D-1 SOW - Automatic Door.doc

SECTION B – DESCRIPTION OF SUPPLIES OR SERVICES

STATEMENT OF WORK

Automatic Door Preventative Maintenance and Repair Services B.1

SCOPE OF WORK

The contractor shall provide all labor, materials, supervision, parts and equipment necessary to provide preventive maintenance, repairs, testing and cleaning of all automatic doors, Roll up garage doors, dock levelors and their equipment and accessories in accordance with industry standards and practices. The contractor shall maintain all doors and levelors in a satisfactory and safe operating condition in accordance with the specifications.

All equipment is located at the Social Security Administration’s (SSA’s) Headquarters Complex, 6401 Security Blvd., Baltimore, Maryland 21235, in the following buildings: Annex, RMB, Supply, Altmeyer, Child Care Center, East High and Low, West High and Low and the Perimeter East Building (PEB).

During the contract’s period of performance, the SSA may, due to renovations or new construction projects, add and/or delete Automatic doors and levelors. This action may cause an increase/decrease in the number of automatic doors maintained/serviced by this contract. If this action does occur, a contract modification will be issued by the Government Contracting Officer (CO) and the Contractor shall be required to make the necessary adjustments.

B.1.2 Work Excluded The following automatic door maintenance and repair work is specifically excluded from this contract:

(a) Installation of new attachments, which may be recommended by Federal, State or Municipal Government authorities, or by insurance companies.

(b) Installation of new lock cylinders, which are keyed to the building system.

B.2

SPECIFICATIONS FOR MAINTENANCE OF AUTOMATIC DOORS

B.2.1 Code Requirements All automatic door operations, test, inspections, maintenance, alterations or repairs performed under this contract shall be in strict compliance with requirements for such activities stated in the latest editions, or any revisions during the contract period of the American National Standards for Power Operated Pedestrian Doors (ANSI/BHMA-A156.10).

B.2.2 Designed Operations Criteria

The contractor shall ensure that the following operations criteria, as originally designed and installed by the Automatic door manufacturer, are maintained at all times for each automatic door, and that necessary adjustments are maintained within the limits of the applicable codes indicated in paragraph B-2.1 above.

The Government reserves the right to make any test or inspection it deems necessary to ensure that these performance requirements are maintained.

The contractor shall not change or alter the existing automatic equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the Contracting Officer (CO). If changes are authorized, the contractor shall make appropriate revisions to the automatic door drawings and/or specifications / list. All parts or components installed or improvements made by the contractor during the term of this contract shall become and remain the property of the Government.

B.2.3 Safety Precautions The Contractor shall:

(a) Perform all necessary action to implement safety precautions related to equipment and systems at all times. When servicing doors and levelors the contractor shall set up safety barriers and out of service signs.

(b) Provide metal storage cabinets and metal containers for waste and flammable materials associated with the performance of the contract.

(c) Notify the CO and the Contracting Officer’s Representative-Contracting Officer’s Technical Representative (COR-COTR) of any changes in the American National Standards for Power Operated Pedestrian Doors (ANSI/BHMAA-156.10) during the term of the contract. These changes shall be incorporated into the contract by a contract modification.

B.2.4 Scheduled Preventive Maintenance Requirements Preventive Maintenance (PM) is regularly scheduled work on the automatic doors, which the contractor must accomplish to ensure their safe, reliable and continued operation, preclude unnecessary breakdowns and maximize their life expectancy. The contractor shall provide PM Service on the doors at the locations designated in the contract. All PM work shall be in accordance with commercial practices and or manufacturer’s specifications.

(a) The contractor shall perform two (2) inspections on overhead doors, door operators, door accessories, and hydro-electric dock levelers. Two (2) inspections shall occur on each automatic door every six (6) months from the start date of the contract.

(b) All routine inspections and PM shall be performed during Normal working hours. Normal working hours are between 6:00 a.m. and 6:00 p.m., Monday through Friday, excluding Federal holidays. These holidays are New Years Day, Martin Luther King’s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas.

(c) The fire alarm activated doors identified by three asterisks on the Automatic Door Equipment List (Attachment D.1) shall be inspected and maintained after normal working hours.

(d) The contractor shall submit a written monthly progress report, to the COR-COTR. The report shall include identification of the door system, location, PM work performed; repairs needed, and date of the inspection, and overall condition of the doors and mechanic name for each door system that work was performed on during the month. Report is due by the 15th of the following month.

(e) All scheduled work that requires an automatic door to be taken out of service shall be coordinated with the COR-COTR.

B.3

REPAIRS

NOTICE: FAILURE OF THE CONTRACTOR TO FOLLOW THE PROCEDURES OUTLINED HEREIN MAY RESULT IN THE CONTRACTOR NOT BEING PAID FOR MATERIALS AND/OR ADDITONAL LABOR.

(a) General

All repair work specified herein shall be performed by the contractor’s maintenance mechanics or other qualified contractor or by subcontractor personnel. Any repair work performed by contractor personnel shall be performed during the normal work hours. Any work that interferes with normal operation of SSA shall be performed at such time to not interfere with the normal activities of the building unless it is necessary to maintain the building operation. This work shall be scheduled through the COR-COTR 48 hours in advance, if possible.

Repairs on equipment or systems covered by a warranty or guarantee agreement shall not be initiated without the prior approval of the COR-COTR.

Except for those items or services specifically stated as Government furnished, the contractor shall furnish everything needed to perform this contract in accordance with the specifications herein.

B.3.1 Repair Cost Thresholds COST THRESHOLDS FOR EACH INDIVIDUAL REPAIR, ADDITIONAL SERVICE OR EMERGENCY JOB ARE AS FOLLOWS:

(a) Minor Repairs - Cost of repair including labor and parts does not exceed $1,000. The contractor is responsible for all costs under $1,000. All Minor Repairs shall have a “Minor Repair Event Report” generated by the contractor prior to any repairs taking place. The report shall include the location of repair, what is being repaired, time/s and date/s of repairs, what parts are being repaired, and an estimated time the equipment will be placed out of service. The Minor Repair Event Report shall be finalized following the repair and submitted as a completed repair via email to the COR-COTR no later than ten (10) days following the repair.

(b) Major Repairs - Cost of repair including labor and parts exceeds $1,000. The contractor is responsible for the first $1,000 in labor and parts. The Government is responsible for the remaining costs. Major repairs require a Firm Fixed Price task order issued against the contract, by an Ordering Official identified in the schedule. Where additional or emergency labor is required, such labor will be provided at the rates specified in the schedule. All Major Repairs shall have a “Major Repair Event Report” generated prior to any repairs taking place. The report shall include the location of repair, what is being repaired, time and date of the repair, what parts are being repaired, and an estimated time equipment will be placed out of service. The Major Repair Event Report shall be finalized following the repair and submitted as a completed repair via email to the COR-COTR no later than ten (10) days following the repair.

(c) The COR-COTR shall be made aware of all repairs prior to any repairs being performed.

B.3.2 Service Calls A service call is a report made by the COR-COTR, or his representative, his inspector, SSA Building Manager, or Building Service Ticket of mechanical or electrical, malfunctions and/or a related problem with an automatic door, roll up doors and dock levelers, and the subsequent response to and correction of the problem, including any needed repairs. The onsite mechanic will be provided a space/ office with a desk and PC to retrieve and complete service tickets submitted by COR and other representatives of SSA Headquarters through the SSA TRIRIGA system.

The Contractor shall do the following:

(a) Monitor the SSA Asset Management (TRIRIGA) system for service tickets.

(b) Enter and close out Building Server Tickets in the TRIRIGA system. (The Government, through the COR-COTR will supply Training and a user manual to the contractor for the TRIRIGA system.)

(c) Check for service tickets within the TRIRIGA system three times daily, morning, mid-day and evening before the end of their day.

The contractor shall not be required to make any repairs or replacements made necessary because of vandalism, negligence or misuse of the equipment by persons other than the contractor, his representative and employees or because of any other cause beyond the control of the contract except ordinary wear and tear. The contractor shall provide proof of vandalism, negligence or misuse of equipment to the CO and COR-COTR as soon as possible to allow the government to take corrective actions.

The contractor shall respond to unscheduled maintenance calls (service calls) within the following time frames:

1. The contractor shall provide service to repair any of the listed pieces of equipment under this contract. The contractor must have a mechanic respond within 30 minutes of receiving notification from the COR-COTR, his representative, inspector or TRIRIGA system.

2. All service calls, once started, shall be worked until equipment is back in service or, at a minimum, render the equipment safe, until parts are received and work can commence and be completed.

The completion requirement established in the above paragraph may be extended on a case-by-case basis by the COR-COTR if the contractor presents a written extension request, justifying the reason the repair cannot be made within the time frame specified by the contract.

B.3.3 Additional Services/Normal Working Hours

Additional services/normal working hours are any required non-emergency services that are categorized as being other than normal preventive maintenance performed during normal working hours. The contractor shall provide an hourly rate for additional services that may be required by the Government for normal and overtime work hours (Section A).

B.3.4 Additional Services/After Normal Working Hours

Additional Services/After Normal Working Hours are any required non-emergency services that are categorized as being other than normal preventive maintenance performed after normal working hours. The contractor shall provide an hourly rate for additional services that may be required by the Government for normal and after normal working hours (Section A/Prices).

This additional services provision is intended to be used to satisfy the Government's needs for additional services on equipment failures as well as for new equipment requirements. These additional services shall be authorized and funded by the Government via Firm Fixed Price task orders. These services are in addition to the work hours and services in Section B.

B.3.5 Emergency Services

Emergency Calls are those calls which consist of correcting failures or deficiencies which constitute an immediate danger or equipment failure and or threatens damage to other equipment, or calls determined by the COR-COTR as emergency repairs necessary due to mission requirements. The contractor shall have sufficient labor, material, and equipment to perform the necessary repairs.

The contractor shall respond and render emergency repair service within one (1) hour from time of receipt of the call, day or night. The contractor shall work until the equipment is back in service or at a minimum, render the equipment safe until parts are received and work can commence and be completed.

It shall be the responsibility of the contractor to provide an emergency phone number for after hours emergency communication.

B.4

DEFICIENCIES AND CLOSE-OUT INSPECTIONS

B.4.1 Existing Deficiencies

(a) Within fifteen (15) days after the date of the contract award, the contractor and Government COR-COTR shall jointly inspect all the automatic door units covered by this contract for existing deficiencies. An existing deficiency is defined as one requiring a major repair (See Section B 3.1(b)).

(b) Within fifteen (15) days after the joint inspection, the contractor shall submit a report to the CO and the COR-COTR detailing all the existing deficiencies discovered during the joint inspection that require repair to bring the equipment up to an acceptable level to begin preventative maintenance services. If a contract is awarded to the incumbent contractor, these deficiencies will be corrected at no extra cost to the Government.

(c) The Government will make repairs of existing deficiencies as deemed appropriate which may include issuing a task order to the contractor in accordance with Section B.3 above. Upon repair of the existing deficiency on the list, the contractor shall resume all services as described herein. The identification of existing deficiencies on an automatic door unit(s) does not discharge the contractor from performing preventative maintenance, inspections and minor repairs as required by the contract, unless not practicable or otherwise determined by the COR-COTR.

B.4.2 Maintenance and Repair Inspection Action by the Government Periodically, the COR-COTR, his representative, or SSA inspectors will inspect the automatic doors to determine if any maintenance or repairs are required.

B.4.3 Contract Close-out Inspection 1.

Within fifteen (15) working days prior to the expiration of the contract, the contractor and the Government COR-COTR will make a complete and systematic inspection of the automatic doors covered by this contract.

2.

The COR-COTR will then prepare an Existing Deficiency Report listing all deficiencies noted during the inspection and, not later than ten (10) working days before the contract expiration date, furnish a copy of the report to the contractor.

3.

The contractor shall, before the expiration of this contract, correct all deficiencies noted in the Existing Deficiency Report that fall within the scope of this contract including, but not limited to those deficiencies that may be corrected through scheduled preventive maintenance, routine adjustments or through repairs. The CO will determine whether or not correction of a specific deficiency falls within the scope of this contract.

The contractor may dispute the CO’s decision and file a claim; however, pending resolution of any request for relief, claim, appeal, or action related to the contract, the contractor shall proceed with diligence to perform the work.

4.

Deductions may be taken from moneys due the contractor for any deficiency which:

a.

Is listed in the Existing Deficiency Report and remains uncorrected upon expiration of this contract.

b.

Develops after the date of the contract close-out inspection and which remains uncorrected upon expiration of this contract.

B.5

SUPPLIES MATERIALS AND REPLACEMENT PARTS

B.5.1 General The contractor shall furnish all supplies and parts, necessary to perform the conditions of this contract. The contractor shall have ready access to a stock of applicable replacement parts to reduce to a minimum the interruption of automatic door service.

All parts shall be genuine replacement parts, as manufactured or recommended by the manufacturer. In the event that replacement parts are no longer manufactured, the contractor has the option to use parts compatible with the existing system. If the effective repair to place the door in operation requires the replacement of a part which must be shipped, the replacement part shall be shipped airfreight. The contractor shall obtain written authorization from the COR-COTR for all replacement parts and materials exceeding $1,000.

B.6

CONTRACTOR PERSONNEL

B.6.1 General The contractor shall at all times employ a sufficient number of capable and qualified skilled craftsman of the automatic door trade to enable it to properly, adequately and safely manage, operate, maintain and account for the automatic door systems.

In addition, if there should be a change in personnel, the contractor shall submit a resume at least fifteen (15) days prior to assigning new or replacement personnel to this contract to the COR-COTR. (Reference Section B.14 Contract Deliverables).

B.6.2 Personnel Requirements 1.

Supervision Government employees are not authorized to exercise either direct or indirect supervision over contract employees. The contractor shall ensure that all work required by this contract is satisfactorily supervised by qualified individuals. The supervisors shall have the authority to act for the contractor on a day-to-day basis at the work site. All supervisors shall have a minimum of five (5) years supervisory experience in the automatic door industry.

2.

Maintenance Personnel All maintenance personnel directly engaged in the workday under the contract shall have acquired, prior to their employment in a journeyman mechanic capacity on this contract, five (5) years experience working on automatic doors of the type located at the SSA Headquarters complex. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Personnel required to access the SSA Main Campus are required to carry and display SSA badge while on SSA premises.

The contractor shall ensure that contract personnel comply with the following procedures:

Copies of the work and repair orders shall be presented to the COR-COTR for any tasks performed for a particular day and contain the following information:

a.

Name and address of contractor.

b.

Name of the employee in charge of the work.

c.

Date work performed and hours expended.

d.

Brief description of work performed.

e.

Signature of employee and a signature block for COR-COTR. Signature by the COR-COTR indicates receipt of the form only and does not constitute acceptance of the work.

B.7

QUALITY CONTROL PLAN

The contractor shall develop and maintain a quality control program to ensure maintenance and repair services are performed in accordance with applicable standards and manufacturer’s instructions. The contractor shall develop and implement procedures to identify and prevent defective service from reoccurring. As a minimum, the contractor shall develop quality control procedures that address the areas as follows:

1.

An inspection system that enables the contractor to identify and correct deficiencies in the quality of service before the level of performance becomes unacceptable and/or the Government points out the deficiencies.

2.

A checklist to be used in inspections. The checklist shall include every area of the contractor's operations under the contract, as well as all tasks performed.

3.

Procedures for documenting and responding to service call and tenant complaints.

4.

A file of all inspections conducted by the contractor, including records of corrective actions taken as result of the inspection.

The contractor's written quality control program shall be available for Government inspection during the term of the contract.

B.8

COMMUNICATION WITH THE GOVERNMENT

The contractor shall supply a communication system or systems as approved by the COR-COTR (two way radio, cell phone or pager) not later than five (5) working days before the start of contract performance, to enable the Government to communicate with the contractor on site and contractor’s supervisory personnel.

The Government shall provide the contractor with a two-way radio, which the contractor will sign for and be under their responsibility. This form of communication is to be used during normal working hours to communicate with the COR-COTR. This shall not replace the communication system or systems to be supplied by the contractor. The contractor will be trained on use of the Governments radio producers and radio channels by the COR-COTR. The contractor shall be required to carry this two-way radio at all times while on SSA’s campus. The radio shall remain on Zone one (1), Channel one (1) “Facilities”.

B.9

CONTRACTOR PARKING

The Government shall provide parking (at no cost) for the contractor in an area suitable for employee parking.

The contractor must provide the tag numbers of the vehicles that will be parked in the government parking areas to our Parking and Badging office in order to receive parking permits for their vehicles.

B.10 ORIENTATION

Upon entering on duty, all contractor's employees assigned to this contract will be given an orientation to acquaint them with the facilities here at SSA, assigned parking, standards of conduct and issuance of building passes.

B.11 POST AWARD CERTIFICATIONS

The contractor shall be required to certify that it has in place certain required occupational health and safety programs and that its employees have completed the relevant training requirements outlined in Attachment D.3. The contractor shall, within 30 calendar days following award of the contract, submit to the COR-COTR, the checklist provided in Attachment D.3. The contract shall indicate whether or not it has/has not complied with the program/training requirements. Failure to comply with any requirement may be cause for termination of the contract in accordance with the provisions of FAR 52.212-4 Contract Terms and Conditions – Commercial Items, paragraph (m) Termination for Cause.

The contractor shall maintain on-site and have available for Government inspection at any time, copies of all certificates, credentials, and other documentation which would support affirmative responses to the listed occupational health and safety programs training requirements checklist. The contractor shall be required to keep current all training and program requirements as required by law or the program itself. Prior to the exercise of any option under the contract, the contractor shall also be required to certify that all training and program requirements are current.

The following documentation shall be maintained on-site:

· Written Personal Protective Equipment Program

· Written Hazard Communication Program

· Written Hazardous Energy Source Control (Lockout/Tagout) Program

· Written Hearing Conservation Program

· Copies of Asbestos Awareness Training Certificates B.12

ACTIONS REQUIRED BY CONTRACTOR

(a) Fire Protection

(1) Every precaution shall be taken by the contractor to prevent fire by any cause. The COR-COTR will assign space for storage of materials and equipment, except for combustible and flammable materials. Stored materials shall be kept in the space assigned. The contractor shall provide suitable metal receptacles with lids outside of the building in which he/she shall place all flammable and combustible material at the close of each workday. When the contractor is working above the ground floor in a multi-story building, he/she may locate a flammable locker on the floor where the work is to be done. All flammables will be placed in this locker at the close of each workday and the locker will be locked.

(2) Fire protection or alarm systems shall be protected and maintained at all times. Where alteration work requires temporary interruptions of fire protection or alarm systems, prior approval shall be secured from the COR-COTR and shutdown time shall be as short as reasonably possible.

(b) Noise Control

(1) Equipment to be employed on site shall not produce a noise level exceeding the following limits in dB(A) at a distance of fifty (50) feet from the equipment under test:

Equipment dB(A)

Material Handling:

Crane

Derrick

Stationary:

Pumps

Generators

Compressors

Impact:

Pneumatic Tools

Other:

Saws

(2) The contractor shall comply with all applicable state and local laws, ordinances and regulations relative to noise control.

(3) Stationary equipment may be provided with acoustical enclosures to provide the required sound attenuation subject to continued maintenance of such enclosure to assure that maximum sound levels specified are not exceeded.

(4) Where filed sound measurements reveal sound levels exceeding those listed above, the contractor shall cease operation of such equipment and repair or replace it with equipment complying with these sound levels.

(c) Asbestos Material:

If material is encountered which may contain asbestos and must be disturbed, do not touch the material. Notify the COR-COTR and CO within one (1) calendar day providing necessary details (e.g., location, how encountered, etc.).

B.13

CONTRACT INSPECTORS

Contract Inspectors are subordinates of the COR-COTR and are responsible for the day-to-day inspection and monitoring of the contractor’s work. The responsibility of the contract inspectors include, but are not limited to: inspecting the work to ensure compliance with the contract requirements; documenting through written inspection reports the results of all inspections conducted; following through to ensure that all defects or omissions are corrected; conferring with representatives of the contractor regarding any problems encountered in the performance of the work and generally assisting the COR-COTR in carrying out his responsibilities.

B.14

CONTRACT DELIVERABLES

In addition to other deliverables specified elsewhere in this contract, the contractor shall complete and deliver for acceptance by the COR-COTR and CO, the following task items in accordance with the stated delivery schedule and other applicable terms of the contract. The items specified below, as described elsewhere in this contract shall be delivered in accordance with, and by the date(s) specified in the table below.

Form FD-258 - Fingerprint Chart (refer to Section C-13) 2 original charts to the Suitability Program Officer (SPO) within 15 calendar days after the date of contract award

Standard Form (SF) 85, Questionnaire for Non-Sensitve Positions (refer to Section C-13) 1 original form to the SPO within 15 calendar days after the date of the contract award

Optional Form 306, Declaration for Federal Employment (Refer to Section C-13) 1 original form to the SPO within 15 calendar days after the date of the contract award

Fair Credit Reporting Act (FCRA) Authorization Form (refer to Section C-13) 1 original form to the SPO within 15 calendar days after the date of the contract award

For non-US citizens working on this contract, a photocopy of their work authorization permit and social security card (refer to Section C-13) 1 original of each to the SPO within 15 calendar days after the date of the contract award

Insurance Requirements (refer to Sections C-15) 1 original of each to the CO within 10 calendar days after the date of contract award

Quality Control Program (reference Section B.7) 1 original to the COR-COTR within 20 calendar days after the date of contract award

Quality Control Program Revisions 1 original to the COR-COTR a minimum of 10 calendar days prior to implementation

Key Personnel Resume (refer to Sections B.6) 1 original to the COR-COTR within 7 calendar days after the date of contract award

Education/Experience Documents (refer to Section B.6.2) 1 original to the COR-COTR within 15 calendar days after the date of contract award