Elevator Inspections - Cleveland, OH Louis Stokes VA Medical Center

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding elevator inspection requirements, specifically focusing on CAT 5 testing and subcontracting limitations.

• 5-Year Full Load Tests: Confirmed that these tests are performed only once every 5 years.
• 30-Day Follow-up Inspections: These inspections are to reinspect after 30 days to verify that all noted discrepancies have been corrected.
• CAT 5 Load Tests: These tests are scheduled for 2030, as stated in line item 6. A. of the solicitation.
• Applicability of CAT 5 Testing: CAT 5 testing is required for all 32 elevators (both traction and hydraulic).
• SDVOSB Subcontracting Limitations: This requirement applies to labor/service work, not materials/parts, as per VAAR 852.219-75.
• Timing of CAT 5 Testing: The five-year Inspection and Full Load Test must be performed in 2030, coinciding with the Annual Test due date for all traction and hydraulic elevators.

This Q&A document clarifies key aspects of the testing schedule and requirements, which may impact bidder understanding of scope and pricing. No changes to deadlines or submission rules were indicated.

Solicitation / RFP / RFQ

This document is a Wage Determination (WD) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations performing work under a contract in Ohio, specifically within the counties of Cuyahoga, Geauga, Lake, and Lorain, Medina.

This document lists specific occupational codes and their corresponding minimum hourly wage rates and required fringe benefits. It covers a wide range of job classifications, from administrative support and clerical roles to health occupations, technical occupations, and more.

This is a wage determination, not a solicitation with a specific contract period or value. It serves as a baseline for wage and benefit requirements for contracts subject to the Service Contract Act.

Not applicable to this document type.

Not applicable to this document type.

• The document includes specific notes regarding Executive Orders 13706 (Paid Sick Leave) and 13658 (minimum wage adjustments).
• It also details requirements for vacation, holidays, hazardous pay differentials, and uniform allowances.
• A process for requesting additional classifications and wage rates (conformance process) is outlined, requiring contractors to use the Service Contract Act Directory of Occupations for comparison.
• Footnotes provide additional context for specific occupations, such as computer employees and air traffic controllers.

Solicitation / RFP / RFQ

This solicitation is for annual, semi-annual, and 30-day follow-up inspections, including a five-year full load test, for 19 traction elevators and 13 hydraulic elevators located at the Wade Park VA Medical Center in Cleveland, OH.

• Annual, semi-annual, and 30-day follow-up inspections.

• Five (5) year full load test for elevators.

• Services to be performed at the Wade Park VA Medical Center, Cleveland, OH.

• The contract type is contemplated to be Firm-Fixed-Price.

• Period of Performance:

  • Base Year: May 1, 2026 - April 30, 2027
  • Option Year One: May 1, 2027 - April 30, 2028
  • Option Year Two: May 1, 2028 - April 30, 2029
  • Option Year Three: May 1, 2029 - April 30, 2030
  • Option Year Four: May 1, 2030 - April 30, 2031

• NAICS Code: 541350 (Building Inspection Services)

• Product/Service Code: H335 (Inspection - Service and Trade Equipment)

• Offer Due Date: April 10, 2026, 1500 EDT.

• Questions due: March 31, 2026, 1500 EST.

• Evaluation factors: Past Performance, Technical Capability, and Price. Past performance and technical capability are considered as important as total evaluated price.

• Offers must be submitted by the exact time specified.

• This acquisition is a Total Set-Aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must be SBA certified at the time of offer and award.

• All inquiries and offer responses should be emailed to thomas.bellamy@va.gov.

• The solicitation incorporates by reference numerous FAR and VAAR clauses and provisions.

Statement of Work (SOW)

To procure on-site elevator inspections for the Louis Stokes VA Medical Center in Cleveland, Ohio.

• Provide Semi-Annual, Annual, 30-Day Follow-Up inspections, and Five (5) Year Full Load Tests.

• Services cover 19 Traction Elevators and 13 Hydraulic Elevators at the Wade Park VA Medical Facility and Fisher House.

• Inspections must comply with ASME A17.1 code and ASME A17.2 Inspectors Guide.

• Includes review of equipment for safety code compliance, firefighters' service, ADAAG requirements, and modernization needs.

• Place of Performance: Louis Stokes VA Medical Center, 10701 East Blvd, Cleveland, Ohio 44106.

• Period of Performance: Base Year 5/1/2026 - 4/30/2027, with four (4) one-year option periods through 4/30/2031.

• Annual and Semi-Annual inspections are to be completed in May and November each year.

• Five-year Inspection and Full Load Test to be performed in 2030.

• Full Load Testing can be conducted during off-tour hours with prior coordination.

• Inspections must include elevator machine room, control room, secondary equipment room, top of elevator, hoist way, lobbies, and pit.

• Findings and recommendations must be submitted in a narrative report.

• All inspections must be performed in the presence of the current VA elevator preventative maintenance contractor.

• Two (2) copies of the inspection report (1 bound, 1 unbound) and two (2) electronic CDs per inspection, delivered within 14 days.

• An out-brief meeting with the COR to discuss findings and necessary corrections.

• Contractor must provide all labor, materials, equipment, transportation, and supervision.

• Contractor employees may undergo a basic background investigation.

• Vendor will not have access to VA Sensitive Information, patient records, or data.

• A site-specific safety plan must be submitted for approval.

• Contractor is responsible for meeting inspection timelines and response to service calls.

• Contractor will not be furnished parts or test equipment; these must be provided by the contractor.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) outlines a systematic method for evaluating contractor performance for elevator inspection and annual certification services.

• Provide elevator inspection and annual certification services for 32 elevator vertical transportation systems.

• Services include:

  • Annual elevator inspection
  • Semi-annual elevator inspection
  • 30-day follow-up inspections
  • Schedule coordination
  • 5-year full load testing

• Facility elevators are located across multiple buildings at the Cleveland VA campus, separated into 3 groups for quarterly inspection purposes.

• Contractor performance will be monitored through various methods including direct observation, periodic monthly inspections, validated user/customer complaints, periodic sampling, 100% inspection, and progress standard meetings.

• Performance ratings will be "Excellent" (Exceeds Standards), "Satisfactory" (Meets Standards), or "Unsatisfactory" (Fails to Meet Standards).

• Key indicators include Accessibility, Professional Oversight, adherence to VA policies on Medical Waste Removal Services, Costs, and HIPAA Compliance.

• Acceptable Quality Level for all indicators is 100%.

• Base Year: 5-1-2026 to 4-30-2027

• Option Year One: 5-1-2027 to 4-30-2028

• Option Year Two: 5-1-2028 to 4-30-2029

• Option Year Three: 5-1-2029 to 4-30-2030

• Option Year Four: 5-1-2030 to 4-30-2031

• Place of Performance: Cleveland VA campus.

• Contractor is responsible for management and quality control actions.

• Contractor must adhere to all State and Federal regulations for safety and patient privacy.

• Contractor must implement and manage VA policies on Medical Waste Removal Services.

• Contractor must bill the VA correctly based on contract terms.

• Contractor must adhere to HIPAA and National Standards to protect the Privacy and Security of Protected Health Information (PHI).

• Contractor will coordinate inspections with the elevator maintenance contractor.

• Contractor will return inspection checklists to the COR no later than 7 days before the end of the month issued.

• Government personnel include a Contracting Officer (CO) and a Contracting Officer's Technical Representative (COR), Robert Davis.

• Contractor representatives include Robert Davis, Electric Shop Supervisor, COR.

• The COR shall meet with the contractor quarterly to assess performance and provide a written assessment.