Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI) DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. 1. Title: Steris Advantage Plus Automatic Endoscope Reprocessors with installation 2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following: STATEMENT OF WORK (SOW) Background This Statement of Work is to obtain a full service, Repair, Maintenance, and Inspection Contract of nineteen (19) elevators throughout the Veteran Health care System of the Ozarks (VHSO) located at 1100 N. College Ave. Fayetteville Arkansas 72703. Scope of Work The Contractor shall furnish all necessary Parts, Labor, Equipment, Supplies, Materials and other Accessories, Services for the Full Service, Repair, Maintenance and Inspection of the Elevators and related equipment to include Emergency Telephone Operation at Veteran Health Care System of the Ozarks (VHSO) in strict accordance with the Specifications, Terms and Conditions of this Statement of Work (SOW). A. Pro-active Preventive Maintenance: Contractor agrees to regularly and systematically examine, clean, lubricate, adjust, and as conditions warrant, repair or replace all vertical transportation equipment included in the SOW. Contractor shall maintain elevator machine rooms, hoistways, pits, car tops, and equipment in or on these areas in a consistently clean and working condition. B. The VHSO uses Original Equipment Manufacturers (OEM) equipment, recommendations and specifications to maintain elevators. C. Equipment: Location/description VA ID NUMBER Cart Model Capacity (lbs.) Control BLDG 1 Main Passenger 2 3737 Dover FT1-AOC078366020-000022 3500 Cetek Flex-H Bldg. 1 Main Passenger 1 3740 Dover/Kone 3500CAP 3500 Cetek Flex-H Cart Lift 10214 D A Matot Miprone-SL 500 Service Elev. 1 Bldg. 2 2698 Montgomery/Kone FH1-00234324812-000146 3500 Cetek Flex-H Service Elev. 2 Bldg. 2 2699 Montgomery/Kone FH1-00234324812-000147 3500 Cetek Flex-H Freight / Kitchen 5761 Montgomery/Kone FH1-00104303012 2500 Cetek Flex-H Bldg. 3 Passenger 3741 Dover AP12040 3,500 Cetek Flex-H Bldg. 4 passenger 2697 ThyssenKrupp FH1-0023424812-000133 3,500 Cetek Flex-H Primary care Staff Not assigned ThyssenKrupp TAC 20 3000 TAC 20 Primary care Passenger 2692 Kone KONE MIPROM HS 4500 Cetek Flex-H Bldg. 44 Not assigned ThyssenKrupp TAC 22 4,500 TAC 22 Bldg. 5 Wheel Chair lift 25954 ThyssenKrupp PCDE60 750 unknown Bldg. 1 & 2 Elev#1 Not assigned ThyssenKrupp Type 32 3500 TAC 22 Bldg. 1 & 2 Elev#2 Not assigned ThyssenKrupp Type 32 3500 TAC 22 Bldg 18 Passenger Not assigned ThyssenKrupp 4000CAP Bldg 18 Passenger Not assigned ThyssenKrupp 4000CAP Bldg. 21 Elev#1 Not assigned ThyssenKrupp Type 32 3500 TAC 22 Bldg. 21 Elev#2 Not assigned ThyssenKrupp Type 32 3500 TAC 22 Bldg. 21 Elev#3 Not assigned ThyssenKrupp Type 32 3500 TAC 22 Regulations All elevators under this Contract shall be maintained in accordance with all requirements of the American Standard Safety Code ANSI A17.1 latest edition or revisions. The Contractor agrees to abide by all existing laws, codes, rules and regulations set forth by all applicable authorities having jurisdiction where the work is being performed. Qualifications A. The contractor shall have a minimum of five (5) years experience performing maintaining comparable equipment as specified herein. B. At least two (2) of the contractor s mechanics shall have had previous maintenance experience with identical equipment. C. The Contractor agrees that all work shall be performed by and under the supervision of skilled, experienced, elevator service and repair technicians directly employed and supervised by the contractor. D. Service of Hydraulic Elevators Regularly and systematically examine, clean, lubricate, adjust and when conditions warrant, repair or replace the following: 1. Power plant complete, consisting of its enclosure, pump, motor power transmission elements between the pump and motor, valves of every kind, strainers, mufflers, gaskets, and all other accessories. 2. Entire controller and motor starter, including accessories. 3. Entire "jack unit", including everything except excluded items listed hereinafter. 4. All electrical wiring, conduit, ducts, traveling cables, etc., from and beyond the elevator equipment of every kind to the mainline disconnect switches, and hoist way outlets. 5. All piping, fittings, and accessories; such as, vibration dampeners, silencers, etc. between the pumping plant and the jack unit. Underground piping not included. F. All heating or cooling elements, facilities, insulation, and accessories for controlling the oil temperature. 6. Hydraulic fluid. 7. Emergency lighting, if furnished and installed by same manufacturer. 8. Fireman's service equipment. 9. Automatic power door operators, landing and car door hangers, landing and car door contacts, door protective devices, hoist way door interlocks, bottom door guides, manual door closers, and auxiliary door closing devices. 10. Conduct a yearly relief valve test and cylinder leakage test on all hydraulic elevators in accordance with Section 1001 ANSI A17.1 Code. L. Re-lamp all signals during regular examinations. 11. All other miscellaneous equipment, materials, solid-state components, etc., not mentioned above or in the make-up of the complete elevator or elevators. M. Maintain a clean the elevator hoist way and related equipment including rails, inductors, hoist way door hangers and tracks, relating devices, switches, buffers, car tops and pit areas. 12. Perform the following tests on the elevator equipment: Test car and counterweight safeties, governors, buffers, and all other safety devices. The car balance will be checked and the governor set. If required, the governor will be re-calibrated and sealed for proper tripping speed. 13. Conduct load test on each elevator listed in the SOW at least once every five years. The load test will be required within the first five years of this contract. Procedures A. All tests performed on the elevator equipment described herein will be in accordance with the most recent ANSI/ASME A17 Code requirements. Written reports of all tests shall be submitted and reviewed with the Hospital's Representative within thirty (30) days following completion of all tests. B. The elevator mechanic shall provide preventative maintenance at the job site a minimum of one (1) hour per month per unit per inspection for elevators. C. The maintaining of this equipment, in a safe condition within proper operating limits, as originally specified, and with minimum downtime is of paramount importance. Schedule A. All work specified herein, except emergency minor adjustment callback service, shall be performed during the Hospital's regular working VA. (Monday- Friday 8:00am to 4:30pm) Emergency condition shall require a (2) two hour response time 24/7/365. B. The scheduling, frequency, and performance of the maintenance service procedures specified above shall be done in accordance with the manufacturer's established procedures. Inventory The contractor shall maintain a sufficient amount of replacement parts, by the original manufacturer, to maintain the equipment in first class and safe operating condition. These parts shall be made available for inspection by the Hospital's Representative upon request. Major components and parts not listed shall be presented to the VA via actual cost basis to include cost of parts and labor. The inventory shall include, but not be limited to, the following: A. Elevator Parts List: 1. 1 spare pump of each type 2. 1 set of belts for pump to motor of each type 3. 1 set of jack packing, each size of each type 4. 1 door operator motor of each type 5. 1 set of door operator belts of each type 6. 1 set of door operator rectifiers of each type 7. 6 control relays, each size 8. 1 motor starter contact kit of each type 9. 1 motor starter coil of each type 10. 1 set of motor starter overloads of each type 11. 1 car stop switch of each type 12. 1 set of car pushbuttons of each type 13. 1 set of hall pushbuttons, each kind 14. 1 limit switch of each type 15. 1 hoist way door interlock of each type 16. 2 interlock door hanger rollers of each type 17. 6 car door rollers of each type 18. 1 photo cell (2 units) of each type 19. 1 photo cell amplifier of each type 20. 6 photo cell bulbs of each type 21. 8 motor brushes of each type 22. 1 electrical relay coil of each type 23. 5 normally open contacts of each type 24. 5 normally closed contacts of each type 25. 5 moveable contacts of each type 26. 2 CPU I/O card rack and boards of each type 27. 2 I/O card rack and boards of each type 28. 2 relay interface of each type 29. 2 resistor boards of each type 30. 2 cable-relay interface to input of each type 31. 2 cable-relay interface to output of each type The Replacement of Major Component Parts and Labor Costs are included within this SOW, example, the cables/ropes. The Hydraulic Jack Cylinder for the Hydraulic Elevators is only part excluded from this SOW. B. Special Tools: 1. The following special tools shall be provided by the contractor: a. Wheel puller b. Shaft knurler 2. The following special tools shall be kept in the local service office: DIAGNOSTIC SERVICE TOOLS - Microprocessor Systems Microprocessors and Reprogramming The Contractor shall maintain, in stock, available for immediate usage, an inventory of replacement parts for any microprocessor equipment used in the elevator system. The contractor shall have full capabilities to reprogram or change the program of the elevator microprocessor. Inspection The Contractor shall have examined the premises and satisfied himself as to the existing conditions under which he will be obligated to operate in performing the work specified herein. The Contractor shall use an independent certified state inspector to perform annual state inspections. As a government facility it is required for (2) semi-annual inspection tests to be conducted outside of this service contract and contractor. Contractor shall factor all time and labor in order to comply with this requirement. Quality Performance and Repair Log The Contractor shall provide and maintain in each machine room, a maintenance schedule and record, a call-back and repair log, and shall make all these documents available to the Hospital upon request. Contractor shall keep records of each elevator of frequency of service to include but not limited to: length of outages, frequency of outages, parts repaired, parts replaced etc. The VHSO will be closely involved with the quality and level of maintenance service of these elevators. The hospital and elevator contractor shall meet quarterly to discuss and review performance reports on the service level of the Hospital elevators. Tasks A. Provide emergency repair on equipment to return it to OEM specified operating parameters. Parts are to be included. Two (2) hour response time after notification for a qualified technician to arrive on site. B. Planned Maintenance Service including performing manufacturer s recommended maintenance with two semiannual visits per year. C. PM s must be based on manufacturer recommended PM procedures. Check fluid levels and any leaks, door Gibbs (replace as required), lights, fan, breaks, cabling, leveling. Travel, labor, and parts included on all service performed. D. Priority Parts Delivery including overnight shipping of parts shall be included. E. Repair Work shall be conducted within (2) hours of notice. F. Telephone support for clinical applications and technical issues (24/7/365). This contract will include emergency calls at no charge to the Veteran Affairs (VA). Emergency calls include nights and weekend at no additional charge for the VA. 24 /7. Delivery A. Vendor must be registered at www.reptrax.com and stop in the VA police department for a temporary ID. B. All personnel completing tasks will have factory certified training on the equipment that they will service. Vendor will provide training documentation when requested by Engineering. C. All on-site work should be completed between the hours of 8am and 5pm CST, Monday through Friday excluding holidays unless otherwise listed in the tasks section. a. If the VA agrees to after hour s billable service it will be charged at the vendor s preferred contract billing rate in affect at the contract start date. b. If vendor desires to provide service after normal hours at no additional cost to the VA a request can be made to Engineering for an escort. Afterhours work will normally only be approved if a VA escort is available to stay with the vendor during all work. D. Engineering will notify the Contractor of the required PM completion month based on the VA equipment maintenance plan. a. All preventive maintenance (PM) will be accomplished within the scheduled month plus or minus 20 days for annual inspections, 10 days for semi-annual inspections and 10 days for quarterly and monthly inspections. b. PM visits should be scheduled no less than three business days before expected arrival to assure equipment availability. E. Engineering personnel and the Department Head (or representative in the director s absence) will be informed in the following situations: a. To schedule any work. b. After arriving on site but before any work is started. c. To provide an approximate timeframe for the work. d. As soon as it is known that the work will take longer than expected. e. At completion of work prior to leaving the facility. f. To report any incomplete aspects of the work or issues that could not be corrected during the visit. g. To provide a written plan for corrective action for any work that cannot be completely within 24 hours. Plan must be provided to and approved by Engineering and the Department Director. F. A service ticket will be provided for each visit for each separate equipment item for which service is performed. The service ticket can be a hard copy or electronically transmitted to the Engineering Department and the Department Director. Other forms of notification or adjustments to this method may be requested by the vendor and considered for approval by the Engineering and Department Director. Service tickets/documentation will be provided within 5 business days of the actual work being completed. G. All test equipment used for this contract will have current calibration dates verifiable with documents traceable back to the US Bureau of Standards. Vendor will produce documents upon request. H. Proper Lock-out/Tag-out procedures will be used when appropriate. I. All OEM recommended safety aspects of the equipment being serviced will be adhered to. J. All work will be completed in accordance with Original Equipment Manufacturers (OEM) specifications and recommended procedures. Security Requirements A. Vendors must be registered at www.reptrax.com and will obtain an access badge from the VA Police Department or from Facility Engineering Department while performing work on-site. B. Vendor will contact Engineering whenever work is being performed in any VA facility to determine if an escort is needed. Engineering will arrange for an escort if needed. C. Security and privacy requirements vary depending on the equipment to be serviced and the service being performed. Vendor personnel may be required to complete any or all of the following but not limited to: a. Online training. b. Read, sign, and comply with Contractor Rules of Behavior . c. Submit to finger printing and background investigation. d. Provide network security information as requested for any equipment used in the VA facilities. e. The extend of these requirements will be determined by Engineering using current facility Information Technology and Privacy rules in cooperation with experts in those departments. Place of Performance A. Work will be performed on equipment at the main facility at 1100 N College Ave, Fayetteville Arkansas, the satellite clinics located in various areas within the City of Fayetteville, or at one of the Community Based Outpatient Clinics (CBOCs) depending on the equipment location. B. Work may be performed remotely (remote connection) if possible with prior permission from the Engineering Department. All necessary security and privacy issues will be addressed and The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code _238290__________ is _$19_million__________ (employees or dollars). 3. Responses Requested: The following questions must be answered in response to this RFI. Answers that are not provided shall be considered non-responsive to the RFI: a. Where are the requested items/equipment manufactured? Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice b. Are the requested items/equipment manufactured by a Small or Large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)? Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer (OEM) parts which may be required in performance of this requirement? The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice. d. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following: Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________ Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________ e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code? Please provide proof of qualifications. f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please identify the contract number for the Government to review as part of this Market Research. 4. Opportunity/Market Pricing: The Veterans Healthcare System of the Ozarks (VHSO) is seeking information from potential vendors on their ability to provide the required items, equipment, or service. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. 5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 14:00 (CST), October 15, 2024 via email to reginald.clark@va.gov RFI responses are due by 14:00pm (CST), Thursday, October 17, 2024; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to reginald.clark@va.gov The subject line shall read: Steris Advantage Plus Automatic Endoscope Reprocessors with installation. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by VHSO as Market Research and will not be released outside of the VHSO Purchasing and Contract Team. 7. Contact Information: Reggie Clark Reginald.clark@va.gov Your response to this notice is greatly appreciated!
