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THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation.
All information received in response to this RFI that is marked as proprietary will be handled accordingly.
Responses to this notice are not offers and cannot be accepted by the Government to form a binding
contract. Responders are solely responsible for all expenses associated with responding to this RFI.

The submission of pricing, capabilities for planning purposes, and other market information is highly
encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources
sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to
NAICS 811310. Responses to this sources sought will be used by the Government to make appropriate
acquisition decisions. After review of the responses to this sources sought, a solicitation announcement
may be published. Responses to this sources sought synopsis are not considered adequate responses
for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that
can provide the following:

Maintenance and Repair of Automatic Door Operators for the Harry S. Truman Hospital, VA Medical Center, 800 Hospital Drive, Columbia, MO. 65201.
It is the responsibility of the interested source to demonstrate to the government that the interested
parties can provide the supplies/services that fulfill the brand name.

If you are interested and are capable of providing the sought out supplies/services, please provide the
requested information as well as the information indicated below.

Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service
Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone,
Woman Owned Small Business (WOSB), Large Business, etc.)

Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

If you re a small business and you are an authorized distributor/reseller for the items identified above or
an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state
how and what is altered; assembled; modified?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal
contract, that can be utilized to procure the requirement listed above. If so, please provide the contract
number.
Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your SAM s UEI number.

Responses to this notice shall be submitted via email to Lisa Fischer at Lisa.Fischer1@va.gov or Susan Miller at Susan.Miller99@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday, December 20th, 2023, by 1500 PM CST. If a solicitation is issued it shall be announced at a later date, and all interested parties and must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation
DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER
Truman VA, Columbia, MO

STATEMENT OF WORK

Maintenance and Repair of Door Operators

Introduction:

This Statement of Work (SOW) describes the requirements for the annual preventive maintenance inspection and repair of doors at the Harry S. Truman Veterans Memorial Hospital (HSTVMH).

Contractor shall not replace any parts or perform any service that will result in additional charges without prior approval from the COR.

The inspections shall be provided during regular business hours of 7:30am-4:30pm, Monday through Friday, excluding federal holidays. On-site response time must be within 16 business hours. Emergency callback service shall be available 24-hours a day, seven days per week.

All work shall be coordinated with Facilities Management. Contractor shall schedule work four (4) weeks in advance to assure proper coordination with hospital personnel. Contact Sarah Hamilton in Facilities Management at 573-814-6378 to schedule maintenance.

Qualifications of Contractors:

Contractors shall have a history of work experience in maintenance, inspection, and testing of automatic, swing, and manual doors in healthcare, industrial, educational, and commercial facilities for a minimum of five (5) continuous years.

Contractors shall furnish all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I.

General Work Items:

Contractor will inspect doors listed on attached Door Inventory List

Sliding Doors:

Inspect equipment for any visible damage or wear, determine cause and record
Check and inspect hanger wheels, track/cap. Adjust or replace as necessary
Check all locking systems; security clips, solenoid lock, key cylinders. Lubricate, adjust/replace as necessary.
Inspect floor track, clean, and sweep out as required. Note excessive wear and determine reason.
Check and inspect bottom guides. If excessive wear, determine reason.
Inspect safety decals. Must meet ANSI 156.10 or applicable code. Install/replace as necessary.
Check break out force. Adjust as required to meet ANSI codes as applicable.
Check drive belt. Clean and adjust tension as necessary. Inspect wiring, tie wrap if loose.
Check motor/gearbox for wear/excessive noise. Replace as needed.
Check and adjust operational speeds; not to exceed ANSI 156.10 or applicable code.
Check and adjust threshold sensors/safety beams; must meet ANSI 156.10 or applicable code.
Check and adjust motion sensor range to meet ANSI code. Verify time delay, note any problems.
Collect current cycle counts.

Swing Doors LE

Inspect door panel(s) and frame(s) for any visible damage or wear, evaluate and record.
Check and inspect all arm(s) and linkage(s); tighten or re-anchor as necessary.
Inspect operator(s) full open stop, emergency breakout, open and close check position.
Inspect pivot(s) and/or hinges.
Inspect finger guard(s). Must meet ANSI 156.10 or applicable code.
Inspect guide rails, tighten bolts. Must meet ANSI 156.10 or applicable code.
Verify control box settings, opening speed, back check speed, closing speeds and hold open. Must meet ANSI 156.10 or applicable code.
Inspect door safety sensor system (Sentrex, body guard, super scan, etc.). Must meet ANSI 156.10 or applicable code.
Inspect door safety decals. Must meet ANSI 156.10 or applicable code. Install/replace as necessary.
Verify doors with lock assemblies are in working condition (electric or manual locks).
If used, inspect and test floor switch mats and trim. Walk test mat for sensitivity.
Check and lubricate as necessary.
Inspect for broken or cracked glass. Notify COR immediately.
Inspect and adjust detection area of sensor(s); i.e., motion detector, etc. Must meet ANSI 156.10 or applicable code.

Swing Doors FE:

Inspect door panel(s) and frame(s) for any visible damage or wear; this includes all weather strip and door felt. Evaluate and record.
Check and inspect all arm(s) and linkage(s); tighten or re-anchor as necessary.
Inspect operator(s); full open stop, emergency breakout, open and close check position.
Inspect pivot(s) and/or hinges. Clean and lubricate as necessary.
Inspect finger guard(s). Must meet ANSI 156.10 or applicable code.
Inspect guide rails, tighten bolts. Must meet ANSI 156.10 or applicable code.
Verify control box settings, opening speed, back check speed, closing speeds and hold open. Must meet ANSI 156.10 or applicable code.
Inspect door safety sensor system (Sentrex, body guard, super scan, etc.). Must meet ANSI 156.10 or applicable code.
Inspect door safety decals. Must meet ANSI 156.10 or applicable code. Install/replace as necessary.
Verify doors with lock assemblies are in working condition (electric or manual locks).
If used, inspect and test floor switch mats and trim. Walk test mat for sensitivity.
Clean and lubricate as necessary.
Inspect for broken or cracked glass. Notify COR immediately.
Inspect and adjust detection area of sensor(s); i.e., motion detector, etc. Must meet ANSI 156.10 or applicable code.

Manual Doors:

Inspect door panel(s) and frame(s) for any visible damage or wear; evaluate and record.
Check and inspect all arm(s) and linkage(s); tighten or re-anchor as necessary.
Inspect pivot(s) and/or hinges. Clean and lubricate as necessary.
Inspect finger guard(s), if installed. Must meet ANSI 156.10 or applicable code.
Inspect manual closes (damage and leaks) and closing speed. Must meet ANSI 156.10 or applicable code.
Inspect and tighten hinges, push bars, and handles.
Inspect doors for tripping and slipping hazards.
Inspect for broken or cracked glass. Notify COR immediately.
Inspect thresholds.
Inspect weather-stripping.
Check locks to ensure door secures.
Inspect electric strikes and panic devices.

Components and parts that are found to be defective, have failed operationally or which exhibit signs of near-term failure shall be identified during each inspection.

Reporting:

Provide written report of all work performed and any parts replaced. Reports shall be submitted to the COR, Sarah Hamilton.

Information shown in the report shall be as follows:

Company s name, address, telephone & FAX numbers.
Name and signature of contractors who perform the inspection and/or repairs.
VA Work Contract Number, name, and number of VA Contracting Officer.
Date and time of work.
Descriptions and model number of specialized tools and equipment used.
Location and type of door serviced.
Descriptions of work items.
Recommended corrective actions, if any.

Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the COR.

Special Requirements:

Contractor shall report to the Engineering Control Center (ECC) during off-duty hours for sign-in before going to the worksite and check-out through the ECC when work is completed.

The contractor shall supply and maintain a current maintenance logbook for each building documenting the Management Information Data. The logbook shall remain in the ECC. The logbook shall be annotated as service is rendered describing in detail problems and corrective action taken. A record of all call-backs and resulting repair shall be kept by the contractor and annotated in the maintenance logbook indicating all services rendered, and difficult experiences and corrective measures that may improve service. All scheduled inspections and emergency call back service shall also include (1) Person, (2) Date, (3) Purpose, (4) Problems/Difficult Experiences, (5) Corrective Measures Taken, and (6) Time started, and time completed or stopped.

Service Calls / Callback

The contractor shall respond to requests made by the COR, or authorized designee, within 2-hours to be onsite during normal working hours. The course of action to resolve a service call problem and to determine if overtime will be allowed will be determined after consultation between the CO/COR and the contractor.

The contractor shall respond to callbacks made from the CO, COR, or designee, by contacting the appropriate party within 30 minutes by phone. This is required 24 hours a day, 7 days a week. The Government representative will identify these calls as emergencies and will coordinate with the contractor resolution of the problem and if overtime shall be required to complete repairs.

The authorization requirements do not apply, a Security Accreditation Package is not required.

Attachments/Links