Q-A-36C24526Q0031-New Automatic Door_ Routine Inspection Repair Serivice-DC VAMC.pdf
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- Solicitation number
- 36C24526Q0031
About this file
This Request for Quote (RFQ) for Auto Doors at the DC VA Medical Center (VAMC) outlines a contract for automated door maintenance and repair services. The scope includes 125 routine repairs and 6 emergency repairs annually, with quarterly preventative maintenance inspections. The contractor will be responsible for comprehensive door inspections, documenting each door's type, location, sensors, and actuators, and dividing maintenance across four quarterly periods. The contract allows for new door installations (9-11 per year) and replacements of obsolete components, with an intent to cover all repair costs including labor and materials without continual contract modifications.
Key contract requirements include providing hourly rates for service, repair, replacement, and new installations, with the ability to bill for all parts needed. The contractor must perform detailed preventative maintenance, moving from the previous annual approach to a more rigorous quarterly schedule. The contract includes flexibility to add or remove doors through a comprehensive initial inspection, and potentially allows repairs up to $2,500 with CO or COR approval. The primary goal is to improve door maintenance accountability and reduce system failures through more thorough and frequent preventative maintenance.
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RFQ - QUESTIONS AND ANSWERS - AUTO DOORS DC VAMC
Appendix A estimated Workload Data: Estimated one hundred twenty-five routine repairs per contract year. Emergency Repairs six per year
This was estimated based on the number of service calls placed to the contractor to respond to door issues.
The intent is to have built into the contract the means to cover the cost of a repair, both labor and materials in lieu of the contractor coming out assessing the door and then continually have to modify the contract for increases.
Throughout the hospital we have a variety of equipment that the previous contract didn’t allow for without modifying the contract. The intent is to be able to complete any type of repair under the heading “repair”. The cost varies depending on the controls (actuators), sensors, operators used. Again, the intent is to be able to cover any repair.
• Do we quote those items under Monthly Preventative Maintenance Inspection Auto Door- Line item 0001?
Repairs should be separated from preventative maintenance.
Repairs are issue that occur unplanned and would require response as needed Preventative maintenance is planned maintenance which is maintenance to be done based on industry standards (for each type of door) and the manufacture recommendations for maintenance to include but not limited to lubrication, belt inspection/replacement, alignment, etc.
• Service calls are a part of the contract- How many per week or month?
The intent of a service call is for the contractor to respond to calls for repair. This coincides with repairs The contract scope was written to include new installations as well as replacements, the cost for these types should be included in the cost of the job.
New installations occur as the needs of the facility evolves; we have been required to install between 9 and 11 new installations or reconfigurations each year. This scope enable new installations.
Replacements occur when components, i.e., the operator has failed or sliding door has failed and the component is beyond repair or obsolete and not supported. The scope of the replacement should include replacement to avoid using refurbished parts such as control boards.
Additional Questions.
• Where do we quote regular hourly rate?
Contractor should provide their hourly rates for purposes of responding to service, repair, replacement, and new installations.
• PM are done Quarterly- please explain Annually The previous contract was set up with annual PMs. The contractor would come in and do at best minimal PM and completed quickly. This results in a high level of failures that could be avoided with proper PM. The intent of this scope is to hold the contractor more accountable for making proper adjustments, lubrication, cleaning etc. that is part of routine PM. Addition within the cope I included that the contract is to perform an inspection of all the doors and provided a comprehensive document of each of the door’s type, location, associated sensors and actuators, slider (under this contract) or a single/double swing where the operator and controls/sensors is all that is under the contract. This comprehensive list would be the basis of establishing the quarterly PM, thus dividing the total number of doors across the 4 quarters. Upon completing the PMs would provide a type written (or legible) report and provided to the COR to confirm completion.
• All parts needed for the job are billable.
The contract should include parts. Due to the number of doors, different types, and the necessary means to control them the intent was to have an allowance to cover any repair, install, replacement. Dan Pollard created an estimate to cover a range of all these that can be adjusted if deemed necessary.
• We need an electrician to reconnect the power when we are replacing an obsolete door.
The electrical work can be done inhouse. This is the way it has been.
• Upon finding additional doors that are not on the contract after the award, will the contract be modified to cover those doors?
This is the one of the root reasons to do the comprehensive door inspection at the beginning of the contract. This list would be compared to the existing list to add or remove as need. It would be a requirement to continually update the list for any doors added or remove through renovation of change of use, etc.
• We can repair up to $2500.00 and bill for it.
Unsure how to answer this, I assume the language allows them to repair up to this amount. I assume they would still need to get approval from CO or COR.
• Purpose of Websites ? N/A
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