PWS (Elevator Maintenance).pdf

US Military Academy At West Point NY

ELEVATOR MAINTENANCE POST WIDE

05-Nov-2022

Table of Contents

1. Scope of Work: The Contractor shall provide the necessary management, supervision, administration, personnel, transportation, supplies, material, repair parts, tools and test equipment necessary to perform complete preventive maintenance service (PM), 3yr and 5yrs full load safety testing and inspection, emergency call-back service, daily service calls and all other repairs (example, lighting) to approximately( 77) elevators, (9) chair lifts, (2) dumbwaiters, (1) sidewalk lift (1) Stage lift and related equipment as per ANSI/ ASME A17.1-2019 Safety Code for Elevators and Escalators. Elevator list (see appendix 1 group A thru D).Services shall also be performed at the U.S. Military Academy (USMA), USMAPS, Motor Pool Bldg 1940 at West Point New York 10996. Contract will be one (1) 12-month base period and four (4) 12-month option periods with a clause for a 6 month extension (if needed). Services shall be performed at the U.S. Military Academy (USMA), USMAPS, Motor Pool Bldg 1940, West Point New York 10996.

1.1 NORMAL DUTY HOURS / WORK DAYS: All work, with the exception of emergency call-back service as indicated on Appendix 1, Groups A thru D shall be performed during normal duty hours from 8:00am through 4:30pm hours Monday through Friday (excluding federal holidays). A service tech is required to be on site daily (excluding federal holidays) by 8:00am.

1.1.2 Acceptance of Existing Equipment: In accordance with this contract the contractor shall accept all elevators, chairlifts and dumbwaiters “as is”.

1.2 CONTRACTOR’S PERSONNEL: The Contractor shall provide sufficient personnel possessing the skills, knowledge and training to satisfactorily perform the services required by this contract. Personnel performing under this contract shall remain employees of the Contractor and shall not be considered employees of the Government.

1.2.1 Deficiencies in performance will be reported to the Contractor, including employee misconduct, and left to the Contractor for resolution. If not resolved satisfactorily, the Government may take action to terminate and/or reflect on the Contractor’s Performance Record.

1.2.2 The Contractor’s personnel shall comply with Clause 52.204-0911 MEVA Personnel Access Control be required to conspicuously display on their person, a photo identification badge containing company and employee name and shall be furnished by the Contractor in such a manner as to be plainly visible at all times while the workmen are on the job site. The Contractor shall collect identification badges from employees due to a change in personnel prior to release and notify the Contracting Officer within 24 hours.

l.3 VEHICLE IDENTIFICATION: The Contractor shall have painted or magnetic type signs with a minimum of 18” high by 24” wide with 2” lettering the company name on the vehicle(s) used under this contract.

1.3.1 The Contractor shall have the appropriate USMA parking passes displayed on windshields of the vehicles.

All Contractors’ personnel shall observe all applicable rules pertaining to parking, vehicle speeds, and designated parking areas for service vehicles. Parking on sidewalks anywhere on West Point is prohibited.

1.3.2 PARKING FACILITIES: There is limited parking available for the Contractor’s privately owned vehicles in and around work sites. Parking is available on a “first come first served” basis at public parking areas. All vehicles can be parked in the following areas:

Buffalo Solider H-lot Clinton Field

1.4 QUALITY CONTROL: The objective of this contract is to insure that quality equal to or exceeding industrial standards and workmanship is provided to maintain safe and efficient elevator operation. Quality control is a function within the Contractor’s scope of responsibility. The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are provided as specified. The Contractor’s Quality Control Program Plan shall be provided to the Contracting Officer for review and approval within seven (7) calendar days from date of award. The Contractor will be notified of acceptance or rejection within five (5) calendar days from receipt in the Contracting Office. The program shall include, but not be limited to, the following:

a. An inspection system covering all the services to be performed under the contract.

b. A method for identifying deficiencies in the quality of services performed to prevent the level of performance from becoming unacceptable.

c. A method of documenting and enforcing quality control standards including in process inspection and testing.

d. A complete permanent file record of inspections, safety tests, maintenance, and all emergency call back and service calls shall be maintained. The documentation of all records shall be available at all times to the Contracting Officer and Contracting Officer Representative. (COR)

1.4.1 The Contractor shall notify the Contracting Officer in writing of any proposed change to the Contractor’s quality control system.

1.4.2 The contractors QC Rep shall meet with the COR once a month to review maintenance records, service call reports and do a joint inspection / QC check on at least two elevators and four service calls .

1.5 Key Control- See 2.27 Below

1.6 DOCUMENTS: The Contractor shall maintain drawings, maintenance manuals and specifications within each building in machine rooms.

1.6.1 The Contractor shall maintain a computer generated spread sheet file in tabular form compatible with Microsoft Excel software of all tests, maintenance and repairs done under this contract and provide a monthly updated computer CD to the COR.

l .7 SAFETY: The Contractor shall be responsible for instructing his employees in safety measures considered appropriate by him. The Contractor shall provide and maintain barriers and warning devices designed for the intended use. Contractor shall conduct his operations in strict conformance with the safety requirements of the Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1and insure compliance with requirements as out lined in Occupational Safety and Health Act (OSHA).

1.7.1 FIRE REGULATIONS: The Contractor shall comply with all USMA Fire Regulations.

2. DEFINITIONS: As used throughout this specification; the following terms shall have the meaning set forth below.

2.1 PREVENTIVE MAINTENANCE: Preventive Maintenance (PM) includes a systematic examination to determine the serviceability of elevators, dumbwaiters and chairlifts, all components and related items

2.2 PREVENTIVE MAINTENANCE SCHEDULE: Frequency (i.e. quarterly, semiannual, annual) that PM is performed.

2.3 SERVICE CALLS: A “Service Call” is a report of an elevator malfunction made by Government representative to the Contractor and the Contractor’s subsequent response to, and correction of, the problem.

2.5.1 APPENDIX GROUP A –Elevators in Buildings group A require emergency repair service after normal duty hours and weekends and holidays because they are in use 24 hours a day 7 days per week (example, mess hall, single officer quarters). Response shall be in accordance with 5.8.1.

2.5.2 APPENDIX GROUP B –Elevators in Buildings group B require emergency repair service after normal duty hours and weekends and holidays because they are in use 16 hours a day 7 days per week (Example, academic buildings, administration buildings, sports complex, theater, library). Response shall be in accordance with 5.8.1.

2.5.3 APPENDIX GROUP C –Elevators in Building group C require emergency repair service after normal duty hours and weekends and holidays because they are in use 10 hours a day 7 days a week. Response shall be in accordance with 5.8.1.

2.5.4 APPENDIX GROUP D- Elevators in Building group D do not have emergency repair service after normal working hours. Response shall be in accordance with 5.8.1.

2.6 CONTRACTING OFFICER REPRESENTATIVE (COR): That Government person responsible for monitoring and accepting Contractor performance.

2.7 ELEVATOR INSPECTOR: ASME A17 QEI-1 Standard for the Qualification of Elevator Inspectors Certified.

2.8 QUALITY CONTROL: Those actions taken by a Contractor to control services so they meet the requirements of this contract.

2.9 VANDALISM: The malicious destruction of Government owned property.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

3.1 The Government reserves the right to add and remove elevators, chair lifts and dumbwaiters from this contract at any time. The Government will inform the Contractor as far in advance as possible of any changes.

Any changes in the terms and conditions of this contract may be made only by written agreement of the parties.

If such change causes an increase or decrease in the cost or time required for performance, the Contracting Officer will make an equitable adjustment in the contract price.

3.2 OWNERSHIP OF BLUEPRINTS AND KEYS: All blue prints, specifications, memoranda, access keys to mechanical and elevator motor rooms relating to work being performed are the property of the Government. The items are to be carefully used and returned to the Contracting Officer Representative at completion of contract, or permanent termination of work for any cause. Items mentioned above shall be signed for on a Government Issued form.

3.3 The Government will provide parking passes to the Contractor. The Contractor shall display these passes on the windshields of the vehicles while performing under this contract. All Contractors’ personnel shall observe all applicable Army rules and regulations given by the USMA, pertaining to parking, vehicle speeds, and vehicle inspections and designated parking areas for service vehicles.

3.4 Government will provide all parts in the existing inventory of spare parts in “as is” condition. No inventory of these parts exists. No inventory will be prepared or maintained. These parts are considered incidental and shall be used for the sole purpose of performing this contract.

3.5 HOT WORK PERMITS. The Contractor shall obtain a hot work permits from the West Point Fire Department, by calling 845-938-7848/ 2043. Hot work permits shall be posted at the work site.

3.6 Contractor may store limited parts in selected building machine rooms as designated by the COR. The Government is not liable for loss, damage, or destruction of any contractor owned property stored in Government buildings.

4. CONTRACTOR FURNISHED ITEMS:

4.1 The Contractor shall provide fire code approved and labeled steel containers suitable for the storage of oily rags and a 5 lb ABC Fire Extinguisher dry chemical. The Contractor shall provide the steel containers and fire extinguishers in every elevator machine room.

4.2 The Contractor shall provide Safety Data Sheets (SDS) to the Contracting Officer Representative for all materials it uses under this contract. The Contractor shall submit the SDS copies within seven (7) calendar days from notice of award.

4.3 All parts and components used shall be from the original manufacturer or original manufacturer specifications or equivalent.

4.4 The Contractor shall furnish and replace elevator fire recall and equipment keys and keys that operate all elevator cab control panels, Peelle door locks, hallway panels, dumbwaiters, chairlifts and any other elevator devices as needed.

4.5 The Contractor shall provide a cellular telephone to the Contractor’s personnel so that the Government may contact the mechanics by telephone on an immediate basis.

5. SPECIFIC TASKS:

5.1 PREVENTIVE MAINTENANCE SCHEDULE: The Contractor shall prepare schedules of Quarterly, Semi-Annual, and Annual Preventive Maintenance services which lists by building, elevator, dumbwaiter and chairlift number and type, to include the date on which the Contractor plans to perform preventive maintenance.

Three (3) copies of each schedule shall be submitted to the Contracting Officer for review and approval fifteen

(15) days prior to preventative maintenance being performed. The Government will approve / disapprove within ten (10) days.

5.2 PREVENTIVE MAINTENANCE SERVICES: Based upon the approved schedule, the Contractor shall perform preventive maintenance in accordance with manufacturer’s specifications, safety factors and applicable safety codes for elevators, dumbwaiters and chairlifts, and all related equipment of the entire system. The Contractor shall maintain the entire system at the contract specified speed, under all conditions of loading; and shall adjust and maintain car leveling to within 1/16 of an inch level, at all floors, under all conditions of loading.

Subject to the capability of the equipment, the Contractor shall ensure that the original operating criteria is maintained at all times for each elevator:

(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) Response times.

(g) Ride quality.

5.2.1 The Contractor shall prepare and submit PM records to the Contracting Officer Representative within ten

(10) days after award, as a minimum, those items included on the sample sheets (appendix 2) to serve as a record of work performed. The Contractor’s completed PM records shall be furnished to the Contracting Officer’s Representative within five (5) workdays after PM is completed.

5.2.2 The Contractor shall be responsible to take necessary action to correct any defects of operation noted during the PM service performed at no additional cost. It includes replacing parts that are defective or show excess signs of wear, cleaning door tracks, securing handrails, replacing floor tiles, etc. Repairs shall be made within 5 working days of noted defects.

5.2.3 The following items are specifically excluded from the preventive maintenance portion of this contract. If it is deemed necessary by the Contracting Officer to perform these items of work, a cost proposal will be requested from the Contractor.

1. The replacement of the elevator cab.

2. Alignment of guide rails.

3. Furnishing replacement of elevator system line disconnect switches and line side power feeders to the line disconnect switches.

4. Buried piping.

5. Hoist way enclosures.

5.3 The Contractor shall be responsible for all repairs to elevators, dumbwaiters and chair lift systems at no additional cost to the Government unless qualified under Sections 5.2.3 or 5.3.1.

5.3.1 If vandalism is suspected to be the cause for the breakdown, immediately notify the COR. An equitable adjustment for parts will be reached and assessed based on the determination of vandalism. The Vandalism CLIN is estimated at a not to exceed $10,000.00 amount for bid purposes only. No historical data exists.

5.4 The Contractor shall keep the exterior of the machinery and other parts of the equipment subject to rust properly painted and presentable at all times, and shall keep machine rooms clean and floors painted.

5.5 Before any welding is undertaken, the Contractor shall submit to the Contracting Officer, three (3) copies of the name(s) of the welder(s), welding operator(s), and tacker(s), with their up to date certification, the code and procedure under which the individual(s) are qualified, the date qualified, the name of the firm, and person certifying the qualification tests. The Contractor shall maintain and furnish up to date certifications and it shall be kept current for the duration of the contract.

5.6 SAFETY TESTS: The Contractor shall perform periodic Full Load Safety Tests of elevators and chairlifts in accordance with ASME A17.1. The full load safety testing includes all hydraulic elevators that will be tested at full load. The Contractor shall submit a schedule, and safety test report within thirty days in advance of cars to be safety tested. This schedule shall be approved / disapproved by the Contracting Officer’s Representative.

This schedule shall list the dates on which such periodic tests will be performed. This shall be based on elevators and chairlifts that have reached the expiration year of its last performed full load safety test. The duration of these tests is to be made every five- (5) years for electric elevators and chairlifts and every three- (3) years for hydraulic elevators or shorter intervals if periodic inspection indicates this to be necessary.

5.6.1 The Contractor’s personnel who are not responsible for preventative maintenance shall perform the safety tests.

5.6.2 The Contractor shall notify the Contracting Officers Representative verbally upon identifying any defects or safety test failures that may occur or occurred during the testing and in writing within 5 days. This notification shall include corrective action to be taken and annotated on safety test report.

5.6.3. The Contractor’s safety test report forms shall contain as a minimum; those item included on the sample form (appendix 3).

5.6.4 The Contractor shall utilize an independent Q.E.I. certified inspector to validate all elevators and chairlifts for full load safety tests and verify, in writing, that the tests were performed and passed as per code. Prior to performing safety tests, the Contractor shall submit to the Contracting Officer Representative, in writing a copy, showing up to date certification and licenses of the inspector.

5.6.5 Upon completion of each safety test, the Contractor shall obtain the signature of the QEI inspector on the approved safety test form showing that the tests was performed as specified including the date and provide to the COR.

5.6.6 The Contractor shall post a signed and dated safety test inspection certificates in all elevator machine rooms in a standard frame.

5.6.7 The Contracting Officers Representative has the option to witness all safety tests.

5.7 INSPECTIONS OF ELEVATORS: The Contractor shall perform annually inspections of elevators, chair lifts, dumbwaiters and related equipment. The Contractor’s personnel performing the inspections of elevators shall be personnel not assigned to duty as a mechanic on the USMA premises. The Contractor shall prepare inspection form sheets, based upon the Government’s approval, to serve as a record of inspections performed.

These inspection form sheets submitted by the Contractor shall be furnished to the Contracting Officer’s Representative within five (5) workdays. The Contractor shall be responsible to take necessary action to correct any defects noted during the inspections performed and restore the elevator to a satisfactory safe operation.

5.8. SERVICE CALLS: Service calls shall be limited to restore an elevator to a safe and reliable service. The Contractor shall affix an “Out Of Order” sign near the elevator doors on all floors if service can’t be restored within sixty (60) minutes of response. All service calls have a 30 minute telephonic response to the service call and an on- site response time of 2 hours from initial notification based on the times stated for service hours in paragraph 5.8.1. For service calls received after the service call hours, the contractor shall have their mechanic report at 8:00 am on the next service time/day.

5.8.1 SERVICE CALL HOURS: shall be available as indicated by the Appendix 1group schedule, listed below:

GROUP A - 24 hours per day; 7 days per week GROUP B – 8:00 a.m. to 12:00 midnight; 7 days per week GROUP C – 8:00 am to 6:00 pm; 7days per week GROUP D – No service after normal working hours; Monday – Friday, 8:00 am – 4:30 pm.

5.8.2 After normal USMA working hours (after 4:30 P.M.), weekends and holidays, the Contractor, upon receiving a call from the Power Plant that an elevator is out of order, shall have his standby emergency elevator mechanic report within two (2) hours from the time of receipt of request for service. After each service call is completed, the elevator mechanic shall call the Power Plant and give status of the elevator. The Contractor shall obtain keys from the West Point Fire Department for those areas where building access is required and services shall be provided during non-duty hours (1630-0800) and weekends. If the Contractor fails to arrive within two

(2) hours thereof; $150.00 shall be deducted from the Contractor’s monthly payment for each hour increment beyond said two hours.

5.9 SERVICE CALL MONITORING BY CONTRACTOR: The Contractor shall call the service desk (938-2316) promptly each morning at 08:00 AM to receive any service calls. Near the end of each normal duty work day, at (16:15) hours, (4:15 PM), Contractor shall report back to the service desk, giving information on status of elevators and notification of any overnight shut downs or priority elevators in need of service repairs after normal duty hours.

5.9.1 For each service call, the Contractor shall provide to the Contracting Officers Representative, documentation that contains the following minimum information.

(1) A description of the problem.

(2) The location of the problem, building# & elevator #

(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.

(6) Customers Name & Phone #

5.9.2 The Contractor shall respond on site to each service call within two (2) hours and complete all repairs within 24 hours after discovering the problem or of receiving notification that corrective action is required. If the Contractor cannot complete the repairs within 24 hours, they shall submit in detail, a plan for completing the work to the Contracting Officer or Contracting Officers representative. Prior to removing an elevator from service, the Contractor shall coordinate and notify the Service Desk Dispatcher, and the Contracting Officers Representative. If the service call is received outside of the Appendix 1, required service response times for that Group, the Contractor shall respond on site at 8:00 am on the next service time/day.

5.9.3 In the case where longer lead time for manufacturing of a major repair item is necessary. The Contractor shall notify the Contracting Officer Representative in writing within twenty four (24) hours giving the reason for extended time and exact time frame the item will be shipped to West Point.

5.10 ACCEPTABLE PERFORMANCE. The Contractor’s performance shall be based on performance of all items delineated in 5. SPECIFIC TASKS. The down time for each elevator shall not exceed two (2) percent per year for repairs (based on 365 days/24hrs/day) for group A thru D.

5.11 COMMUNICATION DEVICES: The Contractor shall be responsible for maintaining the emergency telephone lines and emergency telephones. The boundaries are from elevator cab station control panel or cabinet to the junction box, located in the elevator machine room.

5.12 GENERAL AND EMERGENCY LIGHTING. The Contractor shall be responsible for lighting installed in the elevator, machine room, hoistway, pit, car top, car bottom and emergency lighting, including emergency light batteries. The Contractor shall repair, furnish and install all lighting fixtures and components, including ballasts, bulbs, lamps, and fluorescent tubes.

5.13 STANDARD OF SANITATION AND CLEANLINESS: The Contractor shall take into account the special public, military and academic nature of the United States Military Academy and its prominence as a tourist attraction. The Contractor shall, at all times furnish a sufficient force to carry out the housekeeping and cleanup requirements on both exterior and interior areas affected by his contract operations on a day to day basis throughout the life of the contract. The Contractor shall, at all times, leave the work site in a clean orderly condition, and shall dispose of unusable materials. At a minimum each work area shall be cleaned up at the end of each day and trash removed from the site.

5.13.1 The Contractor shall take all necessary precautions, to safeguard and protect all Government property with which the Contractor comes in contact while performing the contract work.

5.13.2 All used oily wiping cloths and flammable materials shall be removed from each elevator machine room, in fire code approved containers, labeled, properly disposed of, and removed from the West Point premises. This shall be done on a monthly basis.

5.14 CONTRACT CLOSEOUT INSPECTION. Prior to the expiration of the contract, the Contractor in coordination with the Contracting Officer or Contracting Officers Representative shall inspect all elevators. Based on the survey, a copy of the Existing Deficiency Report that lists the deficiencies found by the Contracting Officers Representative shall be given to the Contractor for corrective action. The Contractor shall correct all the listed deficiencies that fall within the scope of this contract. The Contractor is also responsible for deficiencies that are discovered after the closeout inspection and before the expiration date of the contract.

5.15 SPECIAL EVENTS: The contractor will be required to provide a service tech for stand by duties at special events (examples, graduation, and football games) for emergency repairs if necessary. The COR will notify the contractor, in writing, no less than a week in advance of the date and times for the special event. Historically there have been approximately eight (8) special events annually.

6 APPLICABLE DOCUMENTS: Documents applicable to this contract are listed below. The Contractor shall follow and adhere to these documents and shall use them for guidance and information. Published later editions with supplements shall be used as documents applicable to this contract.

a. National Safety Code for Elevators and Escalators, ASME A17.1-2000

b. National Standard Practice for Inspection of Elevators, Escalators and Moving Walks.

c. National Safety Code for Existing Elevators and Escalators, ASME A17.3

d. Guide for Emergency Evacuation of Passengers from Elevators, ASME A17.4

e. National Electrical Code, (NEC) 2005 / NFPA-70

f. Corps of Engineers Health and Safety Manual EM 385-1-1.

g. AWS Section 5 D I.I

h. AMSE A17.1, Section #8.8, Title Welding, Rule 8.8.1, 8.8.2, and 8.8.