Attachment I - SOW.pdf

SCOPE OF WORK

1. GENERAL REQUIREMENTS: The work consists of providing all labor, materials and equipment as required to provide Elevator Maintenance for C5ISC and UPH Buildings located at

USCG Base Portsmouth, 4000 Coast Guard Blvd., Portsmouth, Virginia 23703.

2. COMMENCEMENT, PROSECUTION AND COMPLETION OF WORK: Upon acceptance the contractor shall commence work beginning the month of September 2026, and then on a consistent monthly basis until the ending term of the contract and or otherwise terminated by the Government.

3. SCOPE OF WORK:

Provide monthly elevator maintenance/inspection and annual inspection for one (1) US Elevator

Ascension 2000 model located at C5ISC and one (1) Dover Elevator Oildraulic DMC-1 model located at the UPH (Barracks) Building. Both buildings are located onboard USCG Base

Portsmouth located at 4000 Coast Guard Blvd Portsmouth, VA 23703. The services are to include the following: This is a 5-year contract consisting of a Base year plus 4 option years.

Monthly Inspections:

1. The technician shall notify the COR, Utility Branch Supervisor or Engineering and

Management Representative of their planned service date 48 hours in advance.

2. Check for proper operation prior to maintenance in accordance with OEM specifications and applicable industry standards. Performance is also to be in accordance with the American Disabilities Act.

3. Ensure that the telephone located inside of the car works properly.

4. Operate elevator to observe operation of all controls, indicator lights, sensors, floor alignment, and door operation. Adjust as necessary.

5. Check hydraulic oil level and fill as necessary. Maintain cleanliness of hydraulic room by wiping down fluid tank as necessary. Inspect / clean all valves. Empty drip pans as necessary.

6. Inspect hydraulic cylinder for wear and leaks.

7. Inspect and clean motor. Check belt tension, adjust as necessary.

8. Inspect and test all control relays and wiring terminals.

9. Reset ride counter on US Elevator located at C5ISC.

10. Check rail oilers, add oil as necessary.

11. Inspect and adjust rollers.

12. Inspect tracks at each floor and make adjustments / clean operators as necessary.

13. Inspect car lighting; replace bulbs / tubes as necessary.

14. Clean diffusers and top of car.

15. Access top of car and inspect limit switches.

16. Inspect door alignment. Clean / inspect rollers, guide track, gate, and door mechanisms.

17. Check hydraulic lift post connection at car platform.

18. Check Fire Service Phase I and II for proper operation.

19. Check the operation of the hoistway access.

20. Document all work performed and any findings. Provide a copy to Facilities

Engineering Division (FED) POC DC1 René Peña, , rene.m.pena@uscg.mil after each monthly inspection no later than two working days after completion of inspections.

Annual Inspections:

1. The technician shall notify the COR, Utility Branch Supervisor or Engineering and

Management Representative of their planned service date 48 hours in advance.

2. Check for proper operation prior to maintenance in accordance with OEM specifications and applicable industry standards. Performance to be in accordance with the American Disabilities Act.

3. Ensure that the telephone is located inside of the car works properly.

4. Operate elevator to observe operation of all controls, indicator lights, sensors, floor alignment, and door operation. Adjust as necessary.

5. Check hydraulic oil level and fill as necessary. Maintain cleanliness of hydraulic room by wiping down fluid tank as necessary. Inspect / clean all valves. Empty drip pans as necessary.

6. Inspect hydraulic cylinder for wear and leaks.

7. Inspect and clean motor. Check belt tension, adjust as necessary.

8. Inspect and test all control relays and wiring terminals.

9. Reset ride counter on US Elevator located at C5ISC.

10. Check rail oilers, add oil as necessary.

11. Inspect and adjust rollers.

12. Inspect tracks at each floor and make adjustments / clean operators as necessary.

13. Inspect car lighting; replace bulbs / tubes as necessary.

14. Clean diffusers and top of car.

15. Access top of car and inspect limit switches.

16. Inspect door alignment. Clean / inspect rollers, guide track, gate, and door mechanisms.

17. Check hydraulic lift post connection at car platform.

18. Check Fire Service Phase I and II for proper operation.

19. Check the operation of the hoistway access.

20. Document all work performed and any findings. Provide a copy to Facilities

Engineering Division (FED) after each monthly inspection no later than two working days after completion of inspections.

21. Provide an Annual Certification of each elevator. A certified elevator inspector is to perform all checks and weight as necessary by code. The contractor shall find, schedule and make payment to a license and certified third-party elevator inspection company for annual inspections at no additional cost to the government. All costs incurred / related to the annual third-party inspection and certification shall be included in the contract cost.

Repairs/Troubleshooting:

1. The contractor must be available 24 hours a day/7 days a week to respond to calls and can dispatch a service technician as the situation requires. Follow-up and emergency requests shall only be called in by the COR, Utility Branch Supervisor, or

Engineering and Management Representative. These calls shall be in response to entrapments, equipment failures, etc. The Contractor shall provide emergency response, travel, troubleshooting, and diagnostic services for repairs, faulty equipment, or operational concerns that fall outside the scope of routine preventative maintenance inspections. To cover these services, the contractor shall assume

$1,000.00 annually to cover these troubleshooting calls. This number is only provided as an estimate, and the Government reserves the right to exceed this number if required.

2. No travel, troubleshooting, or diagnostic work under this section shall be performed without prior written authorization from the COR. Charges billed against this allowance shall be restricted strictly to travel time, mileage/mobilization, and diagnostic labor required to identify the root cause of the issue.

3. Upon completion of the troubleshooting and diagnostic phase, the Contractor is strictly prohibited from performing any corrective actions or physical repairs under this contract. The Contractor must immediately submit a detailed, itemized quote to the COR outlining the recommended repairs, necessary parts, labor hours, and total cost. Separate Payment: No repair work shall proceed under this contract. Approved repairs will be funded, procured, and paid for separately from this maintenance contract through a distinct procurement action authorized by the COR/Contracting

Officer prior to the commencement of any work.

4. Any work outside of the contract shall require a quote submitted to the COR which must then be routed for approval via Contracting Officer prior to commencement.

Failure to provide a quote and route through the Contracting Officer for funding approval shall result in the contractor assuming the cost, and the Coast Guard will not be responsible for payment for that service/maintenance. This additional work shall be executed under a separate contract / work order that will be funded based upon a written estimate that details the exact repair with detailed labor and material costs.

5. All repairs will be funded and paid for separately by Base Portsmouth. The method of payment will be through submission of invoice into the Invoice Processing Platform

(IPP) via a Purchase Order (PO). Individual repairs not subject to terms of this contract and under $2,500 in cost may be paid by Government Purchase Card (VISA).

**RAPIDGate Program: USCG Base Portsmouth has implemented the RAPIDGate Program for their security protocol. The Contractor shall register with RAPIDGate and obtain security passes prior to commencing any on site work.

***All service visits are to be arranged in advance by contacting the Utilities Branch Supervisor at 757-483-8506. The technician shall notify the COR or Building manager of their planned service date 48 hours in advance. The findings of these visits are to be emailed to the QAE of this contract NLT 5 days of the visit.

4. DESIGNATED CONTRACTING OFFICER’S QUALITY ASSURANCE

EVALUATOR (QAE) REPRESENTATIVE: The designated contracting officer’s QAE representative and Point of Contact for this project is DC1 René Peña, 757-375-1184, rene.m.pena@uscg.mil

5. CONDITIONS AFFECTING THE WORK: The Offeror should visit the site and take such other steps as may be reasonably necessary to ascertain the nature and location of the work, the general and local conditions which can affect the cost of the work thereof. Failure to do so will not relieve bidders from responsibility for estimating properly the difficulty or cost of successfully performing the work. The government will assume no responsibility for any understanding or misrepresentations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in the request for quotes, the specification or related documents.

6. AFTER AWARD OF THE CONTRACT: The contractor must immediately notify the contracting officer’s QAE representative of his intended start date. The work shall be done in accordance with the specification.

7. ORAL MODIFICATION: No oral statement of any person other than the contracting officer shall in any manner or degree, modify or otherwise affect the terms of this contract.

8. WORKMANSHIP: All work shall be accomplished with the best standard practices, and by workmen thoroughly experienced in the required trades. The work shall be supervised by experienced personnel and shall be satisfactory to the Contracting Officer.

9. PERMITS: The contractor shall, without additional expense to the government, obtain all appointments, licenses, and permits required for the prosecution of the work. The contractor shall comply with all applicable federal, state and local laws.

10. CLEAN UP: All trash and debris shall be removed from the site daily. The job site shall be left in a clean and neat manner.

11. WORK OUTSIDE REGULAR HOURS: If the contractor desires to carry on work on

Saturday, Sunday, holidays or outside the station’s regular hours, he may submit his request in writing to the Contracting Officer’s QAE Representative for approval consideration. The contractor shall allow ample time to enable satisfactory arrangements to be made by the government to inspect the work in progress.

12. UPON COMPLETION OF WORK: Contact the Contracting Officer QAE Representative to arrange for inspection/acceptance of work.

13. IDENTIFICATION OF CONTRACTOR PERSONNEL AND VEHICLES:

The contractor shall provide a detailed list of all employees to the QAE Representative five

(5) days prior to commencing work. The employee list shall contain the employee’s full name, date and place of birth, current address and last four (4) of SSN. The Base

Portsmouth Security Officer will be given a copy of the employee list and a pass will be issued for entry. Each contractor that does not have Real ID on their Driver licenses will need to present one of the following credentials:

. U.S. Department of Defense ID, including IDs issued to Active Duty, Reserve, National Guard, retirees and dependents.

. RAPIDGate Credential

. HSPD-12 PIV card

. State-issued Enhanced Driver's License

. U.S. passport

. U.S. passport card

. DHS trusted traveler cards (Global Entry, NEXUS, SENTRI, FAST)

. Permanent resident card

. Border crossing card

. Federally recognized Tribal Nation/Indian Tribe, including Enhanced Tribal

Cards (ETCs)

. Foreign government-issued passport

. Transportation worker identification credential. U.S. Citizenship and

Immigration Services Employment Authorization Card (I-766)

. U.S. Merchant Mariner Credential

. Veteran Health Identification Card (VHIC)

Each contractor provided vehicle or towed trailer shall show the contractor’s name so that it is clearly visible on the vehicle. A valid state license plate and safety inspection sticker is required. All vehicles operated on government property shall be maintained in a good state of repair.

14. SAFETY REQUIREMENTS:

1. Responsibilities:

a. All contractors working on CG Base Portsmouth shall abide by all federal safety regulations as published by the Occupational Health and Safety Administration, 29

CFR 1910 (series), 29 CFR 1925 (series) and 29 CFR 1926 (series). Contractor written safety programs shall be reviewed by the Base Safety Officer prior to starting work.

b. Written notification must be provided to the Base Safety Officer, Kelvin Smith 757-

218-245, kelvin.k.smith@uscg.mil in their capacity as Base Fire Marshal of any activity that could potentially cause fire or explosion or that changes or reduces the capability of fighting a fire or explosion. Some examples of qualifying activities are:

fire hydrant or fire suppression system that must be taken out of service for any reason, electrical work that affects fire alarm systems, introduction of hazardous or flammable material onto the Base, and blocking of any egress routes or emergency vehicle routes. Inclusion of this information in the contract constitutes written notification as long as the outsource review sheet is signed by Base Safety Officer.

c. Copies of the following must be provided to the Base Safety Officer prior to starting work in affected areas: Confined Space Entry Permits, Hot Work Chits, and Dig

Chits. Confined space clearance must be conducted by a certified marine chemist and permit required spaces will have a copy of the permit posted on site during work. Hot work will only be conducted with permission, and a fire watch must be posted during work. A facility dig chit is required in addition to a Miss Utility dig chit. The systems at Base Portsmouth are not limited to what the City of Portsmouth has on file.

To ensure electrical safety and integrity of systems, a facility chit is required.

d. Lock Out/Tag Out requires notification and coordination with facilities and will not be conducted by a contractor on Base Portsmouth. A Facilities Division representative is required for all contractors Lock Out/Tag Out needs.

2. Rights:

a. Every employee working on Base Portsmouth has the right to a safe and healthy workplace. The contractor has the responsibility and right to stop unsafe work. QAE’s and the Safety Officer may also institute a work stoppage relating to unsafe practices or immediate danger to life and health situations.

15. ENVIRONMENTAL PROTECTION REQUIREMENTS:

a. All contractors working on CG Base Portsmouth shall abide by all federal environmental regulations as published by the Environmental Protection Agency, 40

CFR (series). Contractor written environmental management and pollution prevention programs shall be reviewed by the Environmental Protection Specialist, Scott Fisher 757-751-7383 Larry.S.Fisher@uscg.mil prior to starting work and must be in accordance with ICSPORTSVA INSTM5090.2, the Unit Environmental

Guide.

b. Written notification must be provided to the Environmental Protection Specialist of any activity that could potentially cause a permit violation on Base Portsmouth.

Some examples of qualifying activities are: any activity that could result in a spill or discharge into a waterway or introducing a hazardous material into the environment.

c. Copies of the following must be provided to the Environmental Protection Specialist prior to starting work in affected areas: Material Safety Data Sheets, permits, and notices of intent.

d. Hazardous materials used by a contractor are required to be disposed of by that contractor. Disposal must be in accordance with federal, state, and local guidelines.