Elevator Statement of Work.pdf

Elevator Service Contract Statement of Work

SUBJECT

The purpose of this statement of work is to provide a base year plus four (4) option years for an elevator service maintenance contract to maintain, inspect and certify nine (9) Dover elevators located at Federal Medical Center (FMC) Devens, 42 Patton Road, Ayer, MA 01432.

PLACE OF PERFORMANCE:

Federal Medical Center (FMC) Devens 42 Patton Road, Ayer, MA 01432.

DEFINITIONS & ACRONYMS

BOP – Bureau of Prisons CO - Contracting Officer COR - Contracting Officer's Representative: A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor Defective Service - A service output that does not meet the standard of performance associated with it in the Statement of Work.

DOJ - Department of Justice FAR - Federal Acquisition Regulation HR - Hour LO - Lot MO - Month NTE - Not to exceed POP - Period of Performance Quality Assurance - Those actions taken by the government to assure services meet the requirements of the Statement of Work.

Quality Control - Those actions taken by a contractor to control the performance of services so that they meet the requirements of the SOW.

SF - Standard Form SOW - Statement of Work

SCOPE OF WORK

The Contractor shall provide all management, supervision, labor, materials, repair parts and repairs, supplies, tools, instruments and equipment, and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified in this contract. Such services and maintenance shall apply to all elevator equipment regardless of whether they are specifically shown in these specifications and such services may result in work which may need to be conducted at other than normal business hours so not to interfere with the normal operations of FMC Devens located at 42 Patton Road, Ayer, MA 01432.

These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be nor shall they be construed as limiting specifications or requirements. At a minimum the contractor will be required to take all steps and measurements which would be taken by a prudent building owner to maximize the life expectancy of the property and equipment. All elevator equipment in the building shall be maintained at an acceptable level, throughout the contract period. An acceptable level of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition, i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment.

The contractor will also be responsible for performing unscheduled repairs, as necessary, on a 24 hour per day, 7 days per week, 365 days per year basis.

SPECIAL QUALIFICATIONS

All work shall be performed by or directly under qualified Journeymen skilled elevator repairmen directly employed and supervised by the Contractor. The Elevator Mechanic responsible for conducting the maintenance must be licensed by Federal, state and city authority, in those trades, crafts or professions which require licensing by such jurisdictions. The license must be of a grade or level consistent with the requirements of the work being performed. All individuals working or assisting with elevator repairs must be certified and licensed to perform such work. All licensing must be current and registered. The Contractor must have successfully maintained elevator equipment similar to that which is to be maintained. The Contractor and their personnel who maintain these elevators must be specially trained and have adequate experience in the maintenance of this particular type of elevator system. The successful offeror will be required to furnish proof of qualification to the satisfaction of the Government. Experience, as mentioned above, of less than three years in the maintenance of automatically operated elevators, will not be considered qualifying.

PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option periods. The Period of Performance reads as follows:

Base Year: Effective Date of Award (EDOA) through 12 months from EDOA Option Year I: 13 months from EDOA through 24 months from EDOA Option Year II: 25 months from EDOA through 36 months from EDOA Option Year III: 37 months from EDOA through 48 months from EDOA Option Year IV: 49 months from EDOA through 60 months from EDOA

ELEVATOR DATA:

ELEVATOR Location Elevator # Description

Elevator 1 E0034 ELEV-270-P-20 Inside Administration Building

Elevator 2 E0041 ELEV-270-P-19 Outside Administration Building

Elevator 3 M0002 ELEV-270-P-18 N-Unit

Elevator 4 M0002 ELEV-270-P-17 N-Unit

Elevator 5 M0302 ELEV-270-F-15 Laundry

Elevator 6 M0302 ELEV-270-F-16 Laundry

Elevator 7 P4011 ELEV-270-P-11 Hospital

Elevator 8 P4011 ELEV-270-P-12 Hospital

Elevator 9 P4011 ELEV-270-P-13 Hospital

All elevators are automatic, with both push button and keyed controls. The existing control system will be maintained and repaired as presently set up at no charge to the Government. Changes to the system, such as from push button to keyed or keyed to push button, will be considered separate from this contract and will be paid for by the Government at the prevailing rate. Removed switches and push buttons will become the property of the Government.

OPERATIONAL REQUIREMENTS

This contract is for full elevator maintenance service. Full service is defined as all services to maintain all nine Dover elevators, appurtenances and accessories in a fully operational mode at all times, except for pre-scheduled down time. Pre-scheduled down time is defined as time an elevator is placed out of service for the purpose of accomplishing preventive maintenance. In the event of an unexpected breakdown of the elevators or associated equipment, the Contractor will submit to the Contracting Officer's Representative (COR) and the Contracting Officer, the estimated down time of the elevator or associated equipment in writing. A status report will be provided /updated on a weekly basis starting the Monday after the breakdown occurred until fully operational.

All elevators will be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and as outlined in the American Society of Mechanical Engineers (ASME) Safety Code for Elevators Al 7.1-2000.

These specifications are to include the initial maximum load capacity, governor speed, fire recall operations, and maintain specified door opening and closing time, in accordance with applicable codes. The Contractor shall comply with all laws, ordinances and regulations of Federal, State, County and City government and all applicable elevator codes and safety standards in the performance of this contract.

The Contractor shall maintain the elevators, appurtenances, and equipment so as to comply with the requirements of the American National Standard Safety Code for elevators and escalators, (ASME AI7.l - 2000) for newly modernized elevators. The American National Standard Institute (ANSI) Elevator Inspection Manual A.17.2 shall be used as a guide to establish inspection procedures to ensure equipment is operating in a safe manner. All manufacture's recommendation's will be taken into consideration.

Applicable wages and fringe benefits must be based on the latest published Wage Rate Determination as established by the United States Department of Labor.

Contractor must provide proof of workers comp, automobile and general Liability Insurance. Contractor will be required to provide all yearly renewals of workers comp, automobile and general Liability Insurance to the Contracting Officer.

POINTS OF CONTACT/ AUTHORITY

CONTRACTING OFFICER

Only the contracting officer has the authority to modify the contract, authorize changes in funding, or add additional funds for expenditure under a contract. Should the contractor question charges or instructions under this task order, the contractor will bring these issues to the contracting officer for resolution. All issues brought to the attention of the contracting officer must be presented in writing via a memorandum or e-mail.

Task orders may be issued only by the Contracting Officer, Administrative Contracting Officer, or an ordering official for the institution with an appropriate certificate of appointment or a delegation of authority for Government Purchase Card purchases. FAR 52.216-18, Ordering, Task orders issued orally, by facsimile, and/or electronically (email) are authorized.

CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer’s Representative (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

(1) Assure that the Contractor performs the technical requirements of the contract.

(2) Perform inspections necessary in connection with contract performance.

(3) Maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, and specifications.

(4) Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies.

(5) Coordinate availability of government furnished property, and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

RECOGNIZED HOLIDAYS

The Contractor is not required to perform scheduled maintenance service on Federal holidays.

However, Emergency service may be required at any time during the period of performance, 24 hours a day, 7 days a week. Federal Holidays are those listed below. This list is subject to change.

New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day

HOURS OF OPERATION

The Contractor is responsible for providing scheduled maintenance between the hours of 8:00 a.m. and 3:30 p.m. Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

The Contractor will in the performance of this requirement immediately notify the COR and/or the BOP Point of Contact if the time and/or service obligations of this contract cannot be met due to inclement weather, civil disturbances, equipment failure, illness, etc. BOP recognizes the obligation of the Contractor to provide for the safety and well-being of personnel engaged in providing services under this contract. The Contractor shall notify the BOP COR or other Point of Contact no later than 8:30 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance.

EMERGENCY SERVICE

In the event of elevator operation failure, the contractor will respond within 4 hours of the initial call by the COR or other designated employee (Federal or Contract). Rates for emergency services will be charged as reflected on the contractor's bid for time and travel expenses between the hours of 3:31 p.m. and 7:59 a.m. Monday through Friday, and 8 a.m. and 3 p.m.

Saturday and Sunday excluding the above mentioned national holidays. Repairs required during regular working hours are to be included in the monthly scheduled maintenance cost and will be done without additional cost.

ANNUAL AND 5 YEAR INSPECTION

The Contractor will be responsible for providing a certified technician to assist with all third party inspections of all nine (9) elevators. The inspections will be scheduled by and paid for by FMC Devens, but a certified elevator mechanic will be required to be on-site for the duration of the inspections. There will be one (1) Annual inspection during calendar year 2020.

1. First Annual Inspection shall be within the second quarter Base Year (April 1, 2020 – June 30 2020)

2. Second Annual Inspection shall be within the second quarter Option Year 1 (April 1, 2021 – June 30, 2021)

3. Third Annual Inspection shall be within the second quarter Option Year 2 (April 1, 2022 – June 30, 2022)

4. Fourth Annual Inspection shall be within the second quarter Option Year 3 (April 1, 2023 – June 30, 2023)

5. Fifth Annual Inspection shall be within the second quarter Option Year 4 (April 1, 2024 – June 30, 2024)

In addition, there will be one (1) 5 year inspection during calendar year 2020.

SECURITY REQUIREMENTS

Provisions of services under this contract will require infrequent and unsupervised contact with inmates. Contractor will not be responsible for management of inmates.

The Contractor agrees to adhere to all regulations prescribed by the institution for the safety, custody, and conduct of inmates. Devens Federal Medical Center will provide escort for the Contractor during the duration of the contract. Due to the sensitive nature or the correctional environment, the contractor is expected to be prompt in reporting to the workplace in order to support the inmate accountability policy.

FMC Devens will be responsible for the following vouchering and law enforcement checks, as well as ensuring that fingerprinting and urinalysis testing is completed in accordance with the Human Resource Manual and Bureau of Prisons Acquisition Policy 37.103 (B):

1. “National Crime Information Center (NCIC) check

2. Declaration of Federal Employment (OF-306);

3. FD-258 (Fingerprint Check)

4. Law Enforcement Agency Checks

5. Vouchering of Employers

6. Resume/Personal Qualifications

7. Completed Contractor Pre-employment Questionnaire

8. Release of Information

9. Questionnaire for Sensitive Positions (SF-85 for Low Risk, SF-85P for above low risk);

10. Credit Check, if applicable;

11. Urinalysis, if applicable."

These forms are in conjunction with the above mentioned checks. Please ensure that they are completed and forwarded to the Contracting Officer immediately upon notification of award, should you receive this contract.

All employees entering or working must also provide evidence that they have resided in the UNITED STATES 3 out of the last 5 years. Information will be supplied to the Contracting Officer with the above information.

PAYMENT TERMS

Payment is based on the provision of an end product or the accomplishment of a specific result.

GOVERNMENT FURNISHED SERVICES

Knowledgeable BOP personnel will be made available to direct the contractor to the Dover elevator locations at FMC Devens.

CONTRACTOR FURNISHED ITEMS AND SERVICES

Contractor will furnish monthly inspections and maintenance service for nine (9) Dover elevators. All service to be provided on a monthly basis during regular hours of operation. All parts, lubricants, materials, special tools, etc. will be provided by the contractor.

SPECIFIC TASKS

The following is the set of tasks required under this Contract. All tools developed under this contract should be validated for accuracy. The method(s) used for this determination shall be specified in the contract proposal.

The following tasks are required under this Contract:

1. The contractor shall utilize trained persons who are employed and supervised directly by the Contractor. The service representatives shall be qualified to keep the elevator equipment properly adjusted and use all reasonable care to maintain the equipment in a safe and proper operating condition.

2. Contractor will furnish monthly inspections and maintenance service for nine (9) Dover elevators. All service to be provided on a monthly basis during regular hours of operation. All parts, lubricants, materials, special tools, etc. will be provided by the contractor.

3. The contractor shall examine and lubricate (as required) regularly and systematically and if conditions warrant, repair and/or replace as follows:

a. Pumps, pump/valve motors, motor windings, operating/leveling valves, plunger, packing, v-belts, strainers, springs, gaskets, and exposed wiring.

b. Leveling devices, cams, controller, controller relays, magnet frames, resistors, transformers, condensers, controller wiring, travel cable, coils, contacts, timing devices, rectifiers/resistance for operating, and motor circuits.

c. Automatic power door operators, auxiliary door-closing devices, car door contacts/protective devices, hoist way door interlocks, car frame, platform, guide rails/stiles, gibs, rollers, and hoist way switches.

d. Relay components, metal/carbon contacts, springs, connectors, arc deflectors/barriers, insulators, distance pieces, holders, motor brushes, operating switches, car/hall signal lamps, fuses, and hydraulic fluids.

4. The contractor shall also clean the elevator components located in the machine room and hoist way. In addition, the contractor will periodically brush down and vacuum the hoist way and pit for normal dirt accumulation.

5. The contractor shall be responsible for two (2) emergency call-back calls during each quarter (total of eight calls each year) at no additional cost to the US Government. These calls shall be made during regular working hours.

6. The contractor shall furnish all parts and/or materials required for repairs that do not exceed $500.00 for each job/service call. The US Government will pay for all parts and/or materials that do exceed $500.00 for each job/service call only if expressed permission is granted by a BOP Contracting Officer prior to repair.

7. Repairs required during regular working hours are to be included in the monthly scheduled maintenance cost and will be done without additional cost.

8. A two-hour response time shall be required during regular working hours. Regular working hours are Monday - Friday, 8:00 a.m. - 3:30 p.m.

9. A four-hour response time shall be required during non-regular working hours. Regular working hours are Monday - Friday, 8:00 a.m. - 3:30 p.m. See “Emergency Service” above.

10. An annual inspection is to be done annually. In addition, there will be one (1) five-year inspection during calenderer year 2020. See “Annual and 5 year inspection” above.

REGULATIONS

The contractor shall perform the services as set forth in the statement of work and in accordance with all applicable laws and regulations. The contractor warrants that they will have obtained all licenses and permits required by law to engage in the activities that are required in connection with the statement of work.

OPERATIONAL REQUIREMENTS