PWS VTE PM_9 Nov 2023_Draft.pdf

PERFORMANCE WORK STATEMENT

Vertical Transportation Equipment and Vertical Transportation Management System

Preventive Maintenance and Repair Services (NCR)

1. General: This is a non-personnel services contract to provide Preventative Maintenance (PM) and implement a comprehensive program for the operation, maintenance, repairs, service, testing, inspection and certification of Vertical Transportation Equipment (VTE) Installations on the Pentagon Reservation and other facilities in the National Capital Region (NCR). 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. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Preventive Maintenance and Repair Services for Vertical Transportation Equipment and Vertical Transportation Management System in the NCR as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background. The overall contract technical monitoring and administration will be accomplished by the Federal Facilities Division (FFD) of the Washington Headquarters Services (WHS). The Federal Facilities Division (FFD) is responsible for operating and maintaining the Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant (HRP), the Modular Office Complex, Raven Rock Mountain Complex (RRMC), Mark Center and all Reservation grounds and parking areas. The Pentagon Building Management Office (PBMO) is the Reservation facility management office. PBMO is responsible for the Pentagon building, the Modular Office Complex and related grounds and parking areas. PBMO’s Operations and Maintenance program will serve as the primary Government point of contact for the PM services.

1.2.1 Except for the eleven (11) freight elevators that were built and installed during the original construction of the Pentagon in the 1940’s, and five (5) in ground hydraulic elevators that were modernized in 2017, the rest of the elevators and all the escalators were built and installed during the five (5) construction phases of the Pentagon renovations program that started in 1998 and ended in 2011. Although the freight elevators were built in the 1940’s, they have been modernized over the years and kept in working conditions as the other equipment under contract.

Except for the freight elevators, the passenger elevators and the escalators were built in conjunction with the 5 renovation phases of the building, with the last three (3) elevators installed in 2011. As noted in Attachment J-1, most of the equipment is Schindler equipment that may require proprietary software repairs.

1.3 Objectives: Perform PM to sustain the equipment in exceptional operating condition, optimize equipment performance and enable the anticipation for repair/replacement of major components prior to equipment failure and to minimize down time due to equipment failure. Where there are differences in the level of effort prescribed among the requirements in the references, the PWS, etc., services at a minimum shall comply with the most stringent requirements.

1.4 Scope: This contract encompasses all activities associated with the operation, maintenance, testing, repairs, cleaning, inspection and certification of elevators, escalators and wheel chairs lifts identified in PDF Attachment J-1 (PDF consolidated inventory of Elevators, Escalators and Wheelchair Lifts at The Pentagon and Raven Rock Mountain Complex (RRMC), and their associated components. It also encompasses the maintenance of the Vertical Transportation Management System (VTMS) field devices, servers, and workstations located on the Pentagon Reservation.

1.4.1 This will be a combination firm-fixed price (FFP) and indefinite-delivery, indefinite-quantity (IDIQ) contract.

The fixed price (CLIN 0001 and corresponding option CLINs) will cover a comprehensive program for the preventive maintenance, minor repairs (See Section 2 for Definition), service, testing, inspection and certification of

Elevators, Escalators, Wheelchair Lifts, and the VTMS. The IDIQ portion (CLIN 0002 Major Repairs, CLIN 0003 Emergency Repairs and corresponding option CLINs) will address these repairs (See Section 2 for Definition) as agreed to by the Government.

1.5. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QC plan must identify resources and include procedures and checklists to maximize quality and ensure completion of monthly PM services within the established performance period. The Contractor’s organizational structure for its QC process shall be established in a manner that minimizes potential conflicts of interest between the offeror’s personnel (or subcontractors) that performs the PM work and the personnel that will inspect the PM work. The Quality Control Plan (QCP) is to be delivered within 30 days after contract award. The comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC plan.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.2.1 Operational Contingency Plans: Within thirty (30) calendar days of contract award, the Contractor shall develop and maintain a plan for unplanned loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation, etc.); utilities curtailment, and accidental spills of hazardous materials. The contingency plan for the management of an accidental spill of hazardous materials shall follow the guidelines provided by the Pentagon Reservation Spill Prevention and Response Plan, updated on May 2010. This plan will be made available to the Contractor upon request.

1.6.2.2 Occupational Safety and Health: The Contractor shall perform all work in strict accordance with the highest safety standards and applicable codes (Occupational Safety and Health Administration (OSHA)) in order to eliminate the possibility of damage to installed machinery, equipment, and building structures.

1.6.2.2.1 Accidents, injuries and any damage to the Government Property: The Contractor shall call the Pentagon Force Protection Agency (PFPA) emergency number (703) 697-5555 in case of any accident or injury. All incidents shall be reported to the Contracting Officers Representative (COR) within one (1) hour after occurrence by email and a phone call. All damage caused by the Contractor shall be repaired by the Contractor at the Contractor’s expense without charge to the Government.

1.6.2.3 Safety Plan: The Contractor shall submit a Safety Plan to include an Accident Prevention Plan, Activity Hazard Analysis, Hoisting and Rigging plans, etc. for all tasks associated with the performance of this contract. The Contractor shall submit the plan with 30 calendar days after contract award.

1.6.3 Recognized Holidays: The contractor is not required to perform service on holidays:

New Year’s Day, January 1.

Martin Luther King Jr.’s Birthday, the third Monday in January.

President’s Day, the third Monday in February.

Memorial Day, the last Monday in May.

Juneteenth National Independence Day, June 19.

Independence Day, July 4.

Labor Day, the first Monday in September.

Columbus Day, the second Monday in October.

Veterans Day, November 11.

Thanksgiving Day, the fourth Thursday in November.

Christmas Day, December 25.

Inauguration Day (only for contractor staff required to perform on site services in the NCR) Other days deemed holidays by Executive Order or other Presidential Directive.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 5:00am - 11:00pm, local time Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Government closures for the DC area announced by OPM shall be treated similar to holidays and non-standard hours (see their website for the current and future listings of federal holidays http://www.opm.gov/). In the event of emergencies in which non-essential personnel are dismissed by OPM, the Contractor shall contact the KO to determine if continuous service is required through standard hours.

Standard Hours: Standard operating hours under this contract are defined as:

5:00am - 11:00pm, local time, Monday through Friday.

Non-Standard Hours: Non-Standard operating hours are defined as:

11:01pm – 4:59am, local time, Monday through Friday, All hours during Saturday/Sunday, All hours during federal holidays.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance:

Pentagon Reservation: Arlington, VA Raven Rock Mountain Complex (RRMC): Fairfield, PA

1.6.6 Type of Contract: The government will award a Firm Fixed Price (FFP), Single Award Indefinite Delivery/Indefinite Quantity (IDIQ) contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be capable of passing a background check required for the issuance of a Pentagon access badge (Building Pass) and Computer Access Card (CAC). All contractor personnel must obtain and retain, a Pentagon Building Pass and CAC. Each contractor employee must wear his/her Building Pass at all times inside the Pentagon and when performing work anywhere on the Pentagon Reservation. The contractor shall submit all required motor vehicle information (make, model, license plate number) in order to obtain a Parking Pass or gain entry to the facility.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations (N/A).

1.6.8 Special Qualifications: See PWS Paragraphs 1.6.11, 5.1.2, 5.1.3, 5.1.6.2.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. The contractor is responsible for taking meeting notes and providing a copy to the COR and KO within 3 working days after the meeting.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: Project Manager and Alternate Project Manager, QC Manager, Coordinator, VTE Mechanic. The key personnel shall be available between the hours of 7:00am and 3:30pm Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

Project Manager and Alternate Project Manager - The Contractor shall provide a project manager and an alternate project manager who shall be responsible for the performance of the work. The project manager and alternate project manager shall have current elevators technician certifications issued by the state of Virginia and the District of Columbia, and five (5) years of experience in the management and supervision of work equivalent to that required under this contract. The project managers shall also hold a current elevator inspectors license. The appointed individuals shall have full authority to act on behalf of the Contractor on all contract matters relating to the daily operation of this contract and shall be designated in writing to the KO. Project Managers shall be OSHA Trained.

QC Manager - The Contractor shall provide a QC manager who shall be responsible for the quality of the work. The QC Manager shall hold current elevator inspectors license issued by the state of Virginia and the District of Columbia, and (5) years of experience in the inspection of equipment type in this contract. If the

Project Manager also meets these requirements that individual may fill both roles. The QC Manager shall be OSHA Trained.

Coordinator - The site coordinator shall have at least five (5) years of experience working in the equipment automation field, and three (3) years of experience working on data entry and analysis, and preparing written reports. The site coordinator shall take the Pentagon specific VTMS Training within 3 months of starting on this contract.

VTE Mechanic - The Contractor shall provide elevator mechanics that hold a current IUEC mechanic certification and licensing to work in the state of Virginia, and or equivalent VTE licenses in accordance with the state of Virginia code, article 4 definitions; and have 10-years of experience working on Schindler Miconic, MPH, MPH II, 330A Elevator Controllers, Pelle Freight Door Controllers, and Schindler 9300 controlled Escalators. In lieu of 10 years of experience working on the above Schindler Elevators, a VTE Mechanic may have 15 years of experience with Schindler 9300 controlled Escalators, and two (2) years of experience working on the above Schindler controlled Elevators. VTE mechanics shall take the Pentagon specific VTMS factory training within three (3) months of starting on this contract. The VTE mechanics shall be certified to work on the GAL Galaxy Controller or attain the certification within the first three (3) months of working on this contract. VTE Mechanics shall be OSHA Trained and shall have at least two (2) years of experience managing work tickets in MAXIMO.

1.6.12 Staffing Plan: The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract. Additionally, the plan shall identify key personnel, contact information, and descriptions of roles and responsibilities for each staff member. The Pentagon is a 24-hour-a-day, 365-day-a-year facility. Therefore, staffing personnel shall consist of journeyman mechanics in sufficient quantity to provide services for a 24-hour, 365-day period in accordance with the following Maximum Allowable Response Times. At a minimum, the Contractor shall provide a full-time journeyman mechanics onsite during the operating or duty hours between 5:00 AM to 11:00 PM Monday through Friday, except Federal Holidays. Additionally at minimum, the contractor shall provide a site coordinator during the operating or duty hours of 7:00am to 3:00pm Monday through Friday, except Federal Holidays.

1.6.12.1 The Contractor shall establish and maintain a call center to monitor and respond to service calls during non-standard operating or non-duty hours. The Contractor shall provide to the Government at least one phone number and a point of contact and shall respond to service calls during non-standard operating hours or non-duty hours as detailed in the tables below. For the purpose of this contract, non-standard operating hours or non-duty hours are defined as the time between 11:01 PM and 4:59 AM from Monday to Friday and during the weekend from 11:00 PM Friday to 4:59 AM Monday. Non-standard operating hours or non-duty hours also include the Federal holidays listed in PWS Paragraph 1.6.3.

1.6.13 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The Contractors employees shall visibly wear their badges at all times.

1.6.14. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.15 Phase in Phase out Period : To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

Section 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

BOCC. The Building Operations Command Center (BOCC) is the primary location for the Pentagon Building Management Office to monitor all facility infrastructure systems and provide customer care functions. The BOCC acts as a customer call center and produces work orders for Pentagon reservation services. This service is provided 365 days a year 24/7 and routed accordingly.

Contracting Officer (KO) – an individual with the authority to enter into, administer, and terminate contracts.

COR. Contracting Officer’s Representative. Individual appointed by the Contracting Officer to act on behalf of the Contracting Officer within the limits of authority contained in the COR designation letter.

Contractor – An entity or individual that has been awarded a contract.

CPARS - Web-enabled application that collects and manages information in order to assesses a contractor's performance annually (or interim reports, if necessary) and provides a record, both positive and negative, on a given contractor during a specific period of time.

Direct replacement – the replacement of a piece of equipment or component with an exact replacement part from the same manufacturer and of the same model number.

Emergency – A situation requiring immediate action to eliminate hazards to personnel or equipment, to prevent loss of or damage to property, or to restore essential services or functions that have been disrupted.

Emergency Service Call - Requires immediate response after receipt, contractor on-site within the time period required by PWS Paragraph 5.6. Response requires continuous work without interruption to arrest the condition before departing the job site. If further labor and material is required to complete the service call, the work will be completed within the time requirements of a routine service call.

H&RP – Is the Heating and Refrigerant Plant for the Pentagon Reservation. This facility is approximately a 2,600 ft walk from the Pentagon, and is within its own secure perimeter.

Inspection System - The contractor’s system of controlling the equipment, systems, or services to insure that requirements of the contract are met. The contractor is responsible for meeting requirements without Government assistance.

VTMS - The IT network for managing the elevators and escalators real-time working status at the Pentagon Reservation

IUEC - The IUEC represent the most qualified and trained elevator constructors in the world. Members assemble, install and replace elevators, escalators, dumbwaiters, moving walkways and similar equipment in new and old buildings. Elevator constructors also maintain and repair this equipment and modernize older equipment.

Maintenance services – PM, tours, watches, service calls, and minor repairs to all electrical systems as outlined in Attachment A. The day-to-day, periodic, or scheduled work required to preserve real property or equipment to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage and/or failure that otherwise would be more costly to restore.

Major Repair - Repairs with estimated costs from $2,000.01 or more in materials, and/or greater than 32 man hours per individual. Major repairs may be acquired under the indefinite quantity portion of the contract. Major repairs are subject to the Davis-Bacon Act.

Emergency Repair – Requires immediate action to repair essential systems or equipment that may fail and restore them back to its full operational condition within 24-48 hours.

Maximo - Computerized Maintenance Management System that enables service call data tracking and Building Operations and Maintenance tracking of equipment and reporting information related to service calls, PM, repairs, and work order requests from receipt to completion.

Minor Repair - The estimated cost of repair is $2,000 or less in materials, and less than or equal to 32 man hours per individual. Minor repairs are included in the fixed-price portion of the contract and are subject to the Service Contract Act.

Non-Pre-Priced Items - Costs that include labor, material, equipment, etc., which are required for the performance of a particular Task Order, but are not represented in RS MEANS.

OEM - Original Equipment Manufacturer

On-Site Representative - A person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the contractor

Operator Maintenance - Operator maintenance includes, but is not limited to, brushing pools, cleaning filtering devices (bar screens, grates, etc.); inspection for excessive wear, damage, leaks and corrosion; checks of equipment for excessive noise, vibration and overheating; checking of fluid levels; operator corrosion control; check for proper operation of instrumentation and safety devices; and reporting of mechanical deficiencies for correction or repair.

The operator shall report any deficiencies requiring repairs in a timely manner especially if urgent or emergent. All operator maintenance shall be accomplished in accordance with applicable SOMMs or suggested manufacturer requirements. Any deviation to the requirements is subject to the Contracting Officer’s approval.

PERC – Is the Pentagon Emergency Response Center. This facility is located on the Pentagon Reservation, within the Heating and Refrigeration Plant’s secure perimeter. This facility is approximately a 2,600 ft walk from the Pentagon.

PM Program - Includes, but not be limited to, periodic inspection, testing, cleaning, touch-up painting, lubrication, and adjustment; insulation of equipment; lubricating and oil replacement; filter cleaning and replacement; minor parts replacement, and repairs required to keep systems and equipment in optimum operating condition and to minimize malfunction, breakdown, and deterioration of equipment and comply with OEM requirements. Except as otherwise specified, the minimum scope of frequency of PM will be at least the same standard and frequency specified in the SOMMs or manufactures recommendations. Any deviation to the requirements is subject to the Contracting Officer’s approval.

Project Manager – A person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the contractor.

Repair - The restoration of a system, to include collateral equipment, to a condition substantially equivalent to its original intended and designed capacity, efficiency or capability. It includes the replacement of systems and collateral equipment necessitated by incipient or actual breakdown. Repair may be adjustment, overhaul, reprocessing, or replacement of constituent parts or materials that are missing or have deteriorated by action of the elements or usage, or replacement of the entire unit or system if beyond economical repair. Routine minor repairs are covered by the Service Contract Act.

Service Calls - Service calls are defined as unscheduled maintenance and routine minor repair; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; relocation of equipment, materials, and devices; and miscellaneous services. Material costs include parts or entire unit replacement if repair is not economically feasible. All service call work estimated to cost $2,000 or less in materials, and less than or equal to 32 man hours per individual is included in the firm fixed-price portion of the contract.

SMOC – Is the Secure Modular Office Complex, and is located within the Pentagon Village on the Pentagon Reservation. It is approximately 3,000 ft walk from the Pentagon, and located within its own secure perimeter.

SOMM - System Operation Maintenance Manuals. The contractor is responsible for producing these manuals. They explain the operation of the VTE and detail its integration with the supporting building systems, as well as describes the functions of the equipment supporting the VTE installation. The SOMMs shall follow the Pentagon standard format which will be provided to the contractor upon request. Upon acceptance of the final copy, the final copy shall be held at the PBMO O&M Office.

Subcontractor: Is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.

Urgent Service Call – A situation requiring immediate action to restore essential services or functions that have been disrupted or in sensitive locations. Should an urgent situation arise during standard operating hours (e.g., sensitive in nature, burning smell, insufficient utility requirements), the Contractor shall respond and report to the location after a call from the BOCC or the COR.

Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

Work Week: Monday through Friday, unless specified otherwise.

2.2. ACRONYMS

AHJ – Authority Having Jurisdiction

ANSI – American National Standards Institute

ASME – American Society of Mechanical Engineers

BOCC – Building Operation Command Center

CAC – Common Access Card

CFR – Code of Federal Regulations

KO – Contracting Officer

COR – Contracting Officer’s Representative

CLIN – Contract Line Item Number

CPARS - Contractor Performance Assessment Reporting System

FFD – Federal Facilities Division

FSD – Facilities Services Directorate

H&RP – Heating and Refrigeration Plant

IDIQ - Indefinite Delivery/Indefinite Quantity

IST - Integrated Systems Test

IUEC – International Union of Elevator Constructors

MOC – Modular Office Complex

MOP - Method of Procedure

NCR - National Capital Region

NTP - Notice to Proceed

OCI - Organizational Conflict of Interest

OEM – Original Equipment Manufacturer

OSHA - Occupational Safety and Health Administration (OSHA)

PAC – Pentagon Athletic Center

PDA - Personal Digital Assistant

PERC - Pentagon Emergency Response Center

PFPA - Pentagon Force Protection Agency

PLC2 – Pentagon Library and Conference Center

PBMO – Pentagon Building Management Office

POC - Point of Contact

PM – Preventive Maintenance

PDM – Predictive Maintenance

PRS - Performance Requirements Summary

PWS – Performance Work Statement

QA - Quality Assurance

QAP - Quality Assurance Program

QASP - Quality Assurance Surveillance Plan

QC - Quality Control

QCP - Quality Control Program

RRMC - Raven Rock Mountain Complex

SMOC – Secure Modular Office Complex

SOMM – Systems Operation Maintenance Manual

TE - Technical Exhibit

VTE – Vertical Transportation Equipment

VTMS –Vertical Transportation Management System

WHS – Washington Headquarter Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services : The Government will provide training on inputting all equipment maintenance, repair, and service call data into the MAXIMO database.

3.2 Facilities: The Government will provide a Maximo terminal for the Contractor’s use in meeting the requirements of this PWS.

3.2.1 The Government will provide a PBMO Network Terminal for the Contractor’s use in meeting the requirements of this PWS. This terminal will not be able to be used for changes to the system.

3.2.2 The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, storage, and other items necessary to maintain an office environment.

3.3 Utilities: The Government will provide: all utilities in the facility will be available for the contractor’s use in performance of tasks outlined in this PWS. If utilities are furnished, the following is required: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide Personal Digital Assistant (PDA) – handheld devices to input the maintenance data into the PBMO’s latest version of the MAXIMO database system. Software needed to perform maintencae and repair functions on government equipment.

3.5 Materials: The Government will provide access to as-built drawings, SOMMs, manufacturer’s requirements and other maintenance related documents and manuals at the PBMO office. However, the Contractor is responsible for field verifications as well as accuracy of all government provided materials.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance (N/A)

4.3. Materials. The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS. To include an inventory of spare car lighting equipment and car floor tile and finishings.

4.4. Equipment . The Contractor shall provide any tools and specialty tools necessary to meet the requirements under this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Preventive Maintenance. The Contractor shall perform PM and repair services in such a manner that all equipment within the scope of this contract operates in accordance with the manufacturer’s recommended specifications, continuously, and in safe condition. The Contractor shall manage, schedule, coordinate and perform the emergency repairs and service calls as necessary to ensure an acceptable level of service and continuous safe and effective operation of the equipment.

5.1.1. The Contractor shall provide all labor, supervision, materials, equipment, tools, transportation and incidentals necessary to perform full maintenance, repairs, service, load testing, cleaning, adjustments, inspection and certification of elevators, escalators and wheel chair lifts identified in Attachments J-1.

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

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

Contractor.

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

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

Building Management Office, O&M Office.

5.1.2.4. The Inspector shall provide a copy of the testing and inspection field reports directly to the

COR, or authorized representative, and Contractor immediately upon completion of the days testing and inspections.

5.1.3. Any and all changes made to the VTE that are not direct replacements shall first be approved by a VTE Engineer that shall have 8 years of experience as a VTE Engineer, shall be a registered Professional Engineer (PE) in the state of Virginia, and shall have a BS in either Mechanical, or Electrical Engineering.

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

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

5.1.6. The Contractor shall perform PM to the VTMS servers, all VTMS workstations, and all VTMS field devices. All workstations shall provide real-time status indication on full screen Map View displays and other real time screens at all times. All reporting and reports shall be accurate and functional.

All software and hardware shall be maintained to the most recent version unless otherwise directed by the COR.

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

5.1.6.2. All changes to the VTMS shall be performed by a VTMS Technician having at least 5 years of experience installing, and troubleshooting Vertical Transportation Management Systems, such as LiftNet and Sitewatch.

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

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

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

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

5.1.7.2. All identified issues on Electrical and Mechanical equipment shall be called into the Building

Operation Command Center (BOCC) for assignment to the relevant party, and shall also be brought to the attention of the COR in writing. These items shall be tracked as a separate line item on the Maximo Monthly Report. The Contractor shall track these work tickets until the issue has been resolved and ticket successfully closed out.

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

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

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

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

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

5.1.10. The Contractor shall perform the five (5) year inspections and tests required by American Society of Mechanical Engineers (ASME) A17 codes 60 days after issuance of notice of contract award.

Inspections and tests shall be performed by a third party under this contract. The five (5) years inspection reports with detailed test results shall be submitted to the COR within ten (10) days of completion of the test.

5.1.11. Some systems are located in classified areas, which make them mission critical to the operation of Department of Defense (DOD) agencies. The Contractor shall provide at least 5 business days of written notice to the COR to obtain an escort into tenant occupied work areas. In order to preserve continuity of operations for agency missions, all system disruptions must be addressed in writing three (3) weeks in advance as a minimum.

5.1.12. The Contractor shall provide support for special functions and events. Such events include, but are not limited to the annual testing of fire and emergency equipment servicing the elevators, operation of designated elevators in support of the monthly Wounded Warriors activities and the Integrated Systems Test (IST) twice a year. The COR will notify the Contractor of the scheduled event two weeks in advance of the date of the occurrence. Approximately 12 events occur per year for no more than 12 hours duration for each event.

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

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

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

5.2. Elevators and Wheelchair Lifts:

5.2.1. The Contractor shall inspect all elevator units and wheelchair lifts, including equipment rooms, hoist ways and pits in accordance with the manufacturers' recommendations but at a minimum every two weeks. The Contractor shall replace burned out lamps including signal and accessory equipment bulbs, and fluorescent tubes, as necessary and shall include the cost associated with the performance of such tasks in the base bid.

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

5.2.2.1. For instances where the Contractor has to address repeated cases of similar wear and damage, the Contractor is to provide the COR with a Corrective Repair Plan to prevent this damage from reoccurring. Plans are due ten working days after an issue has been identified.

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

5.2.3.1. The Contractor is not permitted to enter electrical panels. If the Contractor requires access to electrical panels they will need to complete and submit the outage request form noted in PWS Para 5.7 for approval.

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

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

5.2.5.1. Any issues identified with the operation of these pumps shall be addressed by the process outlined in PWS Para 5.1.7.

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

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

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

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

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

5.2.9. The Contractor shall ensure that no more than one elevator in a bank is down during normal hours for maintenance. All elevator maintenance shall be coordinated and approved in advance by the

COR.

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

5.3. Escalators:

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

5.3.2. The Contractor shall turn the escalators on at 6:00AM and turn them off at 7:00PM every day from

Monday thru Friday, except for the Metro Entrance Facility escalators which shall be turned on at 5:00AM and off at 8:00PM every day Monday through Friday. The Contractor shall ensure that all escalators remain off through the weekend when turned off Friday evening until turned back on Monday morning. Exceptions to this schedule will come from notice by the COR.

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

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

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

5.3.5. The Contractor shall perform tests to determine that all escalators are operating at their rated speed and that all safety features are operating properly in accordance with manufacturer’s recommendations but no less than semi-annually. Performance tests reports shall be submitted to the COR within ten (l0) days after completion.

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

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

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

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

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

Maintenance (PdM), inspection and testing, minor repairs, major repairs and emergency call responses to Elevators, Escalators and Wheel Chair Lifts located on the Pentagon Reservation and the Raven Rock Mountain Complex. The PM program shall result in maximizing the useful life of the equipment, eliminate or minimize down time, and ensure operating equipment is performing safely at peak efficiency based on the manufacturer’s specifications. The intent of the PM program is to provide routine maintenance services and inspections that permit the early detection and correction of components which, if deficient or defective, would: (a) interfere with normal operation of the equipment; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the contracting officer’s representative (COR) and the contracting officer (KO) as an indication of unsatisfactory performance by the Contractor. PdM is a critical part of the PM plan as it enables the anticipation of timely repair/replacement of individual equipment or equipment components prior to equipment failure in order to avoid or minimize down time.

The Contractor shall provide a flow chart illustrating the Contractor’s process for carrying out the functions within this contract, to include but not limited to PM, Service Calls, and PdM.

5.4.1. The PM program shall include all inspection, testing, adjustments, and maintenance items necessary to ensure that each piece of equipment and associated…