Z2AA--Automatic Door Maintenance Services
Pre Solicitation Notice VA Palo Alto Health Care System Palo Alto, CA The VA Palo Alto Health Care System, Palo Alto, CA has a need for Automatic Door Maintenance Service. Bidders are advised to caref... Pre Solicitation Notice VA Palo Alto Health Care System Palo Alto, CA The VA Palo Alto Health Care System, Palo Alto, CA has a need for Automatic Door Maintenance Service. Bidders are advised to carefully review all documents and submit requests for information if clarifications or additional information is required. The solicitation is scheduled to release on or about October 18, 2024. Tentative quote due date is scheduled for November 1, 2024, at 12:00 PM PST. Exact due date and time will be provided on solicitation.
Data sourced from SAM.gov.
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Z2AA--Automatic Door Maintenance Services
THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. No Solicitation is currently available. All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, an... THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. No Solicitation is currently available. All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government. Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award (See Internet Site https://www.sam.gov/portal/public/SAM/). Potential Offerors must also have a current Online Representations and Certification Application on file with SAM. The applicable North American Industry Classification System (NAICS) Code is 238990, All Other Specialty Trade Contractors, size standard is $ 19.0 Million. NOTE: Please ensure that System For Award Management (SAM) indicates this NAICS code if you are interested in the requirement. Before responding please carefully read and consider the following: As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html Brief Description of Services The VA Palo Alto Health Care System (VAPAHCS) has a requirement for Automatic Door Maintenance Services. GENERAL INTENTION AND REQUIREMENTS General: This Performance Work Statement (PWS) is to obtain inspection, maintenance, testing and repair services for automated doors at the Veterans Affairs Palo Alto Health Care System (FAPAHCS), referred to as the Government. The Contractor shall provide management, supervision, labor, parts, materials, tools, incidental engineering services, and transportation necessary to perform inspection, maintenance, testing, and repair services to maintain the inventory as originally specified by the equipment manufacturer and/or as modified when a deviation is required. Modifications to perform deviations require written consent of the government s Contracting Officers Representative (COR) or COR designee. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences. Work for this contract is required at three separate VAPAHCS locations. Those locations are Palo Alto Division (PAD), Menlo Park Division (MPD), and Livermore Division (LVD). Palo Alto Division: 3801 Miranda Avenue, Palo Alto, CA 94304 Menlo Park Division: 795 Willow Road, Menlo Park, CA 94025 Livermore Division: 4951 Arroyo Road, Livermore, CA 94550 For this contract, the standard operating hours or duty hours are the hours between 8:00 AM to 4:30 PM, Monday through Friday, except Federal Holidays, or 40 working hours per week. Local points of contact for each shall be the maintenance and repair chief for each Division, and the COR shall be included in communications with each station representative. The Division Chief shall confirm local scheduling, and administrative actions shall be coordinated through the COR and CO. This contract shall be a base plus four option years requirement beginning in November of 2024 with the final option year ending in 2029 pending all contractual requirements are met and followed. CODES and STANDARDS Publications listed below form a part of this Contract. Elevators shall meet the requirements of current code editions published, all manufacturer guidelines, Veteran s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply. OSHA Standard 29 CFR 1910 International Building Code (IBC) National Fire Protection Association (NFPA) NFPA 70 National Electrical Code (NEC) NFPA 70E Electrical Safety in the Workplace NFPA 72 National Fire Alarm and Signaling Code NFPA 80 Standard for Fire Doors and Other Opening Protectives NFPA 101 Life Safety Code NFPA 99 Health Care Facilities Code DEFINITIONS & ACRONYMS ANSI American National Standards Institute ASME American Society of Mechanical Engineers CO Contracting Officer COR - Contracting Officer Representative FAR Federal Acquisition Regulation MSDS Material Safety Data Sheet MOD Modification of contract NEC National Electric Code NFPA - National Fire Protection Association NTP Notice to Proceed OEM - Original Equipment Manufacturer OSHA - Occupational Safety and Health Administration PEC Primary Engineering Control PO Purchase Order POC - Point of Contact PM - Preventative Maintenance PMI - Preventative Maintenance Inspection PPE Personal Protective Equipment PWS - Performance Work Statement SEC Secondary Engineering Control QASP Quality Assurance Surveillance Program QCP Quality Control Program VA United States Veterans Affairs VAPAHCS - Veterans Affairs Palo Alto Health Care System EXCLUSIONS Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer s warranty, without prior approval of the COR. Installation of new attachments recommend or required by inspectors, insurance agencies, or VA/Government Authorities. The Co/COR must approve, in advance, all repairs not covered under this contract. The Contract shall prepare an estimate of parts, labor, transportation, and shipping costs for review prior to performing the repairs. If approved, CO/COR shall issue a modification (MOD) in advance of undertaking such work. No invoice will be paid without prior approval and specific MOD issued in advanced of work. There shall be no borrowing of parts (i.e., removing of parts from one PEC, whether in it is in service or not, to correct a deficiency on another PEC) except in an emergency or with written consent from the COR. GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at their own expense. The Government will not provide tools or equipment to the Contractor. The Contract shall furnish all tools required for the performance of this Contract. The Government will not provide any materials to the Contractor. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. CONTRACTOR REQUIREMENTS Contractor shall have technical training, track records of working experience in maintenance, inspection, testing and repairing of automatic doors and access portals. Experience shall be within healthcare, industrial, research, educational and commercial facilities for a minimum of five (5) years. The Contractor shall provide a Contract manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day. The selection, assignment, and management of Contractor s employees is the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor service, repair, and replacement staff shall be Journeymen experience along with all other referenced training, certification, and experience within paragraph 6. BACKGROUND CHECKS and IDENTIFICATION BADGES Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes full name, driver s license number and/or social security number, date of birth, and completion of a background check questionnaire. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract. Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor s employment, or the Contract is terminated, the employee s badge shall be returned to COR within 3 working days. EMERGENCY TELEPHONE NUMBERS The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number. This information shall be provided in writing to the CO/COR. SPECIFIC SERVICES The Contractor shall provide monthly maintenance of automatic doors in accordance with the door manufacturer s specifications. In the event the door manufacturers periodic maintenance schedule is not available, the contractor shall submit a proposed door maintenance schedule to the COR for approval. All manufacturer and proposed maintenance schedules shall be submitted to the COR no later than fifteen (15) days after contract award. At a minimum, monthly maintenance inspections shall include all door operation functions, verification of all safety systems functions, weather stripping inspections, and overall door performance to ensure safe, reliable, and weather tight door systems. All grease, oils and other lubricating materials related to the door maintenance shall be cleaned from exterior of the doors, and all inspections access points secured. The contractor shall comply with applicable codes and standards. Any code interpretation issues between the COR and Contractor shall be submitted to the Authority Having Jurisdiction (AHJ) for final verdict. The AHJ shall be the VAPAHCS Chief of Engineering. The Contractor shall utilize and maintain an inventory list on Microsoft excel and shall submit a schedule of certification/testing to the COR. The Contractor shall perform monthly service to all doors in the inventory attached to this contract. The majority of inventory is located at the Palo Alto Campus. The Contractor shall submit a monthly service report including all doors serviced. Reports shall be submitted no later than the end of the calendar month of service The report shall indicate the following: Name/door number Calendar date of inspection Location of the door Manufacturer of the door Type of the door Condition of the door (new/good/poor/no-op/etc) Deficiencies, corrective actions, adjustments, and/or upgrades Monthly services shall include all inspection, maintenance, and adjustments to the inventory. The Contractor shall provide one year warranty on all components and equipment from date of installation. Contractor shall label components and equipment with date installed. Contractor shall submit a service ticket containing all details of performed component/equipment installation to include but not be limited to: building, room, serial number of equipment, manufacturer, model, and new component installed with date of installation. The Government reserves the right to add or remove inventory from this performance work statement for the life of the agreement. Adjustments to service agreement due to changes in inventory shall be negotiated by the CO, COR, and Contractor by written agreement and modification. ADDITIONAL SERVICES Additional services are defined as any work, requested, and authorized by the Government that is required to repair, replace, and/or restore equipment within this scope of work. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or COR as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency) although typically a 48-hour notice will be given. All orders for maintenance repair/replacement work must be placed or confirmed by issuance of a SF30. The SF30 will describe the work to be performed, the time for completion, and the total price for the work. In emergency situations oral orders are permitted, which will be confirmed within 5 working days by issuance of a SF30. Orders of $2,500.00 or less may be processed using the Governmentwide commercial purchase card, which is the preferred method to purchase and to pay for micro purchases. Minor repairs and replacement valued under $400 shall be included as normal wear and tear maintenance under the terms of this contract and not treated as additional services. Additional services are for repair by replacement both in emergency and non-emergency situations on a case-by-case basis. Repairs and deficiency remediations as reported in the monthly service shall be submitted under the requirements of section 10 of this contract. Pricing for this service shall include all costs associated with the repair and not incur additional labor or service fees. All work performed under section shall be to the standards defined within this performance work statement. The Government reserves the right to perform the work using whatever resources are available. Contractor shall provide or install only OEM parts. Contractor shall inform the COR of any breakdowns, failures, or malfunctioning of equipment immediately and send an email within 24 hours with service report and proposal for repairs. Notify the COR, Compliance Officer, and Engineering. Research safety officer. Lock out / Tag out electrical. Post notice on unit as follows: Minimum of two in letter in red with white background LOCK OUT - DO NOT USE . Date Technician Name and Phone number. Owner of hood information. COR information. If a dispute between codes, standards, or manufacture recommendation arises the most stringent shall be enforced. If contractor has a different code, standard, or manufacture recommendation than the COR then the contractor shall have the opportunity to have the AHJ review and make decision, which the contractor shall accept. Door malfunctions incurred between scheduled maintenance inspections shall be addressed as additional services and upon completion shall have a service report submitted as part of the completion of work. SAFETY, INSPECTION, and TESTING Injury and Accident Reports Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance. Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident. Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government. During contract performance, the Contractor shall follow Government s safety policy and standards for safe work practices and take such safety precautions as the VAPAHCS Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy. Patient, employee, visitor, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the safety and health of his/her employees. 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. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard Communication Standard (29 CFR 1910.1200). Contractor is responsible to identify, provide and maintain personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and proper use of PPE shall be provided by employer, and documentation maintained by the Contractor. The Contractor shall obtain a Hot Work Permit from the Government (VAPAHCS Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government s Safety Officer, 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 an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service. QUALITY CONTROL Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. The program shall include the following: An inspection system covering the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection. The checklist shall include every area of the Contractor s operation as well as every task required to be performed. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Government inspectors point out deficiencies. A file of inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract. Site Investigation and Conditions Affecting the Work: The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding, or representation is expressly stated in this contract. Contract has the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget. PAYMENT PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT Payment for work covered under this Contract shall be billed monthly. Payment will be made in areas of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventative maintenance, submission of reports and all other requirements for the period in question have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee. The Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and Government will take corrective action as defined the Federal Acquisition Regulations (FAR). Payment withholding will be in compliance with the FAR. Criticality of VTE in a medical facility requires that continued Contractor failure to perform will necessitate holding Contractor in default and the Government obtaining suitable service via separate means. PAYMENT FOR WORK NOT COVERED UNDER THHE CONTRACT Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation. Capability Statement The Government requests that only firms seriously interested and truly capable should send their capability information to the Contract Specialist, Olivia Duarte by email at: olivia.duarte@va.gov no later than 3:00 PM Pacific Time, July 23, 2024: (a)Â Business Size (Large/Small) (b)Â Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.) (c) SAM record (www.sam.gov) (d) VIP record (SDVOSB/VOSB firms only) (https://www.vip.vetbiz.gov/) (e)Â DUNS number (f) Ability and experience in managing similar projects. Include general information and technical background describing your firm's experience on contracts requiring similar efforts to meet the program objectives. (g) List of Projects (Government and Commercial) that are similar in scope and size. (h) Anticipated Teaming Arrangements (if any) (i) GSA Contract Number if applicable. (j) Copies of certificates/licenses as identified above under Contractor Qualifications Interested parties shall not submit more than 10 single-sided, type-written pages using 12-point font or larger. Published literature may be any number of pages. The Government will use this information when determining its business type decision. Â Â Â Â *Failure to provide the information requested above (items (a) (j)) will be considered non-responsive and will not be considered a viable source. DISCLAIMER This Sources Sought notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this request that is marked proprietary will be handled accordingly. The Government will not compensate an offeror for providing information in response to this sources sought. Furthermore, the Government reserves the right to cancel this requirement at its discretion. This is simply a sources sought notice. Â Â Â Â
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