2 This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer. Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 02/06/2026 by 1:00 p.m. (Pacific Time). Upon receipt of capabilities statement, Contracting Officer may request additional market research aid such as informal pricing. Only capabilities statement that describe elevator maintenance, repair, and inspection services will be accepted. 1.0 GENERAL INTENTION AND REQUIREMENTS This is a service contract to provide the Elevator Maintenance, Inspection, & Repair Service at VA Sierra Nevada Health Care System (VASNHCS) located at 975 Kirman Ave, Reno, NV 89502. The contractor shall provide all management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, component replacement, and to include all overtime pay, weekend, and holiday premium pay, to keep the vertical transportation equipment (VTE) operating as originally designed by the equipment manufacturer and/or as modified. The contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this contract. The contractor shall comply with all current, applicable federal, state, and local laws. The contractor shall provide (or make available) a full-time journeyman mechanic during standard operating hours for the VASNHCS campus. In the case of technician illness, vacation, or other means of leave, the contractor shall furnish an equally qualified and capable technician. For the purpose of this contract, the standard operating hours or duty hours are the hours between 7:30 AM to 4:00 PM, Monday through Friday, except Federal Holidays. The contractor shall supply 24 hour/7 day a week service for callbacks response. For further detail into callbacks refer to section 2.4. 1.1 CODES AND STANDARDS The publications listed below form a part of this contract. Elevators and cart lift shall meet the requirements of the most current and latest (to include, but not limited to): code editions published, all manufacturer guidelines, The Joint Commission, Veteran s Affairs Directives/Memorandums, State of Nevada, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply. Elevator Industry Field Employees Safety Handbook International Building Code (IBC) American Society of Mechanical Engineers (ASME): A17.1--Safety Code for Elevators and Escalators A17.2--Inspectors Manual for Electric Elevators and Escalators A17.3--Safety Code for Existing Elevators and Escalators A17.5--Elevator and Escalator Electrical Equipment A17.6--Standard for Elevator Suspension, Compensation, and Governors A17.7--Performance-Based Safety Code for Elevators and Escalators A18.1--Safety Standard for Platform Lifts and Stairway Chairlifts QEI-1--Standard for the Qualification of Elevator Inspectors National Fire Protection Association (NFPA): NFPA 13--Standard for the Installation of Sprinkler Systems NFPA 70--National Electrical Code (NEC) NFPA 70E Electrical Safety In The Workplace NFPA 72--National Fire Alarm and Signaling Code NFPA 101-Life Safety Code NFPA 252-Fire Test of Door Assemblies 1.2 EXCLUSIONS Equipment, components, and parts not installed under this contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer s warranty, without prior approval of the COR. Installation of new attachments recommended or required by inspectors, insurance agencies, or VA/Government Authorities. Replacement of underground hydraulic piping or hydraulic cylinder. Cleaning, refinishing, repair, and replacement of cab enclosures, hoist way enclosures, door frames, exposed sills, and cab flooring. Repair or replacement of elevator pit sump pumps, machine room and hoist way light fixtures, heat/ventilation/air conditioning systems (HVAC), fire/smoke/heat alarm systems and sprinkler systems. The contractor shall operate the elevators as needed to provide access for service, repair, and/or replacement of these excluded elevator aspects at no additional cost to the Government. Power supplies from the elevator controller to its source. Communication lines from the elevator controller to its source. 1.3 GOVERNMENT FURNISHED PROPERTY, MATERIALS, AND SERVICES VASNHCS will not provide office space or operational facilities to the contractor. The contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at their own expense. The contractor will not have any access to Government computers or systems. The Certification and Accreditation requirements do not apply and that a Security Accreditation Package is not required. VASNHCS will not purchase or provide tools or equipment to the contractor. The contractor shall furnish all tools required for the performance of this contract. VASNHCS will not provide any materials to the contractor. VASNHCS will furnish the following services at existing outlets, for use in those facilities provided by the VASNHCS and as required for the work to be performed under this contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the contractor. Oil removed from hydraulic units shall be collected, placed in The State of Nevada Department Division of Environmental Protection (NDEP) used oil management compliant containers, and turned over to VASNHCS for disposal. Used or emptied oil containers maybe removed by the contractor only if they are NDEP compliant containers, and only with COR inspection and approval. Any rags/material containing oil, grease, or flammable type residue shall be disposed of in the proper containers. 1.4 CONTRACTOR REQUIREMENTS AND RESPONSIBILITY The contractor is currently engaged in maintenance, repair, inspection, and testing of VTE. The contractor shall have a minimum of ten (10) years within the last twelve (12) years of successful experience maintaining elevator equipment identical or similar to the VTE listed in this contract. Offerors shall submit references for the ten (10) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office. The contractor will provide a copy of all Federal, State of Nevada, and Washoe County required and current certifications, licenses, etc. Offerors shall show evidence of their reliability, ability, and experience by furnishing: (1) Elevator Lead Technician Resume, Training Certifications, and Nevada Licenses; (2) A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of enrollment/certification in the National Elevator Industry Educational Program (NEIEP) and membership in the International Union of Elevator Constructors (IUEC). Alternately, certificate of completion from an approved apprentice program (NEIEP, CET, or CAT). The selection, assignment, and management of contractor s employees are the responsibility of the contractor. The contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general well-being, or operation of the VASNHCS facility or personnel. The contractor is fully responsible for the performance and conduct of their employees at all times. The contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor and subcontractor personnel that work on any VASNHCS property must consent to background checks or shall be denied access to the VASNHCS facilities. Information required to conduct a background check include (but is not limited to): full name, driver s license number, and/or social security number, date of birth, and completion of a background check questionnaire. Contractors shall ensure their employees and those of their subcontractors have the proper credentials allowing them to work in the United States. The contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the contract. The contractor shall provide a service/work report on any preventive maintenance (PM) s, repairs, or callback service completed. The report should include the elevator/cart lift number, date and time of arrival and departure, work completed, technician name, hours worked on the unit, and a detailed description of the work performed. The report should be turned into the COR (or their representative in their absence) during normal working hours or the Boiler Plant staff if work was completed after hours. (Note: These reports may also be submitted via email or accessed via the company portal.) 2.0 MAINTENANCE SERVICES 2.1 VTE TO BE MAINTAINED, REPAIRED, AND INSPECTED (EQUIPMENT LIST) Elevator # Bldg. # Type Make Product Name Serial # Machine Type Number of Landings P1 1A Passenger Otis MLS-Control 371039 Geared 3 P2 1 Passenger Dover COLL-DOVR C-27938 Geared 6 P3 1 Service Dover COLL-DOVR C-27939 Geared 6 P4 1 Passenger Dover COLL-DOVR C-27940 Geared 6 P5 Kitchen 1 Service U.S. Elevator TAC 50 812424 Geared 3 P8 5 Passenger Schindler M/P-SCHD SMG1131583 Hydraulic 3 P9 1D Passenger Otis TAC 50 812423 Geared 5 P10 1D Passenger Otis TAC 50 812424 Geared 5 P11 12 Passenger Northern Elevator SWIFT-GRD 8531 Geared 6 P12 12 Passenger Northern Elevator SWIFT-GRD 8532 Geared 6 P13 6 Passenger Thyssenkrupp TAC 20 EBV032 Hydraulic 2 P14 Parking Garage Passenger Otis LVM-2110L 481482 Hydraulic 2 P15 New Garage Passenger Schindler M-4315-01 Hydraulic 4 S6 1D Service Thyssenkrupp TAC 50 812421 Geared 3 S7 1D Service Thyssenkrupp TAC 50 812422 Geared 3 S8 1 Service Northern TAC 50 8534 Geared 6 S9 1 Service Northern SWIFT-GRD 8533 Geared 6 T1/Cart lift 1D Service Hydraulic Innovation Double/B 906184 Hydraulic 2 MAINTENANCE SERVICE The contractor shall provide complete maintenance service, safety inspections, and tests on each and every elevator and cart lift at the VASNHCS site for the period required under the contract. Maintenance work shall be performed by NEIEP trained, IUEC technicians only. The contractor shall have in their possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust, or reprogram the systems. The contractor shall maintain a complete set of current and legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. If any of the required schematic wiring diagrams are not available at the time of contract award it shall be the responsibility of the VASNHCS Engineering office to provide them at no cost to the contractor. Wiring diagrams shall be modified to reflect any changes made by the contractor after receiving written approval by the CO/COR to make the changes. Modifications made to any controls shall be dated and recorded on the VASNHCS wiring diagrams. The wiring diagrams will remain property of the VASNHCS Engineering office. The contractor shall determine any Lock-out/Tag-out (LOTO) requirements per OSHA 29 CFR 1910.147 and NFPA 70E. The contractor will coordinate with the COR or designated representative on any LOTO for the equipment or electrical components/panels with VA employees to ensure zero energy on any energized system. The LOTO will be installed with full isolation before beginning any work. The contractor(s) will check the LOTO sheet and Energy Control Procedure, utilizing their own lock(s) to identify that the equipment will be repaired. Upon completion of repair, the lock(s) will be removed per OSHA 29 CFR 1910.147 and NFPA 70E requirements. This will be documented and provided to the COR, if asked. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO, COR, or Chief of O&M. Contractor shall provide tools, equipment, specialty items, and other items that may be necessary to perform the tasks required under this contract. Any parts not available from the manufacturer due to obsolescence remain the contractor s responsibility to replace from another source. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform the services required in this contract. Lubricants shall be only those products recommended by the manufacturer of the equipment or equal. Contractor shall maintain the specified equipment in like new condition and good working order in accordance with best possible industry standards by examining, adjusting, lubricating as required, and if conditions warrant, clean, and repair or replace the components of the equipment as follows: 1. Machines, worn gear, thrust bearing, drive sheave, shaft bearings, brake assembly and brake coil, contacts, linings, and component parts. 2. Motor and motor generator, motor windings, rotating elements, commutators, brushes, brush holders, and bearings. 3. Silicon control rectifiers, reactors, filters, heat sinks, amp traps, transducers, and all control components. 4. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dash pots, timing devices, computer and microprocessor devices, steel selector cable or tape, encoders, and mechanical and electrical driving equipment. 5. Governors, governor sheaves and shaft assemblies, bearings, contacts, and governor jaws. 6. Deflector or secondary sheaves, sheave bearings, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers or gibs. 7. Equalize tension, shorten, or replace hoisting ropes and governor ropes where necessary to maintain the safety factor required by code. 8. Hostway door interlocks, rollers and hangers, bottom door guides and door closing devices. 9. Automatic power-operated door operator, car door hanger, car door contact, door protective device, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, elevator car guide shoes, gibs or rollers, ceiling fan/blower and grill. 10. Signal system devices and fixtures, signal devices including hall buttons, hall lanterns, operating panels, intercommunication system, telephones, position indicators, dials, bells, buzzers, gongs, and light bulbs, buttons, button light, chimes, audio annunciators, key switches, traveling cables, data cables and electrical cables. 11. General and emergency lighting within the cab, above the cab or in the hoist way including; bulbs, fixtures, batteries, trickle charger and related wiring and components. 12. Elevator operating devices for fire emergency operation and emergency power operation. 13. Re-calibrate and reset load weighing devices after annual and five-year safety tests and as needed between tests. 14. Replace conductor cables and hoist way and elevator machine room wiring. 15. Ensure lubricants meet the specific manufacturer s requirements for the equipment. 16. Check the group dispatching systems and make necessary tests to ensure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer. Adjust and maintain revised settings upon written direction by the COR. 17. If the mechanic deems it necessary to add hydraulic oil to any elevator while providing maintenance service under this purchase order, the contractor shall notify the CO/COR within 24 hours after adding more than two gallons of such fluid. Provide written documentation as to the cause of the loss of hydraulic oil, including the remedy to prevent further loss to the CO/COR. 18. Pumps and pump motors, operating valves, valve motors, motor windings, leveling valves, plunger packing, shutoff valves, exposed piping, hydraulic fluid tanks and oil recovery systems. 19. Filters, mufflers, and muffler components. 20. Repair or replace conductor cables, elevator hoist way wiring, and machine room elevator wiring. 21. Car tops, machine room floors, and machine room equipment shall be cleaned monthly. Accumulated rubbish shall be removed from the pits after performing the work. A general cleaning of the entire installation including all machine room equipment and hoist way equipment shall be accomplished annually. Cleaning supplies and a high-efficiency particulate air (HEPA) vacuum cleaner shall be furnished by the contractor. 22. Telephone, data and intercom lines serving IT, Phone, Elopement System, or any other system located within the hoist way or the cab. Scheduled maintenance service: The contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time. Regular routine maintenance examination shall be performed at a frequency of not less than weekly for all equipment. Monthly Fire Fighter Recall testing for all VTE s shall occur on the 1st Tuesday of each month. The technician will be escorted by maintenance staff to complete any internal PM documentation. Any finding/deficiency will be noted and repairs to be completed as soon as possible. If the repair work is not covered under this contract, a quote will be submitted to complete the repair within two business days. PMs will be performed during standard hours on the same day of each week. The contractor shall submit, at the beginning of the contract, to COR, the day of the week they intend on performing the required PM. If the day falls on a holiday the contractor shall perform the required PMs on the next business day following the holiday. The contractor shall notify the COR if they intend on changing the PM day or if they cannot perform the PM on schedule. PMs should ensure a safe and efficient level of operation, and all work relative to cleaning, lubricating, adjustment or part replacement of equipment that is necessary for the desired level of operation shall be performed by the contractor. Each contract year, all items which rely on cleaning, lubrication, or routine part replacement shall receive such service at least once as indicated by service report. Any PM required by the equipment manufacturer, and/or applicable laws, regulations, rules, ordinances, codes, etc., but not specifically identified by the Government, shall be performed by the contractor at no additional cost to the Government. In addition, the contractor shall perform the following PM and all necessary cleaning, lubricating, and adjusting pursuant to such maintenance at the frequencies identified. Frequencies shall be modified if deemed necessary by the COR or designee. The contractor is responsible for replacement of all light bulbs, including lights in elevator shafts on top and bottom of cars, hoist way crawl spaces, elevator machine rooms, etc. This shall include all lights inside the elevator cabs. The contractor shall during regular PM visits 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 VASNHCS Police personnel. 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. Annual (CAT 1) and 5-year (CAT 5) safety inspections. The contractor shall accompany the third- party vendor and provide assistance during the inspections. Minor repairs that can be accomplished during the inspection should be completed as per this PWS. Repairs that are outside the PWS shall require a quote to be repaired and the quote will be provided to the COR within two business days. Repairs will begin upon a PO, modification to the contract, or verbal approval from the CO and should be completed within 48 hours. Any rescheduling of the CAT 1 and/or CAT 5 inspection will require notification if there will be an additional cost for the contractor to accompany the third-party vendor. Inspections may occur before or after normal working hours to mitigate any impact to staffing or patient care. The contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment. If work is required that is outside of the scope of this contract, the contractor shall submit a detailed cost estimate for the required repairs to the CO/COR within two business days of finding the issue. Contractor shall not proceed with such work, except for an emergency situation such as entrapment, without the written consent of the CO/COR, and receipt of a separate PO or modification to the contract to cover the cost of the additional work. Unless the work can be completed without any impacts to patient/staff use, the quote should also include a cost estimate for before or after work hours (to include weekend), if needed. Repair or replacement of elevator equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the contractor, its representative and employees. Contractor shall obtain written approval by the CO/COR prior to repairs related to this category. Any damage that the contractor deems to be a result of this category shall be fully documented with pictures by the contractor of the incident to supply to the CO/COR of the contract for evaluation. The VASNHCS/CO/COR reserves the right to claim any damaged material / equipment. Payment will not be made for any unauthorized work. A quote is required for the repair/service to place the elevator back into operation and ensure it is safe for transportation. This will be reviewed by the COR and a modification to the contract may be submitted for the repair/replacement. Once the CO has authorized the modification, will the work begin. Payments for this category (2.3.J) shall be billable separately to a fixed allocated fund. Funding for this will be provided at a fixed value with hourly rates negotiated annually. 2.4 CALLBACK SERVICE Callback service is defined as a request for service or to assist in an entrapment for one or more elevator(s), either during or after normal working hours, during weekdays, weekends, or holidays, to correct any problem or condition, including entrapment, which needs attention. The contractor shall respond to all callbacks and be prepared to take corrective action at the site within 1 (one) hour for passenger entrapments and 2 (two) hours for all other service calls. Callback hours are not to take time away from PM hours required under this contract. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the contractor s control preclude resolution of the problem that day, the CO/COR must be notified verbally or in writing with an explanation of the delay. Repair or work proposals not covered under this contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation. The work shall be accomplished at the hourly rates specified in the pricing schedule. Charges for parts and materials shall be accompanied with a copy of the invoice and shall be billed at the actual cost plus a maximum 10% pass-through markup for contractor. Callback service during non-normal working hours shall be restricted to entrapment releases and returning essential elevators to service. Callback services of non-essential elevators will be scheduled for the next business day during normal hours of operations. Essential elevators include those elevators designated by the COR or COR designee. Each building serviced with a VTE shall have at a minimum one elevator in operation to ensure safe vertical egress. If in the event of a multiple elevator failures in one building (or a building serviced by one elevator has a failure) and the building is in a status of zero VTE service, then the callback is deemed essential. 2.5 PERFORMANCE STANDARDS Contract speed and brake to brake flight time shall be maintained as originally installed and adjusted. Maintain smooth starting, stopping, and leveling accuracy of 3mm (1/8 ) for all elevators. Opening times, closing times and door close torques of all elevators shall be maintained within the limits of ASME A17.1 Code with a minimum of stand open time consistent with traffic demands. 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. 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 the COR. On an annual basis, the contractor shall submit a record of hall waiting time at each elevator landing utilizing a computerized analyzer or similar type event recorder and other data necessary to verify the system is operating at peak efficiency (manufacturer specifications) for all elevators covered under the contract. Results shall be submitted and 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 COR. Contractor shall ensure that the original manufacturers settings at installation and operating criteria is maintained at all times for each elevator including, but not limited to, the following: Maximum capacity in pounds; Rated speed in feet per minute; Performance time measured brake to brake; Door operation; Traffic handling capabilities; Response times; Ride quality. 2.7 SPARE PARTS An adequate supply of new spare parts shall be maintained by the contractor at all times to ensure prompt PM and repair services. All parts and materials shall be of the original manufacturer s design and PWS requirements, or equal thereto. All lubricants shall be the same as or equal to those recommended by the manufacturer. If it becomes evident during a guarantee period that a component(s) is not functioning properly in accordance with manufacturer s or VASNHCS PWS requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, that component(s) shall be removed and a new component(s) meeting all requirements shall be installed. All parts and supplies stored in the elevator machine rooms shall be kept in enclosed metal cabinets. Flammable materials shall be stored in fire rated cabinets or containers provided by the contractor. All cardboard, trash/debris must be removed and disposed in the proper container outside the space. At no time, will parts, supplies, material be kept outside of the cabinets or containers, especially in stairwells or hallways in which it will impede egress, as per the Life Safety Codes. Response Method: The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VASNHCS Elevator Services At a minimum, the following information shall be provided: 1. Company Name; 2. Company Mailing Address; 3. Point(s) of Contact including telephone number(s) & email address(es); 4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service-Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 811310 Commercial and Industry Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. 5. Provide a summary of the type of services performed and experience as it relates to Elevator Maintenance, Inspection, & Repair Service. 6. UEI Number 7. Provider GSA/FSS #. 8. Sub-Contracting Intentions (provide above items 1 thru 7 of intended subcontractor along with description of sub-contractor duties). This area will be heavily scrutinized so as to avoid pass-through acquisitions. 9. Additional information and/or comments. Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in VA's Vendor Information Pages (VIP) database at www.vip.vetbiz.gov to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice within the above stated due date will be eligible for award.
