Attachment J-1 Section C Statement of Work.pdf

9594CS21Q0037 - ATTACHMENT J-1

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Background. The Court Services and Offender Supervision Agency (CSOSA) is an independent, executive branch Federal Agency, established under Section 11232 of the National Capital Revitalization and Self-Government Improvement Act of 1997. The Act effectuated the reorganization and transition of functions relating to pretrial services, parole, adult probation and offender supervision in the District of Columbia to a Federal arena. The mission of the CSOSA is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community.

C.2 Scope of Work.

C.2.1 The Contractor shall provide:

C.2.1.1 Preventative maintenance services, inspections, testing, and respond to routine/emergency service calls for passenger elevators at the following CSOSA’s facilities:

• 3850 South Capitol Street, SE, Washington, DC 20032

• 910 Rhode Island, NE, Washington, DC 20018

C.2.1.2 The Contractor shall also provide elevator emergency phone monitoring for the passenger elevators at the above CSOSA locations 24 hours a day, 7 days a week, 365 days a year.

C.3 Requirements for Elevator Emergency Phone Monitoring. The Contractor shall provide all labor and equipment necessary to monitor the elevator emergency phones in the passenger elevators located at the CSOSA buildings identified above in Section C.2.1.1. Required monitoring shall occur 24 hours a day, 7 days a week, 365 days a year.

Monitoring shall be performed by an “approved supervising station” in accordance with

NFPA 72.

C.4 Requirements for Elevator Preventative Maintenance, Inspections, and Testing.

C.4.1 The Contractor shall provide monthly elevator preventative maintenance, all required testing services, and, as required by DCRA (https://dcra.dc.gov/service/elevator-inspections-0), biannual third party inspections every six months (twice a year).

C.4.2 All elevator preventative maintenance and inspection services provided shall be in compliance with the ASME Safety Code requirements, the Washington DC, Department of Consumer and Regulatory Affairs (DCRA), manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc.

https://dcra.dc.gov/service/elevator-inspections-0

9594CS21Q0037

Attachment J-1: Statement of Work

C.4.3 Biannual third party inspections shall be in accordance with Section C.5 below.

C.4.4 Full preventative maintenance service is defined as all services, repairs, inspections, and testing (including all labor, parts and materials) necessary to maintain the passenger elevators identified in Section C.2.1.1 above as well as conveyance equipment, appurtenances, and accessories in a fully operational mode at all times except for pre-scheduled downtime. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoist-ways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails. Reference is made to Section 8.6 of the ASME A17.1 Safety Code for Elevators and Escalators which establishes requirements that must be adhered to.

C.4.5 The Contractor must provide all tools, equipment, supplies and personnel (including management and supervision) required to performed routine, periodic maintenance and for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). The Washington DC, Department of Consumer and Regulatory Affairs (DCRA) is the AHJ for this award.

C.4.6 The Contractor shall maintain the elevators in accordance with the performance standards outlined in the below Section C.8, Performance Standards, and within the requirements of the ASME 17.1 Safety Code for Elevators and Escalators.

C.4.7 The Contractor is responsible for the accomplishment of all tests required at the intervals specified and in accordance with ASME 17.1 Safety Code for Elevators and Escalators and DCRA. Costs for all tests required by code are to be included in the relevant contract line item number (CLIN) price. No additional charges for tests performed shall be billed to the Government, regardless of when the testing is performed.

Tests to be performed include, but may not be limited to, the following:

C.4.7.1 Fireman’s Emergency Operation must be maintained and tested. This testing shall be conducted monthly and results must be documented. Such tests shall be conducted in a manner that the test does not interfere with the normal operation of the building as determined by the COR. All costs for any testing are to be included in the monthly elevator monthly preventative maintenance price.

C.4.7.2 Life Safety Testing. The Contractor will also assist in the Buildings Annual Life Safety Inspections. The Contractor will assist the Life Safety Technician in the testing of smoke, heat detectors, as well as elevator recall which are affiliated with the elevator equipment and the fire alarm system. The Life Safety Testing will occur once a year and will be scheduled to coincide with one of the monthly preventative maintenance inspections performed by the elevator maintenance Contractor.

C.4.8 Elevator emergency phones shall be tested monthly.

C.4.9 The Contractor shall maintain appropriate certifications by the appropriate federal and state regulatory agencies to meet all federal and local (District of Columbia) certification requirements for the elevators identified below as well as any associated conveyance equipment, appurtenances, and accessories.

C.4.10 Repairs required over and above routine monthly preventative maintenance or testing. If any repairs over and above the routine monthly preventative maintenance are required, the Contractor shall provide the COR an estimated time and price to complete the repair before incurring any costs. All repair procedures as identified above in this Statement of Work apply to any repairs required under this section.

C.4.11 Reporting Requirements.

C.4.11.1 A written inspection test log shall be maintained in each elevator machine room at each location.

C.4.11.2 Copies of all test results will be furnished to the COR within one business days from the completion of the each test.

C.4.11.3 Within two business days after the end of each month, the Contractor shall prepare and submit a written report that includes:

• Date and time of the monthly preventative maintenance;

• Identification of the elevator;

• Location of the elevator;

• Overall condition of the elevator;

• Any needed repairs above the routine preventative maintenance work;

• Identification of any routine or emergency repairs made during the month to include the elevator the repairs was made to, the date of the repair, and a description of the repair; and

• Name of the technical performing the monthly preventative maintenance.

C.4.11.4 Reporting Required from Any Repairs. A report for any repairs over and above the routine monthly preventative maintenance completed shall be provided as outlined in the below Section C.6.4, which provides reporting requirements for routine service calls or the below Section C.7.4, which provides reporting requirements for emergency service calls.

Manufacturer Size Type Type of Elevator Location Otis 2000lbs Hydro Passenger 3850 South Capitol St, SE Schindler 2000bs Hole less Hydro Passenger 910 Rhode Island, NE

C.5 Biannual (every six months/twice a year) Third Party Inspections.

C.5.1 The elevator maintenance Contractor shall hire an independent third party inspector to perform the DCRA required biannual (twice a year/every six months) inspections. The independent inspector(s) must meet the DCRA qualifications, i.e., QEI certified elevator inspector. The performance of the biannual third party inspection must be subcontracted with individuals/firms independent of the elevator maintenance Contractor's organization.

C.5.2 Notification of upcoming biannual third party inspections must be provided to the COR at least five business days in advance of the date of the inspection. The elevator maintenance Contractor shall provide personnel who are familiar with the equipment to perform tests and assist the inspector.

C.5.3 The biannual third party inspections shall be performed in addition to and not in lieu of normal preventative maintenance and service work.

C.5.4 Reporting.

C.5.4.1 For each biannual third party inspections and for each elevator, the third party inspector is required to complete the documents identified at https://dcra.dc.gov/service/elevator-inspections-0, Section titled, “Inspection Checklists and Documentation.” Consolidated reports are not acceptable. A copy of each completed document shall be submitted to the DCRA and also be provided to the COR.

C.5.4.2 In addition, along with the inspection report identified above, a list of the deficiencies identified in the third party inspection as determined by the third party inspector shall be provided to the COR.

C.5.5 If for any reason, the required biannual third party inspection is not accepted by DCRA, the Contractor shall immediately (i.e., within five business days of the DCRA notification), at its own expense, re-perform the required inspection.

C.5.6 The elevator maintenance Contractor is responsible for addressing all deficiencies identified in the biannual third party inspection. If any deficiency requires a repair over and above that covered under routine monthly preventative maintenance, the Contractor shall provide the COR an estimated time and price to complete the repair before incurring any costs. All repair procedures as identified above in this Statement of Work, including reporting requirements, apply to any repairs required under this section.

C.6 Routine Service Calls.

C.6.1 Routine service calls are repairs that are to be made due to an inspection report or as a result of service call from the Contracting Officer’s Representative (COR) during the CSOSA business hours of 7:00AM through 7:30PM, Eastern Standard Time. The

Contractor shall respond promptly, within two hours, to requests from the COR for routine service. The Contractor shall report to the work location, survey the repair, and provide the COR an estimated time and price to complete the repair.

C.6.2 The Contractor shall commence the repair work after only after receiving approval from the COR to proceed. All repair work shall be in accordance with normal commercial practices using materials and parts as specified by the below Section C.15.4, Materials and Parts. Downtime of the elevator will be kept to an absolute minimum.

C.6.3 If the Contractor is unable to complete the repair at the time of the service call (after approval from the COR to proceed), the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the issue is incidental nature, such as a light out, the Contractor shall allow the elevator to remain in service until the service issue can be resolved.

C.6.4 Reporting Requirements. The Contractor shall prepare and submit a written report within two business days after the routine repairs are completed. The report shall include:

• Date and time of the service call;

• Location of the elevator;

• Detailed description of the action taken to resolve the problem, including nature of repairs, materials/parts repaired/replaced, and testing performed to ensure problem was rectified;

• Total amount for labor incurred for the repair;

• Total amount for parts incurred for the repair;

• Time and date correct action was completed; and

• Name of the technician performing the repairs.

C.7 Emergency Service Calls.

C.7.1 The Contractor shall be available to respond to emergency service calls 24 hours per day, 7 days per week, 365 days a year. The Contractor shall respond within one hour when notified by the COR for trap calls. For all other emergency service calls, the Contractor shall respond, within two hours to requests from the COR for emergency service. The Contractor shall report to the work location, survey the repair, and provide the COR an estimated time and price to complete the repair.

C.7.2 The Contractor shall commence the repair work after only after receiving approval from the COR to proceed. All repair work shall be in accordance with normal commercial practices using materials and parts as specified by the below Section C.15.4, Materials and Parts. Downtime of the elevator will be kept to an absolute minimum.

C.7.3 If the Contractor is unable to complete the repair at the time of the service call (after approval from the COR to proceed), the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the issue is incidental nature, such as a light out, the Contractor shall allow the elevator to remain in service until the service issue can be resolved.

C.7.4 Reporting Requirements. The Contractor shall prepare and submit a written report within two business days after the emergency repairs are completed. The report shall include:

• Date and time of the service call;

• Location of the elevator;

• Detailed description of the action taken to resolve the problem, including nature of repairs, materials/parts repaired/replaced, and testing performed to ensure problem was rectified;

• Total amount for labor incurred for the repair;

• Total amount for parts incurred for the repair;

• Time and date correct action was completed; and

• Name of the technician performing the repairs.

C.8 Performance Requirements Summary. The following table provides the minimum standard of performance under this award.

Performance Objective SOW Para Performance Threshold 24/7/365 Emergency Elevator Phone Monitoring Provide 100% timely monitoring and immediate response when emergency call is made.

C.3 100% timely monitoring and immediate response when emergency call is made.

Perform Monthly Preventive Maintenance, Inspections, and Required Testing.

Elevators are fully operational and all required monthly testing and inspections are completed timely.

C.4 95% of elevators are operational at all times.

Service Call Response Time for Routine & Emergency Repair Calls.

Responses to routine and emergency repair calls are within the response times identified.

C.6.1 (Routine) C.7.1 (Emergency)

Responses to routine and emergency repair calls are within the response times identified 95% of the time.

Routine and Emergency Repairs.

1. Repair costs and schedule for completion are reported timely to the COR.

2. Repairs are completed within the price and time as agreed to by the Contractor and the COR.

C.6 (Routine) C.7 (Emergency)

1. Repair costs and schedule for completion are reported timely to the COR 95% of the time.

2. Repairs are completed within the price and time as agreed to by the Contractor and the COR 95% of the time.

Performance Objective SOW Para Performance Threshold Submit Monthly Preventative Maintenance and Testing Reports, Required Routine and Emergency Repair Reports, and Required Inspection Reports.

Accurate reports are delivered as required by the Statement of Work.

C.4.11 C.5.4 C.5.6 C.6.4 C.7.4

95% of all reports are timely and accurate.

Biannual (every six months/twice a year) Third Party Inspections

1. Biannual third party inspections are conducted timely with qualified third party inspectors.

2. Notification of upcoming inspection timely to the

COR.

3. Reporting of inspection outcome to DCRA & COR timely and accurate.

4. Noted deficiencies priced, completed, and properly reported timely and accurately.

C.5

1. 97% timely and accurate participation.

2. 97% timely.

3. 97% timely and accurate.

4. 97% timely and accurate pricing, completion, and reporting of noted deficiencies.

C.9 Contractor Personnel. The Contractor shall have in its employ at all times a sufficient number of staff with the required expertise and experience to fully execute the requirements of this award. All personnel performing any work under this award must meet the qualifications as stipulated below:

C.9.1 Qualifications of Journeyman Elevator Mechanics.

C.9.1.1 All elevator mechanics performing the work specified herein must be of a journeyman status as recognized by the industry and be licensed by the state, local authority, and/or the city local authority in those trades, crafts or professions which require licensing by such jurisdictions. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the referenced jurisdictions. The Contractor shall maintain copies of all Contractor personnel license at the Contractor’s facility. CSOSA reserves the right to review any licenses for any Contractor personnel performing at any CSOSA site at any time. All licenses must be kept current for the duration of the contract.

C.9.1.2 Each mechanic must possess at least 3 years (within the past 5 years), experience in the maintenance, repair, installation and/or inspection of elevators, elevator systems and equipment of equal or greater size, scope and complexity as those covered under this award. Both new and replacement mechanics must meet these qualification standards.

C.9.2 Qualifications of Elevator Mechanic Helpers. Elevator Mechanic Helpers may be utilized to perform work for which they are qualified, under the direct supervision of an Elevator Mechanic. Elevator mechanic helpers are not authorized to independently perform maintenance or repairs.

C.10 Historical Routine/Emergency Service Calls and Trap Calls. Below is the historical workload data regarding routine/emergency service calls and trap calls that occurred prior for this Statement of Work. The information represented is historical based on fiscal year 2020 services.

Description Estimated Quantity Estimated number of repair service calls 14 Total per year Estimated number of emergency repair calls 12 Total per year Estimated trap calls 4 Total per year

C.11 Quality Control. The Contractor shall develop and maintain a quality program to ensure maintenance and repair services are performed in accordance with ANSI/ASME A17 as well a maintain the elevator machine rooms as to other applicable standards and codes. The Contractor shall develop and implement procedures to identify and prevent defective services from recurring. The Contractor’s quality control program shall ensure compliance with Section C.8, Performance Requirements Summary, included in this Statement of Work.

C.12 Hours of Operation. CSOSA’s hours of operation for each of the locations identified in Section C.2.1.1 above are 7:00AM till 7:30PM Monday thru Friday, excluding the federal holidays listed in Section F of this award.

C.13 Security Requirements for Contractor Personnel.

C.13.1 All Contractor personnel performing any work at any CSOSA location are required to complete Attachment J-1, CSOSA Security Form for Temporary Contractors (Form # CSOSA-SEC-0010). Within seven days from date of award, the Contractor shall provide the completed forms to the COR. Only those Contractor personnel who are approved by the CSOSA Office of Security may perform work at any CSOSA location.

C.13.2 Contractor personnel must be U.S. citizens or be lawfully permitted to reside in the United States and have possession of a valid work permit.

C.13.3 The Contractor shall make every effort to assure that the Contractor personnel performing any work under this award are professionally qualified and personally reliable, of reputable background and sound character, and meet all other requirements stipulated herein.

C.14 Post Award Meeting. A post award meeting will be held within seven days from date of award. The meeting may be in person or virtual as determined by the COR. Upon award, the Contractor shall contact the COR and coordinate the particular date, time, attendees, and agenda for the meeting.

C.15 Other Terms and Conditions.

C.15.1 Scheduled Work. All scheduled work that requires an elevator to be taken out of service shall be coordinated with the COR. The Contractor is responsible for the installation of appropriate signage or barricades related to the equipment and/or systems outage, based on best practices of the industry or as directed by the COR. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors when the elevator is the only one servicing that area.

C.15.2 Changes to Existing Elevator Equipment. The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the CO or their designee. If changes are authorized, the Contractor shall make appropriate revisions to the elevator drawings and/or specifications. All parts or components installed, or improvements made, by the Contractor during the term of this contract shall become and remain the property of the Government.

C.15.3 Uninterrupted Elevator Service. CSOSA requires uninterrupted elevator service to support the mission and ensure safe and reliable elevator service. To ensure uninterrupted service, any needed repairs must be scheduled and completed promptly. It is expected that routine materials and parts are maintained in stock by the Contractor. If specialty materials or parts are needed, the Contractor will be required to secure them in an expedited manner.

C.15.4 Materials and Parts.

C.15.4.1 Materials and parts installed on the elevators identified in this award shall be new and genuine parts supplied by, or ensured by the Contractor as equivalent to the original equipment manufacturer, or its successor prior to the installation of the part.

When existing components are no longer available, replacements with compatible components will be required. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible.

C.15.4.2 The price to be paid for all materials and parts shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor’s sale price to its most favored customers for the same item in like quantity, or the current market price, whichever is lower.

C.15.4.3 Materials and parts should be selected and used in a manner that reduces exposure to building occupants and workers and the impact on the environment as compared to other products and services used for the same purpose, in accordance with

Executive Order 13423 and RCRA Section 6002: Comprehensive Procurement Guidelines (https://www.epa.gov/smm/consolidated-recovered-materials-advisory-notices-rmans-comprehensive-procurement-guidelines-cpg).

C.15.4.4 Products to be used under this award must contain recycled materials, "environmentally preferable" products, and bio-based products to the maximum extent feasible.

C.15.4.4.1 The list of Comprehensive Procurement Guideline (CPG) items and their associated Recovered Materials Advisory Notices (RMANs) are available at Information on CPG items can be found at: https://www.epa.gov/smm/consolidated-recovered-materials-advisory-notices-rmans-comprehensive-procurement-guidelines-cpg

C.15.4.4.2 Products designated as bio-based must be included on the United States Department of Agriculture (USDA) Bio-based Products List (http://www.biopreferred.gov/).

Products designated under Federal sustainable product programs – USDA Bio-preferred, EPA CPG, EPA Design for the Environment, and Department of Energy's EnergyStar and FEMP - can be found on https://sftool.gov/ (refer to Exhibit 9, Green Purchase Report).

Sustainable products designated under third-party programs include but are not limited to Green Seal™ and Environmental Choice.

C.15.5 Parking. Off-street parking is available at both CSOSA locations identified in Section C.2.1.1 above.

C.15.6 Overtime and Holidays. The Government does not expect the contractor to routinely perform overtime hours as a result of this award; however, if due to an emergency/crisis or at any other time during the performance of this award, the Government identifies a need for the Contractor to perform overtime hours, the Contractor shall obtain written prior approval from the COR or the Contracting Officer before performing overtime work.

https://www.epa.gov/smm/consolidated-recovered-materials-advisory-notices-rmans-comprehensive-procurement-guidelines-cpg https://www.epa.gov/smm/consolidated-recovered-materials-advisory-notices-rmans-comprehensive-procurement-guidelines-cpg https://www.epa.gov/smm/consolidated-recovered-materials-advisory-notices-rmans-comprehensive-procurement-guidelines-cpg https://www.epa.gov/smm/consolidated-recovered-materials-advisory-notices-rmans-comprehensive-procurement-guidelines-cpg http://www.biopreferred.gov/ https://sftool.gov/