Statement of Work (SOW)Elevator Repair.pdf

70Z03025QCLEV0068

STATEMENT OF WORK

LAST UPDATED: 07/15/2025 PAGE 1/6

STATEMENT OF WORK (SOW)

FOR

US Coast Guard Sector Detroit Elevator Repair

1.0 GENERAL

1.1 BACKGROUND

The elevator located at Sector Detroit services a three-story building and was originally installed in September 1986. It is primarily used to transport heavy freight and other supplies throughout the facility, though it also occasionally accommodates personnel with disabilities.

The elevator is a Dover Rota Flow, model EP-60-20, with serial number E-87446. It has a max-imum capacity of 2,000 pounds (lbs.) or 10 people. The elevator operates with a 20-horsepower motor and functions at working pressure of 388 PSI, with a relief pressure set at 485 PSI.

The elevator follows a monthly maintenance schedule and is maintained in accordance with all applicable state and federal regulations to ensure its safe and reliable operation. During the most recent inspection, a hydraulic leak was identified, and it is currently assumed that the issue may be due to a damaged packing assembly. The purpose of this project is to identify and re-pair the hydraulic leak to restore the elevator to its proper functioning state and ensure continu-ing compliance with state and federal safety regulations. The elevator plays a vital role in the building’s daily logistics.

1.2 SCOPE

The contractor shall identify the source of the leak and remove, replace, and repair the dam-aged parts. In addition, the contractor shall inspect the hydraulic system for any scratches, damage, nicks, or burrs that could compromise the integrity of newly installed parts.

1.3 OBJECTIVE

The objective of this project is to identify and repair a hydraulic leak to Sector Detroit’s elevator system by removing and replacing the damaged parts. The contractor shall inspect the hydraulic system for any defects that may compromise any newly installed parts. All work shall be com-pleted in compliance with applicable state and federal regulations to restore the elevator to full, safe, and reliable operational status, to include the Americans with Disabilities Act of 1990 Title 42 and 47.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Identify the Cause of Leak

The contractor shall conduct a thorough inspection of the elevator’s hydraulic system and associated parts to accurately determine the source and cause of the leak.

2.1.1 The contractor shall inspect all visible components of the hydraulic system to include but not limited to hoses, seals, packing assemblies, fitting, cylinders, and the fluid reservoir.

2.1.2 The contractor shall test system pressure and fluid retention to verify leak location and assess severity.

file://hqnas/SHARED/G-A/G-ACS/CAAT%20Team/TOOLBOX/SCOPE%20PARAGRAPHS.doc

LAST UPDATED: 07/15/2025 PAGE 2/6

2.1.3 The contractor shall document the findings, including photographs and written assess-ment, and submit them for approval before proceeding with repairs.

2.2 TASK TWO. Remove, Repair, and/or Replace Parts

Based on the inspection’s findings, the contractor shall remove the existing packing as-sembly and either repair or replace it to stop the hydraulic leak and restore pressure integrity.

2.2.1 The contractor shall remove, repair, and/or replace damaged parts with OEM or approved equivalent parts, ensuring compatibility with existing system specifications.

2.2.2 The contractor shall follow all OEM guidance and utilize best industry practices in accord-ance with state and federal law.

2.2.3 The contractor shall test the elevator through multiple cycles to confirm that the leak has been resolved.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is always maintained. The Contractor shall ensure that all contract support personnel are pre-sent for all hours of the workday. If for any reason the Contractor staffing levels are not main-tained due to vacation, leave, appointments, etc., and replacement personnel will not be provid-ed, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified re-placement.

3.3 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor shall noti-fy the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of the award.

3.3.1 Contractor Key personnel can be assigned by the Contractor to more than one key posi-tion for this requirement.

3.4 PROJECT MANAGER

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Con-tracting Officer and the COR. The name of the Project Manager, and the name(s) of any alter-nate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided

LAST UPDATED: 07/15/2025 PAGE 3/6

to the Government as part of the Contractor's proposal. The Project Manager is further desig-nated as Key by the Government. During any absence of the Project Manager, only one alter-nate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager shall be available to the COR via telephone between the hours of 0700 and 1500 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 02 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government es-cort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.5.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government always issued badge in plain view above the waist.

3.6 EMPLOYEE CONDUCT

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees always present a pro-fessional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employ-ees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. However, the Government later may require all Contractor personnel to have Secret clearances. Accord-

LAST UPDATED: 07/15/2025 PAGE 4/6

ingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract shall not exceed 05 calendar days from the date of award.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be at Sector Detroit located at 110 Mt. Elliott St., Detroit, MI 48207.

4.4 HOURS OF OPERATION

Contractor employees shall perform all work between the hours of 0700 and 1500 EST, Monday through Friday (except Federal holidays).

4.5 TRAVEL

Contractor travel shall not be required for this requirement. However, Site-Visits are highly en-couraged.

4.5.1 Contractors shall coordinate access to Sector Detroit for the purpose of a Site-Visit through the Unit POC, DCC Joseph Cendejas at Joseph.Cendejas@uscg.mil.

4.6 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, shall include: (a) list of work to be performed; (b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and

(e) how quality of service (project) will be maintained. The Contractor shall provide a final Pro-ject Plan to the COR not later than 02 business days after the Post Award Conference.

4.7 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability us-ing applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the workspace, but no equipment and supplies will be provided. All equipment and supplies necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement, shall be provided by the contractor.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The Unit POC will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

mailto:Joseph.Cendejas@uscg.mil

LAST UPDATED: 07/15/2025 PAGE 5/6

7.1 The Unit POC will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted pro-posal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the re-jected deliverable and return it per delivery instructions.

7.2 The Unit POC will have 01 business day to review deliverables and make comments. The Contractor shall have 01 business day to make corrections and redeliver.

7.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely deliv-ery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 Government Key Personnel

8.1 Contracting Specialist

SK3 Jayden Deiter

(206) 836-2718

8.2 Unit Point of Contact (Unit POC)

DCC Joseph Cendejas

(810) 982-2684

9.0 INVOICING PROCEDURES

Invoices shall be submitted to Invoice Processing Platform

9.1 Invoice Processing Platform (IPP)

For most U.S. Coast Guard awards established on or after October 1, 2021, contractors must submit proper invoices through the Invoice Processing Platform (IPP), a secure web-based, payment information system provided by the U.S. Department of the Treasury's Financial Man-agement Service. The service is available free of charge to all Federal agencies and their sup-pliers.

9.2 Enrollment actions to take after you have an applicable award:

If you are already enrolled in IPP through another award or agency: If your company is already registered to use IPP, you will not be required to re-register, and you do not need to contact IPP. If you are NOT already enrolled in IPP: The point of contact you provided in your SAM.gov registration will receive two emails from ipp.noreply@mail.eroc.twai.gov. Please note that emails from this email address may filter into your spam or junk folder: 1. The first email will have the IPP Logon ID and a link to the IPP application. 2. A second email, which will be sent within 24 hours of the first email, contains a temporary password. Once your contact receives these emails, please ensure they log into IPP and complete the registration process. If you are not enrolled in IPP, you must contact the FINCEN Vendor Support Team at FIN-SMB- FSMSVendorSupport@uscg.mil. You will not be able to "sign up" for IPP. You must have a cur-rent award and be enrolled by working through your FINCEN points of contact.

9.3 IPP Training and Support

LAST UPDATED: 07/15/2025 PAGE 6/6

Vendor training materials, including a first-time login tutorial, are available on the https://www.ipp.gov/ website. Once you have logged in to the IPP application, you will have ac-cess to user guides that provide step-by-step instructions for all IPP capabilities, ranging from creating and submitting an invoice to setting up email notifications. Live webinars are held monthly and provide a great opportunity to learn the basics of the system and to call in and ask the IPP team questions about the IPP application. IPP Customer Support is available to assist system users: Toll-free number: 866-973-3131. Email address: IPPCustomerSup-port@fiscal.treasury.gov. Hours of operation: Monday through Friday (excluding bank holidays) from 8:00 am - 6:00 pm EST.

mailto:IPPCustomerSupport@fiscal.treasury.gov mailto:IPPCustomerSupport@fiscal.treasury.gov