H399--Third-Party Elevator Inspections

This is a Sources Sought Notice for Third-Party Elevator Inspection Services as identified in the Statement of Work (SOW) for the Saginaw VA Medical Center in Saginaw, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below.

The services required are in the DRAFT SOW attached to this notice and are subject to change should a solicitation be issued as a result of this notice.

Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response:

DUNS NUMBER

SAM UEI NUMBER

GSA Contract Number

Capabilities Statement

Confirmation of actual intent to submit an offer should an RFQ be posted in future

Company name and address

Point of contact information (name, phone, email)

Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.)

This Sources Sought Notice is intended to locate any business capable of performance.

The anticipated NAICS Code for this requirement is 541350.

This is not a Request for Quotation and quotes shall not be reviewed at this time.

The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement 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.

Responses shall be submitted to Jeanne Ortiz at jeanne.ortiz@va.gov by Monday, February 9, 2026, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25026Q0244 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE.

DRAFT STATEMENT OF WORK

SCOPE

The Saginaw VA Medical Center (SVA), located at 1500 Weiss Street, Saginaw, Michigan 48602, requires a firm, fixed-price contract for semi-annual (every six months) and annual third-party QEI-1 Certified Elevator Inspection/Witness Services. Contractor shall provide all supervision, labor, equipment, travel and supplies.

Firm, fixed-price contracts cover the services listed within at a set price, and overall total contract value. All services under this contract are included in the set price.

REQUIREMENTS AND QUALIFICATIONS OF INSPECTOR

The inspector must meet the qualification requirements of the ANSI/ASME QEl-1 certification. Inspectors must be certified by an organization accredited by ANSI/ASME in accordance with the requirements of ANSI/ASME QEl-1.

The contractor must provide proof of QEl-1 certification for their inspectors. A copy of the certificates must be provided with the proposals.

All work performed under this contract must be accomplished by QEl-1 Certified Inspectors with the Service POC/COR and a Certified Elevator Technician.

INSPECTIONS

QEl-1 Certified Elevator Inspector to witness and certify one Semi-Annual Periodic Inspection per year, one Annual Safety Test per year, and one Five Year Load Test of all elevators.

There must be two inspections per year, every six months, on all the equipment listed in the Schedule of Vertical Transportation Equipment.

Periodic inspection must be performed at six-month intervals between the annual inspections.

Annual Inspection and No-Load Test must be performed annually.

Five-year Inspection and Full Load Test must be performed at the time the Annual Test is due. Full Load Testing may be during off-tour hours, between 5:00pm on a Friday and 8:00am on Monday. The Contractor must be notified in advance by the Service POC/COR on date and times of the Five-Year Inspection & Test. The five-year inspection and load tests may be performed during or over a weekend or holiday to reduce the impact to the facility.

Inspections must include but are not limited to inside of the elevator, elevator machine room, elevator control room, secondary equipment machine room, top of elevator, hoistway, elevator lobbies, and elevator pit.

All inspections must be conducted in accordance with the ASME A17.1 code year edition the elevator was installed to comply with and ASME A17.2 Inspectors Guide.

Site visit/inspection must include a review of the existing equipment for safety code compliance, firefighters' service, ADAAG requirements, recommended upgrades, and modernization needs based on long term life expectancy of the current equipment.

Findings and recommendations must be submitted in the required narrative and included with the inspection report.

During any inspection parts must be removed where necessary to determine the exact condition of parts which could not otherwise be determined, and the equipment must be cleaned where necessary to make the proper inspection. All parts must be reinstalled after removal.

All inspections must be performed in the presence of the elevator maintenance technician currently under contract as the VA elevator preventative maintenance contractor and a Service POC/COR.

First inspection is due between 04/15/2026 and 05/01/2026. Second inspection must be performed six (6) months later. All following option year inspections must be on the same twice-per-year schedule.

Each visit/inspection must include an out-brief meeting with the Service POC/COR to discuss the inspection violations, findings, immediate needs, and necessary corrections.

DOCUMENTATION

Each inspection survey/evaluation must include a comprehensive report:

Listing and narrative of the operating performance for each elevator/lift.

A narrative, which summarizes the inspection and tests conducted.

Explains and identifies any conditions found to exist that require repair or replacement.

Provide recommendations as to what actions should be implemented to correct deficiencies and/or conditions identified.

A list of all parts that are needed and are recommended for replacement to keep the equipment in good operating condition.

Contractor must, if necessary, clearly indicate any adjustments, repairs, or replacements necessary to correct troubles encountered.

Furnish specifications (if requested by the Service POC/COR) sufficient to enable the VA to purchase the materials required for those purposes.

Indicate all items and locations inspected.

Reports must be submitted electronically within two (2) weeks after completion of the inspection.

Narrative and recommendations listed above must be in addition to standard ASME report/checklists and reports per the required ASME codes.

Complete attached inspection documents for each unit.

install inspection certificate in each unit.

DAYS & HOURS OF OPERATION

Unless otherwise directed by the Service POC/COR, services will not be required on federal holidays. See list here: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

Unless otherwise directed by the SERVICE POC/COR, Contractor is responsible for conducting business, between the hours of 7:00AM and 5:00PM Monday through Friday except for federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

SECURITY REQUIREMENTS

Contractor personnel performing work under this contract must check in with the Service POC/COR.

Contractor must be escorted by the Service POC/COR and/or the elevator maintenance technician during all elevator inspections.

INTERFERENCE TO NORMAL FUNCTION

Contractor personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of patients, personnel, equipment, and carts.

SAFETY

The Contractor must consider the clinical environment and instruct his/her employees on applicable safety precautions and specific requirements.

CONTRACTORS ON SITE RESPONSIBILITIES

Contractor's employees and any subcontractors approved by the Service POC/COR must always wear visible identification while on SVA premises. Identification must include but not be limited to a company identification card, which must include company name, employee name, title, and a photograph of the employee.

It is Contractor s responsibility to park in the appropriate designated parking areas. Information on parking is available from the SVA Police Section. The SVA will not invalidate or make reimbursements for Contractor parking violations under any conditions.

Any interior or exterior doors that must be unlocked to gain access must be kept locked during the performance of work unless it results in the creation of a safety hazard. In those instances, the Contractor is responsible for taking necessary actions to maintain the same level of security prior to gaining access/performing work. Should any other devices need to be unlocked like an entry gate, those devices must be locked immediately upon entry or exit. At no time must the Contractor allow any person into a locked area or loan keys/access cards to another person. Contractor may be held in default for failure to comply with this requirement and subject the Contractor and employees to contract and other legal remedies.

Due to the nature of working at a government facility, the Contractor's staff must be required to sign in and out each day at a designated location determined by the Service POC/COR.

The Contractor agrees that none of its officers or employees must use or reveal any research, statistical, medical, or security information which may be obtained during the performance of the work or as a result their presence on Government premises without the written consent of the Government.

Smoking is prohibited inside any buildings at the VAMC.

Possession of weapons is prohibited.

Enclosed containers, including tool kits, may be subject to search. Violations of VA regulations may result in citation answerable in the United States District Court.

SCHEDULE OF ELEVATORS

Bldg.# Elevator#

Manufacturer

Type: Traction/

Hydraulic

Year Installed/

Updated

A17.1

Code Year

Full Load Capacity

Contract Speed

# of Stops

Building 1 Elevator A

MCE Controls

Traction

2024

2016

3500

350 FPM

6

Building 1 Elevator B

MCE Controls

Traction

2024

2016

3500

350 FPM

6

Building 1 Elevator C

MCE Controls

Traction

2023

2016

5000

350 FPM

6

Building 1 Front Lobby OTIS Hydrofit 5012R

Hydraulic

2012

2007

5000

125 FPM

2

Building 6 Main Lobby OTIS HydroFit 2110

Hydraulic

2014

2007

2100

100 FPM

2

Building 22

Elevator D MCE Controls

Hydraulic

2023

2016

5000

125 FPM

3

Building 22 Elevator E

MCE Controls

Hydraulic

2023

2016

5000

125 FPM

3