DCAM-25-NC-IFB-0002_CW_3RD_PARTY_(CPO_FINAL).pdf

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

SECTION A

AWARD/CONTRACT

1. Caption Page of Pages City-Wide Third (3rd) Party Conveyance/Elevator System

Inspection/Witnessing Services 1 73

2. Contract Number 3. Effective Date 4. Requisition/Purchase Request/Project No.

DCAM-25-NC-IFB-0002 See Block 20C BA- TBD; PR- TBD; RK- TBD.

5. Issued By: Domonique L. Banks, Contracting Officer Code 6. Administered by (If other than line 5) Valentine Egbiremon, Contract Specialist Department of General Services | Contracts and Procurement Division 3924 Minnesota Avenue N.E., 5th Floor | Washington, DC 20019

Department of General Services | Contracts and Procurement Division 3924 Minnesota Avenue N.E., 5th Floor | Washington, DC 20019

8. Name and Address of Contractor (No. street, city, county, state, and Zip Code) 8. Delivery FOB Origin Other (See Schedule Section F)

9. Discount for prompt payment Net thirty (30) Days

10. Submit invoices to the address shown in item 6 (2 copies unless otherwise specified)

F

Item 6 Code Facility

11. Ship to/Mark For Code 12. Payment will be made by Code

13. Acknowledgement of Amendments The Bidder acknowledges receipt of amendments to the Solicitation.

X___________________________________ Signature

14. Accounting and Appropriation Data

ENCUMBRANCE CODE:

15A. Item 15B. Supplies/Services 15C. EST QTY 15D. UOM 15E. FIXED RATES 15F. EXT TOTAL

0001 CLIMBER 1 EA

0002 DUMWAITER 1 EA

0003 ELEVATOR 2 EA

0004 FREIGHT 13 EA

0005 LIFT 3 EA

0006 LULA 1 EA

0007 MATERIAL LIFT 2 EA

0008 PASSENGER 266 EA

0009 SIDEWALK LIFT 1 EA

0010 SPML 1 EA

0011 WHEELCHAIR LIFT 19 EA

0012 5-YEAR LOAD TEST 310 EA

0013 PERIODIC INSPECTIONS [INSPECTION TECHNICIAN] NTE HOURLY RATE ORDERING CEILING 600 HOURLY $250,000.00

TOTAL ANNUAL NTE CONTRACT ORDERING LIMIT $

16. Table of Contents

(X) Section Description Page (X) Section Description Page

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A Solicitation/Contract Form 1 X I Contract Clauses 46-58 X B Supplies or Services and Price/Cost 2-8 X PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS X C Description/Specifications/Work Statement 9-17 X J List of Attachments 59 X D Packaging and Marking 18 PART IV – REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 19 X K Representations, Certifications and Other statements of Bidders 60-62 X F Deliveries or Performance 20-21 X G Contract Administration data 22-28 X L Instructions, conditions & notices to Bidders 63-70 X H Special Contract Requirements 29-45 X M Evaluation factors for award 71-73

PROCUREMENT SCHEDULE

ISSUE DATE TUESDAY OCTOBER 15, 2024

PRE-BID CONFERENCE SECTION [L.14] 2:00 P.M. EST ON TUESDAY, OCTOBER 22, 2024

REQUEST FOR INFORMATION (Q&A) SECTION [L.8] ELECTRONIC SUBMISSION OF QUESTIONS VIA OPENGOV SUBMISSION PORTAL CLOSE OF BUSINES WEDNESDAY OCTOBER 23, SUBMISSION DEADLINE SECTION [L.4] ELECTRONIC SUBMISSION OF BIDS via OPENGOV SUBMISSION PORTAL 10:00 A.M. EST MONDAY NOVEMBER 4, 2024 PUBLIC BID OPENING SECTION [L.16] VIRTURAL PUBLIC BID OPENING 2:00 P.M. EST MONDAY NOVEMBER 4, 2024

17. CONTRACTOR’S NEGOTIATED AGREEMENT (Contractor is required to sign this document and return copies to issuing office.) The contractor agrees to furnish and deliver all items, perform all the services set forth or otherwise identified above and on any continuation sheets, for the consideration stated herein. The rights and obligations of the parties to this Contract shall be subject to and governed by the following documents: (a) this award/contract, (b) the solicitation, if any, and (c) such provisions, representations, certifications, and specifications, as are attached or incorporated by reference herein. (Exhibits are listed herein.)

18. AWARD (Contractor is not required to sign this document.) Your offer on Solicitation Number DCAM-25-NC-IFB-0002 including the additions or changes made by which additions or changes are set forth in full above, is hereby accepted as to the items listed above and on any continuation sheets. This award consummates the Contract which consists of the following documents: (a) the Government’s solicitation and your offer, and (b) this award/contract. No further contractual document is necessary.

19A. Name and Title of Contractor (Type or print)

20A. Name of Contracting Officer Domonique L. Banks | Contracting Officer, Supervisory Contract Specialist

19B. Name of Contractor

(Signature of person authorized to sign)

19C. Date Signed 20B. District of Columbia

(Signature of Contracting Officer)

20C. Date Signed

Government of the District of Columbia

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

SECTION B

CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

B.1 The District of Columbia Government (the “District”), acting by and through its

Department of General Services (“DGS” or the “Department”), Division of Contracts and Procurement, collectively the “District”, seeks to engage a single (qualified and licensed) Contractor to provide City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services for various facilities (the “Services”). All services shall be conducted in accordance with the Scope of Work in Section [C] of this Invitation for Bid (“IFB” or “Solicitation”), the Department’s Standard Contract Provisions (“SCP”) for Supplies and Service Contracts, January 2016 Exhibit E.1, and other associated contract exhibits, and solicitation attachments listed in Section [J] of this IFB and the proposed contract (“Contract”).

B.1.1 The awarded Contractor shall provide all management, supervision, tools, vehicles, lifts, equipment, transportation to and from work sites, and all else necessary to successfully ensure the effective performance of services as contemplated hereunder. The proposed Contract will have a base period up to one-year, beginning date of award through September 30, 2025 (“Base Period”), and shall include up to four (4) one (1) year option periods. The total length of the proposed Contract will not exceed five (5) years in accordance with Section [F.2.4].

B.2 TYPE OF CONTRACT

Pursuant to the District of Columbia Procurement Practices Reform Act (“PPRA”) 2010, Section 402 Competitive Sealed Bids, and in accordance with Chapter 24 of Title 27 DCMR §§ 2402 Fixed-Price Contract, the Department contemplates award of a single Fixed-Price Contract with additional periodic inspection services compensated on a direct labor hourly rate basis in accordance with Chapter 24 of Title 27 DCMR §§ 2421 Labor Hour Contracts.

B.3 SELECTION OF FEDERAL MULTIPLE AWARD CONTRACT – RESERVED

[Intentionally Omitted]

B.4 PRICING AND PRICE/COST SCHEDULE

The Contract includes two cost elements: (i) Fixed Pricing for both Annual Conveyance Inspections and 5-Year Load Testing; and (ii) Direct Labor Hourly Rates for all Periodic Inspection Services compensated against the Non-guaranteed, annual Hourly Rate Ceiling as specified in Sections [B.4.2] and [G.12]. These rates, both fixed and hourly, shall serve as the Contractor’s exclusive method of compensation. These rates must adequately cover all costs associated with providing services, encompassing all categories of inspection and or load testing services highlighted in the Scope of Work – Section [C], including but not limited to, all tools, work vehicles, hydraulic lifts, transportation, power equipment, travel to and from work sites, per diem, subcontractor costs, home office overhead, profit, general and administrative (“G&A”) expenses, operational support, program management, performance management, licenses, insurance coverage, and provisions as required in Section [I.14] and all else necessary as reasonably inferred for the safe and proper provision of required services, aligning with the deliverables described herein.

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

i. For the avoidance of doubt and to provide clarification, the Contractor’s price shall be fully loaded, accounting for all cost associated with providing the contemplated both the fixed and hourly rate services including union fee increases, holiday and overtime paid to the Contractor’s employees. The Contractor will not be permitted to bill, nor will the District accept additional cost in the form of holiday, overtime, and or changes to hourly rates due to any of the aforementioned.

ii. Furthermore, all proposed rates for the Base Period and each option year must account for any year-over-year changes in wages due to market variables, including those determined by the U.S. Department of Labor Wage Determination and the D.C. Living Wage increases. The McNamara-O’Hara Service Contract Act requires contractors and subcontractors performing services on prime contracts in excess of $2,500 to pay service employees in various classes no less than the wage rates and fringe benefits found prevailing in the locality, or the rates (including prospective increases) contained in a predecessor contractor's collective bargaining agreement. The Department of Labor issues wage determinations on a contract-by-contract basis in response to specific requests from contracting agencies. These determinations are incorporated into the contract.

iii. The Contractor acknowledges and agrees to remain in compliance with the most current wage requirements during the base period and all subsequent option year periods. This commitment ensures the District receives the safe and proper provision of required services, aligning with the deliverables described herein.

iv. For the avoidance of doubt and notwithstanding any contrary provisions, the

Contractor is hereby notified that all service providers deployed under this Government-funded Contract must be bona fide employees of the prime contractor and/or any subcontractor providing services, without exception. The Contractor acknowledges and agrees to comply with the Department of Labor Service Contract Act Wage Determination regulatory requirements. Failure to comply with these regulations may result in penalties and/or contract termination.

v. McNamara-O'Hara Service Contract Act (SCA) | U.S. Department of Labor

(dol.gov) (https://www.dol.gov/agencies/whd/government-contracts/service-contracts): This article contains information regarding the SCA and how it is administered. Detailed explanations of the regulatory guidance are found at 29 CFR Part 4.

vi. The Contractor’s price shall be as low as or lower than those charged to the

Contractor’s most favored customer for comparable services under similar terms and conditions, in addition to any discounts for prompt payment.

B.4.1 Bid Form/Labor Rate Schedule

[THE BELOW TABLE IS FOR REFERENCE ONLY – BIDS SHALL BE

SUBMITTED ONLY THROUGH THE OPENGOV PRICING/COST ON-LINE

FORM]

At any time (including after an award has been made), the Department reserves the right to increase and or decrease the estimated quantities of the conveyance systems and or hours identified in the below tables under Sections [B.4.1.1] – [B.4.1.5].

https://www.dol.gov/agencies/whd/government-contracts/service-contracts https://www.dol.gov/agencies/whd/government-contracts/service-contracts

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

B.4.1.1 Base Period (BP) Annual Conveyance System Inspections

CLIN CONVEYANCE SYSTEM EST

QTY

UOM ANNUAL

INSPECTION

RATE

EXTENDED

COST

0001 CLIMBER 1 EA $

0002 DUMBWAITER 1 EA $

0003 ELEVATOR 2 EA $

0004 FREIGHT 13 EA $

0005 LIFT 3 EA $

0006 LULA 1 EA $

0007 MATERIAL LIFT 2 EA $

0008 PASSENGER 266 EA $

0009 SIDEWALK LIFT 1 EA $

0010 SPML 1 EA $

0011 WHEELCHAIR LIFT 19 EA $

0012 5-YEAR LOAD TEST 310 EA $

Periodic Conveyance System Inspections

CLIN LABOR CATEGORY EST

HRS

UOM LABOR

RATE

EXTENDED

COST

0013 Inspector | Standard Hours (7:30am - 4:30pm | Monday - Friday)

600 Hourly $

B.4.1.2 Option Year One (OY1)

Annual Conveyance System Inspections

CLIN CONVEYANCE SYSTEM EST

QTY

UOM ANNUAL

INSPECTION

RATE

EXTENDED

COST

1001 CLIMBER 1 EA $

1002 DUMBWAITER 1 EA $

1003 ELEVATOR 2 EA $

1004 FREIGHT 13 EA $

1005 LIFT 3 EA $

1006 LULA 1 EA $

1007 MATERIAL LIFT 2 EA $

1008 PASSENGER 266 EA $

1009 SIDEWALK LIFT 1 EA $

1010 SPML 1 EA $

1011 WHEELCHAIR LIFT 19 EA $

1012 5-YEAR LOAD TEST (As required)

78 EA $

HRS

UOM LABOR

RATE

EXTENDED

COST

1013 Service Technician | Standard Hours (7:30am - 4:30pm | Monday - Friday)

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

B.4.1.3 Option Year Two (OY2) Annual Conveyance System Inspections

CLIN CONVEYANCE SYSTEM EST

QTY

UOM ANNUAL

INSPECTION

RATE

EXTENDED

COST

2001 CLIMBER 1 EA $

2002 DUMBWAITER 1 EA $

2003 ELEVATOR 2 EA $

2004 FREIGHT 13 EA $

2005 LIFT 3 EA $

2006 LULA 1 EA $

2007 MATERIAL LIFT 2 EA $

2008 PASSENGER 266 EA $

2009 SIDEWALK LIFT 1 EA $

2010 SPML 1 EA $

2011 WHEELCHAIR LIFT 19 EA $

2012 5-YEAR LOAD TEST (As

HRS

UOM LABOR

RATE

EXTENDED

COST

2013 Service Technician | Standard Hours (7:30am -

B.4.1.4 Option Year Three (OY3)

Annual Conveyance System Inspections

CLIN CONVEYANCE SYSTEM EST

QTY

UOM ANNUAL

INSPECTION

RATE

EXTENDED

COST

3001 CLIMBER 1 EA $

3002 DUMBWAITER 1 EA $

3003 ELEVATOR 2 EA $

3004 FREIGHT 13 EA $

3005 LIFT 3 EA $

3006 LULA 1 EA $

3007 MATERIAL LIFT 2 EA $

3008 PASSENGER 266 EA $

3009 SIDEWALK LIFT 1 EA $

3010 SPML 1 EA $

3011 WHEELCHAIR LIFT 19 EA $

3012 5-YEAR LOAD TEST (As

HRS

UOM LABOR

RATE

EXTENDED

COST

3013 Service Technician | Standard Hours (7:30am -

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

B.4.1.5 Option Year Four (OY4) Annual Conveyance System Inspections

CLIN CONVEYANCE SYSTEM EST

QTY

UOM ANNUAL

INSPECTION

RATE

EXTENDED

COST

4001 CLIMBER 1 EA $

4002 DUMBWAITER 1 EA $

4003 ELEVATOR 2 EA $

4004 FREIGHT 13 EA $

4005 LIFT 3 EA $

4006 LULA 1 EA $

4007 MATERIAL LIFT 2 EA $

4008 PASSENGER 266 EA $

4009 SIDEWALK LIFT 1 EA $

4010 SPML 1 EA $

4011 WHEELCHAIR LIFT 19 EA $

4012 5-YEAR LOAD TEST (As

HRS

UOM LABOR

RATE

EXTENDED

COST

4013 Service Technician | Standard Hours (7:30am -

B.4.2 Annual Non-Guaranteed Hourly Rate Ceiling

The Contractor will be paid for costs incurred in performing additional Periodic Inspection Services on an hourly rate basis service as defined in Sections [B.4.1] and [G.12]

B.4.2.1 The Hourly Rates Services Not-to-Exceed annual ordering ceiling for the Base Period

("BP") and each applicable Option Year (“OY”) periods is outlined below:

APPLICABLE CONTRACT PERIOD HOURLY RATE CELING

BASE PERIOD $250,000

OPTION YEAR ONE (OY1) $250,000

OPTION YEAR TWO (OY2) $250,000

OPTION YEAR THREE (OY3) $250,000

OPTION YEAR FOUR (OY4) $250,000

B.5 SIGNIFICANT CHANGES IN THE CHARACTER OF WORK

The below specified statements shall be applied as and where necessary, to the extent that they are applicable.

B.5.1 The District through its authorized Contracting Officers, reserves the right to make changes in quantities and any other alterations in the work in accordance with Article 15 of the Standard Contract Provisions for Supplies and Services as further detailed in Exhibit E.1 of this IFB.

B.5.2 If the alterations or changes in quantities significantly change per Section [B.5.1] the character of the Work under the Contract, whether or not changed by any such different

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services quantities or alterations, an adjustment, excluding loss of anticipated profits, will be made to the Contract. The basis for the adjustment shall be agreed upon prior to the performance of the Work. If a basis cannot be agreed upon, then an adjustment will be made, whether for or against the Contractor in such amount as the Contracting Officer may determine to be fair and equitable, with no delay to the performance of the work by the Contractor.

B.5.2.1 If the alteration or changes in quantities significantly change the character of the Work to be performed under the Contract, the altered Work will be paid for via a Change Order/Modification to the Contract.

B.5.2.2 The term “significantly change” shall only apply to the following circumstances:

B.5.2.2.1 When the character of the Work as altered differs materially in kind or nature from that involved or included in the Contract; or

B.5.2.2.2 When an item of Work is increased or decreased by more than twenty-five percent (25%) of the original Contract quantity or results in a change of Contract price by $50,000, whichever is less. Any adjustment for an increase or decrease in price shall apply only to that portion in excess of one hundred and twenty-five percent (125%) of the original Contract item quantity, or in case of a decrease below seventy-five percent (75%), to the actual amount of Work performed. To avoid confusion, no adjustment in price shall be made if the Contract quantities increase/decrease by twenty-five percent (25%) of the original Contract quantities or less. This does not apply when an item of the Work is deleted in its entirety.

B.6 ACKNOWLEDGEMENT OF REVIEW OF CONTRACT DOCUMENTS

Before submitting its bid in response to the proposed Contract, the Bidder(s) acknowledges that it reviewed the proposed contract and all exhibits/attachments and is required to bring all such inconsistencies and or questions to the attention of the Department so that the Department can address any inconsistencies and or questions by addendum to this solicitation. The Contractor acknowledges that any inconsistencies and or questions it identifies after submitting its bid shall not be the basis for a change to the Contract terms and conditions.

B.6.1 Execution of the Contract by the Contractor is a representation that the Contractor has thoroughly examined all Contract Documents, including all details, and estimated staff scheduling plans, and has satisfied itself before executing the Contract as to all matters that can affect the Work and its cost, including: (1) the prevailing wage; (2) financial capacity; (3) availability of personnel to appropriately perform services; (4) familiarized itself with the risks and mitigated costs associated with providing the contemplated City-wide 3rd Party Conveyance/Elevator System Inspection Services; and (5) in general, to have itself obtained all necessary resources, insurances, and information as to risk contingencies, and other circumstances which may influence or affect its performance of the Work. The Contractor waives all claims against the Department arising from or relating to such contingencies and conditions that are reasonably inferable from the Contract Documents.

B.7 SUBCONTRACTING REQUIREMENTS – EXEMPT DSLBD EXEMPTION NO. DGS-WR-5441

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

B.8 DESIGNATION OF SOLICITATION FOR THE OPEN MARKET

This IFB is open for competitive bidding in the open market. All interested and qualified bidders are invited to submit their bids in accordance with the terms, conditions, and specifications outlined in this solicitation. The District of Columbia Government encourages fair and open competition to ensure transparency and the best value for the services or goods sought. All eligible businesses are encouraged to participate in this competitive procurement process.

B.8.1 At the time bids are due, all Bidders participating in this competitive procurement process shall possess valid Inspection licenses and be approved inspectors recognized by the District's Department of Buildings (“DOB”). Additionally, the 3rd Party Inspection Company must be listed on the DOB’s Approved Third-Party Inspection Agencies registrar. The current list of approved Third-Party Inspection Agencies can be accessed at https://dob.dc.gov/node/1617071.

B.9 DEPARTMENT-DESIGNATED POINT OF CONTACT

The Department’s sole point of contact for matters related to this IFB (“Department’s POC”) is the only individual authorized to discuss this IFB with any interested parties, including Bidders. All communications with the Department’s POC about the Project or this IFB shall be sent in writing to:

Name: VALENTINE EGBIREMON Title: Contract Specialist | valentine.egbiremon@dc.gov Contracts and Procurement Division 3924 Minnesota Avenue NE, 5th Floor, Washington, DC 20019

The Department disclaims the accuracy of information derived from any source other than the Department’s POC. The use of any such information is at the sole risk of the Bidder.

All communications and requests for information shall be submitted by the Bidder’s point of contact identified in the bid. Written communications to the Department from Bidders shall specifically reference the correspondence as being associated with City-wide 3rd Party Conveyance/Elevator System Inspection/ Witnessing Services, with IFB No.:

DCAM-25-NC-IFB-0002 and shall be submitted via the Departments’ OpenGov Procurement System, https://procurement.opengov.com/portal/dc https://dob.dc.gov/node/1617071 mailto:vivian.moyana@dc.gov https://procurement.opengov.com/portal/dc

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

SECTION C

SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE OF WORK

The Contractor shall provide City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services on both an annual and “on-call” basis for the Districts Conveyance Systems located at the facilities, as contemplated herein. In general, the Contractor shall be required to provide all supervision, materials, tools, supplies, equipment, transportation, and labor necessary to perform the required the required services contemplated herein and as reasonably inferred.

C.1.1 The Contractor shall conduct all activities and perform all work consistent with: (i) the applicable specifications and requirements recommended by the original equipment manufacturers (O.E.M); (ii) Industry Standards; (iii) DOB and/ or the District Department of Licensing and Consumer Protection (“DLCP”) requirements; and (iv) in compliance with applicable federal and local laws, statutes, codes, ordinances, rules and regulations (whether existing now or subsequently passed, enacted, adopted or amended, at any time, during the term of Contract hereafter, collectively “Applicable Laws”).

C.1.2 All services outlined herein shall be carried out by experienced, licensed, and certified elevator inspectors. These inspectors must possess the necessary qualifications and training to conduct thorough testing and inspection of the Conveyance systems as regulated by DOB and DLCP.

C.1.2.1 The awarded Contractor (referred to as the “3rd Party Elevator Inspection Company”) must hold a valid license in accordance with the Approved Third Party list from the DOB Approved Third-Party Agencies | dob compliance with the District Code §47–2853.95, which outlines the scope of practice for elevator contractors, elevator mechanics, and elevator inspectors.

C.1.2.2 Furthermore, the Contractor must maintain their status as a licensed and “Approved Third

Party” inspection agency throughout the duration of the contract. This includes remaining listed on DOB's approved vendor list at all times during the term of this agreement.

C.1.3 The Contractor shall provide periodic independent conveyance system inspections and witnessing and testing as required for the buildings under the DGS purview. Services include, but are not limited to, the performance of complete independent inspection and witness testing of a variety of vertical transportation equipment such as elevators, escalators, dumb waiters, and wheelchair lifts, and include, but are not limited to systems, equipment, and components such as hoist ways and car doors, guides and operating devices; hoisting machines, sheaves, and brakes, motors and motor generator sets; hoisting ropes, governor ropes, safety ropes, compensation ropes, operating cables, governors, safeties, interlock and contacts, guide rails and oiling devices, terminal, slowdown and leveling devices, elevator cars, counterweights, and buffers, machine rooms, hoist ways and pits, automatic and manual emergency fire service (Phase I and II) and emergency power operations.

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services

C.2 APPLICABLE DOCUMENTS

The Contractor shall comply with the most recent versions and any future revisions to all applicable federal and District laws, Court Orders, regulations, and policies whether listed herein or not to fulfill the required services. The following documents apply to this procurement and are hereby incorporated by reference:

Item No.

Document Type Title Version

/Date

1 Federal Law

Occupational Safety and Health Act (OSHA) https://www.osha.gov/laws-regs/oshact/completeoshact

Most Recent or as amended 2 Federal

Law Section 504, Rehabilitation Act of 1973 https://www.dol.gov/agencies/oasam/civil-rights-center/statutes/section-504-rehabilitation-act-of-1973

Most Recent or as amended

3 Federal Law

Americans with Disabilities Act (ADA) http://www.usdoj.gov/crt/ada/pubs/ada.htm

Most Recent or as amended 4 Federal

Law Title 27 of the District of Columbia Municipal Regulations, as amended, Contracts and Procurements https://www.dcregs.dc.gov/Common/DCMR/ChapterList.as px?titleId=13

Most Recent or as amended

5 Federal Law

Procurement Practices Reform Act https://ocp.dc.gov/page/laws-regulations1

Most Recent or as amended 6 District

Law Universal Paid Leave Amendment Act of 2016 (“Paid Leve

Act”) https://dcpaidfamilyleave.dc.gov/

Most Recent or as amended 7 District

Law Elevator Maintenance D.C. Law Library:

§ 47–2853.95. Scope of Practice for elevator contractors, elevator mechanics, and elevator inspectors.

https://code.dccouncil.gov/us/dc/council/code/titles/47/chap ters/28/subchapters/I-B/parts/F-i

Most Recent or as amended

8 District Law

Department of Buildings Approved 3rd Party Inspections list Most Recent or as amended 9 Program

Procedure Manual

Third-Party Program Manual.

https://dob.dc.gov/publication/third-party-program-procedure-manual

Most Recent or as amended

C.3 DEFINITIONS & ACRONYMS

C.3.1 Definitions: These terms, when used in this IFB have the following meanings:

C.3.1.1 Acceptance means an authorized representative of the District has inspected and agreed that the work meets all requirements of this Contract, including documentation requirements.

C.3.1.2 Approval means the Department, and/or the District has reviewed submittal, deliverables, or administrative documents (e.g., insurance certificates, etc.), and has determined the documents conform to contract requirement. Department and/or District approval shall https://www.osha.gov/laws-regs/oshact/completeoshact https://www.dol.gov/agencies/oasam/civil-rights-center/statutes/section-504-rehabilitation-act-of-1973 https://www.dol.gov/agencies/oasam/civil-rights-center/statutes/section-504-rehabilitation-act-of-1973 http://www.usdoj.gov/crt/ada/pubs/ada.htm https://www.dcregs.dc.gov/Common/DCMR/ChapterList.aspx?titleId=13 https://www.dcregs.dc.gov/Common/DCMR/ChapterList.aspx?titleId=13 https://ocp.dc.gov/page/laws-regulations1 https://dcpaidfamilyleave.dc.gov/ https://code.dccouncil.gov/us/dc/council/code/titles/47/chapters/28/subchapters/I-B/parts/F-i https://code.dccouncil.gov/us/dc/council/code/titles/47/chapters/28/subchapters/I-B/parts/F-i https://dob.dc.gov/publication/third-party-program-procedure-manual https://dob.dc.gov/publication/third-party-program-procedure-manual

DCAM-25-NC-IFB-0002 | City-Wide Third (3rd) Party Conveyance/Elevator System Inspection/Witnessing Services not relieve the Contractor(s) of responsibility for complying with Federal, District, and local laws, and regulations.

C.3.1.3 Contracting Officer (“CO”) Contracting Officer is the authorized individual appointed by a District Government Agency with the responsibility and authority to enter into, administer, and terminate contracts on behalf of the government. The Contracting Officer plays a pivotal role in the procurement process, ensuring compliance with applicable laws and regulations, conducting negotiations with potential contractors, and making decisions related to contract awards, modifications, and disputes. The Contracting Officer acts as a steward of public funds, safeguarding the government's interests while fostering fair competition and adherence to procurement policies.

C.3.1.4 Contractor(s) means the individual, firm, company, corporation, partnership, or combination thereof, contracting with the Department to the contract work. The Contractor(s) is one of the parties to this Contract.

C.3.1.5 Contracting Officer Technical Representative (“COTR”) COTR is responsible for the general administration of the Contract and advising as to the Contractor(s) compliance or noncompliance with all aspects of the Contract. The COTR has the responsibility of ensuring the work conforms to the requirements of the Contract Section [G.9].

C.3.1.6 District means all authorized District of Columbia (“DC”) Government agencies and their representative having authority over the Facility.

C.3.1.7 District Owned Property means all property owned by or leased to the District or acquired by the District under the terms of the contract, including District-furnished property.

C.3.1.8 Divisions refers to those “Divisions,” as defined by the Constructions Specifications

Institute (“CSI”) and are numbered therein and refer to the subject matter or trade. These expert formats are the national standard for construction specifications. Division can also mean a sub-department within a District Agency.

C.3.1.9 Prevailing Wage is defined as the hourly wage, usual benefits, and overtime allegedly paid to the majority of workers, laborers, and mechanics within a particular area as determined by the Service Contract Action Wage Determination, Davis Bacon and or the District of Columbia Living Wage Act; whichever of the applicable is higher. Prevailing wages are established by regulatory agencies for each trade and occupation employed in the performance of public work, as well as by State Departments of Labor or their equivalents.

C.3.1.10 Salesforce a cloud-based Customer Relationship Management (“CRM”) software system.

Salesforce provides a platform for work order management, enabling DGS to track work order Service Level Agreements (“SLAs”) and oversee city-wide facilities work order request, and monitor contractor’s costs and performance. Contractors are required to update the system in a timely manner and understand DGS will use the data as a contractor work performance indicator in annual and quarterly reviews.

C.3.1.11 Contract Specialist (CS) The Contract Specialist acts as a specialist and an

Administrative Assistant to CO in the Bid process.

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C.3.1.12 Industry Standards for Conveyance/Elevator System Inspections encompass all applicable laws, guidelines, standards, codes, rules, and regulations enacted by the District of Columbia. These standards are adopted, managed, and enforced by the Department of Buildings (DOB) and the Department of Licensing and Consumer Protection (DLCP). The DOB conducts inspections of all elevators within the District, and upon successful completion, the DLCP issues Certificates of Inspection.

C.3.2 Acronyms The following are acronyms used for the purpose of this solicitation:

C.3.2.1 COTR – Contracting Officer’s Technical Representative

C.3.2.2 CO – Contracting Officer

C.3.2.3 CS – Contact Specialist

C.3.2.4 DCMR – District of Columbia Municipal Regulations

C.3.2.5 DGS – Department of General Services

C.3.2.6 DOB – Department of Buildings

C.3.2.7 DLCP - Department of Licensing and Consumer Protection

C.4 BACKGROUND

C.4.1 DGS encompasses a range of specialized Divisions, such as Portfolio Management, Facilities Management, Capital Construction, Sustainability + Energy, Contracts and Procurement, Protective Services, Information Technology, and others, collectively staffed by a dynamic workforce exceeding 700 full-time employees. Rooted in a core mission and attendant obligations, DGS is steadfastly committed to fostering a safe and sustainable environment throughout all properties owned or managed by the District, as prescribed by D.C. Code § 10-551.01(b)(4) delineated in the Department of General Services Establishment Act of 2011.

C.4.1.1 Aligned with its mission, the Department is steadfastly dedicated to promptly delivering emergency and critical services. This resolution originates from a steadfast commitment to facilitating the seamless execution of agency objectives while placing the safety of residents, District personnel, and visitors at the forefront. Within this framework, the Department diligently endeavors to fulfill its mission by providing services that bolster the security and welfare of all individuals engaging with the District's facilities.

C.4.2 Project Background

The Contractor shall be responsible for the provision of the following services pertaining to City-wide 3rd Party Conveyance/Elevator System Inspections:

C.4.2.1 The Contractor shall develop and adhere to a comprehensive schedule of annual inspections covering the entire conveyance systems portfolio.

C.4.2.2 The Contractor shall provide a detailed schedule for conducting 5-year load tests across the entire portfolio of conveyance systems.

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C.4.2.3 The Contractor shall respond promptly to on-call periodic inspections as required.

C.4.2.4 These services shall extend to various building types, encompassing metropolitan police facilities, schools, municipal buildings, and fire emergency medical service facilities, among others.

C.5 REQUIREMENTS & STANDARDS OF SERVICES

C.5.1 Annual Inspections, Five-Year Load Testing, Post-Repair Inspections, & On-Call

Inspections:

The selected Contractor shall be required to perform all required Conveyance Inspections such as but not limited to Annual inspections, On-Call Inspections and Post-Repair inspections (as each term is defined below) to the Conveyance Systems in the manner set forth below:

At any time (including after an award has been made), the Department reserves the right to increase and or decrease the estimated quantities of the conveyance systems and or hours identified in the tables under Sections [B.4.1.1] – [B.4.1.5]. For the avoidance of doubt and notwithstanding anything to the contrary, all additionally added equipment shall be billed and compensated in accordance with the fixed rates for the specified type of conveyance systems identified for the Base Period and each subsequent Option Year in the tables under Sections [B.4.1.1] – [B.4.1.5].

C.5.1.1 Annual Inspections The Contractor shall perform all DOB & DLCP required annual inspections (“Annual Inspections”) of the Conveyance Systems, which shall include performing: (i) five (5) year load testing inspections, (ii) life safety inspections; and (iii) and other inspections that are necessary to ensure that each Conveyance systems meets or exceeds Industry Standards and the DOB and DLCP Requirements applicable to licensing. Furthermore, the Contractor shall, upon completion of the inspection, provide annual inspection tags and paperwork as required by the DOB and DLCP and the National Association of Elevator Safety Authorities to obtain an elevator certificate. For the avoidance of doubt and notwithstanding anything to the contrary, the Contracting Officer’s Technical Representative (“COTR”) in their sole discretion reserves the right to approve and or reject any inspection schedules that do not meet the satisfaction of the Department.

C.5.1.1.1 Annual Inspection Schedule:

Within fifteen (15) days of award, the Contractor will submit to the COTR, for approval, the proposed schedule for conducting Annual Inspections. All annual inspections shall be complete no later than August 30th annually.

C.5.1.2 Five-Year Load Testing All 5-year load testing of conveyances on the provided conveyance inventory. All Annual Inspections and required 5-year load tests during the Base Period must be completed no later than August 30, 2025. For the subsequent option years, the contractor shall provide the conveyance inspections schedules for the new fiscal year by October 30 of the new

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C.5.1.3 Post Repair Inspections

Following the arrangement of all necessary Annual Inspection Repairs or On-Call Inspection Repairs by the COTR for a Conveyance Machine, the Contractor(s) must promptly conduct an additional inspection to verify two key aspects: (i) that all required repairs have been carried out correctly according to Industry Standards; and (ii) that the Conveyance Machine is now fully operational and safe for use ("Post-Repair Inspections"). If, during this additional inspection, the Contractor finds that repairs were inadequate or if any defects persist in the Conveyance Machine, they must document these deficiencies in a written report to the COTR, along with recommended repairs and estimated costs.

The Contractor must then continue to conduct subsequent rounds of inspections and provide further written reports to the COTR until they confirm that the Conveyance Machine is fully operational and safe for use, unless otherwise directed by the COTR to cease such inspection services. Post-repair inspections will be conducted on an hourly reimbursable basis.

C.5.1.4 On Call Inspections In the event that the COTR notifies the Contractor that a Conveyance system is defective, the Contractor(s) shall perform an inspection within 24 hours of the notification (an “On- Call Inspection”) of such Conveyance systems. Upon completing an On-Call Inspection, the Contractor shall provide the COTR a written report detailing all existing deficiencies, and listing all repairs recommended (“On-Call Inspection Repairs”) and the estimated repair costs.

C.5.1.5 All Inspection reports must be submitted to the COTR latest by 24 Hours after the Conveyance Inspection.

C.5.2 Documentation and Reporting Standards

C.5.2.1 DOB & DLCP Inspection Forms

The Department of Buildings (DOB) conducts all elevator inspections within the District, and upon successful completion, the Department of Licensing and Consumer Protection (DLCP) issues the Certificates of Inspection.

Upon completion of the initial Annual Inspections, the Contractor shall promptly complete a DOB Third Party Conveyance/Elevator Inspection form. This form shall be delivered to the DGS within twenty-four (24) hours of the inspection. This allows DGS to obtain the necessary license from DOB and DLCP

Additionally, besides providing a hard copy of the inspection form, the Contractor shall initiate and/or complete any necessary online portion of the licensing process required by the inspection company. Any other DOB inspection forms shall be provided directly to DOB and DLCP and also to the COTR as required by DOB.

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C.5.2.2 The Contractor shall submit the DOB Third Party Conveyance/ Elevator System

Inspection form to the Department through its “SalesForce” online work management system including summaries, notes, pictures, and any other information requested by the Department.

C.5.2.3 The Contractor shall upload to the corresponding salesforce work order prior to submitting invoicing and receiving payment from DGS.

C.5.3 Reporting The Contractor is required and shall provide the following reports to the Contracting

Officer and or COTR in the format and sequence as expressed herein. All reports shall include, at a minimum the following information: facility location, date of inspection services based on the Fixed and Hourly inspections as highlighted in the Scope of Work and Bid Form, equipment make, model and serial number (where applicable), description of any noted deficiencies, corrective action suggested or taken, total labor hours projected and or expended for all hourly rates type services.

C.5.3.1. Service Report Upon completing any inspections, the Contractor shall promptly provide the following deliverables:

i. A live Excel sheet (.xls) checklist of inspections performed, sent via email.

ii. A comprehensive written report to the Contracting Officer's Technical Representative (COTR) within twenty-four (24) hours following the completion of all inspections, delivered via email and Salesforce.

C.5.3.1.1 Additionally, the contractor shall provide (electronically via email and submitted through

Salesforce) all documentation necessary to obtain an elevator license from DOB and DLCP within 24 hours of the passing of any conveyance inspection. The report shall detail parts and related components inspected or tested, deficiencies or potential concerns, a list of repairs recommended (“Annual Inspection Repairs”) and estimated repair costs and state the condition of such Conveyance systems.

C.5.3.2 Reporting - Work Ticket

By 10:00 am each Monday, the Contractor shall deliver a cumulative weekly report to the COTR. This report shall be formatted in a Microsoft Excel spreadsheet (.xls) and shall summarize all inspections conducted during the preceding week. The weekly report shall include the following details:

i. Name of each Facility, including its address, ward number, and type of building.

ii. Details of the Conveyance systems, including identification number, certificate number, certificate issuance date, license number, and certificate expiration date.

iii. Inspection Date.

iv. Type of Conveyance (e.g., hydro, traction, MRL, etc.),

v. Any deficiencies found during the inspection.

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C.5.3.2.1 The Contractor shall submit the live Excel report, including updates, to the Department via Email and through its "Salesforce" online work management system. This report should encompass summaries, notes, pictures, and any other information requested by the Department.

C.5.3.3 Annual Contract Service History Report

The Contractor shall provide a cumulative annual service report to the Contracting Officer and COTR by October 30 of each year. The Contractor shall send the annual contract service history report to the COTR via email and through Salesforce.

C.5.4 Service Hours and Response Time

C.5.4.1 Service Hours.

C.5.4.2 Response Time. The Contractor shall: (i) respond to all requests for On-Call Inspections and Post-Repair Inspections by telephone within a Twenty Four (24) hour period; and (ii) arrive at the site within forty-eight (48) hours from an initial request (unless such request is deemed to be an emergency by DGS, in which case the Contractor must arrive on site within two (2) hours from the initial request). The Contractor shall provide the Department with a toll-free number available 24 hours per day, 7 days per week, 365 days per year where the inspection requests will be reported.

C.5.5 Security/Background Check In accordance with Section [H.10] of this Contract, all workers, employees, and subcontractors of the Contractor, together with any of their agents or representatives, who will have access to any facilities must first pass all screening and background check requirements consistent with the District’s Policy for Mandatory Drug and Alcohol Testing of Employees who Serve Children or Youth. Contractor shall incorporate the conditions of the District’s policy within its company policy and provide a copy of such procedure validating continuous compliance within 2 weeks of Contract Award.

C.5.6 Technical Requirements

C.5.6.1 At all times (including after an award has been made), the Contractor shall maintain all insurance limits and riders stipulated in Section [I.14] of this Contract without disruption;

C.5.6.2 The Contractor shall employ and dispatch a sufficient number of vehicles/trucks, equipment, tools, labor, and supplies needed to perform all of the services required in accordance with the service level agreement as outlined within the Scope of Work.

C.5.7 Technicians

The Contractor is required to allocate a minimum of two (2) qualified, licensed, and approved 3rd Party Conveyance/Elevator Inspectors as stipulated in this Contract to adequately meet the service level requirements outlined herein. To ensure uninterrupted service provision, the Contractor is explicitly prohibited from reassigning the designated

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Technicians without prior notification to the COTRs. Such notification must be provided no less than 30 days in advance.

C.5.7.1 Before onboarding any replacement personnel, the Contractor must formally vet all prospective designees with the COTR. Furthermore, the Contractor is obligated to fulfill all security and background check requirements for these replacements, and copies of completed checks must be submitted to the COTR for review and approval before commencement of duties in accordance with Section [C.5.5].

C.5.8 Licenses, Permits and Certifications The Contractor and its employees are required to obtain and keep current all necessary permits, licenses, authorizations, and/or certificates essential for the provision of Services, in compliance with Applicable Laws. Specifically, the Contractor must hold valid Inspection licenses and be recognized as approved inspectors by the District's Department of Buildings. Furthermore, they must be listed on the Department's Approved Third-Party Inspection Agencies registrar.

C.5.8.1 The current roster of approved Third-Party Inspection Agencies is accessible at https://dob.dc.gov/node/1617071.

C.5.9 Industry Specific Standards

C.5.9.1 The Contractor is obliged to conduct all third-party inspections in strict adherence to the guidelines outlined in the District Code §47-2853.95, which delineates the Scope of Practice for elevator contractors, elevator mechanics, and elevator inspectors.

C.5.10 Service Hours

The Contractor shall perform all Services during the hours of 7:30 am – 4:30 pm local time (adjustments will be made for Daylight Savings Time), Monday through Friday, excluding District holidays, unless otherwise approved by the Department. If the Contractor needs to work on a weekend, overtime, or District holiday to maintain the required schedule, the Contractor shall obtain the Department’s approval. There may be situations that require the Contractor to work other than the hours specific herein. In those cases, the Contractor shall advise the Department to reschedule the work to minimize disruption.

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SECTION D

PACKAGING AND MARKING

D.1 To the extent applicable, the packaging and marking requirements for the resultant Contract shall be governed by Article No. 2, Shipping Instructions-Consignment, of the Government of the District of Columbia's Department of General Services Standard Contract Provisions (“SCP”) for Supplies and Services Contracts, January 2016 Exhibit E.1.

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SECTION E

INSPECTION AND ACCEPTANCE

E.1 The inspection and acceptance requirements for the resultant Contract shall be governed by

Article No. 6, Inspection of Services, of the Government of the District of Columbia's Department of General Services Standard Contract Provisions (“SCP”) for Supplies and Services Contracts, January 2016 Exhibit E.1.

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SECTION F

PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

Base Term: The term of the contract shall be for a Base Period (BP) beginning date of award, recognized by the execution signature of the Contracting Officer in Section [A], Contract Award, Blocks 20B and 20C, ending on September 30, 2025.

F.1.2 Letter Contract (if and where applicable): It is understood and agreed that certain activities described herein may have been performed while a Letter Contract was in place, and the term of the Letter Contract shall merge into and be superseded by this Contract upon its execution by the CO. In this instance, the term of the contract would begin on the effective date of the Letter Contract.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

F.2.1 The District may unilaterally extend the term of this Contract for a period of four (4), one

(1)-year option periods (each an “Option Period”), or successive fractions thereof, by written notice to the Contractor before the expiration of the Contract; provided that the District will give the Contractor preliminary written notice of its intent to extend at least thirty (30) days before the Contract expires. The preliminary notice does not commit the District to an extension. The exercise of any Option Period is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the Contract. For the avoidance of confusion and notwithstanding anything to the contrary, this Contract does not automatically renew.

F.2.2 Option Periods of Performance: Each subsequent Option Period shall begin on October

1st and end September 30th of each Fiscal Year Period, as illustrated below.

Option Period Period of Performance OY1 1-Oct-2025 thru 30-Sep-2026 OY2 1-Oct-2026 thru 30-Sep-2027 OY3 1-Oct-2027 thru 30-Sep-2028 OY4 1-Oct-2028 thru 30-Sep-2029

F.2.2 If the Department exercises an Option Period, the extended Contract shall be considered to include this option provision.

F.2.3 The firm, fixed and fully loaded hourly labor rates for each option period(s) shall be subject to all terms and conditions…