DRAFT_PWS_(17_May_2013)_-_Basewide_Elevator_Maintenance.docx

PERFORMANCE WORK STATEMENT

FOR

VERTICAL TRANSPORTATION EQUIPMENT MAINTENANCE, REPAIR, & INSPECTION SERVICES

17 May 2013

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 Wright-Patterson Air Force Base 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 C. NOTE: The term “VTE” in this Performance Work Statement (PWS) includes all equipment listed in Appendix C 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 monthly fixed price 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 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, hoist way door panels, door frames, sills, car flooring, floor covering, main line power switches, breaker(s), hydraulic elevator jack outer housing, buried piping, 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 hoist way 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 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 or representative) shall determine the working order and condition of all VTE listed in Appendix 5C with 60 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.

4.2 The Contractor shall develop and submit to the Government an annual written Maintenance Control Program (MCP) for each VTE within sixty (60) 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 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 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 shall be responsible for the corrective actions.

4.7. The Contractor shall prepare and submit a written report within two-business days of the inspection. 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 one 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 normal commercial practices. Contractor shall repair and replace components of the VTE at no additional cost to the government. When a component in a labeled product is replaced, it must be replaced with an identical component manufactured under the original labeling service (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. The contracting officer/COR will notify the contractor of each required service call. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer. The Contracting Office/COR will be notified in writing of all projected downtime and estimated time for repairs. A written or electronic report is required within two days (48 hours) after repairs are completed. The report shall include the date and time of service call, the location of the elevator, description of repairs performed, and the names of the technicians performing the repairs. The COR will be notified if replacement parts will be on order for more than a 12 hour period. A date for the delivery of the replacement parts shall be provided to the COR within 24 of response.

5.1.2. The Contractor shall respond to and begin work on routine service calls at no additional cost to the Government within four hours after receipt of the call on regular scheduled work days/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. The contracting officer/COR will notify the contractor of each required service call. All repair work shall be in accordance with normal commercial practices using parts specified by the elevator manufacturer. The Contracting Office/COR will be notified in writing of all projected downtime and estimated time for repairs. A written or electronic report is required within two days (48 hours) after repairs are completed. The report shall include the date and time of service call, the location of the elevator, description of repairs performed, and the names of the technicians performing the repairs. The COR will be notified if replacement parts will be on order for more than a 12 hour period. A date for the delivery of the replacement parts shall be provided to the COR within 24 of response.

5.2.2. The Contractor shall respond to emergency repair calls within two hours after notification from the CO/COR.

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. SERVICE DELIVERY 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.

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.

Response to routine calls within time specified in paragraph 5.1.2.

4. Repair Service Call Emergency – Response Time.

Response to emergency calls within time specified in paragraph 5.2.2.

5. Service Call Repairs – Repair Quality.

Repairs are of high quality resulting in reduced call backs.

6. Inspection – MCP Adherence

Inspection to MCP 100%

7. Preventative Maintenance - MCP Adherence

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 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, Service Delivery 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.

8.2. 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 duty hours at Wright-Patterson Air Force Base are Monday through Friday from 0700-1600.

8.4. SECURITY REQUIREMENTS. The contractor shall submit a letter, following current “Pass and Registration” guidelines, for signature approval by the CO. The contractor shall complete a “Request for Identification Credential” (AFMC Form 496) for each employee requiring access to Wright-Patterson AFB. The request shall be submitted to Pass and Registration (building 10286). The government shall provide a completed “Identification Credential” (AFMC Form 3876), which shall be issued, displayed, and surrendered as directed in AFI 31-209, The Air Force Resource Protection Program.

8.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Performance of service During Crises Declared by the National Command Authority. All services to be performed under the contract have been determined to be essential for performance during crises. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DOD Contractor Services during a Crises, and Air Force implementation thereof, it is determined by Functional Director or Contracting Officer the contractor will be required to perform during crises situations.

8.6. SPECIAL QUALIFICATIONS. The Contractor will be licensed by the State in which the work is conducted 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. Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements in maintenance of VTE.

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. 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.

8.8.1. Contractor is responsible to follow requirements in WPAFB Section 01 02 20 (General Environmental Protection Requirements).

8.8.1.1. The following Submittals from WPAFB Section 01 02 20 are required:

8.8.1.2. Item A. Identification of contractor’s environmental coordinator and alternate, See part 3.01, Contractors Environmental Coordinator, paragraph B. This is required within 5 days of the award of contract.

8.8.1.3. Item I. Site Specific Spill Plan. See part 3.08, Spill Prevention, Control, and Reporting, paragraph A. This is required within 5 days of the award of contract and to be reviewed annually.

8.8.1.4. Item K. A current Resource Conservation and Recovery Act (RCRA) training certificate for the hazardous waste site manager. See part 3.10, Hazardous Waste Management paragraph B.

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.

8.10. VOLUNTARY PROTECTION PROGRAM. Wright-Patterson AFB has been recognizable under the OSHA Voluntary Protection Program (VPP). The Voluntary Protection Program (VPP) promotes effective worksite-based safety and health. VPP, management, labor, and OSHA establish cooperative relationships at workplaces that have implemented a comprehensive safety and health management system. Approval into VPP is OSHA’s official recognition of the outstanding efforts of employers and employees who have achieved exemplary occupational safety and health. The authority for VPP is Section (2)(b)(1) of the Occupational Safety and Health Act of 1970, which declares the Congress’s intent "to assure so far as possible every working man and woman in the Nation safe and healthful working conditions and to preserve our human resources by encouraging employers and employees in their efforts to reduce the number of occupational safety and health hazards at their places of employment, and to stimulate employers and employees to institute new and to perfect existing programs for providing safe and healthful working conditions." VPP impacts all applicable contractors operating on Air Force Installations; therefore, the contractor is responsible for ensuring their employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements. Contractors (to include applicable contractors), whether regularly involved in routine site operations; or, engaged in the time and effort to perform identifiable tasks; or, engaged in temporary projects, should follow the safety and health rules of the installation or VPP website, which can be found at https://www/osha.gov/dcsp/vpp/index.html.

8.10.1. Applicable contractors should submit their Total Case Incidence Rate (TCIR) and Days Away, Restricted, and or Transfer Case Incident Rate (DART) rates and OSHA Form 300A annually to the WPAFB contracting office for consolidation and submission as part of the installation’s VPP Annual Self-Evaluation Report. The injury and illness data (TCIR and DART rates) and an annual Self-Evaluation Report based on VPP elements are due to the OSHA Area Office by 15 February of each year.

8.10.2. An applicable contractor’s Quality Control Plan should identify the processes and procedures the contractor will use to track compliance with the Safety and Health Plan, and the process and procedures that will be used to correct violations.

8.10.3 The contractor should submit a Safety and Health Plan and corresponding site safety checklist to the contracting office 10 days after contract award. The contractor’s plan should include appropriate measures to ensure the contractor reacts promptly to investigate, correct, and track alleged safety and health violations and/or uncontrolled hazards in contractor work areas. The contractor’s Safety and Health Plan should include the following:

8.10.4 An applicable contractor should establish these VPP requirements for all subcontractors who qualify as applicable contractors under the resulting contract.

8.11. MANPOWER REPORTING SYSTEM. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Elevator Maintenance contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the 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.

APPENDICES.

A. Estimated Workload Data.

B. VTE Equipment Listing.

D. Local/State Specific Requirements.

Performance Work Statement for Vertical Transportation Equipment Maintenance, Repair and Inspection Services Appendix A Estimate Workload Data

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

AREA A

AREA B

AREA B

AREA B

AREA B

AREA B

AREA C

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), and 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.