36C26126Q0412.docx

SUBJECT*

Elevator Maintenance | VAPAHCS

GENERAL INFORMATION

SET-ASIDE

POINT OF CONTACT*

Contracting Officer Maricela Berrones-Gauger Maricela.Berrones-Gauger@va.gov

PLACE OF PERFORMANCE

3801 Miranda Ave

Palo Alto CA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

DESCRIPTION

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY.

No Solicitation is currently available.

All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.

The applicable North American Industry Classification System (NAICS) Code is 238290 Other Building Equipment Contractors, and the small business size standard is $22M Million.

The Department of Veterans Affairs (VA) Network Contracting Office (NCO 21) is soliciting information from contractors that can provide Inspection services for the VA Palo Alto Health Care Service (VAPAHCS). A draft copy of the Performance Work Statement (PWS) is attached.

Brief Description of Services See attached Draft PWS.

Capability Statement All interested contractors must respond by email to Maricela.Berrones-Gauger@va.gov before 10:00 A.M. PST on March 31, 2026.

Please answer the following questions when responding:

1. What is your company’s Socioeconomic Status? (ex: small business, large business, SDVOSB, etc.)

a. If SDVOSB or VOSB, are you registered with the Small Business Administration?

Veteran Small Business Certification (sba.gov)

2. Provide Company’s legal name along with Unique Entity ID (SAM) number.

3. Primary point of contact, including phone number and e-mail address.

4. Capabilities Statement.

5. Describe experience in providing: Elevator Inspection Services

6. List other Projects (Government and Commercial) that are similar in scope and size.

7. As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, “At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html

7a. Of the service actions listed above, which one(s) will your company perform as the prime contractor using its own personnel without subcontracting?

7b. With respect to the service actions listed above, which action(s) do you intend on subcontracting or using other than your company’s own personnel?

7c. Of those services that will be performed, approximately what percentage will be paid to the subcontractor(s)?

8. GSA Contract Number, if applicable.

9. Fill out the price estimate (5 Option Years) attached.

*Failure to provide the information requested above (items 1-9) will be considered non-responsive and will not be considered a viable source.

The Government will use this information when determining its business type decision.

This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement.

PER PWS

PER PWS

PER PWS

PER PWS

PER PWS

Notes: Contractors must have a current registration in the System for Award Management (SAM) at https://sam.gov/SAM/ SDVOSB and VOSB firms should be registered at the time of submission and verified at Veteran Small Business Certification (sba.gov) Sources Sought Notice Sources Sought Notice

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Sources Sought Notice

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Page 1 of Performance Work Statement Elevator Inspections VA Palo Alto Health Care System Section 1: General Information

1.1 General: This is a non-personal services contract to provide semi-annual, annual, and 5 year inspection services to the Elevators for the VA Palo Alto Health Care System (VAPAHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Period of Performance:

A. Period of performance shall be base year plus four option years.

a. CLIN Base Year 0001: July 1, 2026 to June 31, 2027

b. CLIN Base Year 1001: July 1, 2027 to June 31, 2028

c. CLIN Base Year 2001: July 1, 2028 to June 31, 2029

d. CLIN Base Year 3001: July 1, 2029 to June 31, 2030

e. CLIN Base Year 4001: July 1, 2030 to June 31, 2031

1.3 Place of Performance: Services are required at the following locations. The points of contact (POC) for each location are listed. All work must be coordinated with the COR.

Palo Alto Main Campus 3801 Miranda Ave.

Palo Alto, CA 94304 POC: Hector Aquino Machuca

(650) 709-5630 Menlo Park Medical Center 795 Willow Rd.

Menlo Park, CA 94025 POC: Ronald Nielson

(650) 465-5121 Livermore Medical Center 4951 Arroyo Rd.

Livermore, CA 94550 POC: Don Jasch

(650) 285-9610

Mountain View Center 1776 Old Middlefield Way Mountain View, CA 94043 POC: Ronald Nielson

(650) 465-5121

(650) 465-5121

1.4 Hours of Operation: All inspections shall be performed during business hours of 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the government.

1.4.1 Observed Federal Holidays

· New Year’s Day

· Labor Day

· Martin Luther King Jr.’s Birthday

· Columbus Day

· President’s Day

· Veteran’s Day

· Memorial Day

· Thanksgiving Day

· Juneteenth Day

· Christmas Day

· Independence Day

1.5 Type of Contract: The government will award a Firm Fixed Price contract.

1.6 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

1.6.1 Payments: Government only paid for services rendered. Government will not pay on any uncompleted or undelivered work, services, or goods.

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

Section 3: Government Furnished Property, Equipment, and Services A. This PWS does not have any government furnish equipment. Contractor shall not use any government own equipment, material, supplies, or tools. Contractor shall furnish all requirements. The government reserves option to terminate the contract in the event that contractor uses government equipment or supplies without written approval from the Contracting Officer and COR.

B. Elevator Maintenance Company shall provide elevator technician and weights as required for all inspections.

Section 4: Contractor Furnished Items and Services The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes.

4.1 Contractors Qualifications:

A. Contractor shall be an ASME/NAESA qualified elevator inspector with at least five years of experience as a certified elevator inspector. Contractor shall submit in technical package all certifications and licenses. The Government reserves the right to request and review licenses and certification during the contract period.

B. This contract does not permit subcontracts.

4.2 Qualify Personnel:

A. Contractor’s employees shall be an ASME/NAESA qualified elevator inspector with at least five years of experience as a certified elevator inspector. The Government reserves the right to request and review licenses and certification during the contract period.

Section 5: Specific Tasks

5.1 Inspections:

A. Contractor shall provide all labor, equipment, ant tools to perform five year, annual, and semi-annual inspections of the vertical transportation system at locations describe in section 1.3.

B. Contractor shall inspect all elevator listed in attachment A.

C. Contractor shall perform at lease one 5 year inspection per elevator during the life of the contract.

D. Annual inspections are due in beginning and before the end of that year contract.

E. Semi inspections are due in February.

F. Contractor shall provide to the COR a schedule of the semi-annual, annual, and 5 year inspections 15 days form awarded date.

G. Contractor shall submit a request to proceed with inspection 30 day in advance. Date can change due to the availability of the elevator company. COR will confirm any changes to the schedule.

H. Contractor shall be made available no later than 2 business days from notification for additional onsite consultation and to clarify questions that may have arisen as a result of inspection at no additional charge to the government.

I. Contractor shall be available by phone, fax, or email for consultation during normal business hours at no addition cost to the government.

J. Contractor shall provide a writing analysis of each elevator: life cycle, life expectancy of equipment, recommendation of equipment replacement, recommendations of communication and network upgrades and other factors that VAPAHCS requires. Contractor and COR shall agree on factors at no additional cost to the government.

K. Contractor shall conduct inspection in accordance with ASME A17.1 and A17.2 most current edition.

L. Contractor shall provide one print book and an electronic downloadable copy of ASME A17.1 and A17.2 most current edition for each base and option year.

5.2 Site Investigation and Conditions Affecting the Work

A. The Contractor acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to (1) conditions bearing upon transportation, disposal, handling, and storage of materials; (2) the availability of labor, water, eclectic power, and roads; (3) uncertainties of weather, river stages, tides, or similar physical conditions at the site; (4) the conformation and condition of the ground; and (5) the character of equipment and facilities needed preliminary to and during work performance. The Contractor also acknowledges that it has satisfied itself as to the character, quality , and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the , including all exploratory work done by the Government, as well as from the drawings and specifications made a part of this contract. Any failure of the Contractor to take the actions described and acknowledged in this paragraph will not relive the Contractor from responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government.

B. The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding or representation is expressly stated in this contract.

C. Contractor has the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget

5.3 Contract Modifications

A. Throughout the performance of this contract, the addition or removal of elevators may be necessary. Please note that the government will not negotiate on modifications related to the addition or removal of elevators. Any such changes must be strictly managed through the Contracting Officer's authorization to ensure they fall within the contract scope and that pricing is fair and reasonable. The Contracting Officer will issue a written modification to the contract to capture these changes.

5.4 Safety:

A. At a minimum contractor, subcontract, and personnel shall wear at all times hard hat, safety glasses, reflective vest, and safety shoes.

B. No shorts or tank tops shall be permitted.

C. Contractor shall adhere to OSHA 10 CFR 1910.

D. Contractor shall be responsible to use appropriate PPE when required by the OSHA and VAPAHCS.

E. Safety plan shall be submit to the COR within 15 days of awarded contract.

F. Contractor shall submit Safety Data Sheet for all chemical used at the VAPAHCS. Chemicals must be approved by COR or Safety Services. Safety Data Sheet shall be kept at work site at all times.

G. Contractor shall comply with Environment Protection Agency standards. No dumping of water or chemical in the storm drains. Contaminates shall be removed from VAPAHCS property and shall be disposed of per all Federal, State, and Local EPA regulation and standards at no additional cost to the government.

a. Any penalties incurred due to unlawful disposal of hazardous material or EPA, State, or Local regulation and standards shall be the responsibility of the Contractor.

5.5 Performance Standards:

A. Contractor shall adhere to the performance standards listed below. Contractor shall adhere to all references in the performance standard to include all notes, explanatory material, and appendixes. The most current edition will be used on all references listed below.

a. ASME A17.1: Safety Code for Elevator and Escalator

b. ASME A17.2: Inspectors’ Manual for Elevator and Escalator

c. NFPA 25: Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems

d. NFPA 70: National Electrical Code

e. NFPA 99: Standard for Health Care Facility

f. OSHA Standard 29 CFR 1910

5.6 Documentation Requirements

A. The Contractor shall provide reports to the COR and Compliance Office.

B. Each report shall include a separate document for each elevator inspected. The report shall state the following

a. Location of inspection

b. Identifying device number

c. The type of device

d. All ASME deficiencies

e. Reference section and the number or letter designation of deficiencies

f. Heading and space to indicate scheduled date of repair

g. Actual date of repair

h. Date of inspection

i. Recommendations and comments

C. All recommended upgrades shall be listed and identified as recommended upgrades on the same document.

D. Contractor shall also include ASME checklist for inspection of electric elevators which shall be completed for every elevator inspected.

E. Contractor shall also include ASME checklist for inspection of hydraulic elevators which shall be completed for every elevator inspected.

F. Contractor shall provide a certificate for every elevator and device inspection. At a minimum shall have the following information on the certificate:

a. Building

b. Device number

c. Type of duty

d. City

e. Capacity

f. Speed

g. Date of inspection

h. Elevator mechanic and/or elevator maintenance company

i. Elevator inspector’s signature

j. Inspector qualified elevator inspector’s number

G. Invoices for approved work shall indicate, individual part(s) used, cost of individual part(s), and total part(s) cost.

H. Service Report(s) shall have the at a minimum the following:

a. Company name, address, telephone, and fax number.

b. VA contract number, name and number of the VA Contracting Officer.

c. Date and Time of work.

d. Copies of contractor’s valid licenses, professional and training certificates.

e. Location, type, name, and model of devices tested.

f. Description of work items.

g. Test data.

h. Remarks on conditions of devices and systems.

i. List of all deficiencies, if any, with time frame for repairs or replacement, and cost.

j. Recommended corrective actions, if any.

I. Submit One (1) hard copy of the completed written report and one downloadable electronic version of the report in Microsoft (i.e. excel, word..) format to the Engineering Compliance Office within seven (7) calendar days of completion of inspection and testing.

5.7 Security Requirements

A. The Certification and Accreditation requirements do not apply and a Security Accreditation Package is not required for this work.

B. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, VA directives and handbooks as VA personnel regarding information security under VA Handbook 6500.6, Contract Security, Appendix C.

Section 6: Attachments A A. Attachment 1: Inventory of Elevator

Note: Building 90 Elevators P5 P6 are both on emergency power using selector switch in machine room. Only one elevator can be operational on emergency power due to electrical load factor. Bldg. 334 MPD emergency power is manually switchable from P1 to P2.

Note: Annual elevator inspections are due in August. Semi annual inspections are due in February. Elevators C2, C3 are freight elevators by code and can only be ridden by freight moving personnel. ASME 17.6 1996 edition rule 207.