Attachment_2_-_Elevator_Maintenance_Statement_of_Work.pdf

70US0918R70090005

Attachment 2

Statement of Work Elevator Maintenance and Repair Services

1.0 GENERAL INFORMATION

1.1 Background

The United States Secret Service (USSS) James J. Rowley Training Center (JJRTC) is the main training facility for all USSS personnel. Contained within the JJRTC campus facilities infrastructure are multiple classroom, administrative, and support buildings. These buildings contain elevators that are required to be inspected, maintained, and repaired to ensure continuity of the JJRTC mission.

The United States Secret Service intends on contracting for these services for a period of one (1) base year and four (4) option periods.

1.2 Overview

The Contractor will provide all management, transportation, labor, materials, tools, and equipment necessary to perform inspections, testing, maintenance, repairs, and certifications on the five (5) elevators for the JJRTC in accordance with all local, state, and federal laws to ensure continuous and safe operation. The five (5) elevators on the JJRTC campus are located as follows:

Bowron Building 1 Elevator (2 Floors)

Merletti Building 2 Elevators (2 Floors) Knight Building 1 Elevator (2 Floors) Wilkie Building 1 Elevator (2 Floors)

1.3 Definitions

Contracting Officer – the person employed by the Government with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer's Representative (COR) – an individual employed by the Government designated and authorized in writing by the Contracting Officer to perform specific technical and administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

Emergency Service Calls – Emergency service calls are defined as any condition that presents an immediate danger to personnel.

Government Furnished Property - means property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract.

Preventive Maintenance Program (PMP) – regularly scheduled work on the elevator(s) that the Contractor must perform to accomplish the following:

(1) Ensure their safe, reliable and continued operation.

(2) Prevent breakdowns due to worn parts.

(3) Maintain elevators in accordance with ASME A17.1 standards.

Quality Assurance – The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Control – All necessary measures taken by the Contractor to assure that the quality of an end product or service meets the contract requirements.

Work Day – Weekdays, excluding Federal Holidays, from 0800 hrs to 1630 hrs.

Repair Work – Work required to prevent the breakdown or failure of an elevator, or to return an elevator back to service after a breakdown or failure.

Routine Service Call – A report of an elevator malfunction made by authorized Government personnel or the Contractor's subsequent response to, and correction of, the problem.

1.4 Government Furnished Services and Property

The Government will furnish utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract. Information concerning the location of existing outlets may be obtained from the COR.

1.5 Place of Performance

All work performed under this contract will be performed at the James J. Rowley Training Center (JJRTC), 9200 Powder Mill Road, Laurel, Maryland, 20708.

1.6 Travel

The Contractor is responsible for providing transportation to the JJRTC and any transportation required to travel within the JJRTC.

1.7 Security

1.7.1 Contractor access to USSS facilities at JJRTC

(a) All Contractor personnel working under this contract must be United States citizens.

(b) Contractor personnel must successfully pass a background investigation prior to being cleared to enter the JJRTC. The Contractor must submit a completed SSF 3237 - Contractor Personnel Access Application for each person requiring access to the JJRTC a minimum of 10 working days before access is required. The COR will provide the Contractor a copy of the SSF 3237.

(c) USSS will require proof of citizenship during the background investigation process.

Acceptable forms of citizenship are a valid embossed birth certificate, U.S. passport, or original U.S. certificate of naturalization.

(d) Contractor personnel and vehicles will be subject to random inspection.

(e) All Contractor employees must have a positive picture I.D. (such as a valid picture driver’s license) to enter the site and must be prepared to show it at any time. The Security Office may require each Contractor employee to wear a badge issued by the Security Office and also to sign in and out when entering and leaving the work site. The contractor is responsible for all badges issued to his employees and must ensure they are returned to the Security Office upon completion of the work, when leaving the site, or when otherwise directed.

(f) The Contactor and subcontractor(s) must only access facilities where work is to be performed. All personnel must remain at the approved areas and the Contractor must maintain accountability of all personnel. Individuals found outside of the approved areas will be removed from the property and may be subject to investigation.

(g) Personnel in violation of any aforementioned provisions are subject to removal.

1.7.2 Prohibited Items

(a) Photography and video-recording are prohibited on JJRTC unless authorized in writing by the COR.

(b) Weapons of any kind are prohibited on the JJRTC campus.

(c) There is a “No Smoking” policy on JJRTC except in designated areas. The COR will inform Contractor employees of the designated smoking area available for their use.

1.8 Safety and Other Regulatory Requirements

(a) The Contractor must comply with the applicable Occupational Safety and Health Standards in 29 CFR 1910 and Safety and Health Regulations for Construction in 29 CFR 1926. Additionally, all work must comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

(b) The Contractor must provide all necessary safety equipment to contractor personnel and ensure that equipment and all relevant safety procedures are applicable for the job being performed and are utilized properly.

(c) Adequate precautions must be taken to protect employees, personnel, and property, both Government and Contractor, at all times.

(d) Applicable lock out procedures must be used and proper signs posted when working on elevators.

(e) Tools and equipment brought onto the site must be in good operating condition at all times and are the sole responsibility of the Contractor. Tools and equipment must not cause any hazard to employees, personnel, property, or block emergency egress at any time. Tools and equipment must be operated in accordance with manufacturer’s instructions and recommended guidelines.

(f) Elevator generated hazardous waste material must be properly removed and properly disposed of from the site by the Contractor employees during the monthly maintenance or inspection in which it was generated.

(g) All work to the five elevators must be done in compliance with the latest version of American Society of Mechanical Engineers (ASME) A17.1, the Maryland Department of

Labor, Licensing, and Regulation, and any other applicable law, ordinance, code, or regulation.

(h) The Contractor must comply with all Federal, State, and local environmental laws, regulations, and ordinances applicable to this contract. The Contractor is responsible for being informed of all changes in environmental laws, regulations, and ordinances. The Contractor is responsible for violations or delays resulting from the Contractor’s failure to comply with environmental laws, regulations and ordinances. In cases of an oil spill, the Contractor must contact the COR immediately.

2.0 REQUIREMENTS

2.1 General Requirements

(a) The Contractor must assign an administrative single point of contact at the award of this contract. The Contractor’s designee must be available, either physically or by telephone, to receive notices, reports, or other communications from the Government.

(b) Prior to beginning any work under this contract, the Contractor must meet with the COR at a mutually agreeable time, date, and location for the purpose of coordinating the initiation of work. The Contractor’s Authorized Representative must be present at this meeting.

(c) Accident Prevention Plan (APP). The Contractor must provide the COR an Accident Prevention Plan (APP) for approval at the Pre-Performance Meeting. The APP must be similar to and must contain, at a minimum, the applicable information in the example, solicitation Attachment A. Work must not commence without an approved APP. The APP must be updated whenever information changes and must be kept available on site inside the mechanical room door of each elevator.

(d) The Contractor must furnish all tools, equipment, and materials for the performance of all work associated with this contract. The Contractor must be available 24 hours / 7 days a week, except for federal holidays. All replacement parts, components, and materials used under this contract must be new. Replacement parts, components, and materials must be compatible with existing equipment on which it is used. Replacements must be of equal or better quality than original equipment and used in accordance with original design and manufacturer’s intent. Items must be of industry standard grade and quality.

(e) The Contractor must provide for all supplies and parts required under the performance of this award. Costs for parts and materials used under the Preventative Maintenance Program (PMP) are to be provided by the Contractor at no additional cost. Parts and materials required for Repair Work must be based on established catalog or list prices in effect at the time parts and material is furnished, less all applicable discounts and taxes.

Prices must not be in excess of Contractor’s sale prices to other customers or current market prices, whichever is lower. All parts must be generic in nature for each application; no proprietary, custom, or “made for company” parts must be used on elevators or controllers. All repair work must be approved by the Government prior to commencing work.

(f) Record & Quality Control Program. The Contractor must establish a records management and quality control program that ensures the requirements of the contract are accomplished. This program must include, but is not limited to:

(i) Quality control process addressing all services in this contract;

(ii) System identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable and/or the Government points out the deficiencies; and;

(iii) A plan containing the Contractor administrative oversight of records of each elevator.

(g) Work Schedule. All work associated with this contract must be scheduled with the

COR. Normal work hours are Monday thru Friday from 0800 hrs to 1630 hrs, unless otherwise authorized in advance by the COR.

(i) There are 10 Federal holidays. Four federal holidays are set by date:

New Year's Day January 1 Independence Day July 4;

Veterans Day November 11;

Christmas Day December 25

If any of the above fall on a Saturday, then Friday will be observed as the holiday.

Similarly, if one the above fall on a Sunday, then Monday will be observed as a holiday.

(ii) The other six holidays are set by a day of the week and month:

Martin Luther King's Birthday (Third Monday in January) Washington's Birthday (Third Monday in February) Memorial Day (Last Monday in May) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Thanksgiving (Fourth Thursday in November)

(h) Certification & Licensing. The Contractor’s employees must meet all licensing, qualifications, and certification requirements of the State of Maryland. Monthly maintenance, service calls, emergency calls, and unplanned repairs must be performed by a State of Maryland licensed Elevator Mechanic. Testing and inspections must be performed by a State of Maryland authorized third party qualified elevator inspector (TPQEI) Level 1. The Contractor is responsible for ensuring compliance with all applicable federal, state, and local laws.

2.2 Performance Requirements

The Contractor must plan, program, administer, manage, execute, and complete all work necessary to ensure JJRTC elevators remain in peak operating condition. The Contractor must perform all administrative services, quality control, Preventative Maintenance Program (PMP) execution, correspondence, and maintain accurate and complete records.

2.2.1 Preventative Maintenance Program (PMP)

2.2.1.1 The Contractor must develop a detailed site-specific PMP for each of the five elevators.

A copy of the PMP must be provided to and approved by the COR prior to any work taking place under this contract. The PMP must be based on Contractor expertise, general engineering judgments, and must be in accordance with the latest versions of ASME A17.1 – Safety Code for Elevators and Escalators. The program must include, at a minimum, the following:

(a) Performance requirements found throughout this PWS;

(b) A detailed preventive maintenance program, 24 hour service repairs, materials, mobile parts inventory, call-back services, after hours service, maintenance control program, quality control program, and testing of the elevators on site;

(c) A maintenance tasks and records log allowing for:

(i) A unique record of all maintenance tasks for each elevator.

(ii) Readily available historical data for each elevator.

(iii) List of all code-required tests and a place to record the results.

(iv) A detailed list of maintenance tasks clearly defined by equipment type so that maintenance personnel can visibly understand their responsibility for performing each required task.

(d) As the PMP is executed under this contract, the Contractor must keep a written record including any recommendations for work needed outside normal PMP activity keeping each elevator in normal operating condition.

2.2.1.2 PMP EXECUTION. All elevators must be maintained in accordance with the PMP and requirements of this Performance Work Statement. Elevators must be capable of providing the rated maximum capacity, speed, and performance at all times. Other than normal maintenance, the Contractor must not make any changes, alterations, or repairs to the existing elevators without first obtaining written authorization from the Government.

All parts or components installed or improvements made to any of the five elevators become the property of the Government.

2.2 .2 Repair Work

The Contractor must restore malfunctioning systems and equipment to satisfactory working conditions. There are there are three categories of Repair Work: Routine Service Calls, Emergency Service Calls, and Unplanned Repair Work. Shutting down an elevator during non-working hours is not considered an emergency condition and should be treated as a routine service call.

CLIN 0001 – Monthly Requirements.

(a) PMP Minimum Monthly Maintenance Tasks for Each Elevator

(1) Visual and hands-on operational inspections of all static and dynamic parts of the elevators (hydraulic power units, motors, pumps, motor controls), car controls and indicators, door rollers, cables, components in pits and over the tops of cars, belts, switches, buttons, emergency switches and devices, door operating mechanisms, sensors, electrical and plumbing connections, timing devices, and all safety devices;

(2) Checking and cleaning off elevator control panels and components;

(3) Lubricate all areas of each elevator;

(4) Adjust functional devices to improve elevator performance, as necessary;

(5) Cleaning elevator car doors and interior panels as needed;

(6) Checking complete system (car, pit, control room, transfer area) for alignment, inspection of seals, inspection of hydraulic fluids and oil leaks;

(7) Checking oil catch cans and empting, as necessary;

(8) Maintenance of all elevators, including oiling and cleaning machine, motor and controller, and other required items; cleaning of car tops and pits, hoist ways, relays, door tracks, and other hoist way equipment; greasing or lubricating guide rails; minor adjustments and parts replacement due to normal wear and tear of the elevators; door adjusting and roller replacement, bulb replacement, and lubrication;

(9) Performance of housekeeping in all elevator equipment areas which includes electrical panels, mechanical rooms and pits. These areas must be maintained in a neat and uncluttered condition, comparable to sanitation levels in hallways and stairs of the facilities.

(b) Schedule monthly maintenance execution in the third full week of each month;

(c) Provide a written account of activities after each monthly site visit (i.e. “Service

Report”).

CLIN 0002 – Annual Inspections & Reports

(a) Provide all testing and inspection functions necessary to satisfy all State of Maryland regulations and laws by a State of Maryland authorized third party qualified elevator inspector (TPQEI) Level 1. Copy of the inspector’s credentials must be provided to the Government 10 calendar days before the actual day of testing.

(b) The Contractor must schedule annual inspections during the first week of the month in which the annual inspections are due to allow ample time to correct any deficiencies found and still meet all deadlines.

(c) The TPQEI will complete the State of Maryland Department of Labor, Licensing, and Regulation Third Party Periodic Inspection Report and Elevator Safety Test Form. The Contractor will provide the Government a copy of these reports within 14 calendar days following the inspections.

(d) Upon failure of an inspection on any elevator, the failure must be reported to the COR and a written quote must be presented to the Government as an unplanned repair.

2.2.3 CLIN 0003 – Routine Service Calls. The Contractor must respond (via telephone call to the COR) to routine service calls within 24 hours of notification, unless otherwise scheduled by the COR at the time of notification. Work associated with routine service calls must be performed within normal working hours unless prior approval is received by the COR. The Contractor must complete each routine service call within 96 hours from receipt of call unless otherwise arranged with the

COR.

2.2.4 CLIN 0004 –Emergency Service Calls: Emergency service calls are defined as any condition that presents an immediate danger to personnel. The Contractor must respond (via telephone call to the COR) to emergency service calls within an hour of notification and begin work on emergency service calls within four (4) hours of notification by the COR. When responding to an emergency service call, the Contractor must work continuously until the initial emergency situation is arrested.

Once the initial emergency situation is arrested, any remaining work required must be performed under a routine service call and/or unplanned repair and must be scheduled and approved by the COR. Billing must reflect the change in status.

2.2.5 CLIN 0005 – Unplanned Repair Work: Unplanned repair work is defined as any repair or replacement of systems or equipment found to be in serious deteriorating condition but that has not yet failed or caused the elevator to malfunction. The purpose of unplanned repair work is to prevent routine service calls and/or emergency service calls and to maintain elevators in the best possible operating condition. If the Contractor discovers the need for unplanned repair work during the execution of the PMP work, it must be immediately reported to the COR and logged into the PMP. Work must not be performed unless directed to do so by the Government.

The Contractor must furnish the COR with a quote within seven (7) calendar days of the issuance of a request for quote (RFQ) for unplanned repair work. The quote must detail the situation, necessity of work, labor rate, and prices/costs as outlined in the contract schedule. Quote must follow contract specifications and list all labor in total man hours to complete repair, parts and/or materials, and any other associated costs. Travel times are not billable. Quote will be reviewed by the Government and no work must be performed until the Contractor receives a written task order from the Contracting Officer authorizing the additional work. After award of a task order, work must be coordinated between the Contractor and TPOC.

APPENDIX A

OUTLINE FOR MINIMUM REQUIREMENTS OF:

U. S. SECRET SERVICE, ROWLEY TRAINING CENTER

ACCIDENT PREVENTION PLAN (APP)

The Accident Prevention Plan (APP) shall be job specific and shall address all unusual and unique aspects of the project or activity for which it is written.

GENERAL

Date:

Name of Contractor:

Contract Number:

Names and Phone Numbers of Contract Points of Contact (Contractor & Government):

Project/Work to be Performed & Location (Bldg, Floor, Room, Site Location, Etc.):

Name of Contractor’s On-site Supervisor:

EMERGENCY INFORMATION

Name of Hospital:

Name of Doctor:

Emergency Services Contact (including AMBULANCE and FIRE): Dial 911 if calling from a USSS phone

TRAINING: Contractor must state what initial safety training for your employees is, and outline any on-the-job training and continuing training such as “tool box meetings, safety meetings” etc.

REQUIRED CERTIFICATIONS: The contractor shall show proof of all certifications (attach certificates) required for the contract.

SAFETY DOCUMENTATION: The contractor shall provide all the following information that applies to work under the contract.

Personal Protective Equipment (PPE) Used:

Emergency Plan (Including provisions for Material Safety Data Sheets (MSDS)):

Confined Space Work Plan:

Fall Protection Work Plan:

Housekeeping: The contractor is required to perform daily job site cleanup.

ACCIDENT REPORTING: Report all accidents as soon as possible but not more than 24 hours afterwards to the Contracting Officer/Representative (CO/COR). The contractor shall thoroughly investigate the accident and submit the findings of the investigation along with appropriate corrective actions to the CO/COR. Contractor is responsible for all OSHA accident reporting and recordkeeping requirements.

CONTRACTOR AUTHORIZED REPRESENTATIVE DATE

This plan has been reviewed and determined acceptable for this job.

CONTRACTING OFFICER REPRESENTATIVE DATE