PRESOL | N | ELEVATOR INDICATORS REPLACEMENT

FBO DAILY ISSUE OF DECEMBER 02, 2011 FBO #3660
SOLICITATION NOTICE

N -- ELEVATOR INDICATORS REPLACEMENT

Notice Date: 11/30/2011
Notice Type: Presolicitation
NAICS: 333921 — Elevator and Moving Stairway Manufacturing
Contracting Office: VA Caribbean Health Care System - Department of Veterans Affairs Caribbean Health Care System
ZIP Code: 00000
Solicitation Number: VA24812Q0361
Response Due: 12/2/2011
Archive Date: 12/7/2011
Point of Contact: HECTOR.LOPEZ-BURGOS@VA.GOV
E-Mail Address: Purchasing Agent
(Hector.Lopez-Burgos@va.gov)
Small Business Set-Aside: N/A
Description: A.Replace thirty seven (37) indicators on the South Bed Tower four (4) passenger elevators and two (2) freight elevators. This is commencing immediately after award. Period of performance B.Scope of Work. 1."COTR" will be the Contracting Officer Technical Representative. And "CO" will be the Contracting Officer. "GCC" will be the Graphic Control Center. 2.The Contractor shall obtain all necessary licenses and/or permits required to perform the work. 3.The Contractor shall furnish all material, labor, equipment and supervision necessary to replace thirty seven (37) indicators on the South Bed Tower Elevators four (4) passenger elevators ad two (2) freight elevators. Contractor must leave the area affected by the work as it was originally, includes but not limited to plastering and painting. 4.Material/equipment must be flushed with the surface in a Dot Matrix Display. The indicator must be left working. A submittal naekacre of the material/eauinment to he installed must be included pith the nronosal. Otherwise the bid could be disqualified. 5.The Contractor shall furnish all material, labor, lubricants, hydraulic fluids, supervision, tools, shipping, travel and equipment necessary to provide full maintenance services, including all adjustments, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the equipment manufacturer as modified thereafter. All adjustments, repairs and modifications, must be in conform to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent: ASME A17.1 Safety Code for Elevators and Escalators, latest edition ASME A 17.2 Inspectors' Manual for Elevators and Escalators, latest edition ASME A17.3 Safety Code for Existing Elevators and Escalators, latest edition ANSI/NPA 70 National Electric Code, latest edition Manufacturer's requirements and specifications on inspection, maintenance, and operation of each elevator model 6.Contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems. 7.The Contractor shall post a check chart with information of the work done for each elevator in each machine room in a conspicuous place. 8.Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Medical Center. 9.All tests or inspections that will remove the elevator from normal operation shall be scheduled in advance with the COTR. REPLACEMENT OF INDICATORS FOR THE SOUTH BED TOWER ELEVATORS C. An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services. D. Contractor shall have all maintenance tickets signed by the COTR. E. The following performance levels shall be maintained at all times: 1.Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. 2.Leveling accuracy shall be maintained at all times. 3.Opening and closing times, door close torques of all cars shall at all times be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands at each floor. 4.Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times. 5.Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviations from this will not be permitted unless requested and/or approved by this COTR. 6.Upon satisfactory completion of this or subsequent readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the system is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date and identification of all other data and shall be delivered together with an analysis of the tapes/disks to the COTR. F. The Contractor shall also: 1.Maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams are not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the Medical Center. 2.The Contractor shall maintain a full, legible service log in each machine room and a complete, orderly chronological file including drawings, complete part lists, and copies of all service reports. The log shall list the date and time of all maintenance service performed. Each trouble call shall be fully described, including the nature of the call necessary service performed and any parts replaced. Service file shall be made available for inspection upon request, and a copy of the complete file furnished to VAMC during the first week of the last month of the normal contract term. 3.The Contractor shall maintain a separate maintenance record on each elevator and dumbwaiter. The maintenance record shall be kept in the elevator equipment room and shall be readily available for inspection by the COTR or designee. The maintenance record is the property of the government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information: a)Date. b)Nature of work (i.e. PMI or call back). c)Description of work performed (contractor should be brief and concise). d)Any indication of problems experienced. e)Initial or signature of mechanics performing work. G. The Contractor shall instruct his personnel that when they perform work under this contract, they shall comply with the following procedures: 1.Upon arrival at the station, the Contractor shall check in with the Graphic Control Center (787 641 7582 ext 10264) or his designee so that the VAMC will be aware of the Contractor's presence at the facility at all times. 2.Upon each departure, Contractor will serve notice of disposition of work to the Graphic Control Center (GCC) and the COTR or designee. In addition the contractor shall furnish the GCC or COTR his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include the following information: Name and address of contractor Name of contractor employee(s) performing the work Date(s) work performed and hours spent. Brief description of work performed, including PMI's and identification of equipment worked on. Signature of contractor's employee(s) and signature of GCC and COTR or designee. If the report is not submitted it will indicate that no inspection or maintenance was performed and payment may be withheld and/or delayed. H. A five year warranty must be given per indicators installed, without exception. No device shall be acceptable that will not give full satisfaction without excessive maintenance and attention. If it becomes evident during guarantee period that device is not functioning properly or in accordance with manufacturer's or specification requirements, or if in the opinion of Contracting Officer, excessive maintenance and attention must be employed to keep device operational, device shall be removed and new device meeting all requirements shall be installed as part of work until satisfactory operation of installation is obtained. Period of guarantee shall start a new for such parts from date of completion of each new installation performed, in accordance with foregoing requirements. Any components which may have suffered substantial life cycle reduction or damage due to redundant failure shall also be provided with extended guarantees. 1.Work excluded: The following work is specifically excluded from this contract. a.Installation of new attachments, which may be required or recommended by insurance agencies or Government Authorities. b.For the purpose of clarification, any item not specifically excluded shall be considered the Contractor's responsibility. c.All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. J.The Contractor shall perform all work during from 4:00 pm to 2:00 am during weekdays excluding Federall holidays, unless specifically instructed otherwise by the COTR. REPLACEMENT OF INDICATORS FOR THE SOUTH BED TOWER ELEVATORS K.Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the COTR. L.All tests, inspections, or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COTR. M.The Contractor shall comply with the following procedures when an elevator is removed from service for any reason: a. Notify Facilities Management Service (FMS), Graphic Control Center (GCC), either by phone (787-641-7582 x10264) or in person and the COTR before removing elevator from service. If work requires more than one day, daily notification will be made. Notify Facilities Management Service, GCC and COTR when placing the elevator back in service. Contractor's employees shall turn in Elevator Report Forms, which will furnish the information to the GCC or COTR. N.The Contractor shall immediately notify the COTR in writing of the existence or the development of any defects in, or repairs required to, the elevator, which the Contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the COTR and the Contractor. 0. When planned work requires an elevator to be taken out of service, the Contractor is requested, when possible, to use the Federal holidays listed below. New Years Day Washington's Birthday Martin Luther King's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day P.The following schedule is the Elevators to be affected: ITEM ELEVATOR NUMBERLOCATIONMakeDriveType 15Unit # P-1South Bed Tower, Bldg #30Northern ElevatorTractionPassengers 16Unit # P-2South Bed Tower, Bldg #30Northern ElevatorTractionPassengers 17Unit # P-3South Bed Tower, Bldg #30Northern ElevatorTractionPassengers 18Unit # P-4South Bed Tower, Bldg #30Northern ElevatorTractionPassengers 19Unit # S-1South Bed Tower, Bldg #30Northern ElevatorTractionFreight 20Unit #S-2South Bed Tower, Bldg #30Northern ElevatorTractionFreight The information of the table above or any other table is for information purposes and is the responsibility of the Contractor to verify it. NOTE: THE WORD "ELEVATOR" IN THIS SOLICITATION SHALL INCLUDE ALL ELEVATORS, DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT. UPDATE THE ELEVATOR INVENTORY Q.Other Requirements a.The Contractor shall retrieve any objects such as key, wallets, glasses, etc. dropped in elevator pit by occupants of the building. Such objects shall be turned over to VA Police personnel. b.The Contractor must maintain the efficiency, safety and speeds specified in the contract or as designated by the manufacturer of the elevators at all times; including acceleration, retardation, contact speed in feet per minute, with or without full load, floor to floor time and door opening and closing time. R.Experience Requirements a.Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his on-site supervisors shall be available at all times when the contract work is in progress to receive notices, reports, or request from the Contracting Officer or the COTR. Resume has to be submitted to the COTR for approval. b.Qualifications of Elevator Mechanics: All maintenance personnel directly engaged in the work to be accomplished under the contract shall possess, prior to their employment in a journeyman mechanic's capacity on this contract, at least 4 (four) years of recent (within the last 6 years) experience in the operations and maintenance of the kind of elevators to be maintained under this contract. Resume has to be submitted to the COTR for approval. c.In addition to the above requirements, the Contractor shall have a minimum of 5 (five) years' successful experience in maintaining equipment identical or similar to the equipment covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) years experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts. Attachment A. S.Condition of Equipment a. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to inspect the elevators, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. If during the site visit the Contractor is not able to verify the existing conditions of the elevators under any excuse given by the Government, prior to contract award, this will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VA. Offerors should inspect the premises prior to submitting their offers in order to be fully aware of the scope of services required. T.Uniforms a. The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COTR, or otherwise no later than 10 working days from the date an employee first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms. U.Safety a.The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. Contractor is advised that OSHA could inspect their and any subcontractors work at any time and could be cited. The cost of the citation will be responsibility only of the Contractor. b.In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices, and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas. c.Patient, employee, visitors, and contractor personnel safety shall be maintained at all times. It& contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended. d.The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the "Right to Know" law. e.The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor. f.The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit. g.The Contractor shall be notified of any non-compliance with the pervious provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. It, in the opinion of the Safety Officer or designee the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards. REPLACEMENT OF INDICATORS FOR THE SOUTH BED TOWER ELEVATORS h. The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information: i.Safety program/procedures are required to be followed by the contractor's personnel in the performance of their duties and when such procedures are required. ii.Listing of personal protective equipment(s) required to be utilized by the contractor's personnel in the performance of their duties. Also when equipment will be required. iii.Material Safety Data Sheet (MSDS'S) for any chemical(s) utilized by the contractor in the performance of this contract. i. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility. j. Contractor is responsible to repair any leaks and clean any existing or caused spoils. The cleaning will be done with the supervision of the Environmental Department and COTR. No additional cost will be paid by the Government for this activity. V.Injury or Accident a. Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury involving an elevator. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident. W.Quality Control Program a. The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, Within five (5) work days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COTR, for approval. The program shall include, but not be limited to, the following: i.An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection. ii.The checklist shall include every area of the Contractor's operation as well as every task required to be performed. iii.A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies. iv.A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract. X.Emergency Telephone Numbers a. The Contractor shall provide the COTR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COTR, prior to the contract start date. Y.Information Relating to Conduct of Contractor's Employees a.The Contractor shall prohibit his employees form disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use. b.Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor's attention by the CO/COTR, Federal Protective Officers, Inspectors, etc. c.Contractor employees could be removed from the Veterans Affair Medical Center by the COTR at any time. Replacement of the employee must be done as specified by the COTR. Z. General Information a.The Contractor shall immediately notify the contracting office and contracting officer's representative (in writing) of the existence of the development of any defects in, or repairs required to the elevators which the contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to make necessary repairs. The contracting officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs. b.The Government reserves the right to perform emergency repairs to any elevator which is disabled if, in the Government's opinion, it jeopardizes patient or employee safety. c.The Contractor shall ensure that the elevator pits(s) and elevator machine room(s) are kept clean and free from dirt and debris. Contractor shall clean and vacuum all HOISTWAY(s), pit(s) and machine rooms once a month to remove dust and debris accumulation. d.The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the VAMC San Juan is a NO SMOKING Facility. Smoking is not permitted in any building (including Penthouses and elevator pits). e.Contractor shall have use of station telephones to make business calls related to Medical Center's equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones. AA.QUALIFICATION OF OFFERORS a.Upon request of the Government, Offerror shall be able to show evidence of his reliability, ability and experience by furnishing; (1) A list of personnel who will perform under the contract showing the length and type of experience of such personnel and (2) the names and addresses of other concerns and/or Government Agencies for which prior comparable services were rendered by the bidder. Generally, the oferor shall have had approximately 5 years successful experience in fully maintaining elevators. b.Ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered by the Contracting Officer in determining the responsibility of the oferor. BB.INSPECTION OF PREMISES a.The Contractor accepts "as is" existing condition of equipment and government furnished parts covered under this full service agreement at time of contract award. b.Equipment deficiencies not meeting manufacturer's operational standards shall be corrected by the Contractor at no additional cost to the Government. CC. INVOICES AND PAYMENT a. Invoices will be submitted monthly to the Government office designated in the solicitation and include the original and one copy. A detailed written report per elevator of all the work done during the month will be submitted with each invoice. If the COTR is not satisfied with the report the invoice could be rejected. DD. TYPE OF CONTACT a. VAMC will award a single "firm-fixed price/definite quantity contract" pursuant to this solicitation for commercial items. VAMC shall determine (based on integrated assessment of each offeror's technical and price proposals) the individual proposal judged to be the most advantageous to the Government. EE. POINTS OF CONTACT 1.VAMC POC's are as follows: Name Title Telephone Contracts Specialist 787) 641 � 7582 ext Eng. Rey Martinez COTR 787) 641 � 7582 ext 10182 Graphic Control Center 787) 641 � 7582 ext 10264 2. Contractor POC's are as follows (complete as necessary): Name Title Telephone FF.SOLICITATION a. This solicitation adheres to the format defined in FAR 12.303 for acquisition for commercial items or services. END Section 14225 B SUPPLIES OR SERVICES AND PRICES/COSTS The Contractor shall furnish all parts, materials, labor and transportation necessary and incident to install thirty seven (37) indicators at the South Bed Tower Elevators specified in Schedule of Elevators in accordance with Terms, Conditions and Specifications of the contract. Period of performance is from February 1, 2012 to August 1, 2012. REPLACEMENT OF FLOOR INDICATORS FOR THE SOUTH BED TOWER ELEVATORS OF THE DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER, SAN JUAN, PR. EMERGENCY SERVICE DUE TO VANDALISM OR REPAIRS NOT COVERED BY THE CONTRACT. 1. MONTH(FEBRUARY 1, 2012 @ AUGUST 1, 2012) 37 INDICATORS S Per Indicator $_Total Co t OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN 52.212-1, INSTRUCTIONS TO OFFERORS � COMMERCIAL ITEMS, PARAGRAPH "b" AND 52.213-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS � COMMERCIAL ITEMS, PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD. DUNS NUMBER: Please provide the Dunn and Bradstreet Number assigned to your firm in the space provided below: DUNS #: NOTICE OF WAGE DETERMINATION: In accordance with the Service Contract Act of 1965 (As Amended), U.S. Department of Labor Wage & Hour Division, Wage Determination No. A2539397 has been requested and is hereby incorporated as part of this contract. Upon receipt from DOL, the wage determination shall become part of the solicitation/contract. A new Wage Determination will be issued with each option year renewal. (Applicable only if Contracting Officer has checked appropriate clauses in contract clause 52.212-5(c). NOTE: THE WORD "ELEVATOR" IS THIS SOLICITATION SHALL INCLUDE ALL ELEVATORS, DUMBWAITERS, LIFTS, ETC., TO BE SERVICED UNDER THIS CONTRACT.
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N -- ELEVATOR INDICATORS REPLACEMENT