A03 SOW Elevator Service.docx

STATEMENT OF WORK

DFAS Rome Elevator Maintenance & Inspection Services

1. SCOPE: The contractor shall provide all personnel, equipment, materials, tools, supervision, facilities, and transportation necessary to provide elevator preventative and predictive maintenance services as defined in this Statement of Work (SOW) for DFAS-ROME, 325 Brooks Road, Griffiss Business & Technology Park, Rome, NY 13441. The contractor shall perform to the standards in this contract, in accordance with the manufacturer’s specifications and all applicable Municipal, State, and Federal Regulations.

1. Period of Performance:

Period of Performance

1. DESCRIPTION OF WORK: The following items are a general description of the project requirements and shall not be construed as a complete list of all the operations to be performed. The contractor shall perform a field verification of all elevator nomenclature, parts, and related equipment prior to the start of the maintenance schedule or the ordering of any material.

3.A. Equipment: The contractor shall provide services on all equipment identified below.

3.B. Covered Components: This contract will include all labor, parts, and other repairs, or replacements as identified in below.

3.B.1. Basic Components: Controller components: resistors, timers, fuses, overloads, minor contacts, wiring, coils; packing, drive belts, strainers, functional components of car and corridor operating stations, hangers and tracks, door operating devices, door gibs, guide shoes, rollers, traveling cables, signal lamps (replacement during regular visits only), interlocks, door closers, buffers, switches, door protection devices, and alarm bells

3.B.2. Major Components: Exposed piping in the Machine Room & hoistway, motor, PC boards, pump unit, solid-state devices, contactors, and valve rebuilds.

1. SCHEDULES OF MONTHLY INSPECTION AND MAINTENANCE: This section provides only for the scheduled monthly systematic examinations and preventive maintenance including adjustments, cleanings, and repair of all machine parts due to ordinary wear and tear.

Upon completion of monthly maintenance or service, the contractor shall provide the COR with a signed service ticket and inspection of service performed. Payment of preventive inspection and maintenance shall not be made without a signed service ticket.

4.A. Monthly Basic Service:

4.A.1. General Assembly 4.A.1.a. Inspect and lubricate under monthly inspection 4.A.1.b. Repair minor leaks as required (e.g. valve packing, flare nuts).

4.A.1.c. Examinations and maintenance including adjustments, cleaning 4.A.1.d. Repair, or replace all machine parts under the Covered Components 4.A.1.e. Clean and adjust worn gears/guides, sheaves, shaft piston seals 4.A.1.f. Thrust bearings, brake drums /shoes, brake springs, brake magnets 4.A.1.g. Inspect/repair/replace all controller parts, including wiring, wiring connections 4.A.1.h. Inspect/repair/replace contacts, coils, relays, fuses, transformers, timers, capacitors

4.A.2. Cleaning 4.A.2.a. Inspect the control panel for cleanliness 4.A.2.b. Clean machine room, car top, and pit of debris related to work in the areas

4.B. Annual Maintenance and Testing of Safety Devices:

4.B.1. General Assembly 4.B.1.a. Inspect and lubricate under monthly inspection 4.B.1.b. Repair minor leaks as required (e.g. valve packing, flare nuts).

4.B.1.c. Examinations and maintenance including adjustments, cleaning 4.B.1.d. Repair, or replace all machine parts under the Covered Components 4.B.1.e. Clean and adjust worn gears/guides, sheaves, shaft piston seals 4.B.1.f. Thrust bearings, brake drums /shoes, brake springs, brake magnets 4.B.1.g. Inspect/repair/replace all controller parts, including wiring, wiring connections 4.B.1.h. Inspect/repair/replace contacts, coils, relays, fuses, transformers, timers, capacitors

4.B.2. Cleaning 4.B.2.a. Inspect the control panel for cleanliness 4.B.2.b. Clean machine room, car top, and pit of debris related to work in the areas

4.B.3. Annual Testing of Safety Devices 4.B.3.a. Hydraulic system will be tested to include pressure/relief valve 4.B.3.b. Follow guidance per American Standard Practice for the Inspection of Elevators, Inspector’s Manual ASME A17.1-2007, and the American Safety Code for Elevators ASA A17.1997

1. EMERGENCY SERVICES: This section addresses emergency work ordered or as needed during the contract year. Emergency repair services shall be performed on an “on-call” basis. The contractor is required to respond to the job site within six (6) working hours after notification and work shall be complete within twenty-four working hours to restore the unit (s) to fully safe and operational condition. Upon notification of an emergency service request, the contractor shall provide the COR with a designated point of contact and make arrangements for the maintenance representative(s) to receive such notification. The contractor shall identify all parts that need replacing and submit an itemized list, including labor charges, with justification to the COR. All repair services shall be charged an hourly flat rate per call regardless of the time and day. The COR will review the list and forward the request to the Contracting Officer for approval. Once written approval has been granted, the contractor shall purchase, repair, and replace all parts identified on the estimate of repairs.

Should it be necessary for the contractor to ship any item of equipment to a factory or shop for repairs; all expenses connected with such shipment shall be included in the cost of parts. The contractor shall be responsible for return of the equipment expeditiously and in good operating condition. The contractor shall provide the COR with a written request for such a shipment. The contractor shall not proceed with shipment without written approval from the COR.

1. COMMUNICATION SERVICE: The contractor shall provide a communication network service for the purpose of diagnosis, troubleshooting, adjustments, resetting controls, and emergencies. This communication service shall be available during regular working hours as listed in this SOW. This communication service shall be managed by a live person and not a recording service. If at the time of the initial call, a live person is not available, the contractor shall provide a voicemail box. The call back response time for all voicemails shall be no longer than one hour.

1. WORKMANSHIP: All work shall be performed by qualified, experienced personnel having at least five (5) years of direct experience in servicing Dover Elevator equipment. The contractor must show by submission of resumes that personnel are fully qualified to work on the existing systems covered by this SOW, and capable of completing all work required under this contract. If the contractor will use a subcontractor to perform these services, they must submit copies of the subcontractors' resumes. Prior to contract award, the contractor shall submit a list of qualified personnel who shall perform the services, for Government approval.

1. MATERIALS, SUPPLIES AND PARTS: All materials, supplies, and parts used in the maintenance, repair or modification of the systems shall maintain the integrity of the original installation. All materials, supplies, and parts shall be the same make as the original or due to obsolescence shall be as specifically approved by the manufacturer. All replacement components shall be new parts.

1. CONTRACTING OFFICERS REPRESENTATIVE (COR): The COR will act as the on-site technical point of contact for the Government. He/She will initiate repair and replacement request and monitor performance of services. The COR’s authority is limited to technical issues and is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

1. WORK SCHEDULE: The Contractor shall perform normal preventive maintenance services during regular working hours (0700 to 1600 hours, Monday to Friday, except Federal holidays). The contractor shall coordinate visits with the COR at least 24 hours in advance.

1. DISPOSAL OF REMOVAL MATERIALS AND CLEANUP: Materials discarded due to the work shall be disposed of off base by the contractor. The contractor shall cleanup the area after each work period. Chemicals used during the course of the contract shall be disposed of in accordance with all applicable Environmental Protection Agency (EPA) regulations.

1. AVAILABILITY OF UTILITIES: The Government will furnish all reasonable amounts of electricity, steam and water required to perform the work.

1. SANITARY FACILITIES: The contractor's personnel may use the sanitary facilities in DFAS.

1. FIRE REGULATIONS: The contractor shall perform all work in a fire safe manner in accordance with fire prevention standards of the Air Force. Contractor shall have an NFPA listed portable fire extinguisher at the work site at all times during working operations. The contractor shall notify the DFAS Facilities Operation Specialist, before working with any flame producing equipment, such as welding or flame cutting, for approval of the contractor's safety measures.

1. MATERIAL REMOVAL: The contractor shall remove all rubbish and debris from the DFAS-ROME property promptly. Materials that cannot be removed daily shall be stored in areas specified by the COR. The amount of dust resulting from this work shall be controlled to prevent its spread to occupied areas of the building.

1. SAFETY:

15.1 Hazardous Materials: When applicable, any chemicals used under provisions of this SOW shall be identified and supplied with Material Safety Data Sheets (MSDS). MSDS shall be submitted for approval to the COR prior to use. Approved MSDS shall be available on site throughout the work performance period.

15.2 Worker Safety: During the course of the work as specified under this contract, the Contractor shall abide by all Federal, State, OSHA, ASME and AFOSH regulations and standards as they pertain to work safety. In addition, the Contractor shall submit to the COR documentation that verifies his/her use of an approved lockout/tagout program for equipment capable of carrying or storing electrical energy.

17.1 Security Requirements

General Requirements. Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National.

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

3. This is a non-sensitive position which requires a favorable fitness review and background investigation as a condition of employment. Failure to maintain security eligibility may result in termination.

Personnel Security Investigation (PSI) Requirements – Non-Sensitive (NS) Positions (Unescorted Access). Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non-Sensitive (NS) level or higher investigation. No access to classified information, CUI, to include Personally Identifiable Information (PII), or system access required.

Personnel Security Investigation Waivers. For those contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by contractor personnel. Those contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS contractor position with DFAS until the background investigation is completed and favorably adjudicated by the Defense Counterintelligence and Security Agency Adjudication and Vetting Services (DCSA AVS). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases. Should a contractor company not wish to wait for the entire process to be completed, they may withdraw the contractor applicant from further consideration by notifying DFAS Personnel Security within sixty (60) days from the date DFAS Personnel Security determines the applicant to be ineligible for a waiver. The contractor company may then submit another contractor candidate for a background investigation.

Personnel Security Forms Required.

In accordance with standard DFAS Personnel Security policy, ALL incoming contractors must submit a new set of fingerprints (taken within the last 30 days) *.

Contractor personnel must apply for a fingerprint appointment immediately (the next business day) upon award date.

Contractor personnel shall submit the Contractor Request for Investigation (CRI) (DFAS Form 9035) immediately (the next business day after providing fingerprints) to the Contracting Officer Representative (COR). The information needed in the Declaration for Federal Employment (OF-306) shall also be submitted to the COR by contractor personnel.

The COR will submit the OF-306, DFAS Form 9035, and proof of fingerprints to DFAS Personnel Security all at once. Under no circumstances should this documentation be submitted less than fifteen (15) calendar days prior to the intended performance start date. DFAS Personnel Security will review all submitted documentation to validate whether contractor personnel meet personnel security requirements to perform work on the contract or if a new background investigation is required.

Contractors obtaining favorable security evaluations and DoD CACs for required contractor employees performing on this contract are a prerequisite for contractor performance and invoicing. Also, the failure of a contractor to provide employees who can obtain a favorable security adjudication and a DoD CAC in a timely manner may be considered negatively when assessing contractor performance, termination, or other.

*New fingerprints are not required if any of the following apply:

1. The person has been fingerprinted for the DCSA within the past 30 days.

2. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

3. The person has a background investigation currently being adjudicated by the DCSA AVS or another AVS.

4. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

5. The person comes directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

6. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

Incident Reporting. Contractor personnel shall self-report events, such as arrests, charges, involvement in lawsuits, and other legal matters to the DFAS Manager of the area to which they are assigned, Contracting Officer (CO), COR, Director of Force Protection, and the DFAS Personnel Security Office.

Security Requirements. Contractor personnel shall follow the security and training requirements in DFAS 2000.1-I, “Force Protection Mission.” Ensure that all contracting officers include applicable clauses in all contracts that require work to be performed for a DFAS location. Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The contractor shall immediately report any occurrences of violation of stated regulations to the DFAS Manager of the area to which they are assigned, CO, COR, Director, Force Protection, and the DFAS Personnel Security Office.

DFAS Instructions can be located at the following agency portal web link:

Official Forms and Pubs - All Documents

Security Education and Training. Contractor personnel shall follow all host training requirements. Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

Installation Entry and Common Access Card (CAC) Requirements.

The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility.

Contractors shall work with the assigned DFAS COR/Mission Partner Account Sponsor (MPAS) to obtain a CAC using Mission Partner Identity Credential Account Management (MP ICAM). Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security Office to work on the contract.

All CACs and badges issued to Contractor personnel are government property and must be returned to the assigned DFAS COR/MPAS upon departure from the program or at the conclusion of the contract, whichever comes first. CACs can also be mailed in or turned into RAPIDS locations. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/MPAS and present documentation that the CAC is missing and describe the circumstances under which the loss occurred. The assigned DFAS COR/MPAS will follow agency CAC procedures to issue a new CAC.

Contractors must not share their CACs and passwords with any other staff members. The assigned DFAS COR/MPAS will report any violation or suspected violation to the Contracting Officer and DFAS MP ICAM Account Security Manager (MPASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from another agency, that CAC must be revoked and returned before issuance of a new CAC.

17.2 Quality Assurance. DFAS Contracting Officer Representative, COR, will evaluate the contractor's performance under this contract. Performance will be monitored daily while Contractor personnel are on site. The COR is James Seamans, DFAS Rome, 325 Brooks Rd, Rome, New York, 13441-4516, phone (315) 709-6075 fax (315) 709-6991, E-mail james.m.seamans.civ@mail.mil

17.3 Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities, equipment and materials shall be secured. Contractor shall immediately upon arrival at the facility notify Security 709-6177 if the facility is found unsecured. Open exterior doors shall not be left unattended during cleaning operations, which means the contractor is responsible for ensuring that a vetted employee is positioned at the door that equipment enters the building through.

17.4 Non-Smoking Facilities: All Government facilities are NON-SMOKING facilities. All Contractor personnel and visitors shall smoke in designated smoking areas only.

17.5 Normal Hours of Operation. The contractor shall perform most of the services required under this contract on weekends and outside the normal operating hours of the government activity occupying the facility where the services are to be performed. Normal operating hours of DFAS Rome are 0600 – 1800, Monday thru Friday.

17.6 Recognized Holidays. Unless stated otherwise in this SOW, the contractor is not required to provide service on the following US federal holidays:

Exhibit A

The following equipment will be serviced:

Qty. Equipment/Assoc. items Type/Model Number

Exhibit B Covered Components

Basic Component

Controller components: resistors, timers, fuses, overloads, minor contacts, wiring, coils; packing, drive belts, strainers, functional components of car and corridor operating stations, hangers and tracks, door operating devices, door gibs, guide shoes, rollers, traveling cables, signal lamps (replacement during regular visits only), interlocks, door closers, buffers, switches, door protection devices, and alarm bells

Major Component

Exposed piping in the Machine Room & hoistway, motor, PC boards, pump unit, solid state devices, contactors, and valve rebuilds.

END OF STATEMENT OF WORK