36C25526Q0434_Sources Sought.docx

SUBJECT*

MC | KC VAMC | ELEVATOR PM&R SVCS

GENERAL INFORMATION

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway CO: Greg McMillan Sr.

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Greg McMillan Sr.

Gregory.McMillan@va.gov 913-758-9919

PLACE OF PERFORMANCE

Kansas City VA Medical Centers

Attn: TBD

4801 E. Linwood Blvd.

Kansas City Missouri

ADDITIONAL INFORMATION

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ANNOUNCEMENT FOR MARKET RESEARCH PURPOSES ONLY

1. The VHA Government intends to set-aside this requirement for SDVOSB. However, the Government is interested in other potential sources that can provide the required product and/or services. Interested parties are encouraged to respond to this source sought notice announcement.

2. The purpose of this SOURCES SOUGHT ANNOUNCEMENT is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small, small disadvantage, service-disabled veteran owned small business, veteran owned small business, or large business) relative to NAICS 541350 and PSC H999. The Government is conducting market research to determine potential sources having the skills, capabilities, and experience to perform the described work. Responses to this SOURCES SOUGHT ANNOUCEMENT will be used by the Government to make appropriate acquisition decisions. After review of the responses to this SOURCES SOUGHT NOTICE, a solicitation announcement may be published on Contract Opportunities (Sam.gov) or other Electronic Governmentwide Point of Entry (EGPE). Responses to this SOURCES SOUGHT NOTICE are not considered adequate responses to any potential solicitation announcement.

3. This is a SOURCES SOUGHT NOTICE ANNOUCEMENT ONLY and is NOT a request for proposals or quotes. Information received as a result of this sources sought notice will be used solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this SOURCE SOUGHT NOTICE ANNOUNCEMENT.

4. Respondents will NOT be notified of the results or the Government’s determination on whether to conduct a competitive procurement and/or set-aside to limit competition among any specific socio-economic category.

5. All interested contractors should notify the Network Contracting Office 15 via email at Gregory.McMillan@va.gov by 11:00 a.m. Central Standard Time on Friday, 06/06/2026. Responses must include the sources sought notice announcement number and title in the subject line of their email response AND the below or attached Contractor Fillable Form.

6. In response to this SOURCES SOUGHT NOTICE ANNOUNCEMENT, please provide the information in the SOURCE SOUGHT_CONTRACTOR FORM.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

PERFORMANCE WORK STATEMENT

Annual and Quarterly Maintenance of Elevators at Kansas City VA

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide professional Elevator Mechanic services for the purpose of performing our annual elevator safety inspections for all elevators and Dumbwaiters at the Kansas City, VA main campus at 4801 East Linwood Blvd. in Kansas City and the Honor Annex Outpatient Clinic at 4251 Northern Ave, Kansas City, MO 64133.

1.1 Description of Services/Introduction: The Contractor shall provide personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to:

1) Perform Annual testing and inspections as defined in this Performance Work Statement (PWS).

2) Perform 5-year testing and inspections as defined in this PWS.

3) Perform Quarterly Maintenance as defined in this PWS.

4) Provide emergent and non-emergent calls for service.

1.2 Background: The Kansas City VA Medical Center has a quantity of 20 Elevators and 3 Dumbwaiters. A list of the elevator inventory is included below the Scope.

The contractor must have the necessary licenses and certifications to perform the testing and inspections as listed in the Scope. Contractor shall have documented experience on projects of similar size and magnitude as the Kansas City VA Medical Center.

1.3 Objectives: To perform mandatory elevator testing, maintenance and service in order to have safe and reliable elevators for patients, staff and visitors.

Elevator Inspection Schedules - In order to minimize interruption of or interference with normal medical center operations while doing any scheduled maintenance and or testing, the contractor shall arrange a specific time and date with the applicable Contracting Officer's Representative (COR). The schedule shall be coordinated at least one week in advance with the COR. Unless otherwise coordinated with the COR, all work under the contract shall be performed during regular working hours/regular working days (7:00 am through 4:30 pm, Monday through Friday, excluding federal holidays). It may become necessary for the COR to coordinate the scheduling of certain maintenance/testing activities outside of regular working hours and regular working days.

1.4 Scope:

Contractor will provide all tools, materials, labor, supervision and any specialized test equipment to perform the inspection, testing, maintenance and service for all elevators and dumbwaiters for the Kansas City, VA Medical Center as specified in ASME A17.1, A17.2 and this Scope of Work. See Attachment A for a complete inventory of all elevators and dumbwaiters at the Kansas City, VAMC.

Contractor will assist a third-party, certified Elevator Inspector in the performance of the Annual and 5-year inspection and testing on the 10, Traction Elevators. The Hydraulic Elevators and Dumbwaiters are not included in the 5-Year Testing requirement. See Attachment B and Attachment C for a list of the Inspection and Testing tasks witness by the Elevator Inspector. The 5-Year testing will be performed in Option Year 2 of the contract.

Contractor will perform quarterly maintenance service as outlined in Attachment D. Contract will provide a written report in electronic format detailing the findings of the quarterly maintence. The format of the report shall be approved by the COR, prior to be used. When deficiencies are noted during the quarterly maintenance, the contractor will submit a proposal for the costs to repair the deficiency. Should the deficiency be of an urgent safety issue, the contractor will immediately notify the COR. If the COR is not available, the contractor will notify the Electric Shop Supervisor or the M&O Supervisor.

Contractor will provide a 2-hour on-site response time when contacted for calls for emergency service. Calls for non-emergency services will be on site within 24 hours or later as agreed to by the COR.

Certified Elevator Inspector services will be provided by the Kansas City, VA Medical Center.

Attachment A Kansas City VA Elevator/Lift Inventory

Elevator Controls/ PIXEL

Elevator Controls/ PIXEL

Elevator Controls/ PIXEL

Elevator Controls/ PIXEL

Elevator Controls/ PIXEL

Otis Basement Drum

MEI Vertitron

Attachment B Annual Testing and Inspection Tasks Inside elevator cab

· Check the door opening device to make sure it functions properly.

· Stop switch operation.

· Car lighting.

· Check the emergency signal on regular and standby power.

· Operate the car door and/or gate for maximum clearance and closing pressure.

· Ventilation fan operation.

· Code required signage is posted.

· Check the standby power operation.

· Verify the rated capacity plate is visible.

· Test the restricted opening of the car door or the hoist-way doors.

· Check the car ride.

Inside machine room

· Verify disconnecting means are properly rated.

· Numbering of all machines, disconnects, governors and controllers.

· Check the controllers for improper wiring, jumpers, fuses, wiring and grounding.

· Inspect Drive machine brake and static control.

· Inspect the machine for unusual noise.

· Inspect machine oil levels and for any vibration in the bearings and couplings.

· If equipped with motor generators, check for carbon dust build-up.

· Test absorption of regenerated power.

· Inspect traction and deflector sheaves.

· Inspect rope fastening hitches.

· Verify that only elevator related items are stored in the room.

· Check governor over speed switch and seal.

· Test safeties by running the car down at inspection speed and slip traction.

· Check for code data tags.

Top of car

· Test car top inspection station stop switch and the up/down switches.

· Car top clearance, refuge space and counterweight clearance.

· Check the terminal switches by running the car onto the cam and verifying it strikes the center of the cam.

· Slowdown, directional and terminal switches.

· Inspect overhead sheaves for cable wear, lubrication and condition of the bearings.

· If applicable, inspect selector for wear, proper positioning and leveling devices.

· Inspect crosshead data tag for proper information.

· Inspect and test the emergency exit and switch.

· Test the car and counterweight buffer switch and proper return position.

· Inspect floor hatch doors for numbering; interlocks for proper alignment and condition of the door gibs.

· Test hoist-way smoke control devices for proper operation.

· Inspect hoisting ropes for wear and rouging. Also check and observe comp. ropes if provided.

· Inspect hoist-way doors for; proper gap, locking devices and access to the hoist-way.

Pit area and equipment:

· Check pit lighting, hoist-way lighting and switches.

· Inspect each safety stop switch independently.

· Inspect bottom clearance and run-by.

· Inspect buffer clearance on car and counterweight.

· Inspect lower terminal stopping devices slow down, directional, and terminal stopping.

· Inspect governor tension devices for wear, cable wear, cable damage and rouging.

· Inspect car frame, platform, stiles and guides for wear and positioning.

· Inspect pit access ladder for proper dimensions.

Fire service instructions:

· Perform smoke and heat recall and testing for the elevator.

· Perform elevator recall with the key switch at the recall station.

· After all elevators have recalled to the designated floors, perform phase 2 operation from inside the elevator car using the phase 2 buttons to insure they operate per required code.

· Verify all posted instructions are legible and in place.

Additional inspection test for hydraulic elevators:

· Under category 1 test, run the car to the top of the hoist-way until the directional rail stops the car.

· Jump out any rail directional or terminal switches and run the car to the stop ring until the car stops.

· Continue to run the car in the up direction with a certified gauge attached to the upside of the control valve and read the pressure relief pressure reading. NOTE: If the relief pressure exceeds the working pressure, adjust the pressure relief setting to a maximum setting of 125 Percent of valves working pressure when installed. The working pressure was established when the unit was installed and set with a loaded car with weights.

· Run the car to the length of the hoist-way in the up and down direction to check starting, transition speeds and stopping level within the code requirements of 3/8 of an inch of floor level.

· Perform a standing test of 30 minutes to ensure that all connections including the valve have been tested and no leaks have occurred causing the elevator to leak down during the set test.

NOTE: Test all portions of part one thru part five applicable to both electric and hydraulic elevator as may be applicable for the hydraulic elevators. The contractor shall inspect no-load, full-load and special tests as required by ASME A17.1 and A17.2, which shall be conducted by the elevator maintenance contractor for the respective facilities. The tests for each elevator and dumbwaiter shall include all Annual tests as recommended under ASME A17.1 and A17.2.

Attachment C 5-Year Testing and Inspection Tasks

· Tack the empty running elevator, from top to bottom to verify FTM (feet per minute) performance meets factory specifications.

· Tack the running elevator, with a fully rated load, from top to bottom, to verify FTM (feet per minute) performance meets factory specifications.

· Test the buffers to verify they will withstand running the car with a rated load onto them, make sure they compress and return to normal position within 90 seconds. NOTE: WHILE PERFORMING THIS TEST, THE LIMIT SWITCHES MUST BE LEFT IN THE CIRCUIT AND NOT DISABLED.

· Secure the safety arm and perform a buffer test, on the counterweight side, by running the car in the up direction, at contract speed, leaving the up limit in the safety circuit.

· By using the data on the governor plate, lift the governor cable and verify the performance of the rotating elements, are as per factory specifications by testing for both the electrical and mechanical tripping speeds. Perform a pull through test of the governor jaws by using a scale. Compare the test reading to the specifications on the governor tag.

· To ensure the car to counterweight ratio is correct, load elevator to its rated weight and then run elevator to the midway point of the hoistway. Remove the power from the elevator, open the mechanical brake and verify that the elevator does not drift upward or downward.

· At the top landing for the elevator, load the elevator to 125% of its rated load. Run the elevator, in normal operation, to the lowest landing. Verify that the elevator will stop at the lowest landing. At lower floor level and with the power off, hold the load with the mechanical brake and verify the elevator does not drift more than 3/8” below floor level.

· Run the elevator in the down direction and in an over speed condition, Let the governor’s mechanical jaws trip, set the safeties, bring the car to a stop and hold the elevator with the safeties. NOTE: CHECK THE CAR TO SEE THAT THE SAFETIES STOP LEVEL ON BOTH SIDES AND DOES NOT RACK THE CAR.

· Remove the weights from the car and measure the rail slide on both guide rails to be sure the gripping distance is the same and conforms to the table in the ASME Elevator Code for distance per the contract speed of the car.

· Test for any inadvertent movement with the elevator car.

Attachment D Quarterly Maintenance Requirements

Every Quarter, the contractor shall inspect:

1) Cables

a. Gauge test.

b. Rouging

c. Tension

2) Sheaves; Motor, Cartop, Secondary and Pit:

a. Condition of seal i.e. leaks.

b. Bearings for any play, vibration, and wear/tear

3) Machine Room Safety:

a. Barriers

b. Cable guards at motors.

c. Leaking seals.

d. Controllers. Record any faults.

e. Open electrical boxes/switches or other exposed electrical.

f. Any unusual noise or smells.

4) Pit Areas:

a. Down limit switches and final stops

b. Rollers for wear and tear

c. Plungers for leaks and wear

d. Car bottom roller guides for wear and tear

e. Bottom sheave seal and bearings

f. Safety switches

Services include:

1. Testing, operating, verifying and inspecting critical components of all the elevators and dumbwaiters at the Main Campus and at Honor Annex.

1. Making minor corrections and adjustments.

1. Notifying the VA of any significant deficiencies observed during testing and inspections.

The Contractor shall accomplish:

1. All testing as outlined in the Scope.

1.4.1 Elevator Testing-Inspection Scheduling

In order to minimize interruption of or interference with Government business, the contractor shall arrange a specific time and date for each inspection visit with the applicable Contracting Officer's Representative (COR). The schedule shall be coordinated at least one week in advance with the COR. Unless otherwise coordinated with the COR, all work under the contract shall be performed during regular working hours/regular working days (8:00 am through 4:30 pm, Monday through Friday, excluding federal holidays). If the COR coordinates inspections to occur outside of regular working hours/regular working days to minimize interruption of or interference with Government business, such work shall be done at scheduled pricing at no additional cost to the Government.

1.5 Period of Performance: 365 Calendar Days after contract award.

1.6 General Information

Prior to submittal of bids, a site visit may be conducted if requested.

1.6.1 Federal Observed Holidays: Contractor can work on government recognized holidays provided ample advance notice is given to the COR and/or the designee of the COR.

1.6.2 Hours of Operation: The Contractor is responsible for conducting business, between the daylight hours of 7:00AM to 6:00PM Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.2.1 Emergency Points of Contact: Charles Wells 816-399-8558, Zachary Homan 816-492-9942

1.6.3 Place of Performance: The work to be performed under this contract will be performed at VA main campus at 4801 East Linwood Blvd. in Kansas City and the Honor Annex Outpatient Clinic at 4251 Northern Ave, Kansas City, MO 64133.

1.6.4 Quality Assurance: [Required over SAT +250K, under SAT CO determination] The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.5 Type of Contract: The Government will award a (Type of contract to be determined by Contracting Officer and the customer).

1.6.6 Special Qualifications: Contractor will have documented experience with projects of similar scope, size, and magnitude as the Kansas City VA Medical Center. Contractor will provide documentation of past performance for the previous 5 years with their proposal. Failure to provide this documentation will result in the elimination of the proposal for consideration.

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and Contracting Officer’s Representative (COR) shall meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.9 Contracting Officer’s Representative (COR): The COR Management System Tool (eCOR File)- for nomination, tracking, documentation, and management of CORs will be used. The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Contractor employees will wear valid VA badges at all times while working on Medical Center property. Badging requires a once-a-year attendance in the safety and infection control training class. This class occurs at 7:00AM on Tuesday mornings in Building 6. Upon completion of the class, the attendees go to the 5th floor in Building 15 to get their flash badge.

1.6.12 Facility Access: Contractor will report to Electrician Supervisor at Building 40 prior to starting contract activities.

1.6.13 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on U.S Government facilities.

1.6.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO, and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.16 Phase In/Phase Out (N/A): To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have key personnel on board, during the phase in/ phase out periods. The Contractor shall, upon the Contracting Officer's written notice, (1) furnish phase-in and phase-out services for up to 10 months after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in and phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to the Contracting Officer's approval. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.

1.6.20.1 The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the CO or COR within 30 minutes of the incident.

1.6.20.2 Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

SOURCES SOUGHT – CONTRACTOR INFORMATION FORM

for

NETWORK CONTRACTING OFFICE 15

Use this form to provide contractor’s general information. Please limit response to one page. The box at the bottom of this form may be used to clarify any requested information.

1. Contractor Information:

2. Type of Business: (check all that apply)

4. CAPABILITIES STATEMENT:

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