36C24719Q0324-0002012.docx

Project: Elevator service and maintenance solicitation Number: 36C24719Q0324

Pre-bid contractor questions/comments

1. In addition to the subject line solicitation, there is a presolicitation posted on FBO for Z–534-15-104 – OVERHAUL/REPLACE ELEVATORS OF BUILDING 1, Solicitation Number: 36C24719R0044 for the Ralph H. Johnson VAMC (Thadeus Willoughby-CO). In section G of the subject line effort, it indicates experience is required in the installation of elevators, rather than maintenance experience. As these are two separate solicitations requiring different areas of expertise, should the experience requirement in the subject line effort be updated to include maintenance experience and not installation experience? VA response: Project scope of work has been revised to include requirement of experience with service and maintenance of elevators. Elevator installation experience is not a requirement for this project.

2. On page 5 and 6 of the subject line solicitation it states, respectively:

· “Contractors are required to visit the site and thoroughly familiarize themselves with the existing conditions prior to submitting a bid.” Since a site-visit is not designed nor adequate/feasible for such an exhaustive inspection, when is it anticipated it would be available for contractors to accomplish since the bids are due April 30th? VA response: Contractors requiring additional site visit must submit request to contracting officer.

· “The bidder will carefully examine the sites of the proposed work, specifications, and contracting forms. The submission of a bid will be conclusive evidence that the bidder has made such examinations and understands all the requirements for the performance of the completed work.” Normally we see a 30-day window after award (see recent VA language below with link to the specific FBO posting) for the contractor to identify pre-existing conditions that they should not be responsible for but would be billable to the customer. Is it available to consider this approach? VA response: This approach is not acceptable.

· Typical VA language for 30 day after award inspection of preexisting conditions and link: https://www.fbo.gov/?s=opportunity&mode=form&id=cf36dcd5b894f29158d44c05f45a2128&tab=core A. Immediately after award of the Contract and no later than 30-days thereafter, the Contractor and the VA shall conduct a thorough inspection of all of the elevators (as detailed in Equipment List) and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. Instead, the Government will work with the Contractor on developing a cost proposal and plan for making all of the identified corrections/repairs and the Government will pay for the work under a separate Purchase Order.

B. Items to be included in the deficiency list include replacement or repair of all elevator related equipment, parts and appurtenances located downstream of the service connections. This includes all elevator related mechanical, electrical and control systems located in the machine room, hoist way, cab or lobby down to the lowest component including, but not limited to, signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables.

C. If a deficiency is not identified in the inspection and 45-days have passed since award of the Contract, the deficiency shall be considered to be covered under this Contract.

D. Once the deficiencies identified in section 2.1, Existing Deficiencies, Section A have been corrected, any future service, maintenance or replacement required for these same items will be considered to be covered under this Contract. VA response: This approach is not acceptable.

3. On page 11 under Inspections and Testing it says: The semi-annual maintenance inspections of the elevators required by the National American Standard Safety Code for Elevators and Escalators -latest edition, shall be performed in this contract by a third party contractor qualified in elevator inspections and testing in accordance with existing VA Policies. Third party contractor shall be acquired by the contractor performing the work of this project. Qualifications of the third party contractor shall be submitted to the COR for review and acceptance prior to commencing wok. This contract shall include the five year full load test. The contractor shall provide certified weights for the full load test. Deficiencies discovered during the five year testing or the semi-annual maintenance inspection shall be corrected as part of this contract. These corrections must be made within 30 calendar days after semi-annual/5 year inspections and report submitted as stated above to the COR or designee.

· Suggestion: Within the bid response, the offeror should be required to list the third party inspection company they plan to use for inspections, as well as their relevant licenses and qualifications. This is to ensure the VA is compliant with all laws and regulations regarding third-party elevator inspection companies. VA response: Project scope of work has been revised to require that detailed qualifications of the third party contractor including relevant licenses be included in the bids submitted by the contractor for Government evaluation.

4. On page 11 it states: “This contract shall include the five-year full load test. The contractor shall provide certified weights for the full load test. Deficiencies discovered during the five-year testing or the semi-annual maintenance inspection shall be corrected as part of this contract.” Since 5-year load tests are conducted to identify deficiencies that are not otherwise known, it seems unreasonable to expect the awarded contractor to absorb responsibility for these costs as part of the contract. VA response: Disagree. Project scope of work remains as stated. The next five year testing is due in 2023.

5. Will a non Service Disabled Veteran Owned Small Business organizations bid be considered? VA response: No, this project is set aside for Service Disabled Veteran Owned Small Business organizations only.

6. Will you provide the last 12-24 months of inspections reports for each elevator? VA response: VA will provide the latest elevator inspection report.

7. Please provide a report of all Overtime Service Calls for the past 12-months. VA response: Elevator service calls will be provided.

8. For callbacks of service outside of working hours of 8a-4pm, is the hourly cost of the technicians a billable occurrence? VA response: No.

9. Will repairs that require parts that are deemed obsolete be billable? VA response: No.

10. Will complete wiring diagrams be provided on all equipment? VA response: All available documentations pertaining to elevators will be made available to the successful contractor after the award.

11. Is a parking permit able to be provided for technicians to park close the property to limit increase in response time. VA response: Parking permit will not be provided.

12. Is there a cost for the permit if available? VA response: Parking permit will not be provided.

13. VA additional requirement: Prime elevator contractor shall include in the bid all regulatory requirements, licenses, training and certifications.

14. VA additional requirement: Minimum required elevator maintenance shall be one hour per elevator per month.

15. VA additional requirement: Hydraulic oil tanks for the hydraulic elevators shall be inspected monthly. The attached form shall be filled out and submitted every month as part of the monthly maintenance requirement.