J-1 PWS.pdf

Rev. 10/27/2023

FEDERAL AVIATION ADMINISTRATION

ELEVATOR MODERNIZATION AND MAINTENANCE

PERFORMANCE WORK STATEMENT (PWS)

1. SCOPE OF WORK

A. The contractor must perform an assessment followed by a modernization (alteration) of the elevator and elevator components in accordance with the latest edition of the American Society of Mechanical Engineers (ASME) A17.1 “Safety Code for Elevators and Escalators” to maximize the life expectancy of the elevator plant and provide a minimum elevator operational availability of 97% (or as otherwise specified). In addition to the ASME A17.1 mandatory requirements for the alteration the contractor must comply and meet all requirements of Section 2.27 “Emergency Operation and Signaling Devices” and the “Additional Requirements for Modernization” Section of this PWS.

B. The contractor must provide full-service maintenance, inspection and testing of the elevators as required by ASME A17.1 and at the minimum interval specified in Appendix N of ASME A17.1 or the authority having jurisdiction (AHJ). All Category 5 inspections and tests must be performed during the first quarter of the last year of the maintenance contract period or at the required interval, whichever comes first.

2. ADDITIONAL REQUIREMENTS FOR MODERNIZATION

A. Electrical, grounding and bonding work must comply with the latest edition of FAA

Specification 1217 “Premise Wiring” and FAA STD 019 “Lightning and Surge Protection, Grounding, Bonding and Shielding Requirements for Facilities and Electronic Equipment”.

B. Fire Alarm Control Panel: The Contractor must be responsible of connecting and interfacing the new elevator equipment (i.e., controller) with the fire alarm panel and must ensure compatibility between them. Contractor must be responsible of any required upgrades to the fire alarm panel required for compatibility.

C. Temperature and Humidity: The Contractor must ensure proposed modernization complies with ASME A17.1 Section 2.7.9.2 Temperature and Humidity. It must be the contractor’s responsibility to ensure that all equipment is installed in an environment suited for its optimal operation in accordance with its Manufacturer’s specifications.

When required, the Contractor must be responsible for any modifications or additions to the HVAC system as required for compliance.

D. Communication Devices: The Contractor must be responsible for the telephones, telephone lines, intercom devices and programming of telephone instruments within the hoistway as required to meet ASME A17.1 or by the authority having jurisdiction.

E. Modernization of the elevator must include elevator cab finishes including ceiling, LED lighting, wall panels, handrails and flooring with similar or equal composition. The replacement materials must be approved by the FAA prior to modernization. All elevator cab finishes must meet the requirements of ASME A17.1 and all other codes included in the solicitation and this PWS. Elevator finishes must comply with NFPA 101 class A or B flame spread rating.

F. Elevator Monitoring: After completion of the modernization efforts and after the elevator has been turned back over for use by FAA personnel, the contractor must be required to have at least one technician on site for 10 businesses days, 2 work weeks, Monday through Friday, during standard operating hours, to perform “elevator monitoring” quality control duties. Each facility’s standard operating hours can be found on the location specific Elevator Information Sheets. It is the FAA’s intent to have the technician consistently operate the elevator throughout the businesses day to ensure all applicable adjustments are completed.

G. The Contractor’s proposal must include responding to unscheduled and/or emergency service calls 7 days per week, 24 hours per day as part of the contract price including service calls required due to external circumstances such as power spikes or interruptions.

H. The contractor must provide 24-hour emergency elevator telephone monitoring services.

The monitoring service must be capable of recording all calls and, when requested, provide the recorded transcripts.

I. The Contractor must be responsible for the coordination and compliance of the requirements of the AHJ and for the cost of any permits, fees, and independent third-party inspections.

J. Elevator Brake Shoes – Contractor must assume the existing elevator brake shoes contain asbestos and must handle them in accordance with all applicable regulations.

K. Contractor must replace the sump pump, associated piping, electrical service and sump pump controls in the elevator pit.

L. Hydraulic Elevators – In cases where elevators in Airport Traffic Control Towers (ATCTs) open directly onto the single egress stair shafts the hydraulic oil in hydraulic operated elevators poses a significant fire/life safety hazard.

Hydraulic fluids with flash point above 450°F must be used in those instances (i.e., Hunt Type towers).

Standard hydraulic fluid may be used in towers (and any other tower design where the hydraulic operated elevator opens onto the egress stair) provided; the hydraulic fluid is fully contained, the elevator shafts are 2-hour rated, the elevator doors are 90 min rated.

(i.e., Type O Towers).

3. PERSONNEL REQUIREMENTS The Contractor must provide qualified elevator mechanics, work crews, and supervisory personnel in such numbers, places, and times as may be required to fully meet the contract requirements.

4. ELEVATOR MODERNIZATION WORKING HOURS All scheduled contract work must be accomplished as to minimize the time the elevator is out of service which may include working multiple shifts.

5. SUBCONTRACTS All subcontracts must be in writing and conform to all the provisions of this contract. The Contracting Officer (CO) may request to approve in writing the use of subcontractors before they perform any work under this contract.

6. CONTRACTOR CONDUCT All persons furnished by the Contractor, including subcontractors, are the sole responsibility of the Contractor. The Contractor must be responsible for their compliance with all applicable laws, rules, regulations and security clearances.

7. ACCOUNT REPRESENTATIVE The Contractor must assign an individual to work directly with the Contracting Officer. This individual will be responsible for all matters pertaining to the contract requirements.

8. PERFORMANCE REQUIREMENTS

A. The contractor must assume responsibility for full-service maintenance upon notice-to-proceed for modernization or commencement of maintenance contract, whichever comes first.

B. Subject to the capability of the equipment, the Contractor must ensure that the original operating criterion is always maintained for each elevator including but not limited to:

(a) Maximum capacity in pounds

(b) Rated speed in feet per minute

(c) Performance time measured brake to brake

(d) Door operation

(e) Traffic handling capabilities

(f) Service call response time not to exceed 2 hours

(g) Smooth and quiet ride quality

(h) Software and controls

(i) Lighting and safety controls

C. A down-time percentage for each elevator less than three percent (3%) per year based on 365 days/24 hours per day, or as otherwise proposed by the successful offeror and accepted by the Federal Aviation Administration (FAA) at the time of award

D. Less than or equal to four (4) unscheduled outage calls per quarter, per elevator.

E. Timely response to outages not exceeding the times specified in the Elevator Information

Sheets for each location.

9. MAINTENANCE CONTRACT COMPLIANCE AND STIPULATIONS

A. Maintenance performance is measured under three criteria, Operational Availability per quarter, the number of Unscheduled Outages per quarter, and prompt response time to unscheduled outages. If maintenance performance does not meet the stated requirements for either the operational availability or the allowable number of unscheduled outages, payment or a portion of the payment for the quarterly maintenance service must be forfeited for that quarter. The stated requirements for the Operational Availability and maximum number of unscheduled outages are as follows:

1. Operational Availability of 97% or greater per quarter pertaining to the maintenance contract

2. Less than or equal to four (4) unscheduled Elevator Outages per quarter pertaining to the maintenance contract

B. Basis for Forfeiture of Payment

1. Operation Availability

If the cumulative unscheduled outage duration time exceeds 3% in any given quarter, a 25% forfeiture of the quarterly maintenance payment will be incurred. Then for every half a percent (.5%), or approximately 11 hours, of additional unscheduled outage time, an additional 25% forfeiture of the quarterly payment will be incurred until the entire quarterly payment is forfeited.

100% – 97%* Operational Availability – Contractor receives full quarterly payment 97.0% < 96.5% Operational Availability – Forfeit 25% of quarterly payment 96.5% < 96.0% Operational Availability – Forfeit 50% of quarterly payment 96.0% < 95.5% Operational Availability – Forfeit 75% of quarterly payment Less than 95.5% Operational Availability – Forfeit 100% of quarterly payment

*The minimum standard for Operational Availability may be higher if proposed by the successful offeror and accepted by the FAA at the time of contract award.

2. Unscheduled Outages

If the number of unscheduled outages exceeds four (4) in a given quarter, then every additional unscheduled outage results in a 25% forfeiture from the quarterly payment.

Four or more unscheduled outages above the maximum unscheduled outage limit will result in a 100% forfeiture of the quarterly payment.

3. Operation Availability and Outages Combination

The forfeiture of portions of quarterly payments due to both a failure to meet the Operational Availability or Unscheduled Outage requirements are cumulative and can result in a complete forfeiture of quarterly payments. Therefore, if a portion of the quarterly payment is forfeited due to a shortage of Operational Availability, an additional portion of the quarterly payment may also be forfeited due to an excessive number of Unscheduled Outages.

Performance Objective Performance Threshold Annual Inspection and Certification 100% as required by ASME 17.1 Perform preventive maintenance as scheduled and unscheduled/emergency calls

Operational Availability of 97% or greater per quarter

Unscheduled Outages Less than or equal to four (4) per quarter

Maintenance records updated upon completion of service

100% after each service call or scheduled service event

Reports submitted within 5 business days 100% submittal after each service call Provide as–built drawings Within 30 days of completion of modernization or repair work.

Unscheduled/Emergency calls 100% response time as specified in each location’s

Elevator Information Sheet

10. HOUSEKEEPING.

A. The Contractor must take all necessary precautions, to safeguard and protect all FAA property with which the Contractor comes in contact while performing the contract work.

B. All machinery exterior and equipment parts must have a factory applied painted finish.

C. The machine room and pit floors must be painted with material approved by the COR.

D. The Contractor must maintain all building space and any FAA-owned equipment the

Contractor is authorized to use, in a neat, clean, orderly, and working condition always.

E. All machine rooms, hoist ways, pits, elevator equipment, and landing sill grooves must be kept clean, free of dust, dirt, grease, oil, and foreign debris.

F. The Contractor must keep Safety Data Sheets (SDS) on file with the on-site COR, for all materials used during the elevator modernization (alteration).

G. The Contractor must use reasonable care to minimize the generation of waste and must properly dispose of all waste off site. Any waste generated during maintenance must be removed from the site daily.

H. The Contractor must use reasonable care to minimize the risks its work poses to the environment, the customers, the general public, and the contract employees.

11. QUALITY CONTROL PROGRAM

A. The Contractor must perform to the standards as contained in the contract documents and utilize a comprehensive quality control program to ensure that the contract requirements are provided as specified. This must include a maintenance control program as specified in the latest edition of ASME 17.1.

B. At least quarterly, the Contractor must schedule a telephone conference to review the maintenance and performance of the elevators with the Contracting Officer.

C. Annually, the Contractor must survey/assess the elevator units to verify that they conform to the specifications and the other provisions of the contract. At the conclusion of the survey, the Contractor must provide the FAA representative a copy of the equipment assessment report and performance evaluation for each individual unit covered by this contract. The report must indicate all repairs and upgrades as well as general condition and cleanliness of each unit.

D. In keeping with environmental protection as well as ASME A17.1 requirements, the contractor must immediately notify the CO and COR in writing and email of any indication of underground oil seepage which may be attributed to a leaking underground hydraulic cylinder.

12. EQUIPMENT CHANGES

The Contractor must not change or alter the existing elevator equipment or any electrical circuits, safety mechanisms, wiring, or controls outside of the contractual terms and conditions without written authorization from the Contracting Officer. If the Contracting Officer authorizes changes, the Contractor must develop and/or make appropriate revisions to the elevator drawings and/or specifications and provide a copy to the FAA. All improvements and/or changes must be documented by the Contractor during the term of this contract and must become and remain the property of the FAA. Contractor must provide updated as-built drawings within 30 calendar days of the completion of modernization or major repair work.

13. QUALIFICATIONS OF CONTRACT EMPLOYEES

Elevator Maintenance Technicians

A. Qualifications. The personnel employed by the Contractor must be capable employees, trained and qualified in elevator maintenance and repair work.

B. Licenses. Where applicable, all persons employed in a trade, craft, or profession that is licensed by state or local authorities must have the appropriate license prior to performing any contract work. The license must be of a grade or level consistent with the requirements of the work being performed.

14. SUPPLIES, MATERIALS, AND EQUIPMENT

A. Furnished By the Government – NONE – See note below.

Note: When requested by the Contractor, the FAA will provide a copy of the drawings and specifications (if available) for the elevators. The Contractor must keep these documents at the work site. When the contract expires, these documents must be returned to the Contracting Officer’s Representative (COR).

B. Furnished By the Contractor

1 The Contractor must provide all labor, supplies, materials, repair or replacement parts, tools, and equipment (including but not limited to diagnostic tools and/or equipment, computer hardware and/or software, including monitor displays, and/or standalone security systems installed by the elevator manufacturers) as necessary to perform the work specified in this contract efficiently and effectively.

2 All parts replaced under the provisions of this contract must be from the original equipment manufacturer, manufactured to OEM or equal specifications as approved by the

CO.

3 Submittals: After the award of the contract, but prior to the physical start of the modernization, the contractor must submit drawings, layouts, shop drawings, manufacturer’s data, information related to the modernization and personnel qualifications to the FAA for informational purposes.

15. INSPECTIONS AND TESTS:

A. Maintenance and Repair Inspections by the FAA. The FAA reserves the right to make any test or inspection it deems necessary to make sure that all performance requirements are being maintained. The Contractor must complete any repairs or deficiencies specified in the inspection report within 30 calendar days. Deficiencies not corrected within the given timeframe may result in the withholding of payments. When all listed deficiencies have been corrected, the Contractor must sign and date the inspection report and return it to the CO. At its discretion, the FAA may then re-inspect the work.

B. Safety Deficiencies. If any condition is disclosed which constitutes a safety hazard to either elevator passengers or equipment, that unit must be removed from service immediately. After corrections have been made, verified safe and reported to the onsite personnel, the subject unit must be placed back in service. A copy of the report must be provided to the COR.

C. Scheduling. The Contractor must schedule at a time mutually agreed to and confirmed in writing in advance and conduct elevator inspections as required in the ASME A17.1. The Contractor must accompany the inspector during each inspection at no additional cost.

D. Testing. The Contractor must perform all elevator tests required by the latest edition of the

ASME A17.1, including Firefighters Service. Any damage to the elevator equipment caused by any such test must be repaired by the Contractor at no additional cost to the FAA. At its discretion, the FAA may have representatives present to witness any or all such tests. In addition to the requirements stated in ASME A17.1 for the Category 5 test of safeties at rated load and rated speed, the Contractor must:

1. Check and adjust existing load weighing devices to ensure that they perform their intended function at the correct weight.

2. Make all adjustments required to ensure that the safety devices perform their intended function as designed.

E. Contract Close-out Inspection.

1. 90 calendar days prior to the expiration of the contract, the Contractor and the COR together will inspect all elevators. The Contractor must prepare an Existing Deficiency Report in conjunction with the COR that lists the deficiencies found for FAA review/approval. The Contractor must correct all deficiencies that fall within the scope of this contract. The COR has the right to bring in a 3rd party inspector. The Contractor must also be responsible for latent deficiencies that are discovered after the close-out inspection.

All deficiencies must be corrected within 30 calendar days of notification to the Contractor at Contractor’s expense.

2. The Contractor may dispute the Contracting Officer's decision concerning responsibility for deficiencies and file a claim under the Disputes Clause of this contract.

However, pending a resolution, the Contractor must perform the work.

3. The Contracting Officer may take deductions from monies due the Contractor for any deficiency that remains uncorrected beyond 30 calendar days after notification. Such deductions will be based upon the cost to the FAA of having the deficiencies corrected by other means.

16. REPAIRS

A. "Repairs" are defined as scheduled or unscheduled work required to prevent the breakdown or failure of an elevator, or to return an elevator back to service after a breakdown or failure.

B. The Contractor must complete all repairs within 24 hours after discovering the problem or of receiving notification that corrective action is required. The Contractor must notify the CO/COR immediately if repairs cannot be made within 24 hours. If the Contractor cannot complete the repairs within 24 hours, he/she must present, within two working days, a plan to the COR for completing the work.

C. Upon request, the Contractor must furnish a record of all repairs made to the elevators, their accessories, or appurtenances.

D. Any repair work and associated cost outside the scope of this contract must have prior written approval by the CO.

17. SERVICE CALLS

A. Definition. “Service Call” is a report of an elevator malfunction made by authorized FAA personnel or designated building occupants and the Contractor's subsequent response to and correction of the problem.

B. Whenever called by authorized personnel (7 days per week, 24 hours per day), the Contractor must respond promptly as specified in the Performance Requirements Section of this document.

C. For each service call, the Contractor must provide to the CO documentation that contains the following minimum information.

1. A description of the problem.

2. The location of the problem.

3. A description of the action taken to resolve the problem.

4. The time and date corrective action was completed.

5. The name of the person who corrected the problem.

18. PREVENTIVE MAINTENANCE

A. Definition. "Preventive Maintenance" (PM) is regularly scheduled work on the elevator(s) that the Contractor must do to accomplish the following:

1. Ensure safe, reliable and continued operation.

2. Prevent breakdowns due to worn parts.

3. Maintain elevators in accordance with ASME A17.1 standards.

B. Annual Work Schedule. Not later than five working days before the full-service maintenance start date, the Contractor must submit to the CO/COR an annual work schedule for each elevator. A simple schedule indicating, for example, the elevator mechanic will be in a particular facility the first Tuesday of every month. The purpose is to let the facility personnel know when to expect the elevator mechanic.

C. Scheduling Preventative Maintenance. Prior to removing an elevator from service, the elevator mechanic must schedule a time mutually agreed to and confirmed in writing in advance with the COR or designated facility representative.

D. After Hours. For the purpose of the proposal, the contractor will be required to perform preventive maintenance work outside normal working hours to minimize the impact to facility personnel. The FAA reserves the right to allow the contractor to perform work, inspections, and tests during normal working hours if facility operations allow it. Any scheduled work that removes an elevator from service (fireman’s service test, dispatching work, etc.) must be coordinated with the COR prior to removing the elevator from service.

The Contractor must notify the COR or designated facility representative to coordinate after-hours access to the building.

19. ASSESSMENT

A. Definition. “Assessment” refers to the act of evaluation of the elevator system and is to be performed by the vendor at the bid/solicitation phase, herein referred to as the “initial assessment” and annually during the yearly inspection or at the conclusion of the contract, herein referred to as “regular assessment”.

1. Initial Assessment. All qualified bidders must perform an Assessment at initial bid/solicitation phase – prior to proposal submission. The purpose of the initial assessment is to identify the required modernization work necessary for the elevator system to meet acceptable performance standards as defined in this document.

Offeror must perform the Initial Assessment in a skillful and competent manner, consistent with ASME A17.1 and any and all applicable standards as generally recognized. Offeror assumes responsibility for removing elevator from service prior to Initial Assessment and maintains that it is skilled to perform this Service. Offeror warrants that all employees must have sufficient skill and experience to perform the Services assigned to them. Offeror must perform, at its own cost and expense without reimbursement from the FAA, the Initial Assessment. Offeror represents that it and its employees have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Initial Assessment and that such licenses and approvals must be maintained throughout the term of the Initial Assessment. Offeror must return elevator to service upon completion of initial assessment.

2. Regular Assessment. The vendor must perform an annual assessment as part of the yearly inspection and upon contract closeout.

3. Assessment Considerations. Assessment should consider and include a detailed on-site/field investigation of elevator, elevator components and building spaces related to the elevator, design and construction (in accordance with national, state and local codes). Proposed modernization / modifications impacting the design or layout of an existing elevator configuration must be submitted with drawings detailing the proposed modification for evaluation with the proposal package.

20. SAFETY AND HEALTH

A. Applicable Requirements. All work must comply with the applicable requirements of 29 CFR 1910/1926 and 40 CFR 761. All work must comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

B. Responsibility. The Contractor must assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work, and must hold the FAA harmless for any action on its part or that of its employees or subcontractors, which results in illness or death.

C. Safety Equipment. The Contractor must provide all necessary safety equipment and ensure that equipment and all relevant safety procedures are applicable for the job being performed and are utilized properly.

21. QUALITY ASSURANCE PROGRAM

Contractor must be required to submit quality assurance surveillance / quality control plan in accordance with ASME A17.1 with their proposal.

22. FACILITY MAINTENANCE MORATORIUMS

The FAA has established moratorium dates for construction activity at critical Air Traffic Control facilities. The intent is to minimize impact on the ability of FAA to perform its operational activities during peak air travel dates. Moratorium dates are typically scheduled over the Thanksgiving Holiday and the Christmas/New Year Holiday. The Contractor must be aware of these dates and request specific information yearly if he/she anticipates scheduling work on or around the moratorium periods. All activity during moratorium periods must be approved in advance by the FAA. Submit items of work to be performed during moratorium dates no later than forty-five (45) days prior to the moratorium dates. Activities that have, in the sole opinion of the FAA, potential to negatively impact FAA operations will not be approved. A written waiver will be provided by the FAA to the Contractor outlining the allowable work items. No additional time or cost will be allowed for such denial.

23. AIR TRAFFIC OPERATIONS

RESTRICTIONS TO ACCESS - Access to work areas may be restricted from time to time by necessity of air traffic operations. Contractor acknowledges that it has taken into account and provided in its planning, scheduling and pricing for disruptions including but not limited to, restricted access to portions of the site that will not be immediately available, delivery time limitations, and moratorium dates.

24. PAYMENTS

A. Modernization: Payments will be made in accordance with the clause 3.3.1-2 Payments under Fixed-Price Construction Contracts (April 1996) or as otherwise indicated in the Solicitation Documents.

B. Full-Service Maintenance: Payments will be made on a quarterly basis and in accordance with the “Maintenance Contract Compliance and Stipulations” Section of this

PWS.

25. DEFINITIONS

Normal Working Hours: 5:00 a.m. to 10:00 p.m. seven (7) days per week.

Operational Availability: The amount of time the elevator is in full working service and is accessible by FAA personnel. Unscheduled outages and service call response time are durations when the elevator is not operationally available; therefore, these actions would count against the operational availability percentage.

Quarter: A quarter year cycle starts the 1st of the month and ends on the last day of the third month.

Outage: is an event that places the elevator out of service (OTS) for any length of time, with no minimal time frame.

Unscheduled Outage: an event that places the elevator out of service (OTS) for any length of time, with no minimal time frame that is not scheduled and is the fault of the contractor.

Response Time: The amount of time it takes the contractor to arrive at the elevator starting at the time the contractor is contacted. The time starts when the contractor, not the contractor’s responding technician, receives the service call.

Contractor Fault: The contractor will be deemed at fault for the failure of performance of the elevator, after the modernization, unless the failure to perform was beyond the control and without the fault or negligence of the contractor. Examples of these causes are as follows and are not all inclusive:

acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather.

End of Performance Work Statement