Attachment 1 - Elevators Maintenance PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

VERTICAL TRANSPORTATION EQUIPMENT

MAINTENANCE, REPAIR, & INSPECTION

SERVICES

14 Apr 12

Attachment 1

FA4819-12-T-0006

Elevator Maintenance PWS

14 Apr 2012

PERFORMANCE WORK STATEMENT (PWS) 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 Tyndall 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 will be listed in Appendix B. NOTE:

The term “VTE” in this Performance Work Statement (PWS) includes all equipment listed in

Appendix B including freight and passenger elevators, escalators, wheelchair/stair lifts, dock levelers, and dumbwaiters.

1.1. This full maintenance contract signifies a VTE service provider takes total service responsibility for the equipment identified in the contract. Except those services covered in paragraph 2 below, the contract covers all inspections, maintenance, repairs, replacements and routine and emergency service calls. This contract allows the Government to budget total yearly costs and eliminates concerns relating to individual parts repair or replacement invoicing. The

Contractor assumes all responsibility and determines the amount of service visits and types of service required to keep the system operating safely and within the performance objectives of paragraph 6 below.

1.2. All work conducted on VTE will be in accordance with Florida Statutes - Chapter 399, Elevator Safety Act, the American Society of Mechanical Engineers 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), Occupational

Safety and Health Administration Standards (OSHA) and the recommendations of the Original

Equipment Manufacturer (OEM).

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

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

2.2. Acts by parties other than the Contractor of vandalism, abuse, negligence, 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 basic full maintenance 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, breaker(s), hydraulic elevator jack outer housing, buried piping, Elevator Maintenance PWS

14 Apr 2012 smoke and fire sensors, fire service reports, communication feeders to controller, security systems, batteries for emergency lighting and lowering 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, scope of the work, justification for determination that the work was not included in the contract and an estimated time to repair and as well as estimated cost of repairs. 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 is also on existing VTE but, is not included under the full maintenance service arrangement. Alteration/modernization will be covered under an over and above Contract Line Item Number 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 Contracting Officer(CO)/Contracting Officer Representative

(COR) or other pre designated Government representative shall determine the working order and condition of all VTE listed in Appendix B within 30 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 and accomplish the repair and reimburse the Contractor in accordance with the contract. The CO will give disposition 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 normal commercial practices using only new standard parts or parts of equal quality specified by the VTE manufacturer in effecting repairs.

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4.2 The Contractor shall develop and submit to the Government an annual written Maintenance

Control Program (MCP) for each VTE within thirty (30) days after contract award/option renewal 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 minimum code requirements.

4.3. The Contractor shall perform maintenance in accordance with the MCP to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices or manufacturer’s specifications, if available, 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. Cleaning of 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 may perform inspections of the VTE. If discrepancies are discovered during these inspections, the Contractor will be notified in writing of any determination and shall be responsible for the corrective actions.

4.7. The Contractor shall prepare and submit a written report within two-business days of required VTE inspections. 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 certificates copies shall be delivered to the CO/COR upon request; however, no later than two business days of a request to review.

5. REPAIR SERVICE CALLS. The 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 normal commercial practices. The contractor shall repair and replace routine maintenance components (any single item under $50.00) of the VTE at no additional cost to the government. Any part over $50.00, the contractor will submit a quote prior to any work being completed. When a component in a labeled product is replaced, it must be replaced with an identical component manufactured under the original labeling service

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(certifying agency). Substitution of a different component is only permitted where it is equivalent to that which was tested, as determined by the certifying agency. The parts used for replacement are required to comply with all the requirements that the old parts originally complied with. The replacement parts shall not result in a proprietary system. The Unified

Facilities Guide Specifications (UFGS) and the Unified Facilities Criteria (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. All routine calls will be made to the contractor by the COR. The contractor shall notify the COR immediately any time they receive a call for a new service request from any individual other than the COR. The contractor shall not perform any routine service until authorized by the

COR.

5.1.2. The Contractor shall respond to and begin work on routine service calls at no additional cost to the Government within eight (8) hours after receipt of the call during normal duty hours.

5.1.3. The Contractor shall report to the work location, survey the repair, and provide base contracting an estimate of time and cost of repairs not covered in the basic full maintenance service contract but necessary to bring the VTE back to 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; or threatens to disrupt activity, operations, and/or training missions.

5.2.1. All emergency calls should be made to the contractor by the COR. The contractor shall notify the COR immediately any time they receive a call for a new emergency service request from any individual other than the COR.

5.2.1.1 During emergencies that constitute an immediate danger to personnel, the contractor may be contacted by government representatives other than the COR. In these events, the contractor shall respond and be prepared to assist the Incident Commander (IC) with emergency response support. The contractor shall not perform any emergency service until authorized by the COR or the IC.

Q: I’m not sure what kind of emergency this would be and what the fire department of other first responders couldn’t handle but if the emergency call cost exceeds the micro purchase threshold we are automatically in a ratification position if the COR or the IC makes the phone call. In a

Elevator Maintenance PWS

14 Apr 2012 truly catastrophic event where someone’s life is saved we will still have to perform ratification but it would be certainly fine to do at that point considering. Need to work on this (possible internally through the Government and not necessarily the PWS) but if the IC or the COR has the

CO’s phone number than obviously a verbal can be given in a matter of seconds precluding any need for ratification. Maybe we include the language. “During emergencies that constitute an immediate danger (ex. life, limb or eyesight) to personnel, the contractor may be contacted by government representatives other than the COR. In these events, the contractor shall respond and be prepared to assist the Incident Commander (IC) with emergency response support. The contractor shall not perform any emergency service until authorized by the COR or the IC. In the event that costs of the emergency event escalate to over $2,500.00 (the micro purchase threshold for a service contract) the contractor shall immediately seek guidance/further approval from a warranted contracting officer.”

In the event that it’s a true catastrophic emergency, the IC should have channels to contact

CONS either through simple base emergency response lists or the EOC. Once contact has been made to any CONS member obviously we can resolve the issue within minutes.

5.2.1.2 During all other emergencies, the contractor shall neither respond nor perform any emergency service until authorized by the COR.

5.2.2. The Contractor shall respond to emergency repair calls within one (1) hour after notification during normal duty hours and within two (2) hours after notification during hours outside normal duty hours.

5.2.3. The Contractor shall report to the work location, survey the repair, and provide base contracting an estimate of time to repair and cost of repairs not covered in the basic full maintenance service contract but necessary to bring the VTE back to 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 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.

The Government will evaluate the contractor performance in accordance with the following criteria. Performance evaluations will be rendered in one or more Government databases for that purpose.

Performance Objective PWS Para Performance Threshold

1. Written Maintenance Control Program

(MCP) for each VTE for all equipment.

MCP identifies all maintenance intervals to include safety inspections.

100% Compliance

2. VTE Service Availability 4 VTE availability is 95%. Calculation =

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((sum of all VTE * # days in service during the selected month for each

VTE) / (# VTE * # days in the selected month)).

3. Repair Service Call Routine – Response

Time.

5.1.2

95% Compliance on a monthly basis.

4. Repair Service Call Emergency –

Response Time.

5.2.2.

100% Compliance on a monthly basis.

5. Service Call Repairs – Repair Quality.

Repairs are of high quality resulting in reduced call backs.

Only two call backs of the same problem each month.

6. Inspection – MCP Adherence Inspection to MCP 100%

7. Preventive Maintenance - MCP

Adherence

4.7., 5.1.3, 5.2.3.

Preventive maintenance performed to MCP 95% of time.

8. Reporting Requirements 2, 4, 5 95% Compliance.

7. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

7.1. GOVERNMENT FURNISHED FACILITIES. None

7.2. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT. None

7.3. GOVERNMENT FURNISHED UTILITIES. The government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

7.3.1. UTILITY CONSERVATION. The contractor shall adhere to all base level utility conservation practices or requirements. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

7.4. SECURITY, FIRE AND MEDICAL SERVICES. The government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

8. GENERAL INFORMATION.

8.1. Contract Manager. The Contractor shall provide a contract manager (CM) who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the Contractor when the manager is absent, shall be designated in writing to the CO prior to the contract start date. The CM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The

CM or alternate shall be available during normal duty hours within 24-48 hours of confirmation

Elevator Maintenance PWS

14 Apr 2012 of notification, to meet with the COR to discuss problem areas. The CM and alternate(s) must be able to read, write, speak, and understand the English language.

8.2. Contractor Employees. Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. This shall be accomplished through the use of a standardized and distinctive article of clothing or accessory, such as a shirt, badge, or hat with the company name on it. The Contractor shall make sure employees are in compliance with all federal, state, and local environmental regulation laws.

8.3. QUALITY CONTROL. The 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 2, Services Summary. The QCP shall demonstrate how the Contractor ensures quality performance during the contract period of performance. The Contractor will maintain the QCP throughout the POP 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.

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

8.5. HOURS OF OPERATION. The normal duty hours shall be Monday through Friday

0730 to 1630, except during Federal Holidays.

8.5.1 FEDERAL HOLIDAYS.

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

President’s day - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

8.5.1.1. If these holidays fall on Saturday, the preceding Friday shall be observed. If these holidays fall on Sunday, the following Monday shall be observed. If a holiday falls on a

Elevator Maintenance PWS

14 Apr 2012 scheduled service day, the contractor shall be responsible for rescheduling services for the first day post the holiday observance.

8.5.2. DOWN DAYS. These are days designated by MAJCOM or 325 FW/CC as non-working days. The government reserves the right not to allow all non-essential tasks to be performed on these days. The estimated number of down days is eight per year. The contractor shall not charge any cost for down days unless approved by the COR.

8.4. SECURITY REQUIREMENTS.

8.4.1. SUITABILITY INVESTIGATIONS. In accordance with AFI 31-101:

8.4.1.1 Personnel working in a government facility 6 months or less or working anywhere on

Tyndall AFB property are required to have a Local Files Check. The Unit Security Manager will coordinate the Background Affidavit (with Pass & ID) and the DD 1172 Base Access Request form – allow 3-5 day process time.

8.4.2. PASS AND IDENTIFICATION ITEMS. The contractor shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

a. DBIDS, Defense Biometrics Identification System - Contractor Identification Card.

8.4.3. RETRIEVING IDENTIFICATION MEDIA. The contractor shall retrieve all identification media from employees who depart for any reason before the contract expires; e.g., terminated for cause, retirement and submit them to the COR.

8.4.4. LISTING OF EMPLOYEES. The contractor shall maintain a current listing of employees. The list shall include employee's name and level of security clearance or base access

(to include if escort privileges are authorized), on company letterhead. The list shall be validated and signed by the company facility security officer (FSO) and provided to the COR (and Unit

Security Manager) prior to the contract start date. Updated listings shall be provided when an employee's status or information changes.

8.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. None.

8.6. SPECIAL QUALIFICATIONS. The Contractor will be licensed by the State of Florida to provide the services specified in this contract. All work will be performed by personnel who are trained and qualified for the systems and equipment. The contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements in maintenance of VTE.

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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, Material Safety Data Sheets (MSDS) for all chemicals. A copy of all MSDS will be provided to the CO/COR. The MSDS data is subject to random checks by the government. The contractor shall maintain, and provide on demand, an inventory of materials being brought on the base. The Contractor shall complete, and provide on demand, monthly inventories of HAZMAT used, including but not limited to: solvents, paints, degreasers, greases, Ozone Depleting Substances, and oils brought on base. If the Contractor spills or releases any HAZMAT or other substance contained in 40 CFR 302 in the environment, the

Contractor shall immediately notify the CO/COR and appropriate emergency responders. The

Contractor is responsible for all costs associated with clean-up and restoration including any applicable fines and/or penalties. The Contractor will maintain a spill plan as required by federal, state, and local laws and regulations.

8.9. ASBESTOS. Section 29 CFR 1910.1001(j)(7)(iv) requires the employer (Contractor) shall provide an asbestos awareness course, at no cost to Contractor employees who perform operations in an area which contains asbestos-containing material (ACM) or presumed asbestos containing materials (PACM). VTE may be located in facilities that may contain ACM or

PACM. The Contractor (not the Government) is obligated to determine if any exposure to ACM may result in performing work under the contract.

Elevator Maintenance PWS

APPENDICES.

A. Estimated Workload Data.

B. VTE Equipment Listing.

C. References

Elevator Maintenance PWS

Performance Work Statement for Vertical Transportation Equipment Maintenance, Repair and Inspection Services

Appendix A

Estimate Workload Data

Item Maintenance, Repair and Inspection

Estimated

Quantity

1 Inspect and Test VTE (10 per month)

2 Estimated number of repair service calls (1 per month)

Estimated number of emergency repair calls (3 per year)

Elevator Maintenance PWS

Appendix B

VTE Equipment Listing

Item Type of VTE Location of VTE Manufacturer

Capacity

(LBS)

Year

Installed

1 Elevator Bldg 220 National Elevator Corporation 4,000

2 Elevator Bldg 216 National Elevator Corporation 2,500

3 Elevator Bldg 226 National Elevator Corporation 2,500

4 Elevator Bldg 267 National Elevator Corporation 2,500

5 Elevator Bldg 485 National Elevator Corporation 3,000

6 Elevator Bldg 542 National Elevator Corporation 4,000

7 Elevator Bldg 662 National Elevator Corporation 2,500

8 Elevator Bldg 1210 3,500

9 Elevator Bldg 1212 3,500

10 Elevator Bldg 1601 Kone Incorporated 2,500

Definitions:

Item: Assign item number for VTE (1, 2, …)

Type of VTE: Enter Elevator, Escalator, Dumbwaiter, etc.

Location of VTE: Enter Area of Base (if applicable), Building Name (if known), Building

Number.

Manufacturer: Enter name of original equipment manufacturer (for example: Kone Inc., etc.)

Capacity (LBS): Enter VTE capacity in pounds (LBS).

Year Installed: Indicate the year the equipment was initially installed.

Elevator Maintenance PWS

Appendix C

References

29 CFR 1910.1001(j)(7)(iv)

40 CFR 302

AFI 31-101

American Society of Mechanical Engineers A17.1-2007

ANSI/ASME A17.2-2010, Guide for Inspection of Elevators, Escalators, and Moving Walks

ANSI/ASME A17.3-2011, Safety Code for Existing Elevators and Escalators

Florida Statutes - Chapter 399, Elevator Safety Act

Safety Code for Elevators and Escalators (ASME A17.1)

UFGS 14 2 00 Hydraulic Elevators

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