SOLICITATION NOTICE
J -- St Cloud VAMC Elevator Maintenance
- Notice Date
- 11/30/2022 1:02:49 PM
- Notice Type
- Solicitation
- NAICS
- 238290
— Other Building Equipment Contractors
- Contracting Office
- NETWORK CONTRACT OFFICE 23 (36C263) Saint Paul MN 55101 USA
- ZIP Code
- 55101
- Solicitation Number
- 36C26323Q0084
- Response Due
- 12/6/2022 1:00:00 PM
- Archive Date
- 01/05/2023
- Point of Contact
- Mark R Chase (Contractor), Contractor Support
- E-Mail Address
-
Mark.Chase1@va.gov
(Mark.Chase1@va.gov)
- Awardee
- null
- Description
- Statement of Work VA Medical Center (VAMC) has a requirement for performance of preventative maintenance with 24-hour emergency maintenance support for 2 traction and 20 hydraulic type elevators located throughout the VAMC campus for the base period of this contract. Option years 1-4 will require performance for 2 traction and 24 hydraulic type elevators. The successful contractor shall provide all tools, equipment, labor, and materials to perform the required services. All equipment and materials shall conform to the American National Standard Code for Elevators, Dumbwaiters, Escalators, and Moving Walks, ANSI A17.1-1978 or the latest adopted edition of same, and the American Standard Practice for the Inspection of Elevators, Inspectors Manual, A1 1.2-1979 or the latest adopted edition of same. Personnel performing the required services shall be certified by the International Union of Elevator Constructors. Documentation of current certification(s) shall be provided upon request. Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract. The awarded contractor for this contract may be required to perform corrections or remedies arising from said inspections/testing. MAINTENANCE: The following preventative maintenance actions shall be conducted: TRACTION TYPE ELEVATORS (Qty 2) Monthly Preventative Maintenance Check and adjust car door operation. Lubricate hangers, rollers, gibs, linkages, and pivot points. Check and adjust door clearances, eccentrics, arm bearings, speed control switches, cables, clutches, chains, and belts. Tighten door drive system points Check selector. Clean, adjust, and lubricate components as required Check the car telephone and alarm operation. Repair systems if required Check the operation of the limit and safety switches in hoist way and car Check the car emergency light Check the car ventilation system and heater Initiate the Phase I firefighter recall service and check for proper operation to a minimum of two floors under Phase II service Quarterly Preventative Maintenance OEM Recommended Quarterly Maintenance Procedures Check for the door speed control switches Inspect the condition of resistors and mounting assemblies Check car top and hoist way for loose covers, vanes, or components Inspect the traveling cables for damage Inspect the brake linings Inspect all ropes for wear and lubrication (do not lubricate the governor rope) - replace or lubricate the ropes if required. Clean the governor and hoist ropes. Inspect the rope hitches, fastenings, and shackles - equalize ropes if warranted Inspect all parts of the safeties and adjust clearance between the safety jaws and guide rails. Clean all parts and lubricate the pivot points Annual Preventative Maintenance OEM recommended annual maintenance procedures Conduct Category 1 tests (and Category 5 tests, if due) Remove, clean, and lubricate the brake cores Inspect the brake linings for wear clean or replace if necessary Clean the guide rails with solvent to remove dirt, debris, or excess lubricant as needed Drain, flush, and refill the gearing lubricant Test the car emergency light for required illumination Lubricate the sheave bearings and check for leaky seals Clean the hoist way Clean, dust or vacuum controllers and relays as necessary HYDRAULIC TYPE ELEVATORS (Qty 20, 2022-2023 Qty 24, 2023 - 2027) Monthly Preventative Maintenance OEM recommended monthly maintenance procedures Check and adjust car door operation. Lubricate hangers, rollers, gibs, linkages, and pivot points. Check and adjust door clearances, eccentrics, arm bearings, speed control switches, cables, clutches, chains, and belts. Tighten door drive system points Check the car telephone and alarm operation. Repair systems if required Check the operation of the limit and safety switches in hoist way, in, and on the car top Observe for proper operation of motor and pump, oil lines, tank, controls, plunger, packing, etc. Check the oil tank level. Check the packing of the valves and cylinder for leakage and tighten if necessary Check the car emergency light and ventilation system Initiate the Phase I firefighter recall service and check for proper operation to a minimum of two floors under Phase II service. Test all fire service controls If equipped, check battery lowering device, by disconnecting upstream electrical disconnect, with elevator at upper floor. Elevator should lower itself, to the bottom floor, open door, close and then shut down Complete monthly SPCC Inspection record for Hydraulic Elevators. In section form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1 Quarterly Preventative Maintenance OEM recommended quarterly maintenance procedures Check and clean the door switch contacts Check the door speed control switches Check car top and hoist way for loose covers, vanes, or other components Clean car top Inspect the traveling cables for damage Inspect brake for wear If any deficiencies are found, note, and notify Maintenance Supervisor Annual Preventative Maintenance OEM recommended annual maintenance procedures Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed. Test a sample of the hydraulic fluid for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer. Check guide rails, clean with solvent, and apply proper lubricant as needed Test the car emergency light for required illumination Clean the hoist-way Clean equipment room cabinet controllers and relays Exercise oil coolers and change oil filters if equipped Maintenance Support: Vendor shall maintain 24-hour 7 day a week availability for emergency repairs, responding within 4 hours after notification by VAMC St. Cloud. Repairs, parts, and emergency services. This line item is not defined or awarded for a specific repair, part or service and is subject to a not-to-exceed (NTE) ceiling price of $10,000.00 without prior approval/modification from the Contracting Office. The Contractor shall provide all replacement parts needed to keep the elevators in operating condition as originally designed by the manufacturer. Parts may be repaired or replaced, as the contractor deems appropriate. NO GRAY MARKET or used parts will be used to repair the equipment. Contractor shall furnish the VA Technical Representative with a written itemized estimate and justification of the cost to make necessary repairs. Contractor shall also provide a comparison quote for what that item would have cost for commercial pricing, so the Government has a basis for determining the price fair and reasonable or as an alternative, provide a quote used for another federal agency for similar item. This is an estimated quantity and does not reflect the actual quantity that will be required. Deliverables: Written service receipt after each service visit which contains, at a minimum, the type of service, date of service, hours on-site, technician s name, and elevator(s) serviced and provide a copy to be signed by the named COR/POC for this contract. Quarterly summary of service conducted during that period to be reviewed with the COR/POC for the contract Chronological file including drawings, complete parts list and copies of all reports as required by those specifications Written plan of action to resolve any recurring problems, (3 times or more) to the VAMC COR/POC. Working Hours: Maintenance not requiring elevator operational ""shut-down"" will be performed during the normal working hours, 8:00 AM- 4:30 PM Maintenance requiring elevator operational ""shut-down"" shall be authorized by and scheduled with the named COR/POC for this contract. Security/Badging Requirements: All personnel working on VAMC campus must be issued a security badge. Upon award, the successful contractor shall coordinate with the COR/POC to issue the appropriate security badging for any contractor personnel that will be performing work on VAMC campus. Personnel must be appropriately badged PRIOR to performing any work on campus. Safety Requirements: Service personnel use OSHA required PPE for the tasks provided to VA. Per VA requirements, St. Cloud VA provided jack stands shall be used for elevator pit entries to mitigate Permit Required Confined Space requirements (PRCS) and adhere to lock-out requirements. VA provided PRCS documentation shall be signed and posted. Appendix A Elevator Listing and Locations Building 1 Elevator #1-P1 Motion Control, SN 17233, 4-stop, Hydraulic Elevator #1-P2 Motion Control, SN 17232, 3-stop, Hydraulic Elevator #1-P3 Vertitron Midwest Inc., SN 111597, 3-stop, Hydraulic Building 2 Elevator #2-P1 Elevator Controls, SN 5441, 3-stop, Hydraulic Building 3 Elevator #3-P1 Vertitron Midwest Inc., SN 112119, 2-stop, Hydraulic Building 4 Elevator #4-P1 Type, 3-stop, Hydraulic Elevator #4-P2 Type, 2-stop, Traction Building 8 Elevator #1-P1 Motion Control, SN 12059, 4-stop, Hydraulic Building 9 Elevator #9-P1 ESCO, SN C8910385, 3-stop, Hydraulic Building 28 Elevator #28-P1 Motion Control, SN 3274695, 3-stop, Hydraulic Elevator #28-P2 Motion Control, SN 3226248, 3-stop, Hydraulic Building 29 Elevator #29-P1 Smart Rise, SN 111107-001, 3-stop, Hydraulic Elevator #29-P2 Smart Rise, SN 111107-001, 3-stop, Hydraulic Building 48 Elevator #48-P1 Motion Control, SN 3311237, 3-stop, Hydraulic Elevator #48-P2 Motion Control, SN 3311239, 3-stop, Hydraulic Building 49 Elevator #49-P1 Vertitron Midwest Inc, SN 176502-1, 3-stop, Hydraulic Elevator #49-P2 Vertitron Midwest Inc, SN 176483-1, 3-stop, Hydraulic Building 50 Elevator #50-P1 Vertitron Midwest Inc, SN 176502-2, 3-stop, Hydraulic Elevator #50-P2 Vertitron Midwest Inc, SN 176483-2, 3-stop, Hydraulic Building 51 Elevator #51-P1 Motion Control, PN 3271120, 3-stop, Traction Elevator #51-P2 Motion Control, PN 8986, 4-stop, Hydraulic Building 59 Elevator #1-P1 Schumacher, SN4, 2-stop, Hydraulic *NOTE* The following elevators will come online in the second year of the contract (Option Year 1). Vendors shall include these units in their pricing from the start of Option Year 1 through to termination of the contract at the end of Option Year 4. Building 111 Elevator #111-P1 T&C, 3-stop, Twin Jack Hydraulic Building 118 Elevator #118-P1 T&C, 2-stop, Hydraulic Parking Garage PS-1 Type ?, 2-stop, Hydraulic PS-2 Type ?, 2-stop, Hydraulic Rate Table CLIN 0001 BASE YEAR: 12/15/2022 - 12/14/2023 Item# Description Qty Price Extended Amount 1 Monthly Preventative Maintenance/Inspection 264 2 Quarterly Preventative Maintenance/Inspection 88 3 Annual Preventative Maintenance/Inspection 22 SUB-TOTAL CLIN 1001 OPTION YEAR 1: 12/15/2023 - 12/14/2024 Item# Description Qty Price Extended Amount 1 Monthly Preventative Maintenance/Inspection 312 2 Quarterly Preventative Maintenance/Inspection 104 3 Annual Preventative Maintenance/Inspection 26 SUB-TOTAL CLIN 2001 OPTION YEAR 2: 12/15/2024 - 12/14/2025 Item# Description Qty Price Extended Amount 1 Monthly Preventative Maintenance/Inspection 312 2 Quarterly Preventative Maintenance/Inspection 104 3 Annual Preventative Maintenance/Inspection 26 SUB-TOTAL CLIN 3001 OPTION YEAR 3: 12/15/2025 - 12/14/2026 Item# Description Qty Price Extended Amount 1 Monthly Preventative Maintenance/Inspection 312 2 Quarterly Preventative Maintenance/Inspection 104 3 Annual Preventative Maintenance/Inspection 26 SUB-TOTAL CLIN 4001 OPTION YEAR 4: 12/15/2026 - 12/14/2027 Item# Description Qty Price Extended Amount 1 Monthly Preventative Maintenance/Inspection 312 2 Quarterly Preventative Maintenance/Inspection 104 3 Annual Preventative Maintenance/Inspection 26 SUB-TOTAL GRAND TOTAL Government Response to Vendor Questions Due November 22, 2022 1. When can we survey the elevators with you or a VAMC representative? Government Response: December 1, 2022, 8:00 a.m. Central Standard Time. Location: Building 3 FM Office Reception Desk, VAMC, St Cloud, Minnesota. 2. We would like to request a site visit for this project. Please provide your availability if possible Government Response: Same as question 1. 3. I believe the St. Cloud VA will be expanding the number of elevators in the next couple years. Will those be in a separate project? Government Response: Any decision to add elevators to this Contract will be made as needs arise. If the Government determines such a need exists, the appropriate procedures will be followed to modify the Contract. 4. Our company submitted a bid proposal for Solicitation # 36C26322Q0964 which was due earlier this month and I believe there are some redundancies to that project such as annual testing (Cat1, Cat3, Cat5). Confused as to why annual testing needs to be done twice? Government Response: The certification and testing are a separate contract outside this reoccurring maintenance contract. 5. Is all testing / inspections to be completed under this contract or are they covered under a separate (sic) contract? Government Response: Same as question 4. 6. Is a site visit allowed with such a short turnaround time for the proposal submittal? Government Response: Yes, see question 1. 7. Please provide a date for an onsite inspection/survey of the elevators. Government Response: See question 1. 8. Please clarify the statement found in B4, Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract. Government Response: The third-party inspections and testing are by another contract. 9. Please provide the OEM Recommended Weekly Maintenance Procedures for all elevators. Government Response: We can provide our current weekly pm procedure. Contractor still needs to provide the OEM weekly pm. Contractor will perform the more stringent procedure. 10. Please clarify Conduct Category 1 tests (and Category 5 tests, if due) as noted in the Annual Preventative Maintenance sections. Government Response: Category 1, 3, and 5 testing and certifications are done under a separate contract. 11. Who will bear the cost for correct excess leakage as noted in the hydraulic elevator section, B,a,vi? (Page 7 on SOL) Government Response: Requirement removed from SOW. However, if during the conduct of work under this Contract the Contractor encounters an issue that would require in-scope work and funding in excess of the Contract, the Contractor will not perform the extra work/expense and give the Customer a scope of work or a report on the issue. The Contractor can proceed with necessary repairs once a modification authorizing and funding the work has been issued by the Contracting. Office. 12. Who will bear the cost for Repair systems if required as noted in B, b, iii? (Page 7 on SOL) Government Response: Same as question 11. 13. Please clarify Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed. Government Response: The category 1, 3, and 5 is on a separate contract. The flexible hoses and replaced as needed would be under this contract. 14. Please clarify Test a sample of the hydraulic fluid for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer. Government Response: We utilize a third-party fluid testing company to test our hydraulic fluid. Currently we use lube tech but this is not the required company. 15. Please provide SPCC Inspection record for Hydraulic Elevators. Inspection form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1 Government Response: This would be covered by the VA staff. 16. Please consider revising the bid date to accommodate the surveys. Government Response: New Offer Due date and time is December 6, 2022, NLT 3:00 p.m. Central Standard Time. Additional questions arising from site visit are due December 2, 2022, NLT 10:00 a.m. Central Standard Time. 17. Please provide a date for an onsite inspection/survey of the elevators. Government Response: See question 1. 18. Please clarify the statement found in B4, Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract. Government Response: See question 10. 19. Please provide the OEM Recommended Weekly Maintenance Procedures for all elevators. Government Response: See question 9. 20. Please clarify Conduct Category 1 tests (and Category 5 tests, if due) ss noted in the Annual Preventative Maintenance sections. Government Response: See question 10. 21. Who will bear the cost for correct excess leakage as noted in the hydraulic elevator section, B,a,vi? Government Response: See question 11. 22. Who will bear the cost for Repair systems if required as noted in B, b, iii? Government Response: See question 12. 23. Please clarify Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed. Government Response: See question 13. 24. Please clarify Test a sample of the hydraulic fluid for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer. Government Response: See question 14. 25. Please provide SPCC Inspection record for Hydraulic Elevators. Inspection form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1 Government Response: This will be covered by the VA staff.
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