Description
DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary, will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. The Department of Veterans Affairs is conducting market research in order to provide Elevator Certification at the Walla Walla WA VA Medical Center. The Government anticipates awarding a Firm Fixed Price Base + 4 12 month option year contract that will provide the support services listed within the Draft Statement of Work below.  OBJECTIVE: See Draft SOW below. Provide UID (Unique Identifier Number) RESPONSE INSTRUCTIONS: Name and Address of Company The Small Business Administration's recognized business size classification A through description of experience in managing support requirements of this nature.  CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Robyn Akins at robyn.akions@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to  robyn.akins@va.gov  no later than 3:00 PM EST on 03/13/2026. B.3 STATEMENT OF WORK (SOW) Title: Emergency Generator Load and Fuel Testing Background The Jonathan M Wainwright Memorial VA Medical Center (VAWW), located at 77 Wainwright Drive, Walla Walla, WA, requires elevator certification for our 15 elevators. Place of Performance All work under this contract is to be performed at the following locations: Walla Walla VA Medical Center, 77 Wainwright Dr, Walla Walla, WA 99362 Scope Annual Certification Testing Contractor will provide elevator testing and inspections with a QEI Certified Elevator Inspector. These inspections will include yearly certifications and 5 year load testing. The contractor will be responsible for all work necessary to perform these inspections. Inspections must comply with ASME 17.1, 17.2 and 17.3. It is the responsibility of the inspector to determine if the equipment is in safe operating condition, that it has not been altered except in conformity to the applicable codes or regulations, and that each elevator (vertical transportation system) will perform in accordance with all applicable inspection requirements. In the performance of this contract the contractor shall take such safety precautions as VA Fire/Safety and Engineering departments determine to be reasonably necessary to protect the lives and health of occupants of the building. Any repairs found during certification will be recertified within 30 day of the VA notifying contractor repairs have been done. Notification/Coordination Upon award the Contracting Officer (CO) may designate a Representative (COR) to supervise the work performed for the duration of this contract. However, in no event, will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract between the contractor and any person other than the CO be effective or binding upon the Government, unless formalized by proper contractual documents executed by the CO, prior to completion of this contract. A copy of this designation shall be furnished to the Contractor. Contractor shall coordinate certification trip 45 days prior to inspection trip for certification with the VA and VA Elevator maintenance contractor. The Contractor and any Subcontractor shall report to the COR when arriving to perform any service under this requirement, including repairs only at the Walla Walla location. The contractor shall call the COR and coordinate with the clinic manager when arriving at the VA clinic. Check-in/out is mandatory at VA Police to obtain temporary badge. When the service is completed, the Contractor and any Subcontractor shall check out with the COR as well. The Contractor shall coordinate with the Subcontractor directly for any tasks associated with SOW. It is the responsibility of the Contractor to ensure Subcontractor performs all work in accordance with the SOW. Deliverables Inspection/Testing Reports When inspections are completed at the end of each day before the field technician leaves the site, they are required to furnish a digital or electronic copy of their field testing notes to the COR. Deliver the final report to the COR no more than 30 days after completion of inspection and testing. This will be in electronic format. If deficiencies are discovered during inspection and testing, the final report and the field testing notes are required to have a description of the system conditions, description of corrected measures needed and any other special notes (tests conducted and maintenance work that may need to be performed). Certifications Issue a certificate to operate for one year from the date of the test. This will be issued for all elevators that pass. These certifications must be issued within 30 days of testing. Issue a temporary permit to operate for 60 to 90 days if the elevator is generally safe to operate but needs some minor corrections that can t wait until the next annual. Recommend the elevator be shut down until important safety items can be corrected. For each of the outcomes CEI will submit to VA COR all reports electronically. Each report shall include a separate document for each device tested/inspected. The report shall state the location of testing/inspection, the identifying device number, and the type of device, all ASME deficiencies, the reference section and the number or letter designation of deficiencies, a heading and space to indicate scheduled date of repair, actual date of repair and date of inspection. All recommended upgrades shall be listed and identified as recommended upgrades on the same document. ASME Checklist for Inspection of Electric Elevators (A134C1 attachment (B)) and ASME Checklist for Inspection of Hydraulic Elevators (AO50C7 Attachment (C)) shall be completed for each device inspected, dependent on type of device inspected. Report package shall be completed and delivered as stated above within thirty days of completion of the inspection. This typed report shall be submitted no later than 30 days after final day of testing. Inspection and Acceptance Criteria The COR is responsible for monitoring and inspecting work performed under this contract is in accordance with the Statement of Work. The Contractor and COR will work together to resolve deficiencies. Work not completed or not acceptable under general industry standards cannot be certified for payment. Standards and Qualifications Elevator Testing Number of Employees. The Contractor shall always have available a sufficient number of capable and qualified employees to enable the contractor to properly, adequately, and safely perform all work required under the terms of this contract. Licenses & Permits. Contractor and subcontractor personnel engaged in the activities specified by this contract shall be also required to possess certificates of training, licenses, and permits as required by the state, county, parish, city, and other local jurisdictions when the alarm system is installed in a facility covered by such state, county, parish, city, and other local jurisdictions. Documentation. The Contractor shall provide to the Contracting Officer Representative (COR) or Contracting Officer Designee documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) days prior to that person beginning work under the terms of this contract. licenses, permits, and bonds are current and valid. All offers must include documentation and proof of the above certifications and qualifications for each employee. Work Hours Normal Work Hours are defined as Monday through Friday from 8 a.m. to 4:30 p.m., excluding federal holidays or as otherwise arranged with the COR. The COR will communicate with the Contractor if work, inspection, testing, repair, etc. is able to be scheduled during normal work hours. After Hours. The Contractor shall be required to perform some work, inspection, test, and repair outside the normal working hours of the building occupants or due to emergency conditions. The holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. Risk Control The Contractor shall comply with all applicable Federal, State, and local laws and regulations to include responsibility to conform by current Occupational, Safety, Health Administration (OSHA) & Environmental Protection Agency (EPA) regulations while working on this facility. Contractor shall comply with Walla Walla VA safety, security, and screening requirements. Without additional expense to the Government, all Contractors shall obtain all licenses, and permits required to perform work under this contract. Contractor is responsible for all reports required or requested by Federal, State and Local ordinances that pertain to any duties contained in the contract. All equipment operators shall yield to all pedestrians and traffic. All trucks that are hauling generator equipment must have proper company identification prominently displayed on them to inform facility police when they are conducting rounds. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any Contractor s representative, or others, as well as for any damage to any personal or public property that occurs during the performance of this contract that is caused by the Contractor s fault or negligence. The Government shall inform the Contractor of any known ACM in a generator enclosure. If the Contractor must disturb materials he suspects may contain ACM, the Contractor shall immediately report it to the Contracting Officer Representative (COR) or Contracting Officer Designee, and the Contracting Officer Representative (COR) or Contracting Officer Designee will investigate and instruct the Contractor how to avoid an airborne asbestos exposure. Housekeeping. The Contractor shall leave areas where he performs work neat, clean and orderly. All damage done by the Contractor shall become the Contractor s responsibility and expense. Contractor and/or Sub-contractor shall not have any history of previous safety violations at the Walla Walla VA campus. Security Requirements Following contract award, the Contractor is required to present a list of personnel and their qualifications, to include a contract manager that will supervise the performance of this contract to the Contracting Officer. All supervisory Contractor personnel shall be able to communicate well with the COR or designee. All Contractor employees are subject to current Medical Center Directives applicable to their conduct. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). Not applicable Contract Administrator The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contract Administrator shall respond to Government requests for contractual actions in a timely fashion and take immediate action to correct any deficiencies found. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support the contract. An alternate point of contact may be assigned at the approval of the Contracting Officer. The Contract Administrator shall attend Quarterly Meetings as described below. Contract Administrator shall in-person attend Annual Inspection and supervise any contractor or subcontractor personnel. Contract Administrator shall meet with COR while on-site to discuss any pertinent inspection information, deficiencies, and/or future coordination items. Contract Administrator shall ensure all submitted invoices are correct and verifiable in accordance with invoices procedures outlined. The Contract Administrator and/or assigned alternate shall be able to communicate well with the COR or designee and respond within one (1) business day to COR and/or CO inquiries. Deliverable: Contractor shall provide Contract Administrator name, email, direct phone information and resume at quote submission and three (3) business days after change of personnel to the Contracting Officer and COR. Miscellaneous Government does not pay for services not received. Appendix A: CFR Report Appendix A: Generator Inventory and Fuel Tank Locations Generator Inventory Location Type of Equipment Description 5 Year load test B48-P1 Hydraulic Otis Hydraulic elevators installed in 2012 with a duty of 2100 lbs. @ 80 fpm. Controls are Otis 211 with electronic soft start. Door operator is Otis AT- 400 belt type with detector. Doors are single speed side opening 36 wide X 84 high. Needed April 26 B49-P1 Hydraulic Otis Hydraulic elevators installed in 2012 with a duty of 2100 lbs. @ 80 fpm. Controls are Otis 211 with electronic soft start. Door operator is Otis AT- 400 belt type with detector. Doors are single speed side opening 36 wide X 84 high. Needed April 26 B68-P1 Hydraulic P-1: 3500 lbs. at 100 fpm. Modernized in 2010 with new MCE Control Panel with Solid-State Line Starter. New Car and Hoistway Door Equipment, and new Car and Hall Pushbutton Stations and Signal fixtures. Compliant with the current Emergency Fire Fighters' feature and ADA requirements. Needed April 26 B69-P1 Traction P-1: 2750 lbs. at 100 fpm. Modernized in 2009 with new MCE Control Panel with Hoist Machine, Governor, and Governor Tension Sheave. New Car and Hoistway Door Equipment, and new Car and Hall Pushbutton Stations and Signal fixtures. Compliant with the current Emergency Fire Fighters' feature and ADA requirements. Needed April 26 B69-P2 Hydraulic P-2: 4000 lbs. and 150 fpm. 3 Landings. 1994 Dover hydraulic. Dover door equipment. Janus Panaforty door reversal. 48" two-speed, side opening doors. General A.D.A. compliance. Has Phase I and II Fire Service Needed April 26 B74-P1 Hydraulic P-1: 4000 lbs. at 80/125 fpm. 1978 ESCO hydraulic. Imperial motor. Imo pump. ESCO valve. GAL door equipment. Safety edge and dual photo-eye door reversal. 48" two-speed, side opening doors. Partial A.D.A. compliance. Has Phase I and II Fire Service. Needed April 26 B74-P2 Hydraulic P-1: 4000 lbs. at 80/125 fpm. 1978 ESCO hydraulic. Imperial motor. Imo pump. ESCO valve. GAL door equipment. Safety edge and dual photo-eye door reversal. 48" two-speed, side opening doors. Partial A.D.A. compliance. Has Phase I and II Fire Service. Needed April 26 B80-P1 Hydraulic P-1: 3500 lbs. at 80 fpm. Modernized in 2011 with new MCE Control Panel with Solid-State Line Starter. New Car and Hoistway Door Equipment, and new Car and Hall Pushbutton Stations and Signal fixtures. Compliant with the current Emergency Fire Fighters' feature and ADA requirements. Needed April 26 B82-P1 P-1: 3000 lbs. at 150 fpm. 1992 Dover hydraulic with DMC-1 controls and wye delta starting, Dover door equipment, Janus Panaforty door reversal, 42" singlespeed side opening door. General A.D.A. compliance. Has Phase I Fire Service only. Needed April 26 B86-P1 Traction Recently remodeled in 2024. Needed April 26 B86-P2 Hydraulic Recently remodeled in 2024. Needed April 26 B143-P1 Hydraulic P1 -Otis Hydraulic installed in 2013 with a duty of 4500 lbs. @ 100 fpm. Controls are Otis 211 with electronic soft start, door operator is Otis AT-400 belt type with detector. Doors are 48" wide X 84" high 2 speed side opening. Needed April 26 B143-P2 Hydraulic P1 -Otis Hydraulic installed in 2013 with a duty of 4500 lbs. @ 100 fpm. Controls are Otis 211 with electronic soft start, door operator is Otis AT-400 belt type with detector. Doors are 48" wide X 84" high 2 speed side opening. Needed April 26 B143-P3 Hydraulic P1 -Otis Hydraulic installed in 2013 with a duty of 4500 lbs. @ 100 fpm. Controls are Otis 211 with electronic soft start, door operator is Otis AT-400 belt type with detector. Doors are 48" wide X 84" high 2 speed side opening. Needed April 26 B145-P1 Hydraulic ThyssenKrupp Elevator Hydraulic Power Unit installed in 2018 with a duty of 4,000 lbs; Model EP15040 Needed April 26
