Elevator Maint. and Insp. SOW.pdf

STATEMENT OF WORK

U.S. COAST GUARD

SECTION 1 – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES: The Contractor shall provide all personnel, management, supervision, materials, tools, supplies, equipment, transportation, and labor necessary to maintain, inspect, repair, and perform Category 1 and Category 5 testing on 8 elevators at United States Coast Guard Base Seattle. All work shall comply with all applicable codes, manufacturers' specifications, along with Federal, State and local regulations.

1.2 PLACE OF PERFORMANCE:

U. S. Coast Guard Base Seattle 1519 Alaskan Way South Seattle, WA 98134

1.3 PRE-BID SITE VISIT: A pre-bid site visit will be arranged for interested offerors. All interested offerors must arrive no later than 5 minutes prior to the start time indicated in order allow for coordination by the POC.

Date: 09/28/2022_________ Start Time: 0900______ Location: Base Seattle______

1.4 CONTRACTING OFFICER (KO): In accordance with Federal Acquisitions Regulations (FAR) Part 1, Sub-part 1.6, the Contracting Officer (KO) is an official representative and directs all services performed under this agreement. The KO is the only representative with the authority to negotiate or initiate modifications, changes, or edits to this SOW.

Name: Patrick Stewart USCG Base Seattle Phone: (206) 217-6676 E-mail: Patrick.R.Stewart2@uscg.mil

1.5 CONTRACTING OFFICER’S POINT OF CONTACT (POC):

Name: Kimberly Swanson Unit: Facilities Engineering Phone: (206) 217-6451 E-mail: Kimberly.J.Swanson@uscg.mil

1.6 CONTACT FOR QUESTIONS:

1.6.1 Any questions regarding the SOW must be directed to the KO.

1.6.2 Unless specifically annotated, all requests for site visits must be scheduled through the

POC. Request can be submitted via phone call or e-mail.

mailto:Patrick.R.Stewart2@uscg.mil mailto:Kimberly.J.Swanson@uscg.mil

1.7 CONTRACTOR SECURITY REQUIREMENTS:

1.7.1 The Contractor shall provide a list of all on-site contractor personnel, including sub-contractors (including second and third-tier subcontractors) and suppliers, to the POC at least 72 hours in advance except in the event of an emergency service call. The contractor shall update this list when changes occur. Contractor personnel not listed may be denied access to the Coast Guard facility. Contractor personnel will be restricted to designated working areas. Any personnel violating this policy may lose access to the Coast Guard facility. Contractor personnel shall have photo identification at all times while working on Coast Guard facilities.

1.7.2 Contractor and delivery personnel may be required to present personal photo identification to gain access to a Coast Guard installation. If identification does not indicate United States citizenship, Coast Guard Security may require proof of the legal right to work in the United States. Contractor and delivery personnel also may be subjected to an immigration status and outstanding criminal warrant check.

1.7.3 The Real ID Act of 2005 established minimum security standards for license issuance and production and prohibits Federal agencies from accepting, for certain purposes, driver's licenses and identification cards from states not meeting the Act's minimum standards.

Anyone requiring access to a military facility under this contract, to include subcontractors, who holds a driver's license from any state without approved licenses will be required to provide identification other than that driver's license to gain access.

Government IDs annotated with “Federal Limits Apply” will not be accepted for access purposes. It is the responsibility of the Contractor to ensure that their personnel have federally acceptable personal photo identification and comply with any other requirements for base access.

1.7.4 Contractors shall provide the KO or POC with 24 hours of advance notice of every delivery to the site and provide the company name, delivery person, and phone number of the firm(s) making deliveries. All vehicle access to government property requires vehicle registration and proof of liability insurance. Otherwise, access to the Coast Guard facility may be denied.

1.7.5 Base Seattle employs the RAPIDGate Program for site access privileges. The contractor is encouraged to attain RAPIDGate credentials for employees to provide quicker entry onto Coast Guard facilities. All costs for registration in the RAPIDGate Program will be at no additional cost to the Government. RAPIDGate contact information 1-877-727-4342.

1.7.6 Due to heightened security, all contractor employees performing tasks related to this Agreement on a Coast Guard facility shall wear identification badges. The identification badges must, at a minimum, contain contractors’ business name, contractor employees’ name, and contractor employees’ photo in plain view, on front, and above the waist at all times. All contractor employees working on-site shall be required to complete a security arrival brief upon check-in. This may include the inspection and tagging of computer equipment and other electronic devices that may be required by the contractor employee to perform their assigned tasks. Time spent undergoing security inspections whether it be in regards to the entrance to USCG facilities or spaces will not be considered a government delay of work or differing site condition.

1.8 CONTRACTOR PERSONNEL:

1.8.1 Contract Manager. The contractor must provide a contract manager who must be responsible for the performance of the work. The name of this person and an alternate or alternates who will act on behalf of the contractor when the manager is absent must be designated in writing to the KO.

1.8.2 The contract manager or alternate must have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.8.3 The contact manager and alternate or alternates must be able to read, write, speak, and understand the English language.

1.8.4 The contractor must not employ persons for work on this contract if such employee is considered by the KO to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

1.8.5 Contactor personnel must present a neat appearance and be easily recognized as contractor employees.

1.8.6 The Contractor must not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor must not employ any person who is an employee of the U. S. Coast Guard unless such person seeks and receives approval according to U. S. Coast Guard regulations.

1.8.7 Contractor’s employees shall comply with all applicable government regulations, policies and procedures, e.g., fire, safety, sanitation, environmental protection, and security, when visiting or working at government facilities. The contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not bring discredit on the United States, the Department of Homeland Security or the U.S.

Coast Guard. The contractor employee shall not release any government personnel contact information or information concerning official unit business or operations to unauthorized parties.

1.8.8 The contractor employees shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, the contractor employee shall secure work areas, equipment and materials to prevent loss.

1.9 SPECIAL QUALIFICATIONS: Elevator company and elevator mechanics shall have a minimum of 5 years’ experience and be certified by appropriate Federal, State, and local regulatory agencies to meet certification requirements in the repair, maintenance, and testing of elevators. The contractor will provide certification within 30 calendar days, and Federal, State, or local certifications required for elevators, to include but not limited to safety, load capacity, occupancy, maintenance, repairs, testing, and serviceability.

1.10 CONTINUITY OF FACILITIES OPERATION: Schedule work to minimize interference with the facilities normal operations. Normal working hours for Coast Guard Base Seattle are from 0600 to 1730 weekdays, excluding Federal holidays. Notify the KO and the POC three (3) days in advance of any shutdowns. The facility is staffed and has operational activities outside normal working hours.

1.11 GOVERNMENT FURNISHED PROPERTY AND SERVICES:

1.11.1 The government will not provide any property, service, equipment, or facilities to the contractor in furtherance of this SOW, with the sole exception of the provisions detailed in this SOW regarding containment barrels for hazardous waste generated from the pit.

Electrical services are available at elevator locations.

1.11.2 Water, waste disposal, and telephone service will not be provided to the contractor.

1.11.3 The Government will provide toilet facilities for personal sanitary use only. Equipment shall not be cleaned in the government provided facilities. Misuse or lack of cleanliness will result in termination of toilet privileges at no additional cost to the Government.

1.12 TERMS OF AGREEMENT: The terms of this agreement shall be a one (1) year contract with the option for the government to exercise up to four (4) additional option years. The base year contract shall begin on October 1, 2022 and end on September 30, 2023. Subsequent option year awards would be for the same 12 month intervals beginning on October 1, 2023 through September 30, 2027. Subject to the KO’s prior written authorization, the contractor shall complete any service requests in progress as of the expiration date of base year contract or through the end date of any additional option years awarded, unless contract is terminated by the

KO.

1.13 AWARD: It is the government’s intent to make award to the low cost responsive and responsible offeror through issuance of a firm fixed price contract. Under FAR 4.1103 prospective contractor shall be registered in System Award Management (SAM) prior to award. Failure for contractor to be registered in SAM shall result in Contracting Officer to proceed with next successful registered offeror. Website: www.sam.gov

1.14 PROPER INSURANCE: Awardee will provide proof of proper insurance coverage as per: (FAR

52.228-3, FAR 52.228-5)

1.15 INVOICING: Invoices must be mailed in to address as per the contract. To ensure proper payment, all invoices shall have requisition number/order number, company name and address, DUNS number, invoice number, date, and a Description of Work clearly indicated on the invoice. It is recommended that the offeror attach a copy of the Purchase Order / Contract to their invoice(s).

1.16 GOVERNMENT REMEDIES: The KO shall follow the requirements of FAR 52.212.4, Contract Terms and Conditions for Commercial Items, for contractor’s failure to correct nonconforming services.

SECTION 2 – PERFORMANCE REQUIREMENTS

2.1 GENERAL REQUIREMENTS:

2.1.1 The work outlined in this Statement of Work shall apply to all elevators listed in Table 2.1.

The contractor shall perform inspections, repairs, and preventative maintenance of all elevators in accordance with, but not limited to, manufacturer specifications, ANSI, ASME A17/A18, and all Federal, State, and Local regulations.

2.1.2 All elevator equipment shall be maintained at the level required to keep the elevators and their systems in compliance with all applicable Federal, State, local code, manufacturer specifications, and all relevant codes and regulations not limited to those mentioned in Section 3. Work determined unsatisfactory or the Contractor's failure to correct work rejected, may be cause for adjustment in contract price.

2.1.3 The contractor shall provide an emergency response telephone number to the KO and the POC upon contract award. This number will be available 24 hours a day, 7 days a week.

2.1.4 The contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing unless authorized by the KO. If changes are authorized, the contractor shall make appropriate revisions to the elevator drawings and/or specifications.

2.1.5 The contractor shall be responsible for providing and installing signs and/or barricades as related to repair and maintenance of elevator equipment and/or outages on systems, as deemed necessary to keep areas safe from injury and fall hazards. This includes the use of "Out of Service" signs during elevator outages.

2.1.6 Elevator Descriptions.

TABLE 2.1

Manufacturer Size Type Location Porch-Lift 750 lbs Wheelchair lift Bldg. 5 ThyssenKrupp 2100 lbs Traction-Passenger #1 Bldg. 1 ThyssenKrupp 2100 lbs Traction-Passenger #1 Bldg. 1 MEI 2500 lbs Traction-Passenger #1 Bldg. 7 OTIS 15000 lbs Trac-Gearless-Freight #4 Bldg. 7 OTIS 15000 lbs Trac-Gearless-Freight #5 Bldg. 7 KONE 2500 lbs Trac-Ecosystem-Pass #1 Bldg. 4 KONE 2500 lbs Trac-Ecosystem-Pass #2 Bldg. 4

2.2 PREVENTATIVE MAINTENANCE:

2.2.1 The Contractor shall perform inspections and preventative maintenance services on all Base Seattle elevators at minimum 4 times per year as indicated in subsection 2.5. Each quarterly service shall be performed in accordance with, but not limited to, ASME A17, Table Y-1, manufacturer specifications, ANSI, ASME A17/A18, and all Federal, State, and Local regulations that shall ensure reliable and continuous safe operation of the elevator.

Contractor will also note any issues and repairs on the designated elevator maintenance log. Preventative Maintenance Services will include but are not limited to:

2.2.1.1 Inspect and clean fixtures and signal in operating panel.

2.2.1.2 Ensure car position and direction indicators, call buttons work properly.

2.2.1.3 Inspect elevator floor selectors, and top of car readers. Inspect rotating cam selector.

2.2.1.4 Check operation of emergency lights, bell communication system to include communication phone system in cars.

2.2.1.5 Check handrails, ceiling panels, and hang on panels for tightness. Inspect elevator lighting. Clean tops of cars.

2.2.1.6 Remove or repair any tripping hazards in car and car entrance door.

2.2.1.7 Check hoist way car rails, brackets, and fishplates. Inspect and lubricate rails of hoist way. Inspect and, if required, lubricate hoist way door interlocks, contacts, car door contacts, and switches.

2.2.1.8 Inspect and lubricate key switches and locks.

2.2.1.9 Inspect and service starter station.

2.2.1.10 Inspect selector drive tape, cables, wires, motor drive and generator, speed governor, guide shoes, pulleys and counterweights.

2.2.1.11 Inspect and clean motor and motor generator brushes and brush holders.

2.2.1.12 Inspect entire machine, including housing, auxiliary rotating systems, rotating elements, commutators and bearings. Lubricate if required.

2.2.1.13 Inspect oil levels, oil pickup and belts, and check for excessive heat, noise and leaks.

2.2.1.14 Inspect and clean safety gears.

2.2.1.15 Inspect relief and pressure valves.

2.2.1.16 Inspect and clean elevator computer and control system. Understand computer programming, alarms, and computer operations related to elevators in Table 2.1 and know how to maintain, repair, and replace the computer components.

2.2.1.17 Inspect and adjust controller contacts and main operating contacts, including all relays, contacts, solid state components, resistors, switches, condensers, transformers, leads, mechanical or electrical timing devices, computer devices, and circuit boards.

2.2.1.18 Inspect and adjust elevator control wiring in hoist-way, elevator cab, and machine room.

2.2.1.19 Inspect and ensure proper levels of oil in tank.

2.2.1.20 Inspect pump and valve units for leaks.

2.2.1.21 Inspect and adjust controller overloads and set timers.

2.2.1.22 Clean and ensure connections on controller fuses and holders.

2.2.1.23 Inspect, clean, and lubricate hatch doors, overhatch switches and cams, locks, rollers, tracks, up thrusts, belts, cables, racks, sight guards, door closers, motors and motor windings, gears and gear boxes, brake assembly, clutch assembly, sensors, limit and zone switches.

2.2.1.24 Inspect, clean, and if necessary, lubricate elevator drive sheave assemblies.

2.2.1.25 Inspect speed governor, including governor cables, compensating cables and compensating chains including adjustment of tension on all hoist ropes;

2.2.1.26 Inspect, clean, and, if necessary, lubricate cab tops guides, steadying devices, safety switches, seismic switches and all other elevator switches, inductors, leveling devices, selector tape, hitches, and fan motor.

2.2.1.27 Inspect traveling cables for wear.

2.2.1.28 Inspect door operator, clean and lubricate chain and belt tension, adjust door safety edge, light ray, and cables.

2.2.1.29 Adjust proximity devices and interlocks.

2.2.1.30 Inspect and, if necessary, lubricate and tighten all other mechanical or electrical drive components.

2.2.1.31 Inspect pit gland packing. Check for debris and water accumulations.

2.2.1.32 If hazardous waste materials are utilized or encountered, or discovery of a hazardous condition exists in any elevator system, the contractor shall secure the equipment and immediately notify the KO or POC. Any water that is found within the pit will be pumped out by USCG facilities personnel. This task shall be billable as access and standby personnel will be provided by the contractor. This may require care taken to treat as Hazardous Waste. Any water removed from the pit will be placed in barrels provided by the U.S. Coast Guard. The barrels will be placed in the HAZMAT storage area in Building 14. The contractor is to notify the POC or a designated Facilities Engineering representative once they have removed all water from the pit. Facilities personnel shall move the barrels to the storage location. The Point of Contact (POC) for HAZMAT on Coast Guard Base Seattle is Mr. Ryan Thresher- (206) 217-6986

2.2.1.33 In addition, the contractor shall regularly examine, adjust, lubricate, and clean all elevator components not mentioned above.

2.2.2 Should the Contractor have a standard maintenance contract that includes more than the items listed in this document, the contractor will be expected to provide those services at the agreed upon contract price.

2.2.3 All maintenance is to be kept current and in accordance with but not limited to ASME A17/A18, manufacturer specifications, Federal, State, and local codes and regulations.

2.2.4 Maintenance Control Program Records: The Contractor shall record any services provided to any equipment covered by this SOW in the designated elevator maintenance log, in accordance with, but not limited to, Federal, State, local, OSHA, and ASME A17/A18 standards. Use ASME A17.1 Figure Y-1 and Table Y-1 as a guideline.

2.2.5 Contractor shall submit maintenance schedule to KO for approval prior to start of work.

2.3 CATEGORY 1 AND 5 SAFETY AND PERFORMANCE TESTING:

2.3.1 The Contractor shall perform all required annual and five year safety and performance tests in the presence of a 3rd Party Qualified Elevator Inspector (QEI) on each elevator covered by this contract. The Category 1 test and Category 5 test shall comply with the latest editions of all Federal, State, and Local requirements and the American National Standard Code of Elevators, ANSI/ASME A17 and A18, NAESA, manufacturer specifications, WAC 296-96, Federal codes for elevator certification, supplement A17-1AA.

2.3.2 The Coast Guard will be responsible for arranging a 3rd party QEI certified elevator inspector to witness the Category 1 and Category 5 elevator testing.

2.3.3 The Contractor shall work with the KO or designated POC to schedule the Category 1 and Category 5 testing and submit a testing schedule to the KO prior to commencement of work.

2.3.4 The contractor shall notify the KO by submitting a Condition Found Report (CFR) if any functional component fails during the performance of the testing. The KO shall determine the best course of action to address and/or repair the deficiency. The KO and/or designated POC will work with the contractor to reschedule completion of the safety and performance tests.

2.3.5 The contractor shall document the inspections in each elevator and shall also provide a report within thirty (30) calendar days after the inspection to the KO detailing the results of the elevator safety and performance testing. The report shall include details of all safety tests performed with supporting data and calibration dates of test equipment.

2.3.6 The contractor shall place written certification of successful safety and performance tests signed and dated by the 3rd Party QEI certified elevator inspector at each elevator. The certification shall be in a protective transparent jacket. The certificate shall include the date the tests were performed and the date the certification expires. The contractor shall provide a copy of each certificate to the KO.

2.4 RECORD KEEPING AND DOCUMENTATION:

2.4.1 The contractor shall record any services provided to any equipment covered by this SOW in the designated elevator maintenance log in accordance with, but not limited to, all applicable Federal, State, local, and ASME A17/A18 standards referred to in Section 3 of this SOW.

2.4.2 The contractor shall make appropriate revisions to the elevator drawings and/or specifications if changes or upgrades are authorized by the KO.

2.4.3 The contractor shall allow Base Seattle to review any of the procedures used by the Contractor in performing troubleshooting, maintenance, inspections, and repair services.

2.4.4 The Contractor shall make available to Base Seattle inspection results, notes, and other documents used in the preparation of any of the services requested and rendered.

2.4.5 All records, findings, research, opinions, and documentation prepared by the contractor under this SOW, delivered to and accepted by the KO, shall become the property of Base Seattle.

2.5 SERVICE DELIVERY SCHEDULE:

2.5.1 Contractor shall provide service delivery in accordance with the following schedule.

Deliverables Deliverables Due Perform Quarterly preventative maintenance on elevators.

Refer to Section 2 Paragraph 2.2

October, January, April, July of each year.

Submit maintenance and repair reports.

Refer to Section 2 Paragraphs 2.4 -2.5

Quarterly Reports submitted for Maintenance in October, January, April, July.

Repair Reports submitted as required.

Perform Category 5 safety and performance testing with 3rd party qualified elevator inspector.

Refer to Section 2 Paragraph 2.3

Fiscal Year 2023

Perform Category 1 safety and performance testing with 3rd party qualified elevator inspector.

Refer to Section 2 Paragraph 2.3

Fiscal Years 2024, 2025, 2026, 2027

2.6 QUALITY CONTROL:

2.6.1 The Contactor shall develop and maintain a quality control program to ensure all maintenance, troubleshooting, repair, and testing services are performed in accordance with all applicable standards and codes.

2.6.2 The contractor shall develop and implement procedures to locate elevator deficiencies and prevent defective services from occurring. At a minimum, the contractor shall develop a quality control procedure to address all aspects of elevator maintenance for the elevators identified in this SOW.

2.6.3 All maintenance, troubleshooting, repair, and testing performed by the Contractor shall be subject to inspection by the KO or designated Representative during and after completion of each maintenance visit. Unsatisfactory work shall be corrected at no additional cost to the government.

2.6.4 All elevator equipment shall be maintained at the level required to keep the elevators and their systems in compliance with all applicable standards and codes. Work determined unsatisfactory or the contractor’s failure to corrected rejected work, may be cause for adjustment in contract price.

2.6.5 The Contractor shall be responsible for repairing damage caused by contracted activities.

Any damages incurred because of Contractors’ negligence shall be repaired or replaced at no additional cost to the government.

SECTION 3: REFERENCES:

Most recent version of the following standards and codes:

3.1 OSHA Regulations CFR 1917.116, CFR 1926.552

3.2 Americans with Disabilities Act 36 CFR Part 1191

3.3 U.S. Coast Guard Civil Engineering Manual COMDTINST 11000.11 (series)

3.4 U.S. Coast Guard Financial Resource Management Manual COMDTINST M7100E (series)

3.5 American Society of Mechanical Engineers (ASME) A17.1, A17.2, A17.3, A17.5, A17.7, A18.1

3.6 American Society of Mechanical Engineers (ASME) QEI-1

3.7 National Association of Elevator Safety Authorities (NAESA)

3.8 Seattle Building Code Chapter 30

3.9 Washington Administrative Code Chapter 296-96 - Safety regulations and fees for all elevators, dumbwaiters, escalators and other conveyances.