Solicitation 36C25223Q0512 Amendment 0002.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Quotes must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Quotes

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the quote submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers.

is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 7

578-23-3-6121-0031

578-M2311

Department of Veterans Affairs

GLAC-MILWAUKEE (69D)

Great Lakes Acquisition Center - HC

115 South 84th Street, Suite 101

Milwaukee, WI 53214-1476

Department of Veterans Affairs

GLAC-MILWAUKEE (69D)

Great Lakes Acquisition Center - HC

115 South 84th Street, Suite 101

Milwaukee, WI 53214-1476

To all prospective Quoters

36C25223Q0512

05-18-2023

X

X X

This Amendment 0002 is being issued in response to vendor questions regarding Solicitation 36C25223Q0512.

The quote deadline remains Monday, May 22, 2023, by 5:00 p.m. Local Time.

See the Attachment, below, for Performance Work Statement amendments and answers to the questions submitted.

Rob Knight

Contracting Officer

Solicitation 36C25223Q0512

Amendment 0002

ATTACHMENT

This Amendment 0002 is being issued in response to vendor questions submitted regarding Solicitation

36C25223Q0512. The quote deadline remains Monday, May 22, 2023, by 5:00 p.m. Local Time.

(1) Performance Work Statement Amended: The Performance Work Statement, Section B.3 of the

Solicitation, is amended as follows (changes highlighted in yellow, with superseded language crossed out):

Subparagraph C.4.n. (page 20) is amended as follows:

n. Hydraulic Power plant Unit, consisting of its enclosure, pump, motor, power transmission elements between the pump and motor, valves (of every kind), strainers, mufflers, gaskets, and all other accessories;

Subparagraph H.3 (page 23) is amended as follows:

H. Exclusions: Unless damaged by the Contractor, this Contract does not include:

1. Repair or replacement of building items, hoistway or machine room walls, car enclosures, car finish, floor materials, hoistway entrance frames, doors and sills and signal fixture face plate;

2. Machine, auxiliary disconnect switches, fuses, and feeders to control panels; and

3. Repairs necessitated by: vandalism; misuse; weather; building-related events such as flooding or electrical surges; or other causal events outside the control of the Contractor, as determined by the

COR, in the COR’s sole discretion.

Subparagraph I.8 (page 24) is added:

I. Emergency Response.

1. Emergency response shall be available at any hour of any day of the week with the response times noted below, as requested, at no additional cost to the Government.

2. The Contractor shall provide a 24/7 telephone number or other means of communication reasonably capable of alerting the Contractor, from the COR Engineering Officer, COR, or their designees.

3. Response Time means the physical presence of a qualified elevator mechanic on-site within the required time limits.

4. ON-SITE RESPONSE TIME FOR EMERGENCY RESPONSE:

n. Business Hours: Thirty (30) Minutes; and

o. Outside of Business Hours: Two (2) Hours.

5. ON-SITE RESPONSE TIME FOR EMERGENCY ELEVATOR ENTRAPMENT CALLS:

n. Business Hours: Thirty (30) Minutes; and

o. Outside of Business Hours: One (1) Hour.

6. IF THE EMERGENCY RESPONSE IS DUE TO A DEFECT/NEEDED REPAIR THAT

AFFECTS SAFE OPERATION OF ANY VTS COMPONENT, THE CONTRACTOR SHALL

TAKE ALL IMMEDIATE ACTIONS NECESSARY TO PROTECT LIFE AND PROPERTY

AT NO ADDITIONAL COST TO THE GOVERNMENT.

7. Conditions under which emergency service may be requested include:

n. Any two (2) of the three (3) elevators in Building 217 are out of service;

o. Any two (2) elevators of the following (8) in this group P1, P2, P3, P4, P5, S6, S7, and S8, in

Building 200 are out of service;

p. Any three (3) elevators of the following (4) elevators in Building 228 This will include P1, P2, P3, P4, are out of service;

q. Any two (2) elevators of the following (2) elevators in Building 113 This will include P1, P2 are out of service;

r. Any two (2) elevators of the following (2) elevators in Building 128 This will include P1, P2, are out of service;

s. Passenger(s) are trapped in an elevator serviced under this contract and cannot be freed by station personnel; or

t. Any other situation deemed to be an emergency by the Engineering Officer, COR, or their designees, in their sole discretion.

8. Emergency response services provided under Paragraph I shall be performed at no additional cost to the Government, including: entrapments, regardless of the cause; immediate actions taken to protect life and property under Subparagraph I.6.; and for out-of-service elevators under

Subparagraph I.7.a-e. The only exception is emergency response for out-of-service elevators if the reason for the elevator being out-of-service is enumerated under Subparagraph H.3 as determined by the COR, in the COR’s sole judgment. In that event, the Contractor may bill for the repair services performed under Subparagraph I.7.a-e.

(2) Answers to Vendor Questions: The following questions were submitted in response to the

Solicitation. The answers provided are in red.

1. It has been noted that a significant portion of the elevators onsite include parts that are no longer readily available for purchase due to obsolescence. In section B.3.A.1 (Page 16) it is noted that

“The Contractor accepts responsibility for all VTS components in their current condition…”

Please advise if this means that the obsolete parts will be considered part of the firm fixed price contract. Please advise whether related parts or components of the elevators, including generators, bearings, sheaves, machines and other parts that have worn due to significant age are to be included under this contract.

All VTS components, including all related parts and components, are included under this contract.

2. Section B.3.A.2 (Page 16) notes that “Any work found to be nonconforming to the terms of this

Contract shall be promptly corrected by the Contractor at no additional cost to the Government.”

Please advise if this means any corrections need to be handled immediately, including on overtime of the mechanics. Does this mean that all VTS work should be considered included under the contract at no additional cost to the Government? Or will the vendor be able to bill for exclusions as set forth later in the contract in B.3.H (Page 23).

The intent of this paragraph is that any work performed by the Contractor that is not performed to the standards set forth in the Contract shall be promptly corrected. Promptly does not mean immediately, except in the case of life-safety issues, but it does mean that the Contractor will correct any improperly performed work within Business Hours, as defined in Subparagraph A.7.

on page 17.

3. Section B.3.H (Page 23) it is not noted that weather-related or building-related events such as damage by patients, staff or outside vendors, water damage, storm damage, electrical issues and the like are exclusions. Please advise if the intention is for this Firm Fixed Price contract to include an allowance to cover any such events that are outside the control of the elevator maintenance company.

Subparagraph H.3. is amended, as set forth above.

4. Section B.3.I.1 (Page 23) Notes that “Emergency response shall be available at any hour of any day… at no additional cost to the Government.” Please advise if labor for after-hours responses is billable except under conditions listed in B.3.I.7 (Page 24). Additionally, can the facility please advise whether or not after hours calls related to damage by patients, staff or outside vendors, water damage, storm damage, electrical issue and the like are excluded from the “no additional cost to the Government” portion of this section?

Subparagraph I.8. is added, as set forth above.

5. Section B.3.B (Page 17) Contractor Staffing, notes that “The Contractor shall provide enough qualified personnel to fulfill all requirements of the Contract, including without limitation:

scheduled Preventative Maintenance; testing; and cleaning requirements.”

Is the expectation that the labor will be adjusted to bring all equipment up to the standards noted in the PWS? Yes. If so, what timeline is allowed to bring the equipment up to these standards?

The timeline will be captured in the QC Plan set forth under Paragraph C.1. For example, what timeline does a Contractor have to bring all machine rooms up to an acceptable level of cleanliness? The timeline will be captured in the QC Plan set forth under Paragraph C.1. What is the expectation on timeline for the work to be completed? The timeline will be captured in the

QC Plan set forth under Paragraph C.1. Is it expected that the Contractor work with enough mechanics during regular and overtime hours of the mechanics to have all machine rooms clean, all equipment running reliably, and all maintenance tasks completed within an allotted period?

The timeline will be captured in the QC Plan set forth under Paragraph C.1.

6. Section B.3.B (Page 18) states that the primary duties for the two mechanics onsite between 6 am and 6 pm will be handling the following tasks: responding to entrapments, repair calls, cleaning, Preventative Maintenance, and other tasks as noted under the PWS. Can the facility advise the priority level of each task for these two mechanics?

The priorities will be situationally dependent.

7. Section B.3.M.5 (Page 27) Noninterference with Facility Functions. Under this section it is noted that the Contractor’s work may be interrupted to allow for normal functioning of the facility. It is also noted the “In the event of an emergency, Contractor services may be stopped and rescheduled to a date and time mutually satisfactory to the Contractor and the COR, at no additional cost to the Government”. Please advise if the expectation is that this work will potentially be reschedule after regular working hours of the mechanics.

This is not the expectation, unless after regular working hours is mutually satisfactory.

8. Section B.3.C.6.d (Page 21) Cleaning. Is the expectation that machine room cleaning will be an ongoing preventative maintenance task, and/or is the expectation that every machine room and piece of VTS equipment be brought up to an acceptable level during June and December?

The expectation is that cleaning will occur in June and December, unless directed more frequently by the COR, as stated.

9. Section B.3.C.6.b (Page 21). Is the intent that the cleaning covered under this section occur “at least monthly” for all VTS equipment? This section states that the Contractor shall “Brush-clean guide rails, overhead sheaves and beams, counterweight frames, tops of cars, bottoms of platforms, secondary areas, pits and machine room floors.” If the full cleaning is required for every unit monthly, with 47 units this will be an extensive cost on top of the other PWS requirements.

Monthly cleaning is the intent, as stated.

10. Please define what is considered a “repair call” as listed in B.3.B (Page 17) Contractor Staffing.

A repair call is repair work, not preventive maintenance, that will be performed by the on-duty mechanics.

11. B.3.A.2 (Page 16) Contractor Responsibilities. Software as noted under this section is often proprietary and not available to non-OEM Contractors. Please advise if the software will be provided by the Government to the Contractor.

Software that is available to non-OEM contractors shall be obtained by the contractor in the performance of this contract. Hines recognizes that a contractor cannot provide what is impossible to provide, such as OEM-only software. Hines will address those instances on a case-by-case basis.

12. What is the Government’s determination or threshold for repair under contract versus an upgrade or modernization? Is there a dollar threshold for repairs that will necessitate a contract modification, whether that is for a major repair or modernization? Due to the age, lack of availability of many of the components, software and related material it is expected that significant repair or upgrades will be required at this Facility.

Elevator modernization is not a consideration for the services to be provided under the maintenance contract. In the event that Hines pursues elevator modernization, the maintenance contract will be modified accordingly.

13. B.3.H (Page 23) Exclusions: Several key components are not listed as exclusions, including obsolete components such as obsolete boards and obsolete controllers, motor generators, OEM monitoring systems, in-ground hydraulic cylinders and other items typically excluded from maintenance. Please advise the intent of this section, and if the Contractor should allow for costs of these items as part of this Fixed Price contract.

These costs should be considered as part of the forthcoming contract.

14. B.3.C.4. Please advise if the mechanics will be expected to clean sills daily, or if the building will be responsible for maintaining a debris-free sill for the doors to operate upon.

The contract only requires quarterly cleaning, lubricating, and adjusting door sills under

Paragraph C.4.a.

15. B.3.C.4.b.d.and f (Page 19) notes that cleaning, lubrication and repair of items including hoist motors, generator brushes, and all machine, motor and controller parts. Does this include obsolete components? Yes. Is the expectation that commutators be cleaned bi-weekly? Yes.

16. Please define “bi-weekly”. Is the intent in the PWS for bi-weekly to mean every two weeks or twice a week?

For the purposes of the forthcoming contract, it means occurring every two weeks.

17. B.3.C.4.i (Page 20) It is noted that deflector and secondary sheaves, bearings, governor tension sheaves assembly, compensating sheave assembly and wooden platform flooring are included in the regular maintenance and repair under the PWS. Please advise of any exceptions to these components, as this equipment is not considered “maintainable” and is typically excluded from

VTS contractor maintenance.

These components are included under the forthcoming contract.

18. B.3.C.4.n (Page 20). This section notes that the power plant is included in the PWS for VTS.

Please advise if this is a typo. We assume this should read as Hydraulic Power Unit.

Subparagraph C.4.n. is amended, as set forth above.

19. B.3.C.4.o (Page 20). Are hoistway guiderail brackets expected to be covered under the PWS for this contract?

Yes.

20. B.3.C.7 (Page 21). Please advise if all machine rooms, hoist motors, pits and other areas noted in this section must be painted annually in December, or if the painting is on an as-needed basis.

As stated, the painting shall occur annually, typically in December, unless otherwise directed by the COR.

21. Please confirm if hoist ropes are to be included at no cost to the Government. If so, what is the standard that will be used to define when hoist ropes require replacing? There are several means to determine this, including inspector write-up and rouging. However, typically the measured diameter of the ropes is the most acceptable determination.

Hoist ropes will be covered as a Scheduled Repair, as an additional cost to the Government via contract modification, as set forth under Paragraph G.

22. B.3.C.8 (Page 21) All Maintenance for OT included for Bldg 200 and Bldg 228 shall be accomplished ”outside of Business Hours” at no additional cost to the Government…..and “shall be requested at least three (3) Business Days prior to the day(s) being requested.” There are 12 elevators in these two buildings which means 1 to 2 team hours of additional Overtime per car each week for maintenance. Will the contractor be required to schedule these weekly maintenance items three days in advance in perpetuity?

No, once the Preventive Maintenance schedule has been captured in the Quality Control Plan and approved by the COR, as set forth in Subparagraph C.1., page 18. An approved Quality Control

Plan meets the three (3) Business Day requirement under Subparagraph C.8.a., page 21.

End of Amendment 0002