19SN1026Q0009-Solicitation.pdf

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NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30.

PR15706217 102

19SN1026Q0009

Grace Ng (SGPProcurementRFQ@state.gov)

+65 6476 9304

General Services Office U.S. Embassy Singapore 27 Napier Road, Singapore 258508

See Block 9

Elevator Maintenance Services – U.S. Embassy Singapore Refer to attached pages for details.

6/29/2026

7/28/2026 1630hrs (SG)

U.S. Embassy Singapore, Attn: GSO/Procurement 27 Napier Road, Singapore 258508

RFQ No. 19SN1026Q0009

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19SN1026Q0009, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19SN1026Q0009, Schedule Of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Appendix A – Statement of Work

• Attachment 1 — Elevator Inventory List

• Attachment 2 — List of Tasks to be Performed

• Attachment 3 — Government Furnished Property List

• Attachment 4 — Contractor Furnished Property

• Attachment 5 — QASP

• Attachment 6 — Transition-In Template

• Attachment 7 — Monthly Operational Health Report Template

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

Continuation/Addendum to SF-1449

RFQ Number 19SN1026Q0009

PRICES, BLOCK 23

1.0 SCOPE OF SERVICES

1.1 Scope

The U.S. Embassy Singapore requires a comprehensive firm-fixed-price (FFP) elevator maintenance program to ensure the safe, reliable, and efficient operation of three (3) Hyundai traction gearless units at the Chancery compound. These elevators support mission-critical operations, staff movement, controlled access, and daily Embassy functionality.

To maintain the elevators in peak operational condition, the Contractor shall provide all labor, supervision, tools, diagnostic equipment, lubricants, consumables, and routine replacement parts, as well as perform all preventive, corrective, and emergency maintenance.

The Contractor shall maintain elevators in accordance with:

• OEM (Hyundai) specifications

• Industry best practices

• ASME A17.1 / CSA B44

• Host-nation laws and safety codes

• U.S. Government security requirements

• This Statement of Work (SOW)

The Government is responsible only for major capital replacements explicitly identified in this SOW. All other maintenance, adjustments, repairs, troubleshooting, and replacement of worn components are included in the FFP price.

1.2 PLACE OF PERFORMANCE

The services shall be performed at the U.S. Embassy Singapore, 27 Napier Road, Singapore 258508. The work shall be performed on three (3) Hyundai traction gearless elevators located within the Chancery compound. Access to the Embassy compound shall be subject to U.S.

Government security procedures and requirements.

1.3 PERIOD OF PERFORMANCE

The contract shall consist of a one (1) year base period and four (4) one-year option periods.

Performance shall commence on the date specified in the Contracting Officer's Notice to Proceed.

Each option period, if exercised by the Government, shall begin immediately upon expiration of the preceding period of performance.

1.4 NOTICE TO PROCEED

After contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

2.0 PRICING

2.1 Type of Contract

This is a Firm-Fixed-Price (FFP) contract awarded in accordance with FAR Part 16.202. The Contractor shall provide the services specified herein at the fixed price stated, and the Government shall make payment at that price. Except as expressly provided in this contract, the Contractor assumes full responsibility for all performance costs and the risk of profit or loss.

2.2 Direct and Indirect Costs.

The contract price shall be fully inclusive of all direct and indirect costs necessary to perform the services required under this contract. Except as otherwise specifically provided herein, no additional compensation shall be made for costs incurred in performance. Such costs include, but are not limited to, labor; supervision; employee wages and overtime; employee benefits and legally required social insurance; tools and test equipment; transportation; vehicles and travel;

communication expenses; consumable materials and supplies; administrative and overhead expenses; licenses and permits; insurance; and profit.

2.3 Defense Base Act (DBA) Insurance

The Contractor shall obtain and maintain Defense Base Act (DBA) insurance in accordance with 42 U.S.C. § 1651 et seq. and FAR 28.309. Coverage shall extend to all employees engaged under this contract, including subcontractors, regardless of nationality, unless a waiver is granted by the U.S.

Department of Labor. DBA insurance shall be purchased only from Department of Labor–approved providers, and all premium costs shall be fully included in the contract price. Evidence of coverage shall be furnished to the Contracting Officer and COR prior to commencement of performance.

2.4 Goods and Services Tax (GST)

Goods and Services Tax (GST) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to GST; this percentage is multiplied only against that portion. It is reflected for each performance period.

2.5 Currency

All contract pricing, invoicing, and payments shall be stated and made in Singapore Dollars (SGD).

2.2 Base Year

The Contractor shall provide the services shown below for the base period of the contract, starting on the date stated in the Notice to Proceed and continuing for a period of 12 months.

CLIN Description Monthly Price (SGD) Qty Annual Total

(SGD)

001 Routine maintenance for all elevators described in Attachment 1 months

002 Defense Base Act (DBA) Insurance – Reimbursable 1 lot

GST (9%) -

Lump Sum

TOTAL (INCLUSIVE OF GST)

2.3 Option Year 1

The Contractor shall provide the services shown below for Option Year 1, starting one year after the date stated in the Notice to Proceed and continuing for a period of 12 months.

CLIN Description Monthly

Price

(SGD)

Qty Annual Total

(SGD)

101 Routine maintenance for all elevators described in Attachment 1 months

102 Defense Base Act (DBA) Insurance – Reimbursable 1 lot

GST (9%) -

Lump Sum

2.4 Option Year 2

The Contractor shall provide the services shown below for Option Year 2, starting two years after

(SGD)

201 Routine maintenance for all elevators described in Attachment 1 months

202 Defense Base Act (DBA) Insurance – Reimbursable 1 lot

GST (9%) -

Lump

2.5 Option Year 3

The Contractor shall provide the services shown below for Option Year 3, starting three years after

(SGD)

Routine maintenance for all elevators described in Attachment 1 months

302 Defense Base Act (DBA) Insurance – Reimbursable 1 lot

GST (9%) -

Lump Sum

2.6 Option Year 4

The Contractor shall provide the services shown below for Option Year 4, starting four years after

CLIN Description Monthly

Price

(SGD)

Qty Annual Total

(SGD)

401 Routine maintenance for all elevators described in Attachment 1 months

402 Defense Base Act (DBA) Insurance – Reimbursable 1 lot

GST (9%) -

Lump

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

GRAND TOTAL OF BASE YEAR PLUS ALL OPTION

YEARS (SGD)

CONTINUATION/ADDENDUM TO SF-1449

RFQ Number 19SN1026Q0009

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATION/WORK STATEMENT

1.0 SCOPE OF WORK

The Contractor shall perform all services required under this contract in accordance with Section 1 –

The Schedule, Appendix 1 (Statement of Work), and all attachments thereto. Appendix 1 establishes the detailed technical, operational, maintenance, inspection, testing, reporting, quality assurance, and performance requirements applicable to this contract.

2.0 HOURS OF PERFORMANCE

The Contractor shall schedule all routine maintenance and repair work during normal building hours, defined as 8:30 to 17:00, Monday through Friday, excluding local and U.S. holidays, unless approved in advance by the Contracting Officer's Representative (COR).

3.0 ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

3.1 General. The Contractor shall designate a representative who shall supervise the Contractor's elevator mechanics and be the Contractor's liaison with the U.S. Embassy. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purpose.

Contractor employees shall have access to the elevators' hoistways, lobbies and machine rooms, either with or without security escorts, only with specific permission by either the Contracting Officer or the COR.

3.2 Personnel Security. The Government reserves the right to deny access to U.S-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearances on all Contractor personnel who shall be used on this contract prior to their utilization. The Government shall issue identity cards to approved Contractor personnel, each of whom shall display his/her card(s) on the uniform at all times while on Government property or while performing work under this contract. These identity cards are the property of the Government. The Contractor shall return all identity cards when the contract is completed, when a Contractor’s employee leaves this contract, or at the request of the Government.

3.3 Standards of Conduct

3.3.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

3.3.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

3.3.3 Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

3.3.4 The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

3.3.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

3.3.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions:

falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

3.3.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out from Post 1 by a “Cleared American” escort on the day of the service visit.

4.0 WORK REQUIREMENTS

4.1 General. The Contractor shall perform all preventive maintenance, corrective maintenance, emergency response services, inspections, testing, reporting, documentation, and related services in accordance with Appendix 1 (Statement of Work). The Contractor shall maintain all elevators in a safe, reliable, code-compliant, and fully operational condition throughout the period of performance.

5.0 SCHEDULED ROUTINE MAINTENANCE

5.1 General.

5.1.1 The objective of scheduled routine maintenance is to eliminate or minimize elevator malfunction, breakdown and deterioration. Contract maintenance of the elevator must assure continuous, safe, and satisfactory operation of all elevators, their parts and components.

The Contractor shall schedule routine maintenance to include all tasks herein described, in addition to routine lubrication and adjustments.

5.1.2. Elevator equipment shall include, but is not limited to: controllers, selectors, worm gears, thrust bearings, brake magnet coils, brake shoes, brushes, windings, commutators, rotating elements, contacts, coils, resistors for operating and motor circuits, magnet frames, cams, car door and hoistway door hangers, tracks and guides, door operating devices, interlocks and contacts, pushbuttons, pumps, pump motors, operating valves, electronic tubes, electronic programmable controllers, hall lanterns and indicators, hatch lighting, pit bulbs, bulb replacement and all other elevator signal accessories.

5.1.3 The Contractor shall inventory, supply, repair and replace all parts that have become unsafe due to wear and tear. The Contractor shall use genuine manufacturer’s parts or approved or equal (to be approved by COR) for all replacements. The Contractor shall maintain an easily accessible supply of spare parts sufficient for normal maintenance and expedient emergency repairs.

5.2 Checklist Approval. The Contractor shall submit to the COR a schedule and description of the scheduled routine maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format similar to the one provided in Attachment 2. The Contracting Officer or COR must approve the proposed "Scheduled Routine Maintenance Task Checklist" prior to contract work commencement.

5.3 Minimum Requirements. The Contractor shall provide a trained mechanic to inspect and service every elevator every month. The elevator mechanic shall sign off on every item of the checklist.

The elevator mechanic shall leave a copy of this signed checklist with the COR or the COR's designate following that week's routine maintenance visit. This weekly inspection and servicing shall include, but not be limited to, the following tasks:

• Ride all cars to detect and repair any improper operation of the car doors, hoistway doors, acceleration, leveling accuracy on the floor stops, and the action of the machine brake;

• Check and make necessary repairs to assure proper operation of retractable doors;

• Review elevator’s performance with the COR, or the designated representative, to determine if any malfunctions have occurred in connection with the operation of the cars since the most recent previous scheduled routine maintenance visit;

• Investigate any malfunctions which have occurred, devoting special attention to any problem involving unsafe operations, and make repairs as necessary;

• Examine car stations and call buttons and replace any damaged switches, burned out lamps, bulbs and broken buttons, defective fixtures, switches, covers, and related hardware;

• Trouble shoot any failure to equipment, lighting and receptacle electrical circuits;

• Report findings to the COR or the COR's designee including identification of failed equipment and reason for failure;

• Leave signed and dated copy of the Maintenance Checklist and also leave signed and dated copies of any other monthly, quarterly or annual checklists if those were completed during the subject visit;

• Maintain emergency light units in operable condition.

It is the responsibility of the Contractor to perform all manufacturers’ recommended preventative maintenance as well as preventative maintenance recommended by Hyundai Elevator for the respective equipment.

6.0 TROUBLE CALL RESPONSE SERVICE

6.1 General. The Contractor shall provide twenty-four (24) hours per day, seven (7) days per week service coverage for elevator trouble calls, except for those services specifically excluded under Paragraph 11.0. The Contractor shall perform unscheduled maintenance and repair services as required. The cost of any unscheduled repair services, including labor and direct material costs, shall be included in the contract price up to a maximum of US$1,000.00 per repair incident.

6.2 Emergency Response Service - The Contractor shall provide, at no extra cost, a 24 hours/day, 7 days/week, 52 weeks/year coverage for emergency trouble calls. A trained mechanic shall be "on call" and shall be on site within a one-hour time period of the placement of an emergency trouble call by the Contracting Officer or COR. Emergency situations include people trapped in an elevator car, the suspicion/confirmation of a fire in or around elevator equipment, or an inoperative elevator with no suitable backup.

6.3 Non-Emergency Response Service - The Contractor shall provide, at no extra cost, a non-emergency response service. A trained elevator mechanic will be on site, within one working day, to trouble shoot and repair an elevator malfunction.

6.4 Callback Service - When an elevator which was previously worked on by the Contractor's mechanic, has a repeat malfunction within a 24-hour period, the Contractor shall be obligated to provide, at no extra cost, a return visit by a trained elevator mechanic to correct the problem, even if the problem is minor in nature. The elevator mechanic shall respond to this callback within a three-hour time period regardless of what time the Contracting Officer or COR made the callback complaint, including the "after hours" time periods.

6.5 [Reserved]

6.6 Replacement of parts. From time to time, equipment repairs and parts replacement may be required.

Other than parts listed in Attachment 4 (Contractor Furnished Property), it is the Government’s responsibility to acquire these parts. For parts that are not included in Attachment 4, the Government may request the Contractor to quote for parts repair/replacement but is not obligated to purchase from the Contractor. Repairs/replacement parts provided by a contractor other than the incumbent will be maintained by the incumbent as part of the existing system at no additional cost.

7.0 PERSONNEL, TOOLS, REPAIR PARTS, MATERIALS AND SUPPLIES

The Contractor shall provide trained elevator mechanics with the appropriate tools and testing equipment for scheduled maintenance, unscheduled repairs, emergency repairs/assistance, safety inspection, and safety testing as required by this contract. The Contractor shall provide all of the necessary repair parts, materials and supplies to maintain, service, inspect and test the elevators as required by this contract.

8.0 EXCLUSIONS

The Contractor shall not assume responsibility for the following items of elevator equipment, which are not included in this contract:

• Car enclosures and related items including, but not limited to, fixed or removable panels, door panels, car gates, plenum chambers, hung ceilings, light diffusers, fluorescent tubes, dry cell batteries, handrails, mirrors, floor coverings, carpets and other architectural features and accessories;

• Buried caissons, cylinders and piping, and power supply feeder circuits to the machine room circuit breakers;

• Computer and microprocessor devices not exclusively dedicated to the elevator equipment such as terminal keyboards and display units;

• Communications equipment, such as telephones, intercoms, heat detectors, and smoke sensors, which were not installed by the Contractor or the original elevator installer;

• Major Repairs: Any individual unit or incident of repair with a total estimated cost (labor and direct material costs) exceeding $1,000.00 which is not covered under routine maintenance, is not covered by this contract. The Government reserves the right to determine how these repairs are to be handled. Such repairs will normally be accomplished by separate purchase order or contract. This exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

9.0 INSURANCE REQUIREMENTS

9.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract

The Contractor's assumption of absolute liability is independent of any insurance policies.

Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Comprehensive General Liability

Bodily Injury S$500,000.00 per occurrence Property Damage S$500,000.00 per occurrence

Workers’ Compensation and Employer’s Liability Statutory, as required by Singapore law

10.0 PERMITS

The Contractor shall maintain in full force and affect all permits, licenses, and appointments required for the prosecution of work under this contract at no additional cost to the Government.

The Contractor shall obtain these permits, licenses, and appointments in compliance with host country laws.

11.0 LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the contract shall be payable by the Contractor without Government reimbursement.

12.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

Upon request, the Government will provide a hard copy of the elevator manufacturer’s manual for preventive maintenance for reference. Replacement parts not listed in Attachment 4 that are above US$1,000 are to be furnished by the Government.

13.0 CONTRACTOR FURNISHED PROPERTY/EQUIPMENT

The Contractor shall furnish, at no additional cost to the Government, all materials, consumables, routine replacement parts, tools, diagnostic and testing equipment, safety equipment, personal protective equipment (PPE), uniforms, appropriate footwear, communications equipment, transportation, and all other equipment, supplies, and incidental items necessary for the Contractor's personnel to safely and effectively perform all services required under this contract.

Attachment 4 identifies the minimum Contractor-Furnished Property requirements and is not intended to be an all-inclusive list. The Contractor shall provide any additional property, equipment, materials, supplies, or incidental items necessary for contract performance, except for Government-furnished property and major capital replacement parts that are specifically identified elsewhere in this contract as the Government's responsibility.

14.0 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

15.1 The Government will evaluate Contractor performance in accordance with Appendix 1, Attachment 5, Quality Assurance Surveillance Plan (QASP). The QASP identifies the Government’s surveillance methods, performance standards, acceptable quality levels, documentation requirements, and remedies for unsatisfactory performance.

APPENDIX 1

STATEMENT OF WORK

1. INTRODUCTION & BACKGROUND

The U.S. Embassy Singapore requires a comprehensive Firm-Fixed-Price (FFP) elevator maintenance program to ensure the safe, reliable, and efficient operation of three (3) Hyundai traction gearless units at the Chancery compound. These elevators support mission-critical operations, staff movement, controlled access, and daily Embassy functionality.

To maintain the elevators in peak operational condition, the Contractor shall provide all labor, supervision, tools, diagnostic equipment, lubricants, consumables, and routine replacement parts, as well as perform all preventive, corrective, and emergency maintenance.

The Contractor shall maintain elevators in accordance with:

• OEM (Hyundai) specifications

• Industry best practices

• ASME A17.1 / CSA B44

• Host-nation laws and safety codes

• U.S. Government security requirements

• This Statement of Work (SOW)

The Government is responsible only for major capital replacements explicitly identified in this SOW. All other maintenance, adjustments, repairs, troubleshooting, and replacement of worn components are included in the FFP price.

2. SCOPE OF WORK

The Contractor shall provide all work necessary to maintain the elevators in safe, reliable, code-compliant condition. This includes, but is not limited to:

Preventive Maintenance (PM). Regularly scheduled PM at monthly, quarterly, and annual intervals.

Corrective Maintenance (CM). Troubleshooting and repairing faults, failures, or operational issues.

Routine Repairs. Replacement of parts degraded through normal wear, aging, or environmental factors.

Emergency Response. 24/7 response to entrapments, unsafe conditions, shutdowns, and life-safety concerns. The contractor shall refer to section 5.2 for additional information.

Technical Testing & Adjustments. Includes ride quality, leveling accuracy, door force, safety circuit integrity, brake torque, rope tension, and more.

Cleaning & Housekeeping. Machine room, hoistway, pit, car top, sills, door tracks, and associated spaces.

Documentation & Reporting. PM checklists, CM reports, emergency reports, RCAs, availability metrics, and the Monthly Operational Health Report.

Spare Parts & Materials. Contractor furnished (routine parts) and Government furnished (major capital items).

Compliance & Safety. Adherence to environmental standards, technician safety protocols, and protection of Embassy assets.

3. APPLICABLE DOCUMENTS & DEFINITIONS

3.1 Applicable Documents

The following documents are part of this SOW:

• Hyundai OEM manuals and service bulletins

• ASME A17.1 / CSA B44

• Local electrical/mechanical safety regulations

• DOS/Embassy security directives

• Attachment 1 — Elevator Inventory List

• Attachment 2 — List of Tasks to be Performed

• Attachment 3 — Government Furnished Property List

• Attachment 4 — Contractor Furnished Property

• Attachment 5 — QASP

• Attachment 6 — Transition-In Template

• Attachment 7 — Monthly Operational Health Report Template

Order of Precedence:

1. Contract

2. This SOW

3. Attachments

4. OEM documentation

5. Industry standards

3.2 Definitions

Routine Repair. Repairs due to normal wear, aging, or predictable degradation.

Major Capital Replacement. Large modernization components explicitly listed in Section 8.1.

Preventive Maintenance (PM). Scheduled tasks designed to prevent failures and extend equipment life.

Corrective Maintenance (CM). Unscheduled troubleshooting and repair required to restore operation.

Downtime. Any period the elevator is unavailable for service.

Unapproved Downtime. Downtime caused by contractor delays, preventable failures, or inadequate maintenance.

Availability. Percentage of operational time per month.

Safety Device. Any device preventing unsafe operation (governor, safeties, buffers, interlocks).

Repeat Failure. Failure of the same subsystem within 24 hours.

Predictive Maintenance. Use of trend data to anticipate failures.

OEM-Approved Equivalent. COR-approved non-OEM parts meeting or exceeding OEM specifications.

4. CONTRACTOR RESPONSIBILITIES

4.1 General Responsibilities

The Contractor shall:

1. Maintain elevators per OEM standards.

2. Provide all tools, diagnostic instruments, consumables, and routine parts.

3. Maintain accurate maintenance and operational logs.

4. Ensure technicians meet qualification requirements.

5. Follow all Embassy safety, environmental, and security rules.

6. Coordinate all work with the COR.

7. Maintain a spare parts inventory on hand.

8. Provide 24/7 emergency coverage.

9. Replace worn items before operational failure.

4.2 Personnel Qualifications

Technicians must:

• Possess minimum five (5) years full-time elevator maintenance experience

• Be trained in Hyundai or comparable OEM equipment

• Hold any host-nation licenses required by law

• Be proficient in troubleshooting traction systems, controllers, safety circuits

• Be capable of performing safe emergency extractions

• Read and complete documentation in English

No technician may perform work until the COR approves qualifications.

4.3 Personnel Conduct Requirements

Personnel shall:

• Behave professionally at all times

• Wear identifiable uniforms and Embassy-issued badges

• Follow all safety and facility rules

• Not use profanity, disruptive behavior, or unsafe actions

• Not take photos or videos without written COR approval

• Not bring prohibited items (alcohol, drugs, weapons)

Contractor shall immediately remove personnel engaging in misconduct.

4.4 Security & Access Requirements

All contractor personnel must:

• Pass background screenings

• Wear ID badges visibly

• Enter only authorized areas

• Report lost badges immediately

• Follow RSO and security directives

Uncleared personnel require continuous escort.

4.5 Removal of Contractor Personnel

The Government may require immediate removal of any contractor employee without providing justification for reasons including:

• Security concerns

• Unsafe behavior

• Misconduct

• Unqualified performance

• Violation of Embassy policies

The Contractor shall:

• Immediately remove the individual

• Recover badges, keys, and Embassy property

• Provide a qualified replacement within 72 hours

No compensation, delay, or claim is permitted for removed personnel.

4.6 Supervision & Management

The Contractor shall provide a Senior Elevator Supervisor who:

• Has 10+ years elevator maintenance experience

• Is OEM-trained

• Reviews all PM/CM documentation

• Coordinates all scheduling

• Serves as primary POC for the COR

• Responds to COR inquiries within 1 hour

4.7 Staffing Stability

• Maintain consistent staffing

• Request COR approval before rotating personnel

• Notify COR of staffing changes within 72 hours

• Ensure replacements are fully qualified prior to arrival

4.8 Subcontracting Restrictions

No subcontractor may perform elevator maintenance unless approved in writing by the Contracting Officer.

All subcontractors must meet the same qualification requirements as the Contractor.

5. PERFORMANCE REQUIREMENTS

5.1 Availability Requirements

The Contractor shall maintain:

• 97% availability for passenger elevators

• 95% availability for freight elevators

5.1.1 Availability Formula

Availability = Total Hours− Unapproved Downtime

Total Hours × 100

Approved exclusions require COR verification.

5.2 Response Time Requirements

Emergency Response: 1 hour on-site, 24/7/365

Corrective Maintenance: 1 business day

Repeat Failure Response: 3 hours

5.3 Performance Standards

Elevators must meet the following:

• Leveling accuracy ±6 mm

• Smooth, consistent door operation

• No excessive vibration or noise

• Smooth acceleration and deceleration

• All safety devices functional

• No recurring failures

5.4 Government Oversight Rights

The Government may:

• Observe any maintenance activity

• Inspect logs, tools, and diagnostic records

• Require re-performance of unsatisfactory work

• Request controller fault logs

• Deny access to unsuitable personnel

6. MAINTENANCE REQUIREMENTS

The Contractor shall perform all preventive, corrective, and emergency maintenance necessary to ensure the elevators remain in safe, reliable, OEM-compliant operating condition at all times.

This section consolidates all technical and procedural requirements related to elevator maintenance.

6.1 Preventive Maintenance (PM)

The Contractor shall perform PM at intervals no less frequent than those required by the OEM and as specified below:

6.1.1 PM Frequency

• Monthly Lubrication, door systems, general checks

• Monthly: Full operational inspection

• Quarterly: Advanced mechanical and electrical inspections

• Annually: Comprehensive system review including safety testing

PM visits must be performed during Embassy-approved working hours unless otherwise coordinated with the COR.

6.1.2 Minimum Time Onsite

The Contractor shall dedicate:

• Minimum 90 minutes per elevator for each PM visit

OR

• OEM-required time, whichever is greater

The COR may request real-time verification of PM activities.

6.1.3 Required PM Tasks

PM shall include, but not be limited to, the following:

Mechanical System Tasks

• Inspect and clean traction sheave and grooves; check for wear, pitting, or contamination.

• Inspect and verify proper seating and alignment of hoist ropes in traction sheave grooves.

• Check rope tension and ensure it is within manufacturer’s specifications for traction elevators.

• Inspect and test the elevator brake system for proper operation and wear.

• Examine car and counterweight guide rails for alignment, secure mounting, and cleanliness.

• Inspect and test the overspeed governor and governor rope for proper function and tension.

• Check the condition and operation of the car and counterweight buffers (if applicable).

• Inspect electrical components in the machine room, including control panels, relays, and wiring for signs of wear or overheating.

• Verify the operation of all safety devices, including door interlocks and emergency stop switches.

• Inspect and test the emergency communication system inside the elevator car.

Electrical System Tasks

• Clean controller cabinets and panels

• Inspect PCB connections and heat sinks

• Test relays, contactors, and magnetic switches

• Verify grounding and bonding integrity

• Check wiring insulation resistance

• Test safety circuits and pit switches

• Review VVVF drive fault logs and cooling fans

Door System Tasks

• Clean and lubricate door hangers, rollers, and tracks

• Adjust door timing and speeds to OEM specs

• Test door reversal devices for sensitivity

• Verify lock/keeper alignment

• Ensure smooth landing/door synchronization

Machine Room & Pit

• Remove debris, dust, and oil residues

• Verify adequate ventilation and lighting

• Inspect sump pump (if present)

• Ensure no water intrusion in pits

• Confirm compliance with housekeeping standards

6.1.4 PM Documentation

The Contractor shall submit:

• Monthly reports

• PM checklists

• Logs

• Availability reports

• Incident reports

PM documentation must be delivered within 24 hours of the service visit.

The Contractor shall also provide the following maintenance documentation as part of routine reporting requirements:

• Monthly maintenance reports

• Maintenance and operational logs

• Availability reports

• Incident reports documenting abnormal events, failures, or safety concerns

6.2 Corrective Maintenance (CM)

CM is required to restore elevators to operational status when failures or performance issues occur.

CM includes:

• Troubleshooting

• Diagnosis

• Repair/adjustment

• Replacement of routine parts

• Testing after repair

CM is included in the FFP price, except for major capital items listed in Section 8.1.

CM must:

1. Begin within 1 business day of notification.

2. Be completed as soon as practicable.

3. Include written documentation within 24 hours of completion.

6.3 Routine Repairs

Routine repairs include, but are not limited to:

• Door gibs, rollers, tracks, and operators

• Limit switches and sensors

• Contacts, relays, fuses, terminal connections

• Bearings, seals, bushings, springs

• Guide shoe materials and inserts

• Hoistway door hardware

• Button assemblies and indicator panels

• Minor wiring repairs

These items are Contractor furnished and included in the FFP.

6.4 Emergency Response Requirements

The Contractor shall provide 24/7/365 emergency response for:

• Entrapments

• Sudden stoppages

• Unsafe elevator behavior

• Overheating, smoke, or unusual odors

• Safety device activation

6.4.1 Emergency Response Time

• 1-hour onsite response required at all times

6.4.2 Emergency Report Required

Submitted within 4 hours of restoring service, including:

• Nature of emergency

• Time call received

• Time of arrival

• Actions taken

• Cause of failure

• Time of restoration

Failure to meet requirements triggers performance penalties.

6.5 Testing Requirements

The Contractor shall perform all required operational, safety, and diagnostic tests to ensure proper

6.5.1 Ride Quality Testing

• Smooth floor approach

• No excessive vibration

• Stable ride with no surging

• Acceleration/deceleration checks

6.5.2 Leveling Tests

• Floor leveling accuracy must be ±6 mm

• Adjust leveling sensors as needed

6.5.3 Door Testing

• Door force measurements must meet OEM limits

• Door reversal device must activate consistently

• Open/close cycle timing must be verified

• Door operation must be consistent at all floors

6.5.4 Safety Device Testing

• Overspeed governor activation

• Safety gear inspection

• Terminal limit and slowdown tests

• Emergency stop switches

• Pit switch operation

• Interlock continuity and mechanical alignment

6.5.5 Annual Safety Tests

The Contractor shall perform:

• Annual full-load or simulated-load safety tests

• Governor drop tests (if applicable)

• Terminal speed reduction calibration

• Comprehensive safety chain testing

Annual results must be included in the annual safety report.

6.6 Cleaning Requirements

Contractor shall maintain a clean and safe environment inside:

• Machine room

• Hoistway

• Car top

• Elevator pit

• Sills and thresholds

• Door tracks

6.6.1 Cleanliness Standards

• No debris, oil, or lubricants left in any area

• Car top must remain clean and unobstructed

• Pit must remain dry and free of stored materials

• Machine room must remain organized and hazard-free

Photos must be included in the Monthly Operational Health Report.

7. TECHNICAL REQUIREMENTS

This section consolidates all technical standards and OEM-level expectations for elevator systems.

7.1 Mechanical Systems Requirements

Contractor shall ensure all mechanical components remain in OEM-compliant condition.

7.1.1 Drive Machine

• Inspect gear train and bearings

• Check for abnormal vibration or noise

• Measure brake torque

• Inspect brake linings and springs

• Validate encoder performance (if present)

7.1.2 Hoist Ropes & Traction Sheave

• Inspect for wear, corrosion, or flattening

• Measure rope diameter

• Check for proper seating in sheave grooves

• Equalize rope tension

• Inspect traction sheave wear

7.1.3 Car & Counterweight Assemblies

• Check roller/guide shoe alignment

• Inspect all bolts and fasteners

• Inspect compensation chain/rope systems

• Verify frame integrity

7.2 Electrical & Control Systems Requirements

7.2.1 Controller & Control Cabinets

• Test PCB status indicators

• Ensure proper cooling and ventilation

• Verify relay/contactor operation

• Tighten all terminal screws

• Clean dust/debris from components

7.2.2 Motors & Drives

• Monitor temperatures and drive fault history

• Test acceleration patterns

• Inspect motor windings

• Verify correct operation of cooling fans

7.2.3 Safety Circuits

• Test each safety device for continuity

• Check door lock circuits

• Verify pit stop and emergency stop switches

7.3 Door Systems Requirements

Door systems must be kept at optimal performance to avoid shutdowns. Contractor shall:

• Adjust hanger rollers

• Clean and lubricate door tracks

• Verify door speeds and limits

• Ensure flawless door reversal

• Test locks and interlocks

• Adjust timing to OEM standards

7.4 Safety Devices Requirements

All safety devices shall be inspected, tested, and maintained, including:

• Overspeed governor

• Car safety gear

• Counterweight safety gear

• Terminal limit switches

• Buffers

• Safety relays

• Door interlocks

• Pit switches

All safety device failures are treated as emergencies.

7.5 Pit & Machine Room Requirements

7.5.1 Pit Requirements

• Must remain dry, clean, and free of debris

• Access ladders secure

• Adequate lighting maintained

7.5.2 Machine Room Requirements

• No chemical storage allowed

• Adequate ventilation required

• Must remain clean and unobstructed

• No unauthorized storage permitted

7.6 Ride Quality Standards

Contractor must maintain ride quality equivalent to OEM performance:

• Smooth, quiet travel

• Even acceleration/deceleration

• Minimal vibration

• Consistent leveling accuracy

If ride quality degrades, Contractor must adjust and correct immediately.

7.7 OEM Parts Requirements

All replacement components must be:

• OEM, or

• OEM-approved equivalent with COR approval

Refurbished or used parts are prohibited.

7.8 Prohibited Practices

The Contractor is strictly prohibited from:

• Bypassing or defeating safety circuits

• Disabling interlocks

• Installing unapproved parts

• Leaving tools or materials in elevator spaces

• Storing chemicals in machine rooms

• Modifying elevator programming without COR approval

Violation may result in personnel removal or contract termination.

8. PARTS, MATERIALS, AND OUT-OF-SCOPE WORK REQUIREMENTS

8.1 Replacement Parts Policy

The Contractor furnishes all routine replacement parts required to maintain safe, reliable elevator operation. The Government furnishes only major capital components.

8.1.1 Contractor Furnishes (Routine Parts)

The following are included in the Firm-Fixed-Price (FFP):

• Relays, fuses, contacts

• Door rollers, hangers, gibs, tracks

• Switches, sensors, limit devices

• Guide shoe inserts

• Bearings, bushings, seals

• Light fixtures and indicator components

• Wiring, connectors, terminals

• PCB-level components when repairable

• Lubricants, cleaners, solvents

• Safety circuit parts, interlock components

• Minor mechanical parts subject to wear

Routine parts represent standard maintenance items and are the Contractor’s responsibility.

8.1.2 Government Furnishes (Major Capital Replacements Only)

Major capital items are not included in the FFP and must be procured separately. Examples include:

• Full controller replacement

• Drive machine/motor replacement

• New hoist ropes (full set)

• Full door operator assembly (complete system)

• Car or counterweight frame replacement

• Full modernization packages

• Major electrical system replacement

• Full cab interior modernization

Any part or assembly not explicitly listed as major capital is considered a contractor responsibility.

8.2 Government vs. Contractor Responsibilities

Contractor Responsibilities

• All routine repairs and replacement parts

• All labor, troubleshooting, and adjustments

• All consumables

• All safety component replacements except major systems

• All tools, diagnostic equipment, and measuring devices

• Parts sourcing, documentation, and warranty processing

Government Responsibilities

• Major capital replacements only

• Access to facilities

• GFP provided in Attachment 3

• Environmental conditions of machine rooms and hoistways

8.3 Spare Parts Inventory Requirements

The Contractor shall maintain a readily available inventory of commonly required parts, including:

• Door system hardware (rollers, guides, door gibs)

• Electrical switches and relays

• Guide shoe materials

• Indicator buttons and fixtures

• Safety circuit components

• Routine repair items typically needed for Hyundai traction elevators

The spare parts inventory shall be:

• Maintained in Singapore

• Sufficient to prevent avoidable downtime

• Documented and updated quarterly

• Available for COR inspection at any time

Failure to maintain adequate spares may result in availability deductions.

8.4 Tools and Test Equipment

The Contractor shall provide all tools and diagnostic equipment necessary for proper maintenance, including but not limited to:

• Multimeters

• Rope tension meters

• Vibration analyzers

• Brake torque meters

• Insulation resistance testers

• Laser leveling devices

• OEM diagnostic interfaces

• Any specialty Hyundai-required tools

All tools shall be:

• Maintained and calibrated

• Supported by calibration documentation

• Available for COR verification

8.5 Lubricants, Cleaners, and Chemicals

The Contractor must:

• Use only OEM-approved lubricants and chemicals

• Maintain Safety Data Sheets (SDS) for all substances

• Prevent spills in hoistways, pits, and machine rooms

• Ensure chemicals are stored safely and labeled

• Dispose of waste materials in accordance with host-nation law

• Immediately notify the COR of any spill

8.6 Out-of-Scope Work

Out-of-Scope Work includes any work not included in Sections 8.1–8.5. This includes:

• Major capital replacements

• Elevator modernization

• Structural repairs to hoistway, pit, or machine room

• Work requiring specialty subcontractors

• Extended shutdown repairs beyond routine PM/CM

• Repairs caused by building electrical or structural failures

The Contractor shall not perform Out-of-Scope Work without:

1. Written approval from the Contracting Officer (CO), and

2. A separate funded procurement action (PO or contract modification).

Unauthorized work is at the Contractor’s expense.

8.7 Cost Estimates for Out-of-Scope Work

Before performing Out-of-Scope Work, the Contractor shall submit:

• Written description of required work

• Itemized parts list and costs

• Labor hours and labor categories

• Lead times and estimated completion timeline

• Impact on elevator availability

• Any required shutdown plans

The CO will determine whether to authorize separate procurement.

8.8 Emergency Conditions

In emergencies:

• The Contractor may perform stabilization only (e.g., clearing entrapments).

• Major repair remains prohibited without CO approval.

• Contractor must provide a written emergency report within 4 hours.

8.9 Routine vs. Out-of-Scope Clarification

If unclear whether a repair is routine or capital, the Contractor must request clarification in writing before performing the work.

9. QUALITY ASSURANCE & GOVERNMENT OVERSIGHT

This section defines the Contractor’s quality obligations and the Government’s inspection, verification, and enforcement rights.

9.1 Contractor Quality Control Program (QCP)

The Contractor shall maintain a comprehensive written Quality Control Program that includes the following components:

9.1.1 Inspection and Testing Procedures

The Contractor shall outline:

• PM and CM check procedures

• Quality checks for all maintenance activities

• Documentation verification steps

• Internal audits of technician performance

• OEM compliance validation

9.1.2 Records and Documentation

The Contractor shall maintain:

• PM checklists

• CM troubleshooting records

• Technician qualification records

• Calibration logs for all tools/test instruments

• Inventory logs for spare parts

• Equipment fault histories

These shall be made immediately available to the COR upon request.

9.1.3 Corrective Action System

The Contractor shall maintain a system to:

• Identify repeated failures

• Determine root causes

• Implement corrective measures

• Verify the effectiveness of corrections

• Track long-term system health trends

9.1.4 QCP Updates

The QCP shall be reviewed annually and updated as necessary. The COR may direct modifications at any time.

9.2 Preventable Failure Clause

A preventable failure is any failure or malfunction determined to be caused by:

• Inadequate preventive…