Elevator SOW.pdf

ELEVATOR MAINTENANCE POST WIDE

US Military Academy

West Point NY

23-FEB-2024

Table of Contents

1. Scope of Work: The Contractor shall provide the necessary management, supervision, administration, personnel, transportation, supplies, material, repair parts, tools, and test equipment necessary to perform complete preventive maintenance service (PM), full load safety testing and inspection, emergency call-back service, service calls and all other repairs (example, lighting) to elevators, chair lifts, dumbwaiters, Sidewalk lift and related equipment. Services shall be performed at the U.S. Military Academy (USMA), USMAPS, Motor Pool Bldg. 1940, West Point New York 10996.

1.1 NORMAL DUTY HOURS / WORKDAYS: All work, except for emergency call-back service as indicated on Appendix 1, Groups A thru D shall be performed during normal duty hours from 8:00am through 4:30pm hours Monday through Friday (excluding federal holidays). A service tech is required to be on site daily (excluding federal holidays) by 8:00am.

1.1.2 Recognized Federal Holidays: The Contractor is normally not required to perform services on recognized federal holidays. However, that requirement is subject to mission execution requirements.

The recognized federal holidays include:

New Year's Day Labor Day Martin Luther King Jr. 's Birthday Day Columbus Day Washington's Day Veteran's Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.1.3 Acceptance of Existing Equipment: In accordance with this contract the contractor shall accept all elevators, chairlifts, and dumbwaiters “as is”.

1.2 CONTRACTOR’S PERSONNEL: The Contractor shall provide sufficient personnel possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing under this contract shall remain employees of the Contractor and shall not be considered employees of the Government.

1.2.1 Deficiencies in performance will be reported to the Contractor, including employee misconduct, and left to the Contractor for resolution. If not resolved satisfactorily, the Government may take action to terminate and/or reflect on the Contractor’s Performance Record.

1.2.2 The Contractor’s personnel shall comply with Clause 52.204-0911 MEVA Personnel Access Control be required to conspicuously display on their person, a photo identification badge containing company and employee name and shall be furnished by the Contractor in such a manner as to be always plainly visible while the workmen are on the job site. The Contractor shall collect identification badges from employees due to a change in personnel prior to release and notify the Contracting Officer within 24 hours.

1.3.1 The Contractor shall have the appropriate USMA parking passes displayed on windshields of the vehicles. All Contractors’ personnel shall observe all applicable rules pertaining to parking, vehicle speeds, and designated parking areas for service vehicles. Parking on sidewalks anywhere on West Point is prohibited.

1.4 QUALITY CONTROL: The objective of this contract is to ensure that quality equal to or exceeding industrial standards and workmanship is provided to maintain safe and efficient elevator operation. Quality control is a function within the Contractor’s scope of responsibility. The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are provided as specified. The Contractor’s Quality Control Program Plan shall be provided to the Contracting Officer for review and approval within seven (7) calendar days from date of award. The Contractor will be notified of acceptance or rejection within five (5) calendar days from receipt in the Contracting Office. The program shall include, but not be limited to, the following:

A. An inspection system covering all the services to be performed under the contract.

B. A method for identifying deficiencies in the quality of services performed to prevent the level of performance from becoming unacceptable.

C. A method of documenting and enforcing quality control standards including in process inspection and testing.

D. A complete permanent file record of inspections, safety tests, maintenance, and all emergency call back and service calls shall be maintained. The documentation of all records shall be always available to the Contracting Officer and Contracting Officer Representative. (COR)

1.4.1 The Contractor shall notify the Contracting Officer in writing of any proposed change to the Contractor’s quality control system.

1.4.2 Key Control- See 2.5 Below

1.5 DOCUMENTS: The Contractor shall maintain drawings, maintenance manuals and specifications within each building in machine rooms.

1.5.1 The Contractor shall maintain a computer-generated spread sheet file in tabular form compatible with Microsoft Excel software of all tests, maintenance and repairs done under this contract and provide a monthly updated file.

l .7 SAFETY: The Contractor shall be responsible for instructing his employees in safety measures considered appropriate by him. The Contractor shall provide and maintain barriers and warning devices designed for the intended use. Contractor shall conduct his operations in strict conformance with the safety requirements of the Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1and ensure compliance with requirements as out lined in Occupational Safety and Health Act (OSHA).

1.7.1 FIRE REGULATIONS: The Contractor shall comply with all USMA Fire Regulations.

2. DEFINITIONS: As used throughout this specification; the following terms shall have the meaning set forth below.

2.1 PREVENTIVE MAINTENANCE: Preventive Maintenance (PM) includes a systematic examination to determine the serviceability of elevators, dumbwaiters and chairlifts, all components, and related items.

2.2 PREVENTIVE MAINTENANCE SCHEDULE: Frequency (i.e. quarterly, semiannual, annual) that PM is performed.

2.3 SERVICE CALLS: A “Service Call” is a report of an elevator malfunction made by Government representative to the Contractor and the Contractor’s subsequent response to, and correction of, the problem.

2.5.1 APPENDIX GROUP A –Elevators in Buildings group A require emergency repair service after normal duty hours and weekends and holidays because they are in use 24 hours a day 7 days per week.

2.5.2 APPENDIX GROUP B –Elevators in Buildings group B require emergency repair service after normal duty hours and weekends and holidays because they are in use 16 hours a day 7 days per week.

2.5.3 APPENDIX GROUP C –Elevators in Building group C require emergency repair service after normal duty hours and weekends and holidays because they are in use 10 hours a day 7 days a week.

2.5.4 APPENDIX GROUP D- Elevators in Building group D do not have emergency repair service after normal working hours.

2.6 CONTRACTING OFFICER REPRESENTATIVE (COR): That Government person responsible for monitoring and accepting Contractor performance.

2.7 ELEVATOR INSPECTOR: ASME A17 QEI-1 Standard for the Qualification of Elevator Inspectors Certified.

2.8 QUALITY CONTROL: Those actions taken by a Contractor to control services, so they meet the requirements of this contract.

2.9 VANDALISM: The malicious destruction of Government owned property.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

2.4 The Government reserves the right to add and remove elevators, chair lifts and dumbwaiters from this contract at any time. The Government will inform the Contractor as far in advance as possible of any changes. Any changes in the terms and conditions of this contract may be made only by written agreement of the parties. If such change causes an increase or decrease in the cost or time required for performance, the Contracting Officer will make an equitable adjustment in the contract price.

2.5 OWNERSHIP OF BLUEPRINTS AND KEYS: All blueprints, specifications, memoranda, access keys to mechanical and elevator motor rooms relating to work being performed are the property of the Government. The items are to be carefully used and returned to the Contracting Officer Representative at completion of contract, or permanent termination of work for any cause. Items mentioned above shall be signed for on a Government Issued form.

2.6 The Government will provide parking passes to the Contractor. The Contractor shall display these passes on the windshields of the vehicles while performing under this contract. All Contractors’ personnel shall observe all applicable Army rules and regulations given by the USMA, pertaining to parking, vehicle speeds, and vehicle inspections and designated parking areas for service vehicles.

2.7 HOT WORK PERMITS. The Contractor shall obtain a hot work permits from the West Point Fire Department, by calling 845-938-7848/ 2043. Hot work permits shall be posted at the work site.

2.8 Contractor may store limited parts in selected building machine rooms as designated by the COR. The Government is not liable for loss, damage, or destruction of any contractor owned property stored in Government buildings.

2.9 Certificates/Licenses:

The Contractor shall be responsible to provide a copy of the Firm’s relevant current certificates/licenses, which demonstrate its compliance with Federal and local laws and industry standards, which pertain to the subject requirement, if applicable.

2.10 Mandatory Site Visit:

1. A mandatory site visit will be held on the West Point premises prior to the submission date for proposals for bidding contractors to assess site conditions and clarify any issues they may have pertaining to the requirements of the Scope of Work.

2. All proposals shall take into consideration all such conditions as may affect the work under this contract.

3. Only contractors that attend the Mandatory Site Visit will be allowed to submit a bid.

4. CONTRACTOR FURNISHED ITEMS:

4.1 All parts and components used shall be from the original manufacturer or original manufacturer specifications or equivalent.

4.2 The Contractor shall furnish and replace elevator fire recall and equipment keys and keys that operate all elevator cab control panels, Peelle door locks, hallway panels, dumbwaiters, chairlifts, and any other elevator devices as needed.

4.3 The Contractor shall provide a cellular telephone to the Contractor’s personnel so that the Government may contact the mechanics by telephone on an immediate basis.

5. SPECIFIC TASKS:

5.1 The services are to include, but are not limited to, the following scope of works which fall under the two categories of price:

(i) Monthly Maintenance Price:

(a) This shall include compensation for full-coverage regular and preventive maintenance;

inspections and tests; repairs and component replacements; cleaning and adjustments of elevators and escalators by furnishing all labor, supervision, materials, supplies, facilities, and other necessary services including, but are not limited to, cleaning, inspection, adjustments, tests and the removal and replacement parts.

(b) There shall be no extra charge to the West Point for normal coordination of services, scheduling procedures, reporting requirements, testing procedures or other service management and supervision mandated under the terms of this agreement.

(c) The Contractor may find it necessary to deviate from the regular hours of operation to ensure timely completion of work under this agreement at no additional cost to the West Point. Any deviations shall be coordinated between the Contractor and the West Point COR.

(d) Unless otherwise stipulated by West Point, the Contractor shall provide and pay for all materials, labor, tools, equipment, transportation, and other facilities necessary for the execution and completion of work.

(ii) Vandalism:

(a) Vandalism as used herein shall be defined as work which differs from that expressly or impliedly required in the Specifications in their present form.

(b) The Contractor shall provide separate materials, supplies and equipment for Vandalism when such is deemed necessary by West Point COR. Vandalism will be billed as parts only. Work will be accomplished during normal duty hours for Vandalism repairs.

(c) The Contractor shall immediately perform all required repairs and replacements regardless of the cause thereof, except repairs or replacement work which the Contractor deems entitles him to "Vandalsim" compensation, which shall not be performed without prior approval of the West Point COR.

5.1.1 The contractor shall be fully responsible for the maintenance of elevators, dumbwaiters, and lifts in compliance with all applicable Federal, State and Local laws, rules, regulations, and orders.

5.1 PREVENTIVE MAINTENANCE SCHEDULE: The Contractor shall prepare schedules of Quarterly, Semi-Annual, and Annual Preventive Maintenance services which lists by building, elevator, dumbwaiter and chairlift number and type, to include the date on which the Contractor plans to perform preventive maintenance. Three (3) copies of each schedule shall be submitted to the Contracting Officer for review and approval fifteen.

(15) days prior to preventative maintenance being performed. The Government will approve / disapprove within ten (10) days.

5.2 PREVENTIVE MAINTENANCE SERVICES: Based upon the approved schedule, the

Contractor shall perform preventive maintenance in accordance with manufacturer’s specifications, safety factors and applicable safety codes for elevators, dumbwaiters and chairlifts, and all related equipment of the entire system. The Contractor shall maintain the entire system at the contract specified speed, under all conditions of loading; and shall adjust and maintain car leveling to within 1/16 of an inch level, at all floors, under all conditions of loading. Subject to the capability of the equipment, the Contractor shall ensure that the original operating criteria is always maintained for each elevator:

A. Maximum capacity in pounds.

B. Rated speed in feet per minute.

C. Performance time measured brake to brake.

D. Door operation.

E. Traffic handling capabilities.

F. Response times.

G. Ride quality.

The Contractor shall prepare and submit PM records to the Contracting Officer Representative within ten

(10) days after award, as a minimum, those items included on the sample sheets (appendix 2) to serve as a record of work performed. The Contractor’s completed PM records shall be furnished to the Contracting Officer’s Representative within five (5) workdays after PM is completed.

5.2.1 The Contractor shall be responsible to take necessary action to correct any defects of operation noted during the PM service performed at no additional cost. It includes replacing parts that are defective or show excess signs of wear, cleaning door tracks, securing handrails, replacing floor tiles, etc. Repairs shall be made within 5 working days of noted defects.

5.2.2 The following items are specifically excluded from the preventive maintenance portion of this contract. If it is deemed necessary by the Contracting Officer to perform these items of work, a cost proposal will be requested from the Contractor.

1. The replacement of the elevator cab.

2. Alignment of guide rails.

3. Furnishing replacement of elevator system line disconnect switches and line side power feeders to the line disconnect switches.

4. Buried piping.

5. Hoist way enclosures.

6. Controller replacement.

5.3 The Contractor shall be responsible for all repairs to elevators, dumbwaiters, and chair lift systems at no additional cost to the Government unless qualified under Sections 5.2.3 or 5.3.1.

5.3.1 If vandalism is suspected to be the cause for the breakdown, immediately notify the COR.

An equitable adjustment for parts will be reached and assessed based on the determination of vandalism. The Vandalism CLIN is estimated at a not to exceed $10,000.00 amount for bid purposes only. No historical data exists.

5.4 The Contractor shall always keep the exterior of the machinery and other parts of the equipment subject to rust properly painted and presentable and shall keep machine rooms clean and floors painted.

5.5 Before any welding is undertaken, the Contractor shall submit to the Contracting Officer, three (3) copies of the name(s) of the welder(s), welding operator(s), and tacker(s), with their up-to-date certification, the code and procedure under which the individual(s) are qualified, the date qualified, the name of the firm, and person certifying the qualification tests. The Contractor shall maintain and furnish up to date certifications and it shall be kept current for the duration of the contract.

5.6 SAFETY TESTS: The Contractor shall perform periodic Full Load Safety Tests of elevators and chairlifts in accordance with ASME A17.1. THESE FULL LOAD TESTS WILL BE DONE THE BASE YEAR ON THIS CONTRACT. The Contractor shall submit a schedule, and safety test report within thirty days in advance of cars to be safety tested. This schedule shall be approved / disapproved by the Contracting Officer’s Representative. This schedule shall list the dates on which such periodic tests will be performed. The duration of these tests is to be made every five- (5) years for electric elevators chairlifts.

5.6.1 The Contractor’s personnel who are not responsible for preventative maintenance shall perform the safety tests.

5.6.2 The Contractor shall notify the Contracting Officers Representative verbally upon identifying any defects or safety test failures that may occur or occurred during the testing and in writing within 5 days. This notification shall include corrective action to be taken and annotated on safety test report.

5.6.4 The Contractor shall utilize an independent Q.E.I. certified inspector to validate all elevators and chairlifts for full load safety tests and verify, in writing, that the tests were performed and passed as per code. Prior to performing safety tests, the Contractor shall submit to the Contracting Officer Representative, in writing a copy, showing up to date certification and licenses of the inspector.

5.6.5 Upon completion of each safety test, the Contractor shall obtain the signature of the QEI inspector on the approved safety test form showing that the tests were performed as specified including the date and provide to the COR.

5.6.6 The Contractor shall post a signed and dated safety test inspection certificates and tag in all elevator machine rooms in a standard frame.

The Contracting Officers Representative has the option to witness all safety tests.

5.7 INSPECTIONS OF ELEVATORS: The Contractor shall perform annual inspections of elevators, chair lifts, dumbwaiters, and related equipment. The Contractor’s personnel performing the inspections of elevators shall be personnel not assigned to duty as a mechanic on the USMA premises.

The Contractor shall prepare inspection form sheets, based upon the Government’s approval, to serve as a record of inspections performed. These inspection form sheets submitted by the Contractor shall be furnished to the Contracting Officer’s Representative within five (5) workdays. The Contractor shall be responsible to take necessary action to correct any defects noted during the inspections performed and restore the elevator to a satisfactory safe operation.

5.8. SERVICE CALLS: Service calls shall be limited to restore an elevator to a safe and reliable service. The Contractor shall affix an “Out of Order” sign near the elevator doors on all floors if service can’t be restored within sixty (60) minutes of response. All service calls have a 30-minute telephonic response to the service call and an on- site response time of 2 hours from initial notification based on the times stated for service hours in paragraph 5.8.1. For service calls received after the service call hours, the contractor shall have their mechanic report at 8:00 am on the next service time/day.

5.8.1 SERVICE CALL HOURS: shall be available as indicated by the Appendix 1group schedule, listed below:

GROUP A - 24 hours per day; 7 days per week.

GROUP B – 8:00 a.m. to 12:00 midnight; 7 days per week GROUP C – 8:00 am to 6:00 pm; 7days per week.

GROUP D – No service after normal working hours; Monday – Friday, 8:00 am – 4:30 pm.

5.8.2 After normal USMA working hours (after 4:30 P.M.), weekends and holidays, the Contractor, upon receiving a call from the Power Plant that an elevator is out of order, shall have his standby emergency elevator mechanic report within two (2) hours from the time of receipt of request for service. After each service call is completed, the elevator mechanic shall call the Power Plant and give status of the elevator. If the Contractor fails to arrive within two (2) hours thereof; $150.00 shall be deducted from the Contractor’s monthly payment for each hour increment beyond said two hours.

5.9 SERVICE CALL MONITORING BY CONTRACTOR: The Contractor shall call the service desk (938-2316) promptly each morning at 08:00 AM to receive any service calls. Near the end of each normal duty workday, at (16:15) hours, (4:15 PM), Contractor shall report back to the service desk, giving information on status of elevators and notification of any overnight shutdowns or priority elevators in need of service repairs after normal duty hours.

5.9.1 For each service call, the Contractor shall provide to the Contracting Officers Representative, documentation that contains the following minimum information.

1. A description of the problem.

2. The location of the problem, building# & elevator #

3. A description of the action taken to resolve the problem.

4. The time and date corrective action was completed.

5. The name of the person who corrected the problem.

6. Customers Name & Phone #

5.9.2 The Contractor shall respond on site to each service call within two (2) hours and complete all repairs within 24 hours after discovering the problem or of receiving notification that corrective action is required. If the Contractor cannot complete the repairs within 24 hours, they shall submit in detail, a plan for completing the work to the Contracting Officer or Contracting Officers representative. Prior to removing an elevator from service, the Contractor shall coordinate and notify the Service Desk Dispatcher, and the Contracting Officers Representative. If the service call is received outside of the Appendix 1, required service response times for that Group, the Contractor shall respond on site at 8:00 am on the next service time/day.

5.9.3 In the case where longer lead time for manufacturing of a major repair item is necessary.

The Contractor shall notify the Contracting Officer Representative in writing within twenty-four (24) hours giving the reason for extended time and exact time frame the item will be shipped to West Point.

5.10 ACCEPTABLE PERFORMANCE. The Contractor’s performance shall be based on performance of all items delineated in 5. SPECIFIC TASKS. The down time for each elevator shall not exceed two (2) percent per year for repairs (based on 365 days/24hrs/day) for group A thru D.

5.11 COMMUNICATION DEVICES: The Contractor shall be responsible for maintaining the emergency telephone lines and emergency telephones. The boundaries are from elevator cab station control panel or cabinet to the junction box, located in the elevator machine room.

5.12 GENERAL AND EMERGENCY LIGHTING. The Contractor shall be responsible for lighting installed in the elevator, machine room, hoist way, pit, car top, car bottom and emergency lighting, including emergency light batteries. The Contractor shall repair, furnish, and install all lighting fixtures and components, including ballasts, bulbs, lamps, and fluorescent tubes.

5.13 STANDARD OF SANITATION AND CLEANLINESS: The Contractor shall take into account the special public, military and academic nature of the United States Military Academy and its prominence as a tourist attraction. The Contractor shall, always furnish a sufficient force to carry out the housekeeping and cleanup requirements on both exterior and interior areas affected by his contract operations on a day-to-day basis throughout the life of the contract. The Contractor shall, always, leave the work site in a clean orderly condition, and shall dispose of unusable materials. At a minimum each work area shall be cleaned up at the end of each day and trash removed from the site.

5.13.1 The Contractor shall take all necessary precautions, to safeguard and protect all Government property with which the Contractor comes in contact while performing the contract work.

5.13.2 All used oily wiping cloths and flammable materials shall be removed from each elevator machine room, in fire code approved containers, labeled, properly disposed of, and removed from the West Point premises. This shall be done monthly.

5.14 CONTRACT CLOSEOUT INSPECTION. Prior to the expiration of the contract, the Contractor in coordination with the Contracting Officer or Contracting Officers Representative shall inspect all elevators. Based on the survey, a copy of the Existing Deficiency Report that lists the deficiencies found by the Contracting Officers Representative shall be given to the Contractor for corrective action. The Contractor shall correct all the listed deficiencies that fall within the scope of this contract. The Contractor is also responsible for deficiencies that are discovered after the closeout inspection and before the expiration date of the contract.

5.15 SPECIAL EVENTS: The contractor will be required to provide a service tech for stand by duties at special events (examples, graduation, and football games) for emergency repairs if necessary. The COR will notify the contractor, in writing, no less than a week in advance of the date and times for the special event. Historically there have been approximately eight (8) special events annually. Special events are paid on a separate clin for QTY of hours worked on days for stand by duties.

5.16 Governing Regulations: All work and material provided shall comply with the latest requirements of all Local, State, Federal, American National Standards Institutes (ANSI), American Society for Industrial Security (ASIS) standards, rules, regulations and all other ordinances which shall include, but not be limited to, A17.1 Elevators and Escalator Safety Code, the A17.3 Safety Code for Existing Elevators and Escalators Standards and local laws

6 A P P L I C A B L E DOCUMENTS: Documents applicable to this contract are listed below.

The Contractor shall follow and adhere to these documents and shall use them for guidance and information. Published later editions with supplements shall be used as documents applicable to this contract.

1. National Safety Code for Elevators and Escalators, ASME A17.1-2000

2. National Standard Practice for Inspection of Elevators, Escalators and Moving Walks.

3. National Safety Code for Existing Elevators and Escalators, ASME A17.3

4. Guide for Emergency Evacuation of Passengers from Elevators, ASME A17.4

5. National Electrical Code, (NEC) 2005 / NFPA-70

6. Corps of Engineers Health and Safety Manual EM 385-1-1.

7. AWS Section 5 D I.I

8. AMSE A17.1, Section #8.8, Title Welding, Rule 8.8.1, 8.8.2, and 8.8.

2.9 Certificates/Licenses: