J036--Elevator Maintenance Services Cincinnati VA Medical Center

The purpose of the Solicitation Amendment is to formally answer vendor questions received by the posted due date (3/17/2023) for RFQ 36C25023Q0382.

Questions and Answers:

Can the VA confirm that the awarded contract will be responsible for covering all misuse and abuse repairs, as well as any pre-existing conditions and repairs and no additional charge to the facticity?

The Statement of Work (SOW) includes coverage for incidents of damage and abuse. Please refer to the SOW Section 2.3D. The SOW includes all pre-existing conditions .

Can we provide a QEI certified personnel for witnessing (also providing cost savings to VA), or is VA required to use third party QEI.

3rd Party Inspection Service is currently provided under the terms of a separate contract. Please refer to the statement of work section 4.3 B. 1. for specific details.

Is vandalism included in the contract, including door damage from stretchers or caused by staff and patients?

The statement of work includes coverage for incidents of damage and abuse. Please refer to the statement of work section 2.3D.

Bid states all work to be completed during regular hours unless specifically instructed . Does this include ALL testing? Including fire service testing that will required taking units out of service for a few minutes, including critical units.

The statement of work indicates all work shall be performed during regular working hours. Exceptions shall be made for emergency repair service or in cases where mutually agreed upon by both the COR and the servicing contractor when beneficial to both parties. Please refer to the statement of work section 8.B.

All FLST aren t due until September. Is there flexibility in testing due during the first quarter of the bid commencement date per page 13?

Clarification to the SOW regarding scheduling dates for Five Year Full Load and Rupture Valve Testing: Testing to be quoted and scheduled for September of Option year 4; Line Item 4002.

Can we list components obsolete which should already be on a capital plan for mod, including Armor machines which haven t been made since 1980s?

Any components deemed obsolescent shall be the contractor s responsibility to repair or replace as required. (If as a courtesy to the V.A., a list of obsolete equipment or components were identified and provided to the V.A. for informational purposes, the V.A. could give consideration of identified items for development of future capital projects.) Obsolescence shall remain the contractor s responsibility regardless if a courtesy list is provided. Please refer to the statement of work sections 2.1.B. and 2.2.E.

Are we in agreement that overtime calls are defined as troubleshooting with one technician responding for two hours , and, are included? Or just emergency/entrapments expected on OT?

Contractor shall provide all overtime pay necessary to keep equipment in service. Emergency Callback Service shall be provided twenty four (24) hours a day, seven (7) days per week. After hours calls shall cover both troubleshooting and repair and shall not be Limited to any number of technicians or duration of time.

For cost savings, would you consider limiting OT to critical units?

Yes Elevators #P-9 (Emergency Department) and P-10 (Fisher House) are considered critical machines. All elevators shall require 24 hour emergency.

Is a monthly visit required on every machine number?

Yes, as outlined in the SOW.

Do you require invoices to be uploaded to a third party billing system?

Yes The V.A. utilizes system wide billing called Tungston, www.tungston.com. Please reference VAAR 852.232-72.

Not all wiring diagrams were in the machine rooms during the walkthrough. Can you please confirm that prints are available for all units?

No Prints not currently present in machine rooms are unavailable. Please refer to the statement of work section 2.2.C.

If it helped with monthly maintenance pricing, would you consider two POs at start of contract one for maintenance and one for upgrades or replacements (not repairs) over 10k?

No.

There are no other changes to this Solicitation at this time.

Michael Riordan

michael.riordan@va.gov