GRA SOW 2025 Elevator Service (Revised).pdf

Elevator Maintenance

SPECIFICATIONS:

INTRODUCTION

The Federal Bureau of Prisons (FBOP), Grand Prairie Office Complex (GRA), 344 Marine Forces Drive, TX, intends to make a single award to a responsible entity that will provide all necessary equipment, labor, materials, tools, and incidentals for all scheduled and all unscheduled Elevator Maintenance, Required Service, Preventive Maintenance (PM), Maintenance Control Plan (MCP), Emergency Call Service, Inspections, Operational Requirements, Extent of Work, and Other Consideration as described in this Statement of Work(SOW).

All equipment specified in this statement must be brand name or an equal product. Should the contractor choose to submit an equal product, you must submit all technical specifications of the equal product to be analyzed, and a technical determination issued with acceptance/non-acceptance.

SCOPE OF WORK

I. Elevator Maintenance:

A. 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 the Grand Prairie Office Complex, Texas.

B. 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 and compliant 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.

C. The contractor is responsible for performing scheduled and unscheduled maintenance and repairs, as necessary, during normal working day and hours, as defined by the contracting officer at no additional charge, including emergency callback service. The Grand Prairie Office Complex reserves the right to deduct 25% of the quarterly payment for period of missed maintenance. The contractor will be required to respond to all unscheduled service calls within two hours of notification.

II. Service Required:

A. On a mutually agreeable date, no less than ten (10) calendar days prior to the performance date is to begin, the Contractor and the Contracting Officer's (COR), shall together make a complete and systematic inspection of all elevators, and related equipment within the building covered by the contract. The Contractor shall then prepare and submit to the Facility Manager, within ten (10) calendar days prior to commencement of the contract, a performance and existing deficiency report.

This report shall list all deficiencies noted during the joint inspection that would require corrections to bring the equipment up to an acceptable and inspection ready condition. The Contractor shall be responsible for adjusting, which fall within the scope of the contract, using such means as the

Contracting Officer deems appropriate.

B. The Contractor shall also service/repair any deficiencies with the fireman phase I and II recall functions should any inspection disclose any deficiencies which present an operating hazard. The problem shall immediately be brought to the attention of the Facility Manager, Contracting Officer in writing, specifying the type of problem, estimated down time of the elevator and an itemized labor and materials cost break down.

C. The contractor should also make any necessary adjustments to the elevator dispatch system to minimize/prevent excessive wear and tear to the elevators.

D. The Contractor will submit to the Contract Officer Representative (COR) within fifteen (15) calendar days, a list of names of all company mechanics and repair crew personnel for security checks that will possibly be entering the complex during the term of the contract. Personnel who do not pass the security checks or who are not on the approved list, will not be allowed to enter the Grand Prairie Office Complex. It is the Contractor’s responsibility to ensure ample mechanics are assigned and meet all security and maintenance requirements. No exceptions will be allowed for absences due to sick leave, vacation, or employee's inability to meet such requirements.

E. The Contract Manager is responsible for the management and scheduling of work to be performed under this contract and shall possess at least three (3) years of supervisory elevator maintenance and repairs (within the past five (5) years) on elevators of the approximate size and characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the specified information shall be sent to the Contracting Officer for review by the Contracting Officer and Facility Manager. Both new and replacement Contract Managers must furnish the following information.

1. The full name of the proposed or new Contract Manager.

2. A detailed description of the previous five (5) years employment history of the proposed or new

Contract Manager.

3. The names and addresses of companies for whom the proposed or new Contract Manager worked for in the past five (5) years along with the telephone numbers of his/her immediate supervisors.

F. The Elevator Mechanic responsible for conducting the maintenance must be licensed by Federal, State and City authorities, in 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. The Contractor shall designate a minimum of one (1) mechanic to perform the routine maintenance as specified in the statement of work. In the absence of the designated mechanic, a temporary licensed mechanic must always be available to perform routine maintenance. If helpers are required to perform routine maintenance, all helpers must be under the direct supervision of a licensed mechanic.

G. The Contractor shall submit in writing to the Contract Officer Representative (COR), the name(s) of the designed mechanics. It is the licensed mechanic’s responsibility to provide a copy of his/her license to the Contracting Officer on a quarterly basis, or in the event of a significant change.

H. The Contractor shall be responsible for providing the institution with three (3) COPIES of the Safety

Data Sheets (SDS) for all oils, solvents, paints, cleaning materials, greases and degreasers. The SDS will be provided a minimum of 24 hours prior to entry of the institution. All SDS will be routed to the safety Manager for approval. Upon review of the material information, the Safety Manager will approve / disapprove the material. If the material is deemed to be of extreme hazard, the material will not be allowed on the property, and an alternative product will be substituted by the contractor. No oils, greases, solvents or paints will be stored in any of the machine rooms, elevator pits, or hoist-ways.

I. All maintenance mechanics and repair crew personnel entering the complex will have all tools and equipment inventoried prior to entering the associated buildings. These tools and equipment will be checked in and out by FBOP staff members. No tools will be left in the buildings. Lock-Out / Tag-Out shall be required on all equipment placed out of service. The Grand Prairie Office Complex onsite Electrician shall provide the contractor with locks for Lock-Out / Tag-Out. Under no circumstances will the Contractor be allowed to possess a personal lock while inside the buildings. The Contractor will be responsible for providing the locking devices used for breakers and disconnects. The Contractor shall perform normal / routine maintenance work, Monday through Friday (except holidays) from the hours of 6:30 am to 2:00 pm, preferred day is Thursday of each week. The Contractor should also take into consideration the time required for security procedures check-in and check-out within the Grand Prairie Office Complex when workers are on the job site. All employees entering the complex shall have the required safety equipment to perform the maintenance and repairs to include, but not limited to safety shoes, dust respirators, gloves, hard hats, safety harness, anti-fall equipment, ear, and eye protection. It shall be Contractor's responsibility to provide an updated roster of new mechanics and helpers names to the Contracting Officer Representative when new employees are hired into the Company.

III. Preventive Maintenance and Maintenance Control Plan (MCP):

A. The Contractor shall submit in writing annually to the Facility Manager and the Contract Officer Representative (COR) a completed Maintenance Control Plan (MCP) binder for each elevator specifying the Preventive Maintenance completed each year. Each Maintenance Control Plan (MCP) shall show all scheduled maintenance for the assigned elevator. The Maintenance Control Plan (MCP) will also show dates of all quarterly and annually completed maintenance cycles. The Maintenance Control Plan (MCP) will be reviewed quarterly by the Facility Manager and the Contracting Officer for accuracy and completion. In the event any scheduled maintenance cannot be performed during any specific maintenance cycle the Contractor will notify the Contracting Officer Representative (COR) and Facility Manager in writing, stating the reason why the required maintenance could not be completed.

The following steps will be required at all times.

1. All entries made on the Maintenance Control Plan (MCP) will only be made by a qualified licensed mechanic.

2. The Maintenance Control Plan (MCP) binders will be stored in the appropriate elevator machine room and will be subject to review by the Facility Manager and the Contract Officer Representative (COR).

3. All deviations foreseen from the Maintenance Control Plan (MCP) must be submitted with appropriate justification in writing to the Facility Manager and the Contract Officer Representative (COR).

4. Within five (5) working days after the end of the month, the contractor will submit to the Facility Manager and the Contract Officer Representative (COR) a detailed written summary report of all maintenance that was completed during that period.

5. Quarterly scheduled maintenance shall be conducted with a minimum of four (4) hours of mechanic work.

B. The following is a list of minimum maintenance required by the Grand Prairie Office Complex for

Preventive Maintenance if not already performed in the Maintenance Control Plan (MCP).

1. Quarterly Maintenance:

a. Clean all elevator pits of dirt and debris.

b. Check condition of all stop switched, limiting switches, pit lighting, buffer switched, and check all counterweight buffers for oil leaks.

c. Observe operation of the hydraulic pump while elevator is traveling in the up and down direction, check level and condition of hydraulic oil reservoir, check condition of car safety gates and switches, bi-folding door operation, and safety clutch operation, ensure pit stop switch is operational. Check for elevator piston to ensure it is attached to bottom of car.

d. Check pit bucket to be emptied and check for any leaking seals.

e. Indicator Lights: Ensure all hall call lights are operational, replace as necessary, verify operation of call directional indicator in car, and replace any non-operational lights in the cars control panel.

f. Car Tops: Clean all car tops of dust and debris. Check pick-up roller and door clutch clearance on all floors and adjust as necessary, check the condition of door operator belts and ensure all belts all belts are of good quality and free from cracks and tears. Ensure car top light and the 110 volt service is operational. Any discrepancies will be brought to the attention of the Facility Manager promptly (day of inspection).

g. Clean all dirt and debris from the pits. Ensure the stop switch for each elevator in operational.

h. Test and operate the fireman phase I and II recall function. Any discrepancies will be reported to the Facility Manager along with a written plan of action within (3) working days of the finding.

i. Clean and vacuum and remove all buildup debris from backside of all hall doors, and elevator cab doors seal area.

j. Ensure car top emergency light is operational, repair as necessary.

k. Inspect leveling operation of each elevator to ensure the car is leveling to each floor landing.

Clean all switches and vanes associated to floor leveling of each car.

l. Test door operation for proper door closure pressure, inspect door hangers for proper operation and adjust as necessary.

2. Annual:

a. Slow speed tests all safeties during the annual elevator inspection.

b. Test fireman phase I and II in conjunction with the annual elevator inspection for proper operation.

IV. Emergency Call Back Service:

1. Emergency call back service shall be limited to the performance of simple adjustments and replacement of minor parts to restore elevator operation, and for the purpose of freeing trapped individuals in a stalled car. The Contractor shall restore the car back to normal operation after the problem has been resolved and the car is operating safely. Emergency call-back service for the purpose of freeing a trapped individual(s) shall not exceed thirty (30) minutes in response time. All other trouble calls shall not exceed two (2) hours in response time. After hours call back time begin at the time of notification and will terminate at check-out time. When after hour call back service has been requested, a copy of the service ticket including labor and summary of repairs, will be left at the job site. Emergency call back service consists of promptly responding to requests from the government for a service on twenty-four (24) hours per day, seven (7) days per week, three-hundred-sixty-five (365) days per year basis.

2. Emergency call back service is necessary when either number one (1), two (2), three (3), or four

(4) elevators are inoperative. Requests for emergency or ordinary call back service may be made by the Contracting Officer (COR) or by designated personnel by telephone or other means.

In the event a service call is required due to malfunction\inoperability but no mechanical\physical issues, (i.e. broken or defective parts\components requiring replacement) can be identified the service call will be deemed part of regular maintenance & result in no additional billing.

V. Inspections:

The Contractor shall be responsible for providing a maintenance mechanic and helper at the site to assist with the annual inspections. Additionally, during the annual inspection, the Contractor shall provide a pressure test-gauge with current calibration requirements. In the event of a mechanical failure of the elevator or associated equipment during the inspection the contractor shall be responsible for any additional costs that occurred for re-inspection.

VI. Operational Requirements:

A. This contract is for full elevator maintenance service. Full service is defined as all service to maintain all elevators, appurtenances, and accessories in a fully operational mode always, except for pre-scheduled down time. Pre-scheduled down time is defined as time and 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 Facility Manager and the Contracting Officer the estimated down time of the elevator or associated equipment in writing. A status report will be provided / updated starting the Monday after the breakdown occurred. All elevators will be maintained in satisfactory and safe operating conditions in accordance with the requirements of these specifications and as outlines in the ASME A17.1- 2004. 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.

B. The Contractor shall maintain the elevators, appurtenances, and equipment to comply with the requirements of the American National Standards Safety Code for Elevators and Escalators, ASME A17.1 newest edition for newly modernized elevators. The American National Standards Institute (ANSI) for Elevator Inspections A17.2 newest edition shall be used as a guide to establish inspection procedures to ensure equipment is operating is a safe manner. All manufacturers’ recommendations will be taken into consideration.

VII. Extent of Work:

A. The Contractor shall furnish all tools, labor materials, equipment, and special instruments to perform all necessary service and repairs to provide complete elevator maintenance, examination services and tests to keep the elevators, including the control systems in safe operation condition.

Such service and maintenance shall apply to all elevator equipment, regardless of whether they are specifically outlined in these specifications. Service for emergency repairs will be done in coordination with the Grand Prairie Office Complex so as not to interfere with the normal operation of the buildings.

B. The maintenance and repairs are to be performed on the following types of elevators within the office complex:

Hydraulic Elevator(s):

a) Four (4), three (3) stop each:

1. Building 346 ‐ Manufacturer TKE, Model Number TAC 20, Serial Number ER0124, Installation Year 2003, FBOP Asset # ELEV-1-GRA.

2. Building 346 ‐ Manufacturer TKE, Model Number TAC 20, Serial Number ER0125, Installation Year 2003, FBOP Asset # ELEV-2-GRA.

3. Building 345 ‐ Manufacturer TKE, Model Number TAC 20, Serial Number EW3993, Installation Year 2007, FBOP Asset # ELEV-3-GRA.

4. Building 344 ‐ Manufacturer TKE, Model Number TAC 32, Serial Number EBN008, Installation Year 2013, FBOP Asset # ELEV-4-GRA.

C. The Contractor shall assign to this maintenance contract, a competent Service Engineer who shall oversee all the work required in the contract and supervise who will be responsible for the adequacy of all work performed.

D. Supplies, Materials, Equipment, and Replacement Parts:

The Contractor shall furnish all labor, supplies, parts, and materials necessary to perform cleaning, maintenance, inspections, repairs or replacement to elevator equipment, appurtenances and accessories. This list includes but is not limited to: car buffers, fire tabs, motors, controllers, selects, worm gears, thrust bearings, brake magnet coils, brake shoes, brushes, windings, commutators, rotating elements, contacts, coils, resistors, motor circuits, magnet frames, intercoms, cameras, car doors, door hangers, tracks, guides, door operating devices, interlocks, bulb replacement in signal system, fire recall system, relays and electronic or mechanical door safety equipment. Where applicable to hydraulic elevators the above listed parts shall include the cylinder head, plunger exposed surface, plunger gland and packing, pumps, exposed piping, fitting and flexible pipe connections, operating controls, electrical controls, discharge, pressure, vacuum tanks, emergency cab lighting, and emergency telephone.

E. Equipment under warranty shall be maintained in accordance with the warranty and manufacturer’s instructions.

VIII. Other Considerations:

The Contractor shall be responsible to meet all time obligations as specified in the Statement of Work.