A04_-_SOW_-_FILA_Elevator.pdf

First Ladies National Historic Site Canton, Ohio

STATEMENT OF WORK:

Annual inspection/service elevator

DATED:

September 1, 2021

NATIONAL PARK SERVICE

MIDWEST REGION

OHIO MAJOR ACQUISITION BUYING OFFICE

Statement of Work First Ladies National Historic Site

Elevator Maintenance

1. GENERAL:

a. This is a full-service contract. At a minimum the Contractor shall provide all management, supervision, labor, supplies, materials, repair and replacement parts, equipment, and tools required to perform the specified elevator maintenance and repair services effectively and efficiently for 5 years ( base year, plus up to 4 option years) with government option to terminate. The Government may require continued performance of any services within the limits at the rates specified in the contract. The option provision may be exercised more than once, but the total extension of performance shall not exceed 6 months. The location is at First Ladies

National Historic Site, 205 Market Avenue South (Elevator and Chairlift) and 331

Market Avenue South (Elevator only), Canton OH 44702.

2. CONTRACTOR REQUIREMENTS

a. Minimum Level of Work: The Contractor shall take all steps necessary and measures that a prudent building owner would take to maximize the life expectancy of the elevator. The work provided must preserve the elevator in unimpaired condition and above the point where deterioration begins.

b. On Site Requirement: The Contractor is not required to provide an onsite elevator mechanic for specific duty hours. However, the Contractor shall provide qualified elevator mechanics, work crews, and supervisory personnel in such numbers, places, and times as may be required to fully meet the contract requirements.

c. Working Hours: All scheduled preventative maintenance work shall be accomplished during normal working hours 7:00 AM to 5:00 PM, Monday through Friday unless other mutually satisfactory arrangements have been approved by the Contracting

Officer’s Representative (COR). The Contractor shall respond to emergency service calls 7 days per week, 24 hours per day as part of the monthly contract price, and other service calls as listed in 2e.

d. Answering and Dispatch Service: Contractor shall maintain a 24 hour per day seven days per week manned telephone answering and dispatch service to receive service calls and to dispatch elevator mechanics.

e. Response Time: Contractor shall respond to Emergency Service Calls and be onsite within 2 hours of a call placed to the answering service. Emergency Service Calls are defined in 12 a. Contractor shall respond to Urgent Calls and be onsite within 4 hours of the call placed to the answering service; if the service call is placed after 1:00 pm (1300 hrs.) the contractor shall respond by 8:00 AM the next business day. Urgent Calls are defined in 12 b. All other service callouts, including Routine Calls, the contractor shall respond within 2 business days, unless other mutually satisfactory arrangements have been approved by the COR. All other calls are defined in 12 c.

f. Repair Times: All repairs must be completed within 2 business days. In cases where part(s) need to be ordered to complete the repair, the contractor shall use overnight shipping and the repair must be completed within 2 business days of receiving the part(s), unless other arrangements are made with the COR.

g. Contractor Conduct: All elevator maintenance staff furnished by the Contractor, including subcontractors, are the sole responsibility of the Contractor. The Contractor shall be responsible for their compliance with all laws, rules, and regulations.

h. Account Manager: The Contractor shall assign an individual to work directly with the

Contracting Officer, Contracting Officer’s Representative, and the Government’s

Elevator Inspector. This individual shall be responsible for all matters pertaining to the

Government’s elevator requirements and will be the point of contact for problems the

Government encounters that have not been resolved at the local level.

i. Level of Service: In accordance with standard elevator industry practice, this is a full maintenance contract. The contractor shall inspect, maintain, repair or replace, test, and clean all of the elevator and the elevator equipment, machine room, hoist way, and pit.

Except as listed in the paragraph under Excluded Equipment. All repairs will be the sole responsibility of the Contractor.

j. Acceptance of Existing Equipment and Conditions:

i. The Contractor shall accept elevator “as is.” Components deemed obsolete must still be maintained under the terms of this contract.

k. Excluded Equipment: The following elevator components are specifically excluded from the requirements of this contract.

i. Repairs or replacements made necessary due to negligence, vandalism, or misuse of the equipment by persons other than the Contractor, the Contractor’s representatives, or the Contractor’s employees.

ii. Refinishing or replacing elevator cabs, floor coverings, hoist-way enclosures, cab and hoist way door frames and stills.

iii. Replacing underground hydraulic piping and cylinders.

iv. Main disconnect switches.

v. Emergency Generators

vi. Re-roping of any applicable elevators is excluded

l. Performance Requirements:

i. All elevator operations, tests, inspections, maintenance, alterations, and repairs performed under this contract shall comply with the latest editions of the

American Society of Mechanical Engineers (ASME) A17.1, “Safety Code for

Elevators and Escalators”, henceforth referred to as “the Code.”

ii. The Government will be responsible for the costs of any additional permits, fees, and third-party inspections.

iii. Contractor shall ensure that the original operating criteria is maintained at all times:

1. Maximum capacity

2. Rated speed

3. Performance time

4. Door operation

5. Response times

6. Smooth and quiet ride quality

7. Operator buttons, switches and keyed switches operation

8. Emergency lights and batteries.

9. Fire Service Access

10. Elevator Access control

iv. Acceptable Performance: A down-time percentage for the elevator of not more than 3 percent per year based on 365 days per year, 24 hours per day, a maximum of three service calls per month, and a level or decreasing trend in service calls.

An increased frequency of service calls is not considered acceptable performance.

v. Housekeeping:

1. The Contractor shall maintain all building space assigned to the

Contractor in a neat, clean, orderly, and working condition at all times.

2. The Contractor shall take all necessary precautions to safeguard and protect all Government property with which the Contractor comes in contact while performing the contract work.

3. All machine rooms, hoist ways, pits, elevator equipment, car and landing sill grooves shall be kept free of dust, dirt, grease, oil, and foreign debris.

4. The Contractor shall keep Safety Data Sheets on file with the onsite

Government Representative for all materials it uses.

5. The Contractor will use reasonable care to minimize the generation of waste and will properly dispose of all waste it does generate.

6. The Contractor shall use reasonable care to minimize the risks its work poses to Monument resources, the environment, the customers, the general public, and the Contractor’s employees.

vi. Quality Control Program: The Contractor shall establish and utilize a comprehensive quality control program to assure that the contact requirements are provided as specified.

1. Quarterly, the Contractor shall meet with the COR to review the elevator performance, including service calls. Annually, the

Contractor’s Service Manager/Supervisor shall survey the elevator units to verify that maintenance and service provided conforms to the specifications.

2. At the conclusion of the service, the Contractor will provide the COR and CO with an equipment report and performance evaluation for each individual unit covered by this contract. The report shall indicate all repairs and upgrades.

3. Contractor shall maintain detailed electronic maintenance records that comply with section 8.6 of the Code and provide access to records for the

Contracting Officer and the Contracting Officer’s Technical

Representatives.

4. Periodically, the Contractor will conduct field audits to maintain quality standards, and the government may request copies of these reports.

5. In keeping with environmental protection, the contractor shall immediately notify the COR in writing of any indication of underground oil seepage which may be attributed to a leaky underground hydraulic cylinder.

m. Equipment Changes: The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the Contracting Officer. If the Contracting Officer authorizes changes, the Contractor shall make appropriate revisions to the elevator drawings and/or specifications. All improvements made by the Contractor during the term of this contract shall become and remain the property of the Government.

3. QUALIFICATIONS OF CONTRACT EMPLOYEES

a. Elevator Maintenance Mechanics.

i. Qualifications: The elevator mechanics must be trained and qualified in elevator maintenance and repair work to include working on elevator and have appropriate Journeyman status as recognized by the industry.

ii. Licenses: Where applicable, all persons employed in a trade, craft, or profession that is licensed by state or local authorities shall have the appropriate license prior to performing any contract work. The license must be of a grade or level consistent with the requirements of the work being performed The Contractor shall furnish a copy of each employee's license to the COR.

4. SUPPLIES, MATERIALS AND EQUIPMENT

a. Furnished by the Government

i. When the COR determines it to be available and appropriate, the Government will provide space in the building for the Contractor’s expendable supplies, replacement parts, tools, and equipment.

ii. When requested by the Contractor, the Government will provide drawings and specifications (if available) for the elevator. The Contractor shall keep these documents at the work site. When the contract expires, these documents must be returned to the Government.

b. Furnished by the Contractor

i. The Contractor shall provide all labor, supplies, materials, repair or replacement parts, tools, test weights, and equipment including diagnostic tools and equipment, necessary to perform the work specified in this contract effectively and efficiently.

ii. The Contractor shall provide a stock of expendable supplies and an approved container for storing wiping towels in each machine room. The Contractor shall determine the appropriate stock levels needed.

iii. All parts replaced under the provisions of this contract shall be from original equipment manufacturer, manufactured to OEM specifications, or shall be replacement parts recommended by the equipment manufacturer.

5. INSPECTIONS AND TESTS

a. Maintenance and Repair Inspections by the Government: The Government reserves the right to make any test or inspection it deems necessary to make sure that all performance requirements are being maintained.

b. Safety Deficiencies: If any condition is disclosed which constitutes a safety hazard to either elevator passengers or equipment, that unit shall be removed from service and reported to the COR immediately. After corrections have been made and reported to the

COR, the subject unit shall be placed back in service.

c. Periodic Inspections:

i. The Government will schedule with the Contractor at least 48 hours in advance and conduct periodic inspections. The Contractor shall provide a qualified elevator mechanic to accompany the Government inspector during each inspection at no additional cost. The Contractor shall also supply at no additional cost, any needed equipment to assist with the operation or inspection of the elevator.

ii. The Government will furnish a written inspection report to the Contractor who shall correct all listed deficiencies within 30 days of receiving the report.

However, any deficiency marked “EMERGENCY” must be corrected with 14 days, if this is not feasible due to the nature of the deficiency, the contractor will discuss concerns with the COR to make plans and other arrangements to correct the issues in the shortest possible time consistent with the nature of the problem and the best practices of the trade; these plans will include, at a minimum, the nature of the problem, proposed resolution, the time frame for the repair, and any associated costs.

iii. When all listed deficiencies have been corrected, the Contractor shall sign and date the inspection report and return it to the Contracting Officer. At its discretion, the Government may then re-inspect the work.

iv. Annual Inspections from outside inspectors. The Government will furnish a copy of the written inspection report to the Contractor who shall correct all listed deficiencies within 30 days of receiving the report. However, any deficiency characterized by the inspector as emergency or urgent must be corrected with 10 business days. If this is not feasible due to the nature of the deficiency, the contractor will discuss concerns with the COR to make other arrangements to correct the issues in the shortest possible time consistent with the nature of the problem and the best practices of the trade; these plans will include the nature of the problem, proposed resolution, and time frame for the repair.

d. Periodic Testing:

i. The Contractor shall perform all testing of the elevator required by the Code, including Firefighter’s Service. The minimum frequency of testing shall be as specified in the Code, including Table N-1 in Appendix N of the Code.

ii. Contractor shall schedule all testing with the Contracting Officer’s

Technical Representative no less than 72 hours prior to the test.

iii. Contractor shall conduct required tests in the presence of the Contracting

Officer’s Representative.

iv. Any damage to elevator equipment caused by any test shall be repaired by the

Contractor at no additional cost to the Government. In addition to requirements stated in the Code for the Five-Year test of safeties at rated load and rated speed, the Contractor shall:

1. Make all adjustments required to ensure that the safety devices perform their intended function as designed.

2. File smooth any guide rail damage caused by setting the safety devices.

e. Contract Close-out Inspection

i. Prior to expiration of the contract (approximately 15 business days), the

Contractor and the COR together will inspect all elevator. The COR will prepare an Existing Deficiency Report that lists the deficiencies found. The Contractor will correct all the enumerated deficiencies that fall within the scope of work of this contract. The Contractor is also responsible for deficiencies that are discovered after the close out inspection but before the expiration of the contract.

6. REPAIRS (Indefinite Quantity portion)

a. Repairs are defined as unscheduled work required to prevent the breakdown or failure of an elevator, or to put an elevator back in service after a breakdown or failure.

i. The Contractor must complete all repairs within 24 hours after discovering the problem or of receiving notification that corrective action is required. If the

Contractor cannot complete the repairs within 24 hours, he/she shall present a plan for completing the work to the COR. The plan shall, at a minimum, include the nature of the problem, proposed resolution, the time frame for the repair, and any associated costs.

b. Upon request, the Contractor shall furnish a record of all repairs made to the elevator, their accessories, or appurtenances.

7. SERVICE CALLS

a. A Service Call is a report of an elevator malfunction made by Government personnel or designated building occupants and the Contractor’s subsequent response to, and correction of, the problem.

b. For each service call, the Contractor shall provide the following documentation to the

COR:

i. A description of the problem

ii. A description of the action taken to resolve the problem

iii. The time and date the corrective action was completed

iv. The name of the person who corrected the problem

8. PREVENTIVE MAINTENANCE

a. Preventative Maintenance (PM) is regularly scheduled work on the elevator that the

Contractor must do to accomplish the following:

i. Ensure their safe, reliable, and continued operation.

ii. Prevent breakdowns due to worn parts

iii. Maintain elevator above the point where deterioration begins

b. The Contractor shall keep records in a computerized format so that a database of information can be kept on each inspection or PM and be available to the government upon request.

c. Schedule: No later than five working days before the contract start date, the Contractor shall submit to the COR an annual work schedule for each elevator. A simple schedule indicating, for example, the elevator mechanic will be on site the first Tuesday of every month will be sufficient. The Contractor does not have to indicate what work will be done. The purpose is to let the building occupants and the COR know when to expect the elevator mechanic.

i. Prior to removing the elevator from service, the elevator mechanic shall coordinate the removal with the COR.

ii. After Hours Work: The Contractor has the option, with the approval of the COR, to perform some work, inspection, and tests outside normal working hours at no additional cost to the Government. Any scheduled work that incapacitates the

Monument elevator shall be performed after hours at no additional cost to the

Government. The Contractor shall notify the COR to coordinate after-hours access to the site.

9. SAFETY AND HEALTH

a. Applicable Requirements. All work shall comply with the applicable requirements of

29CFR 1910/1926 and 40CFR 761. All work shall comply with applicable state safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

b. Responsibility. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to health and safety of personnel during the execution of work and shall hold the Government harmless for any action on its part or that of its employees or subcontractors, which results in injury, illness or death.

c. Safety Equipment. The Contractor shall provide all necessary safety equipment and ensure that equipment as all relevant safety procedures are applicable for the job being performed and are utilized properly.

10. GREEN PROCUREMENT PROGRAM

a. The National Park Service, as a Federal agency, is required to procure and use products containing recovered materials, environmentally preferable, and bio-based products.

These items will be used to the maximum extent feasible unless the item is not available competitively within a reasonable time frame, does not meet appropriate performance standards, or is only available at an unreasonable price.

b. In support of this program, products that meet the following criteria are considered acceptable:

i. Products specified by the U.S. Environmental Protection Agency (EPA) as

Comprehensive Procurement Guideline (CPG) items and their associated

i. Recovered Materials Advisory Notices (RMANs). The list of CPG items is available at http://www.epa.gov/cpg.

ii. Products designated as environmentally oriented in the GSA Federal Supply

Service “Environmental Products and Services Guide.” This guide is available at the FSS Environment Homepage at http://pub.fss.gsa.gov/environ.

iii. Products to be designated, in the future, as bio-based products on the United

States Department of Agriculture (USDA) Bio-based Products List.

11. SCHEDULE OF ELEVATORS

a. First Ladies National Historic Site, 205 Market Avenue South, Canton OH 44702

i. Education Center

1. Passenger Schindler

a. Motor: 40 HP

b. Rated Speed: 125’ ft. per minute

c. Rated Capacity: 2000 lbs.

d. Number Stops: 7

e. Distance of Travel: Approximately 80’ feet

f. Control Manufacturer: Schindler Elevator

Corporation

g. Machine Manufacturer: Schindler

h. Drive Manufacturer: LMC Drive Pump

ii. Saxton House

a. Motor: 20 HP

b. Rated Speed: 125’ ft. per minute

c. Rated Capacity: 2100 lbs.

d. Number Stops: 4

e. Distance of Travel: Approximately 50’ feet

f. Control Manufacturer: Dover Elevator

g. Machine Manufacturer: Dover Elevator

h. Drive Manufacturer: PU Model EP-095-20

12. DEFFINATION OF TERMS

a. Emergency Call

i. An emergency call consists of an entrapment; one or more individuals are stuck in an elevator cab, stalled or otherwise, or when an elevator becomes inoperable, or only operable in inspection mode (Note: Park policy requires at least one site elevator in service and one Monument elevator operational in inspection service for tours to continue entering the site).

b. Urgent Call

i. An Urgent call consist of an unusual issue with the elevator, i.e., the park has shut down the elevator due to safety concerns, the elevator has tripped a safety switch and is no longer operational (there are no personnel in the elevator), the cab is not stopping correctly at the landings, or will not respond, etc.

c. Routine Call

i. A Routine Call is for non-urgent tasks, the elevator will operate normally but there is an issue that needs addressed, i.e., the elevator begins making unusual noises, but is operating correctly.

http://www.epa.gov/cpg http://pub.fss.gsa.gov/environ

d. Act of God

i. A natural catastrophe which no one can prevent such as an earthquake, a tidal wave, a volcanic eruption, or a tornado.

13. PERIOD OF PERFROMANCE AND BILLING

Period of Performance: Base Year: 12/1/21-11/30/22

Option Year 1: 12/1/22-11/30/23

Option Year 2: 12/1/23-11/30/24

Option Year 3: 12/1/24-11/30/25

Option Year 4: 12/1/25-11/30/26

6-month extension (if needed): 12/1/26-6/1/27

Billing shall be on a quarterly basis for inspection/service rendered for each year of the contract.