Sources Sought Philadelphia Door.docx

The following is a Sources Sought/Request for Information notice. This posted notice is not a Pre- Solicitation or Solicitation document. The government is not currently soliciting bids, quotes or proposals at this time; however, reserves the right to do so at a later date. The Philadelphia VAMC in Philadelphia, PA 19104 is seeking potential sources for the following services for All-Inclusive Automatic Door Maintenance and Repair Services

ALL WORK TO BE COMPLETED AT THE FOLLOWING LOCATION:

Philadelphia VAMC 3900 Woodland Avenue Philadelphia, PA 19104

ALL INTERESTED PARTIES MUST ALSO HAVE AN ACTIVE REGISTRATION IN THE SYSTEM FOR AWARD MANAGEMENT (SAM) DATABASE. TO REGISTER, PLEASE VISIT WWW.SAM.GOV.

Responses to this notice shall include:

Company Name Address Point of Contact Phone Number Email Address UEI Number CAGE Code Tax ID Number

** Note: In accordance with the U.S. Supreme Court decision regarding Kingdomware, service disabled veteran owned (SDVOSB) and veteran owned (VOSB), who are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services shall be verified in Veteran Small Business Certification (VetCert) as follows to be considered: https://veterans.certify.sba.gov/

Process in 38 U.S.C. 8127(d) whereby a contracting officer of the “Department ” shall award contracts on the basis of competition restricted to small business concerns owned and controlled by veterans, if the contracting officer has a reasonable expectation that two or more small business concerns owned and controlled by veterans will submit offers, and that the award can be made at a fair and reasonable price that offers the best value to the United States.” For purposes of this VA specific rule, a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB), must meet the eligibility requirements in 38 U.S.C. 8127(e), (f) and VAAR subpart 819.7003 and be listed as verified in the Vendor Information Pages (VIP) database.

Please provide answers to all questions below regarding your firm’s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 811310:

1. Is your business a small business under NAICS 811310? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ______ NO ______

4. Is you firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS schedule for these items? YES______ NO______

Schedule Number: ___________________

Expiration Date: _____________________

Please provide a capability statement as well as any relevant literature addressing your organizations ability to supply the required items. Also, please include a point of contact name, phone number and email address.

Note: Questions regarding this notice should be addressed to Jennifer Beiswenger via email only. NO PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Please submit all responses to this notice via e-mail to:

Jennifer Beiswenger Contract Specialist Jennifer.Beiswenger@va.gov

Responses to this Sources Sought Notice are required by no later than Wednesday, October 30, 2024 at 12:00 pm EST.

1.0. Scope of Work

This is an all-inclusive Door Maintenance and Repair requirement. The contractor shall provide all management, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items and non-personal services necessary to perform the maintenance, inspection, and repair of all Automatic Doors as defined in this Performance Work Statement (PWS) except for those items specified as Government Furnished Property and services. The Contractor shall ensure continuous and safe operation of all automatic doors listed on the Automatic Door List Appendix C and provide the maintenance and repair services specified in the PWS including future additions of doors (as required) and in accordance with (IAW) current ANSI 156.10, American National Standard for Power Operated Doors, ANSI/BHMA A156.4-2019 Door Controls-Closers, ANSI/BHMA A156.8-2021, NFPA 80, NFPA 105 Door Controls – Overhead Stops and Holders inclusive of fire doors, ANSI/BHMA A156.38-2019 Standards for Low Energy Power Operated Sliding and Folding Doors. The contractor shall not perform inherently governmental functions as defined in FAR Subpart 7.5 in relationship to this PWS. The contractor assumes all responsibility to complete work as specified in this PWS and thereby shall perform all inspections of Automatic Doors listed Appendix C. The services to be provided by the Contractor under this agreement shall consist of furnishing all parts, labor, and transportation to provide preventative maintenance on the automatic sliding and automatic swing doors at the Corporal Michael J. Crescenz VA Medical Center as well as Service Calls for routine repair of doors and Emergency Service Calls for urgent repairs. Excluded services are listed in paragraph 1.6 below.

1.1. Preventative Maintenance Inspection (PMI) Plan

The Contractor shall provide a PMI plan for review and approval by the Contracting Officer (CO) and The Point of Contact (POC) within 30 days of contract award. The PMI plan shall be based on the Original Equipment Manufacturer (OEM) recommendations, contractor expertise and industry standards. The purpose of this plan is to prevent and correct equipment deficiencies as they occur, minimize breakdowns or service interruptions, extend automatic door service life, and warrant the services provided under the contract.

1.2. Preventative Maintenance Inspections

At minimum, the Contractor shall perform quarterly inspections, preventive maintenance, and routine repairs of each automatic door listed on the Automatic Door list, Appendix A. These will be scheduled and closely coordinated with the POC. All repair work or alterations to exiting doors will be performed in accordance with the door manufacturer’s specifications, and the National Electrical Code. Repairs shall be in accordance with accepted commercial practices, using parts and tools specified by the Manufacturer of each respective door. The Contractor shall notify the POC regarding repairs that are determined necessary during quarterly inspections and any subsequent service calls that may be necessary. All deficiencies will be corrected during the preventive maintenance service whenever possible or provide a specific timeframe of when it will be resolved. Downtime for doors requiring repairs shall be no longer than three (3) working days. The Contractor shall notify the POC in writing of any anticipated delay.

1.3. Service Calls

The Contractor shall respond to a Service Call placed by the POC within 24 hours of notification by either phone or email and shall begin work within two (2) business days of receipt of a service call. All deficiencies will be corrected during the service call whenever possible, or within a maximum three (3) business days if parts are available. For service calls that require replacement of parts, the Contractor shall begin work as soon as practical after receipt of parts and the equipment necessary to perform the repairs. The Contractor shall respond to each service call as prescribed and shall provide a report of the work completed. At minimum the Contractor should provide identification of each automatic door and its physical location, date, and time of inspection, listing of operational checks performed, maintenance work performed, description of repairs (if any), parts replaced, name of inspector or technician, an assessment of the overall condition of each door and time spent. All parts, labor and repairs shall be included in the firm fixed price contract apart from Excluded services in paragraph 1.6.

1.4. Warranted Equipment

The Contractor shall report to the POC the condition and location of an automatic door if it is found to be in new condition prior to performing repair work. New automatic doors may be under warranty therefore other may perform the necessary repairs. All defects in workmanship, material(s), and improper installation discovered by the Contractor during preventive maintenance or service calls shall be immediately reported to the POC so that corrective action may be taken.

1.5. Emergency Service Calls

The Contractor shall respond by phone or in person to emergency service call within forty-eight (48) hours of the notification made by the POC. The vendor shall begin work within 24 hours of notification and shall continue work until the emergency no longer exists. The Contractor shall make all repairs necessary to return the non-functional door(s) to operational status. The Contractor shall respond to each emergency service call as prescribed and shall provide a report of the work completed. At minimum the Contractor should provide identification of each automatic door and its physical location, date, and time of inspection, listing of operational checks performed, maintenance work performed, description of repairs (if any), parts replaced, name of inspector or technician, an assessment of the overall condition of each door and time spent. The Government reserves the right to seek repairs from another vendor. All parts, labor and repairs shall be included in the firm fixed price contract apart from Excluded services in paragraph 1.6.

Contactor must provide a contact phone number(s) for emergency service outside of normal duty hours. A list of contact personnel and phone number for service calls 24 hours a day, seven days a week is to be provided in writing, upon contract award.

1.6. Exclusions to Routine Maintenance and Repairs

Door frames, glass and damage by neglect are not included in the scope of the work. Service required due to damage caused by accident, fire, acts of God, acts of vandalism, riot, strike, floods, earthquakes, lightning or storm, end of life door replacement is not covered by this agreement. The Government reserves the right to obtain repair services from other vendors. This work is not included in the monthly maintenance cost.

If the Contractor encounters an item of work included in paragraph 1.6 the contractor shall be required to provide the Contracting Officer and POC a detailed cost proposal and/or estimate including an itemized breakdown for all labor hours, labor wages, parts, and materials, as well as a schedule with critical milestones for completing the repair services. These services include any repairs, alterations, adjustments, or overhauls when it is determined to be necessary.

The Contracting Officer must approve all repairs in writing that are not covered under this contract prior to the start of work. Work performed without approval will be considered an unauthorized commitment and may result in non-payment.

1.7. Contractor is responsible for clean-up of the work site and the disposal of all waste and excess materials. Contractor shall not utilize VA waste containers to dispose of their waste and materials. All waste and excess materials shall be removed from the facility and disposed of properly by the contractor. The Contractor should ensure the area is clean, orderly, and free of debris upon completion of each service.

1.8. Location of Services

Corporal Michael J. Crescenz VA Medical Center 3900 Woodland Ave. Philadelphia, PA 19104 Corporal Michael J. Crescenz VA Medical Center Nursing home 3461 Civic Center Blvd, Philadelphia PA 19104

2.0. Service Summary

The Contractor’s service requirements are summarized as performance ojectives that relate to essential services. The performance threshold briefly descdribe the minnimum acceptable levels of service required for each requirment. These threshold are critical to succesful performance of the contract.

Perform Inspection and Preventative Maintenance and submit a completed Performance Maintenance Inspection checklist to the POC within 5 businessdays of completion each quarter.

PMI Inspection checklists to be filled out on a quarterly basis for all doors covered in the contract and delivered to the POC within 5 business days of completion each quarter Satisfactory performance is achieved by submission of completed checklist within 5 business days.

Service Calls Contractor responded within 48 hours of notification and shall begin work within 2 business days.

Contractor Shall respond witin 48 hours of notification and shall begin work within 2 business days Starting work witin 2 Business Days achieves a satisforctory rating.

Service Calls Contractor shall complete repairs within 3 business days

All Service calls will be completed within 3 business days.

Satisfactory – Within 3 Business days

Emergency Service Calls Contractor shall respond to all emergency call within 2 hours of notification

Contractor Shall respond witin 2 hours of notification.

Satisfactory – Within 2 hours

Exclusions to Routine Maintenance and Repairs A detailed cost proposal must be submitted within 3 business days of identifying the needed repairs

All proposals submitted within 3 business days of identifying the needed repairs

Satisfactory – within 3 business days.

2.1. Quality Control

The Contractor shall develop and maintain a quality control program to ensure maintenance and repair services are performed in accourdance with National Fire Protection Associcaiton (NFPA) 80 and 105, ANSI 156.10, American National Standard for Power Operated Doors, ANSI/BHMA A156.4-2019 Door Controls-Closers, ANSI/BHMA A156.8-2021 Door Controls – Overhead Stops and Holders, ANSI/BHMA A156.38-2019 Standards for Low Energy Power Operated Sliding and Folding Doors and other applicable standards and codes. The Contractor shall develop and implement procedures to identify and prevent defective services from occurring and reoccurring. At a minimum, the Contractor shall develop quality control procedures addressing the area identified in the Services Summar Section 2. The Contractor shallmaintain all quality control records for the duration of the contract and will make them available to the POC within 24 hours of request. The Contractor will submit an electronic copy of the Quality Control Plan (QCP) to the POC within 30 days of contract award.

2.2. Quality Assurance

The POC will periodically evaluate the Contractor’s performance to ensure services are received. The POC will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s quality control program. The POC may inspect each task as completed or increae the number of quality control inspections deemed appropriate due to repeated failures discovered during quality control inspections if performance dictates. The Government will receive and investigate all customer complaints. The Contractor will be responsible for valisdating and resolving initial customer complaints, at the direction of the POC. The CO will make a final determination of the validity of ustomer complaints in the even of any dispute.

3.0. General Information

3.1. Records and Reports

The Contractor shall maintain maintenance and service records for each automatic door listed in Appendix C. These records will include a POC checklist of preventive maintenance and repairs as described in paragraph 1.3 and repairs made in response to any of the service calls. The Contractor will ensure these records are accurate, current, and available for periodic inspection by the POC.

3.1.1 Reports

Following eah PMI, the Contractor will prepare and submit a checklist, to include repairs made to any door during the quarterly inspection. The report may be an annotation on the checklist. An electronic written report is acceptable, and must be submitted to the TPOC within five (5) business days after the completion of the quarter. These reports shall include the checklist specified in section 1.2.

3.2. Standards

ANSI 156.10, American National Standard for Power Operated Doors, ANSI/BHMA A156.4-2019 Door Controls-Closers, ANSI/BHMA A156.8-2021 Door Controls – Overhead Stops and Holders, ANSI/BHMA A156.38-2019 Standards for Low Energy Power Operated Sliding and Folding Doors

3.3. Hours of Operation

All services will be provided under this agreement during normal business hours of 7:00AM-4:30PM EST, Monday through Friday, excluding holidays. Unless otherwise coordinated with the POC. Emregency calls after hours will be pefomred outside ot the normal business.

3.4. Permits

The Contractor shall be solely responsible for obtaining at its cost and expense any environmental permits required for its operations under the contract, independent of any existing permits held by the governement. The Contractor acknowledges that the Government will not consent to being named a secondary discharger or co-permittee for any opertation or activities of the Contractor under the contract.

All technicians will display photo identification when required to enter VA property. Report to the VA Police Desk to sign in, exchange driver’s license for VA Access Control Identification badge, and after work is completed, return to sign in, exchange ID badge for their driver’s license and leave a copy of the service report. The VA Police are in Building 1 at the Urgent Care entrance.

3.5. Safety and Health Requirements

All work shall be accomplished in accordance with federal, state, local, NFPA, OSHA and VA guidelines, codes, and regulations. It is the Contractor’s responsibility to ensure its employees and managers have a conprehensive understanding of OSHS requirements. Detailed information is available on the OSHA website at http://osha.gov. Contractors are responsible for complying with federal and state occupational safety and health standards.

3.6. Damages

Any damage caused by the contractor to the facility including but not limited to walls, ceilings, surfaces, equipment, furniture, utility lines, etc. shall be repaired to match existing conditions. Contractor shall be responsible to make these repairs at their own expense.

4.0. Appendices

4.1. Appendix A. Estimated Workload Data.

4.2. Appendix B. Checklists and Requirements.

4.3 Appendix C. Automatic Doors Inventory

APPENDIX A

ESTIMATED WORKLOAD DATA

1. ROUTINE INSPECTION and/or REPAIRS. Estimate approximately two hundred (200) routine repairs per contract year.

2. EMERGENCY REPAIRS. Estimate approximately six (6) emergency repairs per contract year.

APPENDIX B

Preventative Maintenance Check list

1. Visually inspect each door assembly for obvious problems and broken parts.

2. Replace all defective components and parts to guarantee continuous and proper operation.

3. Remove cover of operating mechanism to reveal control panel.

4. Check and adjust doors for proper operation of:

a. Opening speed

b. Closing speed

c. Latching operation and speed

5. Check and adjust all actuating and safety devices:

a. Proximity or electronic actuating devices

b. Proximity or electronic safety devices

c. Time delay devices

d. Wall or door actuating devices.

e. Hardware

6. Check all belts, cables, rollers, sprockets, and all door and other moving parts for proper alignment, lubrication, and operation.

7. Ensure all bolts, nuts, screws, etc. are properly tightened and secured to prevent future loosening.

8. Perform final operating inspection.

9. Re-install all covers properly and securely.

10. On the service report record all results, findings, action taken, and replacement parts used. Service report must be clearly identified by name per attached inventory list.

11. Provide one copy of the service report to VA within 5 days of the PM services.

Maintenance technicians Requirements

1. Maintenance technicians (MT) must have 2-years of recent experience on automatic doors, PM requirements and repair work.

2. MT will be competent, and knowledgeable on workplace safety and have OSHA training.

3. MT fully trained and certified in accordance with all applicable AAADM automatic pedestrian door-installation standards as well as ANSI 156.10 guidelines.

4. All MT must have their own transportation and tools. The Contractor shall ensure that his/her personnel present a professional appearance always and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs.

5. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service.

6. Contractor's employees shall conspicuously display on their person a badge provided by the Contractor that shall include the full name of the employee, the name under which the Contractor is doing business and a badge serial number.

7. All MT must have OSHA 10-hour training.

Infection Controls standards

1. Prior to start of work, all services performed by the contractor must be reviewed by VA Engineering and Infection Control to access risk of work being performed and accordance with the area of impact in the hospital. The infection control risk assessment will identify tasks that may carry the risk of contamination or the spread of disease. The infection control risk assessment will need to: Identify the hazards within the workplace, including those that potentially may be brought into the workplace.

2. See attached Master ICRA – 20 Permit which defines the categories of infection control remediation that the contractor must perform prior to any work. This permit must be signed by the contractor, engineering, and Infection control.

3. Contractor is responsible for all labor and material to meet the Infection control standards.

APPENDIX C