Elevator Maintenance (WTXVA)

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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C257-19-Q-0071
Posted Date:
October 25, 2018
Original Response Date:
November 8, 2018 4:00PM CST
Current Response Date:
Site Visit:
Questions from Solicitation and Site Visit:
November 8, 2018 4:00PM CST
October 31, 2018 10:00AM CST, Engineering
Due NLT November 1, 2018, 2:00PM CST
Product or Service Code:
J maintenance, repair and rebuild of equipment
Set Aside (SDVOSB/VOSB):
Service-Disabled Veteran-owned small business
NAICS Code:
238290
Contracting Office Address
Network Contracting Activity NCO 17
124 E. Hwy 67
Duncanville, Texas 75137
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-100.
The associated North American Industrial Classification System (NAICS) code for this procurement is 238290, with a small business size standard of $15.0M. This solicitation is 100% set-aside for SDVOSB concerns. In accordance with VAAR 819.7003 and VAAR 852.219-10 in order to be eligible for award, all offerors must be registered and verified in the VIP database and small for the applicable NAICS code at the time of quote submission and at the time of award.
Network Contracting Office 17 is seeking to procure preventative maintenance and non-routine repair services for elevators at West Texas Health Care System (WTVHCS).
All interested companies shall provide a quotation for the following:
Statement of Work
Elevator PM & R Service
Purpose of Project: Perform routine, preventive, and emergency maintenance and repairs on all elevator systems at the West Texas VA Health Care System. 300 West Veterans Boulevard, Big Spring TX 79720.
Statement of Work: Provide all labor, material, equipment, travel, parts and personnel to perform preventive maintenance and repairs, normal maintenance and repairs, and emergency maintenance and repairs on (3) three passenger elevators, (2) two freight/cargo elevators, and (1) one morgue elevator. This Statement of Work incorporates by reference hereto and marked as Attachment No. 1, the Quality Assurance for Bi-Weekly Elevator Service.
Period of Performance: Base year with four (4) one-year option periods.
Description of work.
2.1 Remove and dispose of old parts and debris associated with the maintenance and repairs of elevators. Remove oil residues and/or EPA hazards associated with the maintenance and repairs of elevators. Paint safety rails and mark associated equipment relevant to the elevators in the motor room, elevator shafts, and basement elevator equipment rooms.
2.2 Provide all load and safety tests and printed results other than those required to be performed by a third party.
2.3 Contractor will ensure that all parts and controls are nonproprietary where possible and meet with current ADA regulations and safety standards
2.4 Perform 5-year load tests and inspections.
2.5 Contractor will conduct all routine and preventive maintenance and repairs during normal business hours 8:00am-4:30pm Monday through Friday except federal holidays.
2.6 Contractor will respond to normal (other than emergency) service calls during the stated business hours within 24 hours of notification.
2.7 Contractor will conduct emergency maintenance and repairs as needed 24 hours a day, seven days a week to include all holidays.
2.8 Contractor will respond to all emergency calls and be on site within 4 hours. An emergency will be defined as an adverse operation of an elevator that threatens life or property, and/or negatively affects the day to day operations of the medical facility.
2.9 Contractor will immediately notify the Chief of Engineering and the COR of any deficiencies found during any phase of maintenance and repairs.
2.10 Contractor will perform Preventive Maintenance checks on all elevator systems bi-weekly (defined as every 14 calendar days). The contractor will provide a list of PM s (preventative maintenance) completed during each visit to the COR. The contractor will request a signature from the COR for each visit, for proof that visits are being completed on schedule and that the PM s are being completed. A copy of the COR signed visit page will be submitted with the invoices to receive payment.
2.11 Contractor will provide written reports of all maintenance and repairs conducted to the COR and Chief, Engineering Service.
Description of Tasks and Associated Deliverables: The vendor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW.
Task One: The vendor shall provide a detailed work plan and briefing for the VA project team, which presents the vendor s plan for completing the task order. The vendor plan shall be responsive with this SOW and describe, in further detail, the approach to be used for each aspect of the task order as defined in the technical proposal.
Deliverable One: A detailed work plan and briefing.
Task Two: The vendor shall provide prefabricated materials if needed for execution of PM or repair.
Deliverable Two: Prefabricated materials to include A frame or other lifting apparatus, housings, and panel covers.
Task three: The vendor shall provide all parts, and labor.
Deliverable Three: Parts to include: All seals, gaskets, lubricants, filters, hardware, and replacement parts required for the maintenance and repair of the elevators in accordance with the manufacturer recommendations and applicable laws that govern the operation and maintenance of elevators.
Task Four: The vendor shall provide installation.
Deliverable Four: Installation of all parts and prefabricated materials are accomplished.
Task Five: The vendor shall provide all hot work as necessary.
Deliverable Five: Accomplish all hot work which will include plasma cutting, grinding, welding, and soldering.
SCHEDULE FOR DELIVERABLES
The vendor shall complete the Delivery Date column in Attachment A for each deliverable specified.
Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.
If for any reason any deliverable cannot be delivered within the scheduled time frame, the vendor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall operation and reliability of the elevators. The CO will then review the facts and issue a response, in accordance with applicable regulations.
All work and electrical or elevator shutdowns will be coordinated with the Contracting Officer Representative, VA electrician and Chief of Engineering.
Elevators that are down longer than 2 days will require a written explanation to the COR and the Chief, Engineering Service.
Changes to the statement of work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the vendor.
Government Furnished Property: Government will supply location and facilities technical and electrical schematics as needed. West TX VAMC has seven floors. Elevators 1, 2 and 4 services floors 1-6, Elevator 3 services the basement and floors 1-6, Elevator 5 services floors 1-3 and the morgue elevator services the basement and the 1st floor.
CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the vendor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.
The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the vendor. Any request for information relating to this task order, presented to the vendor, shall be submitted to the CO for response.
Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
The vendor s employees will not require access to the Department of Veterans Affairs computer systems.
Delivery and Packing, Inspection/Acceptance requirements, Warranty:
9.1 The contractor shall provide bi-weekly written reports to the COR and Chief of Engineering Services.
9.2 The vendor shall provide all operational manuals, parts manuals, and repair manuals.
Place of Performance
Address:
300 West Veterans Boulevard
Big Spring, TX
Postal Code:
79720
Country:
UNITED STATES
Award shall be made to the lowest priced offeror whose quotation meets the requirements of the solicitation. Basis of award, technical acceptability to meet the Governments requirement; past performance, and price. Technical and past performance when combined are equal to price.
Technical: Capability to meet all the requirements of the statement of work.
Provide a capability statement, maximum 5 pages. The contractor shall be a firm regularly engaged in the repair, maintenance and servicing of vertical transportation systems (elevators). The expertise, experience, and regular business shall include the repair, maintenance and servicing of both traction type machines and hydraulic machines of the passenger, freight and hospital type elevators. The expertise and experience shall be of such extent so as to provide them the knowledge of conditions of elevators and the scope of repairs, maintenance and servicing of elevators generally found in hospital use. They shall possess all the manpower, equipment, tools, and ready sources of parts as necessary to promptly, skillfully, and expertly carry out the statement of work.
Offerors shall be able to show evidence of their reliability, ability and experience by furnishing:
(1) Elevator Lead Technician Resume, Training Certifications, and Licenses;
(2) A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of certification by a recognized certification program such as National Association of Elevator Contractors (NAEC) Certified Elevator Technician (CET), the International Union of Elevator Constructors.
A description of technical approach, methodology, technique to accomplish requirement;
Explanation of how to meet 4-hour emergency response time.
Past Performance: Â List of other concerns and/or Government Agencies for which comparable services were rendered by the Offeror. Generally, the principals of the company shall have had approximately five years successful experience in fully maintaining elevators and dumbwaiters. Identify at least three references, preferably federal agency contracts whereby you have provided the same or similar services described in this solicitation. Include contract number, dates of performance, point of contact, and telephone number. (Past performance questionnaire attached)
Price: Evaluated for reasonableness.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items (AUG 2018)
FAR 52.212-1, Instructions to Offerors-Commercial Items (AUG 2018)
addenda to FAR 52.212-1
52.216-1, Type of Contract
852.270-1, Representatives of Contracting Officers
FAR 52.212-3, Offerors Representations and Certifications Commercial Items (NOV 2017)
Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017)
addenda to FAR 52.212-4
52.204-9, Personal Identity Verification of Contractor Personnel
52.217-8, Option to Extend Services
52.217-9, Option to Extend the Term of the Contract
52.232-40, Providing Accelerated Payments to Small Business Subcontractors
52.237-1, Site Visit
52.237-3, Continuity of Services
852.203-70, Commercial Advertising
852.219-10, VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside
(JUL 2016)(DEVIATION)
(a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern or SDVSOB :
(1) Means a small business concern:
(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans or eligible surviving spouses (see VAAR 802.201 Surviving Spouse definition);
(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;
(iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov); and
(v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable
(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(b) General.
(1) Offers are solicited only from verified service-disabled veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a verified service-disabled veteran-owned small business concern.
(c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR §125.6.
(d) A joint venture may be considered a service-disabled veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate.
(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.
End of Clause
852.219-74, Limitations on Subcontracting Monitoring and Compliance
852.232-72, Electronic Submission of Payment Requests
852.237-70, Contractor Responsibilities
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (NOV 2017)
The following subparagraphs of FAR 52.212-5 are applicable:
52.204-10, Reporting Executive Compensation
52.204-14, Service Contract Reporting Requirements
52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment
52.219-13, Notice of Set-Aside of Orders
52.219-28, Post Award Small Business Program Representation
52.222-3, Convict Labor
52.222-17, Nondisplacement of Qualified Workers
52.222-21, Prohibition of Segregated Facilities
52.222-26, Equal Opportunity
52.222-36, Equal Opportunity for Workers with Disabilities
52.222-41, Service Contract Labor Standards
52.222-42, Statement of Equivalent Rate for Federal Hires
52.222-55, Minimum Wages Under Executive Order
52.222-62, Paid Sick Leave Under Executive Order
52.222-50, Combating Trafficking in Persons
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.225-13, Restrictions on Certain Foreign Purchases
52.232-33, Payment by Electronic Funds Transfer System for Award Management
All offerors shall submit the following: quote, capability statement, training certifications, licenses, description of technical approach to include emergency response time, and past performance documentation.
This is a combined synopsis/solicitation for services as defined herein.  The government intends to award a firm fixed price contract base with four option year renewal as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Offeror shall list exception(s) and rationale for the exception(s).
The VA is strongly encouraging all interested parties to attend the Site Visit scheduled on October 31, 2018 10:00AM CST. By offering a Site Visit, VA hopes potential Offerors will gain a better understanding of the requirements and the location where services are to be performed, interested parties must inform the VA of your intent to attend the Site Visit by email. Please note that interested parties will not be authorized to use this Site Visit to present or pitch their proposed solution, services, or capabilities to any Government representative, and any attempt to do so will result in a polite request for the person(s) to leave the site. Interest in Site Visit notices must be received by Tuesday, October 30, 2018 at 9:00am Central Standard by email to Lynn Pettit @ Lynn.Pettit@va.gov. The content of this notice should be as follows: The company name, the names of the representatives who will be attending, the business size and socio group (i.e. small, large, SDVOSB), a valid phone number and email.
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer at Lynn.Pettit@va.gov. Questions in response to this solicitation are due no later than November 1, 2018 CST.
Submission of offers/quotes shall be received not later than November 8, 2018 4:00PM CST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only e-mailed offers/quotes will be accepted. All offers/quotes shall be sent to Lynn.Pettit@va.gov. Reference RFQ 36C257-19-Q-0071 on subject line of email. In addition, if applicable upon submission of offers/quotes all offerors must also clearly identify how they will meet the requirements of 13 CFR 125.6 and provide documentation stating such.
Price/Cost schedule
ITEM No.
DESCRIPTION OF SUPPLIES/SERVICES
QTY
UNIT
UNIT PRICE
AMT
0001
BASE YEAR
Provide all labor, material, equipment, travel, parts and supervision for full maintenance for three Passenger Elevators, two Freight Elevators, and one Morgue Elevator in accordance with the Statement of Work.
12
MO
1001
OPTION YEAR ONE
Provide all labor, material, equipment, travel, parts and supervision for full maintenance for three Passenger Elevators, two Freight Elevators, and one Morgue Elevator in accordance with the Statement of Work.
12
MO
2001
OPTION YEAR TWO
Provide all labor, material, equipment, travel, parts and supervision for full maintenance for three Passenger Elevators, two Freight Elevators, and one Morgue Elevator in accordance with the Statement of Work.
12
MO
3001
OPTION YEAR THREE
Provide all labor, material, equipment, travel, parts and supervision for full maintenance for three Passenger Elevators, two Freight Elevators, and one Morgue Elevator in accordance with the Statement of Work.
12
MO
4001
OPTION YEAR FOUR
Provide all labor, material, equipment, travel, parts and supervision for full maintenance for three Passenger Elevators, two Freight Elevators, and one Morgue Elevator in accordance with the Statement of Work.
12
MO
GRAND TOTAL
Attachment A
Schedule of Deliverables
Deliverable No.
Item
Quantity
Delivery Date
ONE
A detailed work plan and Briefing for the VA project Supervisor and COR
1 EACH
within 7 calendar days after award
TWO
Provide test standards and materials
N/A
within 10 calendar days after award
THREE
Provide necessary parts, and labor
N/A
As needed during contract execution
FOUR
Contract execution
1 JOB
within 14 calendar days after award
Past Performance Questionnaire
NCO 17, North Texas VA Health Care System, Contracting Office is conducting a competitive acquisition for elevator maintenance and repair. The offeror has identified you as a reference to validate the offeror s past performance.
Please complete the following questionnaire to assist our evaluation of the contractor s past performance, and return to: Ms. Lynn Pettit electronically by e-mail at Lynn.Pettit@va.gov.
Past Performance Questionnaire
Name of Contractor being evaluated:
How long has your company had a contract with this contractor? ___________________
2. Where is the location of this service? __________________________________________
3. Have there been late deliveries or other unsatisfactory performance resulting in additional contractual or administrative costs?
Yes _______ No _______
If yes, explain: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4. Quality of Service compliance with contract statement of work requirement? (See following page for rating system.)
(1) Superior___ (2) Satisfactory___ (3) Marginal___ (4) Unsatisfactory___
If other than Satisfactory, explain how the overall performance exceeds or does not meet contractual requirements. _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5. Timeliness, courtesy and overall ability to provide contracted service.
(1) Superior___ (2) Satisfactory___ (3) Marginal___ (4) Unsatisfactory___
If other than Satisfactory, explain how the overall performance exceeds or does not meet contractual requirements. _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6. Business/Customer Relations Effective management; successfully managed services; reasonable/cooperative behavior; flexible; business-like concern for customer s interest.
(1) Superior___ (2) Satisfactory___ (3) Marginal___ (4) Unsatisfactory___
If other than Satisfactory, explain how the overall performance exceeds or does not meet contractual requirements. _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Rating System:
Superior Overall performance exceeds contractual requirements and gives extra benefits to the customer. Problems, if any, were promptly corrected without negative impact to the customer.
Satisfactory Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.
Marginal - Performance does not meet some contractual requirements. The contractor s proposed actions to correct any problems appear only marginally effective or were not fully implemented.
Unsatisfactory Performance does not meet most contractual requirements. The contractual performance contains serious problem(s) for which the contractor s corrective actions appear or were ineffective.
Signature: _____________________________ Date: __________________________
Print Name: ___________________________ Company: _______________________
Title: ________________________________ Telephone: ______________________.