J039--St Cloud VAMC Elevator Maintenance
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 36C26323Q0084
- Agency
- Veterans Integrated Service Network 23 Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 238290 Other Building Equipment Contractors
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs is soliciting proposals for elevator maintenance services at the St. Cloud Veterans Affairs Medical Center in Minnesota. The solicitation seeks a contractor to perform preventative maintenance, repairs, and emergency services for 24 hydraulic and 2 traction elevators over a one year base period and four one-year option periods. Offerors must be certified elevator technicians who can respond to emergencies within four hours and carry appropriate insurance. Proposals are due by December 7, 2022 and will be evaluated based on experience, past performance, and pricing for the base year and option periods.
The solicitation has no set-aside designations. The NAICS code is 238210 and PSC code R499, covering elevator repair and maintenance work. The place of performance will be at the St. Cloud VAMC, where the incumbent contractor maintains approximately 26 elevators across multiple campus buildings. Pricing is requested for monthly, quarterly, and annual services over the five-year period from December 2022 through December 2027.
Notice text
6 versions
Update #6 · Latest ·
Government Response to Final Vendor Questions
1. Is a small business, but not veteran-owned allowed to bid on this solicitation?
Government Response: All vendors may submit quotations. However, quotations from non-SDVOSB entities but may not be evaluated for consideration for award if the Government determines there is adequate SDVOSB response.
2. The SOW asks for monthly PM. It would be my expectation that the quarterly tasks will be completed during the monthly visits. Therefore, a separate quarterly visit for maintenance is not necessary, the same as the annual one. I would suggest language be along the line of completing the following at least once per quarter/annually.
Government Response:
Rate Table adjusted, accordingly. SOW revised.
3. Bid form- Suggest removing line items quarterly/annually from the bid form as they do not apply when getting monthly inspections.
Government Response: Suggestion noted.
4. Please identify critical units to the VA on the unit listing.
Government Response: Already addressed in earlier vendor question response. See Amendment 0003.
5. Please provide the OEM Recommended Weekly, Monthly, Quarterly, & Annual Maintenance Procedures for all elevators. If none are available, suggest that the elevator service contractor create a custom Maintenance Control Program with the St. Cloud VAMC.
Government Response: Government has PMI forms but may not be complete OEM suggested. Contractor should edit/use these to create the custom Maintenance Control Program meeting OEM as suggested.
6. Suggest that the VAMC incorporate their current log charts into the PM and continue to provide machine room log charts.
Government Response: Agreed.
7. I understand that all elevator phones are in-house. Under the Statement of Work, A, b, iii; please clarify if communication system repairs are needed, who bears the cost?
Government Response: Part of the PMI, maintenance, and repair by contractor. If not an elevator car/component related issue and it s deemed a problem outside of the elevator, the VA would have to be notified and then investigate.
8. Under the Statement of Work, Maintenance Support section, it is noted that the first two hours of any emergency repair request shall be included in the contract cost. Would travel time be included?
Government Response: No.
9. Under the Statement of Work, B, a, ii; recommend deletion of sheaves, worm, gear, as the hydraulic elevator does not have these components.
Government Response: Wording not in SOW.
10. Under the Statement of Work, B, c, vii; recommend deletion of Inspect brake for wear as the hydraulic elevator does not have this component.
Government Response: Removed.
Update #5 ·
CLIN 0001 BASE YEAR: 12/15/2022 - 12/14/2023
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
176
2
Quarterly Preventative Maintenance/Inspection
66
3
Annual Preventative Maintenance/Inspection
22
SUB-TOTAL
CLIN 1001 OPTION YEAR 1: 12/15/2023 - 12/14/2024
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
208
2
Quarterly Preventative Maintenance/Inspection
78
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
CLIN 2001 OPTION YEAR 2: 12/15/2024 - 12/14/2025
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
208
2
Quarterly Preventative Maintenance/Inspection
78
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
CLIN 3001 OPTION YEAR 3: 12/15/2025 - 12/14/2026
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
208
2
Quarterly Preventative Maintenance/Inspection
78
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
CLIN 4001 OPTION YEAR 4: 12/15/2026 - 12/14/2027
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
208
2
Quarterly Preventative Maintenance/Inspection
78
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
GRAND TOTAL
Update #4 ·
Statement of Work
VA Medical Center (VAMC) has a requirement for performance of preventative maintenance with 24-hour emergency maintenance support for 24 hydraulic and 2 traction type elevators (see Appendix A) located throughout the VAMC campus.
The successful contractor shall provide all tools, equipment, labor, and materials to perform the required services.
All equipment and materials shall conform to the American National Standard Code for Elevators, Dumbwaiters, Escalators, and Moving Walks, ANSI A17.1-1978 or the latest adopted edition of same, and the American Standard Practice for the Inspection of Elevators, Inspectors Manual, A1 1.2-1979 or the latest adopted edition of same.
Personnel performing the required services shall be certified by the International Union of Elevator Constructors. Documentation of current certification(s) shall be provided upon request.
Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract. The awarded contractor for this contract may be required to perform corrections or remedies arising from said inspections/testing.
MAINTENANCE:
The following preventative maintenance actions shall be conducted:
TRACTION TYPE ELEVATORS (Qty 2)
Monthly Preventative Maintenance
Check and adjust car door operation. Lubricate hangers, rollers, gibs, linkages, and pivot points. Check and adjust door clearances, eccentrics, arm bearings, speed control switches, cables, clutches, chains, and belts. Tighten door drive system points
Check selector. Clean, adjust, and lubricate components as required
Check the car telephone and alarm operation. Repair systems if required
Check the operation of the limit and safety switches in hoist way and car
Check the car emergency light
Check the car ventilation system and heater
Initiate the Phase I firefighter recall service and check for proper operation to a minimum of two floors under Phase II service
Quarterly Preventative Maintenance
OEM Recommended Quarterly Maintenance Procedures
Check for the door speed control switches
Inspect the condition of resistors and mounting assemblies
Check car top and hoist way for loose covers, vanes, or components
Inspect the traveling cables for damage
Inspect the brake linings
Inspect all ropes for wear and lubrication (do not lubricate the governor rope) - replace or lubricate the ropes if required. Clean the governor and hoist ropes. Inspect the rope hitches, fastenings, and shackles - equalize ropes if warranted
Inspect all parts of the safeties and adjust clearance between the safety jaws and guide rails. Clean all parts and lubricate the pivot points
Annual Preventative Maintenance
OEM recommended annual maintenance procedures
Conduct Category 1 tests (and Category 5 tests, if due)
Remove, clean, and lubricate the brake cores
Inspect the brake linings for wear clean or replace if necessary
Clean the guide rails with solvent to remove dirt, debris, or excess lubricant as needed
Drain, flush, and refill the gearing lubricant
Test the car emergency light for required illumination
Lubricate the sheave bearings and check for leaky seals
Clean the hoist way
Clean, dust or vacuum controllers and relays as necessary
HYDRAULIC TYPE ELEVATORS (Qty 20, 2022-2023 Qty 24, 2023 - 2027)
Monthly Preventative Maintenance
OEM recommended monthly maintenance procedures
Check and adjust car door operation. Lubricate hangers, rollers, gibs, linkages, and pivot points. Check and adjust door clearances, eccentrics, arm bearings, speed control switches, cables, clutches, chains, and belts. Tighten door drive system points
Check the car telephone and alarm operation. Repair systems if required
Check the operation of the limit and safety switches in hoist way, in, and on the car top
Observe for proper operation of motor and pump, oil lines, tank, controls, plunger, packing, etc. Check the oil tank level. Check the packing of the valves and cylinder for leakage and tighten if necessary
Check the car emergency light and ventilation system
Initiate the Phase I firefighter recall service and check for proper operation to a minimum of two floors under Phase II service. Test all fire service controls
If equipped, check battery lowering device, by disconnecting upstream electrical disconnect, with elevator at upper floor.  Elevator should lower itself, to the bottom floor, open door, close and then shut down
Complete monthly SPCC Inspection record for Hydraulic Elevators. In section form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1
Quarterly Preventative Maintenance
OEM recommended quarterly maintenance procedures
Check and clean the door switch contacts
Check the door speed control switches
Check car top and hoist way for loose covers, vanes, or other components
Clean car top
Inspect the traveling cables for damage
Inspect brake for wear
If any deficiencies are found, note, and notify Maintenance Supervisor
Annual Preventative Maintenance
OEM recommended annual maintenance procedures
Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed.
Contractor is responsible to pull a sample of the hydraulic fluid to test for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer.
Check guide rails, clean with solvent, and apply proper lubricant as needed
Test the car emergency light for required illumination
Clean the hoist-way
Clean equipment room cabinet controllers and relays
Exercise oil coolers and change oil filters if equipped
Maintenance Support:
Vendor shall maintain 24-hour 7 day a week availability for emergency repairs, responding within 4 hours after notification by VAMC St. Cloud.
Repairs, parts, and emergency services. This line item is not defined or awarded for a specific repair, part or service and is subject to a not-to-exceed (NTE) ceiling price of $10,000.00 without prior approval/modification from the Contracting Office.
The Contractor shall provide all replacement parts needed to keep the elevators in operating condition as originally designed by the manufacturer.
Parts may be repaired or replaced, as the contractor deems appropriate. NO GRAY MARKET or used parts will be used to repair the equipment.
Contractor shall furnish the VA Technical Representative with a written itemized estimate and justification of the cost to make necessary repairs.
Contractor shall also provide a comparison quote for what that item would have cost for commercial pricing, so the Government has a basis for determining the price fair and reasonable or as an alternative, provide a quote used for another federal agency for similar item.
This is an estimated quantity and does not reflect the actual quantity that will be required.
Deliverables:
Written service receipt after each service visit which contains, at a minimum, the type of service, date of service, hours on-site, technician s name, and elevator(s) serviced and provide a copy to be signed by the named COR/POC for this contract.
Quarterly summary of service conducted during that period to be reviewed with the COR/POC for the contract
Chronological file including drawings, complete parts list and copies of all PM reports as required by those specifications
Written plan of action to resolve any recurring problems to the VAMC COR/POC.
Provide an annual hydraulic fluid analysis report for each elevator.
Working Hours:
Services shall be performed during normal business hours Monday through Friday 8:00 am to 4:30 pm, excluding Federal Holidays, unless otherwise coordinated with VA POC.
Maintenance requiring elevator operational "shut-down" shall be authorized by and scheduled with the named COR/POC for this contract.
Security/Badging Requirements:
All personnel working on VAMC campus must be issued a security badge. Upon award, the successful contractor shall coordinate with the COR/POC to issue the appropriate security badging for any contractor personnel that will be performing work on VAMC campus. Personnel must be appropriately badged PRIOR to performing any work on campus.
Safety Requirements:
Service personnel use OSHA required PPE for the tasks provided to VA. Per VA requirements, St. Cloud VA provided jack stands shall be used for elevator pit entries to mitigate Permit Required Confined Space requirements (PRCS) and adhere to lock-out requirements. VA provided PRCS documentation shall be signed and posted.
Appendix A
Elevator Listing and Locations
Building 1 Elevator #1-P1 Motion Control, SN 17233, 4-stop, Hydraulic
Elevator #1-P2 Motion Control, SN 17232, 3-stop, Hydraulic (*Critical)
Elevator #1-P3 Vertitron Midwest Inc., SN 111597, 3-stop, Hydraulic (*Critical)
Building 2 Elevator #2-P1 Elevator Controls, SN 5441, 3-stop, Hydraulic (*Critical)
Building 3 Elevator #3-P1 Vertitron Midwest Inc., SN 112119, 2-stop, Hydraulic (*Critical)
Building 4 Elevator #4-P1 Type, 3-stop, Hydraulic
Elevator #4-P2 Type, 2-stop, Traction (*Critical)
Building 8 Elevator #1-P1 Motion Control, SN 12059, 4-stop, Hydraulic (*Critical)
Building 9 Elevator #9-P1 ESCO, SN C8910385, 3-stop, Hydraulic (*Critical)
Building 28 Elevator #28-P1 Motion Control, SN 3274695, 3-stop, Hydraulic (*Critical)
Elevator #28-P2 Motion Control, SN 3226248, 3-stop, Hydraulic
Building 29 Elevator #29-P1 Smart Rise, SN 111107-001, 3-stop, Hydraulic
Elevator #29-P2 Smart Rise, SN 111107-001, 3-stop, Hydraulic (*Critical)
Building 48 Elevator #48-P1 Motion Control, SN 3311237, 3-stop, Hydraulic
Elevator #48-P2 Motion Control, SN 3311239, 3-stop, Hydraulic (*Critical)
Building 49 Elevator #49-P1 Vertitron Midwest Inc, SN 176502-1, 3-stop, Hydraulic
Elevator #49-P2 Vertitron Midwest Inc, SN 176483-1, 3-stop, Hydraulic (*Critical)
Building 50 Elevator #50-P1 Vertitron Midwest Inc, SN 176502-2, 3-stop, Hydraulic
Elevator #50-P2 Vertitron Midwest Inc, SN 176483-2, 3-stop, Hydraulic (*Critical)
Building 51 Elevator #51-P1 Motion Control, PN 3271120, 3-stop, Traction- Single (*Critical)
Elevator #51-P2 Motion Control, PN 8986, 4-stop, Hydraulic Single (*Critical)
Building 59 Elevator #1-P1 Schumacher, SN4, 2-stop, Hydraulic (*Critical)
*NOTE* The following elevators will come online in the second year of the contract (Option Year 1). Vendors shall include these units in their pricing from the start of Option Year 1 through to termination of the contract at the end of Option Year 4.
Building 111 Elevator #111-P1 T&C, 3-stop, Twin Jack Hydraulic (*Critical)
Building 118 Elevator #118-P1 T&C, 2-stop, Hydraulic (*Critical)
Parking Garage PS-1 Type ?, 2-stop, Hydraulic
PS-2 Type ?, 2-stop, Hydraulic (*Critical)
Government Response to Vendor Site Visit Questions
1. There are 3 types of fluid: water-based, petroleum based and synthetic. What type of hydraulic fluid is used on the VA elevators?
Government Response: Chevron Rondo HDZ, 325GAPA
2. Is the VA or the contractor responsible for handling the sampling of the hydraulic fluid for testing?
Government Response: This will be covered under the Annual Preventative Maintenance and will be the responsibility of the contractor. Previously VA had a fluid analysis program through Lube Tech who provided an annual report for each elevator.
3. How does the badging process work?
Government Response: Initially, the contractor will be escorted until they are familiar with the facility, however, they will be issued a Contractor s PIV Badge which requires a background check and fingerprinting. The badge will need to be renewed approximately 2 months prior to the start of the new Option Year.
4. What are the hours these services would be performed?
Government Response: Typically, during normal business hours, 8:00 am to 4:30 pm. However, if necessary, contractor should remain flexible due to unforeseen circumstances. When possible, must keep one elevator operational while the other elevator is being serviced. For example: Community Living Centers elevators need to accommodate stretchers, medical beds and wheelchairs. (2 times stayed past 4:30 in the last 7 months).
5. What does it mean 24-hours, 7 days a week?
Government Response: Contractor must be available to answer phone calls due to an urgent requirement such as a critical elevator needing to be repaired.
6. Can the VA list or annotate which elevators are considered Critical ?
Government Response: Yes. An elevator is considered Critical if it affects patient care and will need to be serviced as soon as possible. Please see the revised Statement of Work under Appendix A.
7. Do you plan to transition these services to your own VA employees?
Government Response: The VA does not know. Currently, one person cannot feasible provide all the maintenance services that are required for all the elevators on the VA campus.
8. Does each elevator have a PM checklist?
Government Response: Yes, a checklist is with each elevator located in the mechanical room.
9. Do you have a specific PM checklist that the contractor is required to use?
Government Response: No, the contractor may use the VA checklist or their own company checklist as long as it includes all requirements listed in the Statement of Work for each elevator for the monthly, quarterly and annual services.
10. Does each elevator have the electrical prints?
Government Response: Yes, all elevators should have the electrical prints in the mechanical rooms.
11. Building 1 Elevators Is there a service disconnect?
Government Response: No remote, each have their own breaker.
12. Building 4 Noticed P2 Label on the Elevator Are there labels on each of the elevators?
Government Response: Yes, they should all be labeled accordingly.
13. Building 2- If you were to press the elevator call button/phone where does that go?
Government Response: Front Desk in Building 1.
14. Do you keep the PM checklists in the mechanical rooms and the office?
Government Response: No, just keep them in the mechanical rooms.
15. Who enters the PM information into the electronic system?
Government Response: It will be entered into the system by the VA.
16. The RFQ had SDVOSB listed as the set a-side, what does that mean?
Government Response: Per the Federal Acquisition Regulation, the VA is required to use Service-Disabled Veteran Owned Small Business (SDVOSB) set a-side procedures if there is a reasonable expectation that offers will be received from 2 or more SDVOSB business concerns.
17. What is the protocol if an elevator needs to be repaired?
Government Response: The VA elevator mechanic will be contacted first to evaluate the situation, if unable to repair, the contractor will be notified.
18. Why does the VA have the fireman s key box on the wall in the mechanical rooms?
Government Response: It is for the VA Police who are on-site 24/7, to open the elevator door and contact VA elevator mechanic.
Update #3 ·
Statement of Work
VA Medical Center (VAMC) has a requirement for performance of preventative maintenance with 24-hour emergency maintenance support for 2 traction and 20 hydraulic type elevators located throughout the VAMC campus for the base period of this contract. Option years 1-4 will require performance for 2 traction and 24 hydraulic type elevators.
The successful contractor shall provide all tools, equipment, labor, and materials to perform the required services.
All equipment and materials shall conform to the American National Standard Code for Elevators, Dumbwaiters, Escalators, and Moving Walks, ANSI A17.1-1978 or the latest adopted edition of same, and the American Standard Practice for the Inspection of Elevators, Inspectors Manual, A1 1.2-1979 or the latest adopted edition of same.
Personnel performing the required services shall be certified by the International Union of Elevator Constructors. Documentation of current certification(s) shall be provided upon request.
Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract. The awarded contractor for this contract may be required to perform corrections or remedies arising from said inspections/testing.
MAINTENANCE:
The following preventative maintenance actions shall be conducted:
TRACTION TYPE ELEVATORS (Qty 2)
Monthly Preventative Maintenance
Check and adjust car door operation. Lubricate hangers, rollers, gibs, linkages, and pivot points. Check and adjust door clearances, eccentrics, arm bearings, speed control switches, cables, clutches, chains, and belts. Tighten door drive system points
Check selector. Clean, adjust, and lubricate components as required
Check the car telephone and alarm operation. Repair systems if required
Check the operation of the limit and safety switches in hoist way and car
Check the car emergency light
Check the car ventilation system and heater
Initiate the Phase I firefighter recall service and check for proper operation to a minimum of two floors under Phase II service
Quarterly Preventative Maintenance
OEM Recommended Quarterly Maintenance Procedures
Check for the door speed control switches
Inspect the condition of resistors and mounting assemblies
Check car top and hoist way for loose covers, vanes, or components
Inspect the traveling cables for damage
Inspect the brake linings
Inspect all ropes for wear and lubrication (do not lubricate the governor rope) - replace or lubricate the ropes if required. Clean the governor and hoist ropes. Inspect the rope hitches, fastenings, and shackles - equalize ropes if warranted
Inspect all parts of the safeties and adjust clearance between the safety jaws and guide rails. Clean all parts and lubricate the pivot points
Annual Preventative Maintenance
OEM recommended annual maintenance procedures
Conduct Category 1 tests (and Category 5 tests, if due)
Remove, clean, and lubricate the brake cores
Inspect the brake linings for wear clean or replace if necessary
Clean the guide rails with solvent to remove dirt, debris, or excess lubricant as needed
Drain, flush, and refill the gearing lubricant
Test the car emergency light for required illumination
Lubricate the sheave bearings and check for leaky seals
Clean the hoist way
Clean, dust or vacuum controllers and relays as necessary
HYDRAULIC TYPE ELEVATORS (Qty 20, 2022-2023 Qty 24, 2023 - 2027)
Monthly Preventative Maintenance
OEM recommended monthly maintenance procedures
Check and adjust car door operation. Lubricate hangers, rollers, gibs, linkages, and pivot points. Check and adjust door clearances, eccentrics, arm bearings, speed control switches, cables, clutches, chains, and belts. Tighten door drive system points
Check the car telephone and alarm operation. Repair systems if required
Check the operation of the limit and safety switches in hoist way, in, and on the car top
Observe for proper operation of motor and pump, oil lines, tank, controls, plunger, packing, etc. Check the oil tank level. Check the packing of the valves and cylinder for leakage and tighten if necessary
Check the car emergency light and ventilation system
Initiate the Phase I firefighter recall service and check for proper operation to a minimum of two floors under Phase II service. Test all fire service controls
If equipped, check battery lowering device, by disconnecting upstream electrical disconnect, with elevator at upper floor.  Elevator should lower itself, to the bottom floor, open door, close and then shut down
Complete monthly SPCC Inspection record for Hydraulic Elevators. In section form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1
Quarterly Preventative Maintenance
OEM recommended quarterly maintenance procedures
Check and clean the door switch contacts
Check the door speed control switches
Check car top and hoist way for loose covers, vanes, or other components
Clean car top
Inspect the traveling cables for damage
Inspect brake for wear
If any deficiencies are found, note, and notify Maintenance Supervisor
Annual Preventative Maintenance
OEM recommended annual maintenance procedures
Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed.
Test a sample of the hydraulic fluid for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer.
Check guide rails, clean with solvent, and apply proper lubricant as needed
Test the car emergency light for required illumination
Clean the hoist-way
Clean equipment room cabinet controllers and relays
Exercise oil coolers and change oil filters if equipped
Maintenance Support:
Vendor shall maintain 24-hour 7 day a week availability for emergency repairs, responding within 4 hours after notification by VAMC St. Cloud.
Repairs, parts, and emergency services. This line item is not defined or awarded for a specific repair, part or service and is subject to a not-to-exceed (NTE) ceiling price of $10,000.00 without prior approval/modification from the Contracting Office.
The Contractor shall provide all replacement parts needed to keep the elevators in operating condition as originally designed by the manufacturer.
Parts may be repaired or replaced, as the contractor deems appropriate. NO GRAY MARKET or used parts will be used to repair the equipment.
Contractor shall furnish the VA Technical Representative with a written itemized estimate and justification of the cost to make necessary repairs.
Contractor shall also provide a comparison quote for what that item would have cost for commercial pricing, so the Government has a basis for determining the price fair and reasonable or as an alternative, provide a quote used for another federal agency for similar item.
This is an estimated quantity and does not reflect the actual quantity that will be required.
Deliverables:
Written service receipt after each service visit which contains, at a minimum, the type of service, date of service, hours on-site, technician s name, and elevator(s) serviced and provide a copy to be signed by the named COR/POC for this contract.
Quarterly summary of service conducted during that period to be reviewed with the COR/POC for the contract
Chronological file including drawings, complete parts list and copies of all reports as required by those specifications
Written plan of action to resolve any recurring problems, (3 times or more) to the VAMC COR/POC.
Working Hours:
Maintenance not requiring elevator operational "shut-down" will be performed during the normal working hours, 8:00 AM- 4:30 PM
Maintenance requiring elevator operational "shut-down" shall be authorized by and scheduled with the named COR/POC for this contract.
Security/Badging Requirements:
All personnel working on VAMC campus must be issued a security badge. Upon award, the successful contractor shall coordinate with the COR/POC to issue the appropriate security badging for any contractor personnel that will be performing work on VAMC campus. Personnel must be appropriately badged PRIOR to performing any work on campus.
Safety Requirements:
Service personnel use OSHA required PPE for the tasks provided to VA. Per VA requirements, St. Cloud VA provided jack stands shall be used for elevator pit entries to mitigate Permit Required Confined Space requirements (PRCS) and adhere to lock-out requirements. VA provided PRCS documentation shall be signed and posted.
Appendix A
Elevator Listing and Locations
Building 1 Elevator #1-P1 Motion Control, SN 17233, 4-stop, Hydraulic
Elevator #1-P2 Motion Control, SN 17232, 3-stop, Hydraulic
Elevator #1-P3 Vertitron Midwest Inc., SN 111597, 3-stop, Hydraulic
Building 2 Elevator #2-P1 Elevator Controls, SN 5441, 3-stop, Hydraulic
Building 3 Elevator #3-P1 Vertitron Midwest Inc., SN 112119, 2-stop, Hydraulic
Building 4 Elevator #4-P1 Type, 3-stop, Hydraulic
Elevator #4-P2 Type, 2-stop, Traction
Building 8 Elevator #1-P1 Motion Control, SN 12059, 4-stop, Hydraulic
Building 9 Elevator #9-P1 ESCO, SN C8910385, 3-stop, Hydraulic
Building 28 Elevator #28-P1 Motion Control, SN 3274695, 3-stop, Hydraulic
Elevator #28-P2 Motion Control, SN 3226248, 3-stop, Hydraulic
Building 29 Elevator #29-P1 Smart Rise, SN 111107-001, 3-stop, Hydraulic
Elevator #29-P2 Smart Rise, SN 111107-001, 3-stop, Hydraulic
Building 48 Elevator #48-P1 Motion Control, SN 3311237, 3-stop, Hydraulic
Elevator #48-P2 Motion Control, SN 3311239, 3-stop, Hydraulic
Building 49 Elevator #49-P1 Vertitron Midwest Inc, SN 176502-1, 3-stop, Hydraulic
Elevator #49-P2 Vertitron Midwest Inc, SN 176483-1, 3-stop, Hydraulic
Building 50 Elevator #50-P1 Vertitron Midwest Inc, SN 176502-2, 3-stop, Hydraulic
Elevator #50-P2 Vertitron Midwest Inc, SN 176483-2, 3-stop, Hydraulic
Building 51 Elevator #51-P1 Motion Control, PN 3271120, 3-stop, Traction
Elevator #51-P2 Motion Control, PN 8986, 4-stop, Hydraulic
Building 59 Elevator #1-P1 Schumacher, SN4, 2-stop, Hydraulic
*NOTE* The following elevators will come online in the second year of the contract (Option Year 1). Vendors shall include these units in their pricing from the start of Option Year 1 through to termination of the contract at the end of Option Year 4.
Building 111 Elevator #111-P1 T&C, 3-stop, Twin Jack Hydraulic
Building 118 Elevator #118-P1 T&C, 2-stop, Hydraulic
Parking Garage PS-1 Type ?, 2-stop, Hydraulic
PS-2 Type ?, 2-stop, Hydraulic
Rate Table
CLIN 0001 BASE YEAR: 12/15/2022 - 12/14/2023
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
264
2
Quarterly Preventative Maintenance/Inspection
88
3
Annual Preventative Maintenance/Inspection
22
SUB-TOTAL
CLIN 1001 OPTION YEAR 1: 12/15/2023 - 12/14/2024
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
312
2
Quarterly Preventative Maintenance/Inspection
104
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
CLIN 2001 OPTION YEAR 2: 12/15/2024 - 12/14/2025
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
312
2
Quarterly Preventative Maintenance/Inspection
104
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
CLIN 3001 OPTION YEAR 3: 12/15/2025 - 12/14/2026
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
312
2
Quarterly Preventative Maintenance/Inspection
104
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
CLIN 4001 OPTION YEAR 4: 12/15/2026 - 12/14/2027
Item#
Description
Qty
Price
Extended
Amount
1
Monthly Preventative Maintenance/Inspection
312
2
Quarterly Preventative Maintenance/Inspection
104
3
Annual Preventative Maintenance/Inspection
26
SUB-TOTAL
GRAND TOTAL
Government Response to Vendor Questions Due November 22, 2022
1. When can we survey the elevators with you or a VAMC representative?
Government Response: December 1, 2022, 8:00 a.m. Central Standard Time. Location: Building 3 FM Office Reception Desk, VAMC, St Cloud, Minnesota.
2. We would like to request a site visit for this project. Please provide your availability if possible
Government Response: Same as question 1.
3. I believe the St. Cloud VA will be expanding the number of elevators in the next couple years. Will those be in a separate project?
Government Response: Any decision to add elevators to this Contract will be made as needs arise. If the Government determines such a need exists, the appropriate procedures will be followed to modify the Contract.
4. Our company submitted a bid proposal for Solicitation # 36C26322Q0964 which was due earlier this month and I believe there are some redundancies to that project such as annual testing (Cat1, Cat3, Cat5). Confused as to why annual testing needs to be done twice?
Government Response: The certification and testing are a separate contract outside this reoccurring maintenance contract.
5. Is all testing / inspections to be completed under this contract or are they covered under a separate (sic) contract?
Government Response: Same as question 4.
6. Is a site visit allowed with such a short turnaround time for the proposal submittal?
Government Response: Yes, see question 1.
7. Please provide a date for an onsite inspection/survey of the elevators.
Government Response: See question 1.
8. Please clarify the statement found in B4, Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract.
Government Response: The third-party inspections and testing are by another contract.
9. Please provide the OEM Recommended Weekly Maintenance Procedures for all elevators.
Government Response: We can provide our current weekly pm procedure. Contractor still needs to provide the OEM weekly pm. Contractor will perform the more stringent procedure.
10. Please clarify Conduct Category 1 tests (and Category 5 tests, if due) as noted in the Annual Preventative Maintenance sections.
Government Response: Category 1, 3, and 5 testing and certifications are done under a separate contract.
11. Who will bear the cost for correct excess leakage as noted in the hydraulic elevator section, B,a,vi? (Page 7 on SOL)
Government Response: Requirement removed from SOW. However, if during the conduct of work under this Contract the Contractor encounters an issue that would require in-scope work and funding in excess of the Contract, the Contractor will not perform the extra work/expense and give the Customer a scope of work or a report on the issue. The Contractor can proceed with necessary repairs once a modification authorizing and funding the work has been issued by the Contracting. Office.
12. Who will bear the cost for Repair systems if required as noted in B, b, iii? (Page 7 on SOL)
Government Response: Same as question 11.
13. Please clarify Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed.
Government Response: The category 1, 3, and 5 is on a separate contract. The flexible hoses and replaced as needed would be under this contract.
14. Please clarify Test a sample of the hydraulic fluid for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer.
Government Response: We utilize a third-party fluid testing company to test our hydraulic fluid. Currently we use lube tech but this is not the required company.
15. Please provide SPCC Inspection record for Hydraulic Elevators. Inspection form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1
Government Response: This would be covered by the VA staff.
16. Please consider revising the bid date to accommodate the surveys.
Government Response: New Offer Due date and time is December 6, 2022, NLT 3:00 p.m. Central Standard Time. Additional questions arising from site visit are due December 2, 2022, NLT 10:00 a.m. Central Standard Time.
17. Please provide a date for an onsite inspection/survey of the elevators.
Government Response: See question 1.
18. Please clarify the statement found in B4, Semi-annual 3rd party elevator inspections, Cat 1 and 5 testing (no-load and full load) are performed under separate contract.
Government Response: See question 10.
19. Please provide the OEM Recommended Weekly Maintenance Procedures for all elevators.
Government Response: See question 9.
20. Please clarify Conduct Category 1 tests (and Category 5 tests, if due) ss noted in the Annual Preventative Maintenance sections.
Government Response: See question 10.
21. Who will bear the cost for correct excess leakage as noted in the hydraulic elevator section, B,a,vi?
Government Response: See question 11.
22. Who will bear the cost for Repair systems if required as noted in B, b, iii?
Government Response: See question 12.
23. Please clarify Conduct Category 1, 3, and 5 testing at or within scheduled times and with 3rd party inspector. Inspect the condition of the flexible hoses and replace as needed.
Government Response: See question 13.
24. Please clarify Test a sample of the hydraulic fluid for viscosity, color, contamination, foaming, and other pertinent properties specified by the equipment manufacturer. Drain and replace the fluid if the tests show it does not meet the requirements of the equipment manufacturer.
Government Response: See question 14.
25. Please provide SPCC Inspection record for Hydraulic Elevators. Inspection form is in Facilities Management drive/Forms/SPCC Monthly Forms/Hydraulic Elevators/PM EL1
Government Response: This will be covered by the VA staff.
Update #2 ·
Amendment 0001 Publish site visit date and location/Extend Offer Due date
Update #1 ·
Maintenance for Elevators located at St. Cloud VAMC
Attachments
| File | Type | Posted |
|---|---|---|
| 36C26323Q0084 0005.docx | DOCX document | |
| 36C26323Q0084 0004.docx | DOCX document | |
| 36C26323Q0084 0003.docx | DOCX document | |
| 36C26323Q0084 0002.docx | DOCX document | |
| 36C26323Q0084 0001.docx | DOCX document | |
| DOL WD 1986-0813 Rev 55 Date 04-04-2022.txt | TXT text file | |
| 36C26323Q0084_SOL.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| J039--St Cloud VAMC Elevator Maintenance | Award Notice | |
| J039--St Cloud VAMC Elevator Maintenance | Solicitation | |
| J039--St Cloud VAMC Elevator Maintenance | Pre-Solicitation |
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