SPECIAL NOTICE
J -- Security Construction Services, Inc.
- Notice Date
- 3/29/2010
- Notice Type
- Special Notice
- NAICS
- 238290
— Other Building Equipment Contractors
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Archive Date
- 3/31/2010
- Point of Contact
- Paula L PoppyCONTRACTING sPECIALIST
- E-Mail Address
-
CONTRACTING sPECIALIST
(paula.poppy@va.gov)
- Small Business Set-Aside
- N/A
- Description
- NOTICE OF INTENT The VA Engineering Service for the Boston Healthcare System (BHS), Jamaica Plain (JP) Campus intends to Sole Source for to procure three months of Elevator Maintenance service, through Security Construction Services, Inc. Security Construction Services, Inc. is the current vendor maintaining the elevators and working with vendors on the elevator modernization upgrade, for all 10 JP elevators. This award is to continue maintenance service for three months to complete an ongoing project to modernize and upgrade 10 elevators. FAR 6.302-1, USC 253(c) (1) Only One Responsible Source, will meet the agencies requirement and time constraint. VA Engineering Service and the Contracting Officer believe this is the "Best Value" and in the best interest to the Government and the VA customer. JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION 1. Identification of the agency and the contracting activity. Engineering Service - VA BOSTON HEALTHCARE SYSTEM *2. Nature and/or description of the action being approved. Sole Source procurement of the following: ELEVATOR MAINTENACE FOR 10 CARS UNDERGOING CONSTRUCTION ON THE JAMAICA PLAIN CAMPUS *3. Description of the supplies or services required to meet the agency's needs (including the estimated value). MAINTENACE OF ELEVAORS 1 THRU 10, BLDG 1, JP, Est. $31,0155 FOR THREE MONTHS. 4. Identification of the statutory authority permitting other than full and open competition. FAR 6.302-1, USC 253(c)(1) Only One Responsible Source, *5. Demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority sited. The recommended source is the construction contractor for the modernization of subject elevators Security Service Construction Services, Inc. As such they are responsible for making changes to the elevator controls which will instruct the existing cars and the new cars how to respond to calls throughout the 15 floor building. The contractor's staff are already vetted with building passes, this can be a time consuming and possible costly endeavor for the Government. The Period-of-performance is for three months from: 4/1/2010 through 6/30/2010. It is not cost effective and extremely time consuming, to expect a new vendor to come in on the project at this time, with all the changes that have taken place over the past year and expect that vendor to complete the installation of remaining parts and maintain the elevators while working with construction vendors in a period of three months. It is impractical if not impossible on these complex control systems to have multiple contractors working on the control system at the same time for three reasons. They are: 1.Safety - As elevators are being modernized changes to control cabling, safety devices, and computer programming can be expected on a daily bases. The mechanics doing the work will be the only ones capable of providing the maintenance because they will be the only ones who know what parts of the work have been completed and which have not. Moreover as a significant part of the work will be in the elevator shaft unexpected movement of the counterweights, cab, cabling and control cables are a real risk to the workers. Having to independent contractors working in the same shaft is a real risk to the mechanics doing the work. The current contract does require work in the existing shaft which is not partitioned between cars. 2.Responsibility - If two contractors were allowed to work on the equipment at the same time the government could be certain, that significant disputes would arise about why a particular elevator or elevator function was not working properly. We can expect multiple complaints about what the other contractor did or did not do, what work was "intentionally sabotaged", etc. The complex nature of the elevator controls and safety issues require years of experience to analyze and repair. The government does not have anyone who would be capable of sorting out who caused what problems or which contractor was responsible for effecting repairs. 3.Supervision - The work to renovate the elevators requires, that all elevators work together simultaneously to provide the best possible service to all the floors. In order to get the most of the existing elevators and minimize the impact of down time and breakdowns, that would affect the elevator service, construction and maintenance activities that affect the number of cars in service will need to be carefully coordinated. With two contractors working on the same banks of elevators we can expect that there will be conflicts as each contractor selects the time that best suits him to perform work on the elevators and possible lengthy delays. With a single contractor responsible for the maintenance, the VA will be able to minimize the overall impact on the VA, patients, and staff, making this time efficient and cost effect overall "Best Value" for the Government. *6. Description of efforts made to ensure that offers are Solicited from as many potential sources as is practicable, including whether a FEDBIZOPPS Daily notice was or will be published.. 7. Determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable. The original prices on the first award were deemed fair and reasonable and the contractor has not changed their pricing for this three month award. 8. Description of the market survey conducted (i.e., names, of Firms and the date(s) the firms were contacted) and the Results or a statement of the reasons a market survey was not conducted. *9. Any other facts supporting the use of other than full and open competition, such as an explanation why technical data packages, specifications, engineering descriptions, statements of work, or purchase descriptions suitable for Full and open competition has not been developed or are not available. VA Engineering Service believes that an elevator system like this one needs to be taken care of and modified by a single company so when there are problems a single source can be contacted for immediate correction. The construction package envisioned a single contractor with responsibility for both the maintenance and construction activities and, accordingly, a service proposal was requested as part of the construction package. It was discovered at the time of the original solicitation that no one package could be put together that could describe in advance how the construction contractor might affect the cars being maintained under this contract because the day to day work entailed will change depending on the issues that arise during construction. 10. A listing of the sources, if any, that expressed, in writing, an interest in the acquisition. *11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any Subsequent acquisition for the supplies or services require CERTIFICATION I hereby certify that the data provided herein is complete and accurate to support other than full and open competition. ___________________(signed)_________________________3/26/10 PETER A. LOPES DATE FOR REQUESTING SERVICE (signed)_____________________ _3/26/2010_ CONTRACTING OFFICER DATE DESCRIPTION/SPECIFICATION/WORK STATEMENT ELEVATOR MAINTENANCE I. SCOPE OF WORK Contract includes full maintenance for the equipment listed above, consisting of scheduled preventive maintenance (PM) and periodic testing, corrective call back service for operational problems not successfully preempted by PM, corrective service for problems identified during inspections, and 24-hour, 7-day per week after-hours emergency call back service. Contractor shall provide all resources required in performing these maintenance services and inspections, including parts, materials, lubricants, hydraulic fluids, cleaning fluids, equipment, tools, shipping, travel, and labor. Contractor is responsible to determine the nature and extent of any work required restoring equipment to satisfactory condition and operation, as determined by VA, replacing parts if conditions warrant. All elevator operations, tests, maintenance, alterations and repairs performed under this contract shall comply and be in accordance with manufacturer guidelines and 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. 2. ACCEPTANCE OF EXISTING EQUIPMENT: a)In accordance with standard elevator industry practice this is a full maintenance contract. The Contractor shall maintain, repair, test and clean all of the elevators and the elevator equipment listed above. b)The Contractor will accept all elevators (passenger and freight) and dumbwaiters "as is". All repairs shall be the Contractor's sole responsibility. 3. PREVENTIVE MAINTENANCE a)Definition. "Preventive Maintenance (PM) is regularly scheduled work on the elevator(s) that the Contractor must do to accomplish the following: 1.Ensure their safe, reliable and continued operation. 2.Prevent breakdowns due to worn parts. 3.Maintain elevators above the point where deterioration begins. b)Preventative maintenance service shall include, but is not limited to: 1.Systematic examination of system condition/performance, including as a minimum, riding in a car to each floor (elevators) or transporting loads to various floors (Cart lift, dumbwaiters), checking audible/visual indicators and system response to call buttons or switches at landing stations, inspecting machinery and mechanical spaces, and submitting findings and corrections on a monthly basis from the contractors Ascend Data Base. 2.Cleaning, lubricating, adjusting, and replacing of all parts as necessary to keep the equipment in full and proper working order, and to keep all parts and apparatus within manufacturer specifications. 3.Visually inspecting hoisting ropes. 4.Keeping equipment adjusted to original or currently specified performance standards at all times, including flight times, cycle time and door cycle times. 5.Assuring continuously smooth starting and stopping, accurate leveling, and freedom from performance deterioration perceptible to occupants, such as shaking, hesitation, vibrations or rattles. 6.Keeping machinery and mechanical spaces clean and free of all rubbish and debris at all times. c)During all PM services, any specific device cleaning, lubrication, adjustment or part replacement, which is performed, shall be indicated on an accompanying service report. Each contract year, all items that rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. 4. REPAIRS: a)"Repairs" are defined, as unscheduled work required to prevent the breakdown or failure of an elevator or to put an elevator back in service after a breakdown or failure. b)The Contractor must complete all repairs within 24 hours after discovering the problem or of receiving notification that corrective action is required. If the Contractor cannot complete the repairs within twenty-four (24) hours he/she shall present a plan for completing the work to the COTR. c)The Contracting Officer will, whenever necessary, decide whether a repair is within the scope of this contract. The Contractor may dispute the Contracting Officer's decision and file a claim under the "Disputes Clause" of this contract. However, pending a resolution, the Contractor will perform the work. d)Upon request the Contractor shall furnish a record of all repairs made to the elevators, their accessories or appurtenances. 5. SERVICE CALLS: a)A "Service Call" is a report of an elevator malfunction made by the COTR or designated building occupants and the Contractor's subsequent response to and correction of the problem. b)Whenever called by the COTR or his designee the Contractor shall respond promptly. c)For each service call the Contractor shall provide to the COTR documentation that contains the following minimum information: 1.A description of the problem. 2.The location of the problem. 3.A description of the action taken to resolve the problem. 4.The time and date corrective action was completed. 5.The name of the person, or persons, who corrected the problem. 6. CALL BACK SERVICE: a)Contractor shall provide 24-hour emergency callback service, when requested the rate indicated above. This service shall consist of promptly responding to calls within two (2) hours for emergency service (one hour if the Contractor is advised that a trapped passenger is involved), should a shutdown or emergency trouble develop between regular examinations. Overtime emergency callback service shall be limited to minor adjustments and repairs required to protect the immediate safety of the equipment and persons in and about the elevator and shall be reimbursed at the hourly rate indicated in the proposal.. b)Contractor shall expedite rescue of persons trapped in elevator with no more than one (1) hour response time. c)Service and emergency personnel shall report to the COTR, or authorized representative, upon arrival at the medical center and again upon completion of the required work. A copy of the work ticket containing a complete description of the work performed shall be given to the COTR. 7. SCHEDULE: a)Not later than ten (10) working days after contract start date the Contractor shall submit to each COTR for approval an annual work schedule designed to meet the requirement of Section 1206 of the Code. A simple schedule indicating, for example, "the elevator mechanic will be in at the first Tuesday of every month" will be sufficient. The Contractor does not have to indicate what work will be done. The purpose is to let the Building Manager and the COTR know when to expect the elevator mechanic. b)Prior to removing any passenger elevator, freight elevator or dumbwaiter from service the elevator mechanic shall coordinate the removal with the COTR. c)PM shall be performed during normal business hours at times convenient to VA and the contractor. d)After Hours No after hour work will be performed on any elevator/dumbwaiter unless the malfunction inhibits operation or appears to make the unit unsafe and overtime work will be at the overtime rate indicated in the proposal. 8. PERFORMANCE REQUIREMENTS: a)The Government will be responsible for the cost of third party inspections specified twice a year. b)Subject to the capability of the equipment the Contractor shall ensure that the original operating criteria are maintained at all times for each elevator covered under this contract. 1.Maximum capacity in pounds. 2.Rated speed in feet per minute. 3.Performance time measured brake to brake. 4.Door operation. 5.Traffic handling capabilities. 6.Response times. 7.Ride quality. c)Contract covers maintenance services required due to normal wear and tear by all parties. Disrepair caused by proven negligent misuse or vandalism is not covered, and in such instances Contractor shall serve notice of such to VA COTR PRIOR to conducting repairs. 8. SAFETY/MAINTENANCE TESTS AND INSPECTIONS: a)The Contractor shall provide necessary physical operation/manipulation of all equipment covered by this contract such that an independent contractor may perform all safety and maintenance tests and inspection as required by VA Forms 10-6166 (Report of Inspection of Elevators) and 10-6167 (Report of Test of Elevator Governor and Safety Devices). b)Scheduling of maintenance and safety testing and inspections shall be accomplished by the contractor responsible for the performance of such requirements and shall be coordinated with the Elevator Maintenance Contractor and VA, Engineering Service, Maintenance and Operations Forman and the COTR. This contract requires that this contractor(s) physically accompany inspecting and testing contractor, to explain, give access and observe inspections and tests. c)VA Boston requires contractor to conduct fire alarm recall tests ANNUALLY and emergency transfer switch tests MONTHLY. Contractor shall test elevator recall and the starting of the generators from the elevator transfer. This test will require the contractor to be on-site two hours prior to normal working hours. This work will be scheduled at the direction of the COTR. 9. CONTRACTOR CONDUCT: a)All persons furnished by the Contractor, including subcontractors, are the sole responsibilities of the Contractor. The Contractor shall be responsible for their compliance with all laws, rules and regulations and conduct at the medical centers. 10. EXCLUDED EQUIPMENT: a)The following elevator components are specifically excluded from this contract when determined by the Contracting Officer to be outside the scope of the contract. Contractor shall proceed with repairs when directed by the Contracting Officer. Cost and payment shall be separately negotiated with the Contracting Officer: 1.Repairs or replacements made necessary due to negligence, vandalism or misuse of the equipment by persons other than the Contractor, its representatives or employees. 2.Refinishing or replacing elevator cab and floor coverings. 3.Hoisting and governor cables/ropes. 11. HOUSEKEEPING. a)The Contractor shall maintain all building space assigned to the Contractor and any Government-owned equipment the Contractor is authorized to use in a neat, clean, orderly and working condition at all times. b)The Contractor shall take all necessary precautions to safeguard and protect all Government property with which the Contractor comes in contact while performing the contract work. c)The Contractor shall keep Material Safety Data Sheets (MSDS) on file with the on-site COTR or his designee for all materials it uses. d)The Contractor will use reasonable care to minimize the generation of waste and will properly dispose of all waste it does generate. e)The Contractor shall use reasonable care to minimize the risks its work poses to the environment, the customers, the general public and the contract employees. 12. COMPLIANCE WITH SAFETY REGULATIONS: a)In performance of this contract, the Contractor shall follow the VABHS safety policies and standard safe work practices, and take such safety precautions as the Safety Engineer or his Designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. b)The Contractor shall comply with VA smoking policy, which designates all interior spaces as non-smoking areas. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance, and the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting of all or any part of the work, and Contractor may be held in default. c)Contractor shall provide to the Contracting Officer, no later than ten (10) days after contract start date, 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. d)The Contractor shall not use any materials that have not been so cleared in advance with VA. MSDS for new chemicals shall be furnished concurrently with arrival of the chemicals on site. Additionally, a copy of all required MSDS will be maintained at the chemical storage site in a location accessible to VA personnel. NOTE:OSHA requires used rags and flammable materials to be stored in fireproof containers. 13. EMPLOYEE IDENTIFICATION BUILDING PASSES: a)The Contractor shall see that every employee has a Government-provided Contractor identification building pass before the employee starts work. b)All employees shall carry their passes with them during duty hours and present them upon request. The COTR shall periodically check the Contractor employee passes against their personal identification. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notice to the Contracting Officer within five (2) days from this notice publication date. Supporting evidence must be furnished in sufficient detail, to demonstrate the ability to comply with the above requirements. This information can be faxed to Paula Poppy at: (774) 826-3347. Responses will be evaluated, however, a determination by the Government not to compete the proposed procurement based upon responses of this notice is solely within the discretion of the Government.
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