PVAHCS Elevator & Dumbwaiter Preventative Maintenance Services
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25818R0363 Posted Date: 09/04/2018 Original Response Date: 09/14/2018 at 12:00 pm (PST) Current Response Date: Product or Service Code: J099 Set Aside (SDVOSB/VOSB): Service Disabled Veteran Owned Small Business (SDVOSB) NAICS Code: 238290 Contracting Office Address Department of Veteran Affairs Network Contracting Office (NCO-22) - Gilbert 777 E. Missouri Avenue Phoenix, Arizona 85014 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; quotes are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotes (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular (FAC) 2005-100 August 22, 2018. The associated North American Industrial Classification System (NAICS) code for this procurement is 238290 - Other Building Equipment Contractors with a small business size standard of $15.Million. The Network Contracting Office 22-Gilbert is seeking to purchase elevator preventative maintenance services for the Phoenix VA Health Care System (PVAHCS). This is a Total 100% Service-Disabled Veteran-Owned Small Business Set-Aside (SDVSOB). All SDVOSB companies shall provide quote for the following: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019 0002 1.00 JB __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to perform repair services outside the preventative maintenance service, call-backs and emergency services. Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019 1001 12.00 MO __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020 1002 1.00 JB __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to perform repair services outside the preventative maintenance service, call-backs and emergency services. Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020 2001 12.00 MO __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. Contract Period: Option 2 POP Begin: 10-01-2020 POP End: 09-30-2021 2002 1.00 JB __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to perform repair services outside the preventative maintenance service, call-backs and emergency services. Contract Period: Option 2 POP Begin: 10-01-2020 POP End: 09-30-2021 3001 12.00 MO __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. Contract Period: Option 3 POP Begin: 10-01-2021 POP End: 09-30-2022 3002 1.00 JB __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to perform repair services outside the preventative maintenance service, call-backs and emergency services. Contract Period: Option 3 POP Begin: 10-01-2021 POP End: 09-30-2022 4001 12.00 MO __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023 4002 1.00 JB __________________ __________________ The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to perform repair services outside the preventative maintenance service, call-backs and emergency services. Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023 5001 The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. Contract Period: Option 6 Months POP Begin: 10-01-2023 POP End: 03-31-2024 6 Mo ______ ______ 5002 The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to perform repair services outside the preventative maintenance service, call-backs and emergency services. Contract Period: Option 6 Months POP Begin: 10-01-2023 POP End: 03-31-2024 1 Job___________ GRAND TOTAL __________________ Services This requirement is for Elevator Preventative Maintenance on all elevators currently in use by Phoenix Veterans Affairs Health Care System located in Phoenix, Arizona. The Phoenix VA Health Care System (PVAHCS) requires preventative maintenance services for all its freight and passenger elevators and dumbwaiters. The required services are to include unlimited parts, unlimited labor, travel, telephone service, lodging, and any other collateral expenses required to service and perform Preventive Maintenance (PM) and emergency repairs. Location of Elevator Number, Type, No. Landings Make Year Installed Building No. 1 C & D wing S1, Passenger, 7 MCE 2012 Building No. 1 C & D wing S2, Passenger, 6 MCE 2012 Building No. 1 C & D wing S3, Passenger, 6 MCE 2012 Building No. 1 A & B wing S4, Passenger, 5 MCE 2012 Building No. 1 A & B wing S5, Passenger, 5 MCE 2012 Building No. 16 K wing S6, Passenger, 5 MCE 2011 Building No. 16 K wing S7, Passenger, 5 MCE 2011 Building No. 1 C & D wing T1, ATS, 6 OTIS 2010 Building No. 1 A & B wing T3, ATS, 5 OTIS 2010 Building No. 16 K wing T6, ATS, 3 OTIS 2012 Building No. 2 Eng. S8, Passenger, 5 MCE 2011 Building No. 16, L wing S9, Passenger, hydraulic, 2 MCE 2012 Building No. 8 Lobby S10, Passenger, hydraulic, 3 ITI/MCE Control Panel 2015 Building No. 8 Lobby S11, Passenger, hydraulic, 3 ITI/MCE Control Panel 2015 Building No. 8 E of Lobby S12, Freight, hydraulic, 4 ITI/MCE Control Panel 2015 Building No. 2 Freight S13, Freight, hydraulic, 2 MCE 2012 Building No. 31 S14, Passenger, hydraulic, 2 ICON/Thyssenkrupp Controller 2013 Building No. 31 S15, Passenger, hydraulic, 2 ICON/Thyssenkrupp Controller 2013 Building No. 34 S16, Passenger, hydraulic, 4 MCE 2012 Building No. 37 S18, Passenger, hydraulic, 2 MCE 2015 Building No. 37 S19, Passenger, hydraulic, 2 MCE 2015 Building No. 1, future project S20, Passenger, cable, 8 Future 2019 (?) 1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, parts, supplies, equipment, transportation and labor necessary to maintain and repair all elevators at the Phoenix VA Health Care System (PVAHCS) in a manner that will ensure continuous and safe operation. This is a full-service contract. All costs associated with the repairs and maintenance services described in this Performance-based Work Statement (PWS) are the sole responsibility of the Contractor. Following is a list of elevators and their locations. Offerors are encouraged to visit PVAHCS to ascertain their current conditions. Elevators T1, T3, T6 are parts of the unmanned Automated Transport System (ATS) that delivers food and supplies toughout the medical center. Elevator 20 is currently under construction with an estimated completion date of early FY2019. It will be covered by a one-year warranty period. After that time, it will need preventative maintenance. The government reserves the right to increase or decrease the number of elevators, during the life of this contract, depending on operational needs. MAINTENANCE SERVICES. The Contractor shall perform weekly inspections and maintenance of all elevators with a minimum of 10.5 hours spent at the facility a week. The Contractor shall coordinate inspection times for specific elevators with the Government Quality Assurance (QA) representative to minimize the disruption of medical center activities. 1.1.1. The Contractor shall perform preventive maintenance during each weekly inspection to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices, manufacturer s specifications if available, and shall be intended to maintain the elevators in safe and reliable operating condition until the next scheduled maintenance. Maintenance items shall include, but not limited to, cleaning, lubricating, inspecting and adjusting all electronic, electrical, and mechanical parts; equalizing tension, shortening or renewing hoisting ropes as needed. Audio / Visual Message Notification Screens in Elevators are considered a part of the contract. 1.1.2. The contractor shall prepare and submit a written report within 2 business days of the weekly inspection. The report shall identify each elevator, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the elevator. If repairs require work considered over and above routine maintenance work, the contractor shall notify the QA representative for appropriate decision and action. 1.2. REPAIR SERVICES. All repair work, other than the ones caused by proven acts of vandalism, are the sole responsibility of the contractor. 1.2.1. Routine Calls. Calls will be made by the electrical department or Boiler Plant for routine calls. The contractor shall respond to routine calls within 2 hours of being notified. The contracting officer or his designated representative will notify the contractor of repairs to be made from the independent semi-annual inspection reports. The contractor shall report to the work location, survey the repair, and provide to the QA, an estimated time to repair within 3 days of receiving the routine call. The contractor shall commence repair work after notification from the contracting office or his representative. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality. Downtime of the elevator will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair. The contractor shall prepare and submit a written report within two business days after the routine repairs are completed to both the Contracting Officer and QA. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs. 1.2.2. Emergency Calls. The contractor shall respond to emergency repair calls within 30 minutes, and arrive at PVAHCS within 2 hours after notification during normal business hours and at times other than normal business hours. The contractor shall prepare and submit a written report within 2 business days after the emergency repair. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs. 1.2.3. Five-year Inspections. The contractor shall perform five-year inspections in accordance with the schedule below. The contractor shall provide all parts, materials, and labor necessary to perform the said testing to comply with all applicable standards and regulations. The tests shall be witnessed and certified by the PVAHCS retained elevator inspector whose services are provided under a separate contract. Testing and inspection will be scheduled by the Government QA. The Contractor shall be given a minimum of ten (10) days notice of inspection dates and times by the Government. Five-Year Load Test Schedule Location of Elevator Number, Type, No. Landings, Make Due date Building No. 1 A & B wing S-4, Passenger, 5, MCE 2018 Building No. 1 A & B wing S-5, Passenger, 5, MCE 2018 Building No. 1 A & B wing T-1, ATS, 6, Otis 2022 Building No. 1 A & B wing T-3, ATS, 5, Otis 2022 Building No. 16 K wing T-6, ATS, 3, Otis 2022 Building No. 16 K wing S6, Passenger, 5, MCE 2022 Building No. 16 K wing S7, Passenger, 5, MCE 2022 Building No. 16 K wing S8, Passenger, 5 MCE 2022 Building No. 1 C & D wing S2, Passenger, 6, MCE 2018 Building No. 1 C & D wing S3, Passenger, 5, MCE 2018 Building No. 1 C & D wing S1, Passenger, 7, MCE 2018 2. SERVICE DELIVERY SUMMARY. Performance Objective Number Performance Objective SOW Para Performance teshold 1 Perform Preventive Maintenance 1.1 95% of the maintenance items are completed on time 2 Elevators are fully operational Elevator S1 Less than 10 hours of consecutive downtime/month Elevator S2 Less than 24 hours of consecutive downtime/month Elevator S3 Less than 24 hours of consecutive downtime/month Elevator S4, S14 and S18 Less than 10 hours of consecutive downtime/month Elevator S5 Less than 24 hours of consecutive downtime/month Elevator S6 Less than 10 hours of consecutive downtime/month Elevator S7 Less than 24 hours of consecutive downtime/month Elevator T1, T3, T6, S8, S9, S10, S11, S12, S15, S16, S19 and F13 Less than 24 hours of consecutive down/month 3 Service Calls 1.2 Respond to service and repair calls on time 95% of the time. 4 Repairs are made in a timely manner 1.2 Customers are informed of expected repair time. Response and repair is made within the specified time. Customers are informed 95% of time the expected time of repair 5 Submit Maintenance and Repair Reports 1.1.12 Reports are submitted on time and accurate 95% of the time 2.1. Payment Deduction. When Performance Objective Number 2, as described in the table above, is not met, the CO may hire another qualified company to repair the elevator and reduce the amount of payment to the Contractor. The amount reduced will be equal to the amount needed to repair the elevator. 3. GENERAL INFORMATION. 3.1. QUALITY CONTROL. Contractor shall develop and maintain a written quality control program to ensure inspection, maintenance, and repair services are performed in accordance with the most current ANSI, ASME and other applicable standards and codes. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary. The Contractor shall submit this quality control plan to the CO for approval within 30 days of notice to proceed. The following items shall be included in the quality plan. The Contractor may include additional items that will enhance the safe and continuous operations of elevators. - Elevator parameters to be maintained. These parameters include: flight time, cycle time, door operating time, performance times, leveling accuracy, and running speed. - Describe electrical, electronic, and mechanical items and frequencies to be inspected, cleaned, adjusted and lubricated. - Processes and frequencies to equalize tension, shortening or renewing of hosting ropes. - Processes and procedures to maintain smooth staring, stopping, accurate leveling of elevators. - Frequencies and parts to be cleaned, lubricated and adjusted. - Parts replacement schedule. 3.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor s performance in accordance with the Quality Assurance Surveillance Plan. 3.3. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (May 1997), for contractor s failure to correct nonconforming services. 3.4. HOURS OF OPERATION. 3.4.1 Normal Hours. The normal hours of operation are between 6:00am and 3:30pm, Monday tough Friday, excluding all federal holidays. All regular services/ repairs are to be performed during normal hours of coverage, unless requested or approved by the Contracting Officer. Upon arrival at the facility during normal hours to perform service, the Contractor shall report to one of the following people in the order listed: Supervisor, Electrical/Special Systems Supervisor, Air Conditioning and Refrigeration Section Work Lead, Special Systems Section Maintenance and Operations Supervisor Federal Holidays observed are as follows: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Cistmas Day Or any day the President designates as a holiday. 3.4.2 Other Than Normal Hours. Unscheduled maintenance hours of coverage are twenty-four (24) hours per day, seven days per week, when more than one elevator is inoperable in a tower. Upon arriving at the facility during other than normal hours, the Contractor shall report to the Boiler Plant Operator. Elevators S1, T1, T3 and T6 require 24/7 support due to the fact they provide access to the basement from C/D tower and provide food service to patients. Contractor must provide 2-hour response time. 3.5. SECURITY REQUIREMENTS. 3.5.1. Badging. The contractor is responsible for obtaining access badges for employees to allow for work prosecution. The Contractor must provide a list of the names and social security numbers of all employees for both the prime and subcontractors who will be performing on the contract to the Contracting Officer for access to the facility. The Contractor s employees shall wear visible identification at all time while on the premises of the PVAHCS. 3.5.2. Parking. The Contractor shall park in the appropriate designated parking areas. Information concerning the designated parking areas is available upon request from the PVAHCS Police. The PVAHCS will not invalidate or reimburse the Contractor for parking violations under any conditions. 3.6. SPECIAL QUALIFICATIONS AND CONSIDERATIONS. Elevator service personnel shall be certified to meet all mandated federal elevator certification requirements to perform maintenance services and repairs at the Phoenix VA Health Care System.A All work performed under this contract shall be performed by certified and licensed elevator technicians or mechanics.A The lead elevator technician shall have a minimum of 5 years experience. The technician will have the knowledge and experience of the makes and models of elevators listed in this performance-based work statement.A Elevator Helpers or Probationary Helpers shall be allowed to assist in maintaining the elevators only in the presence of the Elevator Mechanic. Any personnel the contractor offers as substitutes shall have the ability and equivalent or greater qualifications than the key personnel being replaced. Requests to substitute personnel shall be approved by the COTR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COTR and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume and certifications for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing. The Contractor will ensure that its materials and equipment will not block corridor space. At no time will any materials or equipment be stored in such a manner that would prevent the Medical Center staff from responding to patient emergencies. The contractor shall provide tee current or past performance references with the following information: Contract number, identify whether prime or subcontractor, period of performance, project description, and award amount. 3.7. Information and Information Technology Security: 3.7.1 In reference to VHA 6500.6, Appendix A, Item 7, acquired services do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract. 3.7.2 Sensitive data may be present in equipment, instruments, or infrastructure to be inspected as part of this procurement. Therefore, the following privacy considerations from Appendix C apply. 3.7.3 Due to the teat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). 3.7.4 The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 3.7.5 All contracted personnel requiring access to VA facilities more than two consecutive days, must complete VHA privacy training, course VA10203. All service agents having access to protected health information (PHI) in the performance of their official duties or have access to VA systems (e.g. CPRS or Vista Web) must provide proof of training upon request. VA Privacy Training is available from the TMS website at: www.tms.va.gov. 3.8. Management of Government Records. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. chapters 21, 29, 31, and 33; Freedom of Information Act 5 U.S.C. 552; Privacy Act 5. U.S.C. 552a; 36 CFR Part 1222 and Part 1228. 3.8.1. The Contractor shall treat all deliverables under the contract as property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3.8.2. The Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 3.8.3. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 3.8.4. The Government Agency owns the rights to all electronic information and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data. 3.8.5. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, mode of transmission, or state of completion. 3.8.6. No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the files and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 3.8.7. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. ESTIMATED WORKLOAD DATA ITEM NAME ESTIMATED QUANTITY 1 Inspect and test each elevator individually- (Items 2-5) 1 Each Week 2 Number of Passenger Traction Elevators 8 Each Elevator 3 Number of Passenger Hydraulic Elevators 9 Each Elevator 4 Number of Freight Hydraulic Elevators 2 Each Elevator 5 Number of ATS Elevators 3 Each Elevator 6 Estimated number of repair service calls 4 Each month 7 Estimated number of emergency repair calls 1 Each month QUALITY ASSURANCE SURVEILLANCE PLAN FOR ELEVATOR MAINTENANCE AND REPAIR INTRODUCTION This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this Performance-based Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance contract. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the government desires to maintain a quality standard in operating, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. In this contract the quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a self-correcting contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program. Performance Objective Number Performance Objective SOW Para Performance teshold 1 Perform Preventive Maintenance 1.1 95% of the maintenance items are completed on time 2 Elevators are fully operational Elevator S1 Less than 10 hours of consecutive downtime/month Elevator S2 Less than 24 hours of consecutive downtime/month Elevator S3 Less than 24 hours of consecutive downtime/month Elevator S4, S14 and S18 Less than 10 hours of consecutive downtime/month Elevator S5 Less than 24 hours of consecutive downtime/month Elevator S6 Less than 10 hours of consecutive downtime/month Elevator S7 Less than 24 hours of consecutive downtime/month Elevator T1, T3, T6, S8, S9, S10, S11, S12, S15, S16, S19 and F13 Less than 24 hours of consecutive down/month 3 Service Calls 1.2 Respond to service and repair calls on time 95% of the time. 4 Repairs are made in a timely manner 1.2 Customers are informed of expected repair time. Response and repair is made within the specified time. Customers are informed 95% of time the expected time of repair 5 Submit Maintenance and Repair Reports 1.1.12 Reports are submitted on time and accurate 95% of the time SURVEILLANCE: The government QA will evaluate the performance objectives tough periodic inspections during each service month. STANDARD: The contractor shall perform all work required in a satisfactory manner in accordance with the appropriate PWS paragraph. The QA shall not consider the services complete until all deficiencies have been corrected. MONEY SUBTRACT FROM CONTRACTOR: When Performance Objective Number 2, as described in the table above, is not met, the CO may hire another qualified company to repair the elevator and reduce the amount of payment to the Contractor. The amount reduced will be equal to the amount needed to repair the elevator. PROCEDURES: The government QA will inspect all performance objectives at least monthly to ensure contractor compliance with the appropriate paragraphs of the Performance-based Work Statement (PWS). Record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the contract manager or the contractor's Quality Control Inspector (QCI) of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance or the QA may approve additional time if the QA considers additional time appropriate. If deficiencies are not corrected within the required time frame the QA should notify the Contracting Officer for action. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturer's Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. PERIOD OF PERFORMANCE: The period of performance shall be for one base year PLUS up to four (4) potential option years. The Government may extend the term of the awarded base/option year by written notice to the Contractor within 30 days of annual expiration date, provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary (>60 day) notice does not commit the Government to an extension Base Year - 10/01/2018-09/30/2019 Option Year 1 - 10/01/2019-09/30/2020 Option Year 2 - 10/01/2020-09/30/2021 Option Year 3 - 10/01/2021-09/30/2022 Option Year 4 - 10/01/2022-09/30/2023 Place of Performance Phoenix VA Health Care System 650 E. Indian School Road Phoenix, Arizona 85014 Wage Determination No. 1986-0312, Revision No.: 37, Date of Revision: 03/09/2018, applies to this procurement. See Attachment. List of Elevators and Dumbwaiter - Attachment FMS Vendor File Request Form - Attachment All contractors must be registered and have an active registration in the System for Award Management (SAM) and VETBIZ (www.vip.vetbiz.va.gov). Addendum to FAR 52.212-1 Instructions to Offerors--Commercial Items Submittal Requirements: Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. General Instructions The following provisions are incorporated into 52.212-1 as an addendum to this solicitation. All offerors shall submit the following: Completed line item pricing for CLINS 0001, 1001, 2001, 3001, 4001, and 5001. Do Not provide monetary pricing for CLINs 0002, 1002, 2002, 3002, 4002, and 5002. For services outside the preventative maintenance, emergency service and repairs, callbacks, the contractor shall provide a written quote to the COR and the CO for approval and for determination of price reasonableness, prior to performing the services. Submit Lead Elevator Technician Resume, Training Certifications and Elevator Mechanic License. Contractor shall submit tee (3) references on 1 page with the following information: Contract number, identify whether prime or subcontractor, period of performance, project description, and award amount. Contractor shall complete FMS Vendor File Request Form and fax to (512) 460-5221 and submit completed forms with quote (SF-1449). Shall include intentions of subcontracting program to include set-asides. Intentions of subcontracting program to include set-asides. Yes or No. If yes to, as the prime contractor, your firm shall confirm if it will comply with 15 USC 657s and 13 CFR 125.6 - limitations on subcontracting, your firm shall conduct over 50% of the service performance. Basis for Award: 52.212-2, Evaluation Commercial Items Award will be made to the offeror who is deemed responsible in accordance with the Federal Acquisition Regulation (FAR) and whose offer represents the lowest priced technically acceptable offer using the following evaluation criteria: LOWEST PRICE TECHNICALLY ACCEPTABLE (LPTA) (FAR 15.101-2). Technical Capability Past Performance Price The lowest priced quote will first be evaluated for technical acceptability. If determined not technically acceptable, it will be removed from competition and the next lowest priced quote will be evaluated for technical acceptability. This will continue until the lowest price quote is determined technically acceptable. Once the lowest priced quote is determined technically acceptable, then a determination of responsibility will be completed. If found responsible, evaluations will be closed and award will be made. Technical Capability: Technical Ratings Acceptable/Unacceptable The offeror s quote must meet all technical factors to be determined technically acceptable. Technical factors the offeror providing 1) Elevator Lead Technician Resume, Training Certifications, and Licenses; 2) A description of technical approach, methodology, technique to accomplish requirement; 3) Explanation of how to meet two-hour emergency response time. See Statement of Work 1.22 and 3.6 Technical Capability Pass Fail Elevator Lead Technician Resume - Minimum 5 Years Experience Elevator Lead Technician Training Certifications Elevator Lead Technician - Elevator Mechanic or Elevator Technician License Contractor s Technical Approach, methodology, technique to accomplish requirement Explanation of how to meet two-hour emergency response time. Past Performance Past Performance: Will be evaluated as Acceptable or Unacceptable based on past performance information obtained from any other sources available to the Government, to include, but not limited to, the Past Performance Information Retrieval System (PPIRS). In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will not be evaluated favorably or unfavorably on past performance. Contractor shall submit tee (3) references on 1 page with the following information: Contract number, identify whether prime or subcontractor, period of performance, project description, and award amount. Past Performance Evaluation Ratings - Rating Description Acceptable: Based on the offeror's performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror's performance record is unknown. Unacceptable: Based on the offeror's performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort. Options - The Government will evaluate its option to extend services at FAR Clause 52.217-8 by adding six (6) months of the Offeror's proposed price for the final option period to the Offeror's total proposed price. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). The full text of FAR provisions or clauses may be accessed electronically at http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (Jan 2017) Addendum to FAR 52.212-4 52.203-16 Preventing Personal Conflicts of Interest. (Dec 2011) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (April 2014) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May 2011) 52.204-7 System for Award Management (Oct 2016) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (March 2000) 52.228-5 Insurance Work on a Government Installation (Jan 1997) CL-120-Supplemental Insurance Requirements 52.232-18 Availability of Funds (April 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) VAAR 852.203-70 Commercial Advertising (May 2018) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (July 2016)(Deviation) VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (July 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (Nov 2012) VAAR 852.237-70A Contractor Responsibilities (Apr 1984) End of Addendum to 52.212-4 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Aug 2018) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, restrictions on Subcontractor Sales to the Government (Sept 2006) 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Oct 2016) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015) 52.219-8, Utilization of Small Business Concerns (Nov 2016) 52.219-13, Notice of Set-Aside of Orders (Nov 2011) 52.219-8, Post Award Small Business Program Rerepresentation (July 2013) 52.222-3, Convent Labor (June 2003) 52.222-36, Equal Opportunity for Workers with Disabilities (July 2014) 52.222-40, Notification of Employee Rights Under National labor Relations Act (Dec 2010) 52.222-50, Combating Trafficking in Persons (March 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) 52.225-13, Restrictions on Certain Foreign Purchases, (June 2008) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (July 2013) 52.222-41, Service Contract Labor Standards (Aug 2018) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 20140 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contractors) (Aug 2018) 52.222-55, Minimum Wages Under Executive Order 13658 (Jan 2017) 52.222-62, Paid Sick, Leave Under Executive Order 13706 (Jan 2017 The following solicitation provisions apply to this acquisition: 52.212-1, Instructions to Offerors Commercial Items (Aug 2018) 52.216-1 Type of Contract (April 1984) 52.217-5 Evaluation of Options (July 1990) 52.233-2 Service Protest (Sept 2006) VAAR 852.233-70 Protest Content/Alternative Dispute Resolutions (Jan 2008) VAAR 852.233-71 Alternate Protest Procedure (Jan 1998) VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008) End of Addendum to 52.212-1 52.212-2 Evaluation-Commercial Items (Oct 2014) 52.212-3, Offerors Representations and Certifications Commercial Items (Aug 2018) 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. This is an open-market combined synopsis/solicitation for Elevator Preventative Maintenance Services as defined herein.A A The government intends to award a contract 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:" The offeror, shall list exception(s) and rationale for the exception(s). Submission shall be received not later than Friday, September 14, 2018 by 12:00 PM Pacific Standard Time by email to sheri.eiri@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist at sheri.eiri@va.gov. Point of Contact Sheri Eiri, Contract Specialist 777 E. Missouri Avenue, Suite 300 Phoenix, Arizona 85014 Email: sheri.eiri@va.gov Telephone (602) 795-4230.
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