Attachment 1 - PWS for Elevator Maintenance and Repair (Final).pdf

Performance Work Statement TNF Elevator and Lift Maintenance and Repair Services

1.0 General Information

1.1 General: This is a non-personal services contract to provide routine maintenance and repair services to elevators and lifts on the Tongass National Forest (TNF) office buildings located throughout Southeast Alaska. 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 Tongass National Forest seeks to maintain and repair elevators and lifts in

Southeast Alaska. All equipment was installed between 1995-2017.

1.3 Purpose: Provide elevator and lift maintenance and repair services 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 elevators and lifts in accordance with (IAW) this Performance Work Statement (PWS), its attachments, and all federal, state, and local laws and regulations.

1.5 Contract Type: The Government will award a Firm-Fixed Priced (FFP) service contract with up to a 5-year ordering period. Performance shall be made only as authorized by Task Orders issued IAW the Ordering Clause. Subject to any limitations in the Order Limitations Clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued IAW the Ordering Clause. Note: Task Orders will be issued at the rates specified in the Schedule of Items.

1.6 Place of Performance: The work shall be performed at multiple TNF office buildings located throughout Southeast Alaska: Juneau, Craig, Thorne Bay, Sitka, Wrangell, and Petersburg.

Travel between the lower-48 and each location is available by commercial airlines, state of Alaska operated ferry services, and some commercial shipping and transportation companies. Travel within the southeast Alaska area is confined to flights and ferries. All locations in Juneau are connected by road system. Craig and Thorne Bay are located on Prince of Wales Island, Sitka is located on Baranof Island, Wrangell is on Wrangell Island, and Petersburg is on Mitkof Island.

1.7 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 Date of Award 31 March 2024 Option Period 1 1 April 2024 31 March 2025 Option Period 2 1 April 2025 31 March 2026 Option Period 3 1 April 2026 31 March 2027 Option Period 4 1 April 2027 31 March 2028

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

1.9 Federal Observed Holidays: When a federal holiday occurs on a Saturday, federal employees are 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) Labor Day (September) Martin Luther King Jr’s Birthday (January) Columbus Day (October) President’s Day (February) Veteran’s Day (November) Memorial Day (May) Thanksgiving Day (November) Juneteenth Day (June) Christmas Day (December) Independence Day (July)

1.10 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.

1.11 Post-Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the Contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.12 Quality Control Plan (QCP): The Contractor shall develop and maintain an effective QCP to ensure services are performed IAW 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.

1.13 Contractor Key Personnel: The following contractor personnel are considered key personnel by the Government: Contract Manager and Quality Control Representative.

1.14 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.

1.15 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 IAW the PWS. The Quality Control Representative shall implement and maintain full compliance of the QCP throughout the contract period.

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

Contracting Officer and Contracting Officer’s Representative.

1.17 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.

1.18 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.

1.19 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.

1.20 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.

1.21 Invoicing: All contractor invoices shall be submitted via the Invoice Processing Platform (IPP) using contract line item numbers (CLINs). 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.

1.22 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 - Monthly/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 each elevator and lift per manufacturer’s specifications.

2.2.1.2 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.

2.2.1.3 Work Not Covered: The contractor shall not supply or replace incandescent or fluorescent 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 may be recommended or directed by federal, state, or local government authorities without prior written approval of the CO.

2.2.1.4 Remote Elevator Monitoring (REM): Maintain the Remote Elevator Monitoring (REM) equipment for the Wrangell Ranger District Office. REM shall be set to report elevator faults and alarms to contractor’s 24-hour dispatch center. REM will provide useful information for recording general operational parameters, alerting the contractor of malfunctions, and for contractor’s troubleshooting malfunctions. Contractor shall notify the CO of any repairs, beyond preventative maintenance, identified during the Quarterly Service Visit. Provide a cost proposal for such work.

Provide pricing data, cost data, and judgmental information necessary for the contracting officer to determine a fair and reasonable price or to determine cost realism.

2.2.2 Task 2 - Over and Above Work: The contractor shall submit the following information for all over and above work: type of work required; detailed work description; specific location, estimated labor hours; materials required to complete the work, and proposed cost. Data shall be sufficient to satisfy contract requirements and obtain the authorization of the CO to perform the proposed work. The contractor shall not proceed with over and above work until the Government promptly reviews the information submitted. The government will verify that the proposed work is required and not covered under the basic contract line item(s) and that the proposed corrective action is appropriate. The government will authorize over and above work as necessary.

The government and contractor will negotiate a settlement for the over and above work. Contract modifications will be executed to definitize over and above work. Failure to agree on the price of over and above work shall be a dispute within the meaning of the Disputes clause of this contract.

2.2.3 Task 3 - Repair Service Calls: The contractor shall respond and restore elevator service between scheduled Preventative Maintenance and Repair visits. The COR will initiate the service call and the contractor shall respond within 1 calendar day at the Mendenhall Glacier Visitors Center in Juneau, AK, and within 2 business days at all other locations. At more remote locations, services may be scheduled with scheduled preventative maintenance visits.

The contractor shall report to the work location, survey the repair, and provide to the COR the estimated time and cost of repairs not covered in the Preventative Maintenance and Repair visits. The cost of repairs shall include a breakdown of all cost elements (ex. hourly labor rates, parts, etc.). The contractor shall commence repair work after receiving approval from the CO. All repair work shall be IAW normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality. Downtime of the elevator will be kept to an absolute minimum. The contractor must notify the COR of all projected downtime and estimated time for repair.

2.2.4 Equipment Information:

Item Building Address Type of Unit and Manufacturer

Capacity

(LBS)

Year Installed

Inspection Frequency

1 Mendenhall Glacier Visitor Center (MGVC)

6000 Glacier Spur Road, Juneau, AK 99801

3-Stop Passenger Elevator

OTIS Gen2 Machine-Roomless Electric Traction

APR

Monthly

2 Mendenhall Glacier Visitor Center (MGVC)

6000 Glacier Spur Road, Juneau, AK 99801

2-Stop Passenger Elevator

OTIS Gen2 Machine-Roomless Electric Traction

APR

Monthly

3 Juneau Ranger District Administrative Office

Mendenhall Loop Road, Juneau, AK

2-Stop Passenger Elevator

OTIS #LVM-2010L

2,000 MAY

Monthly

4 Juneau Forestry Science Lab

11175 Auke Lake Way, Juneau, AK

2-Stop Passenger Elevator

ThyssenKrupp ID No. EBF572 AMEE 25 Hole Less Hydraulic

MAR

Quarterly

5 Sitka Ranger 2108 Halibut 2-Stop Passenger 3,000 MAY Quarterly

District Administrative Office

Point Road, Sitka, AK

Elevator

OTIS HydroFit Machine-Roomless Holeless Hydraulic

6 Thorne Bay Ranger District Administrative Office

1312 Federal Way, Thorne Bay, AK

2-Stop Passenger Elevator

OTIS, Hydraulic, LVM2000L

2,000 AUG

Quarterly

7 Wrangell Ranger District Administrative Office

525 Bennett Street, Wrangell, AK

2-Stop Passenger Elevator

OTIS, Hydraulic, LVM2000L, 2,000

(REM)

FEB

Quarterly

8 Petersburg Administrative Supervisor’s Office

123 Scow Bay Loop Road, Petersburg, AK

2-Stop Passenger Elevator

Thyssen Krupp, Fleetwood 21 HLS

2,100 OCT

Quarterly

9 Petersburg Ranger District Administrative Office1

12 North Nordic Drive, Petersburg, AK

2-Stop Wheelchair Lift

Porch-Lift Vertical Platform by Access Industries, 750#

JUL

Quarterly

10 Craig Ranger District Administrative Office2

900 9th Street, Craig, AK

2-Stop Passenger Elevator

Dover, Hydraulic, E-F1960

2,100 APR

Quarterly

Note 1: The lift located at the Petersburg District will be acquired on 1 May 2023.

Note 2: The elevator located at the Craig Ranger District is currently offline. Replacement TBD.

3.0 Deliverables Schedule

3.1 The contractor shall submit an electronic copy of all 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.

No later than 10 business days after contract award. 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 and

No later than 10 business days after contract award. An updated copy shall be provided

IAW the Preventative Maintenance Plan.

to the CO and COR as changes occur.

3 Inspection and Testing Report1

Report all inspection and testing performed on each equipment. The report shall include: type of inspection and testing conducted (IAW 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 all service calls 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.

6 Quality Control Plan

(QCP)

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

No later than 10 business days after contract award. 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.

No later than 5 business days after contract award. An updated copy shall be provided to the CO and COR as changes occur.

8 Invoices Invoices shall be submitted via IPP. No later than 10 business days after work performance.

Note1: All reports can be consolidated and submitted as one as long as all required information is provided IAW 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: The Juneau Forestry Sciences Laboratory is not a public building. 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 Tongass National Forest 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, and the contractor’s performance shall be given significant consideration when evaluating recommendations for future government contracts and/or awards.

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 IAW 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:

Monthly/ Quarterly Preventative Maintenance and Minor Repairs

Work shall be performed IAW 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% Monthly/ 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.

Full invoice payment upon successful completion and acceptance.

Task 2:

Over and Above Work

Work shall be performed IAW 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 defective services.

Full invoice payment upon successful completion and acceptance.

Task 3:

Repair Service Calls

Work shall be performed IAW this PWS (Section

Zero Deviation

Periodic Inspections by COR; Validated

Rework at no cost to Government for

2.2.3), the terms of each task order, manufacturer’s specifications, and all federal, state, and local laws and regulations.

100% completion of all approved repair service calls, and/or no more than 2 valid customer complaints per task order.

Customer Complaints.

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

defective services.

Full invoice payment upon successful completion and acceptance.

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 0700 to 1700 local time and excludes weekends and federal holidays.

8.2 Calendar Day: Refers to the period of elapse 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 of 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 Non-Personal Services Contract: A contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government IAW FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

8.13 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.

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

8.15 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.

8.16 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.

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

8.18 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.

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

8.20 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.

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

8.22 Work Request: Document prepared by the Contractor which describes over and above work being proposed.