Solicitation_Package.pdf

1 SERVICES (SIMPLIFIED ACQUISITION)

(MAR 2015)

SOLICITATION FOR OFFERS

SOLICITATION NUMBER: GS-03P-15-QK-C-7001

PROJECT TITLE: Elevator Maintenance and Related Services

LOCATION: Williamsport Federal Building 240 West Third Street Williamsport, PA 17701

** THIS PROCUREMENT IS SET ASIDE FOR TOTAL SMALL BUSINESSES **

ANTICIPATED

SERVICE DATE: 10/1/2015 – 9/30/2020

For a period of one (1) year with the possibility of four (4) one (1) year options

REQUEST FOR OFFERS DUE

DATE and TIME: Monday, September 28, 2015 at 12:00 PM EST

SUBMIT OFFER TO:

Shannon Scureman, Contracting Officer Shannon.Scureman@gsa.gov

2 SERVICES (SIMPLIFIED ACQUISITION)

SOLICITATION

TABLE OF CONTENTS

Statement Of Work

GSA 3503 Representations and Certifications

GSA 2166 Service Contract Labor Standards

GSA 2166cs Continuation of Statement of Equivalent Rates

WAGES Service Contract Wage Determination/Labor Standards

GSA 3502 Solicitation Provisions (Negotiated)

Service Contract Clauses – Simplified Acquisition

Supplementary Instructions, Conditions and Notices

3 SERVICES (SIMPLIFIED ACQUISITION)

SCOPE OF WORK

This is a Performance Work Statement (PWS) for elevator maintenance and scheduled repair services for the Herman T. Schneebeli Federal Building and United States Courthouse located in downtown Williamsport, PA. The Government has not been totally prescriptive in describing the processes the Contractor must use to accomplish the goals and objectives of this contract. Rather, this PWS describes the General Services Administration’s (GSA’s) minimum requirements and expected outcomes. The Contractor must articulate and detail specifics in their proposal of how they will accomplish every requirement and how the Contractor’s effort will support GSA’s mission of protecting and preserving real property assets while enhancing the level of comfort for tenants (See Section L, Management Plan). All or part of the successful offeror’s proposed Management Plan may be incorporated into the contract. The Contractor must provide management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair for all three (3) elevators, and two (2) chair lifts.

See Section J of this solicitation for elevator inventory information.

Number of

Elevators

Passenger

Freight

Manufacturer, Type of Machine

Stops Speed Capacity Control

System

Type

2 Existing

Passenger to be modernized

Otis, Geared traction

4 200 fpm

3,000

Otis Traction

1 Existing

Prisoner

Transport

Elevator

Cemco, Dual

Roped Hydraulic

3 150 fpm

5,500 ESI Hydraulic

1 Hydraulic

Lifts

T.L.Shield & Associates Inc.

Invisable lift

Hydraulic

Hydraulic

Lifts

Concord Handy lift vertical wheel chair lift Model s-48

2 Hydraulic

The general scope of services included in this PWS includes:

A. The Contractor shall be responsible for full elevator maintenance service to comply with National Elevator Industry Inc. (NEII) part 7 Maintenance Guidelines, ASME A17.1 maintenance requirements, ASME A17.1 and A17.2 as well as ASME

A18.1 code inspections and tests, elevator performance measures, repairs and callbacks for all three (3) elevators, and two (2) chair lifts.

B. The Contractor shall implement a Preventive Maintenance/Predictive

Maintenance Program (PM Program). It is expected that this PM Program be designed to

4 SERVICES (SIMPLIFIED ACQUISITION)

accomplish GSA’s mission to provide high quality elevator services as measured by:

operation consistent with stated elevator performance measures; safe operation of equipment systems and components as required by ASME A17.1 Code; and consistent with aforementioned guidelines and requirements maximizing the equipments’ useful life while minimizing downtime. The PM Program shall be in compliance with the requirements set forth in paragraph C.1.A above.

C. The Contractor shall implement a Quality Control Program (QCP). The

Contractor’s QCP must ensure contract compliance, and act to ensure that potential problems with building equipment and systems are identified, documented, and resolved prior to failure. The Quality Control Program shall be in compliance with the requirements set forth in paragraph C.1.A above.

D. The Contractor shall be responsible for elevator repairs to prevent a breakdown or malfunction of an item of equipment, a system or subsystem or place an item of equipment, a system or a subsystem back into service after a breakdown or malfunction.

C2. Glossary of Terminology

A. EMERGENCY CALLBACK SERVICE. The contractor shall report to the site of the emergency within 30 minutes of the time of notification and shall remain on the job until the emergency has been resolved. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be an emergency nature.

B. INCIDENTAL REPAIRS. Where the cost is expected to be $1,000.00 or less for materials and parts only on unscheduled work required to prevent a breakdown or a failure of an item of equipment, a system, or a sub-system; or to put it back in service after a breakdown or failure, or to replace an item of equipment, a system or a sub-system after a breakdown or failure; and for structural repairs. This dollar threshold applies to each individual repair that may be required.

C. MINOR REPAIRS. Where the cost is expected to be greater than $1,000.00 for materials and parts only, but not exceeding $10,000.00 for materials, parts and labor on unscheduled work required to prevent a breakdown or failure of an item of equipment, a system or a sub-system; or to put it back in service after a breakdown or failure; and for structural repairs. This dollar threshold applies to each individual repair task that may be required.

D. MAJOR REPAIRS. Where the cost is expected to be greater than $10,000.00 for materials, parts and labor on unscheduled work required to prevent a breakdown or failure of an item of equipment, a system or a sub-system; or to put it back in service after a breakdown or failure, or to replace an item of equipment, a system or a sub-system

5 SERVICES (SIMPLIFIED ACQUISITION)

after a breakdown or failure, or to replace an item of equipment after a breakdown or failure; and for structural repairs. This dollar threshold applies to each individual repair task that may be required.

E. NORMAL OPERATING TIME. Normal operating time is to be considered as the time needed to operate the building's elevator equipment to provide the respective services during occupant agencies' workday of 7:00 AM and 5:00PM, Monday through

Friday, excluding Federal holidays.

F. REGULAR CALLBACK SERVICE. Regular call-back service consists of responding to call-back requests during the hours of 7:00 AM through 5:00 PM within sixty (60) minutes of call, Monday through Friday, Federal holidays excluded. Regular call-back service will be provided at no additional cost to the Government.

C3. Preventive and/or Predictive Maintenance Program Minimally, the contractor shall perform routine inspection on equipment at the following frequencies:

(1) Not less than weekly for gearless equipment.

(2) Not less than semi-monthly for geared equipment.

These inspections should ensure a safe and efficient level of operation and all work relative to the cleaning, lubrication and adjustment of equipment that is necessary for the desired level of operation should be performed.

In addition, the contractor shall perform the required preventive maintenance in accordance with each equipment component manufacturer’s instructions and all necessary cleaning, lubricating and adjusting pursuant to such maintenance. Where there is no manufacturers’ maintenance work due, at a minimum the maintenance shall be performed as described and at the frequencies listed as follows:

A. ELECTRIC ELEVATORS.

1. MONTHLY MAINTENANCE.

a. DOOR AND GATE OPERATION.

(1)Clean, lubricate and adjust brake, operation of checks, linkages, gears, wiring, motor interlock, set screws, contacts, chains and cams.

(2)Check safety edge, electric eye, traveling cable, closing and opening speed. Adjust and repair as necessary.

(3)Clean, adjust and lubricate car doors and gates, pivots, hangers, car grills and channels.

(4)Clean, adjust and lubricate pivot points and checking devices.

b. SELECTOR.

(1)Clean, adjust, replace and lubricate brushes, contacts, dashpots, traveling cables, chain brush, pawl magnets, wiring, contacts, relays, tape drive and broken tape switch.

6 SERVICES (SIMPLIFIED ACQUISITION)

(2)Clean exterior of selector.

c. CONTROLLER.

(1)Check relays, contacts, contact wipe, shunts, resistors and capacitors. Clean and adjust as necessary.

(2)Dress pitted or burnt contacts to maintain their original shape.

d. CAR.

(1)Inspect interior of cab. Test telephone, normal and emergency lights, fan, emergency call system or alarm, miscellaneous hardware, certificate and holder, control panels, side and top exits, etc. Make repairs/replacements as necessary.

(2)Check car call buttons and lights. Replace as necessary.

e. MISCELLANEOUS.

(1)Check, repair/replace dispatch panel, indicator panels, all remote signal panels or indicator panels, lights, key switches, jewels and buttons as related to the elevators and its function.

(2)Check manual dispatch for proper operation.

(3)Clean elevator pits and machine room floor.

(4)Inspect compensating chains, hitches, drum, buffers, rope clamps, slack cable switch, couplings, keyways, indicator dials and pulleys. Clean and lubricate as necessary.

(5)Check brushes on generator and hoist motor, replace as necessary.

(6)Observe and check the operation of the signal-dispatching system, making adjustments as necessary to correct any problems.

(7)Check exciter, generator, brushes and armature, make necessary repairs.

(8)Check oil level of hoist motors, sheaves, selectors, generators, governors. Add as necessary.

(9)Check fire capture recall, Phase I and a minimum of one floor operation on Phase II. Adjust and repair as necessary. A written record of findings on the operation shall be made and kept on the premises.

2. QUARTERLY MAINTENANCE.

a. CAR.

(1)Clean light fixtures, fan, replace burned out bulbs in hall buttons, car button panels, indicator panels, direction lights, car lights, hatch way lights, machine room and secondary lights.

(2)Check oil level of A/C cam device, chains, and dashpots. Add if necessary.

(3)Inspect, clean and adjust retiring cam device, chains, dashpots, and commutator.

(4)Test emergency switches and bells. Repair and replace as necessary.

7 SERVICES (SIMPLIFIED ACQUISITION)

(5)Check adjustment of car guide shoes or roller guides. Adjust and lubricate as necessary.

(6)Inspect safeties, pivots, cable, set screws, switches and clearance. Clean and adjust as necessary.

(7)Clean car top and counterweight.

b. LEVELING.

(1)Clean, adjust and lubricate leveling switches and leveling operation, hoist way vanes, magnets and inductors.

(2)Check leveling; slow down and acceleration. Adjust as necessary.

c. HOISTWAY DOORS.

(1)Clean, adjust and lubricate hangers, rollers, eccentric, cables, guide shoes, traveling cable, door closers, interlock, car sills.

Wipe excess dust and dirt from car doors.

d. HOIST MACHINES.

(1)Check field coils, insulation, clearance, bearings, seals and brushes. Repair and replace as necessary.

(2)Inspect worm and gear backlash, thrust and end play, and bearing in machine. Repair as necessary.

e. GUIDE RAIL.

(1)Lubricate guide rail as necessary.

f. MOTORS, GENERATORS, EXCITERS, VOLTAGE REGULATORS

TACHOMETERS, DAMPING MOTORS, ETC.

(1)Clean all commutators and brush holders, renew or reseat brushes, check quartering. Repair and replace as necessary.

(2)Check bearings, seals, field coils and interpoles. Wipe off exterior dirt and dust.

(3)Check generator belts, adjust and replace as necessary.

g. SPEED GOVERNORS.

(1)Observe operation, check electrical switches and seals. Clean and lubricate.

(2)Check for wear on all moving parts.

(3)Check, adjust and repair photo sensing devices.

h. EMERGENCY AND HANDICAP FEATURES.

(1)Check, adjust and repair handicap feature to include tapes, speakers, recorders, electronic key card. All other emergency recall features shall be inspected and repaired as necessary.

3. SEMI-ANNUAL MAINTENANCE.

a. SELECTOR.

(1)Inspect, clean, adjust and lubricate traveling nut and gears.

Replace worn cams, contacts and brushes, make repairs and adjustments for proper operation.

b. CAR.

(1)Inspect stile channels for bends or cracks, also car frame, cam supports. Repair as necessary.

(2)Clean car top and check car top control.

8 SERVICES (SIMPLIFIED ACQUISITION)

c. WIRE ROPES.

(1)Inspect all ropes, hitches and shackles, and equalize rope tension, lubricate as necessary. Advise COR immediately when hoisting ropes should be replaced.

(2)Check for rope stretch. Shorten and adjust as necessary.

d. PIT.

(1)Clean and lubricate compensating sheave and inspect hitches.

(2)Check oil level in buffers. Add as necessary.

(3)Clean and inspect governor and tape tension sheave.

(4)Empty and clean drip pans.

e. CAR SWITCH.

(1)Check, clean and adjust contacts, switches. Lubricate as necessary.

f. CONTROLLERS.

(1)Remove all dust, dirt and grease with vacuum or blower.

(2)Check all condensers, resistance tubes, grids and check fuses, holders and all controller connections. Repair as necessary.

(3)Check dry cell batteries. Repair/replace as necessary.

(4)Check solid state trickle charger. Repair if defective.

(5)Check controller fans. Clean as necessary.

g. MISCELLANEOUS.

(1)Check mechanical slow down. Adjust as necessary.

(2)Check load weighing switches (device) and dispatching time settings. Adjust as necessary. Replace load weighing switches and isolation pads if necessary to accomplish satisfactory adjustments.

(3)Wipe all equipment off in machine room.

(4)Check and lubricate all grease fittings as necessary.

4. ANNUAL MAINTENANCE.

a. DOOR AND GATE OPERATION.

(1)Clean, adjust and lubricate car door track, sill, hangers, motors, chains, cables and sheaves.

(2)Check controls, chains, belts, resistors and contacts. Adjust as necessary.

b. CAR.

(1)Check clearance of car and safety shoes, adjust as necessary.

(2)Test all safety devices including governor rope release carrier.

(3)Check and file guide rails as required.

(4)Check car enclosure steadying plates.

c. HOISTWAY DOORS.

(1)Fill and adjust checks and door eccentrics. Make door self-closing.

(2)Check bottom gibs, struts, sills, headers, bumpers and fastenings. Repair/adjust as necessary.

(3)Adjust door interlocks and contact as required.

9 SERVICES (SIMPLIFIED ACQUISITION)

(4)Clean, lubricate and adjust chains, sheaves, cables, hatch door rollers, tracks, hangers and motors.

d. HOIST MACHINE.

(1)Inspect brake and brake drum, drive sheave, motor, thrust bearings, packing and gears. Replace/adjust as necessary.

(2)Remove, clean and lubricate brake cores on DC brakes, clean linings if necessary and inspect for oil and wear.

(3)Free and lubricate brake pins and inspect for wear.

e. SHEAVES.

(1)Inspect sheaves to ensure proper fit on shaft. Repair/replace as necessary.

(2)Clean, lubricate and check seals.

(3)Check spokes and rim with hammer for cracks. Repair/replace as necessary.

(4)Check for groove wear and proper alignment. Repair/adjust as necessary.

f. CONTROLLERS.

(1)Check oil in overload relays, settings and operations of overloads (manual and automatic). Check for loose connections on terminal strips and relays. Repair/replace as necessary.

(2)Change filters on controller as necessary.

g. ROLLER GUIDES.

(1)Lubricate wheel bearings (roller guides), as necessary.

h. TRAVEL CABLE.

(1)Inspect insulation, hanging and junction box connections.

i. GUIDE SHOES.

(1)Lubricate guide shoe stems. Adjust as necessary.

j. HOISTWAYS.

(1)Inspect, clean and adjust guide rails, cams and fastenings of counter weights.

(2)Check compensating chains and rope. Clean, adjust and repair as necessary.

(3)Check elevator shaft for settling and cracks in building structure. Report all related problems to COR

(4)Clean down hoist way including all steel beams, fascia plates, concrete and block walls, counter weights and rails.

Lubricate as necessary.

(5)Clean and lubricate selector drive tape.

k. HALL.

(1)Inspect hall buttons, contacts, springs, tubes and wiring. Clean and lubricate.

l. MOTOR, GENERATORS AND EXCITERS.

(1)Clean internal parts.

(2) Clean armatures and motors.

10 SERVICES (SIMPLIFIED ACQUISITION)

(3)Inspect commutator for high bars, arcing of brushes, flat spots, run out, high mica and dirt build up between bars. Repair as necessary.

(4)Clean all oil and grease from brush holder and end bells.

(5)Check motor and MG set connections. Adjust as necessary.

m. MISCELLANEOUS .

(1)Clean car grille and stile channels.

(2)Check group supervisory control systems where installed. Test and adjust systems dispatching, scheduling and emergency service features to manufacturer's specifications. Adjust as required.

(3)Clean exterior of the machinery.

(4)Check inspection access switches, make self centering, and adjust stopping contacts to level car to within 3/8ths of an inch acceptable tolerance to floor.

5. EVERY THREE YEARS.

a. Change oil on generator and exciter bearing.

b. Drain oil from all geared and gearless hoist machines. Replace with new oil recommended by the manufacturer.

B. HYDRAULIC ELEVATORS.

1. MONTHLY MAINTENANCE.

a. CHECK POINTS.

(1)Observe operation of elevator throughout its full range and at all floors it serves to test controls, safety devices, and leveling, re-leveling, and other devices. If creeping is excessive, determine cause and correct.

(2)Check opening and closing of doors and gates. Adjust as necessary.

(3)Clean and adjust electric eye, detectors and safety edges.

(4)Inspect interior of cab. Test telephone, normal and emergency lights, fan, emergency call system or alarm, miscellaneous hardware, certificate and holder, control panel, etc.

Replace as necessary.

(5)Inspect hoist way, pit and machine room. Clean and lubricate equipment, clean pits and machine room floors. Replace light bulbs as necessary.

(6)Wipe off equipment in machine room. Clean drip pans.

(7)Observe operation of motor and pump, drive belts, oil lines, tank, controls, plunger, packing, etc. Repair as necessary.

(8)Test manual and emergency control.

(9)Repair all oil leaks.

(10)Check fire capture recall, Phase I and a minimum of one floor operation on Phase II. Adjust and repair as necessary. A written record of findings on the operation shall be made and kept on the premises.

11 SERVICES (SIMPLIFIED ACQUISITION)

b. CLEANING AND LUBRICATING.

(1)Clean and lubricate floor selector drive tapes and chains.

(2)Clean and lubricate automatic slowdown and stopping switches.

(3)Clean car position indicators, signal boards, directional lights and gongs, dispatch panels. Replace bulbs as necessary.

(4)Clean and lubricate guide rails as necessary.

(5)Clean and adjust control relays and contacts.

2. QUARTERLY MAINTENANCE.

a. CLEANING, LUBRICATING AND ADJUSTING.

(1)Clean, lubricate and adjust overload mechanism, start and run relays.

(2)Check and adjust dispatch, scheduling and supervisory systems.

(3)Repair and adjust electronic door operation system. Clean as necessary.

(4)Clean and adjust hatch door tracks, hangers, cables, interlocks, sills.

(5)Clean top and bottom of cabs, etc., check car top control.

(6)Clean and adjust car doors, hangers, cables, electric eyes, safety edges and sills.

3. ANNUAL MAINTENANCE.

a. CLEANING, LUBRICATING AND ADJUSTING.

(1)Clean, adjust and lubricate all car door tracks, sills, hangers, motors, chains, cables, sheaves, electric contacts, checks and clutches.

(2)Clean, adjust and lubricate all hatch door tracks, sills, hanger, motors, chains, cables, sheaves, electric contacts, checks and interlocks.

(3)Clean down hoist way from top to bottom, walls, sills, steel beams, counter weights and safety.

b. MAINTENANCE INSPECTIONS.

(1)Review manufacturer's instructions.

(2)Make annual inspection and perform work recommended by manufacturer.

c. MISCELLANEOUS. These services are to be performed as required to maintain a safe and efficient operation:

(1)Clean and adjust floor-selector contacts. Hoist way doors, car gates and associated equipment.

(2)Inspect traveling cables, if applicable.

(3)Replace flexible hoses as required by code.

4. EVERY THREE YEARS.

a. Remove hydraulic oil from storage and discharge tank; remove sediment. Replace with new hydraulic oil with product recommended by the manufacturer.

C. WHEEL CHAIR LIFT

1. SEMI-ANNUAL MAINTENANCE

a. HYDRAULIC

12 SERVICES (SIMPLIFIED ACQUISITION)

i. Inspect all travel cables for excessive wear. Replace as necessary

ii. Check level of hydraulic fluid with the platform at the lower landing

iii. Dress ropes with SAE-20W oil (Do not use grease)

iv. Check hydraulic plumbing for leaks

v. Verify operation of slack rope device

vi. Lubricate linkage of slack rope device

vii. Equalize tension of ropes

b. ANNUAL MAINTENANCE/HYDRAULIC

i. Clean guide channels and apply

2. SEMI-ANNUAL MAINTENANCE

a. BALL SCREW DRIVE

i. Tighten all fastening anchors

ii. Inspect ramp for proper operation

iii. Lubricate ramp linkage and hinges with light weight oil

iv. Lubricate gate hinges and adjust speed of door/gate closer

v. Inspect all travel cables for excessive wear. Replace as necessary

vi. Clean ball screw and apply new grease annually

vii. Clean guide channels and apply new grease annually

viii. Grease the pillow block bearings located at each end of the ball screw

ix. Verify proper tension of the drive belts

3. AS REQUIRED BUT NOT LESS THAN SEMI-ANNUAL

MAINTENANCE

a. UNIT FINISH

i. The lift is coated with a baked on polyester finish. An occasional washing with a mild detergent and warm water, followed by an application of automotive wax is required to maintain finish. Touch up any scratched surfaces with touch-up paint.

To facilitate contract administration and inspection by representatives of the Contracting

Officer, the Contractor shall submit an annual schedule of all periodic maintenance by dates, elevators and building to the COR for approval within five (5) calendar days prior to the contract starting date. In addition, the Contractor shall provide a suitable check chart for each elevator to be on display in the machine rooms. It shall remain current and summarize scheduled Preventive Maintenance work to be performed monthly, quarterly, semi-annually and annually. It shall have space for dates and initials of mechanics and supervisors. The Government reserves the right to inspect and test, as well as oversee inspections and tests, to ascertain that the above requirements are being fulfilled.

13 SERVICES (SIMPLIFIED ACQUISITION)

C4. Elevator Performance Measures The elevator ride, including acceleration and deceleration, shall be smooth and jerk free.

Door operation shall be smooth with no discernable extraneous noise. The Contractor shall perform the necessary adjustments as required to maintain the elevator performance measures as prescribed below, or those established by the most recent adjustment, repair, minor or major project work, at the discretion of the COR.

The Contractor shall maintain, at all times, the minimum performance requirements for the Vertical Transportation System. The performance measurements include, but are not limited to the following:

(1) Door Closing Force:

The door closing force of each elevator shall be measured as recommended in the

ASME A17.2 elevator inspector’s manual.

(2) Door Dwell Times:

Door dwell times shall be maintained within the parameters which comply with the Americans with Disabilities Act.

(3) Door Operation:

Door operation shall be quiet and positive with smooth checking at the extremes of travel.

(4) Ride Quality:

The contractor shall maintain a comfortable elevator ride with smooth acceleration, deceleration and a soft stop.

(5) Stopping Accuracy:

The elevators shall stop within +/- ¼ inch of the floor.

(6) Downtime:

An individual elevator shall not be out of service for more than five (2) consecutive business days without the approval of the COR. No elevator shall be out of service for more than a total of fifteen (15) business days per year without the approval of the COR.

(7) Customer Surveys:

GSA customer satisfaction surveys shall show a level or increasing level of satisfaction with elevator service.

14 SERVICES (SIMPLIFIED ACQUISITION)

(8) Service Call Benchmark:

A benchmark ratio of service calls per car per quarter shall be established and reported to the COR at the end of each quarter. The benchmark ratio shall show a level or decreasing level of service calls per quarter. The occurrence of an increasing trend in service calls in a given quarter requires the maintenance supervisor to meet with the COR to determine the steps the contractor will take to reduce the number of service calls.

C5. Safety Inspection and Testing Services Periodic safety inspections of elevators required by the "American National Standard

Safety Code for Elevators, Dumbwaiters, and Escalators" will be performed under a separate inspection contract by a separate inspection contractor in accordance with GSA policy. The Contractor will be notified of the schedule for these periodic inspections.

The Contractor shall make personnel available, at no additional cost, to accompany the inspector during the course of any inspection or test. The personnel provided by the

Contractor shall be qualified. The Contractor's personnel shall participate in this inspection and testing process to the extent required by the inspection contractor. This participation requires, but is not be limited to, operating the elevator and all controls, removing and replacing panel covers, supplying and safely moving the weights needed for car safety tests, and any other mechanical functions associated with the inspection and testing process.

A. The Contractor shall maintain elevators, equipment, appurtenances and accessories so as to comply with the requirements of the latest edition of ASME

A17.1.

B. The equipment shall be inspected and tested in accordance with the applicable edition of ASME A17.1. The Contractor shall confirm with the Contracting Officer's

Representative (COR) when Semi-annual, Annual and Five Year Safety Inspections are usually scheduled. The Contractor shall contact the COR a sufficient time in advance to arrange these inspections and remain in touch with the COR and his/her inspector as necessary to complete the inspection process.

C. The Government reserves the right to inspect and test, as well as oversee inspections and tests, to ascertain that the above requirements are being fulfilled.

D. Participation in the above referenced inspections and tests shall occur at no additional cost to the Government. Code required tests and inspections include, but are not limited to:

1. Semi-annual inspection and tests

2. Annual tests inspection and tests

3. Five year tests inspection and tests

15 SERVICES (SIMPLIFIED ACQUISITION)

Upon completion of an inspection, the Contractor will be furnished with an "Inspection

Report" or an annotated ASME A17.2 CHECKLIST FOR INSPECTION OF ELECTRIC

ELEVATORS, or equivalent, listing deficiencies for which the Contractor is responsible.

Deficiencies and/or repairs will be handled in accordance with Paragraph C10, Repairs.

The Contractor will correct these deficiencies within a time period specified by the COR.

Upon completion, the Contractor will notify the Contracting Officer and his/her representative, in writing, so that a re-inspection can be performed.

C6. Quality Control Program The Contractor is required to implement a Quality Control Program (QCP). The

Contractor’s QCP must ensure contract compliance, and act to ensure that potential problems with building elevator related equipment and systems are identified, documented, and resolved prior to failure. The QCP must address methods, frequencies, documentation, remedies for correcting problems and any proposed compensation to

GSA for contracted services not performed as scheduled or poorly performed, as well as the specific individuals responsible for ensuring that all requirements of the contract are performed properly and timely. The QCP shall document and file all work and inspections conducted by the Contractor and the corrective action taken as well as supervisory monitoring. All documents and files pertaining to the Contractor’s QCP shall be made available to the Government at all times during the term of the contract.

Within ten (10) work days after the starting date of the contract, the Contractor shall submit an updated building specific quality control plan to the COR for approval.

C7. Work Excluded The following elevator repair work is specifically excluded from the general provisions of this contract. This work, however, may still be required during the course of the contract, but shall be reimbursable to the contractor in accordance with the following provisions:

(1) Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, his representatives or his employees. The initial service call from the Government to the Contractor to investigate the nature of the problem shall not be reimbursable to the contractor if occurring during normal operating hours, as it would fall under the parameters of section C.12 Call Back Services. If determined to be negligence, the Contractor’s repair work will be reimbursable by the Government as follows:

The COR may determine that the repair work shall be completed during normal working hours. When requested to provide these Additional Services, the Contractor will be compensated at the hourly rate specified on the electronic OFFER SHEET (See Section B.2. Offer for Services).

16 SERVICES (SIMPLIFIED ACQUISITION)

The COR may determine that the repair work shall be expedited and performed after hours. When requested to provide these Overtime Services, the

Contractor will be compensated at the hourly rate specified on the electronic OFFER SHEET (See Section B.2. Offer for Services).

(2) Installation of new attachments which may be required or recommended by Federal, State or Municipal Government authorities.

(3) Replacement of underground hydraulic piping or hydraulic jacks and cylinders.

(4) Repair and replacement of car enclosures; hoistway enclosures, door panels, frames and sills; cab tile or carpet.

C8. Existing Deficiencies No longer than fifteen (15) calendar days after notice to proceed is issued to the

Contractor, the Contractor's project manager or his designee and the COR or his designee will together make a complete and systematic inspection of elevators for the purpose of developing an existing deficiency report. This report will be prepared as the inspection is conducted, and shall be signed by both representatives. Each party will retain one complete report.

This deficiency report shall not include any items that would be replaced, repaired or adjusted during the performance of normal preventive maintenance as defined in the submitted/accepted preventive/predictive maintenance program requirements.

The Contractor shall prepare and submit to the COR, within 30 calendar days after commencement of the inspection, a copy of said report with an attached listing of the repairs needed to correct each deficiency and the Contractor's price including, labor, materials, overhead and profit for correcting each deficiency. These prices shall remain firm for a period of 60 days after submission. Description of repairs noted shall be detailed and explicit.

It shall not be the responsibility of the Contractor to correct deficiencies noted on said report under the terms of this contract. The Government may elect to have all or any part of this work performed by Contractor (at the negotiated, agreed upon price), by

Government employees, or by other contractors.

When an existing deficiency on an item is corrected, the Contractor shall assume responsibility for the subsequent incidental repair thereof (except those repairs which may be covered under a warranty or guarantee agreement) at no additional cost to the

Government. Any and all deficiencies found after the initial inspection shall not be considered pre-existing and therefore, the incidental repair thereof will be the responsibility of the Contractor.

17 SERVICES (SIMPLIFIED ACQUISITION)

Nothing in this Existing Deficiency Clause shall be construed as diminishing the obligation imposed by this contract upon Contractor to operate any deficient item (to the extent operable), or to perform preventive maintenance for any such item.

Excluded from the deficiency list will be any items pertaining to cleaning of equipment, changing of oils, painting of equipment or general housekeeping.

C9. Contract Closeout Inspection GSA personnel will conduct a Contract close out inspection approximately 60 days prior to the Contract expiration date, and provide the Contractor with a report listing deficient items which fall within the scope of this Contract. GSA shall provide this list to the

Contractor as soon as possible after completion. The Contractor shall correct as many items as possible before the expiration date of the contract and return a written status report of closeout items. Deductions will be imposed for all such outstanding deficiencies not corrected by the termination of the Contract. This close out inspection is in addition to the regular inspections performed to ensure Contractor compliance with

Contract requirements. All deficiencies found up to and including the last day of the

Contract will be the responsibility of the Contractor.

C10. Repairs Repairs are defined as unscheduled work required to (a) prevent a breakdown or malfunction of an item of equipment, a system or subsystem or (b) place an item of equipment, a system or a subsystem back in service after a breakdown or malfunction.

The Contractor will be responsible for all incidental repairs. For minor and major repairs, the Contractor shall prepare a detailed and explicit description of each repair and submit to the COR the Contractor's estimated price. The agreed upon prices shall remain firm for a period of 60 days after submission.

A. Incidental repairs: As part of the service provided under the terms of this

Contract and at no additional cost to the Government, the Contractor shall perform all necessary incidental repairs. Incidental repairs are those unscheduled work items where the cost is expected to be $1,000.00 or less for materials and parts only. This threshold applies to each individual repair job that may be required. For this contract, retrieving items that fall into the pit is included. Materials and parts must be ordered or obtained in the most expeditious manner possible (i.e., air freight, express mail, personal pickup by

Contractor, etc.). Handling and freight charges cannot be added to material/parts costs for the purpose of calculating repair thresholds.

The Contractor will be required to accomplish incidental repairs which affect tenant operations within 24 hours. Those incidental repairs which do not affect tenant operations will be accomplished within 72 hours. The COR may grant an extension (on a case by case basis) upon the receipt of:

(1) A request for extension made by the Contractor (within the 24 hour requirement) with an explanation for the delay.

18 SERVICES (SIMPLIFIED ACQUISITION)

(2) Contractor's estimated time of completion.

(3) Evidence showing that the Contractor has made all the efforts to comply with the above requirements.

(4) The COR shall be advised that the repairs are being accomplished. Work should not be delayed in order to notify the COR, except where guarantees or warranties are involved or the dollar amount is expected to exceed the dollar threshold in which case the

COR shall be notified in writing by fax or email prior to repairs being made.

B. Minor Repairs: Minor repairs are those unscheduled work items defined in paragraph C2 where the cost is expected to be greater than $1,000.00 for materials and parts only, but not exceeding $10,000.00 for materials, parts and labor. This threshold applies to each individual repair job that may be required. The Contractor will not be required to perform any minor repairs under the terms of this contract with the exception of replacement of an elevator's hoisting ropes, compensating ropes, and governor ropes which are included in the contract requirements on a pro rated basis and shall in all other aspects be handled as described here under "MINOR REPAIRS". (See Paragraph (6).

below for the prorated formula)

(1) The Contractor shall report any need for minor repairs to the COR, but shall not initiate such work until directed to do so by either the Contracting Officer or the COR.

The Contractor shall furnish the COR with an estimate of the labor hours and the cost of parts and materials which may be required to complete any required minor repair. The

Contracting Officer or the COR may, at their discretion, direct the Contractor to perform minor repairs.

(2) When authorized to perform a minor repair job, the Contractor shall ensure that each person involved in the work signs in and out on a log established for that purpose by the

COR

(3) The Contractor will be compensated for minor repair services as follows:

(a) Labor costs - The Contractor will be reimbursed for labor hours expended at the Federal facility, as evidenced by the sign in/out log, at the hourly rate specified on the electronic offer sheet.

(1) The COR may determine that the repair work shall be completed during normal working hours. When requested to provide these

Additional Services, the Contractor will be compensated at the hourly rate specified on the electronic OFFER SHEET (See Section B.2.

Offer for Services).

(2) The COR may determine that the repair work shall be expedited and performed after hours. When requested to provide these

Overtime Services, the Contractor will be compensated at the hourly rate specified on the electronic OFFER SHEET (See Section B.2.

Offer for Services).

19 SERVICES (SIMPLIFIED ACQUISITION)

(b) Materials cost - the Contractor will be reimbursed for material at wholesale or dealer cost as described below.

(4) The price to be paid for materials shall be on the basis of established wholesale catalog or dealer list prices in effect when the materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor's sale price to his most favored customers for the same item in like quantity, or the current wholesale market price, whichever is lower.

(5) All orders for minor repair work shall be placed or confirmed by issuance of the GSA

Form 300, "Order for Supplies or Services", or through use of certified invoice procedures. The GSA Form 300 will describe the service to be provided and will establish the maximum number of hours and material costs for which the Contractor will be compensated. The GSA Form 300 shall also specify a completion date for the required work. The ceilings (price and time of performance) specified in the GSA Form

300 may not be exceeded without the written approval of the COR

(6) The Contractor's price for replacement of elevator hoisting ropes, compensating ropes and governor ropes shall be prorated between the Contractor and the government.

The labor hours and the cost of parts and materials shall be furnished to the COR covering all costs as described in preceding paragraphs before the pro rata formula is applied. Based on a life expectancy of 22 years, the pro rata formula is as follows: the

Contractor's percentage of responsibility is the difference between 22 years and the actual age of the ropes recorded on the rope data tag divided by 22. For example, if the ropes are 17 years old, the Contractor's percentage of the price paid is 22 - 17 = 5 and 5/22 =

23%. The price paid by the government would be 100% - 23% = 77%.

C. Major Repairs: Major repairs are those unscheduled work items where the cost is expected to exceed $10,000.00 for materials, parts and labor. This threshold applies to each individual repair job that may be required.

(1) With the exception of replacement of an elevator's hoisting ropes, compensating ropes, and governor ropes, major repairs are not a part of this contract and as such may be performed by Government employees or other contractors. This contractor will not be required to perform major repairs, with the exception of ropes as previously mentioned, under this contract, but if such repairs are accomplished by this contractor, it will be covered by a separate contract. See "Minor Repairs", for more information regarding rope replacement.

(2) Any required work of this nature shall be immediately reported in writing to the

COR. NOTE: The decision as to whether a repair job is an incidental repair or a minor repair will be made by the Contracting Officer. In the event of a dispute the Contractor may appeal the Contracting Officer's decision and file a claim. The Contractor shall proceed diligently with the performance of the work, pending the resolution of any request for relief, claim, appeal or action relating to the contract, and comply with the

20 SERVICES (SIMPLIFIED ACQUISITION)

decision of the Contracting Officer. All appeals and claims will be processed in accordance with the "Disputes" clause of this contract.

D. Documentation on Repairs:

(1) The Contractor shall complete GSA Form 1231, "Elevator Data Card (or equivalent record of details), for all elevators as designated by the COR All repairs to those designated items of equipment shall be documented on the GSA Form 1231 which shall be kept in the Building Manager's Office (or other designated location).

(2) When the Contractor has documented history, through the use of GSA Form 1231 and/or GSA Form 1897, "Maintenance Authorization", Quality Control documentation, Call-back Service Logs or any other written history of repeated breakdowns or repairs on a particular item of equipment, the Contractor shall notify the COR

C11. USE OF SUBCONTRACTORS

The intent of this contract is to have all the responsibility for operation, management and supervision, and whenever possible, the majority of repairs and preventive maintenance accomplished by in-house Contractor personnel. However, the Government recognizes that some repairs and preventive maintenance services may require specialized skills outside the skill sets of in house personnel or be better accomplished through subcontracted services.

During the performance of this contract, if the Contractor identifies a repair or service that they believe is of such a specialized nature that a specialized subcontractor is required to properly complete the repair or provide the service, the Contractor must provide written justification in advance, to the COR or designee, for approval of the need to use a subcontractor. The Contractor must not use subcontractors to perform repairs unnecessarily or with the intent of driving up the repair cost. The use of subcontractors must adhere to the security clearance requirements of this solicitation set forth in Section

H.

C12. Call Back Service The Contractor shall provide regular and overtime call-back service to correct equipment malfunctions. Call-back service consists of responding by reporting to the building and beginning to take corrective action to requests by telephone or other means, from the

COR or other designated representative. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the Contractor's control preclude resolution of the problem that day, the COR must be notified in writing by fax or email with an explanation of the delay. Under no circumstances shall the resolution take more than 24 hours after receipt of the call unless an extension is granted by the COR. The Contractor will be compensated for after hours call-back services at the hourly rate specified on the electronic offer sheet (See Section B.2., Offer for Services).

Any invoice to the government for call-back services shall not include travel time and costs, but rather the Contractor shall only invoice for the time spent at the facility at the hourly rate specified on the electronic offer sheet.

A. REGULAR CALLBACK SERVICE

21 SERVICES (SIMPLIFIED ACQUISITION)

Regular call-back service consists of responding to call-back requests during the hours of 7:00 AM through 5:00 PM within sixty (60) minutes of call, Monday through Friday, Federal holidays excluded. Regular call-back service will be provided at no additional cost to the Government.

B. EMERGENGY CALLBACK SERVICE

Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The Contractor shall report to the site of the emergency within thirty (30) minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action will be taken. Requests for service may be made by the COR by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the COR to be an emergency nature. Emergency callback service provided between the hours of 7:00 AM through 5:00 PM, Monday through Friday, Federal holidays excluded, will be provided at no additional cost to the Government.

C AFTER HOUR CALLBACK SERVICE

For service other than what is considered to be an emergency, outside the normal working hours of 7:00 AM to 5:00 PM., Monday through Friday, the Contractor shall report to the site within one (1) hour after time of notification. If the situation cannot be resolved within one (1) hour, the elevator shall be secured, (excluding priority elevators such as freight), with the Contractor promptly notifying the COR of the problem and the time and date corrective action will be completed. In the case of a priority elevator, work shall continue with immediate notification to the COR of the problem and time and date corrective action will be completed. Requests for call back service may be made by the COR or his/her representative by telephone or other means.

C13. Records to be Supplied By the Government Any available drawings may be obtained by the Contactor from the COR on signed receipt for use, and such drawings shall be retained on Government premises. Applicable changes shall be noted on drawings and shall be maintained up to date. Contractor shall notify the COR within 10 calendar days of contract start date if he finds the drawings to be inadequate for any reason, (i.e., prints missing, obliterated drawings, etc.). Upon termination or expiration of the contract, all drawings shall be returned to the COR.

C14. Supplies, Materials, Replacement Parts, and Equipment

A. The Contractor shall furnish all labor, supplies, equipment parts and materials necessary to perform cleaning, maintenance, inspection, repairs or replacements to elevator equipment, appurtenances, and accessories; including hoist machinery, motor

22 SERVICES (SIMPLIFIED ACQUISITION)

generators, controllers, selectors, worm gears, thrusts, bearings, brake magnet coils, brake shoes, cab fans, brushes windings, commutators, rotating elements, contacts, coils, resistors for operation and motor circuits, magnet frames, cams, car door and hoisting door hangers, tracks and guides, door operating devices, interlocks and contacts, hatch lighting (minimum 60 watt illumination), pit lights, cab lights, bulb replacement in signal system, and all other elevator signal and accessory equipment complete, where included as part of the elevator installation at the time the offer for this work is submitted. The

Contractor is responsible for replacement of all machine room light bulbs or tubes, hatchway and pit receptacles and light sockets. Particular attention is to be given to maintaining all emergency light units in an operable condition. All lighting installed or replaced by the Contractor shall be at a minimum compact fluorescent efficiency or greater.

B. Where applicable to hydraulic elevators, the above listed parts shall include the cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fitting and flexible pipe connections, operating control, check and relief and control valves, gauges, storage, discharge pressure, vacuum tanks and hydraulic oil.

C. Where applicable, the Contractor shall obtain any special tools necessary to troubleshoot service and maintain the elevators related to the specific type of microprocessor controls installed on the system. This includes solid state or microprocessor diagnostic tools unavailable on the open market.

D. All lubricants, oils, greases, rope preservatives, and cleaning materials are to be furnished by the Contractor. Lubricants are to be of the proper grade for the intended use. All cleaners used to remove oil and grease shall be non-toxic, odorless and have a high flash point.

E. The Contractor shall maintain a stock of replacement parts at the building where the elevator maintenance services are to be performed. It is vital that replacement parts be immediately available so that the elevator service will not be subject to interruptions and stoppages. Parts shall remain the property of the elevator Contractor. Upon award of contract, submit list of spare parts to COR for evaluation.

C15. Storage Space in Building Assigned to Contractor Space in the building will be assigned to the Contractor for the storage of his bulk supplies, replacement parts and the equipment which he will use in the performance of work under the contract. The Contractor shall maintain this space in a neat and orderly condition.

The Government will not be responsible, in any way, for damage to the Contractor's stored supplies, materials, replacement parts or equipment.

C16. Scheduling Work and Reporting…