Attachment_1_-_Statement_of_Work.pdf

Statement of Work For

Elevator Maintenance Service at Southwestern Indian Polytechnic Institute

Albuquerque, NM

1. General Requirements

1.1 Introduction: The Bureau of Indian Education (BIE) Southwestern Indian Polytechnic Institute (SIPI), Office of Facilities

Management has a need for Maintenance Service of the elevators at SIPI. The required services include but are not limited to servicing of the ThyssenKrupp Elevators at the Science and Technology Building. This Statement of Work may be amended to include other Items of Work as needs are identified.

1.2 Location: SIPI is located at 9169 Coors Blvd., NW Albuquerque, New Mexico, 87120.

1.3 Direction: The Contractor shall accept directions only from the Contracting Officer's Representative (COR). Any changes to the project scope or other provisions of this Statement of Work (SOW) must be authorized in writing by the Contracting Officer

(CO).

1.4 Performance Time: The base period of performance shall begin on the effective date of the notice to proceed or issuance of a Purchase Order, with a base year and four option years. If work has to be scheduled after hours or during weekends Government personnel may be required for oversight. All work shall be scheduled through the COR.

1.5 Protection of Existing Facilities and Work: All areas that are used for access shall be kept clean and any damage to these areas shall be repaired to match the original condition. When the work is completed, all surfaces in the work area shall be restored to the original condition.

2. Scope of Work

2.1 The Contractor shall furnish sufficient technical and supervisory personnel to ensure the expeditious accomplishment of the work on a monthly or semiannual basis. Additionally, the contractor shall furnish all services, materials, equipment, tools, and travel required in connection with this work.

2.2 On-Site Assessment: Contractor shall verify all items of work and notify the COR of any discrepancies or concerns prior to performing any work. Prior approval is necessary for such a visit.

3. Items of Work

3.1 Elevators – General Requirements

A. Elevator servicing shall be performed by a licensed elevator contractor.

B. Preventative Maintenance Services shall be performed twice annually during SIPI’s trimester breaks, Monday through Friday, excluding Federal Holidays.

3.2 Preventive Maintenance Tasks

A. The contractor shall clean elevator machine, including the pump, valves, and motor.

B. The contractor shall maintain the following elements:

1. CONTROLLERS: including relays, contacts, coils, timers, printed circuit boards, microprocessor boards, controller wiring, travel cable wiring, hoist way wiring, fuses/fuse holders, and timers /time clocks.

2. SELECTOR: including electrical or mechanical drive components, cams, contacts, relays, resistors, leads, transformers, and solid-state components.

3. FIXTURES: including car and hall button stations, master indicator control panels, all signal fixtures including contacts, buttons, key switches, locks, lamps, and sockets.

4. MACHINE MOTOR: including gears, bearings, brakes and related parts, brushes, windings, commutators, rotating equipment, contacts, coils, and resistors for motor circuits, V-belts, sheaves and wiring.

5. PUMP: including sheaves, screens, filters, hoses, and any other parts thereof.

6. VALVES: complete, including relief valve, leveling valves, cheek valve, strainers, springs, gaskets, and any other parts thereof.

7. JACK UNIT: including plunger, guide bearing, packing and packing gland.

8. GOVERNOR: including sheave, bearings, shafts, contacts and governor jaws.

9. CAR: including power door operator, door protective devices, car door operator, hangers, car door contact, load weighing equipment, car safety devices, car guide shoes, and sub flooring.

10. ACCESSORY EQUIPMENT: all accessory elevator equipment, including equipment installed prior to the commencement of this Contract.

11. HOISTWAY: including deflector sheave, secondary sheaves, buffers, governor tension assemblies, limit switches, compensating sheave assemblies, compensating chain or cables, traveling cables, hoist way and machine room wiring, hoist way door interlocks, hoist way door hangers and gibs and auxiliary closer. Also included shall be the quarterly (or more frequent, if required) brush down and vacuum of the hoist way, divider beams, door hangers, car top and bottom, doorsills (beyond opening) and pit.

C. The contractor shall keep the guide rails properly lubricated, except where roller guides are used, and when necessary to renew guide shoe inserts, or roller guides when used, to promote smooth and quiet operation.

D. The contractor shall renew the wire ropes as often as necessary to maintain an adequate factor of safety and equalize the tension on all hoisting ropes.

E. The contractor shall ride the elevator to ensure floor levels, door operation and checking all fixture lamps (replacing when needed).

F. The contractor shall furnish lubricants compounded to specifications and selected to give the best performance and proper level. Lubricate pumps, pump motors, couplings, valve control equipment, guides or guide rollers, interlocks, automatic door operator and its linkage parts.

G. All other maintenance features or practices not cited above which are considered routine [in accordance with American Society of Mechanical Engineers (ASME) Part X, A17.1 and 1996 Boca Property Maintenance Code, Section PM-603.3] in elevator maintenance in general.

3.3 Testing and Inspections

A. Elevators shall be inspected monthly, annually, and quarterly along with associated machinery in accordance with the elevator manufacturer’s recommendations and shall include the applicable preventative maintenance tasks included herein.

B. The contractor shall perform monthly inspections, maintenance, repairs, and equipment adjustment services. The Contractor shall proceed to examine, adjust, lubricate and, if conditions warrant as determined by the Contractor, repair or replace parts.

C. Equipment testing shall be performed by the Contractor as required by the jurisdiction in which the elevator is located.

D. Periodic testing shall be performed in accordance with ASME A17.1 and 1996 Boca Property Maintenance Code, Section PM-603.3 to ensure that elevators meet safety and maintenance requirements. A qualified elevator inspection service shall be used by the Contractor. Certificate of Inspection shall be delivered to the SIPI – Office of Facilities Management, within three

(3) business days.

E. Required tests or inspections that remove an elevator from normal operation shall be scheduled and coordinated with SIPI.

Any repairs or adjustments which are necessary in order to complete a test and return an elevator to service shall be performed at no additional cost to the Government.

F. All applicable tests shall be completed by the Contractor on a timely basis and recorded on the Department of Labor and Industry’s Elevator Test Log Form, which shall be kept in the machine room at each station. The test results and a written report describing any needed repairs shall be forwarded to SIPI within three (3) business days of testing.

G. The contractor shall apply tags to equipment when applicable.

3.4 Callback Service

A. Callback service shall be defined as a service call to correct any elevator problem or condition that requires the Contractor to provide service prior to the next scheduled preventative maintenance service.

B. Incidental charges associated with this service, including but not limited to, fees, charges, tickets, mileage, etc shall be incurred by the Contractor at no additional charge to the Government.

3.5 Emergency On-Call Service

A. The contractor shall provide emergency on-call service twenty-four (24) hours, seven (7) days a week as needed to maintain elevator operation and to respond to elevator outages and elevator emergencies.

B. A qualified repairperson shall arrive on-site within one (1) hour of notification. The Contractor will receive notification from the COR or by an elevator cab phone.

4. Temporary Storage Facilities and Utilities

4.1 Electricity for elevator maintenance services. The Government will furnish to the Contractor all electricity for maintenance purposes at no charge to the Contractor. All electricity shall be carefully conserved.

5. Coordination

Contact: Renee K. Allen, Facility Supervisory Specialist at (505) 346-2345 or Renee.Allen@bie.edu for questions pertaining to technical matters.

6. Progress Payments

Payments shall be made in accordance with the payment provisions contained in the base contract.

6.1 Invoice Submission

Payments shall be made via the Governments Invoice Processing Platform (IPP) System. Submit courtesy invoice (via email listed below) to COR for review of accuracy and approval to submit for IPP processing. Invoices shall be submitted monthly.

Improperly prepared invoices shall be returned to the contractor, resulting in delayed payment.

Renee K Allen, COR/ Supervisory Facility Operations Specialist Southwestern Indian Polytechnic Institute Attn: Facilities Department P.O. Box 10146 Albuquerque, NM 87184 Renee.Allen@bie.edu mailto:Renee.Allen@bie.edu

As a minimum, a properly prepared invoice shall include:

I. Invoice date and invoice number II. Purchase Order Number and line item number

III. Contract name, address, and telephone number

7. Clearance Requirements

The Contractor shall obtain personal identification passes for all employees and vehicle passes for all contractors’ vehicles requiring entry onto SIPI campus. The Contractor must complete required documents and submit it through the COR to the Security Office. Vehicle registration, proof of vehicle insurance and a valid driver’s license must be presented for all vehicles to be registered.

7.1 Background Clearance

The contractor’s supervisory/lead personnel shall complete a DOI Access/e-eQip request form to the Security Point of Contact after the contract has been approved.

7.2.1 Safety & Security

A. All employees shall sign-in/out at the Facilities Department prior to beginning services and end of services. Employee(s) will require an escort until background clearance has been approved.

B. All employees shall wear a nametag or other identifying apparel.

C. All employees shall go through SIPI’s Safety Orientation the first time they provide services on the SIPI campus. This is to be completed by the Security Department.