provide full elevator maintenance service in compliance with ANSI/ASME Safety code requirements. See below for additional information. B. Location of Facility: 915 Grand Ave. St. Louis, MO 63106-1621 C. Federal Holidays: The Government observes the following as National Holidays: New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day Washington's Birthday Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth D. Payment: Invoices shall be submitted monthly, in arrears, and payments are authorized upon receipt of a properly prepared invoice that includes the Purchase Order Number for the period of performance and the Contract Number. E. Service Contract Act: All service employees who will be employed in the performance of the contract awarded as a result of this solicitation shall be paid no less than the wages shown on the Wage Determination which is incorporated and made a part of this solicitation and resulting contract. 2. Scope of Work: A. The Contractor shall provide full elevator maintenance service, in compliance with the ANSI/ASME Safety Code requirements, the manufacturer's recommendations, the Elevator Industry Field Employees Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs and testing necessary to maintain all elevators, appurtenances, and accessories, in a fully operational mode at all times except for prescheduled downtime including all labor, parts and materials. B. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. Any deviations shall be justified to and approved by the COR. No deviations to the performance measures can be made until the contract is modified by the Contracting Officer. C. The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements, including labor, equipment, and supplies for all equipment and systems specified or recommended by the installing contractor or system manufacturer. 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. Hoist-way door interlocks, hoist-way 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 manufacturer s design and specification, or equal thereto. All lubricants shall be as recommended by the manufacturer. D. 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 separately according to the negotiated price with the contractor at the time of the incident. 2. Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities. 3. Repairs or replacement of cab enclosure, hoist-way 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 Contractor s responsibility. 6. 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. E. The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date specified in the Notice to Proceed. F. These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor will be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the elevators and related systems and ensure safe and reliable elevator operation. G. The Contractor shall develop and implement a Performance Requirement Summary of preventive maintenance (PM) schedule acceptable to the COR. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The contractor shall provide on-site elevator maintenance at a minimum of 1-hour per week for traction units, 1-hour every two weeks for hydraulic units and 1-hour per month for Dumbwaiter units. The weekly schedule shall be coordinated with the COR. A copy of the PM program will be provided to the COR for review and acceptance during the solicitation phase for approval. The PM program must be acceptable to the COR prior to the commencement of the contract period. H. All scheduled work that requires an elevator to be taken out of service shall be coordinated with the COR and the contractor shall report to the COR the status of elevator equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR by 7:00 a.m. that day. The contractor is responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors when the elevator is the only one servicing that area. I. The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the COR. If changes are authorized, the Contractor shall make appropriate revisions to the elevator drawings and/or specifications. All parts or components installed, or improvements made, by the Contractor during the term of this contract shall become and remain the property of the Government. J. The Government reserves the right to require the Contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR and the Government reserves the right to witness all testing. K. In order to provide for uninterrupted Government business and elevator service for the handicapped, unnecessary out-of-service periods for elevators cannot be tolerated. Therefore, it is essential that elevator repairs be affected immediately. L. The Contractor shall maintain the machinery spaces, elevator pits, car tops, storage areas, etc in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery room floors and the equipment located within the machinery rooms shall be painted as necessary to repair damage done by the contractor to maintain the appearance of the room and equipment. When painting, the Contractor must comply with the ANSI color coding system outlined in the ANSI A13.1, Scheme for the Identification of Piping Systems, and maintain the identity (identification information) of the equipment. The Contractor must obtain the approval of the COR before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical Code. M. REPORT OF SERVICES Upon arriving on station, the Contractor s Serviceman will report to the Engineering Office to sign-in (only during normal working hour 7:00AM to 4:30PM) before going to the work site. Upon completion of any inspection or service, including any call back work, the contractor or his representatives shall make a brief verbal report of what was accomplished before departure (only during normal working hours 7:00AM to 4:30PM) from the Medical Center premises. Such reports shall advise of any repairs or repair parts required that are necessary to maintain the equipment in perfect running condition. This report shall be made in person to the Engineering Officer or his designee on duty at the time. A brief written report shall be submitted to the COR prior to the 25th day of each month, certifying compliance with inspection and service requirements of the previous month and noting any exceptions and reasons for the exceptions. Negative reports are required to ensure that this contract requirement is met. Additionally, the Contractor shall make a written report to the Contracting Officer and to the COR of the VA Medical Center within five (5) working days from the time the Contractor encounters a need for repairs or repair parts, which, in the Contractor s opinion, are required to maintain the equipment in perfect operating condition. N. SPECIAL REQUIREMENTS VAMC, JOHN COCHRAN DIVISION: Contractor will report to the Boiler/Chiller plant during normal and off-duty hours for sign-in before going to the worksite. O. LOG BOOK: The Contractor shall supply and maintain a current maintenance log book for each elevator documenting the Management Information Data. The log book shall remain in the equipment room for each elevator, or in a location designated by the COR at each medical center. The log book shall be annotated as service is rendered describing in detail problems and corrective action taken. A record of all call-backs and resulting repair shall be kept by the contractor and annotated in the maintenance log book indicating all services rendered, any difficult experiences and corrective measures that may improve service. All scheduled inspections and emergency call back service shall also include (1) Person (2) Date (3) Purpose (4) Problems/Difficult Experiences (5) Corrective Measures Taken and (6) Time started and time completed or stopped. Each month the Contractor shall subject all elevators provided with firefighters emergency operation to Phase I (maintenance and fire service personnel system verification checks) recall by use of the key switch, and a minimum of one-floor operation on Phase II. The Contractor shall correct all deficiencies. The Contractor shall maintain a record of findings and all details shall be annotated in the maintenance log book located in each elevator machine room and make it available to the COR and elevator inspection personnel. 3. Personnel The contractor shall have in its employ at all times, a sufficient number of capable and qualified employees to enable it to properly, adequately, and safely manage, operate, maintain and account for the elevator system. A. Qualifications of the Contract Manager The contract manager responsible for the management and scheduling of work to be performed under this contract shall possess at least 5 years of recent (within the past 7 years) experience in managing personnel responsible for the operation and maintenance of elevator equipment of the approximate size, supervisory control systems and other characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the information specified herein must be submitted to the CO or his/her designee for approval prior to assignment of the contract manager to the contract. Both new and replacement contract managers must meet these qualification standards. 1. The full name of the proposed contract manager. 2. A detailed description of the employment history of the proposed contract manager for the past 7 years. 3. The name(s) and address(es) of the companies for whom the proposed manager worked for the past 7 years along with the name(s) and telephone number(s) of his or her immediate supervisor(s). 4.The certification documents shall be submitted with the proposal documents before award. B. Qualifications of the Supervisor The supervisor responsible for directing the work to be accomplished under this contract shall possess at least 5 years of recent (within the past 7 years) experience in directing operation and maintenance of elevator equipment in a supervisory capacity for elevators of the approximate size, supervisory control systems and other characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the information specified herein must be submitted to the CO or his/her designee for approval prior to the assignment of any supervisor to the contract. Both new and replacement supervisors must meet these qualification standards. (1) The full name of the proposed supervisor. (2) A detailed description of the employment history of the proposed supervisor for the past 7 years. (3) The name(s) and address(es) of the companies for whom the proposed supervisor worked for the past 7 years, along with the name(s) and telephone number(s) of his or her immediate supervisor(s). (4) The certification documents shall be submitted with the proposal documents before award. C. Qualifications of Journeyman Elevator Mechanics All elevator mechanics engaged in the contract activities specified herein must be of a journeyman status as recognized by the industry and be licensed by the state, local authority, and/or the city local authority in those trades, crafts or professions which require licensing by such jurisdictions. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the referenced jurisdictions. A copy of the license for each employee shall be furnished to the COR. Each mechanic must possess at least 3 years (within the past 5 years), experience in the maintenance, repair, installation and/or inspection of elevators and equipment of equal, specific make and type of elevator(s) being serviced or greater size, scope and complexity as those covered under this contract. A detailed resume containing the information specified herein must be submitted to the CO or his/her designee for approval prior to the assignment of any mechanic to the contract. Both new and replacement mechanics must meet these qualification standards. (1) The full name of the proposed mechanic. (2) A detailed description of the employment history of the proposed mechanic for the past 5 years. (3) The name(s) and address(es) of the companies for whom the proposed mechanic worked for the past 5 years, along with the name(s) and telephone number(s) of his or her immediate supervisor(s). Elevator Mechanic Helpers may perform work and/or repairs for which they are qualified. Elevator Mechanic Helper qualifications are determined by state, local and/or city requirements. In the absence of any licensing requirement by state and local jurisdictions, the contractor shall certify, in writing, to the COR, that the elevator personnel involved in the performance of this contract is competent. The certification documents must be submitted with the proposal documents before award. 4. Items to be supplied by the Contractor 1. Parts installed on the elevators covered by this specification, shall be new and genuine parts supplied by the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of elevator service. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible. 2. The Contractor shall provide a number that is available on a 24 hour a day, 7 days a week basis for emergency calls. 3. The Contractor shall provide approved metal waste containers for flammable and combustible waste associated with the performance of this contract. Flammable and combustible waste shall be removed from the premises daily. The Contractor shall provide approved metal storage cabinets for flammable materials associated with the performance of this contract. Storage of flammable and combustibles liquids shall be limited as much as possible and shall conform to the latest edition of NFPA 30, Flammable and Combustible Liquids Code. 5. Inspection and Testing Services A. Elevator Safety Inspections The contractor shall be responsible for having the following inspections accomplished by the INDEPENDENT VA CONTRACT INSPECTOR in accordance with the requirements of the latest edition of ANSI/ASMI QEI-1, Standard for the Qualification of Elevator Inspectors. The contractor shall provide personnel who are familiar with the equipment to perform tests and assist the inspector. a. The contractor shall schedule and have performed the periodic inspections and tests of all elevators at the recommended intervals found in the effective edition of ANSI/ASME A17. The maintenance contractor must coordinate for the performance of the safety inspections with the INDEPENDENT VA CONTRACT Inspector s organization. The contractor shall furnish a copy of the inspection schedule to the COR (this list shall be estimated for proposal submission and finalized before award of the contract. This schedule shall clearly indicate the edition of ANSI/ASME A17. The COR will be advised of any changes to the schedule and notified 5 working days in advance of the inspection date to afford the COR an opportunity to observe the inspection. The required semiannual inspection of the emergency signaling device (alarm) and the means of two- way conversation will be recorded on an approved form. Copies of this form will be provided to the contractor by the COR. b. The contractor shall provide a qualified employee to accompany the inspector during the inspection. c. The Independent VA Contract Inspector shall furnish a written report of each inspection to the COR and to the maintenance contractor. The report shall be submitted on the following checklists from the American Society of Mechanical Engineers (ASME): Checklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, as appropriate. The maintenance contractor shall be responsible for the correction of all listed deficiencies within the scope of the contract by the date specified by the COR. Any deficiencies marked "emergency" must be corrected immediately. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report and return it to the COR. The contractor shall be responsible for obtaining the signed form from the Independent VA Contract elevator inspector. Copies of form will be provided to the COR. B. Adjustments and Tests a. The contractor is responsible for the accomplishment of all tests required, at the intervals specified and in accordance with, the American National Standard Safety Code for Elevators and Escalators manual. Most current publication will be used at all times. Copies of all test results will be furnished to the COR. b. The contractor shall maintain the elevators as stated in, Performance Standards and within the limits of the American National Standard Safety Code for Elevators and Escalators. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, ride quality, stopping accuracy, downtime, and review of preventive maintenance and inspection reports shall be the governing factors in determining the adequacy of the elevator maintenance. c. The fire alarm capturing device must be maintained and tested. This testing shall be conducted once each month of each contract year. Such tests shall not interfere with the normal operation of the building. d. The contractor shall check the Group Automatic Operation system annually and make necessary tests to ensure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer. e. Except for group supervisory control system tests or other tests on elevators and emergency service herein provided for, all work shall be performed during regular working hours or regular working days, Monday through Friday, excluding Federal holidays. Only when so authorized by the COR, may any portion of the work other than emergency service be performed outside of regular working hours. f. The Government reserves the right to require the contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR and the Government reserves the right to witness all testing. C. Testing Schedule (All Elevators) 1. Safety Tests The safety tests, as required by ANSI/ASME A17, shall be performed by the Contractor employees and Witnessed by the VA Contract Inspector. 2. Safety Inspection Schedule The tests, as required by ANSI/ASME A17, shall be performed and witnessed by the VA Contract inspector. Maintenance contractor will coordinate with testing contractor and medical center(s) on times and dates of the testing of each medical center s elevators, on the Semi-Annual and Five-Year Load Test as outlined on the proposal sheet. D. WORK SCHEDULES 1. The Maintenance Performance Schedule shall be submitted with the proposal documents before award (See Performance Requirements Summary). The Contractor shall submit to the COR a work schedule for the maintenance of the elevators at the Medical Center. This schedule identifies the frequencies for elevator maintenance at the Medical Center. 2. Contractor may inspect all elevators within first 15 days of award of contract to ensure elevators are in proper working order and up to safety code and notify COR of any deficiencies. 6. SUPPLIES, MATERIALS, AND EQUIPMENT The Contractor shall furnish the labor, supplies, materials, equipment (including vehicles) and employee training necessary for the performance of the work specified in the contract, unless otherwise specified herein. 7. GOVERNMENT FURNISHED PROPERTY In accordance with the provisions for Government Furnished Property, the Government will furnish utilities to perform the requirement of this contract. 8. QUALITY CONTROL The Contractor shall maintain a complete Quality Control (QC) Plan and administer a QC Program in accordance with its final QC plan after award of the contract. Contractor must ensure that the requirements of the contract are met, including the minimum performance requirements, as specified in the resultant PWS. The final Quality Control Plan shall address the following, at a minimum: 1. The Quality Performance Standard which includes: a) an inspection system covering all required performance tasks; b) a method of identifying deficiencies in the quality of services performed and c) list of corrective action or measures used to prevent deficient or unsatisfactory performance. 2. Contractors system for maintaining a record of all inspection reports and proposal for having them available or sending to the Government. 3. Strike prevention plan and Contractor emergency plan. 4. Contractors work schedule and the approach to provide performance based elevator maintenance and repair services at the medical center due to the high visibility and daily usage by staff and public. 5. Contractor must notify the Contracting Officer (CO) and Contracting Officers Representative (COR), in writing, of any proposed changes to the QC Program, and Plan. The final QC Plan shall be submitted in accordance with contract requirements. No change to the final QC Plan shall be implemented prior to the mutual agreement of parties. 9. SUPERVISION OF CONTRACT WORK 1. The Contractor shall ensure that work required under any resultant contract is monitored by providing supervision (Supervisor/Alternate) to comply with the terms and conditions contained herein. The Supervisor/Alternate shall be the Contractor s primary representative on-site, having full authority to act on matters pertaining to performance of services required. The Supervisor/Alternate shall be available while the contract work is in progress (including emergencies and at any time specified for after hour services). The Supervisor/Alternate will receive notices, reports, request or other communications from either the CO or COR. 2. The Contractor shall designate the On-Site Supervisor and Alternate in Contract Administration Section. The Alternate will have the same responsibilities and authorities as the supervisor in his/her absence. 3. The Contractor shall register all employees with the COR upon commencement of the contract. The Government will coordinate site access with contractor after award. 4. The Contractor shall immediately report to the COR, in writing, any termination of site Contractor personnel and the cause of such termination. 5. The Contractor shall report all damage to Government property, personal injuries, and/or hazardous condition...