HQ003418R0113_Amd_0001.pdf

RMS0316180910

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

Amendment 0001 to the Vertical Transportation Equipment (VTE) and Vertical Transportation Management System (VTMS) Preventive

Maintenance (PM) and Repair Services, National Capital Region (NCR) solicitation to provide prospective offerors w ith: 1) Site Visit Log; 2)

Answ ers to Questions 1-32; 3) Updated Performance Work Statement (PWS) in Section C w ith a Safety Plan requirement added to Section

18.2 and other new or updated information underlined; 4) Updated Attachment J-1 Inventory w ith inspection dates revised and some elevator descriptions (in bold text) revised; 5) New Attachment J-6 SPRP Pentagon Reservation; 6) SOMM General Information in Section

J-7; ; and 7) Updated Construction Wage Determinations for Arlington, Virginia (Attachment J-4) and Washington, DC (Attachment J-5).

1. CONTRACT ID CODE PAGE OF PAGES

J 1 28

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 02-Nov-2018

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HQ003418R0113

X 9B. DATED (SEE ITEM 11)

11-Oct-2018

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

02-Nov-2018

CODE

WHS - ACQUISITION DIRECTORATE

4800 MARK CENTER DRIVE, SUITE 09F09

ALEXANDRIA VA 22202-2900

HQ0034 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HQ003418R0113

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION B - SUPPLIES OR SERVICES AND PRICES

The following have been added by full text:

ANSWERS TO QUESTIONS 1-32

Question

# Question Answer

PWS

Section

Does the Combined Synopsis/Solicitation posted as solicitation number HQ003418R0113 on FBO contain requirements similar to a existing contract or will this be a new requirement?

HQ003418R0113 contains requirements similar to an existing contract HQ0034-13-D-0007.

Please provide the “Pentagon standard format” as it will relate to the SOMMs creation and delivery.

SOMM General Information is hereby provided in

Section J-7 included in Amendment 0001. We cannot share the entire SOMM because the document contains proprietary Schindler content, and is only permitted to be shared with the awardee.

3.7 &

Please provide the “Pentagon standard format” as it will relate to the SOMMs creation and delivery.

See Answer #2 3.7 &

Are the software and hardware upgrades that could be associated with the VTMS subject to the contract threshold of $2,000.01. If yes, would those upgrades be calculated to the threshold on a per unit basis or as a wider VTMS upgrade?

Yes. If the hardware/software upgrade is system wide, and affects all pieces of like equipment (i.e.

All elevators, or all escalators, or all wheelchair lifts) it is considered a systematic issue, and addressed as a single issue. If it is only select pieces of equipment that suffer from an issue it shall be assessed on a per equipment basis.

3.8

The 15 year experience requirement for the VTMS technician could require subcontracting costs in excess of the $2,000.01 threshold. Would those sub-contracting cost be applicable to the Major

Repair threshold?

Any maintenance/routine support costs shall be included as part of the base PM costs. Any repairs identified over the course of the PMs shall be addressed according to the Corrective Maintenance

Procedures. 3.8.2

Can the on-site mechanic(s) be used to assist in the

Government’s Quality Assurance Inspections?

Yes

3.15

Will the contract be responsible for replacing damaged car interior components?

The Government will address all cab damage identified during the course of the initial survey as it a systematic issue. The Contractor shall be responsible for repairing all cab damage not identified in the equipment's existing conditions survey, which includes addressing new damage to previously damaged cab panels.

3.17.2

Is escalator step cleaning permitted by the onsite

VTE Mechanics during standard operating hours?

No

3.18.9

How often does the Government anticipate the escalators will need to be to be cleaned in order to keep them free of stains and debris “as all times”?

The contractor can assume they will need to be prepared to address dirty escalator steps/risers on a daily-to-every-other-day basis. 3.18.9

Is the “Coordinator” intended to be a full time on-site position?

See answer to Question #21

16.3

By “equipment automation field” is the

Government referring to the VTMS?

VTMS experience is preferred, however, the

Government will accept any facility controls experience. 16.3

Who provides the Pentagon specific VTMS training?

The contractor can work with any company that is certified to train elevator personnel on "LiftNet" which is the VTMS installed on the Pentagon

Reservation.

16.3 &

16.4

(SOMM) Please elaborate further as to what specifically is required with the System Operation

Maintenance Manuals. Specifically the level of detail required?

See the answers for 2 and 3. They shall contain the level of detail required for a new operator to completely understand how the Vertical

Transportation System operates and is to be maintained. 27

The solicitation is a 100% Small business Set-aside procurement. Are Joint Ventures allowed to bid on this contract if one of the entities does not meet the

(SBA) Small Business Administration size determination with a NAICS code of 238290 for competing for small business set-asides?

In accordance with 13 CFR 125.8(a)- A joint venture of two or more business concerns may submit an offer as a small business for a Federal procurement, subcontract or sale so long as each concern is small under the size standard corresponding to the NAICS code assigned to the contract, or qualify as small under one of the exceptions to affiliation set forth in §121.103(h)(3) of this chapter.

Will the SBA evaluate potential affiliatory relationships through an inquiry for a “totality of the circumstances” analysis of all facts and circumstances that may indicate the existence of an affiliation?

SBA will consider the totality of the circumstances when determining whether affiliation exists and may find affiliation based on the totality of the circumstances even though no single factor alone may be sufficient to constitute affiliation. If SBA determines that affiliation exists, then SBA will count the receipts, employees, or other measure of size for the concern whose size is at issue combined with the receipts, employees, or other measure of size for all of its domestic and foreign affiliates, regardless of whether the affiliates are organized for profit.

If a Joint Venture is allowed to compete for this solicitation, does the SBA regulations limit the number of procurements that a joint venture may compete for and the regulations presume that the members of the Joint Venture are affiliated for size determination?

There is no limit on the number of procurements that a joint venture may compete for but in accordance with 13 CFR 121.103(h)- A specific joint venture entity generally may not be awarded more than three contracts over a two year period, starting from the date of the award of the first contract, without the partners to the joint venture being deemed affiliated for all purposes.

If a Joint Venture exists between a SBC and a large business concern, by definition, disqualify the joint venture from competing for small business set-aside with size standards below the average annual receipt or number of employees of the large concern?

In accordance with 13 CFR 125.8(a)- A joint venture of two or more business concerns may submit an offer as a small business for a Federal procurement, subcontract or sale so long as each concern is small under the size standard corresponding to the NAICS code assigned to the contract, or qualify as small under one of the exceptions to affiliation set forth in §121.103(h)(3) of this chapter.

Are Teaming Agreements allowed between a SBC contractor that meets the SBA size standards and a

Large Business subcontractor on a 100% set-aside small business contract?

Teaming Agreements are allowed but there are limits on the amount of work a SBC prime contractor must perform. In accordance with 13

CFR 152.6(a)- (1) at least 50 percent of the cost of the contract incurred for personnel with its own employees on a services contract (except for construction); (2) at least 50 percent of thecost of manufacturing supplies or products on a supplies or products contract; (3) at least 15 percent of the cost of the contract (not including the cost of materials) with its own employees on general construction contracts; and (4) at least 25 percent of the cost of the contract (not including the cost of materials) on a construction contract calling for a “special trade contractor” as the prime contractor.

If a Teaming Agreement is allowed with the SBC being the prime contractor and the large contractor being the subcontractor, will the SBC be required to self-perform at least 50% of the cost of the contract incurred for personnel with its own employees on this service contract?

In accordance with 13 CFR 152.6(a)- (1) at least

50 percent of the cost of the contract incurred for personnel with its own employees on a services contract (except for construction); (2) at least 50 percent of thecost of manufacturing supplies or products on a supplies or products contract; (3) at least 15 percent of the cost of the contract (not including the cost of materials) with its own employees on general construction contracts; and

(4) at least 25 percent of the cost of the contract

(not including the cost of materials) on a construction contract calling for a “special trade contractor” as the prime contractor.

Can a SBC proposal and documentation produced for that proposal be used against it by the other competing offerors to challenge on “Ostensible

Subcontractor Rule” grounds for the SBC’s size and eligibility to compete for small business set-aside?

Any interested party may claim that a winning businesses doesn’t meet size standards, and therefore isn’t eligible for the contract under set-aside rules. SBA Office of Hearings and Appeals

(OHA) described four key factors that contribute to the findings of unusual reliance: (1) the proposed subcontractor is the incumbent contractor and is ineligible to compete for the procurement; (2) the prime contractor plans to hire the large majority of its workforce from the subcontractor; (3) the prime contractor’s proposed management previously served with the subcontractor on the incumbent contract; and (4) the prime contractor lacks relevant experience and must rely upon its more experienced subcontractor to win the contract. See

13 CFR 121.103- How does SBA determine affiliation.

Section 7.1 Staffing Plan on page 15 of the solicitation states “At a minimum, the contractor shall provide a full time journeyman mechanic, a helper, and a site coordinator during standard operating hours or duty hours.”. However, at the site visit, the COR stated that there are currently two resident mechanics on site at all times, two in the morning and two in the evening, for a total of four mechanics per day. Can the government confirm whether we need two people or three people on site at all times from 5:00 AM to 11:00

PM?

The PWS only states the minimum, and prospective offerors must develop a staffing plan with staffing to ensure that all aspects of the requirement are fulfilled. The Site Coordinator is a new position in this requirement, and Section 7.1 has not been changed in Amendment 0001.

7.1

Section 3.4.1 Scope on page 11 of the solicitation states “The inspection and testing agency shall be a neutral 3rd party with no prior affiliation to the contractor.” For several conflict of interest reasons, it is customary that the current inspection company is not permitted to bid on the subsequent maintenance contract. Can the government confirm that it is a conflict of interest for the current company performing inspections to also perform under this preventative maintenance contract for the Pentagon?

The Government's requirement is that the new contractor's inspection company shall be a separate entity from the PM contractor, with no prior business agreements. We are looking for true neutral 3rd party inspections.

3.4.1

Should pricing clins for major repairs show 1.5 million value?

Yes, CLINs 0002, 1002, 2002, 3002 and 4002 are in the not-to-exceed amount of $1.5 million annually.

Ref: 3.6. The Contractor shall perform an existing conditions survey at the start of work on this contract. This survey shall assess all aspects of the

Vertical Transportation Equipment (VTE) installations and identify any areas of non-conformance with the requirements of this PWS.

What is the delivery time required for this submittal?

See Section 23.1, and the Deliverables in Section

24 are hereby updated in Amendment 0001 to reflect that the initial Existing Conditions /

Findings Log is due NLT 30 calendar days after award.

3.6

Ref: 3.12. 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 (10) days of completion of the test. Will the test due dates and most recent inspectors’ reports for all units be made available? Would you consider continuing with the existing (5) five-year testing schedule by anniversary date as opposed to “due 60 days after contract award”?

The due dates required by the contract shall be maintained. All equipment inspections are up to date, and certificates have been issued for all equipment under the contract. The VTE and

VTMS are in good working condition.

3.12

Will the existing conditions survey to identify areas of non-conformance include repairing any damaged cab panels that currently exist? If so, who is responsible for that cost?

See #7 Answer.

Will cab floors be included as part of the cab interiors?

Yes.

3.17.2

Please clarify the Major Repair cost. For instance, 4.1.2 states cost of defective part or component is $2k; 11.1.2 states if material cost at or above $2k; 12.3 states $2k in material cost; 27.

states $2k labor and material. Please clarify.

Sections 4.1.1, 4.1.2, 8.1, 11.1.1, 11.1.2., 12., 12.3 and 27 of the PWS are hereby updated in

Amendment 0001. A Major Repair is defined as any repair with material costs over $2,000, and over 32 labor hours per individual.

4.1.2

11.1.2

12.3

Sump pumps, operational testing annually is included per 3.17.5; however, how are repairs and replacements covered?

The repairs of the Sump Pumps shall be addressed by the Pentagon Mechanical Services Program upon the VTE Contractor's notification of the issue to the Building Operations Command Center.

Additionally, the PWS Section 3.17.5.1. is hereby updated in Amendment 0001 to show that any issues identified with the operation of these pumps shall be addressed by the process outlined in

Section 3.9. 3.17.5

Ref: M-3, pg. 63. The language of the RFP requests that a “Draft Quality Control Plan” be included in the Management Plan. The entire M/Plan section is limited to 20 pages. All of our approved, operational QC Plans are in excess of 20 pages and our “draft” would very likely fall in that same size range. Would you prefer that we, a) submit a

“Draft Plan” as an addendum, b) submit an outline of our standard QC Plan, or c) substantially reduce the detail and contents of our QC Plan so that it fits inside the limitations of the 20 pages devoted to the total Management Plan? Please understand that ours, as well as most experienced providers will have QC Plans (draft of finished) that will exceed the 20-page limit of the Management Plan, even as a component to the MP, all by themselves.

Please provide a draft that best describes your company's process within the 20-page limit.

M-3

Ref: Sections L and M. Many of the requirements of the PWS and Section L will best be answered with larger type flow-charts. However, there is no reference to charting in Section L that address the use of fold out charts. Will offerors be allowed to submit proposals that contain fold-out charts (14-

20 inches, standard) or will pictorial reductions be allowed, even if they go below the minimum standard font sizes stipulated? The “flow chart” depictions requested in the RFP will pose a formidable challenge to present in standard 81/2”

X 11 page formatting, unless they are truncated onto additional pages.

Historically, flow charts of this nature are able to fit on an 8-1/2" X 11" sheet of paper.

L and

M

Ref: Sec.6, P.15; Operational Contingency Plans.

The RFP states that the “Pentagon Reservation

Spill Prevention and Response Plan” will be made available to the “contractor.” Is it possible to access this Plan prior to award as an offeror? Is a website available or is this Plan restricted for security reasons?

Attachment J-6 entitled "SPRP Pentagon

Reservation" is hereby provided in Amendment

0001. Additionally, the PWS is updated in Section

6 with this final sentence "This plan is included as

Attachment J-6 “SPRP Pentagon Reservation.”

END OF ANSWERS TO QUESTIONS 1-32

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PWS

PERFORMANCE WORK STATEMENT (PWS)

VERTICAL TRANSPORTATION EQUIPMENT (VTE) AND

VERTICAL TRANSPORTATION MANAGEMENT SYSTEM (VTMS)

PREVENTIVE MAINTENANCE (PM) AND REPAIR SERVICES, NCR

1. Introduction: This is a Preventive Maintenance (PM) contract to provide and implement a comprehensive program for the operation, maintenance, repairs, service, testing, inspection and certification of Vertical

Transportation Equipment Installations on the Pentagon Reservation and other facilities in the National Capital

Region (NCR).

1.1. The overall contract technical monitoring and administration will be accomplished by the Federal Facilities

Division (FFD) of the Washington Headquarters Services (WHS). The Federal Facilities Division (FFD) is responsible for operating and maintaining the Pentagon Reservation which includes the Pentagon, the

Pentagon Heating and Refrigeration Plant (HRP), the Modular Office Complex and all Reservation grounds and parking areas.

1.2. This will be a combination firm-fixed price (FFP) and indefinite-delivery, indefinite-quantity (IDIQ) contract. The fixed price (CLIN 0001 and corresponding option CLINs) will cover a comprehensive program for the preventive maintenance, minor repairs (See Section 27 for Definition), service, testing, inspection and certification of Elevators, Escalators, Wheelchair Lifts, and the Vertical Transportation

Management System (VTMS). The IDIQ portion (CLIN 0002 and corresponding option CLINs) will address major repairs (See Section 27 for Definition) as agreed to by the Government.

1.3. The Pentagon Building Management Office (PBMO) is the Reservation facility management office.

PBMO is responsible for the Pentagon building, the Modular Office Complex and related grounds and parking areas. PBMO’s Operations and Maintenance program will serve as the primary Government point of contact for the PM services.

2. Contract Objectives: Perform PM to sustain 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 PWS, 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 PDF

Attachment J-1 (PDF consolidated inventory of Elevators, Escalators and Wheelchair Lifts at The Pentagon and the U.S. Military Court of Appeals (USMCA)), and their associated components. It also encompasses the maintenance of the VTMS field devices, servers, and workstations located on the Pentagon Reservation.

3.1.1. Except for the eleven (11) freight elevators that were built and installed during the original construction of the Pentagon in the 1940’s, and five (5) in ground hydraulic elevators that were modernized in 2017, 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. As noted in Attachment

J-1, most of the equipment is Schindler equipment that may require proprietary software repairs.

3.2. The Contractor shall perform PM and repair services in such a manner that all equipment within the scope of this contract operates in accordance with the manufacturer’s recommended 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.

3.3. 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-1.

3.4. VTE inspections and testing shall be witnessed by a 3rd party inspector holding a current inspectors license in the state, or district in which the equipment being inspected is located (The Pentagon Reservation shall be considered in the State of Virginia), and have at least 10 years of experience in the inspection of elevators, escalators, and wheel chair lifts.

3.4.1. The inspection and testing agency shall be a neutral 3rd party with no prior affiliation to the

Contractor.

3.4.2. The Inspections and Testing shall be coordinated directly between the 3rd party inspector and a designated representative of the Pentagon Building Management Office.

3.4.3. The Inspections and Testing shall be witnessed by a designated representative of the Pentagon

Building Management Office, O&M Office.

3.4.4. The Inspector shall provide a copy of the testing and inspection field reports directly to the COR, or authorized representative, and Contractor immediately upon completion of the days testing and inspections.

3.5. Any and all changes made to the VTE that are not direct replacements shall first be approved by a VTE

Engineer that shall have 8 years of experience as a VTE Engineer, shall be a registered PE in the state of

Virginia, and shall have a BS in either Mechanical, or Electrical Engineering.

3.6. The Contractor shall perform an existing conditions survey at the start of work on this contract. This survey shall assess all aspects of the Vertical Transportation Equipment (VTE) installations and identify any areas of non-conformance with the requirements of this PWS.

3.7. The Contractor shall compile and maintain SOMMs (System Operations and Maintenance Manuals) for all pieces of equipment under this contract.

3.8. The Contractor shall perform PM to the VTMS servers, all VTMS workstations, and all VTMS field devices. All workstations shall provide real-time status indication on full screen Map View displays and other real time screens at all times. All reporting and reports shall be accurate and functional. All software and hardware shall be maintained to the most recent version unless otherwise directed by the

COR.

3.8.1. All changes to the VTMS require the CORs approval prior to implementation. All changes must be made in the presence of the COR.

3.8.2. All changes to the VTMS shall be performed by a VTMS Technician having at least 15 years of experience installing, and troubleshooting Vertical Transportation Management Systems, and be factory certified to work on IDS LiftNet equipment.

3.8.3. A Microsoft Outlook appointment shall be provided to the COR for any changes requiring access to the VTMS Server at least 5 working days prior to the implementation of the change.

3.8.3.1. The appointment shall contain the date and time the change will be made, along with a description of the proposed change.

3.9. The Contractor shall monitor the status of the VTE and Mechanical and Electrical equipment supporting the VTE. Tickets shall be entered into Maximo to address any instances of malfunctioning VTE within 24 hours of issue identification. Instances of malfunctioning Mechanical and Electrical equipment outside of the scope of this contract shall be called into the Building Operations and Control Center. No work shall be conducted on equipment within this PWS without a Maximo ticket.

3.9.1. All fields shall be fully populated in Maximo with accurate detailed information.

3.9.2. All identified issues on Electrical and Mechanical equipment shall be called into the BOCC for assignment to the relevant party, and shall also be brought to the attention of the COR in writing.

These items shall be tracked as a separate line item on the Maximo Monthly Report. The Contractor shall track these work tickets until the issue has been resolved and ticket successfully closed out.

3.9.3. The Contractor shall display the real time status of the VTE in the work area for anyone entering the office to clearly see.

3.9.3.1. Workstations do not qualify as a means of display.

3.10. The Contractor is responsible for ensuring the information displayed on the VTMS is accurately representing the state of the equipment in the field, to include “Mechanic Onsite”, in order to maintain the situational awareness of the BOCC.

3.11. For instances where there is the potential for a fault in the equipment under the responsibility of this contract to be caused by a supporting system, the Contractor shall first thoroughly troubleshoot the equipment under contract to verify it is not the cause of the issue, prior to the engagement of other system owners for action.

3.11.1. A written description of the steps taken to confirm the contract equipment is not at fault is to be provided to the COR prior to the engagement of other system owners.

3.12. 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 (10) days of completion of the test.

3.13. 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.

3.14. The Contractor shall provide support for special functions and events. Such events include, but are not limited to 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 Systems

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.

3.15. The Contractor shall provide support for the Government’s Quality Assurance Inspections as required to verify the Contractor’s performance.

3.16. The Contractor shall ensure all points of connection to the VTE are clearly labeled.

3.16.1. Hand written identifiers shall be replaced by printed labels in the machine room, hoistway, pit, and

VTE.

3.17. Elevators and Wheelchair Lifts:

3.17.1. 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.

3.17.2. The Contractor shall be responsible for maintaining the cab interiors in a state free of damage and wear.

3.17.2.1. For instances where the Contractor has to address repeated cases of similar wear and damage, the

Contractor is to provide the COR with a Corrective Repair Plan to prevent this damage from reoccurring. Plans are due ten working days after an issue has been identified.

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

3.17.3.1. The Contractor is not permitted to enter electrical panels. If the Contractor requires access to electrical panels they will need to complete and submit the outage request form noted in Section

10 for approval.

3.17.4. The Contractor shall be responsible for keeping elevator and sump pits, machine rooms and their associated vestibules/stairwells, and equipment areas free of trash, unusable materials and in a broom clean, orderly condition.

3.17.5. The Contractor shall test the operation of the elevator pit sump pumps at least once a year to verify proper operation. Testing shall include verification of pump on, high level, moisture alarms, oil minder (where installed), and panel functionality.

3.17.5.1. Any issues identified with the operation of these pumps shall be addressed by the process outlined in Section 3.9.

3.17.6. The Contractor shall be responsible for all telephone conductors. The conductor shall start at the first terminal strip, or splice point outside of the elevator controller.

3.17.7. Splices shall only be permitted in accessible points of termination.

3.17.7.1. No wire splices shall be permitted in the hoistway wire duct.

3.17.7.2. All wire splices are required to be crimped, soldered, and sealed.

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

3.17.9. 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.

3.17.10. The Contractor shall refinish the South Terrace Elevator hoistway entries, and hoistway fixtures at a frequency that maintains a like new finish at all times.

3.18. Escalators:

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

3.18.2. 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.

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

3.18.4. Wire splices shall only be permitted in accessible points of termination.

3.18.4.1. All wire splices are required to be crimped, soldered, and sealed.

3.18.5. 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.

3.18.6. The Contractor shall be responsible for keeping the escalator pits free of trash, unusable materials and in a broom clean orderly condition.

3.18.7. The Contractor shall replace defective outlets, receptacles, light fixtures, lamps, sockets in the escalator pits. The Contractor shall include the cost associated with the performance of such tasks in the base bid.

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

3.18.9. The Contractor shall be responsible for maintaining the escalator treads and risers in a state free of stains and debris at all times.

3.18.10. References and Codes. 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:

WHS Building Code

ASME A17.1, Safety Code for Elevators and Escalators

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

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

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

ASME A17.4, Emergency Evacuation of Passengers from Elevators

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

GSA, 501030S

ABA, Architectural Barriers Act

ITG 2013-01 (All references to the Navy shall be interpreted to mean the Pentagon. The approving authority for all areas within this document is the Pentagon Building Management

Office)

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

Elevators

4. PM Program. The Contractor shall develop and implement a PM program which addresses PM, Predictive

Maintenance (PdM), inspection and testing, minor repairs, major repairs and emergency call responses to

Elevators, Escalators and Wheel Chair Lifts located on the Pentagon Reservation and the USMCA. 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. PdM is a critical part of the PM plan as it enables the anticipation of timely repair/replacement of individual equipment or equipment components prior to equipment failure in order to avoid or minimize down time. The Contractor shall provide a flow chart illustrating the Contractor’s process for carrying out the functions within this contract, to include but not limited to PM, Service Calls, and PdM.

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 parts or component is $2,000 or less, and the labor to repair the part is less than 32 labor hours per individual, 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 parts or component is $2,000.01 or more, and/or the labor cost to repair the part is more than 32 hours per individual, 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 meeting the definition of a Major Repair shall be performed without the CO’s written approval (See Section 12).

4.2. 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 Contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested PM 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. The Contractor shall incorporate, at a minimum, the gathering and analysis of Maximo historical data, the gathering and review of the previous years’ inspection reports, and gathering, review, and analysis of the VTMS equipment fault history, static and dynamic motor testing, and motor thermal imaging as part of their PdM effort. 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. The PM program plan shall, at a minimum, include the following elements:

4.2.1. 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.

4.2.2. 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.

4.2.3. Integrated Project Schedule: The schedule shall include all equipment within the scope of this contract and shall identify all activities impacting the VTE. The Contractor shall generate an initial schedule using Microsoft Project, for submission to the Government for review and approval. Once approved, the Contractor shall upload the schedule into the Maximo database to generate a yearly PM schedule.

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, all corrective maintenance performed outside of a PM, 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 provided to the COR in MS

Project format for review and approval prior to making the change in Maximo.

4.3. The Contractor shall use the Maximo database to generate 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 PM 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 Maximo 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. When available, the Government will issue handhelds to the

Contractor for use in entering ticket information into Maximo in the field. The Contractor will download information from the handhelds to the Government Issued Maximo Computer daily.

5. 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. The QC plan must identify resources and include procedures and checklists 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.

6. 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 is included as Attachment J-6 “SPRP Pentagon Reservation.”

7. Staffing Plan:

7.1. The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract. 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 Response Times. At a minimum, the Contractor shall provide a full time journeyman mechanic, a helper, and a site coordinator 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.

7.2. 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 21 of this document.

8. Service Calls:

8.1. A service call is defined as maintenance work which involves the repair or replacement of components which have failed or broken down, and were discovered and requested by the Government. All service calls

(emergency, urgent or routine) with an estimated value of less than $2,000.00 in materials, and less than or equal to 32 man hours per individual each shall be included in the firm fixed price of the PM contract.

A service call (emergency, urgent or routine) with an estimated material value greater than $2,000.01, and/or more than 32 man hours per individual per service call (both confirmed and approved by the

Government) will be considered a major repair (See Section 12). A service call is classified into three categories as determined by the Government: (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.

8.2. 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.

8.2.1. When working in Maximo the Contractor is required to populate all fields with accurate, detailed information.

8.3. Emergency Calls. These are calls that require an immediate response (See Section 9.1 for Maximum

Allowable Response Times) 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 the time period specified in Section 9. 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 Section 8.5. Such follow up work shall be considered part of the original service call.

8.4. Urgent Service Calls. An urgent service call is defined as a situation requiring immediate action (See

Section 9.1 for Maximum Allowable Response Times) 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,…