842971elevOcp.pdf

SOLICITATION, OFFER, AND AWARD

1. Caption

DOC Inmate Food Service and Management Program Page of Pages

1 68

2. Contract Number 3. Solicitation Number

Doc845498

4. Type of Solicitation Sealed Bid (IFB) Sealed Proposals (RFP) Sole Source Emergency

5. Date Issued

09/08/2026

6. Type of Market Open Set Aside / SBE Open Market with Set-Aside CBE Designated Category

7. Issued By

Office of Contracting and Procurement 441 - 4th Street, N.W., Suite 700 South Washington, D.C. 20001

8. Address Offer to:

Office of Contracting and Procurement 441 - 4th Street, N.W., Suite 700 South Washington, D.C. 20001

NOTE: In sealed bid solicitations “offer” or “offeror” means “bid or “bidder”

SOLICITATION

9. Sealed offers in original and _____ copies for furnishing the supplies or services in the Schedule will via electronic format via the on-line solicitation software l

10:00 AM local time September 21, 2026 (Hour) (Date)

CAUTION: Late submission, Modifications and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in solicitation.

10. For Information Contact

A. Name B. Telephone C. E-mail Address (Area Code)

(Number) (Ext)

11. Table of Contents

(X) Section Description Page

No.

(X) Section Description Page No.

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A Solicitation/Contract Form 1 X I Contract Clauses 44 X B Supplies or Services and Price/Cost 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS X C Specifications/Work Statement 10 X J List of Attachments 60 X D Packaging and Marking 25 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E Inspection and Acceptance 26 X K

Representations, certification and other statements of offerors

X F Deliveries or Performance 27 X G Contract Administration Data 28 X L Instructions, conditions & notices o offerors

X H Special Contract Requirements 34 X M Evaluation factors for award 67

12. In conjunction with the above, the undersigned agrees, if this offer is accepted within _____120________ calendar days from the receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified herein.

13. Discount for Prompt Payment 10 Calendar days % 20 Calendar days

30 Calendar days % ____ Calendar days %

14. Acknowledgement of Amendments (The offeror acknowledges receipt of amendments to the SOLICITATION):

Amendment Number

Date Amendment Number

Date

15A.

Name and

Address of Offeror

16. Name and Title of Person Authorized to Sign Offer/Contract

15B. Telephone 15 C. Check if remittance address is different from above – Refer to section G

17. Signature 18. Award Date (Area Code) (Number) (Ext)

AWARD (TO BE COMPLETED BY GOVERNMENT)

19. Accepted as to Items Numbered 20. Amount 21. Accounting and Appropriation

2. Name of contracting Officer (Type or Print) 23. Signature of Contracting Officer (district of Columbia) 24. Award Date

 Government of the District of Columbia Office of Contracting & Procurement

SECTION B: CONTRACT TYPE, SUPPLIES OR SERVICES AND

PRICE/COST

B.1 The District of Columbia (District) Office of Contracting and Procurement (OCP), on behalf of the Department of Correction (DOC), has a need for a contractor to provide all labor, materials, tools, supplies, lifts, equipment, transportation, for the maintenance, inspection and repair services of elevators, escalators, wheel chair lifts and conveyances for the service of elevators 24/7 located at the Central Detention Facility (CDF), and Central Treatment Facility (CTF), located at 1901 D&E Street SE Washington, DC 20003.

B.2 The District contemplates award of a Firm Fixed Price Contract with a cost reimbursement component.

B.2.1 The contract shall contain the following types of price and cost components:

a) Firm-fixed fully-loaded prices for monthly services; and

b) Cost reimbursement components for supplemental services compensated on a time and materials basis which include direct labor hours at specified fixed hourly rates that include wages, overhead, general and administrative expenses, profit and materials required at cost.

B.2.2 The firm-fixed, fully loaded monthly rates identified in Section B.3 shall be the Offeror’s sole method of compensation and as such, shall be sufficient to cover all of the costs necessary to provide services including, but not limited to; labor, supplies, material, repair parts, tools, vehicles, transportation, travel to and from work sites, per diem, subcontractor costs, home office overhead, profit, as well as all applicable year-over-year service cost increases due to market variables and any increase to labor category hourly rates issued by the U.S. Department of Labor, and or the D.C. Living Wage and, all else necessary to perform all work related to providing the District with safe and proper provision of required services as described herein.

B.3 AGGREGATE GROUP OR INDIVIDUAL ITEM

Award, if made, will be to a single bidder in the aggregate for those groups of items indicated by “Aggregate Award Group” herein. Bidder must quote unit prices on each item within each group to receive consideration. Award, if made, on all other items will be on an individual item basis.

B.4 PRICE SCHEDULE – FIRM FIXED PRICE

B.4.1 BASE YEAR

Contract Line Item No. (CLIN)

Item Description

Unit of Measure

Unit Price Monthly

Total Annual Cost

CLIN 0001 Resident Mechanic 12 months $ $

B.4.1.1 SAFTEY TESTS

Item No.

(CLIN)

Unit Price Number of Units

Total Price (Annually)

CLIN 0002 Category 1, Safety Test Price per unit

$ 16 $

CLIN 0003 Category 5, Full Load Safety Test Price per unit

$ 16 $

B.4.1.2 HOURLY RATES (ON-CALL)

Hourly Rate

CLIN 0004 Life Safety (Fire Service, Generator, Emergency Power)

Hourly

CLIN 0005 Reinspection Hourly

* To be performed during normal business hours

B.4.1.3 COST SCHEDULE – COST REIMBURSEMENT

Not to Exceed Cost

CLIN 0006

The Contractor will be reimbursed for costs incurred in performing reimbursable services as defined in Section, as shown in Section C.7

$50,000.00 (NTE)

NTE Total for B.4.1.3

BASE YEAR TOTAL (B.4.1+B.4.1.3)

B.4.2 OPTION YEAR ONE

Total Annual Cost

B.4.2.1 SAFETY TESTS

Unit Price Number of Units

Total Price

CLIN 0002 Category 1, Safety Test Price per unit

$ 16 $

CLIN 0003 Category 5, Full Load Safety Test Price per

$ 16 $

B.4.2.2 HOURLY RATES (ON-CALL)

Hourly Rate

CLIN 0004 Life Safety (Fire Service, Generator, Emergency Power)

Hourly $

CLIN 0005 Reinspection Hourly $

B.4.2.3 COST SCHEDULE – COST REIMBURSEMENT

as defined in Section, as shown in Section

NTE Total for B.4.2.3

OPTION YEAR ONE GRAND TOTAL (B.4.2+B.4.2.3)

B.4.3 OPTION YEAR TWO

B.4.3.1 SAFTEY TESTS

Unit Price Total Price

CLIN 0003 Category 5, Full Load safety Test Price per

B.4.3.2 HOURLY RATES (ON-CALL)

Hourly Rate

CLIN 0004 Life Safety (Fire Service, Generator, Emergency Power)

Hourly $

CLIN 0005 Reinspection Hourly $

B.4.3.3 COST SCHEDULE – COST REIMBURSEMENT

as defined in Section, as shown in Section

NTE Total for B.4.3.3

OPTION YEAR TWO GRAND TOTAL (B.4.3 +B.4.3.3)

B.4.4 OPTION YEAR THREE

B.4.4.1 SAFETY TESTS

CLIN 0003 Category 5, Full Load safety Test Price per

B.4.4.2 HOURLY RATES (ON-CALL)

Hourly Rate

CLIN 0004 Life Safety (Fire Service, Generator, Emergency Power)

Hourly $

CLIN 0005 Reinspection Hourly $

B.4.4.3 COST SCHEDULE – COST REIMBURSEMENT

as defined in Section, as shown in Section

NTE Total for B.4.4.3

OPTION YEAR THREE GRAND TOTAL (B.4.4 +B.4.4.3)

B.4.5 OPTION YEAR FOUR

Unit of Measure

B.4.5.1 SAFETY TESTS

Unit of Measure

CLIN 0002 Category 1, Safety Test Price per unit $ $

CLIN 0003 Category 5, Full Load safety Test Price per unit $ $

B.4.5.2 HOURLY RATES (ON-CALL)

Hourly Rate

CLIN 0004 Life Safety (Fire Service, Generator, Emergency Power)

Hourly $

CLIN 0005 Reinspection Hourly $

B.4.5.3 COST SCHEDULE – COST REIMBURSEMENT

The Contractor will be reimbursed for costs incurred in performing reimbursable services as defined in Section, as shown in Section C.7

NTE Total for B.4.5.3

OPTION YEAR TWO GRAND TOTAL (B.4.5 +B.4.5.3)

B.4.6 Cost Reimbursement Compensation

The Contractor will be reimbursed for costs incurred to perform reimbursable repair services as defined in Section C.7 on a time and material basis. The Contractor shall obtain prior written authorization from the Department of Correction prior to commencement of any services it deems to be Reimbursable Repair Service. Upon the CA’s written determination that the extent of the work is a Reimbursable Repair Service, the Contractor may complete work immediately with advance written authorization from the CA with a total cost up to $500.00 and with a Purchase Order Number in place. Reimbursable Repair Services which cost over $500.00 will require the CO’s approval in advance of services performed through a written directive (email is sufficient), and with a Purchase Order Number in place. The Contractor shall use the rates established in the Cost Reimbursement Component and in accordance with 27 DCMR Section 2420.6, all materials, parts and/or supplies shall be furnished to the District at Contractor cost; the District will not accept any mark-up.

Period Of Performance Not-to-Exceed Costs

B.3.1 Base Year Total

B3.2 Option One

B.3.3 Option Two

B.3.4 Option Three

B.3.5 Option Four

Grand Total:

B.5 A bidder responding to this solicitation that is required to subcontract shall be required to submit with its bid, any subcontracting plan required by law. Bids responding to this IFB shall be deemed nonresponsive and shall be rejected if the bidder fails to submit a subcontracting plan that is required by law.

B.6 For contracts in excess of $250,000, at least 35% of the dollar volume of the contract shall be subcontracted in accordance with section H.9.1.

A Subcontracting Plan form is available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”.

B.7 NONPROFIT FAIR COMPENSATION ACT OF 2020, D.C. Code § 2-222.01 et seq.

B.7.1 Nonprofit organizations, as defined in the Act, shall include in their rates the indirect costs incurred in provision of goods or performance of services under this contract pursuant to the nonprofit organization's unexpired Negotiated Indirect Cost Rate Agreement (NICRA). If a nonprofit organization does not have an unexpired NICRA, the nonprofit organization may elect to instead include in its rates its indirect costs:

(1) As calculated using a de minimis rate of 10% of all direct costs under this contract;

(2) By negotiating a new percentage indirect cost rate with the awarding agency;

(3) As calculated with the same percentage indirect cost rate as the nonprofit organization negotiated with any District agency within the past 2 years; however, a nonprofit organization may request to renegotiate indirect costs rates in accordance with B.7.2; or

(4) As calculated with a percentage rate and base amount, determined by a certified public accountant, as defined in the Act, using the nonprofit organization's audited financial statements from the immediately preceding fiscal year, pursuant to the OMB Uniform Guidance, and certified in writing by the certified public accountant.

B.7.2 If this contract is funded by a federal agency, indirect costs shall be consistent with the requirements for pass-through entities in 2 C.F.R. § 200.331, or any successor regulations.

B.7.3 The Contractor shall pay its subcontractors which are nonprofit organizations the same indirect cost rates as the nonprofit organization subcontractors would have received as a prime contractor.

B.8 DESIGNATION OF SOLICITATION FOR THE SMALL BUSINESS SET-ASIDE

MARKET ONLY

This IFB is designated only for certified small business enterprise (SBE) bidders under the provisions of the “Small and Certified Business Enterprise Development and Assistance Act of 2014”, D.C. Official Code § 2-218.01 et seq., as amended.

B.9 STATE AND MUNICIPAL AGENCY RIDER CLAUSE.

A. If authorized by the Contractor, the contract may be extended to any public corporation or public agency of any state, county, city, town, or municipality within the United States or its territories (“Participating Agency”) to purchase at contract prices in accordance with contract terms.

B. Any Participating Agency utilizing this contract will place its own order(s) with the

Contractor. There shall be no obligation on the part of any Participating Agency to utilize the contract.

C. It is the Contractor’s responsibility to notify any Participating Agency of the availability of the contract.

D. Each Participating Agency has the option of executing a separate contract with the Contractor. Contracts entered into with a state or municipal agency may contain general terms and conditions unique to that jurisdiction including, by way of illustration and not limitation, clauses covering minority participation, non-discrimination, indemnification, naming the jurisdiction as an additional insured under any required Comprehensive General Liability policies, and venue. If, when preparing such a contract, the general terms and conditions of a Participating Agency are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that Participating Agency.

E. The District shall not be held liable for any costs or damages incurred by a Participating

Agency as a result of any award extended to that Participating Agency by the Contractor.

SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The District of Columbia Department of Corrections (DOC) is primarily responsible for managing the detention of adult male, female and pre-trial detainees and sentenced misdemeanants as well as some juveniles charged as adults under Title XVI of the US Code. In addition, parole violators awaiting a final revocation hearing, short-term sentenced felons, and long-term sentenced felons awaiting transfer to the Federal Bureau of Prisons (FBOP) are confined by the department. DOC is a District government agency funded primarily through local funds. In FY 2015 it has an annual operating budget of $150 million and has 936 authorized full-time equivalent positions.

The District of Columbia Department of Correction is responsible for the overall property management for the correctional facilities. DOC requires above standard contractor service that exceeds the expectations of residents and visitors and, most importantly, supports the safety of all those who utilize correctional facilities.

C.2 DEFINITIONS

These terms when used in this IFB for the following meanings:

ASME – American Society of Mechanical Engineers

BLRA – refers to the DCRA’s Business Licensing Regulation Administration

BOCA – refers to the Building Official Code Administrators

NEC – refers to the National Electrical Code.

NFPA – refers to the National Fire Protection Association

OSHA – Occupational Safety and Health Administration

Quality Assurance (QA) – means any actions taken in order to ensure services meet Contract requirements.

ASTM – American Society for Testing Materials

ANSI – American National Standards Institute

BAS - Building Automation System

BOCA - Building Official Code Administrators

BOP - Building Operating Plan

CA – Contract Administrator

CO – Contracting Officer

COOP - Continuity of Operations Plan

CERP - Contractor’s Emergency Response Plan

CMMS - Computerized Maintenance Management System

DCMR – District of Columbia Municipal Regulations

DPR – Department of Parks and Recreation

DCPS – District of Columbia Public Schools

DCRA – Department of Consumer and Regulatory Affairs

EMCS - Energy Management Control Systems

EPA – Environmental Protection Agency

IDL - Initial Deficiency List

MSDS – Material Safety Data Sheet

M&V – Measurement & Verification

NEC – National Electrical Code

NEMA - National Electrical Manufacturers Association

NETA - National Electrical Testing Association

NFPA - National Fire Protection Association

NICET - National Institute for Certification in Engineering Technologies

NIOSH - National Institute for Occupational Safety and Health

OM&R - Operations, Maintenance, and Repair

OSHA – Occupational Safety and Health Administration

PBS – Public Buildings Maintenance Guides and Time Standards

Pd.M. - Predictive Maintenance

PM – Preventive Maintenance

PPE – Personal Protective Equipment

PSPD – Protective Services Police Division

QA – Quality Assurance

QAP – Quality Assurance Protocol

QC – Quality Control

QCP – Quality Control Program

SCP – Strike Contingency Plan

C.3 APPLICABLE DOCUMENTS AND LICENSURES

The following are applicable to this procurement and the resulting contract; thus, the following are hereby incorporated by reference:

Item # Document Type Title Version/Date

1 U.S. Law Environmental Protection Agency (EPA) 42 USC sections

6901-6976 Hazardous Substances and Waste

Most Recent

2 Federal Regulations

Environmental Protection Agency (EPA) Clean Air Act of 1990 Most Recent

3 Federal Regulations

EPA Level IV (universal) certification Most Recent

4 Federal Regulations

U.S. Department of Labor Occupational Safety and Health Administration

29 CFR, Part 1910, Subparts A-P Most Recent

5 Federal Regulations

U.S. Department of Labor Occupational Safety and Health Administration

29 CFR, Part 1926, Most Recent

6 Federal Regulations

40 CFR, Parts 260, 261, 264, 265, 268, 270, and 273 Protection of Environment

Environmental Protection Agency Most Recent

7 Federal Regulation

National Emission Standards for Hazardous Air Pollutants

Most Recent

8 Executive Order

Energy Policy Act of 2005 Most Recent

9 International Code Council

Executive Order 13101 Greening the Government Through Waste Prevention, Recycling, and Federal Acquisition

10 D.C.

Regulations

International Building Code (IBC) Most Recent

11 DCMR

D.C. Official Code, sections 10-1001-1005 Parks, Public Buildings, Grounds and Space

12 D.C. Law The Clean and Affordable Energy Act Most Recent

13 DC Website Department of Consumer and Regulatory Administration (DCRA) Building and Land Regulation Administration (BLRA). Most Recent

14 DC Website District of Columbia/Pearson Vue Licensing

15 DC Website Department of General Services http://dgs.dc.gov/DC/DGS Most Recent

Accredited Specs and Standards

International Electrical Testing Association (NETA) Most Recent

Accredited Specs and Standards

National Fire Protection Association (NFPA) Recommended Practice for Electrical Equipment Maintenance NFPA 70B, 72, 25

Accredited Specs and Standards

NFPA 30, Flammable and Combustible Liquids Code Most Recent

Accredited Specs and Standards

National Institute Certification of Engineering Technologies Most Recent

Accredited Specs and Standards

The National Board Inspection Code Chapter 2 Inspection of Boiler and Pressure Vessels Most Recent

Accredited Specs and Standards

Public Buildings Maintenance Guides and Time Standards Most Recent

Accredited Specs and Standards

International Code Council (ICC) Most Recent

Accredited Specs and Standards

American National Standard Institute (ANSI) 2245.1 Most Recent

Accredited Specs and Standards

American Society of Mechanical Engineers with addendum’s Safety Code for Elevators and Escalators AMCE A.17.1

Accredited Specs and Standards

National Electrical Code (NEC) Most Recent

Accredited Specs and Standards

Elevator Industry Field Employees’ Safety Handbook Most Recent

Accredited Specs and Standards

Building Official Code Administration (BOCA) Most Recent

Accredited Specs and Standards

American Society for Testing Materials (ASTM) Most Recent

Accredited Specs and Standards

Institute of Electrical and Electronics Engineers (IEEE) Most Recent

30 D.C. Code D.C. Code, Title 10

Parks, Public Buildings and Grounds

31 Federal Law U. S. Department of Justice American with Disabilities Act

C.4 SCOPE:

The awarded Contractor shall provide all necessary services and materials, to include, but not limited to all labor, materials, tools, supplies, lifts, equipment, transportation, for the maintenance, inspection and repair services of elevators, escalators, wheel chair lifts and conveyances for the service of elevators 24/7 located at the Central Detention Facility http://dgs.dc.gov/DC/DGS

(CDF), and Central Treatment Facility (CTF), located at 1901 D&E Street SE Washington, DC 20003.

The Contractor shall obtain all licenses and permits that may be required from the DCRA, BLRA and the D.C. Code and regulations which are stipulated by DCRA.

The Contractor shall provide the services in accordance with the equipment manufacturer’s recommendations, BOCA, applicable D.C. Code and regulations to achieve the following:

1. Consist safe operation of equipment

2. Maximum operational performance of equipment

3. Maximum beneficial usage of equipment

4. Maximum life cycle of equipment.

C.5 REQUIREMENTS

The Contractor shall perform work in a safe and professional manner in accordance with all American Society of Mechanical Engineers (ASME) standards most recent edition. All elevators, escalators, wheelchair lifts and conveyances shall be maintained in a safe and operating condition.

C.5.1 Technicians The Contractor shall have two (2) mechanics, one (1) full-time and one (1) back-up mechanic dedicated to performing work under this contract. It is the DOC’s expectation that services shall be performed within the standard forty (40) hour, eight (8) hour workday. The Contractor shall provide dedicated resident mechanic to perform services under this contract.

C.5.1.1 The mechanics and are required to have a minimum of five (5) years’ experience working on elevators, escalators, wheelchair lifts and other conveyances similar to those owned and operated by DOC, identified in Attachment J.7.

C.5.2 Background Checks

The Contractor shall be required to obtain background checks from the DC Department of Corrections Office of Investigative Services 300 Indiana Avenue NW, Suite 2018 Washington DC 20001. The Contractor shall coordinate with the CA to receive the issuance of a Department of Corrections Government Contractor Identification (ID).

C.5.3 Replacement Parts & Materials The Contractor shall maintain, at all times, ample and complete stock of replacement items which conform to manufacturer specifications for elevators, escalators, wheelchair lifts and other conveyances listed in Attachment J.7. The Contractor shall only use genuine manufacturer replacement parts or an approved equivalent to the style, size and appearance of the existing items and District of Columbia Code. The CA shall approve all major replacement items prior to installation. The Contractor shall maintain all wiring in conformity with the District of Columbia’s Electrical Code.

C.5.4 Industry Service Standards and Code Compliance

The Contractor shall ensure that all maintenance, inspections, and repairs are performed in compliance with the latest adopted editions of American Society of Mechanical Engineers ASME/ANSI A17.1. Safety code for Elevators and Escalators and ASME/ANSI A18.1 Safety Standards for platform Lifts and Stairway Chairlifts. Any work that has not been completed in compliance with approved specification or that has not been in compliance with local code requirements will be corrected at the Contractor’s expense.

C.5.5 Licensing, Accreditation and Registration The Contractor and all of its subcontractor(s) shall comply with all applicable District of

Columbia, state, and federal licensing, accreditation, and registration requirements and standards necessary for the performance of the contract. The Contractors personnel shall have the necessary experience and licenses to perform the required work.

C.5.6 Conformance with Laws It shall be the responsibility of the Contractor to perform under the contract in conformance with the Districts Procurement Regulations and all statutes, laws, codes, ordinances, regulations, rules, requirements, orders, and policies of governmental bodies.

C.6 SCOPE AND STANDARDS OF SERVICES

C.6.1 Assessments The Contractor shall conduct an assessment of each elevator, escalator, wheelchair lift, and conveyances listed in Attachment J.7 within 30 days of award. The assessment shall include inspection of all elevators, escalators, wheelchair lift components and conveyances. The Contractor shall provide a separate report substantially in the form of an email, the document shall be in Microsoft Excel (Unlocked) format.

C.6.1.1 This report shall include an estimate of cost and time to complete all deficiencies found during the assessment.

C.6.2 Operation The Contractor shall obtain all licenses and permits that may be required from the DCRA, BLRA and the D.C. Code and regulations which are stipulated by DCRA. The Contractor shall provide the services for elevator equipment in accordance with the equipment manufacturer’s recommendations, BOCA, applicable D.C. Code and regulations.

C.6.3 Testing The Contractor shall conduct at a minimum the following tests of all Facility conveyance systems.

C.6.3.1 Bi-weekly and Monthly Testing The Contractor shall conduct bi-weekly inspections of all elevators, escalators, and lifts with generator field controls and monthly inspections to all other elevators, escalators, and lifts to assure proper operation. The Contractor shall ensure that all elevator and related work conforms to the applicable DC Codes and regulations including obtaining all licenses and permits required by DCRA BLRA and the manufacturer’s operations manual.

C.6.3.2 Safety Tests The Contractor shall conduct safety tests with District personnel, or other persons employed for that purpose. The Contractor shall schedule and conduct inspections and tests (semi-annual, annual, five-year test, group supervisory control system test, fire alarm test) as stipulated in the manufacturer’s operations manual. The Contractor shall conduct safety tests, as required by ASME A17.1 and witnessed by a District elevator inspector or an approved third-party inspector.

C.6.3.2.1 The Contractor shall remove any elevator from service if any condition is disclosed during the safety tests that constitutes a safety hazard to either elevator passengers or equipment.

The Contractor shall place the elevator unit(s) back in service after the Contractor completes each of the following:

a. Cures the deficiency(ies);

b. Inspection of work completed by the Contractor’s certified Inspector and the

District’s Inspector;

c. Obtain the approval of the DC Inspector; and

d. Provides complete report of the deficiency and corrective action and approval to the CA within 24 hours of corrective actions.

C.6.3.3 Other Tests and Repair Inspections by the District

C.6.3.3.1 The District reserves the right to conduct any test or inspection it deems necessary in order to ensure that all performance requirements are being maintained. At the request of the CA the Contractor shall supply at no additional cost a certified elevator mechanic and any needed equipment to assist with the test or inspection. The Contractor shall complete any necessary repairs as specified in the inspection report.

C.6.3.3.2 Upon inspection and receipt of notification of repairs required from the DCRA, BLRA, the Contractor shall commence work within twenty-four (24) hours of notification and complete the repairs on or before the date specified therein and shall forward a report of compliance to the CA within twenty-four (24) hours of completing the work. The Contractor shall provide full load and full speed tests when requested.

C.6.3.3.3 If there is evidence that the Contractor has not initiated action to correct the defect(s) noted in the Defect Notice, which is issued by the DCRA Inspector, upon receipt of the second notice, the DOC may take over the work and have it accomplished by another Contractor and the cost of the work will be deducted from the payment due to the Contractor if it is determined that the work is within the scope of the contract.

C.6.3.3.4 DOC will furnish a written inspection report to the Contractor who shall correct all listed deficiencies by the date specified in the report. However, any deficiency marked "EMERGENCY" shall be corrected in the shortest possible time consistent with the nature of the problem and the best practices of the trade.

C.6.3.3.5 When all listed deficiencies have been corrected, the Contractor shall sign and date the inspection report and return it to the CA. At its discretion, the Department may then re-inspect the Work.

C.6.4 Preventive Maintenance Services Preventive maintenance keeps elevators operating at their best, it helps avoid major replacements and it prolongs the valuable life of the elevators. Preventive maintenance shall be performed using the manufacturer’s guidelines and industry standards. The Contractor shall provide regular and routine preventive maintenance services including all supervision, labor, materials, parts, supplies and equipment necessary to maintain all elevators, lifts, escalators and appurtenances in fully operational mode at all times.

C.6.4.1 The Contractor shall perform routine maintenance services for all District Government conveyances including but not limited to the elevators, escalators, and wheelchair lifts on a monthly basis. The services named herein shall be systematically examine, adjust, lubricate, repaired and cleaned. Services shall be set at a pre-scheduled time, agreeable to the Department. The Contractor shall be responsible for the development and implementation of a comprehensive elevator, escalator and wheelchair lift preventative maintenance schedule and plan, on a monthly basis that ensures all elevator equipment is operating in satisfactory working condition in accordance with manufactures specifications at all times. The District will require the Contractor to adhere to this preventive maintenance plan and guarantee that original operating criteria is maintained at all times to include (1) maximum capacity and weight, (2) rated speed in feet per minute,

(3) performance times, (4) door operation, (5) traffic handling capabilities, (6) response times, (7) ride quality.

C.6.4.2 The Contractor shall inspect all door operating equipment, including motor brushes, belts or chains, contacts, drive canes and clocks; examine all wire ropes and fastenings, check and adjust rope tension.

C.6.4.3 The Contractor shall examine traveling cables for wear and position, examine counterweight and tighten all loose belts. When a welded joint is cracked or broken, the Contractor must bring the condition to the attention of the CA.

C.6.4.4 For all repairs and maintenance work performed under this contract, before and after photos (one (1) close and one (1) far away for a total of four (4) photos) must be provided prior to payment of invoice being made.

C.6.4.5 The Contractor shall provide full-service elevator maintenance, in compliance with the edition(s) adopted and implemented by the Department for the following:

a. American Society of Mechanical Engineers (ASME);

b. Safety Code for Elevators and Escalators requirements, the manufacturer's recommendations, the Elevator Industry Field Employees’ Safety Handbook;

c. National Electrical Code (NEC);

d. National Fire Protective Association (NFPA);

e. Building Official Code Administration (BOCA); and

f. Other applicable laws, regulations, rules, ordinances and codes. Specifically, all work shall conform to the District of Columbia codes and regulations. The Contractor shall obtain all licenses and permits that may be required from the

DCRA BLRA.

C.6.4.5.1 The Contractor shall at a minimum, ensure the following maintenance related activities are completed. The materials required to perform the tasks below shall be included in the monthly maintenance cost. The Contractor shall take all steps and measures that a prudent building owner would, to maximize the life expectancy of the Facility’s elevators, lifts, and escalators (the “conveyances”) and related systems to and ensure safe and reliable conveyance operations. The Contractor shall, as part of the Contractor’s Preventive Maintenance Program, develop and implement a Preventive Maintenance Program and Schedule for each of the Facilities conveyance systems. Specifically, the Contractor shall include, at a minimum the following Preventive Maintenance activities:

i. Clean all machinery and equipment in the machine room, secondary levels, hoist-ways, pits and cars, cross beams, rails and brackets, counterweights, frames, car tops, undersides of cars, buffers and door hangers;

ii. Ensure all machinery, devices, or any other parts of the elevator equipment subject to rust is properly cleaned and painted at all times;

iii. Lubricate guard rails except where roller type guides are involved, no rail lubrication shall be used;

iv. Renew the guide shoe gibs or rollers as required to ensure a smooth and quiet operation; properly seal all oil reservoirs to prevent leakage;

v. Ensure that the motor windings and field coils of all motors are dipped in an approved insulating varnish and baked when shop repairs to the same are made, unless written permission is secured from the CA;

vi. Provide lamps in position indicators, hall lanterns and hall stations; the Contractor shall notify the CA if the lamps of same design are not commercially available and obtain approval from the CA to use alternative lamps;

vii. Repair or replace contact leads and coils for main controllers and selectors;

viii. Clean, lubricate, repair or replace every component part of the elevator to provide uninterrupted elevator services; The Contractor shall repair all elevators and maintain them to be One Hundred Percent (100%) operational at all times;

ix. The Contractor shall maintain a Maintenance Control Plan onsite as required by

DCRA. This plan shall be filled out during every applicable visit. Photos of this completed document shall be required for submission with the monthly maintenance invoice in order for the invoice to be valid. This document is to be filled out on every visit;

x. Supply all lubricants of proper grades, cleaning materials, paint, cotton waste, rags, gauges, testing and other tools and equipment required for Preventive Maintenance services;

xi. Have ample and complete stock of replacement parts and cosmetic fixtures sufficient for normal maintenance, repair, and maintenance of aesthetic appeal of all elevators;

xii. Utilize all new parts and fixtures that are the genuine products of the original manufacturers of the various types of elevators involved or of like design and comparison;

xiii. Provide labor, material and equipment to clean, adjust, repair or replace any defective or improperly operating device, equipment, or cosmetic fixture as directed by the CA or his designated representative(s);

xiv. Respond promptly upon receipt of any defect notice issued by the DCRA, BLRA, Elevator Section, and inform the CA or designee, in writing, within twenty-four

(24) hours of the completion of Work;

xv. Maintain all equipment in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations;

in the event of a conflict between these documents, the Contractor shall give precedence to federal and District laws and regulations followed by the most rigorous schedule of maintenance;

xvi. Maintain all elevators at the manufacturer’s contract speed unless written authorization is obtained from the CA or designee to do otherwise;

xvii. Maintain the hoist-way and car door guides in an acceptable condition in accordance with the manufacturer’s specifications and shall replace the same when gap exceeds one of 1/16 inches; and

xviii. Maintain all fascia’s, dust covers and guides in proper alignment.

C.6.4.6 Preventive Maintenance Schedule The Contractor shall include all elevator system Preventive maintenance activities in the

Preventive Maintenance Schedule as described in Section C.6.4.

C.6.5 Inspection Services The Contractor shall provide inspection services for Annual and five (5) year load lest as required by DCRA. The Contractor shall provide inspection assistance to the third-party inspectors as required by DCRA. The Contractor shall provide inspection services as requested by DOC on an as needed basis.

C.6.5.1 The Contractor shall perform an annual safety inspection on conveyances and a semi-annual inspection on all conveyances as stipulated by the elevator/escalator/wheelchair lifts licensure requirement of the D.C. Department of Consumer and Regulatory Affairs

(DCRA). DOC shall provide the services of a certified 3rd Party Inspector to witness, document and certify the results of each annual and semi-annual inspection to DCRA.

The 3rd Party Inspector must be on the DCRA list of approved Inspectors. A copy of all certification documentation provided to DCRA must also be submitted to the CA.

C.6.6 Skilled Technician

C.6.6.1 The Contractor shall verify and ensure that employees or subcontractor(s) designated to work on elevators, escalators, and lifts have and maintain the appropriate licenses and certifications in accordance with applicable laws, regulations, and industry standards.

C.6.6.2 The Contractor shall ensure that a certified elevator mechanic possessing a Journeyman

Elevator License accompanies the District’s Inspector during each annual and 5-year inspection to perform all tests in accordance with all laws, regulations and codes at no additional cost.

C.6.6.3 The Contractor shall ensure that all services, maintenance and repairs are performed by fully qualified manufacturer-trained technicians. Trained to work on the type of elevators on this contract.

C.7 REIMBURSABLE SERVICES

The Contractor will be reimbursed for costs incurred in performing reimbursable services as defined in Section B.3.2 on a time and material basis. The Contractor shall obtain prior written authorization from the Department prior to commencement of any services it deems to be Reimbursable Repair Service. Upon the CA’s written determination that the extent of the work is a Reimbursable Service, the Contractor may complete work immediately with advance written authorization from the CA with a total cost up to $500.00 and with a Purchase Order Number in place. Reimbursable services which cost over $500.00 will require the CO’s approval in advance of services performed through a written directive (email is sufficient and or the issuance of a Task Order), and with a Purchase Order Number in place. The Contractor shall use the rates established in the Cost Reimbursement Component under CLINS 0002. In accordance with Section 2420.6 all materials, parts and/or supplies or supplies shall be furnished to the District at Contractor cost; the District will not accept any mark-up.

C.7.2 Direct Cost Reimbursement The Contractor will be reimbursed for approved services and materials, which are not included in the fixed price for routine services as described in Section B.3.2.

C.7.2.1 Direct costs billing for after hours or during business hours operational support service shall be consistent with the Reimbursable Services price schedule as described in Section B.3.2.

C.7.2.2 The CA shall determine whether the Contractor will provide the parts and materials and the CO shall authorize the purchase. The Contractor shall submit proper invoices for materials as described in Section G.2.

C.7.3 Reimbursable Repair Services

The Contractor shall, at a minimum, repair the Facility’s elevators, lifts, escalators and conveyances as described below.

i. Repair and/or replace all replacement parts and cosmetic fixtures as necessary due to normal wear and tear test all devices and equipment, including but not limited to main hoist motor, brakes, governors, traveling cables and hatch wiring

ii. Repair or replace elevator parts and equipment, if necessary;

iii. Repair all door operation motors, door operating driving mechanisms, door hangers, retiring cams, and retiring cam operating devices;

iv. Repair as necessary all elevator car enclosures, hoist-way and car door panels, car gates, frames and sills; and

v. Replace and align all elevator guide rails.

vi. Replace repair any equipment and or device located in the elevator machine room and hoist way.

C.7.4 Equipment Outages Service Requirements

The Contractor shall, except for emergency service calls, perform all elevator related work during the Facility’s Normal Occupant Working Hours unless other mutually satisfactory arrangements have been approved in writing by the CA. The Contractor shall at a minimum:

a. Coordinate scheduled elevator work that requires an elevator be taken out of service with the CA;

b. Report the status of elevator equipment or systems not operating by the close of each workday to the CA;

c. Report any elevator equipment that is not operational to the CA at least thirty (30) minutes prior to the commencement of Normal Business Hours each day; and;

d. Install informational signs and barricades as related to inoperative elevator equipment and systems; the Contractor shall develop and submit the informational signs for the approval of the CA;

i. In the event an elevator is shutdown, the Contractor shall place an "Out of Service" sign at each call button on all floors when the elevator is the only one servicing that area.

ii. If a building has more than one elevator, and one or more elevators are out of service, the Contractor shall place a sign indicating that the specific elevator(s) is out of service for each elevator that is not in service. The Contractor shall place each sign on the outer surface of the elevator door on each floor that the elevator services.

C.7.4.1 The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the CA. If changes are authorized, the Contractor shall make appropriate revisions to the elevator drawings and specifications.

C.7.5 On-Call Repairs The Contractor shall be required to perform, on a time and materials basis, on-call repair services under non-emergency and emergency conditions. The Contractor shall be responsible for mobilizing labor, equipment and materials required to perform the requested on-call repairs. Work areas must be maintained in a safe condition and cleaned up after completion of work.

C.7.5.1 The Contractor shall respond, on-site to request for emergency repair services within (1) hour after notification by the CA.

C.7.5.2 The Contractor shall respond to request for non-emergency repair services within twenty-four (24) hours after notification by the CA via phone, email, or alternate timeframe approved by the CA.

C.7.5.3 The Contractor shall prepare a work order for each on-call repair service. Work orders must include details such as name of technicians, time of arrival and departure, hours worked, nature of work performed, any parts used and operational status of equipment at the time of departure. A copy of each work order must be attached to the invoice as supporting documentation for payment. Payment will only be made for services performed and supported by work orders.

C.7.6 Emergency Service Calls The Contractor shall provide response to requests for emergency elevator service including but not limited to the freeing of individuals trapped in a stalled elevator car, restore inoperative elevators which are causing disruption to the arrival and departure of building occupants, request for service for a priority elevator, or other situations determined by the Department to be an emergency. The Contractor shall provide at a minimum the following emergency response service for Facility elevators, lifts, and escalators:

a. Respond to requests for emergency service twenty-four (24) hours per day, seven

(7) days per week, three hundred sixty-five (365) days a year;

b. Report to the site within one (1) hour for requests

c. Remain on the job until the emergency has been resolved.

d. Secure the elevator and notify the CA if the nature of the service request cannot be corrected within two (2) hours;

e. Notify the CA within two (2) hours of the time and date corrective action will be taken if the situation cannot be resolved within two (2) hours; and

f. Acknowledge and respond to requests for service made by the CA or his/her designee by telephone, e-mail, or other means within the timeframes specified herein.

C.7.7 Non-Emergency Service Calls The Contractor shall provide at a minimum the following non-emergency service calls for

Facility elevators, lifts and escalators:

a. Respond to Non-emergency service calls seven (7) days per week, twenty-four

(24) hours per day

b. Report to the site within one (1) hour of the time of notification

c. Report to the site by the next business day for requests received after Normal

Occupant Working Hours

d. Secure the elevator and notify the CA if the nature of the service request cannot be corrected within two (2) hours;

e. Provide the CA within two (2) hours with the time and date corrective action will be taken if the situation cannot be resolved within two (2) hours; and

f. Acknowledge and respond to requests for service made by the CA or his/her designee by telephone, e-mail, or other means within the timeframes specified herein.

C.7.8 Service Call Documentation The Contractor shall include documentation of elevator service calls as described in

Sections C.7.6 and C.7.7.

C.7.9 Replacement Items The Contractor shall provide a proposal for any replacement items found during any inspection or service to the elevator.

C.7.9.1 Materials The Contractor shall ensure that all parts and materials used for repairing the elevator equipment are the product of the manufacturers of the existing equipment or equal, approved by the CA, to meet the minimum Federal specifications.

C.7.10 Standards Unless otherwise specified in writing, all of the Contractor’s materials, design clearances, construction, workmanship and tests shall conform to all applicable D.C. Code provisions and other applicable and related codes, laws and regulations.

C.7.11 Repair Service Reports

The Contractor shall, at the completion of each week, provide a full report of all District elevators, escalators, wheelchair lifts and conveyances listed in Attachment J.7 that were serviced, via email in MS Excel format.

C.7.11.1 The Contractor shall prepare and submit via email to the CA with each monthly invoice a monthly report that itemizes on-call repair work performed during the month.

C.8 WARRANTY

C.8.1 Warranty on Parts

The Contractor must provide all manufacture warranties documentation on parts and materials and such warranties shall be honored by the Contractor. All warranty documentation shall be submitted to the CA.

C.8.2 Warranty on Workmanship The Contractor shall warrant all work provided under this Contract for a period of no less than one (1)-year from date of service.

C.9 QUALITY CONTROL PROGRAM

The Contractor shall establish, develop, maintain, and implement a Work Plan, including a complete Quality Control Plan (QCP) delineating the Contractor’s Quality Control

Program and Inspection System to monitor and control its performance of Services at each site to ensure compliance to the contract requirements. The Contractor shall submit the Work Plan with its proposal. The QCP shall include:

a. inspection procedures for the timely and effective corrective action for all

Deficiencies identified by the Contractor or DOC;

b. procedures to identify, prevent, and ensure non-recurrence of defective services;

c. action plan for correction of Deficiencies and any discrepancies;

d. such other processes or procedures to ensure its compliance with the requirements of an Awarded Contract (and, in particular, that all required Services are Fully Performed by the Contractor).

C.9.1 Self-Evaluation The Contractor shall submit quarterly to the CA a self-evaluation report detailing the quality and timelines of the Services provided by it to the sites during the prior quarter.

The report is due within five (5) business days of the end of the quarter. This report shall include as a minimum the result of the quality control inspections, an explanation of efforts taken in the prior quarter to improve service and efforts planned for the present quarter to improve quality.

C.9.2 Performance Measures

The rating(s) the Contractor receives on inspections and evaluations conducted by DOC will be reflected in the past performance reports. These reports may affect the whether Contractor is awarded future District contracts and whether the contract is terminated for non-performance in accordance with the District’s Standard Contract Provision.

Excessive complaints, nonperformance or timeliness of performance may result in any of the actions noted above.

C.9.2.1 Without limiting any of the rights of District, if the Contractor fails to Fully Perform a Service (whether by nonperformance or non-satisfactory performance), The District reserves the right to have any Service accomplished by another third-party contractor and deduct the cost from the payment due to the Contractor. Inadequate performance is just as undesirable as nonperformance, and the cost of correcting inadequate performance in a particular area may equal or exceed the cost of the initial work.

SECTION D: PACKAGING AND MARKING

D.1 The packaging and marking requirements for this contract shall be governed by clause number

(2), Shipping Instructions-Consignment, of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010.

(Attachment J.1)

INTENTIONALLY LEFT BLANK

SECTION E: INSPECTION AND ACCEPTANCE

E.1 The inspection and acceptance requirements for this contract shall be governed by clause number five (5) Inspection of Supplies and/or clause number six (6), Inspection of Services of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.1)

SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

The term of the contract shall be for a period of one year from the date of award specified on the cover page of this contract.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

F.2.1 The District may extend the term of this contract for a period of four (4) one-year option periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the District…