Combined Synopsis Solicitation West Haven VAMC QEI Elevator Inspections (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24125Q0530 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. (iv) This requirement is being issued as an VOSB/SDVOSB set-aside. The associated NAICS 238290 and small business size standard is $16.5 million. (v) The Government intends to award a firm-fixed price award for QEI Elevator Inspections at the West Haven and Newington VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to provide QEI Elevator Inspections IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is West Haven and Newington Connecticut as described per the (Performance Work Statement). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: No site visit Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to
[email protected]. (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is June 11, 2025 by 12:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due June 13 2025 by 10:00 AM EST. RFQ responses must be submitted via email to:
[email protected]. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is
[email protected]) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT Base+4 QEI Elevator Inspections 1.00 JB __________________ __________________ GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: Statement of Work QEI Elevator Inspections The contractor shall provide a Qualified Elevator Inspector (QEI) to perform the following annual inspection services of 39 elevators/lifts at the West Haven and Newington VA Campuses. The contractor shall provide the Contracting Officer Representative (COR) a copy of the inspectors QEI certification within 10 days of contract award. The QEI must be registered and currently certified with NAESAI. The inspection services will be divided into two separate visits, March and September, in order to minimize the down time of elevator operation for VA customers. The contractor shall provide an on-site survey evaluation of approximately thirty-nine (39) elevators/lifts to determine operating performance based on engineering practices common to the vertical transportation industry. The following is a list of elevators/lifts in the West Haven and Newington Campuses. During the annual inspection year contractor will split annual inspections of hydraulic units and gearless units at both West Haven and Newington campuses. Allowing a week visit to perform annual required inspections during the visit and allowing time to conduct a semi-annual performance inspection on units that are not scheduled for an annual inspection. Contract shall be a 5-year term with one (1) base year plus four (4) option years. LIST OF EQUIPMENT: West Haven Campus BUILDING 1 ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P1 Passenger (PASS) Montgomery 1996 CTS- 82866 GLS 4000 500 16-Mar 13-Nov P2 Passenger Montgomery 1996 CTS- GLS 4000 500 16-Mar 13-Nov P3 Passenger Montgomery 1996 CTS- GLS 4000 500 16-Mar 13-Nov P4 Passenger Montgomery 1996 CTS- GLS 4000 500 16-Mar 13-Nov P5 Passenger MCE/HW 1999 20067 GLS 5000 500 16-Mar 15-Aug S1 Service Montgomery 1996 CTS- GLS 4500 500 16-Mar 13-Nov S2 Service MCE/HW 1999 20068 GLS 5000 500 16-Mar 15-Jun F1 Freight GENERAL UNK 69901 DRM 2000 25 16-Mar 13-Nov CL1 Cart lift (CL) MATOT 1999 100872 WGT 1000 150 16-Mar 15-Jun CL2 Cart lift MATOT 1999 100871 WGT 1000 150 16-Mar 15-Jun DW3 Dumbwaiter (DW) MATOT 1996 26193 WGT 500 150 N/A N/A DW4 Dumbwaiter MATOT 1996 26192 WGT 500 150 N/A N/A BUILDING 2 ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P6 PASS Montgomery 1997 CTS- GLS 4000 400 16-Mar 13-Nov P7 PASS Montgomery 1997 CTS- GLS 4000 400 16-Mar 13-Nov P8 PASS Montgomery 1997 CTS- GLS 4000 400 16-Mar 13-Nov P9 PASS MCE 1998 19835 HYD 5000 150 15-Jun 15-Jun P10 PASS MCE 1998 19836 HYD 5000 150 15-Jun 15-Jun S3 SVC Montgomery 1997 CTS- GLS 5000 400 16-Mar 13-Nov S4 SVC MCE 1998 19598 HYD 5000 100 15-Jun 15-Jun BUILDING: 5 ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P11 PASS ALLIED 1988 UNK HYD 4000 125 15-Jun 15-Jun BUILDING: 15 ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P12 PASS OTIS UNK 242444 WGT 2000 50 16-Mar 13-Nov BUILDING: 24 ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST S5 SVC ESCO 1996 P96- HYD 1000 UNK 15-Jun N/A BUILDING: 35A ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P13 PASS VMI 2004 03-1212JJ HYD 3000 100 15-Jun 15-Jun FISHER HOUSE ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P14 PASS ThyssenKrupp 2018 HYD 50 BUILDING: 19 ELE. # ELE. TYPE MAKE Install Date SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST S19 SERVICE UNKN 2019 HYD 50 JUN 19 Newington Campus BUILDING: 1 ELE. # ELE. TYPE MAKE Install Date SERIA L # MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P4 PASS Montgomery 1998 CTS82520 WGT 2500 300 15-Sep 13-Apr P5 PASS Montgomery 1998 CTS82521 WGT 2500 300 15-Sep 13-Apr BUILDING: 2C ELE. # ELE. TYPE MAKE Install Date SERIA L # MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P6 PASS Montgomery 2000 CP82518 HYD 3000 100 16-Mar 15-Jun P7 PASS Montgomery 2000 CP82519 HYD 5000 100 16-Mar 15-Jun BUILDING: 2E ELE. # ELE. TYPE MAKE Install Date SERIA L # MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P1 PASS Montgomery 1997 CT82513 WGT 5000 350 15-Sep 13-Apr P2 PASS Montgomery 1997 CT82514 WGT 5000 350 15-Sep 13-Apr P3 PASS Montgomery 1997 CT82515 WGT 5000 350 15-Sep 13-Apr S1 SVC Montgomery 1997 CT82516 WGT 5000 350 15-Sep 13-Apr S2 SVC Montgomery 1997 CT82517 WGT 5000 350 15-Sep 13-Apr BUILDING: 3 ELE. # ELE. TYPE MAKE Install Date SERIA L # MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST S3 SVC Montgomery 1996 CT85384 WGT 2500 150 15-Sep 13-Apr BUILDING: 4 ELE. # ELE. TYPE MAKE Install Date SERIA L # MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P8 PASS OTIS 1979 263392 HYD 2000 125 16-Mar N/A BUILDING: 12 ELE. # ELE. TYPE MAKE Install Date SERIA L # MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST S4 SVC VIRGINIA 1983 831139 HYD 2500 50 16-Mar 15-Jun BUILDING: 32 ELE. # ELE. TYPE MAKE INST DATE SERIAL NUMBER MACH TYPE Rated Cap RATED SPEED CAT 1 TEST CAT 5 TEST P10 PASS ESCO UNK C76251 HYD 3500 35 16-Mar N/A The inspection/evaluation shall be conducted in accordance with the latest editions of the American Society of Mechanical Engineers, ASME A17.1, ASME A17.2, ASME A17.3. The evaluation shall include a review of the existing equipment for safety code compliance, firefighters service, ADAAG requirements, recommended upgrades, enhancements and/or modernization. The evaluation shall include review of the facilities disaster plan to determine its effectiveness when elevators are under emergency conditions. The evaluation shall include monitoring Category 1 (Semi- annual and Annual tests) and CAT 5 (Five-year full load test) test requirements. CAT 5 testing will be performed on scheduled visit year 2028 as required. (CAT Five testing due during OPTION YEAR 3). Each evaluation shall include a meeting with Facilities Services to discuss immediate needs and needs based on long term life expectancy. The contractor shall provide the Government with a comprehensive report based on the inspection findings with a list of deficiencies. The report shall include a current listing of the operating performance for each elevator/lift and a narrative, which summarizes the inspection/tests conducted, identifies conditions found to exist, provide recommendations as to what actions should be implemented to correct deficiencies and/or conditions identified. Reports shall be submitted electronically within two (2) weeks after completion of the survey evaluation. Contractor shall complete all inspections and evaluations during the visit which will take approximately 5 days at both facilities. If inspections are delayed the contractor shall work accordingly with elevator maintenance contractor to ensure all work is completed. In some cases, the work will require extra hours and added days during the visit which may extend to the following week. Contractor shall make provisions for the extra added hours and days if necessary. Inspector must be available to visit VA campus 2 weeks upon notification of contract award. Evaluations of elevators may require an emergency visit. The QEI must be made available at VA s request to discuss current conditions or respond to an emergency site visit within one (1) week notice. The contractor shall not be required to respond to more than one emergency visit per year. The contractor shall provide certificates for each elevator. The certificate shall be sized to fit in the elevator certification frame. Contractor must provide a copy of current QEI Inspectors licenses. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. All work shall be performed in accordance with American Society of Mechanical Engineers, ASME A17.1, ASME A17.2, ASME A17.3 and the following. ASME A17.1 - 2013 / CSA B44-13 Safety Code for Elevators and Escalators ASME A17.2 - 2014 Guide for Inspection of Elevators, Escalators and Moving Walks ASME A17.3 - 2015 Safety Code for Existing Elevators and Escalators ASME A18.1 - 2014 / B355-15 (R2013) Safety Standard for Platform Lifts and Stairway Chairlifts ASME QEI-1 -2013 Standard for the Qualification of Elevator Inspectors ANSI/ASSE A10.4 - 2016 / CAN/CSA-2 185. M87 (R2011) Safety Requirements for Personnel Hoists and Employee Elevators NFPA 70 - 2014 / CSA C22.1 2015 National Electrical Code Elevator Industry Field Employees Safety Handbook - 2015 Privacy and HIPAA: Contractor policies and procedures shall comply with all VA Privacy and Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). Records Management: Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.