Attachment 3 -TECHNICAL SPECIFICATION.pdf

TECHNICAL SPECIFICATION

4.1 SCOPE:

4.1.1 The Contractor shall furnish all site labor, technicians, supervision, instruments, tools, materials, supplies required in performing all repairs, modifications, and programming services in connection with the inspection, service, preventative maintenance, testing, and repair of the elevators and wheelchair lifts located at the Defense Supply Center Columbus (DSCC). All services shall be performed in accordance with the most current version of ASME A17.1, ASME A17.2, ASME A18.1, manufacturer manuals, and NFPA 72 code requirements.

4.2 DESCRIPTION OF EQUIPMENT:

4.2.1 Building 20

Passenger Elevators; Quantity 12, Type – Traction, Capacity 2,500 pounds, Speed 450 fpm, Clear Car Inside 6’- 8” wide by 4”- 3” deep, Travel 91 feet, Landings 7, Openings – Front, Entrance Type – Center Opening/Horizontal Sliding.

Service Elevator; Quantity 2, Type – Traction, Loading – ASME A17.1 Class A, Capacity 4,500 pounds, Speed 350 fpm, Clear Car Inside 5’-8 1/2” wide by 8’-0” deep, Travel 107 feet, Landings 8, Openings – Front, Entrance Type – 2 Speed Horizontal Sliding.

Freight Elevator; Quantity 1, Type – Traction, Loading – ASME A17.1 Class A, Capacity 10,000 pounds, Speed 200 fpm, Clear Car Inside 8’-0” wide by 13’-6” deep, Travel 107 feet, Landings 8, Openings – Front, Entrance Type – Vertical Bi-Parting.

Wheelchair Lift; Quantity 1, Capacity 750 pounds.

4.2.2 Building 306

Passenger Elevator; Quantity 1, Type – Hydraulic, Landings 2, Capacity 2,500 pounds.

Freight Elevator: Quantity 1, Type – Hydraulic, Landings 2, Capacity 3,000 pounds.

4.2.3 Building 43

Passenger Elevator: Quantity 1, Type – Hydraulic, Landings 2.

4.2.4 Building 11, Section 11

Wheelchair Lift: Quantity 1, Capacity 750 pounds.

4.2.5 Building 2

Passenger Elevator: Quantity 1, Type – Hydraulic, Landings 2, Capacity 3,500 pounds.

4.2.6 All equipment to be serviced and maintained under this contract is believed to be in satisfactory operating condition. After award of the contract, it is the Contractor’s responsibility to confirm the condition of all equipment. Within 30 days of contract award the Contractor shall notify the Contracting Officer in writing if any equipment is not in satisfactory operating condition. Should the Government agree that certain equipment is not in satisfactory operating condition, the Government will either perform the necessary repairs to bring the equipment to a satisfactory operating condition, or an equitable adjustment will be made in the contract price to have the Contractor perform the necessary repairs. Equipment requiring minor mechanical adjustments, lubrication, cleaning, and replacement of minor components is considered to be in satisfactory operating condition.

4.3 DESCRIPTION OF WORK:

4.3.1 The Contractor shall obtain operation and maintenance manuals, service manuals, service guides and other applicable documents from the manufacturer of each piece of equipment to be serviced and maintained. As a minimum the Contractor shall maintain one set of documents at the work site and furnish one set of documents to the Government.

4.3.2 The Contractor shall perform all inspection, service, preventative maintenance, testing, as required or recommended by the applicable ASME A17.1, ASME A17.2, ASME A18.1 standards, NFPA 72 fire code, and maintenance and service manuals or guides.

Within 5 days of the contract award, the Contractor shall submit, for approval by the Government, a detailed Service Plan describing all work and frequency of work to be performed on equipment serviced under this contract. The Service Plan shall be in accordance with the referenced standards and codes, in conjunction with the manufacturer’s recommended preventative maintenance, as provided in the manufacturer’s operation and maintenance manuals.

The Service Plan shall be used for defining or stating policy, objectives, or requirements;

assigning responsibility; controlling utilization of resources; periodically measuring performance; comparing that performance against stated objectives and requirements;

showing work control; and taking appropriate action. The Contractor’s day-to-day operation shall adhere to this documented method. The Service Plan shall include, but not be limited to the following: Organizational Structure, Lines of Support, Subcontractor Relationships, Operational Procedures, Employee Resumes, Overall Approach to Work, Transition Plan, Quality Management Plan, Project Management Plan, Environmental & Safety Plan, and Security Plan.

4.3.3. Records shall be provided to the Government for all services provide by the Contractor, and be available for review by Government Personnel at all times. The Contractor shall submit a copy of the completed forms upon completion of tests and/or maintenance to the Contracting Officer or designee, in addition to maintaining the records at the designated location. All records will remain the property of the Government and be turned over to the Government at the end of the contract. As built system drawings, original acceptance test records, and device manufacturer’s maintenance bulletins shall be retained to assist in the proper care of the system and its components.

4.3.4 The Contractor shall develop and maintain equipment logs on each major item of equipment serviced under this contract. The Contractor shall maintain service, preventative maintenance, and repair records for each equipment item on Center at the applicable equipment location.

4.3.5 If requested by the Government, the Contractor shall procure and post a certificate in each elevator attesting to the satisfactory safety inspection and testing of the elevator.

Certificates shall be current and issued at established intervals.

4.3.6 Special Work Requirements:

4.3.6.1 Provide safety / life safety inspections on elevators and wheelchair lifts a minimum of once a month.

4.3.6.2 Maintain all equipment in fully operational condition.

4.3.6.3 Replace lamps as required in all buttons and indicator lights.

4.3.6.4 Maintain elevator service rooms in a neat, clean and safe condition.

4.3.6.5 The Contractor shall perform all routine service, maintenance and repair during DSCC’s normal duty hours.

4.3.6.6 All replacement parts shall be equal to or superior in quality to the part being replaced and shall be the equipment manufacturer’s recommended substitute.

4.3.6.7 Whenever repairs are not completed by the end of the workday, the Contractor shall notify the Government Representative of the work status prior to leaving DSCC. The Contractor shall safely stabilize all equipment and place out of service signs at each floor before leaving the work site.

4.4 LEVEL 1 EMERGENCY SERVICE:

4.4.1 The Contractor shall respond to a request for emergency service within two hours after receiving notification from the Contracting Officer or their designated representative(s). Prior to performing any work and upon completion of any work, the Contractor shall report to the COR in Building 308 and update the maintenance log.

Information to be entered into the log includes: date of work and time in and time out, company name and individual name(s) performing the work, a contact phone number, and the reason for the visit. The Contractor shall also notify the Emergency Services Communication Center (614-692-3875) before and after performing any work.

4.4.2 Level 1 Emergency service calls are considered part of the basic service agreement.

The Contractor will not be reimbursed for any costs when required to perform emergency services during normal duty hours. Emergency services will be required whenever an elevator or wheelchair lift is inoperable or not operating correctly or when an unsafe condition exists. There shall be no limit on the number of emergency service calls required by the Contractor.

4.4.3 When Level 1 Emergency Service is required during non-normal duty hours, the Contractor will be reimbursed for the overtime differential portion of their standard hourly labor rate for the hours worked. This rate will be established in the Contractor’s cost proposal. The Contractor will only be reimbursed for the time his service technicians are at DSCC.

4.4.4 Level 1 Life Safety Emergency: A Level I Life Safety Emergency condition exists when personnel are trapped in an elevator or multiple units are out of service. Under these conditions the Contractor shall respond to an emergency service call within one (1) hour.

4.5 LEVEL 2 SERVICE:

4.5.1 The Contractor shall respond to a request for Level 2 Emergency Service as required by the Contracting Officer or their designated representative. These services include equipment replacement, equipment repair, or system and equipment modifications that are not included as part of the basic maintenance requirements. Examples of a Level 2 service include failed system components, modifications to the existing equipment to improve performance or satisfy new safety requirements, and repairs to equipment required because of Government negligence or misuse. No Level 2 Services will be performed unless directed by the Contracting Officer or their designated representative.

For each Level 2, the Government and the Contractor will have agreed upon the cost for the scope of work necessary to complete the service. Prior to performing the task.

4.6 WORK EXCLUDED:

4.6.1 The electrical power supply and service to the elevators and wheelchair lifts.

4.6.2 Cylinders, plungers, castings and buried piping and conduit for hydraulic elevators.

4.6.3 Interior finishes, light fixtures and ventilation equipment in car enclosures.

4.6.4 Smoke and heat sensors and communications systems.

4.6.5 Failure of equipment caused by misuse, negligence, tampering or other unauthorized use by the Government.

4.6.6 Failure of equipment as a result of fire, water, lightning or other uncontrollable acts.

4.7 COORDINATION:

4.7.1 A Government Representative(s) will be assigned to coordinate the work required under this contract. The Contractor shall provide, within 5 days after award of this contract, the telephone number where the Contractor’s service personnel can be reached at all times, including weekends, nights, and holidays. If any abnormal or unusual operating conditions of the equipment should occur, the Government will notify the Contractor.

Contractor shall make every attempt to minimize system downtime and immediately notify the Government when system(s) are out of service.

4.8 QUALITY CONTROL AND ASSURANCE:

4.8.1 The Contractor management team shall meet quarterly with the COR. Meetings shall be conducted with the COR where the Contractor presents their analysis of the past quarters workload, quality of work performed, and overall performance with defined actions for improved performance. The Contractor shall provide management representatives, above the level of local management, at the COR’s request to resolve performance issues. The Contractor will provide written meeting minutes to the COR within one (1) day following the meeting.

4.9 ACCEPTABLE PERFORMANCE:

4.9.1 The Contractor shall satisfy a minimally acceptable performance level. On a monthly basis if the Contractor is required to respond to more than five (5) requests for emergency service on the same piece of equipment, the Contractor’s performance will be considered unsatisfactory, and the Government may take appropriate action.

4.10 CONTRACTOR QUALIFICATIONS:

4.10.1 Only contractors with a minimum of five (5) years of experience in providing services for contracts of similar size and scope are qualified to submit an offer. Failure to submit sufficient supporting documentation, in the Contractor provided bid package, is grounds for not accepting an offer.

4.10.2 The Contractor shall have in their employment at all times a sufficient number of qualified employees to enable them to properly, safely, and economically manage, operate, and maintain the buildings and systems identified in this contract. The personnel employed by the Contractor shall be journeymen, certified or licensed in their respective trades for the state of Ohio. A copy of each employee’s certificate or license shall be made available to the COR upon request.

4.10.3 Only mechanics certified by the manufacturer of the equipment to be service under this contract may be assigned to perform work at DSCC.

4.10.4 An apprentice may perform work on this project only if directly supervised by an experienced, certified service technician.

4.10.5 Contractor personnel shall present a neat, clean appearance. Employees must wear similar contractor issued clothing bearing a distinguishing emblem or patch. All contractor service vehicles must be clearly identified with the company name.

4.10.6 The Contracting Officer may require the dismissal of any Contractor employee and/or subcontractor employee from the work site who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the building and its population. The Contracting Officer may require the Contractor to remove any employee from the job site who is found to violate the Disciplinary Rules or Standards of Conduct applicable to Federal employees. The removal from the job site of such person(s) shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely services.

4.11 ENVIRONMENTAL, SAFETY, AND OCCUPATIONAL HEALTH OFFICE:

4.11.1 The Contractor shall participate in all requested reporting, auditing, and environmental/safety compliance programs issued from this office. In coordination with the requests from this office, the Contractor shall submit a plan, including all reports and activities, to the Government representative within 14 days of contract award. All reports and documentation to be used in the Contractor provided plan shall be approved. The Contractor shall update and modify the plan as required to address contract changes and job site concerns.

4.12 PAYMENT:

4.12.1 The Contractor may invoice a maximum of once per month. Invoices are required to be submitted in Wide Area Work Flow (WAWF) for payment. Invoices shall contain sufficient information to determine the extent of work performed and shall be submitted as an attachment in Wide Area Work Flow. Each invoice shall contain an invoice number and the contract number.

4.13 SITE VISIT:

4.13.1 DLA Installation Management–Columbus will host a site visit on [date, time] Eastern Standard Time (EST). This will be the only opportunity for prospective offerors to inspect the equipment and sites where the services are to be performed. No other site visit will be conducted after [date, time] EST; no exceptions. Offerors attending the site visit shall report to the DLA Installation Management–Columbus Engineering Services Branch, Building 308, Defense Supply Center Columbus (DSCC) at the date and start time specified. Please email [contact name 1] and [contact name 2], at [email1] and [email2] respectively, with a list of attendees’ names no later than 48 hours prior to the site visit. See the clause at FAR 52.237-1, Site Visit, for the complete details (Attachment 3-Full Text Provisions and Clauses).

This one-time site visit will be scheduled for all prospective contractors, and each contractor shall have a representative at the site visit. Proposals received from any contractor that did not attend the site visit will not be evaluated for award. Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.