H936--Annual Elevator Inspections

Sources Sought Notice (SSN)

Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 16

(NCO16)

This SSN is for market research and planning purposes only and shall not be considered an

Invitation for Bid (IFB), Request for Task Execution Plan, Request for Quotation (RFQ), or a

Request for Proposal (RFP). Additionally, there is no obligation on the part of the Government to

acquire any products or services described in this SSN. Your response to this SSN will be treated

only as information for the Government to consider. You will not be entitled to payment for

direct or indirect costs that you incur in responding to this SSN. This request does not constitute

a solicitation for proposals or the authority to enter negotiations to award a contract. No funds

have been authorized, appropriated, or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted, or competition-sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this SSN.

The North American Industry Classification System (NAICS) for this requirement is 238290

with a size standard of $22.0 Million and Product Service Code (PSC) of H330.

Please note that this is a draft Statement of Work.

DRAFT STATEMENT OF WORK (SOW)

Elevator Inspection

Elevator safety inspections for all traction and hydraulic elevators located at Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock and North Little Rock, AR. The elevator maintenance contractor under contract with the CAVHS at the specific building location will be present and assist in the inspection and testing. The elevator maintenance contractor will provide the necessary expertise, manpower, test weights, gauges, dynamometers, etc., to perform the various inspections and tests required by code. The elevator inspector shall provide door pressure gauges, stopwatches, calipers, flashlights, and other small hand tools necessary to conduct inspections.

Central Arkansas Veterans Healthcare System (CAVHS)

4300 West 7th Street, Little Rock, AR

Passenger Cab Elevators

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

1

P-1

1

4,000

1984

500

8

Power Doors

2

P-2

1

4,000

1984

500

8

Power Doors

3

P-3

1

4,000

1984

500

8

Power Doors

4

P-4

1

4,000

1984

500

8

Power Doors

5

P-5

1

4,000

1984

500

8

Power Doors

6

S-1

1

5,000

1984

500

8

Power Doors

7

S-2

1

5,000

1984

500

8

Power Doors

8

S-3

1

5,000

1984

500

8

Power Doors

9

S-4

1

5,000

1984

500

8

Power Doors

10

S-5

1

5,000

1984

500

8

Power Doors

17

VA-UAMS

1

4,500

1984

150

1

Power Doors

Central Arkansas Veterans Healthcare System (CAVHS)

4300 West 7th Street, Little Rock, AR

Cart Lift

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

11

Cartlift-1

1

300

1984

300

8

Manual Doors

12

Cartlift-2

1

300

1984

200

8

Manual Doors

13

Cartlift-3

1

300

1984

300

8

Manual Doors

14

Cartlift-4

1

300

1984

200

8

Manual Doors

Central Arkansas Veterans Healthcare System (CAVHS)

4300 West 7th Street, Little Rock, AR

Dumbwaiter

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

15

DW-1

1

300

1984

200

8

Manual Doors

16

DW-2

1

300

1984

200

8

Manual Doors

Central Arkansas Veterans Healthcare System (CAVHS)

4300 West 7th Street, Little Rock, AR

Passenger Hydraulic Elevator

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

18

MICU/1F

1

5,000

2003

100

1

Power Doors

Central Arkansas Veterans Healthcare System (CAVHS)

2200 Fort Roots Drive, North Little Rock, AR

Passenger Cab Elevators

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

1

Bldg 58

1

3,500

1965

200

3

Power Doors

2

Bldg 65

1

3,500

1990

200

3

Power Doors

4

Bldg 66

1

3,500

1968

200

3

Power Doors

6

Bldg 68

1

3,500

Unknown

200

3

Power Doors

9

Bldg 111

1

3,500

1966

100

3

Power Doors

11

Bldg 170

1

3,500

1982

350

4

Power Doors

12

Bldg 170

1

4,000

1982

350

4

Power Doors

13

Bldg 170

1

4,000

1982

350

4

Power Doors

14

Bldg 170

1

4,000

1982

350

4

Power Doors

15

Bldg 170

1

4,000

1982

350

4

Power Doors

16

Bldg 170

1

5,000

1982

350

4

Power Doors

17

Bldg 170

1

5,000

1982

350

4

Power Doors

18

Bldg 170

1

5,000

1982

350

4

Power Doors

19

Bldg 170

1

5,000

1982

350

4

Power Doors

20

Bldg 170

1

5,000

1982

100

4

Power Doors

21

Bldg 170

1

5,000

1982

350

4

Power Doors

Central Arkansas Veterans Healthcare System (CAVHS)

2200 Fort Roots Drive, North Little Rock, AR

Passenger Hydraulic Elevators

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

3

Bldg 65

1

4,000

Unknown

150

3

Power Doors

5

Bldg 66

1

4,000

Unknown

125

3

Power Doors

8

Bldg 103

1

2,500

1989

125

3

Power Doors

22

Bldg 170

1

5,000

1982

350

4

Power Doors

24

Bldg 190

1

2,500

1994

125

3

Power Doors

25

Bldg 190

1

2,500

2011

100

3

Power Doors

27

Bldg 89

1

2,000

2002

100

2

Power Doors

28

Bldg 193

1

3,000

2014

100

2

Power Doors

29

Bldg 102

1

3,000

2016

100

1

Power Doors

Central Arkansas Veterans Healthcare System (CAVHS)

2200 Fort Roots Drive, North Little Rock, AR

Freight Hydraulic Elevators

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

7

Bldg 76

1

2,500

1980

30

1

Power Doors

10

Bldg 159

1

6,000

1969

50

1

Power Doors

23

Bldg 182

1

10,000

1982

50

1

Power Doors

26

Bldg 7

1

1,200

1965

Unknown

3

Manual Doors

Central Arkansas Veterans Healthcare System (CAVHS)

2200 Fort Roots Drive, North Little Rock, AR

Wheelchair Lift

Sys ID

Location

# of Doors

Capacity (lbs)

Year Installed

Speed (FPM)

# of Floors

Type

30

Bldg 33 HR

1

500

1986

3

N/A

Manual Doors

All safety inspections shall be made in accordance with the latest revised edition of the American Society of Mechanical Engineers (ASME) Safety Code for Elevators and Escalators manual A17.1 Section X, A17.2, A17.3, A17.4, A17.5, A18.1 most recent edition the most current publication will be used at all times.

WORK HOURS AND SCHEDULING ARRANGEMENTS

Annual safety test will be made during the contract period of performance on the proposal schedule for elevators/dumbwaiters at each CAVHS Medical Center for the base period and four (4) twelve (12) month renewal option periods. All elevators will require inspections, including but not limited to annual no-load, slow-speed safety tests of car safeties, governors, and buffers; Annual Firefighter s Service operation tests, annual standby power operation tests, battery pack lowering and car emergency lighting, pressure relief valve tests, and 5-year full load, full speed tests of car safeties.

Inspections shall be conducted in accordance with ASME A17.1 Safety Code for Elevators and Escalators and shall be based on the code edition in effect at the time when elevators were installed or modernized.

All inspections shall be coordinated with the CAVHS s Facilities Manager and/or Contracting Officers Representative (COR). The inspector shall also coordinate inspections and inspection time frames with the appropriate elevator maintenance contractor currently under contract with the VA. The COR at the medical center shall accompany the contractor as an observer during the entire time of each inspection. The VA Medical Center s COR shall be notified in writing no less than 15 calendar days prior to the scheduled inspection. Upon arrival to perform inspection, all service contract personnel must check in and out before providing services. Location for checking in and out during normal business hours will be indicated at the time of award. Service tickets must be signed and dated, indicating work complete or incomplete.

The inspector shall not proceed to the inspection site until the schedule has been agreed upon and coordinated with all parties involved in the scheduling process. All work shall be performed during regular working hours of the elevator trade, Monday through Friday, 7:00 AM to 3:30 PM, excluding government holidays. Inspection that may severely impact elevator service, or incapacitate a bank of elevators, shall be performed after normal working hours, i.e., firefighters' service, emergency control systems, etc. All work performed outside of regular working hours shall be approved in advance by the COR. Work will not be scheduled or performed on federal holidays. The Federal Holidays, which are observed by the federal government, are annotated 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 June 19

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

Christmas Day December 25

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

Should after-hour inspections be required, the Government will pay the difference between the straight time hourly labor rate and the overtime rate as established on the pricing schedule. Overtime work shall receive prior approval from the COR. Overtime hours will be computed between the hours of 3:29 PM and 6:59 AM, Monday through Friday. Weekend work will be paid at the full overtime rate as established on the proposal Schedule. The full overtime rate will apply for work performed during the following National holidays: Labor Day, Christmas, New Year's, Thanksgiving, Memorial Day, and Independence Day. Inspections performed during other Government holidays will be paid at the straight-time hourly rate.

Inspections that require a return visit to the work site due to unforeseen problems that cause a delay in the inspection process shall be addressed to the Contracting Officer and COR on a case-by-case basis. The contractor may be reimbursed for additional time spent on the job site; however, the cost for additional man-hours shall be negotiated with the Contracting Officer before starting work. Reimbursement shall be based on the price per man-hour for inspection time as reflected in the price proposal schedule.

SCOPE

The vendor shall provide all inspection, engineering, management, supervision, manpower, materials, supplies, equipment, travel and all costs to and from, to plan, schedule, coordinate and assure effective performance of all inspection services for the elevators and other vertical transport equipment. Any changes to this contract shall be reflected in a written modification to this contract, signed by the contractor and the Contracting Officer.

The contractor in question must be certified by the Elevator Safety Division at Arkansas Department of Labor and Licensing. The contractor shall furnish all qualified/certified personnel, materials, equipment, and services to include lodging, travel, and meals necessary to perform the following scope of work. The contractor will witness annual safety tests and five-year load tests on electric and three-year pressure tests on hydraulic elevators and dumbwaiters. These specifications cover the annual inspections of electric or hydraulic elevators and dumbwaiters, the annual tests of governor and safety devices, on all facility elevators and dumbwaiters during the period indicated in the proposal schedule for the base year period and a total of four (4) renewal option periods. Inspections and documentation shall be in accordance with the American National Standard Safety Code (ANSI), NFPA 70 National Electric Code and the American Society of Mechanical Engineers (ASME) Safety Code for Elevators and Escalators manual A17.1 Section X, A17.2, A17.3, A17.4, A17.5, A18.1 most recent edition the most current publication will be used at all times.

At a minimum, the inspector shall maintain a library of the following publications applicable to the type of inspection being conducted:

ASME A17.1, Safety Code for Elevators and Escalators

ASME A17.5, Elevator and Escalator Electrical Equipment.

ASME A17.2, Inspector s Guide for Inspection of Elevators, Escalators and Moving Walks.

ASME A17.3, Safety Code for Existing Elevators and Escalators.

A17.1 Handbook Safety Code for Elevators and Escalators.

NFPA 70 (National Electric Code)

Applicable IBC and NFPA code books.

ASME A18.1, Safety Standard for Platform Lifts and Stairway Chairlifts.

It is the responsibility of the inspector to determine if the equipment is in a safe operating condition, that it has not been altered except in conformity to the applicable codes or regulations, and that each elevator will perform in accordance with all applicable inspection requirements.

ANNUAL SAFETY INSPECTION

An annual safety inspection will be performed on elevators/dumbwaiters. Safeties shall be subjected to an annual running test per the recommended guidelines as indicated by ANSI/ASME A17.1.

The slowest operating speed, at no load test required for annual test as indicated in the Safety test instructions on VISN 15 Report of Test of Elevator Governor and Safety Devices (see Attachment A)

The elevator maintenance company is required to furnish the tools and labor to perform the annual no-load tests. The inspection contractor will witness and certify the inspection.

Phase I Lobby Key Switch (maintenance and fire service personnel system verification checks) recall by use of the key switch, and a minimum of one-floor operation on Phase II Service check should be accomplished during the annual safety check.

Inspections are to be made in accordance with the American National Standard Safety Code for Elevators and Escalators manual, ANSI/ASME A17.1 Section X, latest edition. Elevators are to be run at a slow speed.

FIVE (5) YEAR SAFETY TEST/THREE (3) YEAR PRESSURE

A five-year safety test will be performed on the elevators and dumbwaiters listed. Safeties shall be subjected to the ASME testing standards for car and counterweights, safeties, governors, and oil buffers. All work is to be performed in accordance with Rule 1002.3, 5-year inspection test requirements, ASME A17.1, latest edition.

At a minimum, elevators/dumbwaiters at all stations should have the following inspection points covered in accordance with ASME A17.1 Section X, plus A17.2 for the full load tests:

Test the car safety devices and overspeed governor with 100% contract load at speed.

Test the car brake and emergency power operation with 125% contract load.

Testing and calibration of the overspeed governor jaw and overspeed switch tripping speeds.

Attach metal test tags. Seal and tag all safety devices and oil buffers.

Test the oil buffers in the following manner:

running onto the car buffers with contract load at inspection speed.

running onto the counterweight buffers with the car empty running at inspection speed in the up direction.

Test terminal, normal and emergency limits.

Test leveling zone and leveling speeds with contract load.

Test the door pressure and kinetic energy.

Test the governor pull-through tension.

Record the following: capacity, speed empty up and down, speed loaded up and down, safety jaw tripping speed, overspeed governor tripping speed, safety slide on the rails, governor pull through, governor plate speed, car level after test, buffer return time, complete firefighters service check as applicable, and safety rope pull out as applicable.

Perform all inspections and tests in strict accordance with ANSI/ASME A17.1, Section X plus A 17.2.

List code violations observed during tests.

A five-year load test is required based on DIV II - 210.2.

Testing requires 50 lb. test weights.

The elevator maintenance company is required to furnish weights, tools, and labor to perform the five-year full load test. The elevator inspection contractor will witness and certify the inspection.

The contractor will perform a three-year pressure test on all hydraulic elevators IAW ASME A17.1 latest edition.

WORKMANSHIP

All inspections shall be conducted professionally and thoroughly. All inspections, workmanship, or equipment shall be subject to re-inspection, examination, and test by Government inspectors at all times during the course of the work and at all places where such work is being conducted. The Government shall have the right to reject defective inspections or reports. Rejected inspections or reports shall be satisfactorily corrected and/or replaced without additional expense to the Government.

CERTIFICATE OF INSPECTION:

The inspector shall, upon completion of inspection, ensure that the inspector s signature and date are entered on the Government-furnished Certificate of Elevator Inspection. Certificates for elevators are to be posted on file in the Facilities Management Office.

Should the inspector, using professional judgment, believe the elevator to be unsafe at the time of inspection, he or she may, at his or her discretion, shut the elevator down until corrective action is taken. Elevator service shall not be restored until the deficiencies have been corrected and the elevator is re-inspected and found suitable for use.

DELIVERABLES (INSPECTION AND TEST REPORTS)

Inspector shall use the ASME Elevator Inspection Checklist as a guide for inspection purposes. 5-year full load test forms shall be provided by the inspector and approved by the COR. A separate test form and checklist shall be provided for each elevator inspected. When inspections are completed, the inspector shall compile a comprehensive narrative report with findings and recommendations, including deficiencies and recommended corrective action. Code-specific items should also be noted on the report with reference to code rules. The report shall be done professionally, typewritten, signed, and dated by the inspector. The contractor shall have the capability to distribute reports electronically via email.

Reports and checklists shall be submitted within ten (10) calendar days after completion of an inspection. Safety deficiencies or any items that require immediate attention shall be reported right away to the Facilities Manager at the Medical Center or COR for corrective action.

The contractor shall complete a full report upon completion of the inspection. For all items on such forms that are not applicable, the notation "NA" (not applicable) shall be made. On the reverse side of such forms, the contractor shall clearly indicate any adjustments, repairs, or replacements necessary to correct troubles encountered, shall definitively justify such recommendations, and shall furnish specifications sufficient to enable VA to purchase the materials required for such purposes (and cost estimate if available). Also, on the reverse side of the forms, the contractor shall advise whether the elevator parts have been kept clean and lubricated where necessary.

SAFETY REQUIREMENTS

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or COR will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken.

The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contacting Officer may issue an order, stopping all or any part of the work, and hold the Contractor in default in accordance with the Default clause in this contract.

QUALITY PERFORMANCE STANDARD

Elevator inspectors and consultants shall meet the ASME QEI-1 standard in addition to being certified by the Elevator Safety Division at the Arkansas Department of Labor and Licensing. Inspectors and/or consultants shall also have a minimum of five (5) years of practical field experience in the vertical transportation industry at the journeyman level. A professional engineering license is considered journeyman level, provided the engineer has five (5) years experience in the elevator field. All offers must include documentation and proof of the above certifications and qualifications.

Pursuant to ANSI/ASME A17.1 Section 1000, ASME A17.2, ASME A17.3 the Contractor must provide proof of QE-1 certification. A copy of this certificate must be provided with the proposal. A copy of the Inspector s QEI credentials shall be current and provided to the COR. Credentials shall be kept on file in the Facilities Elevator Inspection File at each Facilities Management Office location.

Inspectors and/or consultants shall be able to communicate effectively both orally and in writing and possess the skills necessary to prepare professionally written comprehensive narrative reports, specifications, and cost estimates.

Contractor shall submit a quality control plan within thirty (30) calendar days after notice to proceed, consisting of a plan as to what standard their company holds their inspectors to, and the frequency at which their work is checked.

INSPECTION AND TESTING SERVICES

Elevator Safety Inspections

The independent VA contract inspector shall witness the annual safety test and five (5) year load tests on electric or hydraulic elevators and dumbwaiters in accordance with the requirements of the latest edition of /ASMI QEI-1, Standard for the Qualification of Elevator Inspectors. The contractor shall provide personnel who are familiar with the equipment to perform tests and assist the inspector.

The contractor shall schedule and have performed the periodic inspections and tests of all elevators at the recommended intervals found in the effective edition of ANSI/ASME A17. The maintenance contractor must coordinate the performance of the safety inspections with the independent VA.

The contractor shall furnish a copy of the inspection schedule to the COR (this list shall be estimated for proposal submission and finalized before award of the contract. This schedule shall clearly indicate the edition of ANSI/ASME A17. The COR will be advised of any changes to the schedule and notified fifteen (15) working days in advance of the inspection date to allow the COR to observe the inspection. The required annual inspection of the emergency signaling device (alarm) and the means of two-way conversation will be recorded on an approved form. Copies of this form will be provided to the contractor by the COR.

The contractor shall provide a qualified employee to accompany the inspector during the inspection.

The Independent VA Contract Inspector shall furnish a written report of each inspection to the COR and to the maintenance contractor. The report shall be submitted on the following checklists from the American Society of Mechanical Engineers (ASME): Checklist for Inspection of Electric Elevators, Checklist for Inspection of Hydraulic Elevators, as appropriate. The maintenance contractor shall be responsible for the correction of all listed deficiencies within the scope of the contract by the date specified by the COR. Any deficiencies marked "emergency" must be corrected immediately. When all listed deficiencies have been corrected the contractor shall sign and date the inspection report and return it to the COR.

The contractor shall be responsible for obtaining the signed form from the independent VA contractor elevator inspector. Copies of the form will be provided to the Contracting Officer and COR.

The following information is requested in response to this SSN:

General Company Information:

Name of Company:

Address:

Point of Contact:

Phone Number:

Email Address:

Company Website (if available):

SAM Unique Entity Identifier Number:

Commercial & Government Entity (CAGE) Number:

Business Type (Socio-economic status as it relates to 238290). Please ensure the System

for Award Management (SAM sam.gov) indicates this NAICS code if you are

interested in the requirement. Please put a check mark or X next to the type of business

you are below:

Large

8(a)

HUBZone

Small Business

Small Disadvantaged Business

Woman-Owned Small Business

Service-Disabled Veteran-Owned Small Business

Veteran-Owned Small Business

***Note: All Veteran-Owned Businesses must be registered in SBA Veteran Small

Business Certification at Veteran Small Business Certification (sba.gov) to be

considered a Veteran Owned Business. Socioeconomic status (whether Service Disabled

Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VSOB),

HUBZone, 8(a), Woman Owned, Small Disadvantaged, etc.).

If small, does your firm qualify as a small, emerging business, or small disadvantaged

business? For all small businesses, including SDVOSB and VOSB, at least fifty (50)

percent of the cost of contract performance incurred for personnel shall be expended for

employees of the concern.

If disadvantaged, specify under which disadvantaged group, and if your firm is certified

under Section 8(a) of the Small Business Act. ***

Is this service available under a federal supply schedule (GSA)? If yes, please provide

the contract number.

Are you an authorized distributor/reseller? Must provide OEM authorization with SSN response.

Is your (Contractor) Trade Agreement Certificate completed in SAM? Please provide evidence with a response.

Does the contractor possess the training and certification required to perform the startup and commissioning services with the OEM specifications and guidelines?

Contractors shall provide an estimated industry pricing for the product for market research and budgetary purposes.

Does the contractor have access to OEM parts for potential repairs?

Is the contractor licensed in the State of Arkansas by the Elevator Safety Division at the Arkansas Department of Labor and Licensing?

Provide descriptive literature demonstrating the ability to meet the SOW requirements/salient characteristics listed for the product being offered. Please provide a list of contracts for commercial, federal, state, and local governments. Listed contracts shall provide communication on the government requirement, illustrating the capability for comparison to the product meeting the specific requirements per the draft SOW.

All responses to this Sources Sought Notice should be emailed to carmyn.williams@va.gov. All responses are due by 10:00 AM on Tuesday, 10 February 2026.