36C24226Q0262 0003.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

SET-ASIDE

Department of Veterans Affairs Bath VA Medical Center 76 Veterans Avenue Bath NY 14810

POINT OF CONTACT*

Contract Specialist Julie Monagan Barnard julie.monaganbarnard@va.gov

PLACE OF PERFORMANCE

VA Finger Lakes Healthcare System

Bath VA Medical Center

76 Veterans Avenue

Bath NY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

06/01/2026 Solicitation 36C24226Q0262 Amendment 0003

This solicitation amendment answers submitted vendor questions and provides some requested documentation and clarifications, including the revision of a small part of the Performance Work Statement. Please see attachment section.

As a reminder, per Solicitation Amendment 0002, the submission due date has been extended to June 10th, 2026, at 3:00 PM EST. All submittals shall be emailed to Julie.monaganbarnard@va.gov.

Solicitation 36C24226Q0262 Amendment 0003 Syracuse VA Medical Center Elevator Maintenance Questions, Answers and Clarifications

Questions in black text, Answers and Clarifications in red text.

· Existing Conditions / Pre-Existing Repairs During the walkthrough, we observed what appeared to be several existing conditions that may require attention beyond routine maintenance, including what appeared to be about five (5) units with hoist ropes potentially approaching replacement condition, possible bearing concerns on at least one unit, and various door equipment along with other miscellaneous items that are usually replaced/repaired during routine maintenance. Would the VA prefer these existing conditions and repairs to be included within our bid pricing as part of the maintenance agreement scope, or should the contractor identify these items and provide separate repair proposals after contract award?

See Solicitation Performance Work Statement (PWS) Section 1. OVERVIEW, letter J.

· Current Callback Volume For planning and staffing purposes, could you provide an approximate average of current elevator callback activity (weekly or monthly)? We understand callback frequency may improve as preventative maintenance is brought current, however we would appreciate understanding the present activity level.

Current callbacks average 4 hours weekly.

· Resident Mechanic Time Commitment Clarification The written specification appears to indicate a dedicated on-site mechanic assignment; however, during today's discussion there was mention of a reduced weekly time commitment. Could you please clarify the anticipated required on-site hours per week for the assigned mechanic?

Current wording in the Solicitation PWS Section 3. SCOPE OF COVERAGE, Part A.:

A. The Contractor shall supply one (1) certified elevator mechanic to be on-site at the Syracuse VA Medical Center during regular business hours, for a total of 40 hours per week. The assigned mechanic shall be responsible to perform all required maintenance as listed on page 15, “ITEMS OF PREVENTIVE MAINTENANCE WORK – HYDRAULIC ELEVATORS and page 16, ITEMS OF PREVENTIVE MAINTENANCE WORK-TRACTION ELEVATORS”, respond to emergency calls, and make all necessary adjustments and repairs needed to keep the elevators and dumbwaiters safe and operational, scheduled or unscheduled.

Replace with:

A. The Contractor shall supply one (1) certified elevator mechanic and is expected to spend a minimum of (53) hours per month on required maintenance. The assigned mechanic shall be responsible to perform all required maintenance as listed on page 15, “ITEMS OF PREVENTIVE MAINTENANCE WORK – HYDRAULIC ELEVATORS and page 16, ITEMS OF PREVENTIVE MAINTENANCE WORK-TRACTION ELEVATORS”, respond to emergency calls, and make all necessary adjustments and repairs needed to keep the elevators and dumbwaiters safe and operational, scheduled or unscheduled.

See attached PWS with this section revised per the above.

· Anticipated Award / Notice to Proceed Timeline Following submission of bids on June 4th June 10th per Solicitation Amendment 0002, could you provide an approximate timeline for:

0. Contract award

0. Notice to Proceed (if applicable)

0. Expected commencement of maintenance services All the above is projected to occur within 30 days of the solicitation submission due date.

· Existing Inspection and Deficiency Documentation Would it be possible to obtain copies of the most recent inspection reports, testing reports, or any current outstanding deficiency reports for the elevator systems?

See the latest inspection documents labeled 20250414161625780 and 202504141646446, attached.

· In regard to Combined Synopsis/Solicitation Notice, 63 page document:

· Page 17 of 63, Item 14. Inspections - - Please confirm that the semi-annual inspections required by a 3rd party elevator inspection company will be contracted for separately by the VA. Elevator Contractor will be responsible for the performance of the required safety tests only.

Confirmed, third party inspections will be contracted by the VA.

· When will contract start/be awarded?

This is projected to occur within 30 days of the solicitation submission due date.

· Can you send a scope of work clarification (maintenance visit frequency, callback coverage etc.)

No, contract must be bid per elevator make model and manufacturer’s recommendations with elevator age considered.

· Please clarify parts coverage expectations This information is located in the PWS.

· Is it possible to get a one-week extension on the due date due to needing approvals for a bid this size and also loading all elevator information into our system.

Solicitation extension was granted in Solicitation Amendment 0002 making the solicitation due date June 10, 2026, 3:00pm EST.

· Can you send the last inspection reports for the elevators?

· See the latest inspection documents labeled 20250414161625780 and 202504141646446, attached.

· Is there a more extensive elevator list?

No, please refer to what was provided in the solicitation paperwork.

· Annual safety testing: 1. when is the current test due, 2. can we have a copy of the last test?

1. See Solicitation Performance Work Statement (PWS) Section 1. OVERVIEW, letter J.

2. See the latest inspection documents labeled 20250414161625780 and 202504141646446, attached.

· Will pre-existing repair needs be billable?

0. Based on the quick look, there may be units that need ropes replaced, among other things, that we would likely consider billable if not completed by the incumbent before the contract changes hands.

See Solicitation Performance Work Statement (PWS) Section 1. OVERVIEW, letter J.

· How many callbacks can we expect annually and/or onsite time for emergency repairs?

Current callbacks average 4 hours weekly. No data available for onsite time for emergency repairs.

· How often and for how long do you require our assistance with your 3rd party federal inspector?

Annually, 24hrs.

· Can you please clarify the scope of work:

· Are you requesting a resident mechanic, mandated 40 hours/week as implied in the rfq? If not, do you mandate a visitation schedule (monthly, quarterly) or periodic as code-requires?

Please see revised PWS Section 3. SCOPE OF COVERAGE, Part A.

· What repairs, if any, would be considered billable? Are major parts or 2-man repairs billable?

Please refer to the PWS.

· What exemption, if any, is there for obsolete components?

· A few of the machines are original to the building; these would likely need to be refabricated or upgraded to a different style if they need to be replaced.

Please refer to the PWS

· There are some concerns about rusty, old, or obsolete door components No, please refer to the PWS

· Can you please clarify any expected need for overtime repairs due to callbacks or to minimize disruption to operations?

Please refer to the PWS

· When is the projected start date and term for the new agreement?

This is projected to occur within 30 days of the solicitation submission due date. The term is one year with four (4) option years, per the solicitation.

· I received the impression this is an urgent bid situation, and I am assuming it’s because of lack of ability or performance of the incumbent. Can you clarify any open repairs or overdue maintenance/testing the new provider will be expected to complete?

See page 6 letter J in the solicitation overview.

· A Company entity that did not attend the site visit is interested in reviewing plans/specs for the elevator project. Are they available to be able to supply a link to the site where they are posted so they can be downloaded? Or can we include them in the solicitation amendment?

No, there are no further plans/specs than what is provided in the current solicitation paperwork. A site visit was held on 05/27/26.

Clarification:

Though this solicitation has no set-aside and is considered an unrestricted solicitation, certain requirements for veteran involvement, use of small business categories, limitations on subcontracting, etc., may be specified in the solicitation provisions and clauses. Please read through Solicitation Section C – Contract Clauses, and Solicitation Section E – Solicitation Provisions carefully and understand how they apply to this solicitation and contract award.

https://www.acquisition.gov/far-overhaul https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52

See attached document: PWS SYR Elevator Maint - 26-06-01 Sol Amend 0003.

See attached document: 20250414161625780.

See attached document: 20250414161646446.

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Amendment to a Previous Combined Solicitation