ELEVATOR M&R El Paso VA
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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C257-19-Q-0766
Posted Date:
May 17, 2019
Original Response Date:
June 3, 2019 4:30PM CST
Current Response Date:
Site Visit:
Questions from Solicitation and Site Visit:
June 3, 2019 4:30PM CST
May 21, 2019 10:00AM MST
May 24, 2019, 3:00PM CST
Product or Service Code:
J maintenance, repair and rebuild of equipment
Set Aside:
Service-Disabled Veteran-owned small business
NAICS Code:
238290
Contracting Office Address
Network Contracting Office 17
124 E. Hwy 67
Duncanville, TX 75137
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.
The associated North American Industrial Classification System (NAICS) code for this procurement is 238290, with a small business size standard of $15.0M. This solicitation is 100% set-aside for SDVOSB concerns. In accordance with VAAR 819.7003 and VAAR 852.219-10 in order to be eligible for award, all offerors must be registered and verified in the VIP database and small for the applicable NAICS code at the time of quote submission and at the time of award.
Network Contracting Office 17 is seeking to procure preventative maintenance and non-routine repair services for elevators at El Paso VA Health Care System (EPVAHCS).
All interested companies shall provide a quotation for the following:
Services
Contractor to provide full preventative maintenance and non-routine repairs which include regular and systematic inspections for the EPVAHCS located at 5001 N. Piedras St., El Paso, TX 79930.
STATEMENT OF WORK/SPECIFICATION
ELEVATOR MAINTENANCE AND SERVICE
General Description
The El Paso Veterans Healthcare System has a requirement for a maintenance contract for the twelve (12) existing elevators at the El Paso Medical Center. This contract is to furnish inspection, maintenance and repair service on all seven (7) passenger elevators identified in the Schedule of Elevators in this Statement of. This contract is a requirement to comply with VA Directive 10-95-093.
Definitions/Acronyms
CO - Contracting Officer: The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.
COR - Contracting Officers Representative: Is responsible to furnish technical guidance and advice or generally monitor the work performed under the contract. Representatives will not be authorized to make any commitments or changes, which will affect the price, quantity, and quality or delivery terms. A Contracting Officer acting within his/her authority is the only authorized Government employee to execute all changes to a contract.
PMI Preventive Maintenance Inspection: Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.
Scope of Work
The Contractor is subject to the application of VA Directive 0710 titled Personnel Security and Suitability Program from June 4, 2010.
The Contractor shall obtain all necessary licenses and/or permits required to perform the work.
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 there after. 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/NPA 70 National Electric Code, latest edition
Manufacturer s requirements and specifications on inspection, maintenance, and operation of each elevator model
Contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems.
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 manufacturer s 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 Contractor s employee to indicate that the work has been accomplished. Check chart shall be available for review at the COR s request and the Contractor will physically show the COR the completed work on request.
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.
Contractor shall be required to attach tags after testing as specified by Code, such as at the governor-releasing carrier, and oil buffer, etc.
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.
After completion of the required tests, submit report with the proper documentation to the COR.
Contractor shall prepare and submit a written report on or before the third (3rd) day of each month detailing all services performed for each elevator during the previous month. This report shall be required prior to billing. If this service report is not received prior to monthly billing, invoices shall not be paid until report is received and verified.
All elevators provided with firefighters 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. A written report of the findings on the operations shall be documented per ASME Rule 1206.7 Maintenance of Firefighter s Service or latest edition. The report shall be turned over to the COR within one (1) working day after completion of inspection and tests. 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 and must be coordinated with the COR prior to executing the test.
All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COR.
An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services.
Contractor shall furnish and install on every elevator the respective data plate in accordance with ASME 17.1 section 8.9.
Contractor shall have all maintenance tickets signed by the COR.
The following performance levels shall be maintained at all times:
Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted.
Leveling accuracy shall be maintained at all times.
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.
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.
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 through the Contracting Officer.
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.
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:
Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings and component parts.
Machine motor, motor generator, motor windings, rotating element, commutator, brushes, brush holders and bearings.
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.
Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts, and governor jaws.
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.
Hoistway door interlocks, hoistway door hangers, bottom door guides and auxiliary door closing devices.
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.
Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.
Cab Lighting.
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.
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.
The Contractor shall also:
Examine periodically 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.
Maintain an adequate factor of safety, to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoistway and machine room wiring.
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.
Furnish lubricants specified to the various lubrication needs.
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.
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 is 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.
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. 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 VHCS during the first week of the last month of the normal contract term.
The Contractor shall maintain a separate maintenance record on each elevator and dumbwaiter. 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.
Car tops and pits are to be cleaned and painted as required. Pit cleaning will include removal of rubbish, debris, spillage, and drippings. Contractor shall furnish all the paints and material and prior to execute the materials shall be approved by the COR. Contractor shall notify the COR, or his designee, of schedule pit cleaning.
The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures:
Upon arrival at the station, the Contractor shall check in with the COR or his designee so that the VHCS will be aware of the Contractor s presence at the facility at all times.
Upon each departure, Contractor will serve notice of disposition of work to the COR or designee. In addition, the contractor shall furnish the COR 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 COR 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.
Periodically clean hoistway including all equipment located in or moving through the hoistway, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers. Clean and paint as needed machine room floors and pits.
No maintenance for card reader system in contract.
No device shall be acceptable that will not give full satisfaction without excessive maintenance and attention. If it becomes evident during guarantee period that device is not functioning properly or in accordance with manufacturer s or specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, device shall be removed and new device meeting all requirements shall be installed as part of work until satisfactory operation of installation is obtained. Period of guarantee shall start a new for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees.
Work excluded: The following work is specifically excluded from this contract.
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 Contractor shall not perform chargeable work until authorized by the CO. 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.
Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities.
Repairs or replacement of cab enclosure, hoistway enclosures, door frames and sills, cab tile or carpet.
Replacement of underground hydraulic piping or hydraulic cylinder.
For the purpose of clarification, any item not specifically excluded shall be considered the Contractor s responsibility.
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.
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.
Emergency Callback Service for entrapments shall be provided 24 hours a day, seven days per week, as requested by the COR.
All other service interruptions shall be informed and corrected on the next working day.
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 VHCS 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 contractor s control preclude resolution of the problem that day, the COR must be notified with an explanation of the delay.
The Contractor shall have service ticket on each service call signed by COR or designee. Service ticket shall identify the respective piece of equipment, description of problem, description of corrective measures taken and date and time unit was returned to regular service. Service tickets for overtime 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.
If regular timework must be carried over and the Contractor wishes to continue to work beyond the Medical Center s normal hours of operation, authorization for overtime work must be obtained from the COR before proceeding.
Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.
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.
Under no circumstances will any shutdown or breakdown last longer than three (3) working days (24 working hours), from initial notification to the Contractor, without prior approval of the COR.
All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR.
The Contractor shall comply with the following procedures when an elevator is removed from service for any reason:
Notify Engineering Service, COR, either by phone or in person, before removing elevator from service. If work requires more than one day, daily notification will be made. Notify Engineering Service when placing the elevator back in service. Contractor s employees shall turn in Elevator Report Forms, which will furnish the information to the COR, Engineering Service.
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.
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 at no additional cost to the Medical Center.
New Year s Day
Washington s Birthday
Martin Luther King s Birthday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
Inspection
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 El Paso VHCS Policy; contractor shall provide a representative during the inspections. 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 15 days. Items marked emergency should be corrected immediately. Under no circumstances, will the Contractor allow reported deficiencies to go uncorrected beyond the contract period.
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/NPA 70 standards for annual, 6 months, and five year tests. The Contractor shall perform tests at the date and time specified by the VHCS. Inspection of work shall be conducted by an independent inspector contracted by the VHCS. Maintenance contractor performs actual test.
Testing
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 Center s Contractor, authorized by the El Paso VHCS, will witness all tests for the Medical Center, El Paso VHCS personnel, as required; will be available for the tests.
The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection.
The yearly car safeties, governor and oil buffer tests and inspections shall comply with ASME 17.1 and this specification and in the presence of the COR and his/her representative.
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.
Within six (6) months prior to the termination of this contract, 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 (20) calendar days. The Contractor shall notify the COR in writing that the deficiencies have been corrected and that reinspection can be made.
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.
The following schedule for the five-year load test is required in the year 2019:
Item
Location
Car No.
Type
Capacity
Make
Drive
1.
South
P1
Pass
4000
Thyssenkrupp
Traction
2.
South
P2
Pass
4000
Thyssenkrupp
Traction
3.
South
P3
Pass
5000
Thyssenkrupp
Traction
4.
South
P4
Pass
5000
Thyssenkrupp
Traction
5.
North
T1
Freight
8000
Thyssenkrupp
Traction
6.
North
T2
Freight
8000
Thyssenkrupp
Traction
7
East
E1
Pass
3500
Thyssenkrupp
Hydraulic
NOTE: THE WORD ELEVATOR IS THIS SOLICITATION SHALL INCLUDE ALL ELEVATORS, DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT.
The following schedule for the annual load test (with pressure testing) is required:
Item
Location
Car No.
Type
Capacity
Make
Drive
1.
South
P1
Pass
4000
Thyssenkrupp
Traction
2.
South
P2
Pass
4000
Thyssenkrupp
Traction
3.
South
P3
Pass
5000
Thyssenkrupp
Traction
4.
South
P4
Pass
5000
Thyssenkrupp
Traction
5.
North
T1
Pass
8000
Thyssenkrupp
Traction
6.
North
T2
Pass
8000
Thyssenkrupp
Traction
7
East
E1
Pass
3500
Thyssenkrupp
Hydraulic
The following elevators require the 5 year inspection and testing in 2019:
Item
Location
Car No.
Type
Capacity
Make
Drive
1.
South
P1
Pass
4000
Thyssenkrupp
Traction
2.
South
P2
Pass
4000
Thyssenkrupp
Traction
3.
South
P3
Pass
5000
Thyssenkrupp
Traction
4.
South
P4
Pass
5000
Thyssenkrupp
Traction
5.
North
T1
Pass
8000
Thyssenkrupp
Traction
6.
North
T2
Pass
8000
Thyssenkrupp
Traction
7
East
E1
Pass
3500
Thyssenkrupp
Hydraulic
The following equipment requires the annual inspection and service as soon as NTP is issued:
Item
Location
Car No.
Type
Capacity
Make
Drive
1.
South
P1
Pass
4000
Thyssenkrupp
Traction
2.
South
P2
Pass
4000
Thyssenkrupp
Traction
3.
South
P3
Pass
5000
Thyssenkrupp
Traction
4.
South
P4
Pass
5000
Thyssenkrupp
Traction
5.
North
T1
Pass
8000
Thyssenkrupp
Traction
6.
North
T2
Pass
8000
Thyssenkrupp
Traction
7
East
E1
Pass
3500
Thyssenkrupp
Hydraulic
Scheduled Maintenance Requirements
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.
Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment.
PMI s 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 COR, 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 PMI s on the next business day following the holiday. The contractor shall notify the COR if he/she intends on changing the PMI day or if he/she cannot perform the PMI ON schedule.
PMI s 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.
The Contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, elevator machine rooms, etc. This shall include all lights inside the elevator cabs.
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.
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.
Contractor shall provide qualified journeyman mechanic as a MINIMUM three four-hour days per month to find and correct any deficiencies. The days to perform this work will on Mondays, Wednesdays and Fridays unless the COR approves or instruct the contractor otherwise. If there is a holiday on the day designated the work will be performed the next business day. 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.
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.
Addition or Removal of Elevators
The Government reserves the right to add or remove elevators from this contract at any time. The COR will inform the Contractor as far in advance as possible for any changes in the inventory in writing and via the Contracting Officer.
If the Government removes an elevator from service to perform work outside the scope of the contract, the Government will deduct the monthly amount currently being paid to maintain that elevator. When the Government returns the elevator to service, monthly payment for that elevator will resume.
If the Government adds an elevator to the original inventory attached to this contract the rate for that elevator will be the individual rate per elevator respective to the year the elevator will be added to this contract. The contract amount will be modified to include any additional elevator until the expiration or termination of this contract
Experience Requirements
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.
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. The elevator mechanic shall hold a NEIP certification or equal.
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, at a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts.
Condition of Equipment
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. Offerors should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required.
Uniforms
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.
Safety
The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.
In performance of this contract, the Contractor shall follow VHCS 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 VHCS smoking policy, which designates all interior space as non-smoking areas.
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.
The Contractor shall submit to the COR, prior to the start of the contract, the Material Safety Data Sheets (MSDS) 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 VHCS. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VHCS personnel to assure compliance with all laws and requirements regarding the Right to Know law.
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 when performing the work. Training on required safety programs and the proper use of PPE s shall be provided, and documentation maintained by the contractor.
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.
The Contractor shall be notified of any non-compliance with the pervious provisions. 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. It, 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, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.
The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:
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.
Listing of personal protective equipment(s) required to be utilized by the contractor s personnel in the performance of their duties. Also when equipment will be required.
Material Safety Data Sheet (MSDS S) for any chemical(s) utilized by the contractor in the performance of this contract.
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.
Injury or Accident
Contractor shall submit a written report to the VHCS within five work (5) days of any incident of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident.
Quality Control Program
The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, Within five (5) work days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COR, for approval. The program shall include, but not be limited to, the following:
An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. 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 in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.
A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract.
Emergency Telephone Numbers
The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date.
Information Relating to Conduct of Contractor s Employees
The Contractor shall prohibit his employees form disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use.
Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor s attention by the CO/COR, Federal Protective Officers, Inspectors, etc.
Contractor shall use fire fighters service test log for monthly and yearly log, starting October to September.
General Information
The Contractor shall immediately notify the contracting office and contracting officer s representative (in writing) of the existence of the development of any defects in, or repairs required to the elevators which the contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to make necessary repairs. The contracting officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs.
The Government reserves the right to perform emergency repairs to any elevator which is disabled if, in the Government s opinion, it jeopardizes patient or employee safety.
The Contractor shall ensure that the elevator pits(s) and elevator machine room(s) are kept clean and free from dirt and debris. Contractor shall clean all HOISTWAY(s), pit(s) and machine rooms once a month to remove dust and debris accumulation.
The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the El Paso VHCS is a NO SMOKING Facility. Smoking is not permitted in any building (including Penthouses and elevator pits).
Contractor shall have use of station telephones to make business calls related to Medical Center s equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones.
Place of Performance
Address:
5001 N Piedras Street
El Paso, TX
Postal Code:
79930
Country:
UNITED STATES
Award shall be made to the lowest priced offeror whose quotation meets the requirements of the solicitation. Basis of award, technical acceptability to meet the Governments requirement; past performance, and price. Technical and past performance when combined are equal to price.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017)
FAR 52.212-1, Instructions to Offerors-Commercial Items (JAN 2017)
addenda to FAR 52.212-1
52.209-7, Information Regarding Responsibility Matters
52.216-1, Type of Contract
852.233-70, Protest Content/Alternative Dispute Resolution
852.233-71, Alternate Protest Procedure
852.270-1, Representatives of Contracting Officers
852.273-74, Award Without Exchanges
FAR 52.212-3, Offerors Representations and Certifications Commercial Items (NOV 2017)
Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017)
addenda to FAR 52.212-4
52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights
52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content
52.204-9, Personal Identity Verification of Contractor Personnel
52.217-8, Option to Extend Services
52.217-9, Option to Extend the Term of the Contract
52.232-40, Providing Accelerated Payments to Small Business Subcontractors
52.237-3, Continuity of Services
852.203-70, Commercial Advertising
852.203-71, Display of Department of Veterans Affairs Hotline Poster
852.219-10, VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside
(JUL 2016)(DEVIATION)
(a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern or SDVSOB :
(1) Means a small business concern:
(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans or eligible surviving spouses (see VAAR 802.201 Surviving Spouse definition);
(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;
(iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov); and
(v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable
(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(b) General.
(1) Offers are solicited only from verified service-disabled veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a verified service-disabled veteran-owned small business concern.
(c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR B'125.6.
(d) A joint venture may be considered a service-disabled veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate.
(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.
End of Clause
852.219-74, Limitations on Subcontracting Monitoring and Compliance
852.232-72, Electronic Submission of Payment Requests
852.237-70, Contractor Responsibilities
852.270-1, Representatives of Contracting Officers
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (NOV 2017)
The following subparagraphs of FAR 52.212-5 are applicable:
52.204-10, Reporting Executive Compensation
52.204-14, Service Contract Reporting Requirements
52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment
52.219-13, Notice of Set-Aside of Orders
52.219-28, Post Award Small Business Program Representation
52.222-3, Convict Labor
52.222-17, Nondisplacement of Qualified Workers
52.222-21, Prohibition of Segregated Facilities
52.222-26, Equal Opportunity
52.222-35, Equal Opportunity to Veterans
52.222-36, Equal Opportunity for Workers with Disabilities
52.222-37, Employment Reports on Veterans
52.222-41, Service Contract Labor Standards
52.222-55, Minimum Wages Under Executive Order
52.222-62, Paid Sick Leave Under Executive Order
52.222-50, Combating Trafficking in Persons
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.225-13, Restrictions on Certain Foreign Purchases
52.242-5, Payments to Small Business Subcontractors
All offerors shall submit the following: quote, capability statement, training certifications, licenses, description of technical approach to include emergency response time, and past performance documentation.
This is a combined synopsis/solicitation for services as defined herein.B B The government intends to award a firm fixed price contract, a base with four (4) one-year option year renewal, as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Offeror shall list exception(s) and rationale for the exception(s).
The VA is strongly encouraging all interested parties to attend the Site Visit scheduled on May 21, 2019 10:00AM MST. By offering a Site Visit, VA hopes potential Offerors will gain a better understanding of the requirements and the location where services are to be performed, interested parties must inform the VA of your intent to attend the Site Visit by email. Please note that interested parties will not be authorized to use this Site Visit to present or pitch their proposed solution, services, or capabilities to any Government representative, and any attempt to do so will result in a polite request for the person(s) to leave the site. Interest in Site Visit notices must be received by Monday, May 20, 2019 at 2:00PM CST by email to Lynn Pettit @ Lynn.Pettit@va.gov. The content of this notice should be as follows: The company name, the names of the representatives who will be attending, the business size and a valid phone number and email.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer at Lynn.Pettit@va.gov. Questions in response to this solicitation are due no later than May 24, 2019, 3:00PM CST.
Submission of offers/quotes shall be received not later than June 3, 2019, 4:30PM CST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mailed offers/quotes will be accepted. All offers/quotes shall be sent to Lynn.Pettit@va.gov. Reference RFQ 36C257-19-Q-0766 on subject line of email. In addition, if applicable upon submission of offers/quotes all offerors must also clearly identify how they will meet the requirements of 13 CFR 125.6 and provide documentation stating such.
Lynn Pettit
lynn.pettit@va.gov
