RFP_HQ0034-13-R-0001.pdf

CODE

(Hour)

PAGE(S)

until 12:00 PM local time 25 Feb 2013

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56 - 64 X H 65 - 73 wendy.rizzo@whs.mil

RATING PAGE OF PAGES

7. ISSUED BY

(Date)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

Previous Edition is Unusable 33-134 STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA FAR (48 CFR) 53.214(c)

1 73

(If other than Item 7)

15A. NAME 16. NAME AND TITLE OF PERSON AUTHORIZED TO

AND

ADDRESS SIGN OFFER (Type or print)

OF

OFFEROR

AMENDMENT NO. DATE

15B. TELEPHONE NO (Include area code) 17. SIGNATURE15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

18. OFFER DATE

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

HQ0034 8. ADDRESS OFFER TO

See Item 7

9. Sealed offers in original and 3 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and

Item 8 conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME (NO COLLECT CALLS)

WENDY RIZZO 703-545-1603

11. TABLE OF CONTENTS

SOLICITATION/ CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/ COSTS

2 - 8

X I CONTRACT CLAUSES

DESCRIPTION/ SPECS./ WORK STATEMENT X

PACKAGING AND MARKING

9 - 30 J LIST OF ATTACHMENTS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

32 - 33 X K REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

CONTRACT ADMINISTRATION DATA 34 - 35 X

SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror) 36 - 39 X M

L INSTRS., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments

AMENDMENT NO. DATE

to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period

SOLICITATION, OFFER AND AWARD

X

(X) SEC. DESCRIPTION (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

EMAIL:TEL: (Signature of Contracting Officer)

CODE CODE

B. TELEPHONE (Include area code) C. E-MAIL ADDRESS

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( ) (4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

PART IV - REPRESENTATIONS AND INSTRUCTIONS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

40 - 52

PART II - CONTRACT CLAUSES

WHS - ACQUISITION DIRECTORATE

2521 SOUTH CLARK ST

ARLINGTON VA 22202-3909

703-545-1437

FAX:

TEL:

FAX:

TEL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

6. REQUISITION/PURCHASE NO.5. DATE ISSUED

25 Jan 2013

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

[ X ]

3. SOLICITATION NO.

HQ0034-13-R-0001

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 12 Months Monthly Preventive Maintenance

FFP

The contractor shall provide all labor, materials and equipment to perform preventive maintenance services for the elevators, escalators and wheelchair lifts in accordance with the Performance Work Statement. In addition, the contractor shall include all minor repairs (at or below $2,000.00).

NET AMT

ITEM NO SUPPLIES/SERVICES MAX

QUANTITY

UNIT UNIT PRICE MAX AMOUNT

0002 1 Job Major Repairs

FFP

The contractor shall provide all labor, materials and equipment to perform major repairs (at or above $2,000.01) in accordance with the Performance Work Statement.

MAX

1001 12 Months OPTION Monthly Preventive Maintenance

FFP

The contractor shall provide all labor, materials and equipment to perform preventive maintenance services for the elevators, escalators and wheelchair lifts in

UNIT UNIT PRICE MAX AMOUNT

1002 1 Job OPTION Major Repairs

FFP

The contractor shall provide all labor, materials and equipment to perform major

2001 12 Months OPTION Monthly Preventive Maintenance

FFP

The contractor shall provide all labor, materials and equipment to perform preventive maintenance services for the elevators, escalators and wheelchair lifts in

UNIT UNIT PRICE MAX AMOUNT

2002 1 Job OPTION Major Repairs

FFP

The contractor shall provide all labor, materials and equipment to perform major

3001 12 Months OPTION Monthly Preventive Maintenance

FFP

The contractor shall provide all labor, materials and equipment to perform preventive maintenance services for the elevators, escalators and wheelchair lifts in

UNIT UNIT PRICE MAX AMOUNT

3002 1 Job OPTION Major Repairs

FFP

The contractor shall provide all labor, materials and equipment to perform major

4001 12 Months OPTION Monthly Preventive Maintenance

FFP

The contractor shall provide all labor, materials and equipment to perform preventive maintenance services for the elevators, escalators and wheelchair lifts in

UNIT UNIT PRICE MAX AMOUNT

4002 1 Job OPTION Major Repairs

FFP

The contractor shall provide all labor, materials and equipment to perform major

CONTRACT MINIMUM/MAXIMUM QUANTITY AND CONTRACT VALUE

The minimum quantity and contract value for all orders issued against this contract shall not be less than the minimum quantity and contract value stated in the following table. The maximum quantity and contract value for all orders issued against this contract shall not exceed the maximum quantity and contract value stated in the following table.

MINIMUM

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

$2,000.01 $1,000,000.00

CLIN MINIMUM/MAXIMUM QUANTITY AND CLIN VALUE

The minimum quantity(s) and CLIN value(s) for all orders issued against the CLIN(s) on this contract shall not be less than the minimum quantity(s) and CLIN value(s) stated in the following table. The maximum quantity(s) and CLIN value(s) for all orders issued against the CLIN(s) on this contract shall not exceed the maximum quantity(s) and CLIN value(s) stated in the following table.

CLIN

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

0002 $2,000.01 $1,000,000.00 1002 $2,000.01 $1,000,000.00 2002 $2,000.01 $1,000,000.00 3002 $2,000.01 $1,000,000.00 4002 $2,000.01 $1,000,000.00

CLIN DELIVERY/TASK ORDER MINIMUM/MAXIMUM QUANTITY AND CLIN ORDER VALUE

The minimum quantity and order value for the given Delivery/Task Order issued for this CLIN shall not be less than the minimum quantity and order value stated in the following table. The maximum quantity and order value for the given Delivery/Task Order issued for this CLIN shall not exceed the maximum quantity and order value stated in the following table.

CLIN

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

1. Introduction

This is a Preventive Maintenance (PM) contract to provide and implement a comprehensive program for the maintenance, repairs, service, load testing, inspection and certification of Elevators, Escalators and Wheelchair Lifts located in the Pentagon Reservation, Hybla Valley Federal Building and the U.S. Military Court of Appeals. This contract shall include PM services to the server and the Lift-Net Vertical and Horizontal Transportation Management System (VHTMS), which is the IT network for managing the elevators and escalators real-time working status at the Pentagon Reservation. For the purposes of this contract, the Pentagon Reservation includes the facilities located in Arlington County, Virginia, to include the Pentagon Building, Pentagon South Terraces, the Modular Office Complex (MOC), the Pentagon Library and Conference Center, the Pentagon Athletic Center, the Remote Delivery Facility, the Pentagon Emergency Response Center and the Heating and Refrigeration Plant.

1.1 The contract management for this effort will be accomplished by the Operations and Maintenance

(O&M) Branch of the Pentagon Building Management Office (PBMO). The PBMO is the field office for the Federal Facilities Division (FFD), Facilities Services Directorate (FSD) of the Washington Headquarters Services (WHS). PBMO’s (O&M) Branch will serve as the primary Government point of contact for this contract and will provide a Contracting Officer Representative (COR).

2. Contract Objectives

Perform preventive maintenance to maintain the equipment in exceptional operating condition, optimize equipment performance and enable the anticipation for repair/replacement of major components prior to equipment failure and to minimize down time due to equipment failure. Where there are differences in the level of effort prescribed among the requirements in the references, the Scope of Work, etc., services at a minimum shall comply with the most stringent requirements.

3. Scope

3.1. This contract encompasses all activities associated with the operation, maintenance, testing, repairs, cleaning, inspection and certification of elevators, escalators and wheel chairs lifts identified in Attachment J-C1 (Elevators), J-C2 (Escalators) and J-C3 (Wheelchair Lifts) and their associated components. It also encompasses the maintenance of the Lift-Net servers (primary and secondary) and workstations located in the Pentagon.

3.2. This contract also includes the work required to connect the remaining 29 elevators and escalators to Lift-Net that have not yet been connected. The Contractor shall connect the remaining elevators and escalators not yet connected to the Lift-Net network. The Contractor shall be responsible for furnishing and installing all hardware and software necessary to connect the elevators and escalators from the unit to the servers. The remaining devices to be connected are listed in Attachment J-C4 (Elevators and Escalators to be connected to the LiftNet).

3.3. The Contractor shall perform preventive maintenance and repair services in such a manner that all equipment within the scope of this contract operates in accordance with the manufacturer’s specifications, continuously, and in safe condition. The Contractor shall manage, schedule, coordinate and perform the emergency repairs and service calls as necessary to ensure an acceptable level of service and continuous safe and effective operation of the equipment. The Contractor shall provide labor and materials to complete the installation in accordance with the tasks listed below.

3.3.1. Install conduit for fiber optic cable from the existing elevators control panel in the elevators machinery rooms to the nearest networking cable tray adjacent to each elevator machinery room.

3.3.2. Provide an electrical box with 115 volt electric power at each location in the vicinity of the elevators control panel.

3.3.3. Install fiber optic media (3-pair fiber cable) for the electrical box and the nearest PBM Network switch located in one of the 5 Oxbox locations. Fiber optic cable will be provided by the Government.

3.3.4. Install new network switch in the electrical box and terminate fiber optic cable. Network switch and associated termination connectors will be provided by the Government.

3.4. The Contractor shall provide all labor, supervision, materials, equipment, tools, transportation and incidentals necessary to perform full maintenance, repairs, service, load testing, cleaning, adjustments, inspection and certification of elevators, escalators and wheel chair lifts identified in Attachments J-C1, J-C2 and J-C3.

3.5. The Contractor shall perform preventive maintenance to the Lift-Net network from the transmitter inside the elevator controls cabinets in the elevators machine rooms and at the escalators communication boxes interfacing with the primary and secondary servers and workstations located in the Pentagon. The Contractor shall also perform preventive maintenance to the two servers and workstations. All workstations shall provide real-time status indication on full screen Map View displays and other real time screens at all times. A monthly Lift-Net Status Report shall be submitted to the COR no later than the 5th working day of the month following the month being reported. The report shall document all the deficiencies found and corrective actions taken and/or performed.

3.6. The Contractor’s preventive maintenance services shall enable the anticipation of timely repair/replacement of individual equipment or equipment components prior to equipment failure in order to avoid or minimize down time.

3.7. The Contractor shall perform the five (5) year inspections and tests required by ASME A17 codes 60 days after issuance of notice of contract award. Inspections and tests shall be performed by a third party under this contract. The five (5) years inspection reports with detailed test results shall be submitted to the COR within ten (l0) days of completion of the test.

3.8. Some systems are located in classified areas, which make them mission critical to the operation of Department of Defense (DOD) agencies. The Contractor shall provide at least 5 business days of written notice to the COR to obtain an escort into tenant occupied work areas. In order to preserve continuity of operations for agency missions, all system disruptions must be addressed in writing three (3) weeks in advance as a minimum.

3.9. The Contractor shall provide support for special functions and events. Such events include the annual testing of fire and emergency equipment servicing the elevators, operation of designated elevators in support of the monthly Wounded Warriors activities and the Integrated Support Test (IST) twice a year. The COR will notify the Contractor of the scheduled event two weeks in advance of the date of the occurrence. Approximately 12 events occur per year for no more than 12 hours duration for each event.

3.10. Elevators and Wheelchair Lifts

3.10.1. The Contractor shall inspect all elevator units and wheelchair lifts, including equipment rooms, hoistways and pits in accordance with the manufacturers' recommendations but at a minimum every two weeks. The Contractor shall replace burned out lamps including signal and accessory equipment bulbs, and fluorescent tubes, as necessary and shall include the cost associated with the performance of such tasks in the base bid.

3.10.2. The Contractor shall replace defective outlets, receptacles, light fixtures, lamps, emergency lights, fans and sockets in hoistways, on cars and in machine rooms. The elevator cab emergency lights shall be tested in accordance with the manufacturers' recommendations but every three months to ensure proper operation. The contractor shall include the cost associated with the performance of such tasks in the base bid.

3.10.3. The Contractor shall be responsible for keeping pits, machine rooms and equipment areas free of trash, unusable materials and in a broom clean, orderly condition.

3.10.4. The Contractor shall be responsible for all telephone conductors within the hatchway and elevators cab.

3.10.5. The Contractor shall be responsible for repairing or replacing all electrical wiring and conductors extending to equipment or systems from circuit breakers or main line switches and from outlets in the hoistways.

3.10.6. The Contractor shall ensure that no more than one elevator in a bank is down during normal hours for maintenance. All elevator maintenance shall be coordinated and approved in advance by the COR.

3.11. Escalators.

3.11.1. The Contractor shall visually check and inspect escalators daily to verify proper operation.

3.11.2. The Contractor shall turn the escalators on at 6:00AM and turn them off at 7:00PM every day from Monday thru Friday, except for the Metro Entrance Facility escalators which shall be turned on at 5:00AM and off at 8:00PM every day Monday through Friday. The Contractor shall ensure that all escalators remain off through the weekend when turned off Friday evening until turned back on Monday morning. Exceptions to this schedule will come from notice by the COR.

3.11.3. The Contractor shall be responsible for cleaning, examining, maintaining proper tension, and lubricating all drives and step chains per manufacturer’s recommendations.

3.11.4. The Contractor shall perform tests to determine that all escalators are operating at their rated speed and that all safety features are operating properly in accordance with manufacturer’s recommendations but no less than semi-annually. Performance tests reports shall be submitted to the COR within ten (l0) days after completion.

3.11.5. The Contractor shall be responsible for keeping wellways free of trash, unusable materials and in a broom clean orderly condition.

3.11.6. The Contractor shall be responsible for repairing or replacing all electrical wiring and conductors extending to equipment or systems from circuit breakers or main line switches, and from outlets in the wellways.

3.11.7. The Contractor shall be responsible for thoroughly scrubbing and vacuuming the escalator treads at least once a year.

3.11.8. References. In general, all maintenance shall be done in accordance with the manufacturer’s recommendations, industry standards, and the Systems Operations and Maintenance Manuals (SOMMs). When performing work, references to applicable codes shall include but not limited to the latest versions of the following at the time of work performance:

3.11.8.1. ASME A17.1, Safety Code for Elevators and Escalators

3.11.8.2. ASME A17.1, Handbook for Elevators, Escalators, and Moving Walks

3.11.8.3. ASME A17.2, Inspector's Manual for Elevators and Escalators

3.11.8.4. ASME A17.3, Existing Elevators and Escalators, Safety Code

3.11.8.5. ASME A17.4, Emergency Evacuation of Passengers from Elevators

3.11.8.6. ASME QEI-1, Standard for the Qualification of Elevator Inspectors

3.11.8.7. OSHA 29 CFR (Code of Federal Regulations) 1926.552, Material Hoists, Personnel Hoists, and Elevators

4. Preventive Maintenance (PM) Program. The Contractor shall develop and implement a PM program which addresses preventive maintenance, inspection and testing, minor repairs, major repairs and emergency call responses to Elevators, Escalators and Wheel Chair Lifts located on the Pentagon Reservation, Hybla Valley Federal Building and the U.S. Military Court of Appeals. The PM program shall result in maximizing the useful life of the equipment, eliminate or minimize down time, and ensure operating equipment is performing safely at peak efficiency based on the manufacturer’s specifications. The intent of the PM program is to provide routine maintenance services and inspections that permit the early detection and correction of components which, if deficient or defective, would: (a) interfere with normal operation of the equipment; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the contracting officer’s representative (COR) and the contracting officer (CO) as an indication of unsatisfactory performance by the Contractor.

4.1 The PM program shall include all inspection, testing, adjustments, and maintenance items necessary to ensure that each piece of equipment and associated components comply with applicable manufacturer and industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved System Operating and Maintenance Manuals (SOMMs) for the equipment. If the Contractor finds a defective part or equipment component while performing maintenance activities, the Contractor shall contact the COR and proceed as detailed below

4.1.1 If the total cost of the defective part or component is $2,000 or less, , the contractor shall inform the COR verbally and in writing and proceed with the replacement.

4.1.2 If the total cost of the defective part or component is $2,000.01 or more, the Contractor shall immediately notify the COR and the CO in writing. The

Contractor shall develop and submit a written cost proposal to the CO for his/her approval. No work with a total cost greater than $2,000 shall be performed without the CO’s written approval (See Section 13).

4.1.3 Within thirty (30) calendar days of contract award, the Contractor shall submit to the Government for approval, a finalized PM program plan for the base and all option years. The PM program plan shall include the following elements:

4.2 Job Plans. The Job Plan is a compilation of all the activities associated with the maintenance of a piece of equipment as recommended by the equipment manufacturer. No later than thirty (30) days after contract award, the Contractor shall submit to the Government for review and approval a comprehensive set of Job Plans for each of the equipment types under this contract. Once approved, the Job Plans will be uploaded by the Government into the Maximo database and shall constitute the primary document for the Contractor to use for conducting, inspecting and documenting PM activities.

4.3 Except for four (4) exterior passenger elevators that were built and installed in the early 1990’s and the eleven (11) freight elevators that were built and installed during the original construction of the Pentagon in the 1940’s, the rest of the elevators and all the escalators were built and installed during the five (5) construction phases of the Pentagon renovations program that started in 1998 and ended in 2011. Although the freight elevators were built in the 1940’s, they have been modernized over the years and kept in as pristine working conditions as the other equipment under contract. Except for the freight elevators, the passenger elevators and the escalators were built in conjunction with the 5 renovation phases of the building, with the last 3 elevators installed in 2011.

4.4 Schedule.

The schedule shall include all equipment within the scope of this contract and shall identify all activities projected to be completed during the year for each piece of equipment.

4.4.1 The Contractor shall use the Maximo database to generate Preventive

Maintenance (PM) work order tickets for all the PM activities required under this contract. The Contractor shall ensure the database is kept up to date by updating the work order status to work complete after completing each preventive maintenance and repair. The Contractor shall identify in Maximo the work orders, either PM tickets or Service calls that have been inspected in accordance with the QC plan.

The Government will provide all initial and continuing training for all Contractor personnel as needed. The Government will provide the Contractor with a computer that interfaces with the Maximo system for the Contractor’s use to download information from the handhelds daily.

4.4.2 No later than thirty (30) calendar days after contract award, the Contractor shall use the Maximo database to generate a yearly Preventive Maintenance schedule, which shall be provided to the Government for review and approval. The schedule shall be organized by month and shall detail the tasks required to be performed monthly, bi-monthly, quarterly, semi-annually and annually for each piece of equipment for the entire year and shall also reflect the 5-year inspections/tests of the elevators during the base and option years of the contract. The schedule shall clearly identify the PM completion date for each piece of equipment and the proposed inspection/test date of each elevator. All monthly scheduled PM work shall be associated with a PM work order. The Contractor shall update and complete each work order in MAXIMO within the month scheduled. The Contractor shall also provide a monthly schedule of the work to be performed during the following month. Once approved, the Contractor shall adhere to the schedule in order to facilitate the inspection of the work by the Government. Any proposed changes to the approved schedule must be coordinated with the COR and submitted to the Contracting Officer for approval.

4.4.3 Maintenance Procedures: The PM plan shall contain detailed description of procedures for documenting maintenance and repairs performed; document history of equipment and components; and provide a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract. The Contractor shall also include contingency plans in case any unexpected problem/failure occurs that could affect/impair any equipment for a period of time longer than 24 hours.

4.4.4 The Contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project System Operation and Maintenance Manuals (SOMMs), Pentagon standards and procedures, and acceptable industry practices, as approved by the Contracting Officer. All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material operation and maintenance manuals so that all warranties remain in effect for the term of the contract. When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

5. Monthly Reports. The Contractor shall use the Maximo database to generate and submit a monthly report of all the work performed to the Contracting Officer’s Representative (COR) no later than the 5th working day of the month following the month being reported. The report shall fully record the results of all scheduled and unscheduled maintenance and inspections, include the checklist used on each unit serviced, and identify the applicable ANSI/ASME requirements that were satisfied. The report shall also include date of service, name of technician, and a certification that the elevator or specific component was checked and the final condition noted.

6. Quality Control (QC) Plan. The Contractor shall develop and maintain a QC plan to actively identify and correct performance failures for all work performed under this contract. This QC plan shall be submitted for review with the Contractor’s proposal. The QC plan must identify resources and include procedures to maximize quality and ensure completion of monthly PM services within the established performance period. The Contractor’s organizational structure for its QC process shall be established in a manner that minimizes potential conflicts of interest between the offeror’s personnel (or subcontractors) that performs the PM work and the personnel that will inspect the PM work.

7. Operational Contingency Plans. Within thirty (30) calendar days of contract award, the Contractor shall develop and maintain a plan for unplanned loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation, etc.); utilities curtailment, and accidental spills of hazardous materials. The contingency plan for the management of an accidental spill of hazardous materials shall follow the guidelines provided by the Pentagon Reservation Spill Prevention and Response Plan, updated on May 2010. This plan will made available to the contractor upon request.

8. Staffing Plan

8.1 The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract as part of the proposal prior to contract award. Additionally, the plan shall identify key personnel, contact information, and descriptions of roles and responsibilities for each staff member. The Pentagon is a 24-hour-a-day, 365-day-a-year facility. Therefore, staffing personnel shall consist of journeyman mechanics and helpers in sufficient quantity to provide services for a 24-hour, 365-day period in accordance with the following Maximum Allowable Call Response Times. At a minimum, the Contractor shall provide a full time journeyman mechanic and a helper during standard operating hours or duty hours. For the purpose of this contract, the standard operating hours or duty hours are the hours between 5:00 AM to 11:00 PM from Monday through Friday, except Federal Holidays.

8.2 The Contractor shall establish and maintain a call center to monitor and respond to service calls during non-standard operating or non-duty hours. The Contractor shall provide to the Government at least one phone number and a point of contact and shall respond to service calls during non-standard operating hours or non-duty hours as detailed in the tables below. For the purpose of this contract, non-standard operating hours or non-duty hours are defined as the time between 11:01 PM and 4:59 AM from Monday to Friday and during the weekend from 11:00 PM Friday to 4:59 AM Monday. Non-standard operating hours or non-duty hours also include the Federal holidays listed in Section 16 of this document.

9. Service Calls

9.1 A service call is defined as maintenance work which involves the repair or replacement of components which have failed or broken down, and discovered and requested by the Government. A service call with an estimated value of less than $2,000 shall be included in the firm fixed price of the PM contract. A service call with an estimated value greater than $2,000.01 will be considered a major repair (See section 13). A service call is classified into three categories: (1) Emergency (2) Urgent and (3) Routine. The Contractor shall respond to all Service Calls requested by the Contracting Officer’s Representative (COR) or his/her designee.

9.2 As with any work performed during the performance of this contract, the Contractor shall ensure that all service call work orders are generated, recorded and properly documented in the Maximo database. All work orders shall be assigned a work complete status after work is complete.

9.3 Emergency Calls. These are calls that require an immediate response in instances where people get trapped inside an elevator or situations requiring immediate action to eliminate hazards to personnel or equipment or to prevent loss of or damage to property. Upon receiving a phone call from the Building Operations Control Center

(BOCC), the COR or the Pentagon Force Protection Agency (PFPA) of an emergency, the Contractor shall respond to the affected unit within 15 minutes. After beginning work, the Contractor shall work continuously until the emergency situation is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous, and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in paragraph 10.5.

Such follow up work shall be considered part of the original service call.

9.4 Urgent Service Calls. An urgent service call is defined as a situation requiring immediate action to restore essential services or functions that have been disrupted or in sensitive locations. Should an urgent situation arise during standard operating hours (e.g., sensitive in nature, burning smell, insufficient utility requirements), the Contractor shall respond and report to the location as directed no later than 30 minutes after a call from the BOCC or the COR. After beginning work, the Contractor shall work continuously until the situation is under control. Any remaining work required to restore reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in paragraph

10.5. Such follow up work shall be considered part of the original service call.

9.5 Routine Service Call. A routine service call is a call other than an emergency or urgent call and is defined as a situation where a piece of equipment breaks or fails to perform as designed, but it services can be performed by another piece of equipment.

(e.g., one of the elevators breaks in a bank containing two or three other elevators).

Upon receiving a service call from the BOCC, the Contractor shall respond to the location as directed no later than 1 hour after a call from the BOCC or the COR. The Contractor shall assess the condition of the affected piece of equipment and report back to the COR with the findings and proposed corrective actions. This service call may result in placing a piece of equipment out of service for a short period of time until the situation is corrected. The Contractor shall complete all necessary repairs to return the affected equipment to service within 24 hours from the call, unless the service call results into a major repair as agreed upon by the COR.

9.6 Non-Standard Operating or Non- Duty Hours Call. Upon receiving a service call from the BOCC or the COR, the Contractor shall respond to the location as directed no later than 2 hours after the call. Responding to this type of call is required to ensure the proper and safe operation of the equipment that has been disabled during an emergency operation. The Contractor shall assess the condition of the affected piece of equipment and report back to the COR with the findings and proposed corrective actions. This service call may result in placing a piece of equipment out of service for a short period of time until the situation is corrected. The Contractor shall complete all necessary repairs to return the affected equipment to service within 48 hours from the call, unless the service call results into a major repair as agreed upon by the COR. For the purpose of this contract, non-standard operating hours are defined as the time between 11:01 PM and 4:59 AM from Monday to Friday and during the weekend from 11:00 PM Friday to 4:59 AM Monday. Non-standard operating hours also include the Federal holidays listed in Section 16 of this document.

10. Response Times. Maximum Allowable Call Response Times based on call classification and call type during standard operating hours are as follows:

10.1 Pentagon Reservation

Maximum Allowable Call Response Times

Call Classification Operating Hours Call Type

Maximum Allowable

Response Time

Emergency Standard Trapped person or catastrophic failure

15 minutes

Emergency Non-Standard Trapped person or catastrophic failure 2 hours

Urgent Standard Service Call 30 minutes

Routine Standard Service Call for Downed Equipment 1 hour

10.2 Hybla Valley and Military Court of Appeals

Maximum Allowable Call Response Times

Call Time Call Type

Maximum Allowable Response Time

Duty Hours All calls 1 hour

Non-Duty Hours All calls

2 hours

11. Scheduled System Outage Notifications

All work within the contract shall be performed in a manner that minimizes disruption of services. In order to preserve continuity of operations of tenants’ missions, all scheduled system disruptions required for the performance of PM, corrective maintenance, service calls, and major repairs must be requested in writing to the COR three (3) calendar weeks prior to occurrence. The contractor shall submit a PBMO Outage Data Form for each of the outage events.

12. Corrective Maintenance

Corrective maintenance is defined as maintenance work which involves the repair or replacements of components which have failed or broken down and were discovered during the performance of the PM program. Corrective maintenance is repair work required to return a piece of equipment or component to proper operating condition. Corrective maintenance procedures shall comply with guidance provided in the SOMMS and the manufacturer’s recommendations, which should be used as a basis for troubleshooting and repair.

12.1 The Contractor shall correct all equipment deficiencies identified during the PM program. When possible, equipment deficiencies detected during the PM program shall be corrected on the date they were first discovered. All deficiencies shall be corrected in a timely manner so as not to affect facility operations. The Contractor shall provide at least three (3) weeks of written notice for any activities requiring utility outages. If the deficiency cannot be corrected immediately or at least within 24 hours, the Contractor shall notify the COR/CO prior to leaving the work site. This notification shall provide the contracting officer, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work. The Contractor shall include a “Method of Procedure” (MOP) for all work, including contingency plans in case any unexpected problem/failure occurs that could affect/impair said piece of equipment for a period of time longer than 24 hours. The MOP shall be submitted to the COR at least 24 hours in advance of any repairs and with outage request if needed.

12.2 Corrective Maintenance:

MINOR REPAIR (At or Below $2,000.00) The Contractor shall correct all deficiencies discovered during the performance of maintenance activities. The contractor shall maintain a Maximo generated repairs log which shall include, as a minimum, a description of the equipment, repairs performed, labor hours and labor cost, cost of materials and a running total for the COR’s review. A monthly Repairs and Corrective Maintenance Report generated by the Maximo database shall be submitted to the COR no later than the 5th working day of the month following the month being reported. All minor repairs are included in the monthly PM fixed-priced CLIN.

12.3 Corrective Maintenance Threshold:

MAJOR REPAIR (At or Above $2,000.01)

If the cost of a corrective maintenance repair is estimated to exceed $2,000.01, then the repair will be designated as a major repair. See Section 13 for guidance on major repairs.

13. Task Orders: Major Repairs.

MAJOR REPAIRS (At or Above $2,000.01)

13.1 Major repairs are defined as corrective maintenance repairs or service calls beyond the scope of the services performed under the fixed price portion of the contract. All major repair work will be executed via issuance of task orders under the indefinite quantity CLIN of the contract.

13.2 All major repairs can take place anytime during non-duty hours as long as they are coordinated and approved by the COR or after 5:00 PM during duty hours. When performing major repairs to the elevators, only the disabled elevator shall be out of service within that bank. All other elevators within the bank shall be operational.

13.3 Major Repairs include any repair or replacement of the equipment listed in attachments J-C1, J-C2 and J-C3 of the contract that exceeds $2,000.01.

13.4 Upon receipt of the Government’s task order request for proposal (RFP), the Contractor shall submit a proposal in accordance with the following submission requirement.

Cost Range Proposal Submission Time

$2,000.01-$50,000 2 Calendar Days $50,000.01 - $100,000 5 Calendar Days

$100,000.01 - $300,000 10 Calendar Days

14. Pricing Repairs

14.1 Unit Book Pricing: The Contractor shall use RS MEANS® as the primary tool for estimating labor and material costs required to complete the work specified in the Task Orders. RS MEANS® does not cover every task that might be required to be accomplished by specific trades. If cost estimates cannot be developed using RS MEANS®, then the Contractor shall provide an alternate means to determine cost to the CO as defined in section 14.5 Non Pre-Priced Items (NPI)

14.2 At a minimum, the Contractor shall use the labor rates listed in the most current version of RS MEANS® for the specific trades working under this contract.

14.3 The Contractor shall be responsible for obtaining and maintaining the most current version of the RS MEANS® software or update of Cost Works Estimating Program.

14.4 The “Bare Cost” unit price data provided by RS MEANS® shall serve as the basis for establishing the value of the work performed on a unit price basis.

14.5 Non-Pre-Priced Items (NPI): NPI’s are costs that include labor, material, equipment, etc., which are required for the performance of a particular Task Order, but are not represented (or only partially represented) in RS MEANS.

14.5.1 The Contractor shall include justification for any proposed non-pre-priced items. The Contractor shall first attempt to price all unit prices using the computerized database provided by RSMEANS® Cost Works. If an item is not included in this database or if the Contractor’s computer system is not available, the Contractor shall use the hard copy of the RSMEANS® to price the items. If the Contractor cannot locate a particular item in either of these sources, the Contractor shall then extend the search to other industry standard cost data guides before considering it a non-pre-priced item.

14.5.2 When NPIs are proposed, the Contractor shall submit three competitive quotes for same items.

14.5.3 In the event where obtaining three competitive quotes is not practicable, the Contractor shall submit, in writing (as part of the task order proposal), documenting relevant reasons (e.g. market availability, sole-source, etc.) why the submission of three competitive quotes was not performed.

14.5.4 Although NPIs will be negotiated, this shall NOT be construed to include elements of work which are incidental to or customarily required for performance of a priced item of work.

14.6 Coefficients: The coefficients will be applied to the total of all direct material and direct labor costs as identified in R.S. Means in order to reflect the Contractor’s indirect costs and profit.

14.6.1 COEFFICIENTS: The coefficients will be applied to the total of all direct material and direct labor costs as identified in R.S. Means or non‐pre‐priced items in order to reflect the Contractor’s indirect costs and profit. The coefficients for this contract are divided into “Main” and “Adjustment” categories. Attachment J‐B1 provides list of contractor’s coefficients that will be utilized for the base and all option periods.

14.6.1.1 Main Coefficients: This category of coefficient can be either “UNIT BOOK PRICING” or “NON-PREPRICED” Coefficients. For every major repair (at or above $2,000.01), one or a combination of these coefficients will apply.

14.6.2 UNIT BOOK PRICING: The Contractor shall apply this coefficient for R.S. Means line items used to develop prices for major repairs during standard construction work hours.

14.6.3 NON-PREPRICED: The Contractor shall apply this coefficient for Non-pre-priced line items used to develop prices for major repairs being performed during standard construction work hours.

14.6.4 NON-STANDARD HOURS: The Contractor shall apply this

coefficient for scheduled restoration projects that will be performed during non-standard work hours.

14.6.4.1 Adjustment Coefficients: This category of coefficients provides price adjustments that reflect special contract requirements. The adjustment coefficients are distinctly identified as “NON-STANDARD HOURS”. The adjustment coefficient may apply in accordance with the major repair requirements.

14.7 SAMPLE CALCULATIONS: The following table shows sample calculations that demonstrate how the coefficients will be applied. The numerical values for the coefficients shown are examples only. The actual coefficients used during the contract for the base and all option periods are listed in attachment J-B1.

Example 1: Requirement for a major repair project to be performed during non-standard hours. All elements of the major repairs are priced using R.S. Means.

Example 2: Requirement for a major repair project to be performed during standard hours in a location where special security requirements apply. All elements of the major repair is priced using non-pre-priced items.

Example 1 Example 2 Example 3 Subtotal: R.S. Means Items

$100,000.00 $50,000.00

Subtotal: Non-Pre-priced Items

$0 $100,000.00 $50,000.00

Main Coefficient

Unit Book Pricing 0.95 -- .95 Non-Pre-priced Items -- 1.1 1.1

Total Prior to Adjustment

$95,000 $110,00.00 (50,000*.95)+(50,000*1.1)= $102,500

Adjustment Coefficient

Non-Standard Hours 1.05 -- 1.05 Special Security -- 1.2 1.2

TOTAL PRICE $99,750 $132,000 $129,150

Example 3: Requirement for a major repair project to be performed during non-standard hours at a location where special security requirements apply. Elements of the major repair priced using a combination of R.S. Means and non-pre-priced items.

14.8 In the event the Government exercises its unilateral right under FAR clause 52.217-9- Option to Extend the Term of the Contract, the coefficients for the performance of task orders during this period will be the latest coefficient(s) agreed upon in the contract or subsequent modifications.

14.9 Prices for the option periods will be at the unit prices specified in the R.S. Means as adjusted for inflation/deflation in the annual publication updates. There will be no adjustments to the Contractor’s coefficients during the term of this contract.

14.10 The Government reserves the right to evaluate and determine for itself whether the proposed repair constitutes a major repair. If the contractor disagrees with the Government’s determination that the proposed work is not a major repair, that disagreement shall be submitted by the contractor as a change order request. The work must be performed while the change request is pending. If the contractor disagrees with the Government’s determination concerning the change request, the disagreement shall be resolved under the Disputes clause in this contract.

15. Key Personnel.

15.1 Project Manager and Alternate Project Manager. The Contractor shall provide a project manager and an alternate project manager who shall be responsible for the performance of the work. The project manager and alternate project manager shall have current elevators technician certifications issued by the state of Virginia and no less than five (5) years of experience in the management and supervision of the work under this contract or of similar nature. The appointed individuals shall have full authority to act on behalf of the Contractor on all contract matters relating to the daily operation of this contract and shall be designated in writing to the CO.

Resumes and certifications shall be provided to the Contracting Officer as part of the proposal prior to contract award.

16. Place of Performance

16.1 Pentagon Reservation: Arlington, VA

16.2 Hybla Valley Federal Building: Alexandria, VA

16.3 U.S. Military Courts of Appeals: Washington, DC

17. Work Schedule

17.1 Workdays shall be considered as Monday thru Friday except for the following

Federal holidays: New Year's Day, Martin Luther King, Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. All other days not listed shall be considered work days. Note that the Federal holidays, as observed, may not coincide with the actual date/event as it appears on the calendar, reference http://www.opm.gov/ for Federal holiday observances. Government closures for the DC area announced by OPM shall be treated similar to holidays and non-standard hours. In the event of emergencies in which non-essential personnel are dismissed by OPM, the Contractor shall contact the CO to determine if continuous service is required through standard hours.

17.2 Standard Hours: Standard operating hours under this contract are defined as

5:00am - 11:00pm, local time, Monday through Friday.

17.3 Non-Standard Hours: Non-Standard operating hours are defined as 11:01pm –

4:59am, local time, Monday through Friday and all hours during Saturday/Sunday.

18. Government Furnished.

18.1 The Government will provide access to as-built drawings, SOMMs, manufacturer’s requirements and other maintenance related documents and manuals at the PBMO office. However, the Contractor is responsible for field verifications as well as accuracy of all government provided materials.

18.2 The Government will provide Information Assurance training and a Common

Access Card (CAC) upon completion of network training.

18.3 The Government will provide training on inputting all equipment maintenance, repair, and service call data into the MAXIMO database.

19. Schedule of Deliverables.

Deliverable Reference Required Submission Time Lift-Net Status Report Section 3.4 NLT 5th business day of each month

Five (5) year Elevators Inspection and Tests Report

Section 3.8 NLT 60 calendar days after Notice to Proceed

Semi-Annual Escalators Performance Tests Reports

Section 3.12.4 NLT 10 calendar days after completion

PM Program Plan Section 4.1.3 NLT 30 calendar days after contract award Job Plans Section 4.2 NLT 30 calendar days after contract award Annual PM Schedule Section 4.3.1 NLT 30 calendar days after contract award Monthly Report Section 5 NLT 5th working day of each month Maintenance and Inspections Checklist

Section 5 NLT 5th working day of each month

Quality Control Plan Section 6 As part of the proposal prior to contract award Operational Contingency Plan

Section 7 NLT 30 calendar days after contract award

Staffing Plan Section 8 As part of the proposal prior to contract award System Outage

Notification Section 11 NLT 21 calendar days prior to outage

Method of Procedure Section 12.1 NLT 24 hours in advance of repairs Repairs and Corrective Maintenance Report

Section 12.2 NLT 5th business day of each month

Repairs Log Section 12.2 As requested by COR Resumes and Certifications

Section 15 As part of the proposal prior to contract award

Final records and copies of reports

Section 20.10 5 calendar days after contract completion or termination

20. Records.

20.1 At a minimum, all existing conditions and findings during the performance of maintenance service shall be documented (including interpretations of inspections and test results). Recommendations and rationale for correction of deficiencies shall be provided.