Statement_of_Work-Open_Market.docx

Subject

The Federal Bureau of Prisons (BOP), Field Acquisition Office, Grand Prairie, Texas intends to make a single award of an indefinite delivery/requirements type contract with firm fixed prices to a responsible entity for the provision of Elevator Maintenance services for the Metropolitan Correctional Center (MCC) San Diego, California. General Information regarding the BOP, its facilities, and referenced Program Statements can be located at www.bop.gov. The Government reserves the right to award without discussion and to award as a single award. Therefore, each initial quote should contain the quoter's best terms from a cost or price standpoint.

Place of Performance

The contractor shall perform all maintenance and repairs of elevators located at the Metropolitan Correctional Center, 808 Union Street, San Diego, California 92101.

Schedule

The contractor is responsible for performing scheduled and unscheduled maintenance and repairs, as necessary, on a 24 hour-1-day, 7-day-week, 365-day per year basis, including emergency call back service. The Metropolitan Correctional Center reserves the right to deduct the amount of 25% of monthly payment for each week of missed maintenance.

The Contractor shall perform normal/routine maintenance work, Monday through Friday (except holidays) from the hours of 7:30 am to 2:00 pm, preferred day is Tuesday of each week.

Scope of Work

The Contractor shall provide all management, supervision, labor, materials, repair parts and repairs, supplies, tools, instruments and equipment, and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified in this contract. Such services and maintenance shall apply to all elevator equipment regardless of whether they are specifically shown in these specifications and such services may result in work which may need to be conducted at other than normal business hours so as not to interfere with the normal operations of the MCC.

ELEVATOR MAINTENANCE

STATEMENT OF WORK

These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be nor shall they be construed as limiting specifications or requirements. At a minimum the contractor will be required to take all steps and measurements which would be taken by a prudent building owner to maximize the life expectancy of the property and equipment. All elevator equipment in the building shall be maintained at an acceptable level, throughout the contract period. An acceptable level of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition, i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment.

Service Required

Initial Work - On a mutually agreeable date, no less than 10 calendar days prior to the date performance is to begin, the Contractor and the Contracting Officer’s Representative (COR), shall together make a complete and systematic inspection of all elevators, and related equipment within the building covered by the contract. The Contractor shall then prepare and submit to the Facility Manager, within 10 calendar days prior to commencement of the contract, a performance and existing deficiency report. This report shall list all deficiencies noted during the joint inspection that would require corrections to bring the equipment up to an acceptable and satisfactory condition. The Contractor shall be responsible for making adjustments, which fall within the scope of the contract, using such means as the Contracting Officer deems appropriate. Should the inspection disclose any deficiencies which present an operating hazard, the problem shall immediately be brought to the attention of the Facility Manager and Contracting Officer in writing, specifying the type of problem, estimated down time of the elevator and an itemized labor and materials cost break down.

The Contractor will submit to the COR within 15 calendar days, a list of names of all company mechanics and repair crew personnel for security checks that will possibly be entering the facility during the term of the contract. Personnel who do not pass the security checks or who are not on the approved list will not be allowed to enter the MCC. It is the Contractor’s responsibility to ensure ample mechanics are assigned and meet all security and maintenance requirements. No exceptions will be allowed for absences due to sick leave, vacation, or employee’s inability to meet such requirements.

The Contractor shall submit to the Facility Manager and the COR, a preventive maintenance schedule specifying the scheduled maintenance forms for each of the elevators indicating the maintenance for weekly, monthly, quarterly, semi-annually, and annually. These charts will be reviewed monthly by the Facility Manager and the COR for accuracy and completion. In the event any scheduled maintenance cannot be performed during any specific week the Contractor will notify the Facility Manager in writing, stating the reason why the required maintenance could not be completed, including:

1. Entries to these charts will only be made by a qualified mechanic. These charts and logs will be posted in the appropriate elevator machine rooms and will be subject to review by the Facility Manager and the COR.

2. Request by the Contractor for deviations from the approved maintenance must be submitted with appropriate justifications in writing to the Facility Manager.

3. Within (5) five work days after the end of each month, the Contractor will submit to the COR a detailed written summary report of all maintenance that was completed during that period of time.

4. All scheduled maintenance shall be conducted on Tuesday of each week for a minimum of (4) four hours of licensed mechanic work.

Academic, Experience, and/or Special Qualifications Required

The Contract Manager is responsible for the management and scheduling of work to be performed under this contract and shall possess at least 3 years of supervisory elevator maintenance and repairs (within the past 5 years) on elevators of the approximate size and characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the information specified shall be sent to the Contracting Officer for review by the Contracting Officer and Facility Manager. Both new and replacement Contract Managers must furnish the following information:

1. The full name of the proposed or new Contract Manager.

2. A detailed description of the previous 5 years employment history of the proposed or new Contract Manager.

3. The names and addresses of companies for whom the proposed or new Contract Manager worked for in the past 5 years along with the telephone numbers of his/her immediate supervisors.

The Elevator Mechanic responsible for conducting the maintenance must be licensed by federal, state and city authority, in those trades, crafts or professions which require licensing by such jurisdictions. The license must be of a grade or level consistent with the requirements of the work being performed. All individuals working or assisting with elevator repairs must be certified and licensed to perform such work. All licensing must be current and registered with the Local Elevator and Escalator Union #18. The Contractor shall designate a minimum of 1 mechanic to perform the routine maintenance as specified in the statement of work. In the absence of the designated mechanic, one (1) mechanic must be available at all times to perform routine maintenance. All temporary mechanics and helpers must be under the direct supervision of a licensed mechanic.

The Contractor shall submit in writing to the Contracting Officer, the name(s) of the designated mechanics. It is the licensed mechanic’s responsibility to provide a copy of his/her license to the Contracting Officer on a quarterly (4 times per year) basis, or in the event of a significant change. Any new mechanics must present their qualifications to the Administrating Contracting Officer or the COR prior to providing any services.

Operational Requirements

This contract is for full elevator maintenance service. Full service is defined as all services to maintain all elevators, appurtenances and accessories in a fully operational mode at all times, except for pre-scheduled down time. Pre-scheduled down time is defined as the time an elevator is placed out of service for the purpose of accomplishing preventive maintenance. In the event of an unexpected breakdown of the elevators or associated equipment, the Contractor will submit to the Facility Manager and the Contracting Officer, the estimated down time of the elevator or associated equipment in writing. A status report will be provided / updated on a weekly basis starting the Monday after the breakdown occurred. All elevators will be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and as outlined in the ASME A17.1-2000. These specifications are to include the initial maximum load capacity, governor speed, fire recall operations, and maintain specified door opening and closing time, in accordance with applicable codes.

The Contractor shall maintain the elevators, appurtenances, and equipment so as to comply with the requirements of the American National Standard Safety Code for elevators and escalators, (A17.1 - 2000) for newly modernized elevators. The ANSI Elevator Inspection Manual A.17.2 shall be used as a guide to establish inspection procedures to ensure equipment is operating in a safe manner. All manufacture’s recommendations will be taken into consideration.

Extent of Work

The Contractor shall furnish all tools, labor, materials, equipment and special instruments to perform all necessary services and repairs to provide complete elevator maintenance, examination services and tests to keep the elevators, including the controls systems in a safe operation condition. Such service and maintenance shall apply to all elevator equipment, regardless of whether they are specifically outlined in these specifications. Services for emergency repairs will be done in coordination with the MCC as not to interfere with the normal operations of the institution.

The maintenance and repairs is to be performed on the following types of elevators within the secure perimeter of the Institution:

1. Cable Driven Traction Elevators:

(2) Montgomery Security Elevators (14) stop.

(2) Montgomery Visitors Elevators (12) stop.

(1) Montgomery Marshal Elevator (3) stop.

2. Hydraulic Elevator:

(1) Montgomery freight elevator (2) stop.

The Contractor shall assign to this maintenance contract, a competent Service Engineer who shall ensure all the work required in this contract his personal supervision and who will be responsible for the adequacy of all work performed.

The Contractor shall furnish all labor, supplies, parts, and materials necessary to perform cleaning, maintenance, inspections, repairs or replacement to elevator equipment, appurtenances and accessories, This list includes but is not limited to: hoist-way sheaves, deflector sheaves, compensating sheaves, counter weight assemblies, counter weight and car buffers, fire tabs, cables; hoist-way motors; controllers; selects; worm gears; thrust bearings; brake magnet coils; brake shoes; brushes; windings; commutators; rotating elements; contacts; coils; resistors; motor circuits; magnet frames; intercoms; cams; car doors; door hangers; tracks; guides; door operating devices; interlocks; bulb replacement in signal system, fire recall system; hoist-way ropes; governors; relays and electronic or mechanical door safely equipment. Where applicable to hydraulic elevators the above listed parts shall include the cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fitting and flexible pipe connections, operating controls, electrical controls, discharge, pressure, and vacuum tanks, emergency cab lighting and emergency telephones.

Equipment under warranty shall be maintained in accordance with the warranty and manufacturer’s instructions.

Preventative Maintenance Scheduling

The following is a list of minimum maintenance required by the MCC but is not limited to the requirements as specified by the Contractor.

Weekly Maintenance

1. Clean all elevator pits of dirt and debris. Inspect compensating sheaves, sheave clearance, check condition of all stop switches, limiting switches, pit lighting, buffer switches, and check all counterweight buffers for oil leaks.

2. Motors: check and verify the condition of all brushes for wear, check all bearings for excessive noise and vibration, excessive bearing heat, and build-up of carbon dust in motor windings.

3. Geared machines: Inspect oil pickup and packing, check for leaks, check all hoist-way motor brushes and replace as necessary.

4. Car doors: clean all door sills and remove all debris build up, clean and lubricate all door clutch assemblies, inspect all door operating equipment such as relating cables, compensating cables, electronic and mechanical safety edges, fire tabs, door sills, interlocks, door opening motors.

5. Controllers: Clean all dust from switch gears, relays, fuses, resistors, capacitors, and all electrical / mechanical devices in the control cabinets and ensure cooling fan is operational in controller cabinet.

6. Hydraulic elevator: Observe operation of the hydraulic pump while elevator is traveling in the up and down direction, check level and condition of hydraulic reservoir, check condition of car safety gates and switches, bi-folding door operation, and safety clutch operation, ensure pit stop switch is operational.

7. Indicator Lighting: Ensure all hall call lights are operational, replace as necessary, verify operation of call directional indicator in car, and replace any non-operational lights in the cars control operational panel.

8. Inspect governor mechanical weights and safety switch for proper operation.

Monthly

1. Brakes: Observe brake operations on all cable driven cars, inspect brake clearance, lubricate all pivot points.

2. Ropes: Check drive sheave and remove all debris from grooves to prevent damage to ropes.

3. Hoist-way driver: Check condition of oil seals note and document any oil leaks, check oil level in driver and replenish if necessary. Ensure oil flinger ring is operational on forward and rear bearings of driver. Check for indications of excessive noise and vibration from driver. Ensure all coupling bolt locking devices are installed.

4. Car Tops: Clean all car tops of dust and debris. Ensure cable shackles have locking wires installed. Ensure all cable shackles are secured with locking pin or wire. Check pickup roller and door clutch clearance on all floors and adjust as necessary, check the condition of door operator belts and ensure all belts are of good quality and free from cracks and tears. Ensure car top light and the 110 volt service is operational. Check the condition of hoist-way cables and governor cable the entire length of the hoist-way. Any discrepancies will be brought to the attention of the Facility Manager and the COR promptly (day of inspection). Check counterweight rollers and replace as necessary.

5. Clean all dirt and debris from the pits, check clearances on governor tail sheaves, and adjust as necessary, check compensating sheaves for proper clearances and adjust as necessary, exercise all compensating sheave switches for proper operation. Check counterweight buffers for oil leaks and proper operation. Ensure the stop switch for each elevator is operational.

6. Test and operate the fireman phase I and II recall function all cable traction driven elevator and the door hold function is operational. Any discrepancies will be reported to the Facility Manager along with a written plan of action within (3) working days of the finding.

Quarterly

1. Clean and vacuum all hoist-ways, and remove all building from back side of all hall doors and elevator cab doors sill area.

2. Ensure car top emergency lighting is operational, repair as necessary.

3. Vacuum out all motor generators and hoist-way motors.

4. Inspect leveling operation of each elevator to ensure car is leveling to landing floor. Clean all switches and vanes associated to floor leveling of each car.

5. Test door operation for proper door closure pressure, inspect door hangers for proper operation and adjust as necessary.

Semi-Annual

1. Check all slow down switches on all floors, for proper operation and adjust as necessary.

2. Inspect all deflector sheaves and lubricate as necessary.

3. Manually compress all counterweight and car buffers to ensure for proper operation.

4. Measure all incoming line voltage to ensure proper voltage reading.

5. Test Fireman phase I and II recall function on each elevator, in conjunction with the semi-annual elevator inspection.

Annual

1. Slow speed test all safeties during the annual elevator inspection.

2. Change oil in the hoist-way gear drivers and replace with new oil.

3. Obtain thrust bearing reading clearances on all hoist-way drive machines. Replace or shim thrust bearing to manufacturer’s recommended clearances.

4. Inspect all worm gear teeth for evidence of uneven wear or broken teeth. Repair or replace as necessary.

5. Test fireman Phase I and II in conjunction with the annual elevator inspection for proper operation.

Emergency Call Back Service

Emergency call back service shall be limited to the performance of simple adjustments or replacement of minor parts to restore elevator operation, and for the purpose of freeing trapped individuals in a stalled car. The Contractor shall restore the car back to normal operation after the problem has been resolved and the car is operating safely. Emergency call-back service for the purpose of freeing a trapped individual shall not exceed (30) thirty minutes. All other trouble calls shall not exceed 120 minutes. After hours call back time will begin at the time of arrival and will terminate at check-out time. When after hour call back service has been requested, a copy of the service ticket including labor and summary of repairs will be left at the job site. Emergency call back service consists of promptly responding to requests from the Government for service on a 24 hour per day, 7 days per week, 365 days per year basis.

Emergency call back service is necessary when either #1, 2, 3, 4, or 5 elevators are inoperative. Request for emergency or ordinary call back service may be made by the Contracting Officer or by designated personnel by telephone or other means. Repairs implemented during the emergency call back service due to normal wear and tear will be furnished by the contractor. Supplies / materials for repairs that are implemented due to misuse or vandalism will be chargeable to the MCC with a written cost estimate provided to the Facility Manager no later than noon the next working day. The determination of normal wear and tear versus vandalism will be determined by the elevator control computer trouble logs, and visual inspection of the area of concern on elevator in question.

Inspections

The Contractor shall be responsible for providing a maintenance mechanic and helper at the site to assist with the semi-annual and annual inspection. During a load test requirement of any elevator, the contractor shall provide a minimum of (1) maintenance mechanic and (1) helper. During the Annual inspection the Contractor shall provide a tachometer and a pressure test-gauge with current calibration requirements. In the event of mechanical failure of the elevator or associated equipment during the inspection the contractor shall be responsible for any additional costs occurred for re-inspection.

Institution Security

The Contractor and its employees shall be required to meet and adhere to all regulations prescribed by the BOP for the safety, custody and conduct of inmates. The BOP requires all non-employees to sign in and out of the institution for security reasons. Contract staff will sign the log, indicating the date of visit to the institution, time of arrival, and time of departure. The Government reserves the right for security reasons to prohibit certain contractor employees from entering onto Federal property. The Contractor or its’ employees may, at any time, be removed from the institution at the discretion of the CEO. Additionally, contract staff will each be required to wear an ID badge, provided by the Government, at all times within the confines of the institution. The Contractor will maintain and furnish time and attendance reports as required by the Facility Manager. Employees of the Contractor will be required to attend a four hour orientation program prior to performing contractual duties within the institution. The date and time for this orientation will be coordinated by the COR. Refresher training in security and BOP procedures may be required annually. Compensation to the contractor for time spent in this, and any other required security related training, will be at the contract rate, prorated hourly. In the event of an institution emergency, the Contractor may be asked to leave the institution.

The Contractor will be responsible for proper tool and equipment control. At the time of arrival and before entry into the institution, all maintenance mechanics and repair crew personnel entering the institution will have all tools and equipment inventoried prior to entering the secure perimeter of the institution. These tools and equipment will be checked in and out by institution staff members. No tools will be left in the institution. In addition, contractors may be required to submit their possessions for passage through an x-ray screening machine and may be required to clear a walk through metal detector.

Lock-Out / Tag-Out shall be required on all equipment placed out of service. The MCC shall provide the contractor with locks for Lock-Out / Tag-Out. Under no circumstances will the Contractor be allowed to possess a personal lock while in the secure perimeter of the institution. The Contractor will be responsible for providing the locking devices used for breakers and disconnects. The Contractor will not be allowed to move freely about the institution without escort.

Attire

The Contractor employees are prohibited from wearing khaki and hunter green clothing on institutional property due to this being the clothing colors worn by the inmate population.

Inmate Management

The Contractor shall be constantly aware of security and maintain a professional relationship with the inmates at all times if they come in contact with the inmate population. Any violations of the institution rules and regulations are to be brought immediately to the attention of an appointed Government employee for prompt and proper action.

Restrictions on Contract Workers

The Contractor cannot - supervise inmates; supervise Bureau of Prison staff; participate in inmate accountability; requisition, sign for or pick up supplies; formulate policy or procedures; and, attend recalls or staff functions.

Inspection of the Site

Inspection of the site will be available to all interested quoters. Prior approval is necessary for such a visit and will be coordinated through the institution Facilities department. Each interested quoter is urged and expected to visit the site and make his/her own personal inspection to thoroughly familiarize himself/herself with all general, local, and existing conditions before submitting his/her quote for this service to prevent any unforeseen conditions after the contract is executed. When the quote is submitted, it shall be interpreted by the Contracting Officer to mean that the quoter has examined the site fully understanding the existing and proposed conditions and has made all necessary and due allowances for them in his/her quote prior to submittal.

Method of Performance

The Contractor has sole responsibility and discretion for choosing and implementing the manner and method of performing tasks outlined in this Statement of Work as long as the requirements are met in accordance with the policies described above.

The services, although not directly supervised, shall be reviewed by institution facility staff to ensure contract compliance. The Contractor’s performance will be evaluated in accordance with FAR Part 42. Contract monitoring reports will be prepared by the COR and maintained in the contract file. The Government reserves the right to suspend, limit or revoke the Contractor’s privileges at the facility due to violations of security procedures.

In accordance with FAR 42.1502 & 42.1503: Agencies shall prepare an evaluation of Contractor Performance and submit to Federal Past Performance Information Retrieval System (PPIRS). The Department of Justice, Federal Bureau of Prisons utilizes the Department of Defense (DOD) web based Contractor Performance Assessment Reporting System (CPARS) to provide contractor performance evaluations. Contractor shall provide and maintain a current e-mail address throughout the life of the contract. The Contractor shall register with DOD within 30 days of receiving an e-mail from the Focal Point. The e-mail will contain a “USER ID” to complete the registration. The Contractor must be registered to access and review its evaluation and/or provide a response. If assistance is required when registering, please contact the institutional Contracting Staff/Focal Point for assistance, guidance, and instructions.

Other Considerations

It shall be Contractor’s responsibility to provide an updated roster of new mechanics, appetences and helpers names to the COR when new employees are hired into the Company.

The MCC shall not be responsible to provide contractor parking for emergency call back service or routine maintenance. The Contractor shall be responsible to meet all time obligations as specified in the Statement of Work.

The Contractor shall be responsible for the painting of the machine room, equipment, floors, car tops, and preservation of all supports in elevator pits, and elevator and counterweight rails. The Contractor shall obtain permission from the Facility Manager and the COR on the choice of colors, as approved by industry standards. All paints must be water based and lead free.

The Contractor shall be responsible for providing the institution with (3) copies of the Material Data Sheets (MDS) for all oils, solvents, paints, cleaning materials, greases and degreasers. The MDS will be provided a minimum of 24-hours prior to entry of the institution. All MDS will be routed to the Safety Manager for approval. Upon review of the material information, the Safety Manager will approve/disapprove the material. If the material is deemed to be of extreme hazard, the material will not be allowed on the property and an alternative product will be substituted by the contractor. No oils, greases, solvents or paints will be stored in any of the machine rooms, elevator pits, or hoist-ways. The MCC will provide the contractor a storage container for only limited amounts of oils and greases used for routine maintenance purposes.

All employees entering the institution shall have the required safety equipment to perform the maintenance and repairs to include, but not limited to: safety shoes, dust respirators, gloves, hard hats, safety harness, anti-fall equipment, and ear and eye protection.

All employees entering the institution will not be allowed to carry a cell phone, two-way radio or two-way pager. Numerical pagers are allowed and must be proven to be operational prior to entering the institution.

All employees must possess a valid photo driver’s license to be maintained in the control center while in the secure perimeter of the institution.