J035--Proj #TBD | Elevator Modernization | Elias/Prather

Other / Unclassified

This document is an announcement for a Vendor Day and Site Visit related to a Department of Veterans Affairs (VA) Enterprise-wide Elevator Modernization initiative. The VA is planning to modernize elevators at over 100 VA Medical Centers nationwide in Fiscal Year 2026. This event is for market research purposes to gauge industry interest and capabilities, and to inform future acquisition strategies. It is not a solicitation.

Potential bidders interested in the elevator modernization initiative are invited to register for a Vendor Day and Site Visit. This event will provide preliminary project information and an opportunity to gather feedback from industry. Registration is required, and attendees will receive specific details regarding the tentative event dates (January 14-15, 2026) and location (Dayton and Cincinnati, Ohio area).

• Respond via email with intention to attend.
• Subject line: "VA Elevator Modernization Site Visit and Vendor Day Registration"
• Include: Company Name, Point of Contact, Unique Entity Identifier (UEI) Code, and names/positions of attendees.
• Email registration to Leslie Prather (Leslie.Prather@va.gov) and Scott Elias (Scott.Elias@va.gov).
• Registration Deadline: January 9, 2026, by 5:00 PM ET.

Only registered attendees will receive the exact time and location details for the event.

Solicitation / RFP / RFQ

This is a Sources Sought Notice for market research to identify potential sources for Elevator Modernization projects at various VA Medical Centers nationwide. The Department of Veterans Affairs (VA) is seeking information on companies capable of modernizing both hydraulic and traction elevators.

• Turnkey modernization of hydraulic and traction elevators.

• Furnishing all labor, supervision, materials, parts, equipment, tools, transportation, rigging, disposal, and cleanup.

• Providing all documentation, manuals, diagnostic tools, programming codes, and training for VA operations staff.

• Specific requirements for fire alarm integration, electrical, mechanical, plumbing, low-voltage technology, rigging, and disposal are included.

• The proposed contract will be a firm-fixed-price type.

• The procurement method (RFQ, RFP, or IFB) will be determined based on market research.

• Anticipated solicitation release: Early to mid-February 2026.

• Interested contractors must submit a capabilities statement electronically.

• The capabilities statement should not exceed eight (8) single-sided pages, 12-point font minimum, and must be a single PDF (<=5MB).

• A cover page with company details is required.

• Submission Deadline: December 03, 2025, at 11:00 AM ET.

• Responses must be emailed to the primary and secondary points of contact.

• NAICS codes 238290 (size standard $22.0 million) and 561210 (size standard $47.0 million) are being considered.

• The type of socio-economic set-aside (if any) will be determined based on market research responses.

• This is for information and planning purposes only; it is not a solicitation or commitment.

• No proposals or bids are being requested at this time.

• Respondents must provide specific information on company details, business size, statement of interest, bonding capacity, past performance (self-performed work), and responses to Attachment 04.

• Referenced Attachments: 01 Elevator Modernization Scope, 02 14 21 10 Traction Elevator Modernization, 03 14 24 10 Hydraulic Elevator Modernization, 04 Request for Information Questions.

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

This document specifies the engineering, furnishing, and modernization of complete traction elevator systems.

• Modernization of traction elevator systems as described and indicated on contract drawings.

• Includes passenger, service/passenger, and freight elevators, each with specific class loading requirements (Class "A", "C3", "C1" respectively).

• Requires microprocessor control systems and AC VVVF motor control.

• Specifies requirements for overhead or basement traction configurations.

• Details various components including hoisting machines, controllers, safety devices, doors, guide rails, and car/counterweight components.

• Outlines requirements for electrical work, power supply (including emergency power), and wiring.

• Includes provisions for fire service, independent service, and medical emergency service.

• Contract speed must not vary more than 3% under all load conditions.

• Controlled rate of acceleration/retardation must not exceed 0.1G per ft/s/s; maximum acceleration/retardation not to exceed 0.2G per ft/s/s.

• Starting, stopping, and leveling must be smooth and comfortable.

• Passenger/service door operator speed: open at 76.2 cm/s, close at 30.5 cm/s.

• Freight door operator speed: open and close at 30.5 cm/s.

• Floor level stopping accuracy within 3 mm (.125 in.).

• Noise and vibration isolation to minimize transmission to car and building structure.

• Machine room noise level not to exceed 80 decibels.

• Airborne noise in lobbies not to exceed 50 decibels, and in car not to exceed 60 decibels.

• Not explicitly stated in this section, but implies installation and modernization within a facility.

• Contractor qualifications: must be regularly engaged in elevator installation, have 5 years of experience, and employ certified mechanics.

• Welding must be performed by certified welders.

• Electrical work by licensed Master Electrician and Journeymen Electricians.

• Submittals required: shop drawings, product data, samples, and detailed work schedule.

• Safety precautions: work must afford maximum protection to patients, public, employees, and facilities.

• Cleaning and painting requirements specified.

• Pre-tests and tests must be conducted in the presence of a Resident Engineer/Contracting Officer or authorized representative, witnessed by an Independent Qualified Elevator Inspector.

• One-year warranty period for labor and materials.

• Maintenance service required for one year after completion and acceptance.

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

To furnish all labor, materials, equipment, and services necessary for complete elevator modernization work at Department of Veterans Affairs (VA) medical centers and facilities nationwide.

• Comprehensive modernization of hydraulic and traction elevators, including related systems, to ensure full functionality and code compliance.

• Modernization includes, but is not limited to, new geared/gearless machines, ropes, governors, safeties, buffers, pump/motor/valve assemblies, cylinders, liners, controllers, supervisory panels, and communication systems.

• Replacement of specific components such as conduits, wireways, conductors, traveling cables, stopping devices, operating panels, car position indicators, audio voice systems, auto-dialers, and hoistway doors.

• Refinishing of hoistway entrance frames and cleaning/reuse of certain existing components where feasible.

• Contractor is responsible for all rigging, demolition, and disposal of existing components.

• Coordination with other necessary trades and integration with building systems (Fire Alarm, Electrical, Mechanical, Plumbing, Low Voltage/Technology Systems) is required.

• VA Master Specifications for elevators and related trades.

• VA Elevator Design Guide.

• ASME Safety Codes (A17.1, A17.2, A17.3, A17.4, A17.5, A17.6, A18.1).

• NFPA standards (13, 70, 72, 101).

• International Building Code (IBC).

• ANSI/ASME QEI-1 for Elevator Inspectors.

• ASSE A10.4 for Personnel Hoists.

• NEII-1 Building Transportation Standards.

• VA Barrier Free Design Standard and Seismic Design Handbook.

• In case of conflicts, the more stringent requirement shall govern. NFPA 101 takes precedence over IBC.

• All controllers, drives, door operators, and diagnostic tools must be non-proprietary and open-market.

• Contractor must provide all diagnostic tools, manuals, and programming codes to the VA.

• No component may require OEM-exclusive service contracts or password-restricted access.

• Documentation must allow any qualified licensed elevator contractor to maintain the system.

• Meet or exceed qualifications in Division 14 specifications.

• Employ licensed elevator mechanics with NEIEP or equivalent training and 5+ years of modernization experience.

• Supervisory staff must have OSHA 30; all staff require OSHA 10, confined space, and lockout/tagout training.

• Demonstrate successful completion of at least three elevator modernization projects in healthcare, government, or institutional facilities within the past five years.

• O&M manuals.

• Programming and diagnostic tools, keys, and codes.

• Training for VA staff.

• Warranty documentation (minimum one year full coverage).

• All submittals and certifications per specifications.

• Nationwide at VA medical centers and facilities.

• QEI inspections will be arranged and provided by the VA; contractor shall cooperate but not include QEI services in the proposal.

Form / Attachment / Pricing Sheet

This document is a Request for Information (RFI) seeking input from potential offerors regarding elevator modernization projects. It aims to gather data to help the Government better understand industry capabilities, standards, and potential requirements.

• NAICS Codes: Inquires about NAICS codes used for past elevator modernization projects and requests justification for any proposed alternative NAICS.
• Contract Vehicles: Asks about the existence of GSA MAS or OASIS+ contracts for elevator modernization.
• Certifications: Requests proof of SBA certifications.
• Project Experience: Seeks a list of current or recent (within 5 years) elevator installation/modernization projects.
• Personnel Qualifications: Inquires about the availability of a certified Elevator Mechanic with Department of Labor approval and specific experience/training.
• Elevator Type Experience: Asks about experience with both hydraulic and traction elevators.
• Buy American Act Compliance: Assesses the ability to comply with Buy American Act requirements.
• Project Execution without Drawings: Requests a narrative description of projects completed without specifications and drawings, and the processes used.
• Beneficial Information: Invites any additional information that would help the Government understand elevator modernization requirements.

This RFI is crucial for potential bidders to understand the type of information the Government is seeking to define future requirements. Responding to this RFI can help shape the eventual solicitation and allows vendors to highlight their capabilities and experience. It also provides insight into the Government's current understanding and potential focus areas for elevator modernization projects.

Solicitation / RFP / RFQ

This document specifies the engineering, furnishing, and installation of complete hydraulic elevator systems. It outlines requirements for passenger, service/passenger, and freight elevators, detailing their respective class ratings and operational features.

• Elevator Types: Oil hydraulic, microprocessor control system with power-operated doors.

• Passenger Elevators: Class "A" loading rated minimum.

• Service/Passenger Elevators: Class "C3" loading rated minimum.

• Freight Elevators: Class "C1" loading rated minimum, with vertical bi-parting hoistway doors and vertical sliding car gate.

• Performance Standards: Specific requirements for speed, acceleration, deceleration, door operation, and stopping accuracy.

• Materials: Stainless steel, cold-rolled steel, and other specified materials.

• Safety: Compliance with ASME A17.1, NFPA 70, NFPA 101, and other relevant codes.

• Special Features: Emergency power operation, firefighter's service, independent service, medical emergency service, seismic requirements.

• Period of Performance: Not explicitly stated, but implies a construction/installation project.

• Contract Type: Not specified, but likely a fixed-price contract for construction services.

• Submittals: Shop drawings, product data, samples, and wiring diagrams are required.

• Qualifications: Contractors and mechanics must meet specific experience and certification requirements.

• Testing: Pre-tests and final inspections are required, including full-load run tests, speed tests, and insulation resistance tests.

• Not specified in this document.

• The document references numerous applicable publications and federal specifications.

• Work must be coordinated with other trades and performed in occupied facilities, requiring specific safety precautions.