Questions and answers.pdf

OKC Elevator Test and Inspection

RFQ 36C25926Q0882

Questions & Answers

1. The PWS says the contractor will "conduct and/or witness" the required tests, and that parts shall be removed and equipment cleaned where necessary. Will the VA's elevator maintenance contractor perform the tests (run the equipment, provide mechanics and full-load test weights) with our inspector witnessing? Or must the inspection contractor furnish the mechanic labor and test weights?

The Contractor awarded this requirement is responsible for providing qualified elevator inspection personnel to conduct and/or witness the required inspections and tests in accordance with the PWS. The VA's elevator maintenance contractor will provide the elevator mechanic support necessary to operate the equipment and perform testing activities requiring maintenance-contractor participation, including the provision and handling of required test weights. The inspection Contractor is not required to furnish elevator mechanic labor or full-load test weights. The inspection Contractor shall independently inspect and/or witness the testing and document the results in accordance with the PWS.

2. Dumbwaiters: The Desired Outcome table states the semi-annual routine inspection does not include dumbwaiters. Please confirm that the dumbwaiters (D-3, D-4, D-6, D-7, D-8) require only the annual inspection, and whether they are included in the FY2027 five-year (Category 5) testing.

The dumbwaiters identified as active in the PWS inventory—D-3, D-4, D-6, D-7, and D-8— are subject to the 5 year load test, one annual safety inspection, and one periotic inspection every 6 months.

3. Period of performance: What are the anticipated start and end dates for the base year (CLIN 0001)? The PWS limits the five-year testing to FY2027; please confirm it should be priced in the base year.

The anticipated period of performance is:

Base Year / CLIN 0001: 01/01/2027 – 12/31/2027 Option Year 1 / CLIN 1001: 01/01/2028 – 12/31/2028 Option Year 2 / CLIN 2001: 01/01/2029 – 12/31/2029 Option Year 3 / CLIN 3001: 01/01/2030 – 12/31/2030 Option Year 4 / CLIN 4001: 01/01/2031 – 12/31/2031

Questions & Answers

The base and all options must be priced separately with the grand total documented on the provided line-item table. Only the base year (CLIN 0001) will be funded in FY27 and shall include the five-year testing requirement.

4. Insurance: The PWS requires insurance "acceptable to this VAMC." What minimum general liability and other coverage limits are required?

The Government has reviewed the insurance requirement. The solicitation will be amended to remove the Liability Insurance requirement from the PWS and the corresponding liability insurance requirement from the Quality Assurance Surveillance Plan (QASP).

5. Volume I content: The Volume I instructions ask for specifications, cut sheets or brochures for "equal" products. Since this is a service requirement, please confirm that inspector qualifications (ASME QEI-1 certification), relevant experience, technical approach and a sample report will satisfy Volume I.

The Government confirms that this is a service requirement and the wrong verbiage was placed in Volume I. The reference in Volume I to specifications, cut sheets, brochures, “equal” products, brand names, and make/model numbers is not applicable to this requirement.

Offerors shall submit documentation demonstrating their technical capability to perform the requirements of the PWS, including evidence of required inspector qualifications/certifications and a description of the offeror's technical approach.

6. State licensing: The PWS requires personnel to meet qualifications required by state and local entities. Is an Oklahoma Department of Labor elevator inspector license required for work at this federal facility, or is ASME QEI-1 certification sufficient?

The Contractor's inspection personnel shall possess the qualifications, certifications, and licenses required by the PWS and all applicable Federal, State, County, and local requirements. The PWS specifically requires documentation associated with ASME QEI-1 inspector qualifications only and no Oklahoma specific licensing is required.

7. PWS p. 4 - Semiannual and annual inspection months: Please provide the required month or due-date window for each of the two semiannual inspection cycles and for the annual periodic inspection/test for each active conveyance. Please also provide

Questions & Answers the last completed annual/Category 1 test date for each unit so offerors can determine the required schedule and staffing.

The anticipated period of performance is:

Base Year / CLIN 0001: 01/01/2027 – 12/31/2027 Option Year 1 / CLIN 1001: 01/01/2028 – 12/31/2028 Option Year 2 / CLIN 2001: 01/01/2029 – 12/31/2029 Option Year 3 / CLIN 3001: 01/01/2030 – 12/31/2030 Option Year 4 / CLIN 4001: 01/01/2031 – 12/31/2031

The base year shall include the one-time 5-year testing requirement (which cover the base year annual and first 6-month periotic inspection). The second periotic inspection will be conducted in June. The following option years shall follow the same schedule.

Last annual/Category 1 test dates:

P-1: 11/6/2025 P-2: 11/6/2025 P-3: 11/6/2025 P-4: 11/6/2025 P-5: 11/6/2025 P-6: 11/6/2025 P-7: 11/6/2025 P-8: 11/6/2025 P-9: 11/6/2025 P-10: 11/6/2025 P-11: 11/6/2025 P-12: Not In Service P-13: 11/6/2025 P-14: 11/6/2025 P-15: 11/6/2025 P-16: 11/6/2025 P-17: 11/6/2025 D-1: Not In Service D-2: Not In Service D-3/Cartlift Clean-1: 11/6/2025 D-4/Cartlift Dirty-2: 11/6/2025 D-6: 11/6/2025

Questions & Answers

D-7: 11/6/2025 D-8: 11/6/2025 D-9: Not In Service

8. PWS p. 4 - FY2027 five-year test month and units: The PWS states that the five-year periodic inspection and test is to be performed in FY2027 and in the same month as the annual periodic inspection, but it does not identify the month or the affected equipment. Please identify the exact scheduled month or due-date window for the FY2027 five-year tests and identify each elevator or dumbwaiter subject to that requirement. Please also provide the last completed Category 5 date for each affected unit.

The base year shall include the one-time 5-year testing requirement (which cover the base year annual and first 6-month periotic inspection). The second periotic inspection will be conducted in June. The following option years shall follow the same schedule.

Everything is subject to the 5 year load test, one annual safety inspection, and one periotic inspection every 6 months.

Last annual/Category 5 test dates:

P-1: 10/2021 P-2: 10/2021 P-3: 10/2021 P-4: 10/2021 P-5: 10/2021 P-6: 10/2021 P-7: 10/2021 P-8: 10/2021 P-9: 10/2021 P-10: 10/2021 P-11: 10/2021 P-12: Not In Service P-13: 10/2021 P-14: 10/2021 P-15: 10/2021 P-16: 10/2021

Questions & Answers

P-17: 10/2021 D-1: Not In Service D-2: Not In Service D-3/Cartlift Clean-1: 10/2021 D-4/Cartlift Dirty-2: 10/2021 D-6: 10/2021 D-7: 10/2021 D-8: 10/2021 D-9: Not In Service

9. PWS p. 4 - Relationship between annual/CAT1 and five-year/CAT5 work: The PWS states that the five-year periodic inspection and test is to be conducted "in conjunction with and in addition to" the annual periodic inspection and test. Please confirm whether the FY2027 five-year test includes/satisfies the annual Category 1 test requirements for the affected equipment or whether the VA requires separate Category 1 and Category 5 test procedures during the same scheduled event. Please identify the required pricing basis.

While the base year shall include the one-time 5-year testing requirement (which covers the base year annual and first 6-month periotic inspection), the VA requires separate Category 1 and Category 5 test procedures during the same scheduled event. Each test is unique and separate and are performed concurrently.

10. PWS pp. 1-4 - Current billable inventory and inactive units: Please confirm the current billable inventory for this requirement. VEIS reads the PWS as listing 15 active elevators and 5 active dumbwaiters/cartlifts, for 20 active conveyances total, while P- 12, D-1, D-2, and D-9 are identified as not in service and P-16 is identified as reserved.

Please confirm which units are included in Base-Year pricing and whether any inactive/reserved unit is expected to return to service during the Base Year.

Please also confirm that future or reactivated equipment will be added through an appropriate contract modification before performance.

VA confirms that the PWS inventory identifies 15 active elevators—P-1 through P-11, P-13, P-14, P-15, and P-17—and five active dumbwaiters/cartlifts—D-3, D-4, D-6, D-7, and D-8— for a total of 20 active conveyances. P-12, D-1, D-2, and D-9 are identified as “NOT IN SERVICE,” and P-16 is identified as “RESERVED.”

Questions & Answers

The PWS further states that future elevators may be installed during contract performance and that changes resulting from construction will be handled in accordance with FAR 52.243-1, Changes—Fixed Price, Alternate I.

11. PWS p. 1 and p. 4 - Dumbwaiter inspection frequency inconsistency: The General Information section states that the contractor will provide semiannual, annual, and five-year inspection/test services for all listed elevators and dumbwaiters; however, the Semi-Annual Routine Inspections and Tests table states that the semiannual requirement "does not include dumbwaiters." Please clarify the required inspection and testing frequency for D-3, D-4, D-6, D-7, and D-8, including whether annual and/or five-year periodic testing applies to each unit.

The base year shall include the one-time 5-year testing requirement (which cover the base year annual and first 6-month periotic inspection). The second periotic inspection will be conducted in June. The following option years shall follow the same schedule.

Everything is subject to the 5-year load test, one annual safety inspection, and one periotic inspection every 6 months.

12. PWS p. 1 and p. 4 - Applicable ASME code edition: The PWS references ASME A17.2-2012 and ASME A17.1-2013/CSA B44-13 "or current," while the performance table specifically references ASME A17.1-2013. Please identify the governing code edition to be used for each existing unit and for deficiency determinations. Please clarify whether compliance is to be evaluated against the code applicable to the original installation and subsequent alterations, a VA-adopted code edition, or the current published edition, and identify the VA/AHJ direction that controls if those requirements differ.

Compliance is to be evaluated against the most current ASME certifications, currently updated as of 2023. The listed ASME certs were from previous requirements.

13. PWS pp. 10-11 - State and local inspector licensing/registration: The PWS requires contractor personnel to meet Federal, State, County, and local qualifications and also requires ASME QEI-1 credentials. Please confirm whether the third-party inspector must hold an Oklahoma elevator inspector license, an Oklahoma City credential/registration, or any other state/local elevator credential in addition to current QEI certification to perform this work at the federally owned Oklahoma City VAMC. If an additional credential is required, please identify the specific credential, Questions & Answers the authority requiring it for this federal facility, and whether it must be held at quotation, award, or before performance.

The Contractor's inspection personnel shall possess the qualifications, certifications, and licenses required by the PWS and all applicable Federal, State, County, and local requirements. The PWS specifically requires documentation associated with ASME QEI-1 inspector qualifications only and no Oklahoma specific licensing is required.

14. RFQ pp. 3-5 - Technical Volume I product/cut-sheet language: Volume I instructs offerors to submit specifications, cut sheets, or brochures for "equal" products and to identify brand name, make, or model. Because this acquisition is for elevator inspection services rather than a product purchase, please confirm that this product-substitution language does not apply. Please identify the documentation the VA expects for Technical Capability, such as QEI credentials, inspector resume, relevant experience, technical approach, sample report, quality-control information, and/or past performance.

The Government confirms that this is a service requirement and the wrong verbiage was placed in Volume I. The reference in Volume I to specifications, cut sheets, brochures, “equal” products, brand names, and make/model numbers is not applicable to this requirement.

Offerors shall submit documentation demonstrating their technical capability to perform the requirements of the PWS, including evidence of required inspector qualifications/certifications and a description of the offeror's technical approach.

15. RFQ CLIN schedule; PWS p. 1 - Exact Base and option-year periods of performance: Please provide the exact start and end dates for the Base Year and each of the four option years. Please also confirm which CLIN/contract period contains the FY2027 five-year test requirement and whether the resulting annual firm-fixed price should include the full five-year testing/witnessing event in that period.

The anticipated period of performance is:

Base Year / CLIN 0001: 01/01/2027 – 12/31/2027 Option Year 1 / CLIN 1001: 01/01/2028 – 12/31/2028 Option Year 2 / CLIN 2001: 01/01/2029 – 12/31/2029 Option Year 3 / CLIN 3001: 01/01/2030 – 12/31/2030 Option Year 4 / CLIN 4001: 01/01/2031 – 12/31/2031

Questions & Answers

The base and all options must be priced separately with the grand total documented on the provided line item table. Only the base year (CLIN 0001) will be funded in FY27 and shall include the five-year testing requirement.

16. PWS p. 9 - Normal hours and after-hours testing: The PWS establishes normal business hours of 7:00 AM to 3:30 PM Monday through Friday unless otherwise arranged. Please confirm whether semiannual, annual/Category 1, and five-year/Category 5 activities are expected during these hours. If any testing must occur after hours, overnight, or on weekends, please identify the anticipated work window and confirm that maintenance-contractor mechanics, test weights, calibrated test equipment, facility access, and required VA support will be available during those same hours at no cost to the third-party inspection contractor.

Contract services are expected to be performed during the OKC VAMC standard business hours of 7:00 a.m. to 3:30 p.m., Monday through Friday, excluding Federal holidays, unless a special alternate arrangement is coordinated and authorized by the COR.

17. PWS p. 4 - Failed tests, reinspection, and return visits: If an elevator fails an annual or five-year test, or if deficiencies require a return inspection after corrective action, is reinspection included in the annual firm-fixed-price CLIN or will reinspection be separately ordered and compensated? If reinspection is included in the CLIN, please identify the number or level of return visits offerors are expected to include in their price.

This action will only require the awardee to provide the applicable service reports. Any failure findings and recertifications will be addressed by the subsequent repair contractor.

18. PWS p. 5 - Liability insurance requirements: The PWS requires written confirmation of "adequate insurance protection" acceptable to the VAMC but does not state specific coverage limits. Please identify the required limits for commercial general liability, professional/errors-and-omissions liability, automobile liability, and workers' compensation, as applicable, and confirm the form of evidence the VA will accept.

The Government has reviewed the insurance requirement. The solicitation will be amended to remove the Liability Insurance requirement from the PWS and the corresponding liability insurance requirement from the Quality Assurance Surveillance Plan (QASP).

19. PWS inventory and deliverables - Prior inspection/test records and final inventory:

Will the VA provide the successful contractor, before the first scheduled inspection

Questions & Answers cycle, the most recent semiannual inspection reports, annual/Category 1 reports, Category 5 reports and test tags, current certificates, known open deficiencies, waivers or delays, maintenance records relevant to testing, and a final current equipment inventory? Please identify any units currently out of service, undergoing repair/modernization, or expected to be added or returned to service during the Base Year.

The VA will provide the successful contractor with the most recent semiannual inspection reports, annual/Category 1 reports, Category 5 reports and test tags, current certificates, known open deficiencies, waivers or delays, maintenance records relevant to testing, and a final current equipment inventory prior to first scheduled inspection cycle .

The current PWS identifies P-12, D-1, D-2, and D-9 as not in service and P-16 as reserved.

The PWS further states that future elevators may be installed during contract performance and that changes resulting from construction will be handled in accordance with FAR 52.243-1, Changes—Fixed Price, Alternate I.

20. PWS/QASP pp. 5-8 - Quality Control Plan (QCP) submission requirement: The QASP states that the contractor's Quality Control Plan will establish staffing and procedures for self-inspecting quality, timeliness, responsiveness, and other performance requirements. Please confirm whether a QCP is required with the quotation or after award. If it is required with the quotation, please identify the required contents, format, and any page limitation.

A Quality Control Plan (QCP) is not required for this action; this requirement is for testing and inspection only. All references to QCP have been removed from PWS.

21. Would it be possible to arrange a site visit to review the elevators and dumbwaiters and assess the work requirements before submitting our quote?

Considering the type of service that it is (Test and Inspection), It was determined that a site visit was unnecessary for this action to be accurately quoted. All elevators have been identified in the scope.

22. The PWS requires a Five-Year Periodic Inspection and Test in FY2027; however, the pricing schedule only includes CLINs identified as “Elevator Inspection (Semi Annual & Annual).” Can this be updated?

The pricing schedule has been updated. Base Year CLIN 0001 is identified as “Elevator Inspection (5-Year, Semi Annual & Annual)” and includes the FY2027 five-year inspection

Questions & Answers requirement. Option Years 1001 through 4001 remain identified as “Elevator Inspection (Semi Annual & Annual)

23. Please clarify whether the awardee is responsible for providing solely the qualified inspector and not a licensed elevator mechanic/testing crew. Does the VA have a maintenance contractor that will perform the mechanical testing while the awardee’s inspector witnesses and documents the work?

The awardee is responsible for providing qualified elevator inspection personnel to conduct and/or witness the required inspections and tests. The VA’s elevator maintenance contractor will provide the elevator mechanic support necessary to operate the equipment and perform testing activities requiring maintenance-contractor participation, including providing and handling the required test weights. The inspection contractor is not required to furnish elevator mechanic labor or full-load test weights and shall independently inspect and/or witness the testing and document the results.

24. The PWS states that parts shall be removed and equipment cleaned where necessary. Please clarify whether the inspection contractor is expected to physically remove/disassemble and clean components, or whether that work will be performed by a qualified elevator mechanic/maintenance contractor.

The inspection contractor is not required to furnish elevator mechanic labor. Where removal/disassembly or cleaning of elevator components is necessary to permit the required inspection or testing, the VA’s elevator maintenance contractor will provide the necessary elevator mechanic support. The inspection contractor remains responsible for conducting and/or witnessing the required inspection/testing and documenting the results.

25. Please confirm whether units identified as NOT IN SERVICE or RESERVED must be included in pricing and inspection/testing. If so, what level of service is required for those units?

No. Base-Year pricing is based on the 20 active conveyances identified in the PWS: 15 active elevators (P-1 through P-11, P-13, P-14, P-15, and P-17) and five active dumbwaiters/cartlifts (D-3, D-4, D-6, D-7, and D-8). P-12, D-1, D-2, and D-9 are identified as NOT IN SERVICE, and P-16 is identified as RESERVED.

The PWS likewise identifies P-12 as not in service, P-16 as reserved, and D-1, D-2 and D-9 as not in service.

Questions & Answers

If future or reactivated equipment changes the requirement during performance, the PWS provides that changes resulting from construction will be handled in accordance with FAR 52.243-1, Changes—Fixed Price, Alternate I.

26. Can you provide a copy of the most recent ASME A17.2 inspection reports, existing Preventative Maintenance logs, or service history file for these units?

The VA will provide the successful contractor with the most recent inspection/test reports, applicable maintenance records, certificates, known deficiencies, and final equipment inventory prior to the first scheduled inspection cycle.

27. Per ASME A17.1, a Category 5 test inherently covers Category 1 requirements.

Please clarify if we must perform both tests concurrently in FY2027, or if the Category 5 test supersedes the Category 1 requirement. Please clarify total numbers of Category 1 tests and Category 5 tests for each elevator.

The VA requires separate Category 1 and Category 5 test procedures during the same scheduled event in FY2027. The Category 5 requirement does not supersede the Category 1 requirement for purposes of this solicitation. The station previously clarified that each test is separate and that they are to be performed concurrently.

The amended PWS likewise states that the Five-Year Periodic Inspection and Test is to be conducted “in conjunction with and in addition to” the Annual Periodic Inspection and Test and that the five-year requirement is performed in FY2027 only.

For the active inventory, this means that in the Base Year/FY2027 each active conveyance is subject to one annual/Category 1 event and one five-year/Category 5 event, performed concurrently, in addition to the applicable periodic inspection schedule. The station has identified 20 active conveyances: 15 elevators and five dumbwaiters/cartlifts.