SOLICITATION NOTICE
J -- St Cloud VAMC Elevator Maintenance
- Notice Date
- 12/2/2022 7:22:58 AM
- 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 24 hydraulic and 2 traction type elevators (see Appendix A) located throughout the VAMC campus. 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. Contractor is responsible to pull a sample of the hydraulic fluid to test 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 PM reports as required by those specifications Written plan of action to resolve any recurring problems to the VAMC COR/POC. Provide an annual hydraulic fluid analysis report for each elevator. Working Hours: Services shall be performed during normal business hours Monday through Friday 8:00 am to 4:30 pm, excluding Federal Holidays, unless otherwise coordinated with VA POC. 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 (*Critical) Elevator #1-P3 Vertitron Midwest Inc., SN 111597, 3-stop, Hydraulic (*Critical) Building 2 Elevator #2-P1 Elevator Controls, SN 5441, 3-stop, Hydraulic (*Critical) Building 3 Elevator #3-P1 Vertitron Midwest Inc., SN 112119, 2-stop, Hydraulic (*Critical) Building 4 Elevator #4-P1 Type, 3-stop, Hydraulic Elevator #4-P2 Type, 2-stop, Traction (*Critical) Building 8 Elevator #1-P1 Motion Control, SN 12059, 4-stop, Hydraulic (*Critical) Building 9 Elevator #9-P1 ESCO, SN C8910385, 3-stop, Hydraulic (*Critical) Building 28 Elevator #28-P1 Motion Control, SN 3274695, 3-stop, Hydraulic (*Critical) 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 (*Critical) Building 48 Elevator #48-P1 Motion Control, SN 3311237, 3-stop, Hydraulic Elevator #48-P2 Motion Control, SN 3311239, 3-stop, Hydraulic (*Critical) 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 (*Critical) 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 (*Critical) Building 51 Elevator #51-P1 Motion Control, PN 3271120, 3-stop, Traction- Single (*Critical) Elevator #51-P2 Motion Control, PN 8986, 4-stop, Hydraulic Single (*Critical) Building 59 Elevator #1-P1 Schumacher, SN4, 2-stop, Hydraulic (*Critical) *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 (*Critical) Building 118 Elevator #118-P1 T&C, 2-stop, Hydraulic (*Critical) Parking Garage PS-1 Type ?, 2-stop, Hydraulic PS-2 Type ?, 2-stop, Hydraulic (*Critical) Government Response to Vendor Site Visit Questions 1. There are 3 types of fluid: water-based, petroleum based and synthetic. What type of hydraulic fluid is used on the VA elevators? Government Response: Chevron Rondo HDZ, 325GAPA 2. Is the VA or the contractor responsible for handling the sampling of the hydraulic fluid for testing? Government Response: This will be covered under the Annual Preventative Maintenance and will be the responsibility of the contractor. Previously VA had a fluid analysis program through Lube Tech who provided an annual report for each elevator. 3. How does the badging process work? Government Response: Initially, the contractor will be escorted until they are familiar with the facility, however, they will be issued a Contractor s PIV Badge which requires a background check and fingerprinting. The badge will need to be renewed approximately 2 months prior to the start of the new Option Year. 4. What are the hours these services would be performed? Government Response: Typically, during normal business hours, 8:00 am to 4:30 pm. However, if necessary, contractor should remain flexible due to unforeseen circumstances. When possible, must keep one elevator operational while the other elevator is being serviced. For example: Community Living Centers elevators need to accommodate stretchers, medical beds and wheelchairs. (2 times stayed past 4:30 in the last 7 months). 5. What does it mean 24-hours, 7 days a week? Government Response: Contractor must be available to answer phone calls due to an urgent requirement such as a critical elevator needing to be repaired. 6. Can the VA list or annotate which elevators are considered Critical ? Government Response: Yes. An elevator is considered Critical if it affects patient care and will need to be serviced as soon as possible. Please see the revised Statement of Work under Appendix A. 7. Do you plan to transition these services to your own VA employees? Government Response: The VA does not know. Currently, one person cannot feasible provide all the maintenance services that are required for all the elevators on the VA campus. 8. Does each elevator have a PM checklist? Government Response: Yes, a checklist is with each elevator located in the mechanical room. 9. Do you have a specific PM checklist that the contractor is required to use? Government Response: No, the contractor may use the VA checklist or their own company checklist as long as it includes all requirements listed in the Statement of Work for each elevator for the monthly, quarterly and annual services. 10. Does each elevator have the electrical prints? Government Response: Yes, all elevators should have the electrical prints in the mechanical rooms. 11. Building 1 Elevators Is there a service disconnect? Government Response: No remote, each have their own breaker. 12. Building 4 Noticed P2 Label on the Elevator Are there labels on each of the elevators? Government Response: Yes, they should all be labeled accordingly. 13. Building 2- If you were to press the elevator call button/phone where does that go? Government Response: Front Desk in Building 1. 14. Do you keep the PM checklists in the mechanical rooms and the office? Government Response: No, just keep them in the mechanical rooms. 15. Who enters the PM information into the electronic system? Government Response: It will be entered into the system by the VA. 16. The RFQ had SDVOSB listed as the set a-side, what does that mean? Government Response: Per the Federal Acquisition Regulation, the VA is required to use Service-Disabled Veteran Owned Small Business (SDVOSB) set a-side procedures if there is a reasonable expectation that offers will be received from 2 or more SDVOSB business concerns. 17. What is the protocol if an elevator needs to be repaired? Government Response: The VA elevator mechanic will be contacted first to evaluate the situation, if unable to repair, the contractor will be notified. 18. Why does the VA have the fireman s key box on the wall in the mechanical rooms? Government Response: It is for the VA Police who are on-site 24/7, to open the elevator door and contact VA elevator mechanic.
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