Elevator safety inspections and tests

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COMBINED SYNOPSIS/SOLICITATION ELEVATOR SAFETY INSPECTIONS AND TESTS, HUDSON VALLEY VA MEDICAL CENTER, (MONTROSE AND CASTLE POINT CAMPUSES).

(i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in subpart 12.6 and FAR Part 13 - Simplified Acquisition Procedures , as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through fedbizopps.gov on RFQ reference number 36C24219Q1195

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-05.

(iv) This procurement is being issued as restricted to Small Business, Open Market solicitation. The North American Industry Classification System (NAICS) code is 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a Small Business Size Standard of $7.5 Million.

(v) The Contractor shall provide pricing for Elevator Safety Inspections and Tests. Table is optional. Contractor can use their own pricing table but must ensure each Option Period is priced separately. See table below:

PRICING FOR: ELEVATOR SAFETY INSPECTIONS AND TESTS

Line Item

DESCRIPTION

QUANTITY

UNIT

UNIT PRICE

TOTAL PRICE

0001

Base Year: Elevator Safety Inspections and Tests for Montrose Campus and Castle Point Campus.

12

MO

Total Base Year:

1001

Option Year 1: Elevator Safety Inspections and Tests for Montrose Campus and Castle Point Campus.

12

MO

Total Option Year 1:

2001

Option Year 2: Elevator Safety Inspections and Tests for Montrose Campus and Castle Point Campus.

12

MO

Total Option Year 2:

3001

Option Year 3: Elevator Safety Inspections and Tests for Montrose Campus and Castle Point Campus.

12

MO

Total Option Year 3:

4001

Option Year 4: Elevator Safety Inspections and Tests for Montrose Campus and Castle Point Campus.

12

MO

Total Option Year 4:

Base and All Options Total:

(vi) Description of requirement

STATEMENT OF WORK

ELEVATOR SAFETY INSPECTIONS AND TESTS

Background

The Department of Veterans Affairs, Hudson Valley Health Care System is seeking semi-annual, annual, 5-year services for elevator inspections and safety tests at its Montrose Campus and Castle Point Campus. The tests shall be performed by an accredited QEI Certified elevator inspector and be conducted as outlined in the latest edition of ASME QEI-1 Standard. The inspections shall be conducted in accordance with the latest editions of the American Society of Mechanical Engineers, ASME A17.1 safety code for elevators, ASME A17.2 Inspectors manual for elevators, ASME A17.3 Safety code for existing Elevators. Inspections shall review the service, ADAAG Requirements, any recommended upgrades, enhancements, and or modifications.

Scope of Work

The contractor shall provide an on-site evaluation of the existing elevator equipment and equipment components to determine operating performance based on engineering practices common to the vertical transportation industry and current survey evaluation report. Monitor performance of the five-year safety test requirements.

The contractor shall conduct on-site survey evaluation/tests in accordance with the latest editions of the American Society of Mechanical Engineers, ASME A17.1, ASME A17.2, ASME A17.3, ASME QE-1 ANSI/ASSE A10.4 NFPA 70 and New York Laws and Rules Regulating Elevators / Escalators.

The contractor shall provide supervision, labor, any necessary tools, material, and all incidentals to conduct on-site survey evaluation. On-site survey evaluation will include a review of the existing equipment for safety code compliance, firefighters service, ADAAG requirements, recommended upgrades, enhancements and /or modernization.

During the first year of contract performance, the contractor shall provide training materials necessary to train designated personnel in the emergency evacuation of passengers from the assortment of elevator equipment located at each site. The use of Firefighters Service Phase 1 and Phase II Operation, in the event of a building evacuation and/or the transporting of fire or emergency equipment to an upper-floor position. Provide classroom training with written and visual instructions on the different procedures to execute a safe and successful procedure. Provide field training for the rescue teams on the different procedures to prepare them for actual emergency situations that may arise in day to day elevator operations. Provide written examinations to all trainees. A passing grade of (75%) percent is required to achieve a certificate of training. Provide a copy of the training manual for each trainee. Vendor shall conduct two (2) sessions at each campus of four (4) hours duration each for a total of sixteen (16) total hours of training.

Upon completion of each visit the contractor shall submit a detailed service report, for each elevator inspected and tested. There is to be a Contractor Report and owner recommendations/ Improvement.

All smoke detective in every elevator must be tested with fire department.

Review the service, ADAAG Requirements.

Recommended upgrades, enhancements, and or modifications.

Review pedestrian/employee usage of the equipment to determine the manner the elevators are used and operated.

Review of the present maintenance program, to determine coverage and conditions in the form of frequency, technical approach and repair technique.

Cover all items as specified in Report of Inspection of Elevators VA form 10-61 or ASME checklist of operations.

Identify conditions found to exist, deficiencies and conditions requiring correction.

Reporting Requirements

After (30) Thirty days of the completion of each inspection, the contractor shall

deliver to the COR (5) bound copies of a comprehensive report of unit(s)

inspected. The report shall include a listing of the operating performance for each

elevator/lift and a narrative which summarizes the inspection and test conducted. Identify conditions found to exist and deficiencies and conditions requiring correction.

Changes to Statement of Work (SOW)

Any changes to this SOW shall be authorized and approved only through written Modification provided by the Contracting Officer. NO other person including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the Contracting Officer will be considered inclusive.

Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

Class room/conference room space will be provided to conduct training,

Security

Contractor personnel must have in their possession for inspection by VA Police

Department a valid state or government issued identification such as drivers

license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

The contractor shall not have access to the Department of Veterans Affairs computer system.

Safety Codes / Certification / Licensing

ASME QEI-1 Standard,

ASME A17.1,

ASME A17.2,

ASME A17.3,

ADAAG Requirements,

VA form 10-61and/or ASME checklist of operations,

NFPA 101,

NFPA 70,

Table of Vertical Transportation System

Montrose Campus

BLDG. NO. DW/LIFT MFG. STOPS LBS. FPM TYPE DATE

1 1-1 PASS O.THOMPSON 4 4000 150 *E 1981

1 1-2 PASS O.THOMPSON 4 4000 150 *E 1981

3 3-1 PASS Thyssen/Krupp 3 4000 100 H 2005

3 3-2 PASS Thyssen/Krupp 3 4000 100 H 2005

4 4-1 PASS CEMCO 3 3500 125 H 1990

4 4-2 PASS CEMCO 3 3500 125 H 1990

5 5-1 SVC GENERAL 2 6000 100 H 1980

5 5-2 SVC GENERAL 2 6000 100 H 1980

5 5-3 DW SEDGEWICK 2 500 UNK E 1977

5 5-4 DL UNK - UNK UNK H UNK

6 6-1 PASS CANTON 3 3500 125 H UNK

6 6-2 PASS CANTON 3 4000 125 H UNK

7 7-2 PASS CANTON 3 3500 125 H 1990

12 12-1 PASS Thyssen/Krupp 3 4000 100 H 2005

12 12-2 PASS Thyssen/Krupp 3 5000 100 H 2005

13 13-1 PASS CEMCO 3 3500 125 H 1990

13 13-2 PASS CEMCO 3 4000 125 H 1990

14 14-1 PASS CEMCO 3 4000 100 H 1981

14 14-2 PASS CEMCO 3 4000 100 H 1981

15 15-1 PASS CANTON 3 4000 125 H 1981

15 15-2 PASS CANTON 3 4000 125 H 1981

17 17-1 FRT WESTINGHOUSE 3 4000 100 *E 1950

17 17-2 DL UNK - UNK - H UNK

17 17-3 DL UNK - 5000 - H UNK

17 17-4 DL BISHAMON - 5000 - H 2000

18 18-1 PASS DOVER 2 4000 125 H 2000

28 28-1 PASS GENERAL 4 4000 100 H UNK

30 30-1 PASS O.THOMPSON 5 2000 150 *E 1987

30 30-2 PASS O.THOMPSON 5 2000 150 *E 1987

52 52-1 PASS GENERAL 4 4000 100 H 1981

Castle Point Campus

7 7-1 PASS DOVER 4 4000 100 H 1994

9 9-1 PASS SERGE 3 2500 125 H 1975

15H P-1 PASS MID-STATE 4 5000 150 H 1987

15H P-2 PASS MID-STATE 4 5000 150 H 1987

15E P-1 PASS Thyssen/Krupp 4 3000 100 G 2007

16 P-1 PASS ESCO 2 2000 30 H 1965

16 Lift DL UNK - UNK - H UNK

17 P-1 PASS Thyssen/Krupp 4 3000 100 G 2007

18 P-1 PASS Thyssen/Krupp 4 3000 100 G 2006

19/20 P-1 PASS Thyssen/Krupp 3 4000 150 G 2008

21 P-1 PASS DOVER E50040 3 5000 100 H 1977

21 P-2 PASS DOVER E90041 3 5000 100 H 1977

44 Lift DL UNK - UNK - H UNK

Legend:

ELEVATOR TYPE: PASS=PASSENGER, FRT=FREIGHT, SVC=SERVICE, DW=DUMBWAITER, DL=DOCK LIFT (PLATFORM)

MACHINE TYPE: E=ELECTRIC, H=HYDRAULIC, G=GEARED

Requirements unique to the solicitation

All personnel working at the facility shall provide a copy of a current QEI-1 certification.

Period of Performance

This will be a Base Year plus (4) four Option Years

BASE YEAR 10/1/2019 9/30/2020

OPTION YEAR 1 10/1/2020 9/30/2021

OPTION YEAR 2 10/1/2021 9/30/2022

OPTION YEAR 3 10/1/2022 9/30/2023

OPTION YEAR 4 10/1/2023 9/30/2024

Frequency of Performance

The contractor shall perform semi-annual elevator inspection Monday thru Friday during normal business hours, (8AM 4:30PM)

Service to be performed semi-annually at (6) six-month intervals within plus or minus 10 calendar days of the anniversary of the last service. All semi-annual and annual inspections shall be completed at that time.

The first service shall be completed within (30) thirty days of contract award.

* *FIVE YEAR TEST REQUIREMENTS DUE IN YEAR 2020**

Contracting Office Address:

Department of Veterans Affairs

VISN 2 - Network Contracting Office 2

NY Harbor Healthcare System

423 East 23rd Street

New York, NY 10010

(vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance.

Place of Performance

VA Hudson Valley Health Care System

Montrose Campus

2094 Albany Post Road

Montrose, New York 10548

VA Hudson Valley Health Care System

Castle Point Campus

Route 9D

Castle Point, New York 12511

(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (MARCH 2016), applies to this acquisition. All offers must reference:

Solicitation number for this requirement as 36C24219Q1195

Name, address and telephone number of offeror

Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all the technical evaluation sub-factors. Failure to address all the sub-factors will result in your package being determined incomplete.

Price should be for all services detailed in section v of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete.

Acknowledgement of any solicitation amendments

Past performance information

A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.

Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration.

The following provisions are included as addenda to FAR 52.212-1:

52.204-7 System for Award Management (OCT 2018)

52.204-16 Commercial and Government Entity Code Reporting (JUL 2016)

852.209-70 Organizational Conflicts of Interest (JAN 2008)

852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition. VHAPM 817.2 3.4: This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price

(a)Award shall be made to the contractor whose quotation offers the best value to the government, considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria:

Technical capability - Contractor shall provide a maximum 10-page capability statement

demonstrating their ability to meet all of the requirements of the SOW.

LICENSING/CERTIFICATION/SAFETY CODES -The contractor must be able to provide proof that contractor, technicians and inspectors are licensed/certified to perform elevator safety test and inspections services and will be performed in accordance with ASME QEI-1 Standard, ASME A17.1, ASME A17.2, ASME A17.3, ADAAG Requirements, VA form 10-61and/or ASME checklist of operations, NFPA 101, and NFPA 70.

(2) Past performance - Contractor must provide three references for contract of similar scope and magnitude to be evaluated. The contractors Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor.

(3) Price - The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.

(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:

52.204-13 System for Award Management Maintenance (OCT 2018)

52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)

52.217-8 Option to Extend Services (NOV 1999)

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

52.228-5 Insurance-Work on a Government Installation (JAN 1997)

CL-120 Supplemental Insurance Requirements

52.232-18 Availability of Funds (APR 1984)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

852.203-70 Commercial Advertising (JAN 2008)

852.215-71 Evaluation Factor Commitments (DEC 2009)

852.232-72 Electronic Submission of Payment Requests (NOV 2012)

852.237-70 Contractor Responsibilities (APR 1984)

852.270-1 Representatives of Contracting Officers (JAN 2008)

(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.

The following subparagraphs of FAR 52.212-5 are applicable:

52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016)

52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)

52.219-6 Notice of Total Small Business Set-Aside (NOV 2011)

52.219-28 Post Award Small Business Program Representation (Jul 2013)

52.222-3 Convict Labor (June 2003)

52.222-21 Prohibition of Segregated Facilities (APR 2015)

52.222-26 Equal Opportunity (SEPT 2016) (E.O. 11246)

52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)

52.222-41 Service Contract Labor Standards (AUG 2018)

52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)

52.222-43 Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (AUG 2018)

52.222-50 Combating Trafficking in Persons (MAR 2015)

52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015).

52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)

52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)

52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018)

(xiii) The Service Contract Act of 1965 does apply to this procurement.

(xiv) N/A

(xv) This is a restricted to Small Business, Open Market combined synopsis/solicitation for Elevator Safety Inspections and Tests at the Hudson Valley Veterans Affairs Medical Center (Montrose and Castle Point Campuses) as defined herein.  The government intends to award a contract 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:"

The Quoter shall list exception(s) and rationale for the exception(s).

Submission shall be received not later than 14:00 PM EST, Friday, September 13th, 2019. The government shall only accept electronic submissions via email, please send all quotations to Monique.Paltan@va.gov. RFI s will not be accepted after Friday, September 06, 2019 at 14:00 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

(xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Monique Paltan, Contracting Specialist, 212-686-7500 Ext 6090; Monique.Paltan@va.gov.