Responses to Requests for Information RFIs.docx

Requests for Information (RFIs) submitted in response to RFQ#: 36C25026Q0759 515 – Elevator Inspection Services

Question 1 from Contractor:

The solicitation requires annual inspections, semi-annual inspections, 3-year full-load testing for hydraulic elevators, and 5-year full-load testing for traction elevators. However, the current pricing schedule only provides a line item for annual and semi-annual inspections of the 18 elevators. The Price Schedule was not sent to me to evaluate. This is correct, there should be additional line items for 3-year and 5-year testing in addition to the semi-annual and annual inspections.

The 3-year full-load testing requirement applies to water-hydraulic elevator units, while the traction elevators are subject to the 5-year full-load/CAT5 testing requirement. To avoid ambiguity, I recommend that the solicitation language clearly identify the 3-year requirement as applicable to water-hydraulic units rather than hydraulic elevators generally. Battle Creek VA Medical Center Elevators are either Hydraulic or Traction.

The Statement of Work also correctly provides that the preventive maintenance contractor is responsible for conducting the required load testing, while the elevator inspection contractor monitors, witnesses, documents, and verifies the testing. Therefore, the pricing schedule should include separate CLINs for the inspection contractor’s witnessing and inspection services rather than combining those services with the annual and semi-annual inspection pricing. Correct, same answer to the first question. This will be addressed by Contracting Additionally, rupture-valve testing is referenced as part of the required work but is not separately identified in the pricing schedule. Please clarify whether rupture-valve testing/witnessing is intended to be included within another CLIN or whether a separate pricing line will be provided. This ties in to the above Question, Parts 1 & 3. The rupture valve testing is done during the 3-year (Category 3) full load testing for hydraulic elevators per code.

There is also a discrepancy between the solicitation documents regarding the contract years. The Description document identifies a Base Year and four Option Years, while Section B.2 of the formal solicitation currently provides only Item 0001 for the Base Year. This will be corrected by Contracting Could the solicitation and pricing schedule please be amended to:

1. Add a separate CLIN for 5-year full-load/CAT5 witnessing for traction elevators; Contracting to complete

1. Add a separate CLIN for 3-year full-load witnessing for applicable water-hydraulic elevator units; Contracting to complete

1. Clarify or separately price rupture-valve testing/witnessing, where applicable; Part of the Category 3 Load testing requirements which would be included on that CLIN line item.

1. Clearly distinguish the inspection contractor’s witnessing responsibilities from the preventive maintenance contractor’s responsibility to physically perform the tests; and Clearly explained in SOW Part II : Work Requirements (A) Technical Requirements. Contractor shall conduct Annual/Semi-Annual Elevator Inspections as well as Monitor 3-year and 5-year load testing.

1. Also, CAT3 inspections apply to water hydraulic elevators. Without clarification on the applicable units and the specific years in which these inspections are required, accurate pricing cannot be provided. Please clarify the inspection schedule so the pricing can be submitted correctly. Attached inspection schedule spreadsheet

1. FYI, I made a mistake, rupture valve test is covered under the CAT5.

Question 2 from Contractor:

Is the contractor under this solicitation responsible only for coordinating, observing, and certifying the required tests as the independent QEI inspector, with the VA’s existing elevator service company performing the actual tests? Answered in #4, Contractor Shall conduct Annual/Semi-Annual Elevator Inspections (Category 1 testing) Service Company not required but recommended to be there. For 3-year and 5-year testing, Contractor is to monitor Service Company performing tests.

Alternatively, must the contractor under this solicitation provide the elevator mechanic, test weights, equipment, labor, and all other services necessary to physically conduct the tests? During the 3-year and 5-year tests, the Servicing Company provides weights, equipment and labor.

Please also confirm whether the VA’s current elevator service contractor will assist with testing at no cost to the inspection contractor. Confirmed, it is written in the Elevator Maintenance contract to perform 3-year and 5-year testing in coordination with an Inspector.

This clarification will materially affect our pricing. Thank you for your assistance.

Question 3 from Contractor:

In Part II: Work Requirements, the SOW states that all annual testing should be completed by mid-June of the contract year, while semi-annuals should be completed by mid-December. Later on in the second Part II: Work Requirements section, it states annual and five year testing should be completed in August, and semi-annual testing should be completed in February. This was an oversight and should have been corrected/cleaned up in the SOW. Semi Annual inspection shall be completed in February, Annual, 3-year and 5-year when due shall be completed in August per schedule.

We would also like clarification on which years the 5 year and 3 year load testing should be completed. Noted on Inspection Schedule Spreadsheet. 3-Year August 2027 5-Year August 2028.

End of questions