Elevator Statement of Work Updated.pdf

Elevator Maintenance and Repair Services

Statement of Work

SUBJECT

The Federal Bureau of Prisons Field Acquisition Office intends to make a single award to a responsible entity that will provide elevator maintenance and repair services for nine (9) Dover elevators at the Federal Medical Center (FMC) Devens in Ayers MA. All equipment specified in this statement must be brand name or an equal product. General information about the FMC can be found at www.bop.gov.

PLACE OF PERFORMANCE:

Federal Medical Center (FMC) Devens

42 Patton Road, Ayer, MA 01432

HOURS OF OPERATION

The contractor is responsible for providing scheduled maintenance between the hours of 7:30 a.m. and 4:00 p.m. Monday through Friday, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar

Government-directed facility closings.

The contractor will in the performance of this requirement immediately notify the COR and/or the BOP Point of Contact if the time and/or service obligations of this contract cannot be met due to inclement weather, civil disturbances, equipment failure, illness, etc. BOP recognizes the obligation of the contractor to provide for the safety and well-being of personnel engaged in providing services under this contract. The contractor shall notify the BOP COR or other Point of

Contact no later than 8:30 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance.

The contractor will also be responsible for performing unscheduled repairs, as necessary, 24 hours per day, 7 days per week, 365 days per year basis. The contractor is not required to perform scheduled maintenance service on federal holidays.

SCOPE OF WORK

http://www.bop.gov/

The contractor shall provide all management, supervision, labor, materials, repair parts, repairs, supplies, tools, instruments, equipment, and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified within this contract. Such services and maintenance shall apply to all elevator equipment regardless of whether they are specifically shown in these specifications and such services may result in work which may need to be conducted at other than normal business hours so not to interfere with the normal operations of FMC Devens.

These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as limiting specifications or requirements. At a minimum the contractor will be required to take all steps and measurements which would be taken by a prudent building owner to maximize the life expectancy of the property and equipment. All elevator equipment in the building shall be maintained at an acceptable level, throughout the contract period. An acceptable level of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition, i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment.

SPECIAL QUALIFICATIONS

All work shall be performed by or directly under qualified journeymen skilled elevator repairmen directly employed and supervised by the contractor. The elevator mechanic responsible for conducting the maintenance must be licensed by Federal, State and City authority, in those trades, crafts or professions which require licensing by such jurisdictions.

The license must be of a grade or level consistent with the requirements of the work being performed. All individuals working or assisting with elevator repairs must be certified and licensed to perform such work. All licensing must be current and registered. The contractor must have successfully maintained elevator equipment similar to that which is to be maintained. The contractor and their personnel who will be maintaining these elevators must have at least three years of service experience in the maintenance of this elevator system.

ELEVATOR DATA:

ELEVATOR Location Elevator # Description

Elevator 1 E0034 ELEV-270-P-20 Inside Administration Building

Elevator 2 E0041 ELEV-270-P-19 Outside Administration Building

Elevator 3 M0002 ELEV-270-P-18 N-Unit

Elevator 4 M0002 ELEV-270-P-17 N-Unit

Elevator 5 M0302 ELEV-270-F-15 Laundry

Elevator 6 M0302 ELEV-270-F-16 Laundry

Elevator 7 P4011 ELEV-270-P-11 Hospital

Elevator 8 P4011 ELEV-270-P-12 Hospital

Elevator 9 P4011 ELEV-270-P-13 Hospital

All elevators are automatic, with both push button and keyed controls. The existing control system will be maintained and repaired as presently set up at no charge to the

Government. Changes to the system, such as from push button to keyed or keyed to push button, will be considered separate from this contract and will be paid for by the

Government at the prevailing rate. Removed switches and push buttons will become the property of the Government.

OPERATIONAL REQUIREMENTS

This contract is for full elevator maintenance service. Full service is defined as all services to maintain all nine Dover elevators, appurtenances and accessories in a fully operational mode at all times, except for pre-scheduled down time. Pre-scheduled down time is defined as time an elevator is placed out of service for the purpose of accomplishing preventive maintenance. In the event of an unexpected breakdown of the elevators or associated equipment, the contractor will submit to the Contracting Officer's

Representative and the Contracting Officer, the estimated down time of the elevator or associated equipment in writing. A status report will be provided and updated on a weekly basis starting the Monday after the breakdown occurred until fully operational. All elevators will be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and as outlined in the American Society of

Mechanical Engineers (ASME) Safety Code for Elevators A17.1-2022. These specifications are to include the initial maximum load capacity, governor speed, fire recall operations, and maintain specified door opening and closing time, in accordance with applicable codes. The contractor shall comply with all laws, ordinances and regulations of

Federal, State, County and City government and all applicable elevator codes and safety standards in the performance of this contract.

The contractor shall maintain the elevators, appurtenances, and equipment so as to comply with the requirements of the American National Standard Safety Code for elevators and escalators, (ASME AI7.l - 2022) for newly modernized elevators. The American National

Standard Institute (ANSI) Elevator Inspection Manual A.17.2 shall be used as a guide to establish inspection procedures to ensure equipment is operating in a safe manner. All manufacture's recommendation's will be taken into consideration.

EMERGENCY SERVICE AND SUPPLIES

In the event of elevator operation failure, the contractor will respond within 4 hours of the initial call by the COR or other designated employee.

Rates for emergency services will be charged as reflected on the contractor's quote for time and travel expenses between the hours of 4:01 p.m. and 7:29 a.m. Monday through Friday, and all-day Saturday and Sunday excluding federal holidays.

Non-preventative maintenance repairs required during regular working hours will be done at the duty hour rate.

The preventative maintenance repairs will be included in the monthly preventative maintenance line item. All supplies and services will be included.

All supplies under $1,000.00 per item will be provided by the contractor to properly maintain the elevators. Should an item be required above this threshold, the contractor will contact the CO and COR for any contract action.

ANNUAL AND 5 YEAR INSPECTION

The contractor will be responsible for providing a certified technician to assist with all third-party inspections of all nine (9) elevators. The inspections will be scheduled by and paid for by

FMC Devens, but a certified elevator mechanic will be required to be on-site for the duration of the inspections. There will be one (1) Annual inspection during each calendar year:

• First Annual Inspection shall be within the first quarter Base Year:

(March 1, 2025 through February 28, 2026)

• Second Annual Inspection shall be within the first quarter Option Year 1:

(March 1, 2026 through February 28, 2027)

• Third Annual Inspection shall be within the first quarter Option Year 2:

(March 1, 2027 through February 29, 2028)

• Fourth Annual Inspection shall be within the first quarter Option Year 3:

(March 1, 2028 through February 28, 2029)

• Fifth Annual Inspection shall be within the first quarter Option Year 4:

(March 1, 2029 through February 28, 2030)

In addition, there will be one (1) 5-year inspection during calendar year 2025.

SECURITY REQUIREMENTS

Provisions of services under this contract will require infrequent and unsupervised contact with inmates. Contractor will not be responsible for management of inmates.

The contractor agrees to adhere to all regulations prescribed by the institution for the safety, custody, and conduct of inmates. Federal Medical Center Devens will provide escort for the contractor during the duration of the contract. The contract employee will be required to sign in and out of the institution for accountability purposes. A badge will be issued and worn at all times for proper identification. Personnel must be able to clear a NCIC background check to enter the secure perimeter of the institution. The CEO reserves the right for security reasons to prohibit certain contractor employee’s from entering the institution.

GOVERNMENT FURNISHED SERVICES

Knowledgeable BOP personnel will be made available to direct the contractor to the Dover elevator locations at FMC Devens.

CONTRACTOR FURNISHED ITEMS AND SERVICES

Contractor will furnish monthly inspections and maintenance service for all nine (9) Dover elevators. All service to be provided on a monthly basis during regular hours of operation. All parts, lubricants, materials, special tools, etc. will be provided by the contractor.

SPECIFIC TASKS

The following is the set of tasks required under this Contract. All tools developed under this contract should be validated for accuracy. The method(s) used for this determination shall be specified in the contract proposal.

The following tasks are required under this Contract:

1. The contractor shall utilize trained persons who are employed and supervised directly by the contractor. The service representatives shall be qualified to keep the elevator equipment properly adjusted and use all reasonable care to maintain the equipment in a safe and proper operating condition.

2. Contractor will furnish monthly inspections and maintenance service for all nine (9) Dover elevators. All service to be provided on a monthly basis during regular hours of operation. All parts, lubricants, materials, special tools, etc. will be provided by the contractor.

3. The contractor shall examine and service regularly and systematically and if conditions warrant, repair and/or replace as follows:

a. Pumps, pump/valve motors, motor windings, operating/leveling valves, plunger, packing, v-belts, strainers, springs, gaskets, and exposed wiring.

b. Leveling devices, cams, controller, controller relays, magnet frames, resistors, transformers, condensers, controller wiring, travel cable, coils, contacts, timing devices, rectifiers/resistance for operating, and motor circuits.

c. Automatic power door operators, auxiliary door-closing devices, car door contacts/protective devices, hoist way door interlocks, car frame, platform, guide rails/stiles, gibs, rollers, and hoist way switches.

d. Relay components, metal/carbon contacts, springs, connectors, arc deflectors/barriers, insulators, distance pieces, holders, motor brushes, operating switches, car/hall signal lamps, fuses, and hydraulic fluids.

4. The contractor shall also clean the elevator components located in the machine room and hoist way. In addition, the contractor will periodically brush down and vacuum the hoist way and pit for normal dirt accumulation.

5. The contractor shall be responsible for two (2) emergency call-back calls during each quarter

(total of eight calls each year) at no additional cost to the US Government. These calls shall be made during regular working hours.

6. The contractor shall furnish all parts and/or materials required for repairs that do not exceed

$1,000.00 for each job/service call. The US Government will pay for all parts and/or materials that do exceed $1,000.00 for each job/service call only if expressed permission is granted by a

BOP Contracting Officer prior to repair.

7. Repairs required during regular working hours are to be included in the monthly scheduled maintenance cost and will be done without additional cost.

8. A two-hour response time shall be required during regular working hours. Regular working hours are Monday - Friday, 7:30 a.m. – 4:00 p.m.

9. A four-hour response time shall be required during non-regular working hours. Regular working hours are Monday - Friday, 7:30 a.m. – 4:00 p.m. See “Emergency Service” above.

10. An annual inspection is to be completed annually. In addition, there will be one (1) five-year inspection during calendar year 2025. See “Annual and 5-year inspection” above.

REGULATIONS

The contractor shall perform the services as set forth in the statement of work and in accordance with all applicable laws and regulations. The contractor warrants that they will have obtained all licenses and permits required by law to engage in the activities that are required in connection with the statement of work.