SOW_Automatic_Doors_FY18_v2_RC.docx

FOR OFFICIAL USE ONLY

SOLICITATION: 33310518R0015

THE JOHN F. KENNEDY CENTER FOR THE PERFORMING ARTS

AUTOMATIC SERVICE DOOR MAINTENANCE

STATEMENT OF WORK

MARCH 30, 2018

ROLLING SERVICE DOOR MAINTENANCE

STATEMENT OF WORK

1.0 BACKGROUND

The John F. Kennedy Center for the Performing Arts (JFKC) is a trust instrumentality of the U.S. Government and a living Presidential memorial. JFKC fulfills its obligation as a living memorial to the late President through the presentation of performing arts programming and through education activities both in the District of Columbia and around the country. The largest cultural facility of its kind, it is the nation’s busiest arts facility presenting more than 2,000 performances each year. It currently consists of one building encompassing approximately 1,500,000 square feet of usable floor space and is situated on 17 acres of land overlooking the Potomac River. There are six levels above the Plaza level and three levels below grade.

JFKC houses eight performance spaces, production support areas, two public restaurants, nine function/special event rooms, five public galleries/halls/foyers, approximately 55,000 square feet of administrative offices and a large parking facility. The three below-grade levels of the building contain additional administrative offices, support spaces, and pay parking for approximately 2000 cars (staff and general public).

The Plaza Level of JFKC serves as the major public entrance to the Center's three multi-level principal theaters, including the 2,448-seat Concert Hall, the 2,140-seat Opera House and the 1,142-seat Eisenhower Theater. Two grand corridors, the Hall of Nations and the Hall of States, lead to the Grand Foyer that extends along the length of the Center to the west. The 60-foot tall Grand Foyer contains the John F. Kennedy Exhibit that serves as a static memorial to the late president.

JFKC attracts over three million visitors annually. The facility operates 365 days per year and support systems in the building often operate in excess of 14 hours per day. As a performance venue JFKC has entertained millions of patrons. As a cultural destination it attracts large numbers of tourists as well as political and world leaders, dignitaries, and performing artists.

Begun in 2015, a new construction project on the Center’s South Plaza will add three pavilions visible above ground to expand education, rehearsal, performance, and gallery spaces. Beyond an additional 71,500 square feet of indoor spaces the new addition will also include a large green space with reflecting pools and garden paths. A connection between the JFKC and the Potomac River will finally be achieved via a pedestrian bridge, connecting the Potomac River waterfront and bike path to the expansion. Construction of the pavilions and landscape is expected to be completed in mid-2019.

The site of JFKC is bounded by:

2.0 PURPOSE

The contract is intended to provide full preventive maintenance and repair services to be performed between the hours of 7am through 5pm and twenty four (24) hour call back/repair services 365 days a year on all of the JFKC twenty one (21) automatic sliding doors and 28 DORMA integrated fire alarm doors with integral electromagnetic controlled door closure assembly/track assemblies. The contract also requires performance of supplemental services on an “as needed” on an reimbursable basis which may include alteration, improvement and/or overhaul of equipment, which when completed will modify and/or enhance the aesthetics, operation, performance, reliability, safety etc. of the doors beyond existing levels.

3.0 SCOPE

The Contractor shall provide all necessary management, supervision, administration support, personnel, labor, material, tools, parts, miscellaneous supplies and equipment necessary to successfully perform the requirements contained in this SOW. The Contractor shall maintain and repair the automatic service doors described in this SOW in accordance with the Owners Operating Manual and installers recommendations with all current applicable codes and regulations as well as requirements described in the SOW unless otherwise directed by the Contracting Officer.

All work under the subject contract will take place at the following location:

John F. Kennedy Center for the Performing Arts 2700 F. Street, NW Washington, DC 20566

4.0 PREVENTIVE AND ON-DEMAND MAINTENANCE

· The contractor shall be responsible for performing all preventive maintenance services to maintain all equipment identified in this SOW in the fully operational condition as prescribed by the original equipment manufacturer’s recommended guidelines to include all tasks listed in the SOW.

· Should the contractor have recommended changes or additions to the preventive maintenance tasks or schedule, the contractor shall notify the COR in writing of proposal changes and justification.

· The contractor shall immediately notify the COR of all required repairs or parts found to be broken, inoperable or out of the manufacturer’s specified wear limits. The contractor shall perform this work as described in the SOW.

5.0 PREVENTIVE AND ON-DEMAND MAINTENANCE HOURS

The contractor shall schedule all preventive and on-demand maintenance work with the COR twenty-four (24) hours in advance. All work shall be scheduled between the hours listed below unless authorized in advance by the COR.

PREVENTIVE MAINTENANCE HOURS

1. Security Check Point Locations: Services shall be performed between the hours of 7:00 am and 10:00 am.

2. Loading Docks: Services shall be performed between the hours of 7:00 am and 5:00 pm.

3. Bi-fold Door: Services shall be performed between the hours of 7:00am and 10:00 am

ON-DEMAND MAINTENANCE HOURS

1. Security Check Point Locations: Services shall be performed between the hours of 7:00 am and 5:00 pm

2. Loading Docks: Services shall be performed between the hours of 7:00 am and 5:00 pm

3. Bi-Fold Door: Services shall be performed between the hours of 7:00 am and 5:00 pm

6.0 CONTRACTOR AND CONTRACTOR PERSONNEL QUALIFICATIONS

A. Contractor’s Qualifications

i. The Contractor shall have at least 10 years of documented professional experience in the business of providing quarterly preventive maintenance services, emergency services, inspections, and on-demand repairs for automatic sliding doors and DORMA integrated fire alarm doors.

ii. The Contractor shall be able to provide all labor, materials, supplies, equipment, transportation, and supervision necessary for successfully fulfilling all requirements set forth in this contract.

iii. The Contractor shall have the resources to provide appropriate uniforms for all personnel. Clothing shall have the Contractor’s name affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram, which is easily read. All employees shall maintain a neat appearance at all times.

iv. The Contractor shall be responsible for obtaining any necessary licenses and permits, and complying with any applicable Federal, State and municipal laws, codes, and regulations. No costs shall be borne by the Government. All work shall be in compliance with current United States Environmental Protection guidelines as well as any local laws.

Materials and chemicals shall be stored, used, and disposed of in such a manner as not to endanger and/or threaten the environment, health, and safety of the community, and the JFKC establishment.

B. Contract Manager’s Qualifications

i. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work under this contract. The Contract Manager shall have at least 5 years’ worth of professional experience in overseeing the quarterly preventive maintenance services, emergency services, inspections, and on-demand repairs for automatic sliding doors and DORMA integrated fire alarm doors for the Federal Government and a full understanding of the work involved. The name of this person, and an alternate or alternates who shall act for the contractor when the manager is absent shall be designated in writing to the CO prior to the contract start date. The Contract Manager and alternate shall be fluent in English for both oral and written communication.

ii. The Contract Manager or alternate shall be available during normal duty hours within 30 minutes to meet on The Kennedy Center premises with government personnel (designated by the CO) to discuss problem areas. After normal duty hours, the Contract Manager or alternate shall be available within four hours.

C. Contractor Employees

i. The contractor shall not employ persons for work on this contract if such an employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of The Kennedy Center and/or its population. Where reading, understanding, and discussing safety and environmental warnings are an integral part of a contract employee’s duties, that employee will be able to understand, read, write and speak fluent English. (The speaking skill is not required where a contractor employee is hearing impaired.)

7.0 KEY CONTRACTOR PERSONNEL

· The contractor shall provide the CO and COR with a list of names and telephone numbers of its key personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to service and emergency call back requests.

· Resumes and certifications for the contractor’s key personnel shall be provided to the Contracting Officer and COR fifteen (15) days prior to the start date of the contract and shall be updated whenever approved changes are made.

8.0 INVENTORY OF EQUIPMENT

The JFKC currently maintains 21 automatic sliding doors and 28 DORMA integrated fire alarm doors with integral electromagnetically controlled door closure assembly/track assemblies at the JFKC. All doors are in fair condition. Locations for each are as follows:

Automatic Service Doors

1. C-level North, Door ID 099-614

2. C-level South, Door ID 106-990

3. B-level North, Door ID 106-991

4. B-level South, Door ID 156-660

5. Hall of States entrance, Door ID 147-241

6. Hall of Nations entrance, Door ID 124-893

7. Grand Foyer entrance, north end, Door ID 133-526

8. Grand Foyer entrance, south end, Door ID 170-002047

9. States Gallery, right door, Door ID 086-248

10. States Gallery, middle door, Door ID 086-249

11. State Gallery, left door, Door ID, 086-250

12. Nations Gallery, west side, right, Door ID 086-248

13. Nations Gallery, west side, middle, Door ID 086-246

14. Nations Gallery, west side, left, Door ID 086-247

15. Nations Gallery, east side, right, Door ID 147-239

16. Nations Gallery, east side, middle, Door ID 140-173

17. Nations Gallery, east side, left, Door ID 106-210

18. A-level motor lobby, north, interior door, Door ID 170-012765

19. A-level motor lobby, north, exterior door, Door ID 145-184

20. A-level motor lobby, south, interior door, Door ID 170-001657

21. A-level motor lobby, south, exterior door, Door ID 170-001656

Fire Alarm Doors

22. A163.2 (A-level North 27’ level) – Production office, IKE block

23. A369.1 (A-level Central block 27’ level), Northside Opera House under stage

24. A350.2 (A-level Central block 27’ level), Southside Opera House under stage

25. 1307.1 (Opera House Plaza level, main door into the Theater)

26. 1307.2 (Opera House Plaza Level, main door into the Theater)

27. 1307.3 (Opera House Plaza level, main door into the Theater)

28. 1308.1 (Opera House Plaza level, main door into the Theater)

29. 1308.2 (Opera House Plaza level, main door into the Theater)

30. 1308.3 (Opera House Plaza level, main door into the Theater)

31. 2607.1 (Concert Hall, Box Tier, Main hallway door-north)

32. 2618.1 (Concert Hall, Box Tier, main hallway door-south)

33. 3310.1 (Opera House, First Tier, main door into Theater)

34. 3310.2 (Opera House, First Tier, main door into Theater)

35. 3311.1 (Opera House, First Tier, main door into Theater)

36. 3311.2 (Opera House, First Tier, main door into Theater)

37. 3523-1 (Concert Hall, First Tier, main door into Theater)

38. 3523-2 (Concert Hall, First Tier, main door into Theater)

39. 3524.1 (Concert Hall, First Tier, main door into Theater)

40. 3524.2 (Concert Hall, First Tier, main door into Theater)

41. 4309.1 (Opera House, Second Tier, main door)

42. 4310.1 (Opera House, Second Tier, main door)

43. 4508.1 (Concert Hall, Second Tier, main door into Theater)

44. 4508.2 (Concert Hall, Second Tier, main door into Theater)

45. 4508.3 (Concert Hall, Second Tier, main door into Theater)

46. 4508.4 (Concert Hall, Second Tier, main door into Theater)

47. 5401.1 (Opera House, Attic level, Northside leading into room 5401)

48. A359.2, Door that accesses the Opera House pit

49. A360.2, Door that accesses the Opera House pit

9.0 PERFORMANCE REQUIREMENTS

A. Quarterly Preventive Maintenance & Inspections

The Contractor shall develop a quarterly inspection schedule that reflects the quarterly inspection of all 21 automatic sliding doors and 28 DORMA integrated fire alarm doors with integral electromagnetically controlled door closure assembly/track assemblies. At a minimum, each piece of equipment shall be checked for proper operation and obvious defects. A comprehensive inspection report shall be created by the Contractor after each inspection has been completed. The Contractor is required to notify the COR of all deficiencies that require service and repairs. This notification will include a cost proposal that includes the cost for labor and materials to correct any deficiencies above that of routine preventive maintenance.

The Contractor shall develop and employ a comprehensive preventive maintenance plan for all equipment in order to ensure continued operability and optimum reliability of each component. The preventive maintenance program shall be equivalent to industry standards and the manufacturer’s recommendations on all equipment. As a minimum, preventive maintenance shall include the following items:

If a deficiency is noted which is not repairable, the contractor shall, within two days, have a cost proposal to fix the deficiency delivered to the COR via e-mail. The proposal shall include a firm-fixed price, or if this is not possible, an estimate of hours needed to correct the deficiency. All core locks shall be turned over to the Kennedy Center after removal.

B. On-Demand Maintenance & Emergency Services

The Contactor shall provide on-demand maintenance services, to include emergency service, as requested by the COR in order to restore proper system operation. The contractor’s personnel shall be on site for any malfunction within two hours of any emergency request received by telephone or otherwise from the COR at times other than specified as Contractor normal work hours. The Contractor will not be paid for time spent in transit to and from the JFKC. All repairs and assessments shall begin as soon as the mechanic arrives at the JFKC.

All emergency calls must be completed within 24 hours from the time the service call was made to the contractor. If the emergency call cannot be completed within 24 hours, the contractor shall immediately notify the COR and request an extension of time.

Regular maintenance work performed outside of the normal working hours (e.g. weekends) shall be coordinated with the designated person as directed by the COR in order to arrange for security clearance.

9.1 KICK-OFF MEETING

The Contractor’s Project Manager and other personnel as necessary shall attend a conference to be held at JFKC within 5 days after contract award. The Contractor and the COR shall jointly agree upon a specific date. The purpose of the Conference includes:

A. A meeting of the Contracting Officer and the COR/Project Manager who will be the Contractor’s primary point of contact, and other Kennedy Center staff, with the Contractor’s Principal and the Project Manager.

B. The Contracting Officer will address the terms and conditions of the contract including performance requirements, deliverables, and the invoice process. The Contracting Officer will also provide a copy of the COR’s appointment letter which will outline specific authority and responsibility.

C. The Contractor will provide the name, project title, work hours, telephone and fax numbers, e-mail address and cell phone numbers as well as resumes of the Contractor’s Contract Manager and respective designee.

D. The Government and Contractor shall discuss and agree upon a coordination process.

E. The COR and Contractor personnel shall perform a detailed site visit.

F. The Contractor Project Manager, and other Contractor personnel as needed, will be issued a JFKC Identification (ID) Badge. To support this process the Contractor shall comply with the following requirements:

i. Complete and sign Part 1 of the Request for Kennedy Center Identification Badge prior to the Conference.

ii. The Contractor shall bring the completed ID Request Form plus proof of identity documentation to the ID Office.

G. The Contractor primary point of contact shall present an approved form of identification to the ID Badging Technician before the ID badge request can be processed. Photocopies are not acceptable during the initial badge issuance process.

H. Proof of identity must comply with Identity Verification Requirements (United States (U.S.) Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS) Form I-9, List A or B). The most common documents utilized are drivers licenses, military IDs, school photo ID’s, and passports. See the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS) Form I-9 for listings of acceptable identity verification information. The current version of the I-9 form is available on the USCIS website: https://www.uscis.gov/sites/default/files/files/form/i-9.pdf.

i. The ID Office will review, verify, and perform data entry of all information before taking a photo of the Contractor primary point of contact and print an ID.

DELIVERABLE: ID REQUEST FORM (COMPLETED)

9.1.1 HOUSEKEEPING

A. No equipment or new materials are to be stored in the facility except for those items that are necessary for completion of the immediate work. The Contractor shall confine storage of materials and equipment to the immediate project area at specific locations approved by the COR. Storage of any material or chemicals during non-working hours is strictly prohibited.

7.0 APPLICABLE PUBLICATIONS / SPECIFICATIONS

7.1 MISCELLANEOUS PROVISIONS

A. Notifications

The Contractor shall notify the COR in writing a minimum of 48 hours in advance if they will not be able to perform services as specified herein.

B. Meetings

The Contractor’s project manager shall be available for meetings to discuss contract performance and execution. Meetings will be as often as necessary and will be determined by the COR. Also, either party can request that a meeting be held whenever an issue arises.

B. Access to Site

Access to areas of work within the facility shall always be coordinated with the COR or his designated representative.

D. Parking

The contractor will be required to pay for parking during each site visit to the facility. Parking within the facility is also subject to availability. Reimbursement of costs shall not be borne by the JFKC.

8.0 TICKETS & INVOICES

A. Itemized invoices and tickets for preventive maintenance, inspections, and on-demand services (including emergency service) shall be rendered to the following address not later than 5 business days after the date of performance:

John F. Kennedy Center for the Performing Arts 2700 F. Street, NW ATTN: Contracting Office Washington, DC 20566

9.0 DELIVERABLES

Government Approved

Government Approved

Government Approved

Key:

10.0 DEFINITIONS / ACRONYMS

10.1 DEFINITIONS

CONTRACTING OFFICER (CO) – A Kennedy Center employee with the authority to enter into, administer, and terminate contracts.

CONTRACTING OFFICER’S REPRESENTATIVE (COR) – A Kennedy Center employee specifically designated by the Contracting Officer to assist in carrying out the CO’s responsibilities at the project site.

CONTRACTOR’S PROJECT MANAGER – The Contractor’s employee who has the overall responsibility and authority to fulfill all the requirements of the Statement of Work.

PREVENTIVE MAINTENANCE – Maintenance (including inspection, cleaning, and repair) of equipment on a regular basis that is sufficient to prevent unplanned failure.

QUALITY CONTROL – A method used by the Contractor to assure that quality services are provided to satisfy the requirements of the contract.

QUALITY ASSURANCE – A means by which the Kennedy Center is able to confirm that the quantity and quality of services received conform to contract requirements. These methods/procedures are not included to aid the Contractor in the performance of the contract requirements or be a substitute for contract quality control.

SERVICES – Includes services performed, workmanship, and material furnished or utilized in the performance of services.

10.2 ACRONYMS

CO – Contracting Officer

COR – Contracting Officer Representative

FPP – Firm Fixed Price

JFKC – The John F. Kennedy Center for the Performing Arts

MSDS – Material Data Safety Sheet

SOW – Statement of Work

FOR OFFICIAL USE ONLY

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