SOW_-_Rotomat_Maintenance_6.30.17.pdf

Statement of Work (SOW) Hanel Rotomat Vertical Storage System Maintenance

June 30, 2017

1. Background

1.1. The United States Patent and Trademark Office (USPTO), Office of Information

Management Services (OIMS), Production Services Branch (PSB), Remote Production Services Section (RPSS) uses Hanel Rotomat Carousel Units for automated vertical storage to archive and retrieve paper documents at its Iron Mountain facility in Boyers, PA. These units provide the USPTO staff at Boyers the means to efficiently respond to requests for patent information. These automated storage and retrieval units require periodic maintenance and repair.

2. Objective

2.1. Provide preventative and corrective maintenance support for 77 Hanel Rotomat Carousel

Units (Model 970) located in the USPTO Iron Mountain facility at Boyers, PA.

3. Scope of Work

3.1. Maintain 77 Hanel Rotomat Carousel Units located in the Iron Mountain facility in Boyers, PA on a quarterly and as-need basis during prime time hours (7:00 am to 4:00 pm).

Preventative maintenance will be performed on 25% of the units each quarter.

4. Administrative Requirements

4.1. The Contractor shall notify the USPTO's CO and COR immediately of all problems that impact or could potentially impact the deliverable(s), or project schedule. Such notifications shall be made verbally or via email during normal work hours. For each problem encountered, verbal notification and written report shall be given to the CO and copy to the COR within 24 hours after the identification of the problem.

4.2. The Contractor shall be available to speak with the COR upon request to resolve issues.

5. Task Requirements

Fixed-Price Tasks

5.1. Perform preventative maintenance. Preventative maintenance includes lubrication, adjustments, and safety inspections in accordance with the appropriate maintenance manuals, manuals to be provided by the contractor, and any applicable updates. Rotomat units are located in two rooms in close proximity (Room 32S1 – 67 units, Room 42S1 – 10 units.)

Preventative maintenance will be performed on each Rotomat one time per year in accordance with the following schedule.

5.1.1. Units 1-20 (1st Quarter)

5.1.2. Units 21-40 (2nd Quarter)

5.1.3. Units 41- 60 (3rd Quarter)

5.1.4. Units 61 – 77 (4th Quarter)

5.2. The contractor shall provide a maintenance summary report each time the Rotomat units are serviced. This report shall be provided to the COR within one business day after completion.

This report shall include the following information:

5.2.1. Date and time of service.

5.2.2. Itemized list of items inspected, serviced and/or repaired.

5.2.3. Issues identified but not remedied during the service/inspection/repair.

5.2.4. Price quote for repairs, inclusive of material costs and labor category and associated rates.

5.2.5. Date of next service.

Time and Materials Tasks

5.3 Corrective maintenance shall consist of on-call remedial maintenance, including the replacement of unserviceable mechanical or electrical parts (but not interface keypad controls, electric safety curtains of light, or motors of finished goods such as carriers or unit panels.) Response time is within 24 hours of notification.

6. Staffing

6.1. The Contractor shall identify key personnel who will be assigned to this task. Key personnel are all individuals performing the tasks in Section 5, to include full-time and part-time personnel.

6.2. All key personnel as identified in 6.1 are required to pass a security clearance investigation and a background clearance check based on the Iron Mountain facility’s and Government’s requirements and specifications.

7. Period of Performance

7.1. The Base year period of performance for this contract is from date of award for twelve (12) months.

7.2. Option 1: Period of performance for the follow-on option year 1 is twelve (12) months.

7.3. Option 2: Period of performance for the follow-on option year 2 is twelve (12) months.

7.4. Option 3: Period of performance for the follow-on option year 3 is twelve (12) months.

7.5. Option 4: Period of performance for the follow-on option year 4 is twelve (12) months.

8. Place of Performance

8.1. The primary place of performance is expected to be onsite at the Iron Mountain facility in

Boyers, PA.

United States Patent and Trademark Office 1137 Branchton Road Boyers, PA 16020

9. Hours of Operations

9.1. Normal USPTO business hours are Monday through Friday 7:00 am to 4:00 pm. No services or repairs will be performed on site during federal holidays and weekends unless approved by USPTO. The Contractor will be notified by USPTO via telephone, email, and/or written notification when additional/unplanned service and/or repairs are required (to include outside of normal USPTO business hours).

10. Deliverables

10.1. The Table below summarizes the deliverables by the Contractor in support of the task order.

Item No. Task Section

CLIN Type Deliverable Delivery Date (s)

1 4.1 Fixed-Price Problem Notification Within 24 hours of problem identification

2 5.1 Fixed-Price Perform Preventive Maintenance Quarterly as scheduled

5 5.2 Fixed-Price Maintenance Summary Report Next business day after maintenance is performed

3 5.3 Time & Materials

Perform Corrective Maintenance and Parts Replacement

Within 24 hours of notification