36C25619Q0317-0002001.pdf

Elevator Preventative maintenance and Repair Services

Questions and Answers #1

1. The Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC) Network Contracting Office (NCO) 16 received questions in response to Request for Quotation (RFQ) 36C25619Q0317 in support of the Central Arkansas Veterans Healthcare System (CAVHS).

2. Please see below detailed Vendor questions and NCO 16’s respective answers accordingly.

A. Question #1: Per Preventive Maintenance Inspection and Services, to properly perform Preventive Maintenance knowing the amount of units per the Inventory List in Attachment 3, there are approximately 25 traction units (High Speed Gearless Applications) and 13 Hydro’s, both freight and passenger and a multitude of Cart-Lifts, Dumbwaiters and Wheelchair lifts;

such will require a significant amount of time per month that may not be within the budget of the VAMC. Would the VAMC/Gov’t be open to utilizing an in-house (40 hours / 5 days a week) to complete and fulfill all request listed in the RFQ?

B. Answer #1: The Government has outlined its need in the solicitation. In accordance with Paragraph

7(b) of the Scope of Work, “The Contractor shall have personnel on station (identified as Little Rock and/or North Little Rock VA Hospital locations) at all times during normal working hours”.

Paragraph 10 of the Scope of Work entitled Operational Coverage identifies normal work hours as “7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday (excluding Federal Holidays)”. Based on this, the respective contractor is required to maintain adequate staffing availability as identified. The method in which this is done is solely at the discretion of the contractor.

The government is not going to dictate 40 hours / 5 days a week; however, with the number of Elevators, Cart-lifts, Dumbwaiters, and Wheelchair lifts CAVHS must maintain, there is enough work between all required PMs and unscheduled maintenance to fulfill a weeks’ worth of work.

C. Question #2: Can you advise of your current Elevator Maintenance Provider and/or incumbent?

D. Answer #2: All pertinent information regarding the award of the previous contract was posted to the Federal Business Opportunities (FBO) website in accordance with FAR 5.301. Any additional information required should be submitted through the official Freedom of Information Act (FOIA) request process.

E. Question #3: Can you please confirm when the 3-year safety tests and 5-year load tests were completed for both locations, or when they will be due again?

F. Answer #3: The Hydraulic elevators are currently being inspected/accomplished every year which accounts for the 3-year inspections. The last year time the 5-year load test were accomplished was December 2015. The next 5-year load test is due December 2020.

G. Question #4: Did the modernizations/upgrades of controllers and machines at both locations on the traction (cable units) include new doors (either car or hoist way) and/or door operators? Also on the hydraulic units?

H. Answer #4: Most them were accomplished during the modernizations/upgrades of our elevators.

There may have been one or two that were not. However, new doors were installed on the ones which were upgraded.

I. Question #5: Bldg. 66 in NLR was on the Equipment list 3 times, but no Bldg. 68. We’re assuming one of those should be Bldg. 68?

J. Answer #5: The equipment list has been updated to reflect the correct information. Please see current Attachment 3 – Elevator Inventory List (attached). Only 2 elevators are in building 66 and 1 in building 68.

K. Question #6: For Little Rock locations, Otis SPO2 unit (1F) was not on the list.

L. Answer #6: The equipment list has been updated to reflect the correct information. Please see current Attachment 3 – Elevator Inventory List (attached). SP02 should reflect MICU/1F.

M. Question #7: When the job is awarded, will that company receive a list of Serial numbers for the units and nicknames for what you call the units if needing call-back service? There was some confusion at the site visit since the System ID isn’t typically what you call the units.

N. Answer #7: The VA can provide a more detailed listing of exact locations and serial numbers for all units if requested.

O. Question #8: Page 14 of the Scope of Work states “A mechanic must be on-site”, can you elaborate?

P. Answer #8: In accordance with Paragraph 7(b) of the Scope of Work, “The Contractor shall have personnel on station (identified as Little Rock and/or North Little Rock VA Hospital locations) at all times during normal working hours”. Paragraph 10 of the Scope of Work entitled Operational Coverage identifies normal work hours as “7;30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday (excluding Federal Holidays)”. Due to the large number of machines included in this SOW, and because of the extremely high use rate experienced by each machine, the contractor is required to have a mechanic on-station, either at the Little Rock or North Little Rock location at all times during normal work hours. This will expedite the ability to respond during normal work hours to situations as needed. The government is not going to dictate 40 hours / 5 days a week; however, with the number of Elevators, Cart-lifts, Dumbwaiters, and Wheelchair lifts CAVHS must maintain, there is enough work between all required PMs and unscheduled maintenance to fulfill a weeks’ worth of work.

Q. Question #9: Is it mandatory to have a local office?

R. Answer #9: It is not mandatory to have a local office to perform services. However, in accordance with Paragraph 7(b) of the Scope of Work, “The Contractor shall have personnel on station (identified as Little Rock and/or North Little Rock VA Hospital locations) at all times during normal working hours”. Paragraph 10 of the Scope of Work entitled Operational Coverage identifies normal work hours as “7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday (excluding Federal Holidays)”.

S. Question #10: During your annual inspections, is it required to provide an elevator technician to assist during the inspection?

T. Answer #10: Yes, it is a requirement to have an elevator technician to assist during the safety inspections. Our current Safety inspection contractor performs two (2) inspections yearly. One is a six month walk through and the other is for the annual testing. Our current elevator contractor is providing a technician each time at no additional cost to the government.

U. Question #11: Section B.5 A.5.a – PMIS Frequency: There was mention during the site visit of the

Government’s expectation to have a full-time resident mechanic for this Solicitation. However, per Section B.5 A.5.a and the referenced Attachment #4, there is no mention of an hour’s requirement or the need for a full-time resident mechanic. Is it the Government’s intent for the scope of this contract to include a full-time resident mechanic?

V. Answer #11: The Government has outlined its need in the solicitation. In accordance with Paragraph

7(b) of the Scope of Work, “The Contractor shall have personnel on station (identified as Little Rock and/or North Little Rock VA Hospital locations) at all times during normal working hours”.

Paragraph 10 of the Scope of Work entitled Operational Coverage identifies normal work hours as “7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday (excluding Federal Holidays)”. Based on this, the respective contractor is required to maintain adequate staffing availability as identified. The method in which this is done is solely at the discretion of the contractor.

The government is not going to dictate 40 hours / 5 days a week; however, with the number of Elevators, Cart-lifts, Dumbwaiters, and Wheelchair lifts CAVHS must maintain, there is enough work between all required PMs and unscheduled maintenance to fulfill a weeks’ worth of work.