STATEMENT_OF_WORK_--_FDC_PHILDELPHIA.pdf

ATTACHMENT I

STATEMENT OF WORK

ELEVATOR MAINTENANCE SERVICES

FDC PHILADELPHIA

A. INTRODUCTION

The Bureau of Prisons (BOP), Federal Detention Center (FDC), located in Philadelphia, Pennsylvania, requires an elevator maintenance and repair contract as outlined in this Statement of Work (SOW). The base year of performance shall begin on the effective date of award through one year. Four additional one year option periods may be exercised in accordance with the terms of the resultant contract.

B. PERFORMANCE

1. Period Elevator Maintenance and Repair Services will be performed throughout the FDC located at 700 Arch Street, Philadelphia, PA 19106.

The anticipated periods of performance are based on the assumption that the government will make an award. In accordance with the terms of the resultant contract, the government has the unilateral right to award the additional option year periods, but is not obligated to do so.

2. METHOD OF PERFORMANCE

a. The Contractor shall provide all equipment, labor, and expertise required for the repair, maintenance, and inspections for the total of six (6) elevators at the FDC Philadelphia. The following equipment is on site and will be included in this agreement:

(1) Three (3) Geared 6,000 pound passenger traction elevators with Ten (10) stops in line, manufactured by Dover Elevator Co.;

(2) One (1) Geared 6,000 pound passenger traction elevator with Fourteen (14) stops, Two

(2) rear openings, manufactured by Dover Elevator Co.;

(3) One (1) 2,500 pound passenger hydraulic elevator with Three (3) stops in line, manufactured by Dover Elevator Co.;

(4) One (1) 6,000 pound hydraulic freight elevator with Three (3) front and Two (2) rear openings, manufactured by Dover Elevator Co.

b. All work performed by the Contractor shall comply with local, state, and national codes and regulations. Contractors will allow only properly trained, competent, and licensed individuals to perform inspections, maintenance, and repairs on equipment.

c. Contractor will be required to perform annual governor and safety tests on all traction elevators, and annual relief pressure tests on hydraulic elevators. These tests will be conducted in accordance with city, state, and national codes. Contractor will also provide 5 year load test on all required elevators. In March of 2019, FDC Philadelphia is due for its 5 year “LOAD” test.

d. All licenses, permits, and fees related to the repair of elevators shall be the responsibility of the Contractor.

e. All equipment, supplies, tools, parts, controls, and laptop with appropriate software shall be supplied by the Contractor.

f. The Contractor shall be responsible for all spills and related cleanup cost, when spills occur as a result of equipment or container failure.

g. The Contractor shall provide copies of all receipts related to the inspection, repair or maintenance of the elevators. The receipts shall be addressed to the Contracting Officer’s Representative (COR) at FDC Philadelphia and shall be sent a minimum of once per calendar month. The COR shall receive the receipts no later than the fifth working day of the following month.

h. At no time shall FDC Philadelphia be without elevator service in the building.

3. REPAIRS BEYOND THE SCOPE OF THIS CONTRACT

a. Any repair work that is beyond the scope of the resultant contract shall be immediately reported to the COR, but work shall NOT be performed unless directed to do so by the Contracting Officer or his designated representative. The Contractor shall furnish the COR with an estimate of labor hours, parts, material, handling and shipping charges to be utilized.

When authorized to perform any repair job, the Contractor shall ensure that each mechanic (s) signs in and out in a log established by the COR for contract administration purposes.

The Contractor will be compensated for repair services beyond the scope of the resultant contract as follows:

a. Labor Cost: The Contractor will be reimbursed for labor hours expended at the federal facility, as evidenced by the sign in sign out sheet based on the scope of work not under the resultant contract.

b. Parts and Materials Cost: The Contractor will be reimbursed for parts and materials at cost, plus shipping charges. A material handling charge may be included in the charge of the material at cost, provided it is clearly excluded from the labor rate cost.

c. The Government reserves the right to furnish any or all parts and/or materials required for a particular repair to the Contractor as Government-furnished property.

If the Contractor furnished the parts and/or materials, the price to be paid shall be on the basis of established catalog or list prices, in effect when material is furnished, less all applicable discounts, but in no event shall such price be in excess of the

Contractor’s sale price to his most favored customers for the same item in like quantity, or the current market price, whichever is lower.

b. All orders of repair work must be placed or confirmed by the COR by a request for a purchase order called in by the contracting officer. A credit card request may be used for repairs under the established micro-purchase limit.

4. MAINTENANCE SERVICE – (Four (4) man-hours/month/elevator is the estimated minimum)

Routine maintenance examination (aside from regular preventative maintenance) shall be performed at a frequency of monthly for gearless equipment, geared equipment, and hydraulic equipment. During these examinations, the following components are to be checked and all necessary work performed relative to cleaning, lubrication, and adjustments must be checked in accordance with the following schedule:

a. Monthly Observations

(1) DOOR AND GATE OPERATIONS: Check door stability doors should close freely without noise or rubbing against each other.

(2) DOOR CLOSURE: Observe door opening and closing with door astragals intact, door safety edges, and if elevator stops even with floor landings. Observe the operation of the electric eyes to see if they are aligned and operating correctly.

(3) MACHINE ROOM: Observe oil levels, break applications, belts, grease fittings, brushes, oil grease buildup and any oil spills equipment. Observe to see if machine room is required dusting and sweeping. Observe to see if machine room doors close properly.

(4) GENERATOR AND GOVERNOR ROOM: Observe if room is required dusting and sweeping. Check governor for oil grease buildup and that seals are intact.

b. The Contractor shall furnish all labor, supplies, parts and material necessary to perform cleaning, maintenance, inspection, repairs or replacements to elevators, equipment, appurtenance, and accessories (B.4.e below); including hoist machinery, motor generators, controllers, selectors, cables, ropes, worm gears, trust bearings, break magnet coils, brake shoes, brushes, windings, commutators, rotating elements, contacts, coils, resistors for operation and motor circuits, magnetic frames, telephones, cams, car door and hoisting door hangers, tracks and guides, door operating devices, interlocks, and contacts, hatch lighting (minimum 60 watt illumination), pit light bulb replacement in signal system, and all other elevator signal and accessory equipment complete, where included as part of the elevator installation at the time the bid for this work is submitted. The Contactor is responsible for replacement of all machine room light bulbs or tubes, hatchway and pit receptacles and light sockets. Particular attention is to be given to maintaining all emergency light units in an operable condition.

c. Where applicable to hydraulic elevators go above listed part shall include the cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fitting and flexible pipe connections, operating control, check in relief valves, gauges, storage, discharge, pressure and vacuum tanks.

d. All lubricants, oils, greases, rope preservatives, and cleaning materials are to be furnished by the Contractor. Lubricants are to be of the proper grade for the purpose used.

e. Accessories as referred to include all accessories that are an integral part of the elevators to be serviced, and include, but are not limited to the following:

(1) Lights, emergency and standard lighting (and germicidal lights where applicable)

(2) Emergency exit doors and hardware

(3) Telephones and intercom systems

(4) Fire service automatic recapture systems

(5) Electric eyes

(6) Electronic detectors

(7) Fans

(8) Blowers

(9) Call buttons and illumination for same

(10) Call position indicator lighting

(11) Kick plates

(12) Hand rails

f. Replacement Parts to be Supplied by Contractor

(1) The Contractor shall maintain a stock of replacement parts at the company servicing site that is to perform services. It is vitally necessary that replacement parts be immediately available so the elevator service will not be subject to interruptions and stoppages.

Parts shall remain the property of the elevator Contractor, however, limited space will be available for on-site storage.

(2) The Contractor shall own and store at the local service facility, a minimum of one of each size and type used of the following parts. The Contractor shall also replenish the stock as used.

(a) Door operator motors

(b) Generator and motor brush sets

(c) Controller and selector switch contacts and coils

(d) All selector contacts, brushes and perforated tape or aircord drive

(e) Door interlocks assembly complete

(f) Car door safety edge complete

(g) Car door photo electric safety device and other door protection equipment, where applicable

(h) Hanger rollers for both car and hall doors

(i) Limit switches and terminal stopping switches

(j) Complete roller guide assemblies or replaceable inserts for slide guide, for car and counter weight, whichever is applicable

(k) Capacitors, resistors and miscellaneous relate springs

(l) Replacement parts for contacts, sockets, switches, and buttons and car operating panel and all signal fixtures.

(3) An up-to-date inventory a spare parts shall be maintained at the building specified. This inventory shall contain the description and part number all items listed above (B.4.f).

When requested, the parts shall be made available for inspection by the Government’s representative.

(a) The Contractor shall be able to provide the following parts for each type and size of elevator within 48 hours of establishment of the need for such part(s).

(i) The period of time for furnishing the parts may be extended by the contracting officer, if fully justified in the opinion of the Contracting Officer, and if requested by the Contractor within the original time period.

• Transformers and rectifiers.

• Brake magnets, cores, coils and related items for the repair of the break.

• Electric timer circuit boards.

• On hydraulic elevators, all of the above will apply in addition to pumps and valves.

• Supply special tools that are required to make repairs without undue delay.

• Solid state controls, power packs, and dispatching control cards.

(b) The Contractor shall also be responsible for refinishing, repairing, or replacing any additional parts when made necessary by ordinary wear and tear, except for the following listed items:

• Car enclosure.

• Hoistway enclosure.

• Hoistway doors, door frames, and sills.

• Tile or carpet.

• Underground hydraulic piping.

(c) All parts replaced under the provisions of the resultant contract shall be new and identical to original equipment manufacturer’s replacement parts.

5. INSPECTION AND TESTING SERVICES

a. Inspections

(1) Periodic inspections of the elevators required by the National American Standard Safety

Code for Elevators and Escalators (current edition), will be performed under separate contract/agreement, in accordance with existing Local and State Codes. Upon completion of a routine inspection, the Maintenance Contractor will furnish an inspection report listing deficiencies for which he is responsible to correct within ninety (90) days.

Items marked emergency shall be corrected immediately. All inspection reports to be delivered to the Facility Manager within 72 hours.

(2) The maintenance Contractor shall notify the Contracting Officer or his representative in writing that deficiencies have been corrected, and re-inspection may be made. The Maintenance Contractor will be notified of the schedule for periodic inspections and tests so that he may make his personnel available to accompany the inspector during any inspections, at no additional cost to the Government.

b. Testing

(1) The following services will be performed by the Contractor at intervals specified in the American National Standard Safety Code for Elevator and Dumbwaiter manual. The Contractor will supply all equipment necessary for all test.

(2) Tests include, but are not limited to, the following:

• Car safety and rated load.

• Buffer acceptance test.

• Load and speed test.

• Plunger return test.

• Emergency light, telephone.

(3) Inspection and tests will be performed under a separate contract/agreement by another

Contractor.

(4) Inspection of Associated Fire Alarm Systems performed by others will require technician support during the Annual Fire Alarm System Inspection and is not expected to require more than two days per year.

6. CALL BACK SERVICE

a. The Contractor shall provide regular and emergency call-back service when requested by authorized representatives of the Contracting Officer.

b. Regular call-back service consist of responding (within two (2) hours) to requests from the Government by telephone or other means during the hours of 7:00 a.m. through 3:30 p.m. Monday through Friday, (Government holidays excluded), and proceeding to make necessary repairs and adjustments.

c. Emergency call-back service consists of promptly responding (within two (2) hours) to requests from the Government by telephone or other means for emergency service, at any hour other than preceding paragraph above.

7. RECORDS TO BE SUPPLIED BY THE GOVERNMENT

a. Any available drawings may be obtained from the Facility Manager on signed receipt for their use, and such drawings shall be retained on Government premises. Applicable changes shall be noted on drawings and they shall be maintained up-to-date, and upon termination or expiration, shall be returned to the Facility Manager.

8. SCHEDULING WORK AND REPORTING ACCOMPLISHMENTS OR DEFECTS

a. Scheduling Work

(1) All work shall be performed by skilled craftsmen of the elevator trade, directly employed and supervised by the Contractor.

(2) Except for group supervisory control system tests on elevators and emergency call-back service, all work shall be performed during the hours of 7:00 a.m. through 3:30 p.m.

Monday through Friday, (Government holidays excluded).

(3) The Contractor shall submit an annual schedule of all periodic maintenance by dates, elevators, and building(s).

b. Reporting Accomplishment

(1) The Contractor shall instruct his personnel that any time they perform work under the resultant contract they shall comply with the following procedures:

(a) Contact the Facility Manager or his/her representative when first arriving at the building.

(b) If the work is of a continuing nature, a check-in visit will be repeated each day

(c) At the completion of the work, the Contractor’s employee(s) shall turn into the

Facility Manager or his/her authorized representative a copy of a work order, repair order, or a form which will furnish the following information:

• Name and address of the Contractor.

• Name of the Contractor’s employee in charge of the work.

• Date(s) work performed and hours expended.

• Brief description of work performed including equipment identification.

• Signature of Contractor’s employee and signature block for Facility Manager or his/her authorized representative.

(2) The Contractor shall provide and keep current a suitable check chart for each elevator posted in the machine rooms of the building, on which entries shall be made to indicate the status of scheduled items of maintenance work performed, and the time in man-hours.

The Contractor must properly initial the chart to indicate that the work has been accomplished.

c. Reporting Defects

(1) The Contractor shall immediately notify the Contracting Officer (IN WRITING) of the existence or the development of any defects in, or repairs to the elevators for which the Contractor considers he/she is not responsible under the terms of the resultant contract, and shall furnish the COR with a written estimate of the cost to make necessary repairs.

The Contracting Officer reserves the right to make final determination as to responsibility.

MISCELLANEOUS

a. The elevators covered by the resultant contract shall be maintained in a satisfactory and safe operating condition, in accordance with the requirements of these specifications, and be capable of providing their initial maximum capacity, speed and performance at all times. The Government reserves the right to make such tested as and when deemed advisable to ascertain that the requirements of these conditions are being fulfilled.

b. The Contractor shall maintain elevators, equipment, appurtenances and accessories so as to comply with the requirements of the latest edition of American Standard Safety Code for Elevators, A.17.a, and all other applicable laws, regulations, rules, ordinances, codes, etc… The ANSI Elevator Inspection Manual A.17.2, shall be used as a guide to establish that equipment is operating safely.

c. The Contractor shall maintain the original contact speed for each elevator car, in feet per minute, and original performance time, which includes acceleration and retardation as designed and installed by the manufacturer. The Contractor shall perform necessary adjustments as required to maintain the original door opening and closing time, within limits of applicable codes.

d. Response time for repairs shall be as follows (Refer to B.6 – CALL BACK SERVICE):

(1) Monday through Friday: Respond within two (2) hours of notification by the COR.

FDC Philadelphia work hours are Monday through Friday 7:00 a.m. to 3:30 p.m.

(2) Weekends and Holidays: Respond within two (2) hours of notification by the COR.

e. The Contractor shall maintain a computer (laptop or desktop) with appropriate software to effect data logging, proper diagnostics, and troubleshooting of elevators in the elevator equipment room. (Refer to B.2.e).

f. Other than during emergency call back service, all elevator mechanics assigned to FDC Philadelphia shall obtain and maintain a Contractor Escort Badge (Refer to B.20).

9. QUALITY CONTROL PROGRAM

a. The Contractor shall establish a complete quality program to assure the requirements of the resultant contract are provided as specified. Within five (5) work days prior to starting date of the resultant contract, the Contractor shall submit a copy of his/her program to the Contracting Officer. The program shall include, but not limited to the following:

(1) An inspection system covering all the services described in the resultant contract. A checklist used in inspecting the resultant contract performance during performance during regularly scheduled or unscheduled inspections. The name (s) of the individual (s) who will perform the inspection.

(2) The checklist shall include every area of the Contractors operation as well as every task required to be performed.

(3) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and /or the Government inspectors point out the deficiencies.

(4) A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Government during the term of the contact.

10. CONTRACTOR EMPLOYEES

a. Qualifications of Project Manager

(1) The Project Manager responsible for the management and scheduling of work to be performed under the resultant contract shall possess, prior to employment as Project Manager on the resultant contact, the following minimum work related experiences in the field of elevator operation and maintenance:

(a) At least four (4) years of recent (within the last six (6) years) in the management and supervision of elevator operation and maintenance of the kind of elevators (number, hydraulic, electric solid state, group supervisory controls, ECT…) to be maintained under the resultant contract.

(b) Each bidder shall include as part of his/her bid, a detailed resume for the Project Manager that the bidder intends to utilize under any resultant contract. As a minimum, each resume should contain the following :

• The full name of the proposed Project Manager.

• A detailed description of the previous six (6) years employment history of the proposed Project Manager.

• The name (s) and address (es) of the companies for whom the proposed Project

Manager worked for the past six (6) years along with the name (s) of his or her immediate supervisor.

(c) The detailed resume for the Project Manager submitted by each bidder will be used by the Contracting Officer in determining whether or not particular bidder to whom the award is proposed is a responsible bidder.

(d) In addition to the above, a detailed resume containing the information specified in B.11.a.(1).(b) above, must be submitted to the contracting officer for approval prior to the assignment of any new or replacement project manager to the contract. Both new and replacement project managers must meet the qualification standard above.

b. Qualifications of Elevator Mechanics

(1) All Maintenance personnel directly engaged in work to be accomplished under the contract shall possess, prior to their employment in a journeyman mechanic’s capacity on this contract, the following minimum work experience in the elevator trade:

(a) At least four (4) years of recent experience in the operation and maintenance of the kind of elevators to be maintained under this contract.

(b) Each bidder shall include as part of his bid, resumes for the journeyman elevator mechanics that the bidder intends to utilize under any resultant contract. As a minimum each resume should contain the following:

• The full name of the elevator mechanic.

• A detailed description the previous six (6) years employment history of the proposed elevator mechanic.

• The name (s) and address (es) of the companies for whom the proposed employee worked for the past six (6) years, along with the name (s) and telephone number (s) of his or her immediate supervisor.

(c) The detailed resume for supervisory personnel submitted by each bidder will be used by the contracting officer in determining whether or not a particular bidder to whom the reward is propose is a responsible bidder.

(d) In addition to the above, a detailed resume containing the information specified in B.11.b.(1).(b) above., must be submitted to the contracting officer for approval prior to the assignment of any new or replacement mechanics. Both new and replacement mechanics must met the qualification standards above.

c. Information relating to Conduct of Contractor’s Employees.

(1) The Contractor shall prohibit his employees from disturbing stationary or using equipment provided to conduct and other regulation upon entering the facility.

(2) The Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulation upon entering the facility.

d. Qualifications of Contractor.

(1) Each bidder submitting a bid on the work required in this solicitation will be required to present evidence of his ability to carry out the terms of contract. The bidder must have at least five (5) years successful experience in servicing elevators of the kind (number, hydraulic, electric, solid waste, group state, group supervisory controls, ETC…) to be maintained under this contract.

(2) The bidder must establish a satisfactory performance record on prior jobs (either Governmental, municipal, or commercial) in order to be considered for award.

(3) The bidder submitting a bid will be required to present information to demonstrate his capability to respond to requests from the Government for regular call-back service within two (2) hours and overtime call-back service within two (2) hours.

(4) The bidder who holds, at the time of award of a contract under this solicitation, a contract to perform inspection services on the elevators covered by this solicitation, will not be considered for award of maintenance contract if the inspection contract extends over any portion of the contract period specified in this solicitation. A Contractor performing inspection services at the site is not eligible for award of a contract to perform maintenance services at the same site.

11. INTERFERENCE WITH BUSINESS

a. The Governments Representative under whose direction the work will be performed shall be consulted as to the manner of starting the work so as to cause a minimum of interference.

b. The work shall be carried on in such a manner that there will be no interruptions to or interfere with the proper execution of Government business.

c. All persons employed on the work shall, while in the premises, comply with all building regulations.

d. The Contracting officer may require the Contractor to exclude from work such as employees as the Contracting Officer deems incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, or whose continued employment is deemed to be contrary to the public interest, or inconsistent with the best interests of national security.

e. The Contracting Officer may, at his discretion, require the Contractor and any of his employees to submit such personal data as necessary for security clearance to be accomplished and approved by an agency of the United States Government.

12. PERMITS AND RESPONSIBILITY FOR WORK ETC.

a. The Contractor shall conform to all laws, regulations and ordinances applicable to the performance of the contract. The Contractor shall, without additional expense to the Government, obtain all licenses and permits required for the prosecution of the work.

13. FORMS TO BE SUBMITTED

a. Contractor shall notify the Facility Manager’s Office any time new personnel are assigned to the building.

b. In the performance of the contract, the Contractor shall comply with all applicable Federal, State, Local, and Industry Safety and Health Standards and Regulation. Where there may be a conflict in a requirement, the more stringent one will apply.

14. PATENTS

a. The Contractor shall hold and save the Government, its officers, agents, servants, and employees, harmless from liability of any nature or kind, including cost and expenses, for or an account of any patented or unpatented invention, article, or appliance manufactured or used in the performance of this contract, including its use by the Government.

15. RECORDS

a. The Contractor’s Representative shall report to the Facility Manager, or his designated representative, prior to performing any work specified in the resultant contract. The Contractor shall provide and keep current a suitable chart, posted in the machine room of the building, on which entries shall be made to indicate the status of all servicing and maintenance work performed, and the time of man-hours.

b. The Contractor shall also submit written monthly reports to the Facility Manager, including all work performed. The reports shall catalog the work performed. The replacements, or emergency call-backs, and shall indicate the man-hours and materials expended.

16. RISK OF LOSS

a. The Contractor assumes the full risk of and responsibility for any loss, destruction or damage to their property, equipment, components or containers, except such loss or damage as may be attributable to FDC Philadelphia by reason of the negligence of its employees while acting within the scope of their employment.

17. SPACE RENTAL AND UTILITIES

a. The Contractor shall not be required to pay rental for the space occupied hereunder when in use on the premises of FDC Philadelphia. The Contractor shall not be required to pay the cost of any utilities which may be found necessary for the use of operation of any repair or testing equipment.

18. INSURANCE AND BONDS

a. The Contractor, for the protection of the United States government (including FDC Philadelphia) shall procure and thereafter maintain, at its expense, workers compensation;

employers liability, and comprehensive automobile liability (bodily injury and property damage).

b. Prior to award of any agreement, the offerer shall provide copies of its and its subcontractor’s insurance policies. A certification from the insurance carrier that the insurance will not be modified or canceled (unless the FDC Philadelphia Contracting Officer is given a 30 day notice thereof) shall also be given.

19. ADDITIONAL INFORMATION

a. Provisions of these services will result from contractual arrangement and not a personnel appointment. Payment will be based on the provision of an end product or the accomplishment of a specific result. Provision of these services will not constitute and employer/employee relationship and the Contractor will not be subject to Government supervision, except for security related matters. However, Contractor performance will be closely monitored.

NOTE: Parking is not provided by the Government for this solicitation.