Attachment 1 W912PB24R3013.pdf

ATTACHMENT 1

COMMON LEVEL OF SUPPORT (CLS 411) / SPECIFIC TASKS

5.1. Basic Services:

Services of the contractor comprise all labor and incidental costs which arise for the administration, control, supervision, planning, operation, inspection, testing, transportation, maintenance, trouble-shooting, repair and replacement of parts and material.

5.2 Recurring Services:

5.2.1 Preventive Maintenance (PM):

The contractor shall schedule and perform Preventive Maintenance for all systems as requested under this contract in accordance with (IAW) this PWS and the manufacturer’s maintenance manuals. In case the contractor cannot obtain manufacturer’s maintenance manuals he may perform preventive maintenance IAW recognized high standards of the particular industry which is predominant in the trade. Contractor shall proof to the COR that those standards are not less than manufacturer’s requirements.

The contractor shall accomplish recurring preventive maintenance in accordance with the determined maintenance intervals on the respective elevator systems, Attachments No 1-4.

Technical Attachment (TA) No 1-4 states the installed and inventoried equipment at the individual installations.

When the Contractor detects a deficiency or malfunction in the equipment during the performance of PM that meets the condition for an immediate routine repair which can be accomplished during the performance of PM, contractor immediately shall notify the COR or designated approving authorities to obtain the approval for repair. Independent thereof, contractor shall document the deficiency or malfunction on the work certificate. Without prior approval from the COR or designated approving authorities no repair work is authorized.

5.2.1.1 PM Documentation and Reporting Requirements:

5.2.1.1.1 PM and Inspection Report:

PM and Inspection Reports list and describe the individual service tasks and activities to be performed by the contractor during maintenance and inspection of Elevator Systems. The Contractor shall establish and maintain PM and Inspection Reports for each Elevator System. The preparation of maintenance and inspection reports shall be based on maintenance frequencies, operation guidelines of the manufacturer, as well as IAW Elevator System Description for the respective MC. PM and Inspection Reports shall be part of the Annual Preventive Maintenance Schedule.

5.2.1.1.2 Annual Preventive Maintenance Schedule (APMS):

Within eight (8) workdays after the Post Award Conference, the Contractor shall submit to the COR a proposed work and time schedule for the Preventive Maintenance and Safety Inspection Work for equipment covered under this contract (Deliverables # 11). The schedule shall show a PM performance schedule for an entire one year cycle for each individual MC. Services shall be accomplished within a continuous period. Within five (5) calendar days of submission of the proposed schedule, the COR will agree or disagree to the proposed schedule. If disapproved, the contractor shall submit correction within five (5) calendar days. As work progresses, the contractor shall annotate their schedule to reflect backlogs. The Contractor shall not deviate from approved maintenance schedule. An updated PM schedule, that highlights and shows any changes, shall be submitted to the COR at least sixty (60) calendar days prior to the start of the next maintenance cycle. The updated schedule will be subject to COR‘s acceptance in the same manner as the original schedule.

5.2.2 Safety Inspection:

The contractor is responsible for the planning, scheduling, preparation and implementation of the main, intermediate and recommissioning safety inspections, including load and brake tests in accordance with the currently applicable regulations.

For these safety inspections, the contractor must commission an expert from an approved inspection body and provide a lift technician for these tests.

For each inspection, a test certificate must be issued by the approved inspection body and the contractor must hand this over to the COR NLT 10 (ten) working days after the safety inspection.

After passing the test, the contractor must document the continued operation of the system and attach a test sticker for this purpose. The inspection sticker is to be provided by the contractor and must contain at least the following information in English:

- regulations according to which the test was carried out,

- company

- test date

- date of the next safety inspection

- signature of the expert

The inspection stickers must be at least 6 x 6 cm in size.

5.3 On-Demand Services:

5.3.1 Repair Work (RW):

The contractor shall perform Repair Work – Routine Repair Work, On-Call-Repair Work as well as Emergency Repair Work. Any repair requires prior approval from the COR or other determined authorized Government personnel. Repairs are to be scheduled in coordination with the COR, who may establish priorities for issued routine repair orders. All repair work requires contractor’s prior cost estimate, verbal and written as specified. All cost estimates are to be directed to the COR.

(Refer to Paragraph 5.4.4. Cost Estimates) Each repair work shall include a functional test for proper operability of the systems for its designated function.

5.3.2 On-Call Repair Service (RS):

Repair Work of an elevator system or an equipment component as a reaction of defects identified by the Government or Building Occupants, that if not corrected, will result in permanent damage to the equipment, related equipment and/or perishable goods or seriously impact the ability of a user to perform his/her mission.

Routine On-Call Repair calls will be placed during normal working hours (Refer to Paragraph 1.2.)

Monday thru Friday, excluding Saturdays, Sundays and official German holidays.

In general, Routine On-Call Repair calls will be in writing and submitted to the contractor via Faxmail. However, on-call orders can be placed orally via telephone call. Written order will follow within the same Government work day NLT next following Government work day.

Contractor‘s expenses for on-call services (i.e. commuting expenses, costs for vehicle, personnel costs, any miscellaneous costs etc.) shall be included in the contractor‘s on-call price bid for routine on-call service.

The on-call service call will be performed on a firm fixed price basis per call, and shall include all costs associated with the technician’s travel to the site, as well as pure labor hours, tools and equipment needed.

A Routine On-Call Repair Service is determined – Fixed Price Routine On-Call Repair Service Category ”A” specified as follows: Category A Service Calls covers not extensive repairs, but experienced control or electronic malfunctions, i.e. the re-adjustment of door contacts or adjustment of door contact rails and level adjustments, etc during the regular Government operation hours Monday thru Friday 07.30 – 16.00 hours.

Service Calls Category “A” includes the following:

- Contractor guarantees to have sufficient elevator technicians at work site within 48 hours after oral notification by the authorized Government personnel.

- two (2) hours pure labor time starting at work site

- all incidental expenses (per diem, travel time, TDY etc.)

- costs for repair parts limited at €100,00 per service call

- provide a cost estimate for any required follow on repair work within two working days after assessment of damage

Any additional required labor hours and spare parts exceeding this firm fixed price basis per call will be compensated with the regular labor hour price determined in the contractor’s price schedule for hourly rates at the individual locations.

If the a routine service call is placed during regular duty hours the contractor is already at site performing schedule preventive maintenance, the set service call for the performance of routine repair will not extra be charged. In this case only the additional required regular labor hour rates will be paid.

5.3.3 Emergency On-Call Repair Services:

An “emergency on-call Service” is defined as a reaction to an emergency call that is not scheduled and is performed on an on-call basis as identified by the Government after regular duty hours, Government and Host Nation Holidays.

An emergency call will be placed for a malfunction in which a failure is considered a danger to life, health and safety and/or property, including loss of perishable goods, or prevents the user from performing assigned missions.

Emergency on-call services will be ordered by the determined Government personnel and by the Emergency Service Order Desks (Fire Department) of the individual military community (except Garmisch) after regular duty hours.

An Emergency On-Call Repair Service will be performed on a firm fixed price basis per call, and shall include all costs associated with the technician’s travel to the site, as well as pure labor hours, tools and equipment needed to diagnose the defect.

An Emergency On-Call Repair Service is determined – Fixed Price Emergency On-Call Repair Service Category ”B” specified as follows

Fixed Price Emergency On-Call and Repair Services- Category “B” Category B Service Calls exclusively covers emergency situations if personnel are caged in elevator cabins or in case of other imminent danger outside the regular operation hours Monday thru Sunday, German and American Holidays

Service Calls Category “B” includes the following:

- Contractor guarantees to have sufficient elevator technicians at work site within 2 hours after oral notification by the authorized Government personnel.

- two (2) hours pure labor time starting at work site

- all incidental expenses (per diem, travel time, TDY etc.)

- costs for repair parts limited at €100,00 per service call

- provide a cost estimate for any required follow on repair work within two working days after assessment of damage

Any additional required labor hours and spare parts exceeding this firm fixed price basis per call will be compensated with the regular labor hour price determined in the contractor’s price schedule for hourly rates at the individual locations.

The contractor shall submit a verbal cost offer to the COR for approval, immediately after identification of the dimension of damage.

On approval the contractor shall commence work continue until the emergency has been reduced to an urgent or routine status. The verbal repair cost offer shall be confirmed in writing within 2 contractor workdays after receipt of verbal approval.

The contractor shall inform the COR and the Alternate COR about the status of every emergency repair personally or by mail NLT 8.00 am the next working day.

5.3.4 Settlement of Emergency Calls:

The Contractor shall submit his proposed rates per service call including all ancillary cost as well as the hourly labor rate for emergency repair services in the bid schedule under the appropriate ELIN No’s of the various Garrison Locations and contract years.

5.3.5 Cost Estimates:

Contractor is required to submit a cost estimate for all repair work prior to perform repairs.

The cost estimate shall identify the number of labor hours needed to correct the defect and the price for repair parts, to include the associated handling fee (if applicable) All estimates shall be calculated at the appropriate rates, as specified in the contract, based on the type of repair service (routine repair, on-call repair or emergency repair), the geographic location and current contract period.

The contractor shall provide the cost estimate to the COR, within 3 contractor workdays after the repair requirement is identified/confirmed Contractors written repair cost offer, as minimum, shall include the following:

a. Man-hours to perform repair.

b. Detailed parts/material list including name of parts/material, manufacturer’s part number, costs of part/material, and delivery time.

c. Name/number/date of catalog used for parts/material identification and pricing or suppliers offer.

d. Estimated start and completion date after receipt of COR/POC approval to perform recommended repairs. All work shall be completed within 5 calendar days of estimated start date and shall be performed IAW the applicable regulations as stated in Section C-6.

e. If routine or urgent required repair work is detected during the performance of the routine maintenance, contractor shall provide a verbal cost estimate to the COR, however, a detailed written cost estimate has to follow the next contractor working day.

COR and the Technical Staff will evaluate the estimate and either accept or reject the estimate.

If accepted, the contractor will be provided an authorized work memorandum to proceed with the repair.

5.3.6 Repair Work Authorization Procedure:

The contractor shall not perform any repair work without the appropriate authorization to proceed.

All repair work shall be documented on the respective work certificate, which shall be signed by the contractor, customer and Government contract compliance inspector upon completion of repair.

The completed work certificate, written cost estimate and written authorization to proceed shall be submitted with the invoice.

Each work authorization issued for routine repair services, on-call repair services and emergency services shall be performed on a fixed price basis (on-call-price) as specified.

All repairs will be performed on a firm-fixed price basis at the agreed upon price, calculated in accordance with the current price schedule. In the event an agreement cannot be reached on the level of effort required to complete the repair, the Government reserves the right to have the repair work completed by other sources and only the price for the on-call-service may be invoice.

5.3.7 Personnel Authorized to Order Service Calls:

Routine Service Calls as well as Emergency Service Calls will be ordered by the KO, COR, authorized designated Government personnel and the Fire & Emergency Service Desk (Fire Department), only.

At each emergency call the contractor will receive a telephone call to the emergency phone number provided by the contractor during the pre- performance conference.

5.3.8 Hot Welding:

The Contractor will be responsible for obtaining all the necessary permits for hot work or welding.

The Contractor has to coordinate with the installation Fire Department. The Contractor shall advise the COR of any anticipated hot work (welding) so that the required advanced approval may be obtained.

5.3.9 Reimbursement of Services:

All services as specified under Level I recurring routine preventive maintenance work will be reimbursed under the respective CLINs for level I recurring maintenance work only if tasked and approved by the COR.

For several reason the contractor is not entitled to perform level I maintenance work in a consistent and sequenced timely or location manner. There might be reasons for the Government to preclude this such as mission, operational or personnel reasons. Further the Government reserves the right to task the contractor to simultaneously perform partial or all Level I/II maintenance/repair or troubleshooting work if deemed to be in the best interest of the Government.

There might be reasons for the Government to preclude this such as mission, operational or personnel reasons. Further the Government reserves the right to task the contractor to simultaneously perform partial or all Level I/II maintenance/repair, trouble-shooting or emergency repair work if deemed to be in the best interest of the Government.

Trouble-Shooting/On-Call Services, Routine Repair and Emergency On-Call Services will be reimbursed as specified within the respective Elin’s -one Service Call equals one Service-.

Trouble-Shooting/On-Call Services stands for unscheduled inspecting, testing, searching and defining the nature for a facility/equipment/system failure, break down, or defect and will be ordered by the responsible COR.

The lump sum cost will be paid per service call independent at which facility, equipment or system being service once per day as specified in Paragraph.2.21.

If it requires special effort in time, equipment or material to define a failure or to repair the system to the level operational it needs to be tasked and approved by the COR.

The contractor is entitled to perform trouble-shooting work as directed by the COR and the authorized responsible personnel only specified under this PWS, Paragraph 1.15.

There might be reasons for the Government to preclude this such as mission, operational or personnel reasons. Further the Government reserves the right to task the contractor to simultaneously perform partial or all level I/II maintenance/repair and trouble-shooting work if deemed to be in the best interest of the Government.

5.4 Functional Areas:

USAG Bavaria Tower Barracks, Rose Barracks, Hohenfels and Garmisch.

USAG Bavaria Tower Barracks Grafenwoehr is located located between the towns Nürnberg and Weiden app. 70km north-east of Nürnberg, Federal Republic of Germany.

USAG Bavaria Rose Barracks Vilseck is located between the towns Nürnberg and Weiden app.

50km north-east of Nürnberg, approx. 30 km south-west of Tower Barracks Grafenwöhr, Federal Republic of Germany.

USAG Bavaria Military Community Hohenfels is located near the town of Hohenfels, approx. 50 km south-east of Nuernberg, in the south-east area of the Federal Republic of Germany.

USAG Bavaria Military Community Garmisch-Partenkirchen is located near town Garmisch- Partenkirchen, approx. 90 km south of Munich.

5.5 Personnel and Vehicles

- Key Personnel: The Contractor shall submit a list of Key Personnel (IAW Para 2.4.3.) to the KO within five days after the award. This list shall include each employee's name, title, office and mobile Telephone number, work assignment, training and qualification, evidence of qualifications and period of experience (Reference Para 2.4.3 -2.4.3.6, Deliverables # 17).

- Other Personnel: The Contractor shall submit same information and qualification of employees - other than key personnel (Reference Para 2.4.3.6) - to the COR within five days after the award (Deliverables # 17).

The Contractor shall submit in writing any changes in staff prior to implementation of the change.

In emergency situations and cases of adverse actions, the Contractor shall submit the change in writing to the COR not later than two days hours after the change is implemented. Whenever the contractor adds or removes any employees to his work force under this contract, he shall submit documentation and certificates to the COR to substantiate the employee's qualifications prior to any work performance under this contract.

- Vehicles: the contractor shall submit in addition, a list of all vehicles used under this contract within five days after the award (Deliverables # 18). Vehicle list shall include the following information:

- License Plate #

- Make/Model

- Drivers name in case a permanent driver is assigned to.

5.6 Contract Reporting Requirements:

5.6.1 Financial Status Report (FSR):

Contractor shall submit a financial status report for each Task Order to the COR at the same time the invoice is announced to WAWF (Deliverables # 14). The financial status report, associated with the applicable task/delivery order CLINs, shall be transmitted to the COR electronically and shall include the following:

- Option, Task Order –Number and PoP

- Billing period,

- Total amount per CLIN,

- Amount invoiced against each CLIN,

- Cumulative amount invoiced to date against each CLIN

- Remaining balance amount of each task order CLIN.

- Order-Pipeline: ordered, processed but not yet billed amounts of open WCs against each

CLIN

The contractor shall track billing history and order-pipeline continuously. The Contractor shall notify the COR immediately once 75% of the total amount of the applicable task order or single CLIN has been exhausted.

5.7 Cost Consumption Report (CCR): The contractor shall establish and provide a cost consumption report for each WC and door system electronically to COR on a bi-annual basis or on request by the COR (Deliverables # 15). The cost consumption report shall be structured as follows:

- Option

- Task Order

- PoP

- Work Certificate#

- Invoice#

- Inventory#

- Cost per Elevator System including all cumulative costs for maintenance, repair, inspections and repair parts

- Cumulative cost consumption for each Door System

- Cumulative cost consumption per option year after submittal of the final invoice of each individual option year.