Department of Veteran Affairs Network Contracting Office (NCO) 16

Request for Information (RFI)

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DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS

NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized on the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Elevator Preventative Maintenance and Repair Services with a base year

+ 4 ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center.

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

Item No Or Stock#

Description quantity/Unit

Base Year:

Elevator Maintenance and Repair Services

12 MO

Ordering Period 1:

Elevator Maintenance and Repair Services

12 MO

Ordering Period 2:

Elevator Maintenance and Repair Services

12 MO

Ordering Period 3:

Elevator Maintenance and Repair Services

12 MO

Ordering Period 4 Elevator Maintenance and Repair Services

12 MO

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 811310 is $11 Million

Performance Work Statement Elevator Preventive Maintenance and Repair Service

G.V. “Sonny” Montgomery VA Medical Center (GVSMVAMC) 1500 E Woodrow Wilson Drive

Jackson, MS 39216

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1. OBJECTIVE: The G.V. “Sonny” Montgomery VA Medical Center located in Jackson, MS requires the following services for the facility: Elevator Preventive Maintenance and Repair Service as required by (and in accordance with) Joint Commission Standards, Occupational Safety and Health Administration (OSHA) Standards, ASME, and other regulations/policies that are applicable.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Scope of Work.

The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. BACKGROUND: The Department of Veterans Affairs, G.V. “Sonny” Montgomery VA Medical Center, has a requirement for providing maintenance and repair services to 17 elevators, 2 cart lifts and 3 dumbwaiters located at this facility, in accordance with the terms and conditions stated within this Performance Work Statement (PWS). It is the government’s intent to institute a complete maintenance and repair service protocol that will reduce and minimize equipment repairs and maintenance costs through preventive and predictive maintenance measures and repair services. Regular inspections, testing and calibration by expert technicians are an essential part of a program to address these concerns.

4. SCOPE OF SERVICES: Services needed under this effort (to include required Deliverables) will be executed for the boilers that are described below:

A. Required by the Contractor:

a. Minimum Level of Work: The Contractor shall take all steps and measures that a prudent building owner would take to maximize the life expectancy of the elevator plant. The work provided must preserve each elevator in unimpaired condition and above the point where deterioration begins.

b. On-Site Requirement: The Contractor is not required to provide an on-site elevator mechanic for specified duty hours. However, the Contractor shall provide qualified elevator mechanics, work crews, and supervisory personnel in such numbers and times as may be required to fully meet the contract requirements.

B. Acceptance of Existing Equipment:

a. In accordance with standard elevator industry practice this is a full maintenance contract. The

Contractor shall maintain, repair, test, and clean all the elevators and the elevator equipment for the applicable groups listed.

b. The contractor shall accept these elevators "as is". Except as listed below, no components are excluded from the requirements of this contract. All repairs shall be the Contractor's sole responsibility.

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C. Excluded Equipment:

a. The following elevator components are specifically excluded from this contract when determined by the Contracting Officer (CO) to be outside the scope of the contract.

1. Repairs or replacements made necessary due to negligence, vandalism, or misuse of the equipment by persons other than the Contractor, its representatives, or employees.

2. Refinishing or replacing elevator cab and floor coverings.

3. Incandescent or fluorescent lamps for car light fixtures.

D. Performance Requirements:

a. All elevator operations, maintenance, alterations, and repairs performed under this contract shall comply with the latest editions of the American Society of Mechanical Engineers (ASME) publication A17.1, "Safety Code for Elevators and Escalators" and A17.2, "Inspectors Manual for Electric Elevators". Throughout these specifications these documents will be referred to as "the code."

b. Contractor will be responsible for the cost of third-party inspections specified in the code.

c. Subject to the capability of the equipment the Contractor shall ensure that the original operating criteria is maintained at all times for each elevator.

1. Maximum capacity in pounds.

2. Rated speed in feet per minute.

3. Performance time measured brake to brake.

4. Door operation.

5. Traffic handling capabilities.

6. Response times.

7. Ride quality.

d. Acceptable performance will be based on Items D.(c)(1) through (7) above and a downtime percentage for each elevator of not more than one-half percent (.5%) per year (based on 365 days, 24 hours per day), a maximum of three service calls per month per elevator and a level or decreasing trend in service calls. An increased frequency of service calls is not considered acceptable performance.

E. Non-Standard Requirements: The Contractor's offer must include the following services:

a. Communication Devices. The contractor shall be responsible for the telephone lines and intercom lines in the hoist way and devices in car.

b. General and Emergency Lighting. For lighting installed in the machine room, hoist way, pit, car top and emergency lighting, the contractor shall furnish and install all lighting fixture components including ballasts, bulbs, lamps, and tubes.

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c. Replace hoisting and governor cables/ropes as needed.

F. Housekeeping:

a. The Contractor shall maintain all building space assigned to the Contractor and any Government owned equipment the Contractor is authorized to use in a neat, clean, orderly and working condition at all times.

b. The machinery exterior and other equipment parts that are subject to rust shall be kept painted.

The machine room floor shall be kept painted with good quality deck enamel.

c. The Contractor shall take all necessary precautions to safeguard and protect all Government property with which the Contractor comes in contact while performing the contract work.

d. Guide rails, overhead sheaves and beams, counterweight frames, top of cars, bottom of platforms, pits, and machine room floors shall be brushed, swept and mopped clean once a month. All accumulated rubbish shall be removed and deposited in the station provided trash compactor or dumpster. Chemicals, oily rags, or other fire hazardous materials shall be properly protected in Contractor-furnished VA approved containers or removed from the station daily after the completion of the cleaning activity.

e. The Contractor shall keep Material Safety Data Sheets (MSDS) on file with the on-site COR or his designee for all materials it uses.

f. The Contractor shall use reasonable care to minimize the generation of waste and will properly dispose of all waste it does generate.

g. The Contractor shall use reasonable care to minimize the risks its work poses to the environment, the customers, the general public, and the contract employees.

G. Quality Control Program:

a. The Contractor shall establish and utilize a comprehensive quality control program to assure that the contract requirements are provided as specified.

b. At least monthly the Contractor shall review the elevator performance including service calls with the COR and provide documentation of preventive maintenance services performed and weekly schedule of equipment serviced.

c. Annually the Contractor shall survey units to verify that they conform to the specifications in Paragraph 2.b.(3). At the conclusion of the survey the Contractor will provide the COR and CO with an equipment report and performance evaluation for each individual unit covered by this contract. The report shall indicate all repairs and upgrades for each unit.

d. Periodically the Contractor shall conduct field audits to maintain quality standards. The Government may request copies of these reports.

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e. In keeping with environmental protection, the Contractor shall immediately notify the COR in writing of any indication of underground oil seepage, which may be attributed to a leaky underground hydraulic cylinder.

H. Equipment Changes:

a. By the Contractor: The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the CO. If the CO authorizes changes, the Contractor shall make appropriate revisions to the elevator drawings and/or specifications. All improvements made by the Contractor during the term of this contract shall become and remain the property of the Government.

b. By the Government: The Government reserves the right to add and remove elevators from this contract at any time. The Government will inform the Contractor as far in advance as possible of any changes to the inventory. If the Government removes an elevator from service to perform work outside the scope of the contract the Government will deduct the monthly amount currently being paid to maintain that elevator. When the Government returns the elevator to service, it will resume paying the Contractor.

I. Supplies, Materials, and Equipment:

a. Furnished by the Government:

1. When the COR determines it to be available and appropriate, the Government will provide space in the building for the Contractor's expendable supplies, replacement parts, tools, and equipment.

2. When requested by the Contractor, the Government will provide drawings and specifications (if available) for the elevators. The Contractor shall keep these documents at the work site.

When the contract expires, these documents must be returned to the COR from whom they were obtained.

b. Furnished by the Contractor:

1. The Contractor shall provide all labor, supplies, materials, repair tools, and equipment

(including diagnostic tools and equipment) necessary to perform the work specified in this contract efficiently and effectively. The Contractor shall be required to replace, at no additional cost to the Government, any parts, which cost less than $2,000.00. If it is necessary to replace a part, which costs more than $2,000.00, the Contractor shall immediately notify the Contracting Officer and provide a cost proposal for the part. The Government shall only reimburse the contractor for the portion of the (part only) price that exceeds $2,000.00.

2. The Contractor shall provide a stock of expendable supplies and an approved container for storing used wiping towels in each machine room. The Contractor shall determine the appropriate stock levels needed in the building, subject to the Government’s approval.

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3. All parts replaced under the provisions of this contract shall be from the original equipment manufacturer, manufactured to OEM specifications or shall be replacement parts recommended by the equipment manufacturer, but no grey market repair parts will be allowed for work under this contract. Contractors must be able to provide parts within 24 hours.

4. The Contractor shall maintain a complete, orderly and chronological file including drawings, complete parts list, and copies of all reports as required by these specifications. This file shall be furnished to the Government during the last month of the contract period. This file shall be available for inspection upon request, and a complete file will be furnished to the Government during the last month of the contract period.

5. The contractor shall subcontract a third-party inspector for all annual, semiannual and five-year tests at no cost to the Government.

J. Inspection and Tests:

a. Maintenance and Repair Inspections by the Government: The Government reserves the right to make any test or inspection it deems necessary to make sure that all performance requirements are maintained.

b. Safety Deficiencies: If any condition is disclosed which constitutes a safety hazard to either elevator passengers or equipment, that unit shall be removed from service with corrective action completed within twenty-four (24) hours. After corrections have been made and reported to the COR the subject unit shall be placed back in service.

c. Annual, Semiannual Inspections and Five-Year Test:

1. Scheduling: Government personnel or other people employed for that purpose will schedule with the Contractor (at least 48 hours in advance) and conduct elevator inspections as required in the Code. The Contractor shall provide a qualified elevator mechanic to accompany the contractors subcontracted third party inspectors during each inspection at no additional cost. The Contractor shall also supply at no additional cost, any needed equipment to assist with the test or inspection.

2. Reports: The subcontracted third-party inspector will furnish a written inspection report to the Contractor who shall correct all listed deficiencies by the date specified in the report. However, any deficiency marked “EMERGENCY" must be corrected in the shortest possible time consistent with the nature of the problem and the best practices of the trade.

3. Corrections: When all listed deficiencies have been corrected, the Contractor will sign and date the inspection report and return it to the COR. At its discretion, the Government may then reinspect the work.

4. The Contractor shall perform all elevator tests required by the latest edition of the Code. Any damage to the elevator equipment caused by any such test shall be repaired by

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5. In addition to the requirements stated in the Code for the FIVE-YEAR test of safety at rated load and rated speed the Contractor shall:

1) Check and adjust existing load weighing devices to ensure that they perform their intended function at the correct weight.

2) Make all adjustments required to ensure that the safety devices perform their intended function as designed.

3) File smoothly any guide rail damage caused by setting of the safety devices.

K. Contract Closeout Inspection:

a. Prior to the expiration of the contract the Contractor and COR together will inspect all elevators. The COR will prepare an Existing Deficiency Report that lists the deficiencies found.

The Contractor will correct all the enumerated deficiencies that fall within the scope of this contract. The Contractor is also responsible for deficiencies that are discovered after the closeout inspection but before the expiration of the contract.

L. Repairs:

a. “Repairs" are defined as unscheduled work required to prevent the breakdown or failure of an elevator or to put an elevator back in service after a breakdown or failure.

b. The Contractor must complete all repairs within 24 hours after discovering the problem or of receiving notification that corrective action is required. If the Contractor cannot complete the repairs within twenty-four (24) hours he/she shall present a plan for completing the work to the

COR

c. The CO will, whenever necessary, decide whether a repair is within the scope of this contract.

d. Upon request, the Contractor shall furnish a record of all repairs made to the elevators, their accessories or appurtenances.

M. Service Calls:

a. A "Service Call" is a report of an elevator malfunction made by the COR or designated building occupants and the Contractor's subsequent response to and correction of the problem.

b. EMERGENCY CALL BACK SERVICE: Contractor must respond to emergency call back service, within two hours or less, and will response to requests by telephone or otherwise from the (1) Contracting Officer, (2) COR, or (3) their designees in case of a malfunction or if emergency trouble should develop between regularly scheduled maintenance. This call back service shall be rendered at any hour of any day of the week as requested at no extra charge to the Government.

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c. For each service call the Contractor shall provide COR documentation that contains the following minimum information:

1. A description of the problem.

2. The location of the problem.

3. Description of the action taken to resolve the problem.

4. The time and date corrective action was completed.

5. The name of the person who corrected the problem.

N. Preventive Maintenance:

a. Definition: "Preventive Maintenance” (PM) is regularly scheduled work on the elevator(s) that the

Contractor must do to accomplish the following:

1. Ensure they are safe, reliable and continued operation.

2. Prevent breakdown due to worn parts.

3. Maintain elevators above the point where deterioration begins.

b. Schedule: All passenger and service-type elevators shall be inspected weekly. A minimum of one hour per elevator per inspection is required. Inspections shall be made on Monday, Wednesday, and Friday of each week. Contractor shall provide a detailed schedule of which elevators are to be inspected by day of week. If a holiday falls on the scheduled day of inspection, the required inspection will be performed on the following workday. All freight-type elevators and dumbwaiters shall be inspected semi-monthly, a minimum of one and one-half hours per elevator and three quarters of an hour per dumbwaiter, per inspection, is required.

c. Cleaning, Lubrication, and Adjustment Service: When, and as required, motors, generators, controllers, relay panels, selectors, leveling devices, operating devices, switches on car and in hoist ways, hoist way doors and car doors or gate operating devices, interlocks and contacts, guide shoes, guide grooves in hoist ways and car door sills, hangers for all doors and car doors or gates, signal systems, car safety devices, governors, tension frames and sheaves in pits shall be cleaned, lubricated, and adjusted. Hoist motors and generator brushes shall be checked for wear at least every two weeks. Accumulated carbon dust shall be removed from commutators, brush rigs, and windings at the same time. Cleaning and refinishing the interior of cars and exterior of hoist way frames and doors are excluded. In addition, the same services for equivalent equipment, all control and operator valves in machine rooms and pits, pumps, and belts shall be furnished for hydraulic elevators included under this contract.

d. Contractors will be required to observe the semi-annual safety inspections performed by the elevator company responsible for elevator/dumbwaiter inspections.

e. Maintenance of Firefighter Service: All elevators provided with fire-fighter service shall be subject to Phase I recall and a minimum of one-floor operation on Phase II to assure the system is maintained in proper operating order. A written record of findings on the operation shall be made and kept on the premises of said operation.

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f. Prior to removing an elevator from service, the elevator mechanic shall coordinate the removal with the COR. Placing of "Out of Service” signs shall be the Contractor's responsibility.

g. After Hours: No after hour work will be performed on any elevator/dumbwaiter unless the malfunction inhibits operation or appears to make the unit unsafe. After Hours Point of Contact:

Boiler Plant Operator - Telephone: (601) 364-1537

O. Elevator List:

a. Below is a list of twenty-two (23) Elevators that the G.V. (Sonny) Montgomery VA Medical

Center in Jackson, MS are requesting preventive maintenance on the following elevators, dumbwaiters, and cart lifts. Reference paragraph five (J) inspection/tests, paragraph six (L) repairs, and paragraph eight (N) for preventive maintenance.

b. Elevator Location /Manufacturer /Serial Number:

P1 R&E MCE 3271592

P2 R&E MCE 3271589

P1 NHCU MCE 3271583

P2 NHCU MCE 3271586

P1 Clinical HW P2 Clinical HW P3 Clinical TKE BEF-301 P4 Clinical TKE BEF-302 P5 Clinical TKE BEF-303 P6 Clinical TKE EEF-475 P7 Admin TKE FT-9592 P8 Blue Northern SL-47588 P9 Blue HW S1 Clinical TKE BEF-304 S2 Clinical TKE BEF-305 S3 Warehouse TKE FEF-306 S4 Clinical HW S5 Clinical HW

CL#1 MECO CP-64532

CL#2 MECO CP-64533

DW#1 DA MATOT INC. 20978

DW#2 DA MATOT INC. 20979

DW#4 DA MATOT INC. 20977

P. Recording Prescence:

a. Each contract employee must sign in when entering the premises and state the purpose of the visit (for example, scheduled maintenance, service call, or repairs) and sign out when leaving the building.

Upon completion of service the Contractor shall report to the Electrical Unit Supervisor, Facility Management Service, or designee. A written report of services performed shall be furnished to the Electrical Unit Supervisor or designee. Such reports shall advise of any repairs or repair

10 | P a g parts not required to be furnished under the contract that are necessary to maintain the equipment in perfect operating condition. Supervisory employees shall indicate their titles adjacent to their signatures. The designated location of the log shall be in the Boiler Plant Control Room.

Q. Insurance:

a. Contractor is required to provide evidence of and to maintain the insurance requirements in FAR 52228-5, Insurance-Work on a Government Installation, for the period of performance.

R. Performance Requirements Summary:

Required Services

(Tasks)

Performance

Standards Acceptable

Quality Levels

Methods of

Surveillance

Incentive (Positive and/or

Negative)

Certifications-Current

Inspections (timeliness) Submit management reports as required

Call backs and call back timeliness

Reporting

Corrections of deficiencies

Meet PWS

100% (no deviation)

98% (slight

No more than 9 call backs per month when averaged over 6 month period, also response

COR random review

Failure affects performance evaluations

Failure affects

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5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. “Sonny” Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. This project, as encompassed by the final contract when executed, will consist of a base year (date of award to September 30, 2031) plus 4 option years of service for the facility. Contract performance will end when the contract is successfully completed. Contract type is firm fixed price.

Base Year: 10-01-2026 to 09-30-2027

Ordering Period 1: 10-01-2027 to 09-30-2028

Ordering Period 2: 10-01-2028 to 09-30-2029

Ordering Period 3: 10-01-2029 to 09-30-2030

Ordering Period 4: 10-01-2030 to 09-30-2031

6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November

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Christmas Day December 25

Other Federal Holidays (that could occur)

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

7. PERSONNEL PERFORMING WORK/SERVICES: Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: Elevator Preventive Maintenance and Repair Service. No unqualified individual shall be allowed to perform maintenance and/or repair of any equipment under this contract. Technicians, providers, and personnel who will be performing work, executing services, and completing required Deliverables shall possess the following qualifications:

A. Supervisor:

a. A supervisor is a person designed in writing by the Contractor to make decisions for the Contractor on a day-to-day basis.

b. According to standard industry practice, the Contractor shall employ competent supervisory personnel, and they will, at a minimum, have completed a supervisory training course. The supervisor must be fully conversant in English.

c. The supervisor(s) shall be available by telephone at all times while contract work is being performed.

B. Elevator Maintenance Mechanics:

a. Qualifications: The personnel employed by the Contractor shall be capable employees trained and qualified in elevator maintenance and repair work. Elevator maintenance mechanics performing contract work shall have journeyman status as recognized by the industry.

b. Licenses: Where applicable, all persons employed in a trade, craft, or profession that is licensed by state or local authorities shall have the appropriate license prior to performing any contract work. The license must be of a grade or level consistent with the requirements of the work being performed. The Contractor shall furnish a copy of each employee's license to the COR. C. Third Party Elevator Inspectors:

a. These individuals are contracted third party inspectors with professional elevator training and work experience. They possess Qualified Elevator Inspector (QEI) credentials but are not limited to the following:

1. Inspecting the work to ensure compliance with code and contract requirements.

2. Documenting through written inspection reports the results of all inspections and tests conducted.

3. Following through to ensure that all defects or omissions are corrected.

4. Conferring with the representatives of the Contractor regarding any problems encountered in the performance of the work.

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5. Assisting the COR in carrying out that official's responsibilities.

6. Witness the one (1) and five (5) year elevator tests.

8. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract.

9. DELIVERABLES:

10. RECORDS MANAGEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security

14 | P a g and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be placed in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The GVSMVAMC owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training.

The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704:

“Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

a. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

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b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

11. OTHER REQUIREMENTS:

11.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

11.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

11.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the

Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

11.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment.

Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.

11.5 VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change)

Contracting Officer Representative Electrical Supervisor Contracting Specialist

11.6 Warranty: Contractor shall provide a one (1) year warranty on all equipment/services covered in this contract.

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DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide the Elevator Preventative Maintenance and Repair Services to all interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a Sources Sought Synopsis only. Provide only the requested information below.

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification, Service Disabled/Veteran Owned Small Business. (SDVOSB/VOSB), HUBZone, 8(a), Small, Small disadvantage, woman owned small businesses) relative to NAICS code 811310-Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After reviewing the responses to this source sought synopsis, a solicitation announcement may be published on GSA eBUY or Contract Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement.

Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel.

Responses must be emailed to Latonya.Mack@va.gov no later than 11:00 AM CST, Wednesday June 3, 2026. Your response should include both the STATEMENT OF

CABABILITY, BUSINESS SIZE, SOCIOECONOMIC STATUS AND GSA CONTRACT

information as explained below. Please place "Attention: Elevator Preventative Maintenance and Repair Services for Jackson MS VA Medical Center ", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available;

therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS.

If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement.

REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY:

(1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform requested services.

Include the number of qualified personnel need to accomplish this service.

Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start.

Please state the distance of your facility from the Department of Veteran Affairs, Jackson MS 39216.

mailto:Latonya.Mack@va.gov

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Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 3:00pm (CST), Friday, May 27, 2026, via email to latonya.mack@va.gov

RFI responses are due by 11:00am (CST) Wednesday, June 3, 2026, size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to latonya.mack@va.gov. The subject line shall read: NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

VAMC as “Market Research” and will not be released outside of the Network Contracting Office (NCO) 16.

Contact Information:

LaTonya G Mack LaTonya.Mack@va.gov

Your response to this notice is greatly appreciated!

mailto:latonya.mack@va.gov mailto:latonya.mack@va.gov mailto:LaTonya.Mack@va.gov