Eglin_AFB_VTE_PWS_16_APR_15_FINAL.docx

VERTICAL TRANSPORTATION EQUIPMENT MAINTENANCE, REPAIR & INSPECTION

EGLIN AFB, FLORIDA

CONTRACT #

16 April 2015

PERFORMANCE WORK STATEMENT FOR VERTICAL TRANSPORTATION EQUIPMENT MAINTENANCE, REPAIR, & INSPECTION SERVICES

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, supplies, equipment, parts and labor necessary to maintain, repair, and inspect the real property vertical transportation equipment (VTE) at Eglin AFB in a manner that will ensure continuous and safe operation (full maintenance and repair with the exception of the exclusions listed in paragraph 2 below). The VTE and their locations are be listed in Appendix B. NOTE: The term “VTE” in this Performance Work Statement (PWS) includes all equipment listed in Appendix B: freight and passenger elevators, material lifts/dock levelers, and dumbwaiters.

1.1. This full maintenance contract signifies a VTE service provider (Contractor) takes total service responsibility for the equipment identified in the contract. Except those services covered in paragraph 2 below, the monthly fixed price includes all inspections, maintenance, repairs, replacement parts, and routine and emergency service calls. This contract allows the Government to budget total yearly costs and eliminates concerns relating to individual parts, repairs or replacement invoicing. The Contractor assumes all responsibility and determines the amount of service visits and types of service required to keep the VTE operating safely and within the performance objectives of paragraph 6.

1.2. Work conducted on VTE shall be in accordance with the American Society of Mechanical Engineers (ASME) A17.1-2007 (or applicable code for year VTE put in service), Safety Code for Elevators and Escalators (ASME A17.1), ANSI/ASME A17.2-2010, Guide for Inspection of Elevators, Escalators, and Moving Walks (applicable to equipment), A17.3-2011, Safety Code for Existing Elevators and Escalators (applicable to equipment), National Fire Protection Association Standards (NFPA), Unified Facilities Criteria (UFC) 3-600-01, Fire Protection Engineering for Facilities, Occupational Safety and Health Administration (OSHA) Standards and the recommendations of the original equipment manufacturer (OEM).

2. EXCLUDED SERVICES. The following are not covered in the full maintenance service arrangement and are considered over and above services:

2.1. Alterations (a.k.a. modernizations) are not covered in the full maintenance service arrangement. (See Paragraph 3.2)

2.2. Acts by parties other than the Contractor of vandalism, abuse, negligence, damage resulting from rescue and recovery operations, and acts of God (including damage resulting from emergency power generator power spikes and low quality) are not included in the contract.

2.3. Additional items excluded in the full maintenance coverage are cosmetic, construction, ancillary components of the VTE system including the finishing, repairing or replacement of the cab enclosure, ceiling frames, hoistway door panels, door frames, sills, car flooring, floor covering, main line power switches, main power breaker(s), hydraulic elevator jack outer housing, buried piping, smoke and fire sensors, fire service reports, main communication feeders to controller, security systems, batteries for emergency lighting that are not solely dedicated to the VTE, air conditioners, and heaters.

2.4. Routine cleaning and refinishing of the interior of cars and the exterior of the hoistway doors and frames is not included in the basic full maintenance service.

2.5. In the event that the Contractor encounters an item of work included in paragraph 2.1 through 2.4, the Contractor will report the situation to the Contracting Officer’s Representative (COR). The report will include the work location, a detailed scope of the required work, justification for Contractor determination that the work was not included in the contract, and an itemized cost estimate (including time to repair, all required parts and a breakdown of labor hours). NOTE: Any part, component or assembly unavailable from the manufacturer due to obsolescence, remains the Contractor’s responsibility to obtain an engineered equivalent product from a commercial source.

3. DEFINITIONS:

3.1. Maintenance, Repair and Replacement. Maintenance, repair and replacement are on existing VTE and included in the contract scope of services. All maintenance, repair and replacement of damaged, broken, or worn parts are to be done in a manner that ensures that the equipment may be operated safely. Maintenance, repair and replacement are actions to restore equipment to a state in which it may safely perform its required operations as installed in accordance with the manufacturer’s recommendations. See ASME A17.1 for requirements.

3.2. Alteration. An alteration to an existing VTE is not included under this full maintenance service arrangement. Alteration/modernization will be covered on an over and above Contract Line Item or it may result in a modification to the contract. The typical alteration results in a betterment to the safe operation of the equipment. In the case of elevators, when an alteration is made, all affected safety requirements must be complied with. All work as part of an alteration is required to comply with specific requirements of the current ASME A17.1 Code edition. See ASME A17.1 for requirements.

4. MAINTENANCE AND INSPECTION SERVICES:

4.1. The Contractor with the CO/COR shall determine the working order and condition of all VTE listed in Appendix B within thirty (30) calendar days of contract award. The Government will either replace missing items or repair all items not in working order or serviceable condition, or the CO will direct the Contractor to replace the missing items, accomplish the repair, and reimburse the Contractor in accordance with the contract. The CO will give instructions for situations where a unit requires a level of repair potentially constituting alteration as described by paragraph 3. The Contractor and the CO shall certify their agreement as to the working order of the equipment. All repair work shall be in accordance with standard commercial practices using only new parts of equal quality specified by the VTE manufacturer.

4.2. The Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each VTE within thirty (30) calendar days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance to be performed. The Contractor shall perform inspections and maintenance of all VTE in accordance with the MCP. The MCP shall ensure compliance with all minimum code requirements (i.e. ASME A17.1).

4.3. The Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation to ensure a 95% operational status of reliable and continuously safe operation. The maintenance work shall be in accordance with commercial practices and/or manufacturer’s specifications, and shall be intended to maintain the VTE in safe and reliable operating condition. The MCP is required to specify appropriate intervals for specific maintenance items.

4.4. The Contractor shall clean equipment spaces and daily cleanup of job sites in conjunction with maintenance, inspections and tests, and repairs are required.

4.5. The Contractor shall perform necessary inspections and tests as required under ASME A17.1 Appendix N, using a Qualified Elevator Inspector (QEI). The first annual test shall include the five-(5)-year test for all traction and roped hydraulic elevators regardless of due date. The three- (3) - year test shall be scheduled in conjunction with the annual test two years later from the first annual test.

4.6. The Government will perform inspections of the VTE at no cost to the Contractor for purposes of capital asset management and quality assurance. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and may be responsible for the corrective actions.

4.7. The Contractor shall prepare and submit a written report within two (2) business days of work. The report shall identify each VTE, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the VTE.

4.8. The Contractor shall maintain a copy of all current VTE inspection documentation, along with an index indicating the location, date inspected, and date of the next required inspection having provided the original to the CO/COR. The index and copies of certificates shall be delivered to the CO/COR upon request; however, no later than one (1) business day of a request to review.

5. REPAIR SERVICE CALLS. Contractor shall provide service calls (routine and emergency) under the full maintenance service agreement at no additional charge. All repair work shall be done in accordance with standard commercial practices. Contractor shall repair and/or replace components of the VTE at no additional cost to the Government. Replaced components will be identical (OEM) Original Equipmet Manufacture items. Substitution of a different component is only permitted when an OEM replacement is not available and must meet be an industry accepted equivalent. The Unified Facilities Guide Specifications (UFGS) and the UFC will be used to benchmark acceptable replacement components. See UFGS 14 21 00. 00 20 Electric Traction Elevators, UFGS 14 21 13 Electric Traction Freight Elevators, UFGS 14 21 23 Electric Traction Passenger Elevators, and UFGS 14 2 00 Hydraulic Elevators for guidance.

5.1. Routine Calls. Service calls will be classified as routine when the work or adjustments do not qualify as an emergency call.

5.1.1. Routine service calls shall be placed by the CO/COR during the hours of 0600-1600L Monday – Friday excluding Federal Holidays. (See para 8.3). The Contractor shall not respond to routine calls made by other than the CO/COR.

5.1.2. The Contractor shall respond in-person to the VTE and begin work on routine service calls at no additional cost to the Government within four (4) hours after receipt of the call on regular scheduled work days/hours.

5.1.3. The Contractor shall report to the emergent work location, survey the repair situation, and commence repairs on all covered items under “Full Maintenance”. Non-covered repairs, per para. 2, require the contractor provide the CO/COR an estimate of necessary time and cost to bring the VTE back to full operation. The Contractor shall commence repair work after notification from the CO/COR. The Contractor shall prepare and submit to the CO/COR a written report within two business days after the repair. The report shall include the date and time of the service call, the location of the VTE, the repairs performed, and the name of the technician performing the repairs.

5.2. Emergency Calls. Emergency calls are defined as calls made for services when a VTE system fails and constitutes a danger to personnel; threatens to damage properties.

5.2.1. Emergency service calls will be placed either by the CO/COR or the Eglin Fire Dispatcher ONLY.

5.2.2. The Contractor shall respond in person to the VTE and begin work on emergency service calls within one (1) hour after receipt of the call.

5.2.3. The Contractor shall prepare and submit to the CO/COR a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the location of the VTE, the repairs performed, and the name of the technician performing the repairs.

6. SERVICES SUMMARY (SS).

6.1 General

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. Unless indicated elsewhere these performance objectives will be measured monthly. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

6.2 Performance Evaluation

Performance of a service shall be evaluated to determine whether or not it meets the performance requirements of this contract Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures according to the “Inspection of Services” clause

1. Written Maintenance Control Program (MCP) for each VTE for all equipment.

MCP identifies all maintenance intervals to include safety inspections.

3. Repair Service Call Routine – Response Time.

4. Repair Service Call Emergency – Response Time.

5. Quality Control.

7. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government does not anticipate providing any Government furnished property (GFP).

8. GENERAL INFORMATION.

8.1. QUALITY CONTROL.

Contractor shall develop and maintain a quality control program (QCP) to ensure maintenance and repair services are performed in accordance with ANSI/ASME A17 and other applicable standards and codes. The Contractor shall develop and implement procedures to eliminate reoccurrence of once identified/repaired defects. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in Paragraph 6, Service Summary. The QCP shall demonstrate how the Contractor ensures quality performance during the contract period of performance. Quality work will be determined if there are no more than two call backs of the same problem (same instance) each month for the same VTE. The Contractor shall maintain the QCP throughout the period of performance of the contract. The CO will be provided updates to the QCP as they occur during the period of performance. The QCP will identify the procedures in writing for inspections, individual responsible, VTE MCP, and the location of all inspection records and key control logs which will always be available to the Government upon request. The QCP will have the inspection forms and records which will be used for the service. The Contractor will identify to the CO/COR the responsible quality control inspector to notify in case of customer complaints.

FAR 52.246-4 Inspection of Services - Fixed is applicable. The Contractor shall provide a Quality Control Plan that contains, as a minimum, the items listed in 8.1.1. to the contracting officer for acceptance not later than the pre-performance conference. The contracting officer will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the contracting officer before the contract start date.

8.1.1. Quality Control Plan (QCP)

The Contractor shall be required to submit a QCP before contract start date. The Contractor’s quality control plan shall contain, as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

8.2. QUALITY ASSURANCE. The Government will periodically evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

8.3. HOURS OF OPERATION. Normal hours of operation shall be between the hours of 0600 to 1600 hours Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. The contractor may request to work hours other than normal duty hours. Approval for changes in normal work hours, extended hours during exercises or mission changes will not be unreasonably withheld.

8.3.1. The contractor is not required to provide services on all recognized Federal holidays-current holidays include: New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day

8.3.2. The contractor shall work whatever hours necessary to resolve an emergency occurring within his or her area of responsibility.

8.4. SECURITY REQUIREMENTS. All personnel employed by the Contractor in the performance of this contract and any representative(s) of the contractor entering the Government installation shall abide by all security regulations of the installation.

8.4.1. Employee Identification and Vehicle Passes. The contractor shall ensure all employees requiring access to the installation to include all ranges and sites have completed all Eglin AFB, 96 Security Forces requirements and obtained authorization from the Contracting office. Contractor-owned and operated vehicles must be clearly identified with the Company Name. All vehicles shall be operated IAW Base traffic rules and regulations. The Government reserves the right to limit or deny access to the installation as required. The Contractor shall retrieve all identification media, from employees who depart for any reason before the contract expires; e.g. termination, retirement. The Government issued identification shall be surrendered to the CO as soon as possible thereafter.

8.4.2. Restricted Areas/Access. During the course of the contract, certain areas/sites may be restricted or closed to contractor personnel. The contractor shall comply with all requirements for entry to include signing in or securing an entry badge. In addition, unscheduled gate closures may occur at any time and personnel entering or exiting the installation may experience delays.

8.4.3. Government and Personal Property. The contractor shall be responsible for safeguarding all Government property. The contractor shall conduct work so that property, personnel, and work areas are protected at all times from inconvenience, damage, or injury. In the event of damage of any nature, caused by contractor operations or employees, due to improper protection, precaution, or safety measures, such damages shall be repaired or replaced by the contractor at his expense.

8.5. CONTINUATION OF ESSENTIAL DEPARTMENT OF DEFENSE SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. IAW DoDI 3020.37 (Continuation of Essential DoD Contractor Services During Crisis) and AFI 63-124, unless otherwise directed by an authorized Government representative, it is determined that services as identified in this Performance Work Statement (PWS) are NOT essential for performance during a crisis.

8.6. SPECIAL QUALIFICATIONS. The Contractor shall be licensed/certified by the State in which the work is conducted as specified in this contract. All work will be performed by personnel who are trained and qualified for the systems and equipment. Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements (documentation provided to CO/COR upon request) in maintenance of VTE. The contractor shall maintain licens/certifications current the life of the contract at no cost to the Government.

8.7. SCHEDULE COORDINATION. The Contractor shall be responsible for coordinating all phases of his/her operations with the appropriate base personnel through the CO/COR. The facilities shall remain in operation while the Contractor is working, and it is up to the Contractor to coordinate around the normal activities of the facility.

8.8. ENVIRONMENTAL CONTROL. The Contractor shall comply, and assure that all subcontractors comply, with all applicable federal, state, and local laws, regulations, ordinances, policies and standards related to environmental matters. Where applicable, the Contractor shall use environmentally safe products in the course of completion of their project. The Contractor shall maintain, in company vehicle on site, Material Safety Data Sheets (MSDS) for all chemicalsutilized in performance of duties on Eglin AFB. If the Contractor spills or releases any HAZMAT or other substance contained in 40 CFR 302 Hazardous Substances, into the environment, the Contractor shall immediately notify the CO/COR and Eglin Fire Dispatch. The Contractor is responsible for all costs associated with clean-up and restoration, including any applicable fines and/or penalties. The Contractor shall maintain a spill plan as required by federal, state, and local laws and regulations.

8.9. ASBESTOS. The Contractor shall comply with Section 29 CFR 1910.1001(j)(7)(iv). VTE may be located in facilities that may contain ACM (Asbestos Containing Materials) or PACM (Presumed Asbestos Containing Materials). The Contractor (not the Government) shall determine if any exposure to ACM may occur in performing work under the contract.

8.10. Contractor Full-time Equivalent Reporting.

8.10.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via secure data collection site. The contractor is required to completely fill in all required data fields at the Contractor Manpower Reporting Application (CMRA) site: http//www.ecmra.mil.

8.10.2. Reporting inputs will be for labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

9. Small Business Subcontracting Program (Small Business Utilization) When subcontracting opportunities exist, any Contractor receiving a contract award valued for more than the simplified acquisition threshold, shall submit a subcontracting plan for small business, small disadvantaged businesses, HUBZones, women-owned small businesses, service disabled veteran owned small businesses, veteran-owned small businesses, Historically Black Colleges and Universities and Minority Institutions, and Alaska Native Corporations and Indian Tribes. (A subcontracting plan is not required if there are no subcontracting opportunities, for contracts awarded to a small business, for personal services contracts or contracts performed entirely outside the US and outlying areas.) The plan shall contain goals for each of the categories, as well as 10 other elements. This rating element assesses the contractor's performance in meeting the requirements of the plan and achievements against his negotiated goals. The contractor may use one of three types of plans: Subcontracting plan, commercial plan (for commercial items), and the DoD comprehensive (test) plan. (See FAR 19.704, 52.219-9 for additional guidance.) An Individual Subcontracting Report (ISR) shall be submitted semi-annually during contract performance for the periods ending March 31 and September 30. Reports are due 30 days after the close of each reporting period, unless otherwise directed by the Contracting Officer. A report is also required for each contract within 30 days of contract completion. Summary Subcontract Reports (SSR), including those submitted for comprehensive subcontracting plans under the DoD Small Business Subcontracting Plan (Test Program), shall be submitted semi-annually for the six months ending March 31 and the twelve months ending September 30. Reports are due 30 days after the close of each reporting period. For commercial plans, a Summary Subcontract Report (SSR) is due 30 days after the end of the Government's fiscal year. For the CPARS rating, the Government will use the most recent ISR and/or SSR that the Contractor submitted and will not delay the evaluation if the rating period is different than the subcontracting reporting period.

Performance Work Statement for Vertical Transportation Equipment Maintenance, Repair and Inspection Services Appendix A Include Maps and/or Site Plans (Optional)

Performance Work Statement for Vertical Transportation Equipment Maintenance, Repair and Inspection Services Appendix B VTE Equipment Listing