1240BE26Q0118 Attachment 3 Performance Work Statement.pdf

ATTACHMENT 3

PERFORMANCE WORK STATEMENT

USFS, Corvallis Forestry Sciences Lab (CFSL) Elevator Preventative Maintenance

1.0 General Information

1.1 General: This service contract is to provide a routine maintenance and minor repair service to the elevators at the PNW Corvallis Forestry Sciences Laboratory (CFSL) office building located in Corvallis, Oregon. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Background: The PNW Corvallis Forestry Sciences Laboratory seeks to maintain and minor repair three (3) elevators. 1)The East Wing Elevator equipment was installed in 2013. 2)The Central Wing Elevator equipment was installed in 1968. 3)The Lab Service Wing Service Elevator equipment was installed in 1964.

1.3 Purpose: Provide elevator preventative maintenance and repair services as needed to ensure continuous, safe, and reliable operation of the equipment.

1.4 Description of Services: The Contractor shall provide all labor, supervision, management, tools, materials, equipment, facilities, transportation, and other items and non-personal services necessary to provide routine maintenance and repair services to elevator in accordance this Performance Work Statement (PWS), its attachments, and all federal, state, and local laws and regulations.

1.5 Place of Performance: The work shall be performed at CFSL office building located 3200 SW

Jefferson Way Corvallis, OR, 97355

1.6 Period of Performance (POP): The period of performance shall be for 1 Base Period of 12-months and 4

Option Periods of 12-months each.

Period POP Start Date POP End Date Base Period October 1, 2026 September 30, 2027 Option Period 1 October 1, 2027 September 30, 2028 Option Period 2 October 1, 2028 September 30, 2029 Option Period 3 October 1, 2029 September 30, 2030 Option Period 4 October1, 2030 September 30, 2031

1.7 Government Regular Working Hours: The Government's regular working hours are Monday through Friday from 0800 to 1630, except federally observed holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS.

1.8 Federal Observed Holidays: When a federal holiday occurs on a Saturday, federal employees observed normally granted the previous Friday as the holiday observance. When a federal holiday occurs on a Sunday, federal employees are normally granted the following Monday as the holiday observance. If a holiday falls on a scheduled Contractor workday, the following or proceeding workday will be used to schedule the work to be accomplished. Below is the list of recognized federal holidays:

Federal Holidays New Year’s Day (January 1st) Labor Day (First Monday in September) Martin Luther King Jr’s Birthday (Third Monday in January)

Columbus Day (First Monday in October)

President’s Day (Third Monday in February) Veteran’s Day (November 11th) Memorial Day (Last Monday in May) Thanksgiving Day (Third Thursday in November) Juneteenth Day (Third Monday in June) Christmas Day (December 25th) Independence Day (July 4th)

1.9 Service Interruptions: If any services must be interrupted (even temporarily) due to maintenance of contract work, the Contractor shall notify the Contracting Officer (CO) and Contracting Officer’s Representative (COR) at least 3 business days in advance. If the service is due to an emergency breakdown, the Contractor shall notify the CO and COR as soon as practicable.

1.10 Post-Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office per Federal Acquisition Regulation (FAR) Subpart 42.5.

1.11 Quality Control Plan (QCP): The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which the Contractor assures that their work complies with the requirements of the contract.

The Contractor’s QCP shall be provided to the CO and COR within 10 business days after contract award.

After acceptance of the QCP, the Contractor shall receive the CO’s acceptance in writing of any proposed change to the QCP.

1.12 Contractor Key Personnel: The following contractor personnel are considered key personnel by the

Government: Contract Manager and Quality Control Representative.

1.13 Contract Manager: The Contractor shall provide a Contract Manager and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract.

The Contract Manager or alternate shall be available during the Government's regular working hours.

1.14 Quality Control Representative: The Contractor shall provide a Quality Control Representative who shall be responsible for the Contractor’s QCP to ensure services are performed per the PWS. The Quality Control Representative shall implement and maintain full compliance with the QCP throughout the contract period.

1.15 Government Key Personnel: The following government personnel are considered key personnel:

Contracting Officer and Contracting Officer’s Representative.

1.16 Contracting Officer (CO): The CO is the only person with the authority to enter into, administer, and or terminate contracts; make related determinations and findings on behalf of the government; and legally bind the government. The CO shall ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO shall determine and document the final assessment of the contractor's performance in the government’s past performance tracking system.

1.17 Contracting Officer’s Representative (COR): A COR may be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies;

and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract or any resulting task order.

1.18 Inspection and Acceptance: Any inspection and acceptance will be at the location specified in the contract or task order. The designated Contracting Officer’s Representative (COR) will act as the representative of the Contracting Officer for purposes of inspection and acceptance of services to ensure compliance with the terms, conditions, and specifications of the subject contract. The COR has no authority to make any changes to the terms and conditions of the contract.

1.19 Changes: The government reserves the right to add, delete, or change the systems and/or equipment to be serviced under this contract, as required. Price adjustments for these changes shall be based on the rates specified in the Schedule of Items/Price Schedule for identical or similar system and/or equipment.

Changes will only be authorized by a Contracting Officer.

1.20 Invoicing: All contractor invoices shall be submitted via the Invoice Processing Platform (IPP) using contract line-item numbers (CLINs). A copy of the Contractor’s company invoice shall be uploaded in IPP as a PDF document. The contractor shall be required to establish account(s), access method(s), log-in(s), and necessary training in order to submit invoices through IPP. Invoices not submitted via IPP shall not be accepted or paid.

1.21 Special Qualifications: The contractor shall, at no additional cost to the government, obtain all licenses and permits required for performance of work and for complying with all applicable local, state, and federal laws and regulations.

2.0 Contractor Requirements

2.1 Preventative Maintenance Plan: The contractor shall implement a plan to help prevent and correct deficiencies with equipment items, minimize breakdowns and service interruptions, extend equipment service life, maximize operating efficiency, and provide a warranty covering parts and labor for all remedial repairs required between preventative maintenance visits. The plan shall include a checklist that incorporates the addressed areas.

The plan is to be established based upon manufacturers' recommendations, and when those are not reasonably available, based on contractor expertise and standard industry practice. The plan and checklist shall include equipment components to be inspected, maintained and or monitored, inspection and maintenance techniques (adjustment, lubrication, repair, replacement, inspection, and test of the equipment and all associated mechanical devices, communication systems, and safety equipment), inspection and maintenance frequencies, and reporting methodology. The contractor shall update schedules as necessary to reflect any changes in equipment inventory.

2.2 Technical Requirements/Tasks

2.2.1 Task 1 - Quarterly Preventative Maintenance and Minor Repairs: On each schedule visit, the contractor shall perform inspection, testing, maintenance, and minor repairs to elevators and lifts as required by ANSI/ASME Standard 17.1 and ANSI/ASME A18.1, respectively, including:

2.2.1.1 Preventative Maintenance: The contractor shall perform preventative maintenance to elevator per manufacturer’s specifications.

2.2.1.2 Full Load Test: The contractor shall provide a full load test on all 3 elevators in the first base year of this contract. This test is repeated every 5 years.

2.2.1.3 Minor Repairs: The contractor shall perform minor repairs to elevators to include: furnishing, installing or repairing as necessary, machine hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, hydraulic pump “vee” belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, relays, contactors, control fuses, cams, car doors, hoistway door hangers, tracks and door gibs, door operating devices, interlocks and contacts, car gates, safety devices, governors, push buttons, annunciators, hall replacements in signal systems and all other elevator accessory equipment complete. All parts shall be of the original manufacturer’s design and specification or equal thereto.

2.2.1.4 Work Not Covered: The contractor shall not supply or replace incandescent, fluorescent or LED lamps for car light fixtures; supply or replace floor covering on elevator car platforms; make renewals or repairs necessitated by reason of negligence or abuse of the equipment by persons other than contractor representatives/employees, or by reason of any other cause beyond the control of the contractor, except normal wear and tear; install new attachments as recommended or directed by federal, state, or local government authorities. Any such modifications require prior review by CO/COR and a determination will be made if a written modification to the contract is required.

2.2.1.5 The Contractor shall provide all testing necessary to ensure the elevators remain in safe operating condition and in compliance with all applicable local, state, and federal laws, regulations, codes, and standards.

2.2.2 Task 2 - Over and Above Work: In the course of providing maintenance, the contractor may detect repairs not covered by maintenance and minor repairs. The Contractor shall submit the following information for all recommended repairs for over and above work: Type of work required; detailed work description; specific location, materials and labor required to complete the work. A written quote for work shall be prepared by the Contractor. The government will verify that the proposed work is required and not covered under the basic contract, and the proposed corrective action is appropriate. Any work of this nature will require a written modification to contract in advance of performance of over and above work, or as directed by the Contracting Officer.

2.2.3 Task 3 - Service Calls: Between scheduled Preventative Maintenance and Basic Repair visits, there may be a need for unplanned service. The contractor shall respond within 1 calendar day to the CFSL office building to assess the need for service. All costs associated with travel and making the assessment are covered by CLIN 0002 – Service Call- Site Visit Assessment. It is estimated there will be a need for a service call on quarterly basis. If none requested by the Government, the CLIN is not paid.

The Contractor shall submit the following information after making an assessment: The type of work required; detailed work description; specific location, materials and labor required to complete the work.

A written quote for work shall be prepared by the Contractor. The government will verify that the proposed work is required and not covered under the basic contract, and the proposed corrective action is appropriate. Any work of this nature will require a written modification to contract in advance of performance, or as directed by the Contracting Officer.

2.2.4 Equipment Information:

Item Building Address Type of Unit and

Manufacturer Capacity

(LBS)

Year

Installed Inspection Frequency

1 Corvallis Forestry Science Lab (East Wing)

3200 SW Jefferson Way, Corvallis

OR 97355

Type: EIB 187M

Mfr: Schindler Elevator Corporation

2,100 2013 Monthly

2 Corvallis Forestry Science Lab (Central Wing)

3200 SW Jefferson Way, Corvallis

OR 97355

Type: EP15030

Mfr: ThyssenKrupp Elevator

3,400 1968 Monthly

3 Corvallis Forestry Science Lab (Lab Service Wing)

3200 SW Jefferson Way, Corvallis

OR 97355

Type: EP9525

Mfr: ThyssenKrupp Elevator

4,000 1964 Monthly

3.0 Deliverables Schedule

3.1 The contractor shall email an electronic copy of all Reports, Service Call Quotes, or other deliverables to the CO and COR in PDF format and phrased in layperson language.

Item Deliverable Objective Frequency

1 Preventative Maintenance Plan

Provide a plan detailing all the preventative maintenance required for each equipment.

Provided with Solicitation Response. An updated copy shall be provided to the CO and COR as changes occur.

2 Schedule of Services

Provide a timeline of all the services to be provided under this contract in accordance with the Preventative Maintenance Plan.

Provide with Solicitation Response. An updated copy shall be provided to the CO and COR as changes occur.

3 Inspection and Testing Report1

Report all inspection and testing performed for the equipment. The report shall include type of inspection and testing conducted (per ANSI/ASME Standard

17.1 or ANSI/ASME Standard 18.1), date of performance, name of inspector, inspection and testing results, and compliance status.

No later than 10 business days after work performance.

4 Preventative Maintenance Report1

Report all preventative maintenance performed on each equipment. The report shall include type of service, date of performance, name of technician, and final status.

No later than 10 business days after work performance.

5 Service Calls Report – Repair Calls1

Report service calls performed on the equipment. The report shall include type of service, date of performance, name of technician, and final status.

No later than 10 business days after work performance.

6 Quality Control Plan

(QCP)

Provide a QCP detailing the procedures to be implemented to identify, prevent, and ensure non- recurrence of defective services.

Provided with Solicitation Response. An updated copy shall be provided to the CO and COR as changes occur.

7 List of Contractor Personnel

Provide a list of all contractor personnel assigned to this contract and their point of contacts.

Provided with Solicitation Response. An updated copy shall be provided to the CO and COR as changes occur.

8 Invoices Invoices shall be submitted via IPP. Monthly

Note1: All reports can be consolidated and submitted as one as long as all required information is provided in accordance with the Deliverables Schedule.

4.0 Travel

4.1 The Contractor shall be responsible for all travel to and from the work site location.

5.0 Security and Safety Requirements

5.1 Security: At the Corvallis Forestry Sciences Laboratory, the elevators are located in a non-public area.

Access is only available during regular working hours. The contractor shall schedule service visits with the COR 72 hours prior to service.

5.2 Safety: The Pacific Northwest Research Station follows CDC guidance for the spread of communicable disease. Contractors may be required to furnish and wear Personal Protective Equipment (PPE) or take other precautionary measures as required at time-of-service.

6.0 Performance Requirement Measures

6.1 The government expects the contractor to work at an acceptable performance level throughout the life of the contract.

6.2 Acceptable Performance: Acceptable performance is achieved if 100% of the requirement is successfully satisfied. The Contractor’s acceptable performance will be rated in COR reports and in the Contractor Performance Assessment Reporting System (CPARS) as Satisfactory, Very Good, or Exceptional.

6.3 Unacceptable Performance: Unacceptable performance is achieved if less than 100% of the requirement is satisfied (e.g., work specified by contract is incomplete or work is not in accordance with the PWS, task order, and manufacturer’s specifications). If the performance is deemed unacceptable for any objective (required task), the COR will determine the possible cause of this unacceptable performance. Unacceptable performance caused by actions of the Contractor shall be reported to the Contractor’s on-site representative and request its signature on documentation acknowledging notification. Unacceptable performance caused by actions of the Government shall not be held against the Contractor. If the Contractor disputes the results of surveillance, the COR must refer the Contractor to the CO for resolution. The Contractor’s unacceptable performance will be rated in COR reports and in CPARS as Marginal or Unsatisfactory.

6.4 Performance Requirements Summary:

Task Performance

Objective Performance

Standard Method of

Surveillance Remedy

Task 1:

Quarterly Preventative Maintenance and Minor Repairs

Work shall be performed per this PWS (Section 2.2.1), the terms of each task order, manufacturer’s specifications, and all federal, state, and local laws and regulations.

Zero Deviation

100% Quarterly services performed as required by each task order, and/or no more than 2 valid customer complaints per task order.

Periodic Inspections by

COR.

The government has the right to change or modify inspection methods at its discretion.

Rework at no cost to Government for defective services.

Task 2: Over and Above Work

Work shall be performed per this PWS (Section 2.2.2), the terms of each task order, manufacturer’s specifications, and all federal, state, and local laws and regulations.

Zero Deviation

100% completion of all approved over and above work.

100% Inspection by COR.

The government has the right to change or modify inspection methods at its discretion.

Rework at no cost to Government for

Task 3:

Repair Service Calls

Work shall be performed this PWS (Section2.2.3), the terms of each task order, manufacturer’s specifications, and all federal, state, and local laws and regulations.

Zero Deviation

100% completion of all approved repair service calls.

Periodic Inspections by COR.

Rework at no cost to Government for

7.0 Government-Furnished Property

7.1 The Government will not provide Government-Furnished Property under this contract.

8.0 Definitions

8.1 Business Day: Refers to any day in which normal business operations are conducted. For this contract, a business day is considered to be Monday through Friday from 0800 to 1630 local time and excludes weekends and federal holidays.

8.2 Calendar Day: Refers to the period of elapsed time, using Coordinated Universal Time or local time that begins at midnight and ends 24 hours later at the next midnight

8.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

8.4 Contracting Officer’s Representative (COR): The Government employee designated by the

Contracting Officer to be responsible for monitoring Contractor performance.

8.5 Contractor: The term Contractor as used herein refers to both the prime Contractor and any sub-contractors. The prime Contractor shall ensure that his/her sub-contractors comply with the provisions of the contract. The term in this contract refers to the prime.

8.6 Defective Service: A service output that does not meet the standard of performance associated with the

Performance Work Statement.

8.7 Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

8.8 Facility: An establishment, structure, or assembly of equipment designated for a specific function;

something designed, built, installed, etc., to serve a specific function affording a convenience or service.

8.9 Government-Furnished Property (GFP): Property in the possession of, or directly acquired by, the

Government and subsequently furnished to the Contractor for performance of a contract.

8.10 Government Property: All property owned or leased by the Government. Government property includes both government-furnished property and contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

8.11 Inspection: Examining and testing supplies or services (including, when appropriate, raw materials, components, and intermediates assemblies) to determine whether they conform to contract requirements.

8.12 Over and Above Work: Work discovered during the course of performing overhaul, maintenance and repair efforts that is within the general scope of the contract; not covered by the line item(s) for the basic work under the contract; and necessary in order to satisfactorily complete the contract. CO Approval Required.

8.13 Performance Objectives: Describe the work that is to take place.

8.14 Performance Requirements Summary (PRS): Identifies the key performance indicators of the contract that will be evaluated by the Government to ensure the Contractor meets standards.

8.15 Performance Standard: Describe the desired results that are to be achieved. A measure of comparison;

an acceptability criterion; a benchmark or yardstick against which a service will be measured.

8.16 Quality Assurance (QA): A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

8.17 Quality Assurance Surveillance Plan (QASP): An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor for each item of the Performance Requirements Summary.

8.18 Quality Control (QC): A method used by the Contractor to control the quality of goods and services provided.

8.19 Serviceable Condition: Refers to items that are usable; ready for use; in proper operating condition; durable; clean and in good condition; usable for its intended purpose.

8.20 Sub-Contractor: One that enters into a contract with a prime Contractor. The Government does not have privy of contract with the sub-contractor.

8.21 Recommended Repairs Quote: Document prepared by the Contractor which describes over, and above work being proposed and the associated cost. CO Approval Required.