Amendment 2 - UPDATED Questions and Answers: PIMC Elevator PM and Repair Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ IHS1519530A, clarifying aspects of the Statement of Work (SOW) and contract requirements. It emphasizes that prior RFQ documents are no longer valid.

• Parts Provision and Cost Responsibility: The revised SOW states that "parts and components shall be purchased separately from this contract." However, the contractor is responsible for providing parts necessary to correct deficiencies found during PM and service visits, up to a $25,000 allowance per option year. Contractor submits parts costs to the COR for approval before ordering and installation.
• Emergency Repairs: Emergency repairs requiring immediate parts replacement are covered under the $25,000 annual parts allowance. Contractors must still obtain COR approval for parts costs to ensure the limit is not exceeded.
• Annual Testing: The annual testing is a separate checklist from the monthly PM checklist. Both can be completed during the same visit, and a separate 13th visit is not required. Appendix N lists specific items to be tested annually.
• "Quick Response" Definition: The term "Quick Response" is not in the SOW. However, "emergency service hours" are defined as situations with no working elevators, requiring a response within 2 hours.
• Replacement of Major Components: The SOW lists numerous elevator components that may require repair or replacement. Bidders are concerned about the high cost of these items. The government expects the awardee to replace any and all items mentioned, absorbing all costs, within the $25,000 parts allowance per option year.
• Technician Licenses: Individual maintenance technician license/certification copies are preferred for submission.

This Q&A document clarifies the scope of work, particularly regarding parts procurement, cost responsibility, and emergency repair procedures. It confirms that the $25,000 annual allowance applies to parts for correcting deficiencies found during PM and service visits. It also clarifies the definition of emergency response times and the expectation for replacing major components.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ IHS1519530A, specifically clarifying aspects of the Statement of Work (SOW) related to parts, repairs, and service.

• Parts Provision and Cost Responsibility: The revised SOW indicates that parts and components are to be purchased separately from the contract, removing a previous $25,000 annual allowance. However, the contractor is to "provide parts necessary up to $25,000 per option year to correct deficiencies found during PM and service visits." These repair parts are contractor-furnished, with costs submitted to the COR for approval, ensuring the total does not exceed $25k per option year. Parts are billed under one line item, and hours under another.
• Emergency Repair Scope: Emergency repairs requiring immediate parts replacement are covered up to $25k per year in parts. Contractors still require COR approval for parts costs to stay within the annual limit.
• Annual Testing: The annual testing is a separate checklist from the monthly PM checklist and can be completed during the same visit. There is no need for a separate 13th visit.
• Definition of 'Quick Response': The term 'Quick Response' is not in the SOW. However, 'emergency service hours' are defined as up to 15 hours for situations with no working elevators, requiring a response within 2 hours of an emergency call.
• Contractor Responsibility for Parts Replacement: The government expects the awardee to replace any and all items mentioned in the SOW, with the cost of parts absorbed by the contractor up to the $25,000 annual limit. Bidding strategies should account for this.

These clarifications refine the understanding of parts procurement, cost responsibility, and emergency response protocols, which may influence how bidders structure their pricing and approach to fulfilling the SOW requirements.

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

To ensure the Phoenix Indian Medical Center's (PIMC) elevators are maintained and reliable.

• Perform Preventative Maintenance (PMs) for elevators per ASME A17.1/CSA B44 standards.

• Conduct PM tests and inspections as specified in Appendix N of ASME A17.1/CSA B44.

• Provide service calls for elevator repair during regular, emergency, and after-hour rates.

• Coordinate with fire alarm contractors for elevator shaft access.

• Perform monthly tests of firefighter's emergency operations and provide written findings.

• Provide necessary parts (up to $25,000 per option year) to correct deficiencies found during PM and service visits.

• All technicians must be licensed or certified elevator mechanics.

• Required inspections, such as the 6-month ASME A17.1 Appendix N inspection, must be performed by an inspector certified by an organization accredited by ASME.

• Monthly written record of firefighter's emergency operation test.

• Written records of periodic inspections, including dates, components inspected, code deficiencies, and corrective actions taken.

• Annual testing of specific components including Oil Buffers, Safeties, Governors, Slack-Rope Devices, Normal and Final Terminal Stopping, standby/emergency power, door operation, safety switches, and traction loss detection.

• Response within 2 hours for emergency calls (defined as no working elevators).

• Contract performance is for a base year with four (4) one-year option periods for renewal.

• Services are for the Phoenix Indian Medical Center campus in Phoenix, Arizona.

• Provide up to 25 non-emergency service visit hours per year during regular business hours.

• Provide up to 15 emergency service hours.

• Provide up to 10 after-hours response hours.

• Parts for repairs are limited to $25,000 per option year.

Solicitation / RFP / RFQ

This document, "Attachment 2 - RFQ IHS1519530A Solicitation Clauses and Provisions," outlines the contractual clauses, provisions, and additional terms and conditions applicable to the "PIMC Elevator PM and Repair Services" Request for Quotation (RFQ). It details the legal and regulatory framework governing the contract.

This document primarily focuses on the legal and contractual requirements rather than specific technical deliverables. It incorporates numerous Federal Acquisition Regulation (FAR) and HHS Acquisition Regulation (HHSAR) clauses by reference, covering areas such as:

• Invoicing instructions (electronic submission via IPP)

• Contract clauses related to Anti-Lobbying, Safety and Health, Privacy Act, Equal Employment Opportunity, Publications and Publicity, and Confidential Information.

• Clauses related to Commercial Products and Commercial Services, including prohibitions on certain agreements, Kaspersky Lab covered entities, telecommunications equipment, and inverted domestic corporations.

• Provisions for small business subcontracting, whistleblower rights, and contractor code of business ethics.

• Clauses related to service contract labor standards, minimum wages, and paid sick leave.

• Requirements for Buy American, Trade Agreements, and restrictions on foreign purchases.

• Provisions for privacy training, prohibition on unmanned aircraft systems, and preference for U.S.-flag commercial vessels.

• Instructions to Offerors regarding format for offer (Price, Technical, Past Performance), qualifications, key personnel, and policies/procedures.

• Evaluation criteria, including technical factors, past performance, and price.

• The document references FAR 52.212-1 (Instructions to Offerors – Commercial Items) and FAR 52.212-2 (Evaluation – Commercial Items).

• It specifies that offers will be evaluated on a Best Value basis, considering technical factors, past performance, and price.

• The document includes a "Quote Due Date" of May 6, 2026, at 3:00 PM MST.

• It also includes an "Option to Extend Services" clause (52.217-8) allowing for up to 6 months of continued performance.

• Offers must be sectioned into three volumes: Price, Technical, and Past Performance.

• Technical volume requires a written narrative addressing qualifications, key personnel, and policy/procedures.

• Past Performance section requires at least 3 but no more than 5 recent and relevant records, preferably in a hospital setting.

• Technical questions are due by April 27, 2026.

• Quotations must be submitted by email to the Contract Specialist.

• Evaluation will consider technical description, past performance, and price, with a focus on Best Value.

• Numerous clauses related to small business concerns are incorporated by reference, including set-asides for small businesses, HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), and Women-Owned Small Business (WOSB) concerns.

• The document is a Request for Quotation (RFQ) for "PIMC Elevator PM and Repair Services."

• It specifies that the Department of Health and Human Services, Phoenix Area Indian Health Service is tax-exempt in Arizona.

• The document references various attachments, including a Pricing Schedule (Attachment #4) and Appendix N of ASME A17.1/CSA B44.

Form / Attachment / Pricing Sheet

This document is a price schedule for Solicitation RFQ IHS1519530A, "PIMC Elevator Preventative Maintenance (PM) Services." It is intended for offerors to fill in pricing information in the blue cells, with the document auto-calculating totals.

• The schedule outlines CLINs (Contract Line Item Numbers) for the Base Period and four Option Years.
• It details specific services including Monthly PM Services, Monthly Firefighter Emergency Operation Test, 6-Month Inspection (ASME A17.1), Annual Tests (ASME A17.1), Non-Emergency Service Hours, Emergency Service Hours, and After Hours services.
• For each service, bidders are to provide Quantity (QTY), Unit, Unit Price, and Total Price for each contract period.
• A line item subtotal and a TOTAL ESTIMATED CONTRACT VALUE are included.

This price schedule is critical for bidders to understand the cost structure of the PIMC Elevator Preventative Maintenance (PM) Services. Bidders must accurately complete the unit prices for each service line item and contract period. The total estimated contract value will be derived from the submitted pricing. This document directly impacts proposal preparation and the overall cost evaluation of the bid.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, issued as a Request for Quote (RFQ) for elevator preventative maintenance and repair services for the Phoenix Indian Health Center. The contract will be for a Base Year with four (4) Option Years. This is a Small Business Set-Aside.

• Preventative maintenance and repair services for elevators.

• Specifics of the goods/services are detailed in an attached Statement of Work and Pricing Schedule.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base Year plus four Option Years.

• Submission Deadline: May 6, 2026, 3:00 p.m. MST.

• Submission Method: Email quotes to Kerri.Gilmore@ihs.gov.

• Offerors must propose on an all-or-none basis.

• Written proposals are required.

• Include CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• Quote Preparation Instructions are detailed on Page 10 (FAR 52.212-1).

• Small Business Set-Aside.

• Mandatory SAM registration is required for award. Reps & Certs must be current.

• Questions (RFIs) must be submitted via email to Kerri.Gilmore@ihs.gov by April 27, 2026, 1:00 PM MST. RFIs submitted after this date will not be considered.

• Offerors must acknowledge a 120-day acceptance period.

• Applicable FAR/HHSAR provisions and clauses are included as Attachment 2.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter from the Arizona Department of Revenue granting the Department of Health & Human Services, Phoenix Area Indian Health Service, an exemption from Arizona Transaction Privilege Tax and Use Tax. This exemption is effective January 1, 2025, for specific business classifications.

• The letter lists specific Business Codes and their corresponding Exempt Classifications for both state and city taxes.
• It details the Statutory References for these exemptions.
• Appendix A lists all locations claimed to be exempt by the organization.
• It clarifies that the exemption applies to transactions where the organization is the customer.
• It notes that there are no deductions for transient lodging/hotel and other exemptions are limited by statute.

Bidders should note that the Phoenix Area Indian Health Service is operating under tax-exempt status for certain transactions starting January 1, 2025. This may impact how pricing and taxes are handled in proposals or invoices related to this opportunity, particularly if the bidder is providing goods or services to the IHS under the listed exempt classifications. Bidders should consult the provided list of business classifications and statutory references to understand the scope of the exemption and ensure accurate tax application in their bids.