PWS Elevator Inspection and Maintenance Contract .pdf

PERFORMANCE WORK STATEMENT (PWS) FOR

ELEVATOR INSPECTION AND MAINTENANCE SERVICES

PART 1

GENERAL INFORMATION

1.0 General

This is a non-personnel services contract to provide elevator & chair lift inspection and maintenance services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the

Contractor who, in turn is responsible to the Government.

1.1 Background

This contract encompasses preventive maintenance services (PMS) for elevator & chair lift inspection and maintenance at United States Coast Guard Academy. All U.S. Coast Guard locations are listed in

Paragraph 1.5 below.

1.2 Scope

The Contractor shall provide all personnel, management, materials, supplies, equipment, tools, and any other items or services (except utilities and limited facilities as defined in Section 3.2 and 3.3) necessary to perform PMS for elevator inspection and maintenance equipment at each of the Coast Guard locations specified below. The contractor shall follow PART 5 of this PWS and the Technical Exhibits (TE) #1 and #2 that provide detailed information of the servicing equipment and frequency.

1.3 Performance Requirements Summary

This contract does not include a performance requirements summary. The performance and evaluation of the contractor is based upon the inspection and acceptance criteria in Section 5.8, adherence to the approved Project Plan for timeliness of completed PM at the appropriate frequency, and on scheduled deliverables, which will play an integral role in the administration of the contract. The evaluation and performance will be conducted by the Contracting Officer’s Representative (COR). The contractor shall work with the COR, or designated personnel, and contracting officer to ensure that performance expectations are met.

1.4 Period of Performance

The contract period of performance shall be for one (1) Base Year and, if exercised, four (4) 12-month option Years. The Period of Performance reads as follows:

Base Year: 01/01/2026-01/12/31/2026

Option Year 1: 01/01/2027-01/12/31/2027

Option Year 2: 01/01/2028-01/12/31/2028

Option Year 3: 01/01/2029-01/12/31/2029

Option Year 4: 01/01/2030-01/12/31/2030

1.5 Places of Performance

Places of performance consist of:

• USCG Academy, New London, CT 06320

1.6 General Information

1.6.1 Quality Program

The Quality Control (QC) program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the file:///C:/Users/CGTaber/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/SCOPE%20PARAGRAPHS.doc file:///C:/Users/CGTaber/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/SCOPE%20PARAGRAPHS.doc contract provides the measures needed to lead the Contractor to success. Once the QC program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

1.6.1.1 Contractor Quality Control Plan (QCP)

The Contractor shall develop and maintain a QCP delineating the Contractor’s QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements.

The Contractor shall provide a draft QC Plan (QCP) at the Post Award Conference (see Section 1.6.9) for

Government review and comment. The Contractor shall provide a final QCP to the COR, or designated personnel, no later than ten (10) business days after the Post Award Conference. (D005) (D006)

1.6.1.2 Quality Control Program/Inspection System

The QC system shall encompass all functions of the contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection.

The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

QC program/inspection system shall be designed to keep the Contractor’s management and the USCG informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate. The Contractor shall ensure that QC includes timely and effective corrective action for all deficiencies identified by the Government.

The QC Program/Inspection System shall include, but are not limited to, the following:

a. Introduction to the Quality Control System

1. Objectives in using Quality Control.

b. Elevator inspection and Preventative Maintenance (PM) Quality Control Process for the

Various Tasks Identified Herein

1. Checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing.

2. Inspection procedures (to include checklists used by the Contractor covering all service requirements of the contract).

3. Means of identifying and resolving problems.

4. Any other methods used to monitor quality control

c. Specific Quality Control Functions.

1. Plan that identifies all maintenance assignments for each piece of equipment.

2. An annual schedule for all periodic maintenance by dates and areas for each piece of equipment.

3. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

4. A file of all inspections conducted by the contractor and the corrective action taken.

5. Ordering, receipt, storage & retrieval of products, supplies and equipment.

6. Labor Practices (hiring, retention & rewards, and substitutions).

7. Waste Management (including recycling).

8. Security & Safety Compliance with OSHA.

9. Compliance with EPA

d. Contingencies:

1. Emergency Situations

a) Procedures to be used

1.6.2 Hours of Operation

The contractor is responsible for conducting business, between the hours of 0800 and 1530, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, similar Government directed facility closings, or other days specifically communicated to the Contractor by the COR, or designated personnel, or the Contracting

Officer. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. Any exceptions to normal work hours can be found in the TE for each location.

1.6.3 Federal Holidays

The contractor is not required to perform work on observed Federal holidays and/or any other day designated by the President’s Proclamation or Executive Order unless prior approval is received from the

Contracting Officer. Recognized holidays are:

New Year’s Day Birthday of Martin Luther King Jr.

Washington’s Birthday

Memorial Day

Good Friday

Juneteenth Independence Day

Independence Day Labor Day

Columbus Day Veterans Day

Thanksgiving Day Christmas Day

When a holiday falls on Saturday or Sunday the observed holiday is the previous Friday or Monday respectively. (5 U.S.C 6103 (b) and Executive Order 11582 3(a))

1.6.4 Closures and Delays

Closures or delays may be planned or unplanned. During a closure, the USCG is closed for business and

Contractors are not allowed to be onsite, without prior authorization from the Contracting Officer or the

COR. Planned closures will be determined in advance by the USCG Command and could include the day after Thanksgiving and other days immediately preceding or following other holidays. The Contractor will be notified as soon as possible of any unplanned closures; however, during times of inclement weather, Contractors will be advised to monitor the inclement weather number for information on closures.

During a delay, Contractor employees shall follow the directions given on the weather line. Contractor employees SHALL NOT arrive before the times, unless prior authorization has been obtained from the

Contracting Officer or the COR.

Any work not able to be completed during a closure or delay shall be performed over the ensuing days after the facility is re-opened. Any monthly, quarterly, or semi-annual items that were missed shall be completed as quickly as possible to stay on schedule.

1.6.5 Security Requirements

Security requirements for Contractor’s coming onboard a Government installation is subject to change at any time during the contract period of performance. If requirements change, the Contractor will be notified of the steps that need to be taken to conform to these requirements. Contractor employees that are accessing secure office spaces are required to be escorted when performing work. A contractor Personnel

List and the appropriate security forms are required to be sent to the Contracting Officer ten (10) calendar days prior to contract start date. (D001) (D002)

1.6.5.1 Protection of Information

Contractor access to information protected under the Privacy Act and/or proprietary information may occur under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only)

Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

1.6.5.2 Employee Identification

Contractor employees shall wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor’s name, in sufficient size to be read at a distance of approximately ten (10) feet, affixed thereon in a permanent manner.

1.6.6 Key Control

The Contractor shall establish and implement a method of ensuring that keys issued to the Contractor are not lost, misplaced, nor used by unauthorized persons. The Contractor shall submit a Key Control Plan to the COR, or designated personnel, for concurrence, within fifteen (15) calendar days after award. The plan shall describe the Contractor’s methods for ensuring a key or keys are not lost. The Contractor shall not duplicate any key issued by the USCG. The Contractor shall report the loss of keys to the COR, or designated personnel, immediately upon discovery. The USCG, at the Contractor’s expense, shall perform any lock replacement required if the Contractor loses a key or keys. (D002)

1.6.7 Phase-In/Phase-out Period

Thirty (30) business days prior to the completion of this contract (to include option periods); an observation period may occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for the orderly turnover of facilities, equipment, and records and will help to ensure the continuity of service. The incumbent Contractor shall not defer any requirements for the purpose of avoiding responsibility or transferring such responsibility to the succeeding Contractor. The incumbent contractor shall fully cooperate with the succeeding Contractor and the Government. (E007)

(a) The incumbent Contractor’s phase-out procedures shall not disrupt or adversely affect the day-to-day Government operations. The Contractor shall also provide the following information:

• Not less than ten (10) business days before the completion of the contract period of performance, the Contractor shall furnish the Contracting Officer with a certified list of the names of all service employees employed within the last month of contract performance.

(D010)

(b) All automated data files in the possession of the contractor are the property of the Government and shall be turned over to the Contracting Officer or the COR, or designated personnel, at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the Government.

1.6.8 Conflicts of Interest

The Contractor shall not employ any person who is an employee of the U.S. Government if the employment would appear to cause a conflict of interest. The Contractor shall not employ on a full or part time basis an employee of the USCG, uniformed or civilian, without the express written consent of the Contracting Officer.

1.6.9 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR, or designated personnel, no later than fifteen (15) business days after the date of award. The purpose of the

Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Post Award Conference will be held at the Government’s facility, located at 15 Mohegan Ave, New London, CT 06320 and/or via teleconference. (E001) (D007)

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, shall include: (a) List of work to be performed; (b) Project schedule; (c) Description of intended results; (d) Role of key personnel, if applicable and (e) Contractor

QCP. The Contractor shall provide a final Project Plan to the COR, or designated personnel, not later than fifteen (15) business days after the Post Award Conference. (D004) (D007)

1.6.10 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

PART 2

DEFINITIONS & ACRONYMS

2.0 Definitions & Acronyms:

2.1 Definitions

• Acceptable Quality Level (AQL): The maximum number of defects that can be considered satisfactory on the average. The allowable leeway or variance from a standard before the

Government will reject a specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory way. It means that the Government recognizes that defective performance sometimes happens unintentionally.

• Annually: Services performed once during each twelve (12) month period of the contract, as scheduled.

• Building Managers: Points of contact in each building who are familiar with response capabilities and procedures.

• Contracting Officer (KO): A person duly appointed with the authority to negotiate and enter into and administer contracts on behalf of the Federal Government.

• Contracting Officer’s Representative (COR): The person(s) whom the Contracting Officer designates in writing by name and/or position title to conduct day-to-day liaison between the Contractor and the

Contracting Officer on technical matters pertinent to this contract.

• Contract Specialist (KS): A Government official responsible for the development, implementation, and administration of this contract. This person is the primary point of contact for the Contracting

Officer.

• Contractor: The term Contractor as used herein refers to both the prime Contractor and any

Subcontractors. The Contractor will be responsible for ensuring that the Subcontractors comply with the provisions of this contract.

• Daily: Services performed once each day, Mondays through Fridays, during the period of the contract.

• Equipment: Personal property of a capital nature (including tools, machinery, furniture, vehicles, and accessory and auxiliary items) for use in performing services, or for any administrative purpose.

• Facilities Engineer (FE): Serve as the principal advisor to the Base Commanding Officer on all matters relating to Facilities Engineering services at larger locations.

• Frequency of Services: The interval at which services are performed (examples: Daily, Biweekly, Tri-weekly, Weekly, Monthly, Quarterly, Semi-annually/Seasonal, or Annually).

• Government Business Hours: Although each unit may have slightly different hours, the core

Government Business Hours will be Monday through Friday, between 0700 to 1600, except Federal holidays. Also may be referred to as duty hours, normal business hours, normal duty hours, duty, regular business hours, or regular duty hours.

• Manufacturer’s Recommendations: Technical information and user instructions provided by the manufacturer for the operation, use, and maintenance of their equipment.

• Monthly: Services performed once during each month, as scheduled.

• Notice of Deficiency: A formal, written documentation of Contractor nonconformance of work, also known as a Contractor Discrepancy Report (CDR).

• Periodic Surveillance: Physical observation and/or inspection of contract performance done on a frequency relating to contract performance and scheduling

• Quality Assurance (QA): Those actions taken by the Government to assure services received meet the requirements of the contract.

• Quality Control (QC): Those actions taken by a Contractor to assure that services rendered meet the

• Quality Control Plan (QCP): Those actions taken by the Contractor to ensure QC program/inspection system to monitor and control their performance of services so that they meet the contract

• Quarterly: Services performed four (4) times during each twelve (12) month period of the contract, as scheduled.

• Semi-annual/Seasonal: Services performed twice during each twelve (12) month period of the contract, as scheduled. In some cases, these services may be seasonal in nature (for example, conducting services such that air conditioning equipment is ready for reliable operation during the cooling season and all heating appliances are ready for reliable operation during the heating season).

• Site Supervisor: The Contractor’s representative, and point of contact with Government representatives, who is responsible for management and coordination of the contract and may or may not be on-site.

• Weekly: Services performed once during each week, as scheduled.

2.2 Acronyms

ACD Actual Completion Dates

AQL Acceptable Quality Level

CAC Common Access Card

CDR Contractor Discrepancy Report

CFR Code of Federal Regulations

COR Contracting Office’s Representative

ECD Estimated Completion Date

FE Facilities Engineer

HSAR Homeland Security Acquisition Regulation

IAW In accordance with

KO Contracting Officer

KS Contract Specialist

LOTO Lockout/Tag out

OEM Original Equipment Manufacturer

OSHA Occupational Safety Health Administration

PM Preventative Maintenance

PMS Preventative Maintenance Services

PWS Performance Work Statement

TE Technical Exhibits

QA Quality Assurance

QC Quality Control

QCP Quality Control Plan

USCG United States Coast Guard

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 Government Furnished Items and Services

3.1 Services

The Government will not furnish any resources to the Contractor in support of this contract.

3.2 Facilities

The Government will not furnish any property/storage space/areas, computers, telephones, and other items necessary to the Contractor in support of this contract.

3.3 Utilities

All utility services required in the performance of this contract, including normal amounts of electricity, water, and heat/air conditioning for spaces where equipment servicing is located by the Government for use by the Contractor. Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in performance of work. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building.

3.4 Equipment

The Government will not furnish any equipment to the Contractor in support of this contract.

3.5 Materials

The Government will not furnish any materials or supplies to the Contractor in support of this contract.

3.6 Damages to Government Resources

The Contractor shall submit to the Contracting Officer or his/her designated representative, a full report of damage to Government property and/or equipment caused by Contractor employees. Dates, times, persons involved, description of damage, and estimated cost of damage shall be indicated in each typed report. All damage reports shall be submitted to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence. (E004)

3.6.1 Reimbursement for Damages

Reimbursement shall be made to the Government for damage that results from Contractor negligence and shall be equivalent to what the Government would pay to replace or repair the item at the time of damage.

The method of reimbursement will be mutually agreed upon by the parties. Typical methods of repayment include reduction of cost from an invoice, a check provided by the Contractor to the USCG, or the repair or replacement of the item by the Contractor.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 Contractor Furnished Items and Responsibilities

4.1 General

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in Part 3 of this

PWS.

4.2 Materials

The contractor will provide any materials not listed in Part 3, that are required to complete work as described in the PWS. The Contractor shall submit a list of supplies, equipment, and materials, to include applicable MSDSs, to the Contracting Officer for approval within fifteen (15) calendar days prior to award. (D003)

4.3 Equipment and Vehicles

The contractor shall provide the equipment necessary to perform the work as described in the PWS.

4.4 Qualified Personnel

All services provided under this contract shall be supervised by Contractor employees fully qualified in the relevant profession, trade or field by certifications/licenses, training, and experience. The Contractor shall hold any nationally recognized licenses/certifications required by law. The Contractor shall be responsible for the employment, training, guidance, and supervision of qualified personnel to facilitate the contract. The Contractor shall maintain records for all personnel hired under this contract. These records shall be made available to the Contracting Officer or designee upon request.

4.5 Key Personnel

Subject to the Key Personnel and/or Facilities clause (HSAR 3052.215-70), the Contractor has the right to remove or replace personnel assigned to perform services under this contract and to substitute other qualified personnel in lieu thereof. Before removing or replacing any key personnel, the Contractor shall notify the Contracting Officer in writing a minimum of fifteen (15) calendar days prior to the effective date before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the Contracting Officer to evaluate the potential impact of the change on this contract. The Contractor shall not remove or replace key personnel until the Contracting Officer approves the change. However, in the event that a Contractor employee voluntarily leaves the company or the Contractor has to immediately remove an employee for any reason, the Contractor shall provide notice to the USCG as soon as the vacancy is known.

4.5.1 List of Key Personnel

The USCG has determined that Key Personnel shall consist of the following position at a minimum:

• Supervisor/Project Manager

4.6 Supervisor/Project Manager

The Contractor shall provide a Supervisor/Project Manager who shall be responsible for all Contractor work performed under this PWS. The Supervisor/Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Supervisor/Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Supervisor/Project Manager, shall be provided to the Government as part of the Contractor's proposal. During any absence of the

Supervisor/Project Manager, only one alternate shall have full authority to act on behalf of the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

4.6.1 Availability

The Supervisor/Project Manager shall be available to the COR, or designated personnel, via telephone between the hours of 0700 and 1600 Eastern Standard Time (EST), Monday through Friday. For non-emergent issues, the Supervisor/Project Manager shall respond to a request for discussion or resolution of discrepancies within two (2) hours of notification during the business day, and within two (2) hours of the start of the following business day, if the request is received after normal business hours. For emergent issues, the Supervisor is required to respond to all requests for discussion within one (1) hour regardless of the time or day of the week.

4.7 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures

(e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure employees present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S.

or the Department of Homeland Security (DHS).

4.8 Removing Contractor Employees for Misconduct/Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract.

The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

The Government also has the right to request removal or replacement of Contractor personnel for any other reason not stated herein. The Contracting Officer will send a written notice to the Contractor a minimum of thirty (30) calendar days prior to the effective date, unless the removal is for violation of a policy or regulation that makes immediate removal necessary. (E006)

4.9 Proposal of Contractor Employees Previously Removed

The Contractor shall request approval from the Contracting Officer, in writing prior to proposing an employee for on-site performance under this contract, any potential Contractor employee that has previously been removed from any Government contract at the direction or request of the Contracting agency. The request shall include an explanation for the previous removal(s), Contractor's plan to mitigate risk of future removal if approved, unique experience/qualifications of proposed employee, and demonstration of benefit to the Government of granting approval.

PART 5

SPECIFIC TASKS

5.0 General Specifications

The Contractor shall provide elevator inspection and maintenance PMS to meet the requirements listed in this PWS including TEs. The Technical Exhibits (TE #1 and TE #2) contains equipment information and

USCG SAM job plans (for guidance) for each piece of equipment to be serviced under this contract. One piece of equipment may have multiple job plans. Contractor shall use RSMeans line items and job plans for guidance to completed PMs.

5.1 Technical Exhibits (TE)

The following information is found in Technical Exhibits #1 and #2:

• The location, manufacturer name, model number, serial number for each elevator maintained.

• Equipment maintenance frequencies

• RSMeans Line Numbers

• Job Plans

PM Job Plans, equipment, and locations numbers are used by the Facility Engineers to track and maintain records of PM. The building list tables be included in progress reports for PM that was performed so the

Facility Engineer can update Coast Guard Records Databases.

5.2 Equipment Validation

The Contractor is expected to visually inspect each piece of equipment listed in Technical

Exhibit 1 within the first fourteen (14) calendar days of this contract. During the period, the

Contractor shall validate the equipment description, manufacturer, and model number. The

Contractor shall notify the COR, or designated personnel, of any discrepancies within seven (7) calendar days of completion of the initial inspection. The Government uses a USCG modified version of IBM’s Maximo® Asset Management software to manage its facilities infrastructure and equipment. From time to time, the Contractor can be expected to remove and replace failed equipment. Whenever equipment is replaced, the Contractor shall provide the COR, or designated personnel, with the following new equipment information within seven (7) calendars day after installation:

• Equipment Description

• Building Name

• Manufacturer Name

• Manufacturer Model Number

• Serial Number

5.3 Preventative Maintenance Scheduling

Within fourteen (14) calendar days of contract award, the Contractor shall submit to detailed preventative maintenance schedule (preferably in MS Excel format) for the COR’s approval.

This schedule shall be for the entire contract period and identify each piece of equipment by the

Government’s equipment number, equipment description, building and the date on which preventative maintenance work is scheduled (see section below for work completion deadlines).

The preventative maintenance schedule shall be updated annually within fourteen (14) calendar days of each Option Year renewal.

5.4 TASK ONE. Routine Preventative Maintenance

5.4.1 Preventative Maintenance Performance

The Contractor shall perform preventative maintenance in accordance with manufacturer’s instructions and accepted industry standards on all equipment identified in Technical Exhibit 01.

5.4.2 Preventative Maintenance Timeline

The Contractor shall complete preventative maintenance work within fourteen (14) calendar days from the date specified in the Contractor’s preventative maintenance schedule required under section 5.3. If materials are required, the preventative maintenance work shall be completed within fourteen (14) calendar days after receipt of the materials. If preventative maintenance work is delayed beyond these deadlines, the Contractor shall notify the COR, or designated personnel, and provide expected completion dates. (E002)

5.4.3 Preventative Maintenance Monthly Reports

The Contractor shall submit a monthly preventative maintenance report to the COR, or designated personnel, within seven (7) calendar days after the end of the month with all equipment maintenance and inspections performed within the month. This report shall include the Government’s equipment number and description as provided in Technical Exhibit 01 and reflect work completion dates. Additionally, this report shall identify any equipment deficiencies noted by the Contractor during the performance of the preventative maintenance work.

5.4.4 Hydraulic Oil Changes

The contractor shall change the oil in all hydraulic elevators. All oil changes shall be completed during the base year. The contractor shall remove the existing hydraulic oil and store the fluid in contractor provided 55-gallon drums. The elevator shall be at its lowest stop when oil is being removed. The removed hydraulic oil shall be turned over to the government for disposal by the government. Upon removal of the hydraulic oil, the contractor shall thoroughly clean the hydraulic oil reservoir of all dirt and debris and inform the COR that the reservoir is ready for inspection. Upon inspection and approval of the COR, the contractor shall furnish and install new hydraulic oil as specified by the elevator manufacturer’s operating and maintenance manual/recommendations. Upon completion, the contractor shall test the elevator for proper operation. The contractor shall prepare and submit a written report within five (5) business days after the oil change is complete. The report shall include the date and time of the oil change, amount of oil removed, amount of oil installed, the location of the elevator, and any deficiencies encountered during the performance of work

5.4.5 Roped/Traction Inspection – Five (5) Year Inspection: Provide complete inspection on wire rope and geared traction elevators listed in TE for corrosion, breaks or any other deficiency. Notify the COR of any deficiencies, provide repair estimate only. Inspections to be complete in Base Year.

5.4.6 Rupture Valve Testing: The contractor shall schedule and perform, per ASME 17.1-2016, 5 year tests on the overspeed valves on elevators in TE. This testing shall take place during the Base Year, Scheduling and coordination of the testing shall be performed by the contractor with notification given to the COR at least 5 days in advance.

5.5 TASK TWO. Routine Service Calls

5.5.1 Response Time and Troubleshooting

The Contractor shall respond to routine service calls within 24 hours of notification. The Contractor shall perform initial troubleshooting to determine the nature and extent of the failure. If repairs can be made at the time of the initial response, the Contractor shall execute the repairs. CORRECTIVE

MAINTENANCE (REPAIRS) ARE INCLUDED ON THIS CONTRACT. Corrective maintenance

Repair parts and labor hours will be tracked on separate lines of accounting. When the Contractor finds a repair requirement while completing preventive maintenance, the Contractor shall immediately notify the

COR, or designated personnel, of the repairs that are necessary, and their associated costs, and gain approval to make the corrective repairs. The Contractor’s notification shall include a description of the problem or issue, and costs for the repairs. (E004)

5.5.1.1 Emergency Calls (ENTRAPMENT)

The Contractor shall respond within one (1) hour after notification. In addition to entrapment, service calls qualify as emergency when the elevator conditions constitute an immediate action to eliminate life or serious injury hazards to personnel, prevent loss or damage to Government property, or restore mission essential services. Emergency services shall be provided twenty-four (24) hours a day, seven (7) days a week, including holidays. Emergency service calls are authorized and funded locally by the Coast Guard Academy and cannot exceed $2,500.00 including all labor and materials. If an emergency exists and the cost is expected to exceed

$2,500.00, the Contractor shall cease all work and immediately notify the COR. Payment will be in arrears using the Government Purchase Card. Invoices shall be emailed to the COR. The

Contractor shall prepare and submit a written report within five (5) business days after the emergency repair. The report shall include the date and time of the service call, the location of the elevator, the repair performed and the name of the technician performing the repairs.

5.5.2 Cost Estimate

If repairs cannot be made during the initial response, the Contractor shall provide a repair estimate to the

COR, or designated personnel, and KO within 48 hours of the initial service call. The cost estimate shall be invoiced under Contract Line-Item Numbers (CLINs) for corrective maintenance repair parts and corrective maintenance labor hours under the provisions of section 5.5.1. The cost estimate shall include an itemized listing of materials/parts/equipment where the unit price of any component exceeds $100.00, labor hours with contract labor rates, lead times when applicable and estimated repair start and completion dates. Incidental materials and parts below a unit price of $100.00 can be combined into a single line-item price. (E004)

5.5.3 Repair Authorization

The Contractor must receive written authorization from the Contracting Officer prior to ordering any parts and repairing the diagnosed failure.

5.5.4 Repairs of Over $2,500

The KO will provide written authorization via the issuance of a Modification. Upon receipt of this

Modification, the Contractor may order parts and materials needed to perform repairs.

5.5.4.1 Major Repairs

Major repairs are defined as repairs which exceed $2,500.00 including all labor and materials. Upon receipt of a Request of Quotation (RFQ) issued by the Contracting Officer, the Contractor shall survey the major repair work and provide the government with a written cost proposal/quote within fourteen (14) calendar days from receipt of the RFQ. The cost proposal/quote shall include an itemized listing of materials with quantities where the total price of an individual material line item exceeds $100.00 and the number of labor hours by labor category (labor categories shall be identified by individual Contract Line-

Item Number (CLIN)). The nature and extent of the elevator/lift repair shall be detailed in the government’s Scope of Work that accompanies the RFQ. The Contractor shall perform the elevator/lift repairs upon receipt of the government’s Task Order/contract modification and complete the repairs as specified in the Task Order/contract modification. All repair work shall be in accordance with standard commercial practices and manufacturer’s specifications. The contractor shall prepare and submit a written report within five (5) business days after the major repair. The report shall include the date and time of the major repair, the location of the elevator, the repairs performed, and the name of the technician that made the repairs.

5.5.4.2 Materials

Material costs shall be included in the Contractor’s quote and detailed as specified in paragraph 5.5.4.1 above.

5.5.5 Repair Time

For repairs not exceeding the $2,500 threshold in section 5.5.1, the Contractor shall complete all routine repairs within seven (7) calendar days. If materials must be ordered, the Contractor shall complete repairs with seven (7) calendar days after receipt of the materials. For repairs that exceed the $2,500 thresholds from section 5.5.1, the period of Contractor performance will be identified in the Modification.

5.5.6 Documentation

After completion of work, the Contractor shall submit all relevant documentation to the COR, or designated personnel, within seven (7) calendar days. Relevant documentation includes service manuals, wiring diagrams, start-up procedures, warranty information, etc.

5.6 Periodic Elevator Certification Inspection and Testing

Provide elevator mechanic to support QEI Certified Elevator Inspector in the periodic six-month and the annual Category 1 elevator certification inspection and testing. Perform Category 1 inspection and testing no greater than 30 days prior to the end of the warranty period. Perform all elevator certification testing in the presence of QEI Certified Elevator Inspector. In conjunction with the testing noted above, test systems for Emergency Power Operation, Earthquake Emergency Operation, and Hospital Emergency

Commandeering Service Operation, as applicable. Schedule so that testing does not interfere with building operations.

5.7 Proprietary Automated Control Systems

Some servicing instructions require services on proprietary automated control systems. Maintenance on these control systems shall include accessing the program and verifying parameters; operating a percentage of the valves and actuators in the system; verifying that a random percentage of the sensors are within calibration; and general operation of the control system. The Contractor shall service these proprietary systems as required by the manufacturer.

5.8 Cybersecurity

If a computer or other type of mobile computing device such as a tablet must be connected to serviced equipment perform troubleshooting or maintenance, the contractor will:

• Notify the COR, or designated personnel, before and after any computing device connection work is done.

• Be responsible for ensuring the computing device being connected to any equipment component has current antivirus software and file integrity checking software enabled and is scanned to ensure it has the latest antivirus software definitions, security updates, and patches applied to ensure it is free of any virus or malware which could negatively impact the Coast Guard systems.

• Ensure the equipment component(s) being connected to remains part of a stand-alone system and is not connected to the Coast Guard network.

• Perform maintenance and support which require a computing device connection to an equipment component on-site only (not remotely) to the greatest extent possible.

• Disable any cameras or microphones, preferably at the hardware or physical level.

• Be responsible for all costs associated to repair any equipment component(s) infected by a virus or malware introduced to the component by the contractor's computing device.

5.9 Health and Safety

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the Occupational Safety Health Administration (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 and any USCG

Instructions as applicable, and the protection of their employees. Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements.

The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available upon request by the Contracting Officer. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the

“personal” safety requirements of employees. The USCG will NOT provide contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

5.9.1 Mishap/Incident

If requested by the COR, or designated personnel, the Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the

Contracting Officer.

5.9.2 Mishap/Incident Notification

The Contractor shall report to the Contracting Officer, COR, or designated personnel, and his/her designated representative any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accident shall be indicated in each typed report. All accidents shall be reported to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence.

Note: It is the sole responsibility of the Contractor to report recordable injuries of its employees to

OSHA. (E006)

5.9.3 Mishap/Incident Reporting

A written report of the mishap/incident shall be sent within 3 calendar days to the Contracting Officer and the COR. For information not available at the time of initial written report, the Contractor shall provide the remaining information no later than 20 calendar days after the mishap, unless an extension is granted by the Contracting Officer. Mishap notifications shall contain, a minimum, the following information:

(D010)

• Contract Number, name and title of person(s) reporting.

• Date, time and exact location of accident/incident.

• Brief narrative of accident/incident (events leading to accident/incident).

• Cause of accident/incident, if known.

• Estimated cost of accident/incident (material and labor to repair/replace).

• Nomenclature of equipment and personnel involved in accident/incident.

• Corrective actions (taken or proposed).

• Other pertinent information.

5.9.4 Safety Stop-Work Order

The Contractor shall cease all work if the Contracting Officer issues a Stop-Work Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved and the Contracting Officer has issued a Notice to Proceed. The Government will not allow time extensions or payments for excess costs to the Contractor caused by Stop-Work Orders issued as a result safety hazard.

Contractor’s Safety Point of Contact (to be filled out by Contractor) send to Contracting Officer:

Name: ________________________________________

Phone Number: _________________________________

E-mail Address: _________________________________

5.9.5 Environmental Spills Reporting

If the Contractor spills or releases any hazardous substance listed in 40 CFR 302 into the environment, the Contractor or its agent shall immediately report the incident to the base fire department or the local emergency response number. The incident shall also be reported to the COR, or designated personnel, and Contracting Officer. If the amount released meets or exceeds the reportable quantity as listed in 40

CFR 302, the Contractor or its agent shall immediately notify the National Response Center (1-800-424-

8802). The liability for the spill or release of such substances rests solely with the Contractor and its agent. A hazardous material control program shall be in effect to inform employees of potential hazards if, and when, chemicals are used. The Contractor shall maintain Safety Data Sheets (SDS) IAW OSHA

29 CFR 1910.1200 and ensure the information is provided to the employees for review of safety and health information.

5.9.6 Material Storage and Use

The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling, to include both hazardous and non-hazardous materials. All hazardous material shall be stored in an approved location. In the event that any federal, state or local law or regulation directly contradicts the manufacture’s guidelines or professional recommendations, the Federal, State or Local law or regulation will take precedence.

5.10 Progress Meetings

The project manager/supervisor shall be required to meet at least bi-weekly with the COR, or designated personnel, during the first month of the contract to discuss progress, exchange information and resolve emergent technical problems and issues. Thereafter, meetings will be as often as necessary but shall occur no less than monthly, as determined by the COR. Time and place of the meetings will be mutually agreed upon between the USCG and the Contractor. Meeting minutes shall be prepared by the contractor and should contain the minimum amount of information: (E003)

• Date of meeting

• Attendees

• Discussions/Agreements

• Completed actions from previous meeting minutes (with actual completion dates ACDs)

• Outstanding Actions (with estimating completion dates (ECDs)

5.11 Progress Reports

The Supervisor shall provide a monthly progress report due at the end of the month to the Contracting

Officer and COR, or designated personnel, via electronic mail. This report shall include a summary of all

Contractor work with a minimum of the following information: (D009)

• Tasks completed (sorted by location, using the building equipment listings in TE’s)

• Date of maintenance completed

• Printed Name of Technician and Signature of Technician

• Concerns or recommendations as applicable

• Any deferred PM

• Breakdown of labor hours by labor category

• Direct costs by line item

5.12 Inspection and Acceptance

The COR, or designated personnel, will review deliverables prior to acceptance and provide the

Contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR, or designated personnel, will send an e-mail to the Contract Specialist/Contracting

Officer and the Contractor notifying it that the deliverable has been accepted.

The COR, or designated personnel, will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in this PWS. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR, or designated personnel, of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

The COR, or designated personnel, will have 10 ten (10) business days to review deliverables and make comments. The Contractor shall have 5 business days to make corrections and redeliver.

All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved QCP. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

PART 6

APPLICABLE PUBLICATIONS

6.0 Applicable Publications

6.1 Compliance Documents

The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations and requirements; all industry standards/references; all Government and USCG Regulations, attachments, appendixes, and Technical Exhibits (TE) to this PWS; and all applicable instructions and directives identified herein pertaining to the services required and to the conduct and qualifications of personnel in performance of this contract. The most recently published publication will be used as a reference.

6.2 Government Documents

The Government will provide all chapters of Government publications listed, or otherwise applicable to this contract, upon request of the Contractor.