Amendment 01 NAC OM 09-0276.pdf

AMENDMENT #01 Page 3 of 45

IFB-GS-11P-09-YT-D-0276

IFB-GS-11P-09-YT-D-0276 for providing operation and mechanical maintenance, elevator maintenance and repairs services at the Nebraska Avenue Complex, 3801 Nebraska Avenue, NW, Washington, DC, is hereby amended as follows:

A pre-bid conference was held on Tuesday, July 7, 2009, at 10:00 am at the General Services Administration, National Capital Region, Conference Room 5051, 301 7th

Street, SW, Washington, DC. The following is summarization of the review and discussion of the solicitation package:

GSA Facilitator(s): Joyce Robinson, Lakisha Smith, Michael Tepedino, Michael DeHart, Jeannie McGuffin, Chedwick Stewart and Gary Gross.

The meeting opened at 10:30 a.m. and twelve (12), 8(a) firms were in attendance.

[List of attendees for the Conference is attached.

The bid opening date has been extended to Monday, August 10, 2009, at 11:00 a.m.. Bids should be submitted to the GSA, NCR, ROB, Bid Room, Room 1065, 301 7th Street, SW, Washington, DC 20407. All Bids received should have the IFB number notated on the out side of the bid package or envelope.

Bidders are put on notice that the NAICS Code and Size Standard for this solicitation have been changed from NACIS Code 811310 Size Standard 14 Million to NACIS 561210 Size Standard 35.5 Million.

A second site inspection has been scheduled for Monday, July 27, 2009, at 11:00 a.m.. Any firms interested in going to the second site inspection need to contact Mr. Michael Tepedino by no later then Wednesday July 22, 2009. The following information is needed in order to access this facility:

1) Full Name

2) Submission of SS#

3) Vehicle License Plate #

4) Final Submission of information by July 22, 2009, to Michael Tepedino, on (202) 282-1080, alternate backup Ms. Jeannie McGuffin on (202) 282- 1070, and Ms. Lakisha Smith on (202) 260-6666.

This solicitation is totally set aside under the 8(a) program. The Bidders must provide a copy of their 8(a) certification letter from the Small Business Administration and provided how long they will be participant in this program. These documents must be submitted with their bid.

To help ensure submission of complete packages and to avoid omissions that could result in your bids being nonresponsive or unacceptable, a check list has been provided. Please double check each of the items on this list.

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1) Reviewed Parts of the Contract Requirement, Clauses, and Specifications

5) Special Notices –pg. 6

6) Prices/Costs Notes

7) Bid Submission Process

8) Unbalanced bids

9) Pricing Options

10) Award of Back-up Contract Provision

11) Instructions for 1449 (pg. 11-15

a) Estimated quantities

b) 3 copies of 1449 and bid sheets

c) Bids must be submitted in an original and 3 copies on the forms furnished and should be signed in dark blue ink.

12) Reps and Certifications

13) Fair Labor Standards Act

14) Term of Period of Contract –pg. 59

15) Wage Rates For O&M and Elevators –pg. 60 & pg. 88

16) Collective Bargaining Agreement(s) –pgs. 61- 86 and pgs. 90-176

17) Milestone Chart Review –pg. 205

a) Submit with bid if required

14) Security Clearance Requirements - HSPD-12 Requirement –pg. 225

a) Each individual must have clearance

b) Previously cleared employees must have new

Contractor Work Sheet form Completed

c) Additional Security Clearance Requirements

Required by the Agency

15) Company Experience - 241

16) Pages 272-273 are duplicate pages (omit)

17) Repairs pgs 180, 259, 305, 312, 313 and 338

18) Reporting Requirements –pg. 319

II) Building Manager Explains Important Elements of Scope of Work

1) Roles of the Government –pg. 179

2) Urgent Calls –pg. 182

3) Quality Control Plan –pg. 184-185

4) Security Requirements –pg. 225 –226

5) Personnel –pg. 238

a) Project Manager Requirement

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6) Employees –pg. 246

7) Building Equipment –pg. 246-247

8) Hours of Operation –pg. 25

9) Preventive Maintenance Program

10) Emergency Generators –pg. 257

11) Repairs –pg. 259

12) Water Treatment –pg. 260

13) Pressure Vessel and Boiler Inspections –pg. 262

14) Milestone Chart –pg. 320

15) Reimbursable Services –pg. 312

16) Contractor Responsibility for Assigned Space –pg. 316

17) Emergency Disaster Contingency Plan –pg. 316 18)

III) Explanation of Final Bidding Process

IV) Process for Site Visit (Scheduled for July 14th, 2009 @ 10:00 a.m.)

1) Full Name

2) Submission of SS#

3) Vehicle License Plate #

4) Final Submission of information by July 9th to Michael Tepedino, Jeannie

McGuffin and Lakisha Smith V) Procedures about Questions for Solicitation

1) All questions should be submitted in writing to lakisha.smith@gsa.gov by no later then July 16, 2009.

A. Bidders was instructed to make the following corrections and changes:

1. Pages 6 through 10, delete in its entirety and insert the attached Revised Pages 6 through 10 in its place.

2. Page 11, delete in its entirety and insert the attached Revised Page 11 in its place.

3. Page 18, delete in its entirety and insert the attached Revised Page 18 in its place.

AMENDMENT #01 Page 6 of 45 paragraph in its entirety and insert the attached Revised Page

4. Part II, Contract Clauses Page 19, Add Pages 57a, 57b, and 57c to the solicitation.

5. Part III, Page 192, Para. 16, Publications, these manuals can be review in the Buildings Manager Office at the Nebraska Avenue Complex, Washington, DC. See page 212 for the Buildings Manager name, address and phone number.

6. Page 203, delete in its entirety and insert the attached Revised Page 203 in its place.

7. Page 212, delete in its entirety and insert the attached Revised Page 212 in its place.

8. Pages 271 and 272, delete in its entirety and insert the word reserved in its place.

9. Pages 286 and 287, delete in its entirety and insert the attached Revised Pages 286 and 287 in its place.

10. Pages 305, 306, 310, 312, 313, 315, 336, 338,349, 350, and 351, delete in its entirety and insert the attached Revised Pages 305, 306, 310, 312, 313, 315, 336, 338,349, 350, and 351, in its place.

B. The following is a list of questions asked related to the solicitation and the site inspection.

1. Q: Contractor: Page 247-B(1) states that the contractor is not responsible for Switchgear. However, Page 255-10.1 list Switchgear to be maintained. Please verify if the switchgear is included in the Contractors responsibilities and confirm the other items listed on Page 255-10-1.

A: GSA: The contractor is responsible for all of the switchgear except the E-27’s (circuit breakers over 100 amps) and transformers on the complex.

2. Q: Contractor: Page 263 Fire Alarm Monitoring–Who is current monitoring company?

A: GSA: The GSA Federal Protection Service (FPS) Megacenter is currently monitoring the fire alarm system.

3. Q: Contractor: Page 263 Fire Alarm–We are under the impression that GSA Fire Alarm shop does this PM, please clarify contractor’s

AMENDMENT #01 Page 7 of 45 responsibilities.

A: GSA: The GSA fire alarm shop is responsible for all electronic equipment and the contractor is responsible for anything mechanical (flow switches, valves, etc.) related to the fire alarm PM.

4. Q: Contractor: Page 274–Are the high priority areas intentionally left blank?

A: GSA: No, the entire campus is priority for emergency calls.

5. Q: Contractor: Is a bid guarantee and performance bond required in the solicitation?

A: GSA: No.

6. Q: Contractor: How many chemical feeder locations are onsite for water treatment?

A: GSA: Water for the facility is treated in four (4) locations:

The boiler plant (NAC 15), Building 5 Building 61 Building10

7. Q: Contractor: What buildings require escorts?

A: GSA: Buildings 5, 3, 19, and 20 require escorts.

8. Q: Contractor: Can you clarify is the intent of the contract to have a technician onsite during all working hours?

A: GSA: The intent is not to have an onsite elevator mechanic, but a company that can respond relatively quickly to emergency situations.

Currently that is how it is handled.

9. Q: Contractor: Is this a labor-based contract?

A: GSA: This is a performance-based contract. The contractor determines the number of associates required to accomplish the work.

C. The following information is provided for informational purposes only:

Current Prime Contractor: TK Services, Inc.

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O&M Service: 1000 Bernard Street Alexandria, VA

Union Agreement: International Union Of Operating Engineers Local 99-99A, AFL-CIO

Subcontractor: Quality Elevator Co 4808 Upshur Street Bladensburg, MD 20710

Union Agreement:: International Union Of Elevator Constructors Local No. 10

Contract Period: Contract was awarded for an initial period of with two (2) one (1) year option periods.

Services became effective April 1, 2006, and expired under the final option period on March 31, 2009. Services are currently being provided under the Option To Extend Services Clause in the contract. This extension is for a period of six (6) months which expires on September 30, 2009.

Contract initial year price Period O&M Cost Elevator and and option adjustment prices. These prices also Initial Year $1,000,947.40 $16,679.52 include modification Opt Lot I $1,959,361.02 $16,679.52 changes which affected Opt Lot II $2,168,486.70 $16,679.52 the contract price. Six Mths Ext. $1,216,482.51 $8,339.76

Reimbursable Services:

O&M Elevator

Reimbursable O&M: $59.64 Reimb.Elevator Maint. Svcs: $135.00 Reimb Repairs During Reimb. Repairs During Occupant Work Hrs: $59.64 Occupant Work Hrs: $135.00

Reimb Repairs During Other Reimb. Repair During Than Occupant Work Hrs: $91.84 Other Than Occupant Wk Hrs: $194.00

Miscellaneous Work: $58.04 Miscellaneous Work: $135.00

Reimbursable services for year 2008: Based on GSA database for 2008 approximately 330 jobs were done totaling $2.7 million for O&M services.

Current List of Employees for 1. Project Manager 1 FTE O&M and Elevator Services 2. Administrative Assistant 1 “

3. Lead 1st Class Engineer 1 “

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4. 3rd Class Engineer 1 “

5. HVAC Mechanic 2 “

6. Maintenance Mechanic 1 “

7. General Maintenance Help 1 “

8. Chief 1st Class Engineer 1 “

9. Maintenance Mechanic

(For Service Calls) 1 “

10. Maintenance Mechanic

(Restroom inspection Tours) 1 “

11. 3rd Class Engineer (For Heating Plant) 2 “

12. HVAC Mechanic (PM) 1 “

13. Electrician (PM) 1 “

14. Plumber 1 “ 15 Maintenance Mechanic

(Sprinklers) 1 “

16. Maintenance Coordinator

(Assistant To Chief 1st

Class Eng) 1 “

17. Elevator Mechanic

(On Call) 1

These positions for line item numbers 8 through 16 above, were added to the contract due to a modification change which added additional building equipment to the contract.

Meeting adjourned approximately 11:00 a.m..

Any questions regarding this amendment should be directed to Ms. Joyce Robinson on telephone number (202) 260-1254 or Ms. Lakisha Smith on telephone (202) 260-6666.

AMENDMENT #01 Page 10 of 45

1. SPECIAL NOTICES CONCERNING SOLICITATION

A. PERFORMANCE BASED SERVICE CONTRACT:

This solicitation contains a work statement for performance-based services.

This means that the Government has described WHAT is to be accomplished, NOT HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the work unless there are safety, security or communication requirements. It is the responsibility of the contractor to ensure that they build into their bid/proposal price the necessary hours that it will be take to meet the performance standards specified. The contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality of services before the performance becomes unacceptable.

B. AFFIRMATIVE PROCUREMENT PROGRAM (APP)

The General Services Administration (GSA), as a Federal procuring agency, is required to procure and use products containing post-consumer content (recycled material) by the Resource Conservation and Recovery Act (RCRA), Section 6002, and Executive Order (EO) 13101, “Greening the Government Through Waste Prevention, Recycling, and Federal Acquisition.” EO 13101also requires Federal Agencies to procure and use environmentally preferable and biobased products.

RCRA section 6002, EO 13101 and Office of Federal Procurement Policy (OFPP) Letter 92-4 require Federal Agencies to develop and implement an Affirmative Procurement Program (APP) to facilitate the procurement of these services.

The Contractor’s attention is directed to FAR 4.303 and FAR 52.204.4 which requires double sided printing on recycled paper for all reports required by this contract. Also, the Contractor’s attention is directed to FAR 52.223-10 which encourages vendors to practice waste reduction.

C. SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION RECORD

KEEPING

Those who disseminate SBA building information must required a signed Document Security Notice from those who receive the information. Records of the signed Document Security Notices shall be maintained by the disseminator pursuant to the GSA system of keeping long-term records and plans. At the completion of work, [secondary and other disseminators shall be required to turn over there Document] Security notice dissemination records to GSA to be kept with the permanent files.

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[ The Successful contractor shall submit to the Contracting Officer (CO) a copy of a valid ] business license or other documentation granted by the state or local jurisdiction to conduct business. The license at a minimum shall provide the name, address, phone number of the company, state of incorporation, and the name of the individual legally authorized to act for the company. A general contractor’s license may be substituted for the business license in the state that issue such licenses.

It is the responsibility of the contractor disseminating SBU information to assure that the recipient is an authorized user and to keep records of recipients. A Valid picture state [ driver’s license shall be required of person’s picking up SBU documents. ]

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D. NOTES TO BIDDERS/OFFERORSOR SERVICES AND PRICES/COSTS

NOTES TO BIDDERS/OFFERORS

1. [Operations & Maintenance (O & M) and elevator maintenance and reimbursable services awarded as a result of this Invitation for Bids is to be provide for buildings at the Nebraska Avenue Complex, consisting of 559,222 rentable square feet, located at 3801 Nebraska Avenue, NW, Washington, DC 20393.]

2. A FIRM FIXED-PRICE WITH ECONOMIC PRICE ADJUSTMENT TYPE

CONTRACT WILL BE AWARDED FROM THIS SOLICITATION.

3. The Offeror must bid a price for the initial 12-month period and for each of the four (4) option periods in order to be considered for award.

4. The Offeror must submit a bid for each line item for the initial year and each option.

5. In order to be considered for award, the offeror must acknowledge receipt of each amendment issued (if any) under this solicitation by submitting three

(3) signed and dated copies of the Standard Form 30 (Amendment of Solicitation/Modification of Contract) issued for each amendment.

6. Facsimile (FAX) bids are unacceptable in response to this solicitation.

7. Executive Order 12989, Economy and Efficiency in Government Procurement Through Compliance with Certain Immigration and Naturalization Act Provisions, is in effect and must be complied with under any contract(s) resulting from this Invitation for Bids. In accordance with Executive Order 12989, contractors are responsible for compliance with immigration laws and are hereby notified that any and all suspected infractions shall be reported to the Immigration and Naturalization Service.

8. This package should be read in its entirety to ensure that the bidder is fully cognizant with all of the contract requirements.

9. BIDS ARE TO BE SUBMITTED TO the GSA Business Service Center's Bid Room, Room #1065, 301 7th Street, SW, Washington, DC 20407. This includes modifications submitted to the original bid submitted, amendments that are being acknowledged, or requests for withdrawal of a bid.

10.NOTE: As a result of past interruptions in Government operations due to inclement weather, potential bidders and other interested parties are hereby directed to Federal Acquisition Regulation (FAR) 14.203-3, Postponement of

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AMENDMENT #01 Page 13 of 45

Openings. Should inclement weather or other unanticipated events occur that interrupt normal Government processes and require postponement of the scheduled bid opening, the bid opening will be held at the same time on the next Government workday unless notification is given to the contrary by the Contracting Officer.

11.Unbalanced Bids: Bidders/Offerors are cautioned that any bid/offer may be rejected as non-responsive if it is materially unbalanced as to prices for the basic requirement and the option period. An offer is unbalanced when it is based on prices significantly less than the costs for some work and prices which are overstated for other work.

12. Pricing of Options: Bidders shall price the option requirements for the four (4) additional option periods assuming that the minimum hourly wages and fringe benefits established by the Administrator of the Wage and Hour Division of the United States Department of Labor for the initial 12-month period of performance will apply to the additional options period performance as outlined on Wage Determination

In the event the option(s) is exercised by the Government, the contract price(s) will be adjusted upward or downward at the time the option is exercised in accordance with the clause entitled "Fair Labor Standards Act and Service Contract Act - Price Adjustment.

13. AWARD OF BACKUP CONTRACT PROVISION:

A. In the event the Government awards a primary contract, the Government reserves the right to award a “backup contract” (next acceptable, responsible [offeror/bidder). The Government shall request contract services from the backup] contractor upon cancellation or termination of the primary award.

B. In the event that your company does not receive the primary award, do you want to be considered for award of the“backup” contract?

Check Yes__________ or No____________

If nothing is checked, the Government will assume a negative response.

In the event the primary award is cancelled or terminated, the backup contractor will receive not less than 21 calendar days written notification the Contracting Officer to begin performance of the contract.

To facilitate transitional requirements, additional verbal notification by the Contracting Officer (followed by a written fax), expressing the Government’s intent to issue a Notice to Proceed to the backup offeror may be given prior to this mandatory 21 calendar days official notification.

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AMENDMENT #01 Page 14 of 45

C. If you are awarded the backup contract, in exchange for consideration from the Government, you must maintain the terms of your offer for the initial primary contract period, during which time the Government may accept such terms upon the cancellation or termination of the primary contract.

[ D. Because of the compressed time frames involved in the start up of a backup contract,] the following phase-in/submittal requirements will be shortened or extended as follows:

BEFORE CONTRACT START DATE (BACKUP CONTRACT ONLY)

Item Calendar Days

Fingerprint Chart/Personal History 7 Forms for all Proposed Supervisory and Key Personnel–Initial

14. REMITTANCE ADDRESS:

[When the Contractor wishes payments to be mailed to an address other than ] that shown in block 17a of the Standard Form 1449, Solicitation/Contract/Order for Commercial Items, the Contractor shall insert the proper remittance address in the space provided below:

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LakishaSSmith Text Box

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INSPECTION AND ACCEPTANCE:

1. CONTRACTOR RESPONSIBILITY:

The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor services performed to ensure compliance with contract requirements.

The results of all inspections conducted by the Contractor shall be documented on inspection reports (warranted as presented) and made available to the COR as required or on the last workday of each month.

2. CONTRACT INSPECTORS: Contract Inspectors are subordinates of the COR and are responsible for inspecting the Contractor’s day-to-day work. The responsibilities of the Contract Inspector include, but are not limited to : inspecting the work to ensure compliance with the contract requirements; documenting, through written inspection reports, the results of all inspections conducted; ascertaining that all defects or omissions are corrected; conferring with Contractor representatives regarding any problems encountered in work performance, and generally assisting the COR in meeting his contract responsibilities.

3. QUALITY STANDARDS: The Contractor shall ensure that the required services [specified in Exhibits 1 thru 20, and elsewhere in this contract meet the standards] as outlined in those exhibits. All work performed under this contract shall be highest quality, consistent with best industry practices, to assure timely provision of services, optimum tenant agency satisfaction, and adequate protection of Government assets.

4. GOVERNMENT QUALITY ASSURANCE/INSPECTION: The Government may use a variety of inspection methods to evaluate the Contractors performance, and more than one inspection method may be used. Examples of inspections are:

A. Planned (periodic) surveillance of service work items (daily, weekly, monthly, quarterly, semiannually, or annually).

B. 100% inspection of service work items.

[C. Management information system DATA. (See Exhibit 3).]

D. Unscheduled inspections.

5. CRITERIA FOR EVALUATING PERFORMANCE:

A. If Government inspection reports indicate performance deficiencies the CO, or COR, may require the Contractor to explain, in writing, why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem (s) will be prevented in the future. The CO, or the COR, will evaluate the Contractor’s explanation.

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General Services Administration PBS PAYMENTS BRANCH (BCFA) Region 7 Room 5C08 PO Box 17181 Fort Worth, TX 76102 -0181

Telephone Number:

(817) 978-2408

3. SUBMISSION OF INVOICES:

A. Invoice Requirements: Invoices for basic monthly services shall be submitted on the first of each month to:

ORIGINAL INVOICE TO:

General Services Administration Region 7

PBS PAYMENT BRANCH (BCFA)

P.O. Box 17181 Fort Worth, TX 76102-0181

ONE COPY TO:

General Services Administration Nebraska Avenue Complex Lakisha Smith Michael Dehart Contract Specialist Buildings Manager DC Service Team (WPJ) 3801 Nebraska Avenue, NW 301 7th Street, SW, Rm 2670 [ Bldg #18, Room 146 ] Washington, DC 20407 [ Washington, DC 20393 ]

(202) 260-6666 (202) 282-1080

B. Additional Services/Reimbursable Services: Payments for Reimbursable Mechanical Repairs in excess of $500, and Payments for Reimbursable Building Operations.

C. Payment for the above services will be made upon receipt of a properly executed invoice from the Contractor to the address listed on the procurement document.

In addition, GSA may elect to pay for these services, up to $2,500, using a Government credit card. The Government reserves the right to pay the [Contractor by use of the Government Commercial credit card for any ] reimbursable services provided. The contractor shall have the capacity to accept payments via credit card upon award and/or notice to proceed.

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AMENDMENT #01 Page 22 of 45

Attachment 2

Contract Clauses Applicable to Comprehensive procurement Guideline (CPG) Reporting Requirements

52.223-4 Recovered Material Certification. Recovered Material Certification (May 2008) As required by the Resource Conservation and Recovery Act of 1976

(42 U.S.C. 6962(c)(3)(A)(i)), the offeror certifies, by signing this offer, that the percentage of recovered materials content for EPA-designated items to be delivered or used in the performance of the contract will be at least the amount required by the applicable contract specifications or other contractual requirements.

(End of provision)

52.223-9 ESTIMATE OF PERCENTAGE OF RECOVERED MATERIAL CONTENT FOR EPA-DESIGNATED

ITEMS (MAY 2008)

(a) Definitions. As used in this clause— “Postconsumer material” means a material or finished product that has served its intended use and has been discarded for disposal or recovery, having completed its life as a consumer item. Postconsumer material is a part of the broader category of “recovered material.”

“Recovered material” means waste materials and by-products recovered or diverted from solid waste, but the term does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

(b) The Contractor, on completion of this contract, shall—

(1) Estimate the percentage of the total recovered material content for EPA-designated item(s) delivered and/or used in contract performance, including, if applicable, the percentage of post-consumer material content; and

(2) Submit this estimate to _____________________ [Contracting Officer complete in accordance with agency procedures].

(End of clause)

Alternate I (May 2008). As prescribed in 23.406(d), redesignate paragraph (b) of the basic clause as paragraph (c) and add the following paragraph (b) to the basic clause:

(b) The Contractor shall execute the following certification required by the Resource Conservation and Recovery Act of 1976 (42 U.S.C. 6962(i)(2)(C)):

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CERTIFICATION

I, _______________ (name of certifier), am an officer or employee responsible for the performance of this contract and hereby certify that the percentage of recovered material content for EPA-designated items met the applicable contract specifications or other contractual requirements.

[Signature of the Officer or Employee]

[Typed Name of the Officer or Employee]

[Title]

[Name of Company, Firm, or Organization]

[Date]

(End of certification)

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F. The Contractor shall direct any request for an extension to fulfill the requirements of this contract to the COR, and the COR will accept or reject the Contractor's request on a case by case basis.

G. Exchanging parts between any piece of equipment for any reason is prohibited under this contract.

H. The Contractor shall provide the COR an up dated emergency telephone list that’s local and manned 24 hours a day, and 7 days a week by responsible contract personnel.

I. The contractor onsite employees shall wear uniforms. The uniform shall have the contractors name easily identifiable and attached in a permanent or semi-permanent manner, such as a badge or monogram. Employees shall be required to present a neat appearance.

4. REPAIRS

A. The Contractor shall immediately perform all repairs necessary to ensure continuity of operations and return all equipment to service as soon as possible.

All repairs shall be completed within 72 hours from the Contractor's receipt of a GSA Form 1897, Maintenance Authorization, a GSA Form 3423, Mechanical Contract Inspection Report, or otherwise in writing by the COR.

There will be no reimbursement under $2,500 T & M for repairs, as this requirement is part of the basic contract service. [ Repair requirements are also covered in Repairs, Exhibit 3, par 17.]

B. The Contractor shall prepare written justification for all repairs expected to exceed the 72-hour limitation and/or the $2,500 T & M threshold. The COR is authorized to waive the 72 hour requirement, and he shall notify the Contractor in writing of the new date the repair must be completed. The COR, at his discretion, may initiate deduction proceedings if in his opinion, after 72 hours, the repair is not proceeding as agreed to by the Contractor or as directed by the

COR.

C. The Contractor shall advise the COR on the progress of all repairs on a daily basis. Work shall not be delayed in order to notify the COR except where guarantees or warranties are involved, in which case, the COR shall be notified prior to repairs being made.

5. Joint Phase-Out Inspection

Within 2 months of the expiration of the initial contract period or any option period, the Contractor and the GSA elevator inspector shall make a thorough joint inspection of all equipment covered under this contract. The Contractor shall correct all deficiencies and repairs found by this inspection. The Contractor shall notify the COR in writing 5 days after all deficiencies and repairs have been corrected, and re-

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AMENDMENT #01 Page 25 of 45 inspection of the corrective actions and repairs shall be made by a GSA elevator inspector.

6. INITIAL JOINT INSPECTION OF PREEXISTING DEFICIENCIES

A. On a mutually agreeable date not less than 15 calendar days before the contract start date, the new Contractor and the GSA elevator inspector shall together make a complete inspection of all mechanical and electrical systems and equipment in the buildings covered by this contract.

B. The new Contractor shall submit to the COR within 5 calendar days before contract start date, a report listing all deficiencies noted during the joint inspection. The Contractor shall use the "Existing Deficiency [Decision Matrix" form, which can be found in Part IV, Exhibit 18, Page 336, for this purpose.]

C. If the deficiencies are not completed by existing the Contractor the sum of the cost to accomplish the deficiencies repairs shall be deducted from his final payment. In this instance the following procedure will apply:

(1) The new Contractor shall submit a price proposal (which includes the cost of materials, labor, and G&A/profit) for each repair on the deficiency list not corrected by existing Contractor.

(2) If necessary, negotiations will be initiated between the new Contractor and the CO to reach an agreement on a price for each repair.

(3) In the event, the parties cannot agree on a price, the CO will establish a price for each repair. The Contractor may file a claim to the CO for any amount in dispute (reference the Disputes Clause.)

The Contractor shall not delay commencement of any repair, while waiting for the processing of their claim.

(4) When a deficiency repair is determined to be an emergency by the COR, the Contractor shall proceed immediately with the repair, after receiving oral or written direction from the COR. The COR will determine a "Fair and Reasonable" price for the deficiency repair upon receipt of a written cost proposal from the Contractor. This written cost proposal is due to the COR within 72 hours after the COR requests the same. Providing this cost proposal shall not be reason to delay the completion of the deficiency repair(s).

NOTE: The Government will reimburse the Contractor for the cost of any initial repairs identified on the Existing Deficiency Decision Matrix and requested by

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AMENDMENT #01 Page 26 of 45 inspector. These annual inspections are for the renewal of annual elevator inspection certificates. The COR's elevator inspector will list deficiencies found during such inspections requiring correction by the Contractor.

D. Speed Tests: The Contractor shall test all elevators to determine if they are operating at their rated speed. This test shall be accomplished within the initial 90 calendar days of this contract, and shall be scheduled yearly thereafter, to ensure that the rated speeds are maintained. All necessary adjustments shall be accomplished by the Contractor to attain rated speeds. The Contractor shall notify the COR in writing, of each elevator's operating speed within 15 calendar days after such test completion. Speed tests shall be scheduled through and with the written approval of the COR.

E. Firefighter Service Test: The Contractor shall test the firefighters’ service recall system for each elevator on a monthly basis according to all the requirements of A17.1. The contractor shall provide the test results to the COR on the "Elevator Firefighter Service Recall System Report Form," found at the end of this exhibit, 5 days after test completion. All tests shall be performed during other than Contractor work hours at no additional cost to the Government. Firefighter service testing shall begin within the first month of this contract and continue each month thereafter.

F. 5 Year Test: The 5 year governor, safety, and buffer test shall be performed in the presence of a GSA elevator inspector when and if due as required by A17.1 during the term of this contract. The results of such testing shall be provided to the COR 10 days after test completion. The Contractor is responsible to ensure that all equipment is in proper operating condition before tests are conducted and shall notify the COR in writing of the equipment conditions before proceeding with the testing. The Contractor shall correct any deficiencies discovered during the 5 year testing procedures and shall correct any deficiencies caused by the testing, immediately upon completion of all tests. Any needed repairs shall immediately be identified to the COR after test completion. The Contractor shall notify the COR in writing within 15 calendar days after completing repairs which are a result of the test procedures.

J. The Contractor shall correct all deficiencies found during any inspection or testing procedure determined by the COR to be a maintenance or repair item. Maintenance and repairs shall be accomplished in accordance with the "Repairs" section, located in [Part IV, Exhibit 3. The Contractor shall notify the COR ] immediately in writing when these repairs have been completed and that a re-inspection can be made.

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AMENDMENT #01 Page 27 of 45 occurred. The contractor shall be responsible for all damages caused by the negligence of their employees.

D. The contractor shall establish a key control plan ensuring that all keys issued to the contractor by the Government are controlled and accounted for, and are not lost, misplaced, or used by unauthorized personnel. No keys issued to the contractor by the Government shall be duplicated. The contractor shall report in writing loss of any keys within 12 clock hours of occurrence or at the beginning of the next scheduled workday. If a key is lost the lock for that room will be replaced by the Government and the total cost deducted from the contractors monthly payment. In the event, the contractor loses a master key, all locks and keys for that systems will be replaced by the Government, and the total cost shall be borne by the contractor.

10. CONTRACTOR PROVIDED REIMBURSABLE SERVICES

A. Emergency Callback Service:

(1) The Contractor shall provide Emergency Callback Service. The Contractor personnel shall be on-site for any malfunction within 1 hour of any emergency request received by telephone or otherwise from GSA Control Center, the COR, or the COR's representative. A written report of the problem, corrective action taken, man-hours expended, and materials used shall be submitted to the COR within 24 hours after the completion of the work. Emergency callback service shall be performed during each workday, weekend, and holiday.

(2) Reimbursement for Emergency Callback Service shall be at the rate quoted by the Contractor in Part I, Pages 12 thru 14. The Contractor shall be reimbursed via a separate procurement action.

B. REIMBURSABLE REPAIRS PERFORMED DURING CONTRACTOR

WORK HOURS:

Reimbursable repairs performed during Contractor Work Hours, on an as requested basis, will be funded at the hourly rate quoted in Part I, [Page 12-14 of this contract. These hourly rates will be used for any] reimbursement to the Contractor for Government funded repairs of preexisting deficiencies. The Contractor will be reimbursed via a separate procurement.

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AMENDMENT #01 Page 28 of 45

C. REIMBURSABLE REPAIRS PERFORMED AT OTHER THAN

CONTRACTOR WORK HOURS:

Reimbursable repairs performed at other than Contractors Work [Hours will be funded at the hourly rate quoted in Part I, Pages 12-thru 14 of this contract. These hourly rates will be used for any] reimbursement to the Contractor for Government funded repairs of preexisting deficiencies. This will be a separate procurement.

D. REIMBURSABLE ELEVATOR OPERATING SERVICES:

(1) Reimbursable Elevator Operating Services are services for building elevator operation or standby at other than Contractor Work Hours as identified in par 2 of this exhibit.

(2) When Reimbursable Elevator Operating Services are requested by the COR or his representative and performed by the Contractor, these services shall be paid at the hourly rate the Contractor [quoted in Part I, Pages 12 thru 14 of this contract. This will be a] separate procurement.

11. FORMS SUPPLIED BY THE GOVERNMENT

The following GSA Forms are to be used by the Contractor in reporting completed operations, maintenance and repair work:

GSA Form 55 Certificate of Elevator Inspection GSA Form 139 Record of Time of Arrival and Departure from

Buildings GSA Form 376 Elevator Inspection Report GSA Form 1736 Equipment Inventory List GSA Form N/A Maintenance Authorization (MAXIMO) GSA Form 3423 Mechanical Contract Inspection Report GSA Form N/A Elevator Firefighter Service Recall System

Report.

12. SCHEDULING OPERATIONS AND SERVICE CALLS

A. Sign-in/Sign-out log: The GSA 139 is the designated log format used for Contractor employees to identify themselves by providing appropriate information and their signatures as they enter and leave buildings. The Government requires that all Contractor employees use this form whenever they enter or leave the buildings covered by this contract. This includes during Contractor Work Hours, when providing Reimbursable Building Operation Services, when providing Reimbursable Repairs, when providing any Basic Services, and when performing Emergency Callback Services. Each Contract

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[ employee must sign out (in addition to signing in) when leaving the building, using the same line that was used to sign in. Contract supervisors must indicate their titles alongside their signatures. The Form 139 Log shall be signed by all contract employees at the building entrance locations designated by the COR.]

B. Service call requests shall be performed as follows:

(1) Requests for service outside Contractor Work Hours:

Requests will generally be issued by the COR, his representative, or by GSA Control Center by telephone on the Contractor's emergency telephone number provided to the COR. These service calls will be requested on a reimbursable basis.

(2) Requests for service during Contractor Work Hours: Requests for service during Contractor Work Hours will generally be issued by the COR using GSA Form 1897, Maintenance Authorization, or the request shall be verbal.

(a) Service calls, Emergency or NON-emergency Requests:

The Contractor shall be at the service call site for any emergency service call no later than 1 hour after receipt of the service call request. This request may be either written or verbal. The COR shall determine if a service call request is of an emergency nature regardless of the time of day or the actual deficiency requiring corrective action by the Contractor.

The Contractor shall continuously work on all emergency service calls until the emergency is relieved.

(3) Service call completion: Corrective action shall be completed within 3 hours of receipt of any service call, either emergency or non-emergency. All service calls requiring more than 3 hours to complete shall become a repair and shall be completed as defined in the Repairs section of this specification. The COR shall be advised daily, by the Contractor, on the status of all service calls which have not been completed.

(4 Service request Form, MAXIMO: The service request form, MAXIMO shall be completed by the Contractor to document all service call requests. The Contractor shall fill out those portions of the Form identifying action taken, time expended, date completed, monies expended, and the signature of the mechanic who performed the work. Contractor personnel shall obtain service call request at the time and place designated by the COR. The Contractor shall return all completed forms to the COR as repairs are completed.

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AMENDMENT #01 Page 30 of 45

13. EQUIPMENT DISMANTLING AND SCHEDULING FOR SERVICE

A. The COR shall be notified in writing by the Contractor 24 hours in advance when any equipment or systems require dismantling for repair or maintenance.

B. When it becomes necessary to remove equipment or systems from service for more than 2 hours it shall be the responsibility of the Contractor to place "Out of Service" signs at each landing served by the equipment.

C. The Contractor shall be responsible for starting and stopping all elevators during scheduled maintenance inspections or at any other time as defined by the COR.

D. The Contractor shall not make wiring changes, alterations, or any other permanent changes to the equipment or systems without prior written approval from the Vertical Transportation Section. The Contractor shall reflect all approved changes on equipment wiring diagrams and related operation literature.

14. SPECIAL REPORTING REQUIREMENTS

A. In the event of a reported physical injury, service interruption, accident involving equipment damage or equipment fire, the Contractor shall immediately secure the equipment and notify the COR. The Contractor shall await the arrival of the GSA’s elevator inspector before starting any corrective action on the equipment. The Contractor personnel shall be made available to make the necessary tests and examinations to determine causes relative to the incident in the presence of the GSA's elevator inspector. The Contractor will verify in writing to the COR the safety condition of any piece of equipment covered by this specification prior to its restoration to service, once the equipment has been removed from service.

B. The Contractor shall report daily to the COR, any equipment out of service at the end of each regular Government workday.

[C. Refer to Page 319, for additional Contractor reporting requirements.]

15. REPLACEMENT PARTS AND SUPPLIES

A. All replacement parts, lubricants and any other materials used in the performance of this contract must be of the type, quality, grade, and possess all other appropriate characteristics as recommended by the respective equipment manufacturer.

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EXHIBIT 18

EXISTING DEFICIENCY MATRIX

GENERAL: This exhibit shall be used by the Contractor and the COR, or [his/her representative, during contract Phaseout (reference Part III, Page 186, Para 8). The following form, (EXISTING DEFICIENCY MARTIX), shall be ] used to list building deficiencies and clarify the Contractor’s responsibility for action according to the COR’s decision.

COR decision (by letter): The COR shall use the letters A thru D from the following list to indicate, by letter, the action required by the Contractor for each item on the existing deficiency matrix.

A. The Contractor shall provide the COR with a written cost proposal for the correction of the deficiency.

B. The Contractor shall provide the COR with more specific information.

Deficiency description is not clear enough to allow the COR to make a determination for the appropriate action.

C. The Contractor shall take no action.

D. The deficiency is a PM related item and must be corrected by the Contractor, at no additional cost to the Government, as part of the PM schedule.

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EXHIBIT 19

Repairs

The Contractor shall immediately perform all repairs necessary to ensure continuity of operations and return all equipment to service as soon as possible. All repairs shall be completed within 72 hours from the Contractor’s receipt of a GSA Form 1897, Maintenance Authorization, a GSA Form 3423, Mechanical Contract Inspection Report, or otherwise in writing by the COR. There will be no reimbursement under $500.00 T & M for repairs, as this requirement is part of the basic contract service.

The Contractor shall prepare written justification for all repairs expected to exceed the 72-hour limitation and/or the $500.00 T & M threshold. The COR is authorized to waive the 72 hour requirement, and he shall notify the Contractor in writing of the new date the repair must be completed. The COR, at his discretion, may initiate deduction proceedings if in his opinion, after 72 hours, the repair is not proceeding as agreed to by the Contractor or as directed by the COR.

3. The Contractor shall advise the COR on the progress of all repairs on a daily basis. Work shall not be delayed in order to notify the COR except where guarantees or warranties are involved, in which case, the COR shall be notified prior to repairs being made.

4. The Contractor shall be responsible to accomplish repairs, including service calls that have been re-classified to repairs. The Contractor shall submit to the COR an estimate detailing materials and labor to accomplish the repair. The price shall include the Contractor’s [labor price (provided in Part I, Pages 1212 thru 14, of this contract) for ] repairs during and after occupant work hours, plus a reasonable cost for parts, G&A, and negotiated profit. The Government will confirm the Contractor’s estimated price as fair and reasonable thru an independent Government estimate of the repair. The Government will fund the cost of repairs that are estimated by the Government to exceed $500.00 time and materials. The Contractor shall accomplish repairs within seven (7) calendar days, or a time designated by the COR. The Contractor shall notify the COR twenty four (24) hours in advance of work that could be considered disruptive to building occupants or normal building operations.

5. Notify the COR: The need for mechanical, architectural, or structural repairs shall be immediately reported to the COR.

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EXHIBIT 21

GLOSSARY OF TERMS

1. ASME/ANSI A17.1

American National Standard Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walks, ASME/ANSI A17.1 (Current edition is also referred to as A17.1).

2. EQUIPMENT AND SYSTEMS

Include elevators, escalators, dumbwaiters, man-lifts and all related equipment for these systems.

3. OPERATION

Operating building elevator equipment and systems on a day-to-day basis by the Contractor’s on-site elevator personnel.

4. PREVENTIVE MAINTENANCE (PM)

Programmed work at scheduled intervals for the purpose maintaining equipment and systems at an acceptable physical and operational level which will preserve the equipment in an unimpaired operating condition; i.e., above the point where deterioration will begin. These periodic and scheduled inspections, adjustments, lubrication and cleaning practices are designed to provide mechanical equipment that is fully functional and ready for operation.

5. ACCEPTABLE LEVEL

The level at which the equipment and systems shall be maintained to be considered acceptable and in a satisfactory condition as determined by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR).

6. MATERIALS AND SUPPLIES

Contractor’s inventory of sufficient replacement parts, tools, equipment, and material necessary to perform the preventive maintenance and maintenance repairs on the equipment and system identified in Exhibit #4.

7. NON-EMERGENCY SERVICE CALL (during Contractor Work Hours)

A non-emergency service call is a report by the COR, his representative, or GSA Control Center, of a mechanical, electrical, system malfunction, or related maintenance problem which requires the Contractor’s subsequent response to, and correction of the problem, including any needed maintenance repairs during Contractor Work Hours and are part of the basic services, therefore, no reimbursement is due the Contractor.

Response time and other requirements are [defined on Page 182, Para 3].

8. Emergency Service Calls (during Contractor Work Hours) That situation or condition determined by the COR, his representative, or GSA Control Center, requiring IMMEDIATE response to, and subsequent

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AMENDMENT #01 Page 34 of 45 correction of, the problem including releasing entrapped personnel or any needed [maintenance repairs. Response time and other requirements are defined on page 181.] Emergency service calls are responses and corrective actions performed during Contractor Work Hours and are part of the basic services, therefore, no reimbursement is due the contractor.

9. (REIMBURSEABLE) EMERGENCY CALLBACK SERVICE

That situation or condition determined to be an EMERGENCY by the COR, his representative, or GSA Control Center, requiring the Contractor to return to the work-site at times outside Contractor Work Hours. The Contractor shall take corrective action to eliminate the emergency situation which may include releasing entrapped personnel or performing maintenance repairs. Emergency callback service is not part of the basic service provided by the Contractor and therefore, reimbursement will be via a GSA Form 300 issued by the COR.

10. (REIMBURSABLE) ELEVATOR OPERATING SERVICES

That situation or condition determined by the COR, or his representative, requiring elevator personnel to remain on-site (stand-by) at times other than Contractor Work Hours for the continuous operation of elevator equipment, and for immediate response to any elevator emergency or entrapment and to perform any other elevator related duties requested by the COR. Contractor personnel are to respond immediately to emergency situations, therefore, this time is not to be used by the Contractor to perform PM or other non-reimbursable functions which are part of the contract basic services.

Reimbursable elevator operating services are not part of the basic services provided by the Contractor and therefore, basic services provided by the Contractor and therefore, basic services provided by the Contractor and therefore, reimbursement will be via a GSA Form 300 issued by COR.

11. INSPECTIONS

Inspectio…