Sacramento Elevator Maintenance Service SOW.pdf

LOCATION(S):

Location 1 Robert Matsui U.S. Courthouse and Federal Building (CA0306ZZ) 501 “I’ Street Sacramento, CA

Location 2 U.S. Post Office and Federal Building (CA0083ZZ) 801 “I” Street Sacramento, CA

Location 3 John E. Moss Federal Building (CA0152ZZ) 650 Capitol Mall Sacramento, CA

Location 4 Federal Building (CA0199MM) 2800 Cottage Way Sacramento, CA

Statement of Work

A. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

U.S. General Services Administration

Scope of Work For

Full Elevator Maintenance, Service, Repairs and Replacement

A.1. DEFINITIONS

1. Acceptance. Constitutes acknowledgment that the supplies or services conform to applicable contract quality and quantity requirements.

2. Additional Services. Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the basic services included in the offeror’s overall pricing. Contractor will be reimbursed for the additional services to include all labor, supervision, supplies and materials. The CO or designee will issue a separate delivery order before work may proceed. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or their designee as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency), although typically a 48-hour notice will be given as a minimum.

3. Approval. "Approval" means the Government has reviewed submittals, deliverables, or administrative documents (e.g., insurance certificates, MSDS Sheets, etc.), and has determined the documents conform to contract requirements. Government approval shall not relieve the Contractor of responsibility for complying with Federal, State, local laws and regulations.

4. Building. A reference to “facility” and “site” is interchangeable with “building”. A man-made structure used or intended for supporting or sheltering any use or continuous occupancy.

5. Contracting Officer (CO). Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

6. Contracting Officer's Representative (COR). The Contracting Officer's Representative (COR) shall be appointed by letter from the Contracting Officer (CO). COR will be the primary Government representative for the administration of the Contract but will not have the authority to modify the contract.

7. Contractor. The term Contractor refers to the individual, firm, partnership, company, or corporation providing the services and directly contracting with the GSA as the prime contractor in the performance of the work described herein.

8. Elevator. The term elevator is used to mean all elevator, escalator, dumbwaiter, handicapped lift, courtroom lift, platform lift and wall glider equipment, if applicable, at the location(s).

9. Emergency. Emergency refers to all conditions and threats that are either man made or acts of God that require immediate action by the contractor to eliminate or mitigate actual or expected damages. Emergencies may include but not be limited to entrapments, bombings, bomb threats, civil disturbances, fires, explosions, electrical failure, entrapments, building flooding, chemical and gas leaks, medical emergencies, hurricanes, tornadoes, floods, and earthquakes.

10. Emergency Call-Back. Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within thirty (30) minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the CO or their designee of the time and date corrective action will be taken. Requests for service may be made by the CO or their designee by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the CO or their designee to be an emergency nature.

11. Environmentally Preferable. Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

12. Installing Contractor. Construction Contractor or subcontractor who originally installed the equipment, system, part, item, unit or component.

13. Maintenance Control Plan (MCP). ASME A17.1 Safety Code for Elevators and Escalators, Section 8.6.1.2 requires that all elevators be provided with a Maintenance Control Program (also referred to as a Maintenance Control Plan). A Maintenance Control Program for each unit shall be provided by the person(s) and/ or firm maintaining the equipment and shall be viewable on-site by elevator personnel at all times from time of acceptance inspection and test or from the time of equipment installation or alteration. The MCP is a written plan that details all of the maintenance tasks which must be performed and the frequencies with which they are performed.

It takes into consideration a variety of criteria, including the type of equipment, its age and condition, the type of use, environmental conditions, and any other special concerns surrounding that elevator.

It is not a generic document, but is intended to be a specific set of instructions designed to address all of the particular maintenance issues relating to a particular elevator.

Procedures for tests; periodic inspections; maintenance; replacements; adjustments; and repairs for traction- loss detection means, broken-suspension-member detection means, residual-strength detection means, and related circuits shall be incorporated into and made part of the MCP.

In GSA facilities a copy of the MCP shall be located in each elevator machine room, with a master copy kept in the building maintenance office.

14. Negligence. Is the failure to use care under the circumstances, it is the doing of some act which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

15. Normal Working Hours. “Normal working hours” are the hours of building operation under most circumstances when all services shall be provided to all occupants. The normal working hours for this location is 7:00 a.m. and 5:00 p.m., Monday through Friday, excluding Federal holidays.

16. Normal Building Operating/Business Hours. “Normal Building Operating Hours” are the hours the building is open for tenant occupancy. The normal building operating/business hours for this location is 6:00 a.m. and 6:00 p.m., Monday through Friday, excluding Federal holidays.

17. Other Than Normal Working Hours. Hours other than that defined as normal working hours.

18. Overtime Services. Overtime services are defined as work within the scope of the contract originally intended to be performed during normal working hours, where the Government requests the work be performed outside of normal working hours to expedite the return of an elevator to operating condition or to minimize disruption to tenants.

19. Performance Requirements. Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

20. Performance Work Statement (PWS). The Performance Work Statement details the work requirement and can be referred to as the specification.

21. Performance Standard. The performance standard is based on the full and effective performance of all work as required by ASME A-17.1 Safety Code for Elevators and Escalators, the Maintenance Control Plan and this performance work statement and measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean times between service calls, response to service calls, ride quality, stopping accuracy, downtime, customer surveys, and review of preventive maintenance and inspection reports shall be among the governing factors in determining the adequacy of the elevator maintenance.

22. Quality Assurance. Actions taken by the Government to ensure services meet contract requirements.

23. Quality Control. Quality control is defined as the activities and processes employed by the Contractor to monitor and oversee all of the work performed under this contract to ensure the highest level of quality and workmanship as well as timely and effective execution of all contract requirements. Quality control also includes those measures utilized to effectively identify problems or issues and implement corrective action that produces sustained results.

24. Service Calls. Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor by CO or their designee. The Contractor shall respond promptly within two (2) hours to requests for service. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator and notify the CO or their designee of the problem and the time and date corrective action will be completed (excluding priority elevators such as freight or Judge’s). In the case of priority elevators (Judges, Prisoner, parking garage), work shall continue with immediate notification to the CO or their designee of the problem and time and date corrective action will be completed.

25. Shall vs Will and Shall vs Must. Throughout this solicitation, the terms "shall", "will" and "must" are used. "Shall", "will" and "must" denote the imperative. They indicate an obligation to act. In this solicitation, and any resulting contract, "shall", "will" and "must" have the same meaning.

26. Sign In/Sign Out (Log). Designated log format for use by all Contractor/Subcontractor employees to record the arrival and departure from the building. The Government requires all Contractor/Subcontractor employees to use the GSA Form 139 whenever they enter or leave the building.

27. Designated On-site Authority. The term "designated on-site authority" refers to a person designated in writing by the contractor who has authority to act for the contractor on a day-to-day basis at the work site.

28. Vandalism. Willful and malicious destruction of property.

29. Modification. Modification is a bilateral or unilateral change in the terms of a contract.

30. Product Preference. Products that are identified as “environmentally preferable”, and bio-based will be selected over those which do not carry such designations. The following factors to consider when selecting products include: environmental performance, cost performance, bio-based, recycled content, biodegradability, technical performance, and availability.

31. Quality Assurance Surveillance Plan (QASP). The Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of

Work (PBSOW).

32. Quality Control Program (QCP). The Quality Control Program is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the Contractor.

33. Performance Based Service Contracting. The procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

34. Standard Services. A standard service is defined as all services that are included in the monthly price or as defined in the Contract document. Prices are to include all applicable labor, materials, supplies, equipment (except as otherwise provided), supervision, and management.

A.2. SCOPE OF WORK

In accordance with standard elevator industry practice, this is a full-service maintenance repairs, replacement contract. The Contractor shall inspect, maintain, repair, test, and clean all of the elevators and the elevator equipment for the applicable Groups.

The Contractor shall provide full elevator maintenance service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs, inspections and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operational mode at all times except for pre-scheduled downtime including all labor, parts and materials. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoist ways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails. Reference is made to Section 8.6 of the ASME A17.1 Safety Code for Elevators and Escalators which establishes requirements that must be adhered to.

Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of the equipment and components of the Elevator system(s).

The Contractor shall accept these elevators "as is." Obsolescence is not recognized in the terms of this contract. Except as listed below, no components are excluded from the requirements of this contract. All repairs shall be the Contractor's sole responsibility.

The maintenance Contractor must provide all tools, equipment, supplies and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ.

This includes inspections and tests required at six (6) month, one (1) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the performance start date specified in the Notice to Proceed.

A.3. CODE COMPLIANCE AND REFERENCED DOCUMENTS

The Contractor shall, as specified herein, maintain, repair, replace, test, and clean all the elevators, escalators, and dumbwaiter, including all related equipment and their accessories in compliance with ASME A17.1 Safety Code for Elevators and Escalators, A17.3 Safety Code For Existing Elevators and Escalators, ASME A18.1 Safety Standard for Platform Lifts and Stairway Chairlifts. All other codes and standards cross referenced by the ASME standards apply. All errata, interpretations and revisions made to the ASME codes are incorporated into this contract upon publication. Other standards incorporated by reference into this contract (e.g., NEC) apply to VTE and associated equipment systems.

The ASME A17.2 Elevator and Escalator Inspection Manuals shall be used as a guide to establish that the equipment is operating safely.

Maintenance shall be performed in accordance with manufacturer’s recommendations, or the Public Buildings Maintenance Standards (October 1, 2012, version) when comprehensive manufacturer’s recommendations are not available.

The Contractor shall submit proposed maintenance guides to the Contracting Officer's Representative (COR), for approval, when established guides do not currently address a specific piece of equipment requiring maintenance.

Safety Deficiencies If any condition is disclosed which constitutes a safety hazard to either elevator passengers or equipment, that unit shall be removed from service immediately. After corrections have been made by the elevator mechanic, the work performed must be properly documented in the service/repairs/replacement records of what was done, date/time completed and mechanic’s first and last name. The elevator service company must inform and report to the CO/ COR and the subject unit shall be placed back in service.

C.4 PREVENTATIVE MAINTENANCE

The Contractor shall furnish all supplies, material, labor, labor supervision, tools, equipment and lubricants necessary to provide full preventive maintenance, adjustments, replacements, testing, and repair services for the complete vertical transportation system.

The Contractor shall be responsible for comprehensive preventive, proactive maintenance for all vertical transportation equipment covered by this contract. To keep the elevator machine rooms, hoist ways, pits, car tops, and all equipment in an orderly, safe, and clean condition. ASME A17.1 shall establish minimum Code required standards for maintenance.

The Contractor is required to regularly and systemically examine, clean, lubricate and adjust the vertical transportation equipment. The Contractor will provide 24-hour unlimited callback service and, as conditions warrant, repair or replace all portions of the vertical transportation equipment included under this contract.

Contractor shall furnish all necessary diagnostic tool(s), laptops, or other service-related equipment to perform; full maintenance, repairs, adjustments and code required tests. This requirement is for all controller systems, OEM and/or non-proprietary.

Maintenance Control Program The Contractor shall develop, submit, and implement a Maintenance Control Program (MCP) acceptable to the CO or their designee. The MCP must be in compliance with the requirements of the ASME A17.1 Safety Code for Elevators and Escalators Section 8.6.

All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards and regulations. If a conflict arises between these standards, the Authority Having Jurisdiction (GSA) will determine the appropriate application.

Within fifteen (15) days after award and no later than the contract start date, whichever is earlier, a copy of the MCP will be provided to the CO or their designee. The MCP must be reviewed and approved by the CO or their designee.

Failure to provide a MCP that is fully compliant may result in withholding of payments and/or contract termination. The ASME A17.1 Section 8.6.1.2.1 states: “The MCP shall specify examinations, tests, cleaning, lubrication, and adjustments to applicable components at regular intervals.”

The MCP must identify the specific maintenance tasks and frequencies at which they will be performed. These tasks must be based on the manufacturer’s recommendations, the type and age of the equipment, the accumulated wear, the environment the equipment is located in, the level and manner of use of the equipment, and any other influencing factors that may require varying levels of maintenance.

These tasks may be organized in groups relating to the location of the tasks being performed, but the individual elements of the each task must be delineated separately. The MCP shall be transmitted electronically to the CO or designee for approval. Once approved, the MCP will be maintained electronically, and a current copy maintained/posted in each elevator machine room.

The MCP shall be reviewed regularly and not less than annually at the contract anniversary, by the Contractor to ensure its continued relevance, updating as appropriate to reflect any changes in equipment, condition or use. The updated MCP shall be transmitted electronically to the CO or designee for approval and an updated copy available in each elevator machine room. GSA may request a review of the plan at any time, to ensure its continued suitability and effectiveness.

The Contractor shall maintain a preventive maintenance log for each elevator to document compliance with the MCP. A detailed log of all service calls, in compliance with the MCP requirements, shall also be maintained for each elevator. This is in addition to the requirement to submit a report monthly of all work performed. These records represent the official maintenance history of the equipment and as such are the property of GSA. These records must be maintained and secured in the elevator machine room and electronically and remain the property of the Government at the conclusion of this contract. This includes all historical records of maintenance, repair, service calls, warranties, etc. The Contractor must not dispose of any equipment records.

C.5 REPAIRS AND REPLACEMENTS

Provide parts inventory on-site. Critical replacement parts shall be immediately available through either on-site stock or from local stock or suppliers. Minimum on-site stock as specified herein or as practically necessary to meet the requirement for immediate availability shall be put in place on stock by first performance day of the contract.

The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, materials, supplies and subcontracts for all equipment and systems specified herein. The Contractor shall not be required to make renewals or repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his/her representatives, employees and subcontractors, or by reason of any other cause beyond the control of the Contractor, except ordinary wear and tear. This does not exempt deficiencies from coverage under this contract that may have developed or were caused prior to the contract effective date. There are no exemptions for obsolescence of any particular component.

Excluded from this contract are unprotected hydraulic cylinders and underground piping for hydraulic elevators.

Repairs for components or assemblies comprised of multiple parts shall be rebuilt to as new condition. No parts or vertical transportation equipment covered under this contract may be permanently removed from the job site without written approval from the COR. This does not include renewal parts stocked on the job by Contractor, which shall remain the property of the Contractor until installed for use on the equipment.

The Contractor shall store the replacement parts at the GSA building. At a minimum, of one of each size and type of the following parts shall be on-site and restocked by the Contractor.

1) Commonly used controller parts; fuses, relays contactors, switches and photo-eye safety edge.

2) Spare Encoder/ Tachometer

3) Motor brushes, door magnets, landing system components

4) Provide spare; I/O boards, main controller boards, door operator boards, 10% per controller.

5) Resistors, capacitors, and all other routinely used replacement parts.

Provide parts inventory on-site. Critical parts to operation or routinely used replacement parts, including solid-state boards, shall be immediately available. An up-to-date inventory of spare parts shall be maintained. This inventory shall contain the description and part number of all replacement parts in stock and shall be submitted to the Contracting Officer (CO) and COR for approval a minimum of five (5) working days prior to the start of the contract or option and annually thereafter.

Parts installed on the elevators covered by this specification, shall be new and genuine parts supplied by, or ensured by the Contractor as equivalent to the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to avoid any interruption of elevator service. When existing components are no longer available, replacements with compatible components will be required. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible.

C.6 LABELING AND CLEANING

The Contractor shall keep all machine room, car top, hoist way and pit equipment clean, free of rust, and properly labeled. Permanently label all Code required data, information, and numbers on equipment per ASME A17.1 Code. Contractor shall maintain all building space assigned to the contractor and Government-owned equipment the contractor is authorized to use, in a neat, clean, orderly and good working condition at all times.

Machine exterior and other equipment parts which are subject to rust shall be kept painted. The machine room and pit floors shall be kept painted with good quality odorless machine/ equipment rated enamel paint.

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. All machine rooms, hoist ways, pits, elevator equipment and landing sill grooves will be kept clean, free from dust, dirt, grease, oil and foreign debris. Contractor will keep Safety Data Sheets (SDS) on file with the on-site GSA representative or his designee for all chemicals/ materials it uses.

The Contractor will use reasonable care to minimize the generation of waste and will properly dispose of all generated waste. The Contractor shall provide a fire rated waste receptacle. The Contractor will use reasonable care to minimize the risks its work poses to the environment, customers, and the general public and contract employees.

C.7 MINIMUM QUALITY CONTROL PLAN PERFORMANCE STANDARDS

These specifications are a statement of the standard 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. The Contractor will be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the elevators and related systems and ensure safe and reliable elevator operation.

A critical component of this performance specification is the contractor’s Maintenance Control Plan (MCP). The Contractor is required to submit a MCP acceptable to the CO or designee and document compliance with the plan through the use of required service call and preventative maintenance logs.

The Contractor agrees to maintain the originally specified or manufacturer’s recommended performance requirements of the vertical transportation equipment and in compliance with the applicable ASME A17.1 Safety Code for Elevators and Escalators and ASME A18.1 Safety Standard for Platform Lifts and Stairway Chairlifts.

Floor-to-floor times are measured from the time the doors start to close, for a typical one floor travel, until the elevator is approximately level with the next successive floor, either up or down, and the doors are ¾ open.

Door opening times are measured from the start of car door opening until the doors are 1” from the fully open position. Door closing force shall be measured with the doors at rest between 1/3 and 2/3 closed. Stopping accuracy shall be measured under all load conditions. Variance from rated contract speed, under any loading condition, shall not exceed +/- 3%.

The Contractor shall be responsible for the telephones, telephone lines, intercom devices and lines within the hoistway. The Contractor shall be responsible for the programming of telephone instruments.

The Contractor is required to perform at least one (1) Elevator phone/ communications test, minimally once a month on all elevators. This test requires the elevator mechanic to place/ receive a test call with the current elevator telephone service provider. All testing results for each elevator and information must be properly documented following all tests and maintenance performed, including the elevator mechanic’s name, date and time performed. Provide this documentation to the GSA

Building Manager/COR and within the Elevator Service MCP.

C.8 LIGHTING AND OTHER COMPONENTS

The contractor shall be responsible for maintaining all lighting installed in the elevator machine room, hoist way, pit, car top, and car (including emergency lighting). The contractor shall maintain, repair, and replace all elevator hall stations and lobby fixtures, visual and audible components including but not limited to ballasts, bulbs, lamps, tubes, and all elevator bells and chimes.

C.9 CODE REQUIRED INSPECTIONS AND TESTS

C 9.1 The Contractor shall perform periodic equipment tests and inspections of all equipment including, but not limited to no-load, slow-speed test of car and counterweight safeties, governors and buffers;

monthly Firefighter’ service operational tests, standby power operation test and 5-year, full-load, full-speed, test of safeties, governors and buffers, etc. in accordance with the most current ASME A17.1 Safety Code for Elevators and Escalators. Annual, Semi-annual and 5-year safety inspections performed pursuant to ASME A17.1 shall be performed under the observation and guidance of an independent ANSI certified QEI Safety Code Inspector hired separately by the Government.

The Government shall contact the Contractor regarding scheduling of safety inspections; the Contractor shall provide a qualified journey-level elevator mechanic (or as many as needed to perform the tests) and accompany and assist QEI Safety Code Inspectors, as requested by the Government.

Journeyman-level elevator mechanic(s) performing tests shall be mechanics’ who possesses knowledge and skills required for setting and adjusting elevator controllers, to accurately perform code required function tests. The Contractor shall provide uninterrupted assistance to the QEI Safety Code Inspector during the testing and inspection periods.

The Contractor is responsible to ensure that all the Elevator equipment is in proper operating condition prior to the scheduled inspections and tests with the QEI Safety Code Inspector.

Contractor shall correct all deficiencies noted under such safety inspections at Contractor’s expense within 15 days. Safety or emergency items shall be corrected immediately.

The Government reserves the right to require the Contractor to perform inspections or tests whenever deemed advisable to ascertain that the requirements of this contract are being fulfilled.

All tests shall be scheduled through the CO or their designee and the Government reserves the right to witness all testing. These inspections will be at no additional cost to GSA.

C.9.2 Work Scheduling and Reporting Accomplishments The Contractor shall instruct his/her personnel, including subcontractors that any time they perform work under this contract they shall comply with the following procedures.

a. Contact the CO or designee when first arriving at the building. Upon arrival and departure, all personnel must sign in and out using the designated form, GSA Form 139. If the work is of a continuing nature, this procedure must be repeated daily.

b. At the completion of the work, the Contractor’s employees shall submit to the CO or their designee or the designated representative a copy of a work order, repair order or a form (in hard copy or electronic format) which will furnish the following information:

I. Name and address of the Contractor II. Name of Contractor’s employee in charge of the work III. Date(s) work performed, and hours expended per employee.

IV. Brief description of work performed including equipment identification.

V. List any parts removed and replaced.

c. Work Scheduling Requirements Five (5) days after award, the Contractor shall submit their proposed method for compliance with the Maintenance Control Program (MCP) identified in Section C.4, including their proposed preventive maintenance plan and reporting mechanism, detailed service call logs, fireman’s emergency operation logs, and emergency communications testing logs for each piece of equipment covered by this contract to the CO or designee.

d. Reporting Requirements Maintenance performed should be in accordance with the approved Maintenance Control Program (MCP). Within 5 workdays after the end of each month, a monthly progress report shall be submitted to the CO or designee. This report shall include a preventative maintenance log, indicating the preventive maintenance work performed on each piece of equipment by the type, equipment number, and location, in accordance with the MCP requirements, and any additional work performed in addition to these requirements.

A detailed report on all service calls (routine and emergency) shall be submitted within 5 workdays after the end of each month, indicating all information required on the service call log and a list of all parts utilized in the repair or replacement. Any service call that resulted in an extended outage must be identified with the reason for the delay in returning the equipment to service. Any equipment still out of service at the end of the month must be identified, with an explanation for the outage and delay in returning the equipment to service. An action plan to return the equipment to service and an estimated date for the return must also be provided.

C.9.3 Emergency Devices

The Contractor is to ensure that all safety devices, switches, and related communication equipment operate properly and are tested regularly as part of the full maintenance services and repairs contract. All testing results and information must be properly documented following all tests and maintenance performed.

Each month, the Contractor shall subject all elevators provided with firefighters’ emergency operation to Phase I recall. Phase I recall will be conducted by use of the key switch, and a minimum of one-floor operation on Phase II. The Contractor shall correct all deficiencies immediately and provide a report to the CO or designee, detailing the actions taken to correct the deficiencies. The Contractor shall maintain a log of test results in the machine room and make it available to the CO or their designee and elevator inspection personnel upon request.

Contractor shall, upon request by GSA, witness emergency equipment testing; Emergency Generator Standby Power testing and Fire Alarm Panel testing per requirement as defined in

ASME A17.1

C.9.4 Adjustments and Tests

All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

The Contractor is responsible for the accomplishment of all tests required, at the intervals specified and in accordance with, ASME 17.1 Safety Code for Elevators and Escalators, Appendix N, Table N1. Copies of all test results will be furnished to the CO or designee with the monthly submittals.

The Contractor shall maintain the elevators as stated in Section J, Performance Standards and within the requirements of the ASME 17.1 Safety Code for Elevators and Escalators and in the approved MCP. Measurements of elevator speed, door opening and closing times, performance time, door closing force, floor to floor performance times, mean time between service calls, ride quality, stopping accuracy, downtime, customer feedback, number of repeat service calls, timeliness and quality of service call responses and corrective action, frequency of outages and entrapments, quality and timeliness of preventive maintenance and repairs, timeliness, adequacy and results of testing and inspection as well as the quality and timeliness of repairs or adjustments identified as a result of tests and inspections shall be the governing factors in determining the adequacy of the elevator maintenance. The Contractor will provide performance measurements at the request of the CO or designee.

a. Fireman’s Emergency Operation must be maintained and tested. This testing shall be conducted monthly, and results must be documented. Such tests shall be conducted in a manner that they do not interfere with the normal operation of the building as determined by the CO or designee. These tests shall not result in any additional costs to GSA. A written inspection test log for each group tested shall be maintained in each elevator machine room.

b. Emergency phones will be tested monthly, and a log of the test results will be maintained for each elevator. These logs shall be kept in each elevator machine room.

c. Except for (a) group supervisory control system repairs, (b) emergency generator testing, and (c) fire alarm smoke testing; performed once per year per building; all work shall be performed during normal working hours/days, Monday through Friday, excluding Federal holidays. The shutdown shall be coordinated with the COR a minimum of 72 hours in advance. Only when so authorized by the CO or designee, may any portion of the work other than emergency service be performed outside of normal working hours.

d. The Government reserves the right to require the Contractor to make such inspections and tests and provide assistance whenever deemed necessary to assure the requirements of this contract are being fulfilled without any additional charges to GSA. All tests shall be scheduled through the CO or their designee. The Government reserves the right to witness all testing.

C.9.5 Work Log The Contractor's personnel performing Elevator maintenance and repairs shall sign in and out on the maintenance work log and GSA Form 139 at a location in the building to be determined by the COR.

All Contractor personnel shall sign in upon arrival at the building and sign out prior to departure. The log shall include all entries for routine maintenance and repair, including supervisor's surveys.

Entries shall include date work is completed, elevator mechanic's and/or supervisor's name, and a brief description of work completed. The elevator mechanic must identify the elevator worked on by number and use (example: service elevator #7, judges’ elevator #9, etc.).

All work performed on the Elevator equipment covered in this scope of work shall be documented on elevator maintenance work log and GSA maintenance management software; NCMMS.

Documentation shall identify preventative maintenance (PMs), corrective maintenance (CM) and elevator code inspections. Contractor will be issued access to GSAs maintenance management portal to achieve this task. User ID and Password will be issued to contractor’s identified users.

Training will be provided for contractor’s personnel. NCMMS is GSAs portal for tracking all Elevator asset maintenance, services, repairs and inspections.

C.10 OTHER REQUIREMENTS

a. Monthly, the Contractor shall provide and review with the COR a summary of all callbacks. Submit a two-page (maximum) report that identifies the total trouble calls for the month, number of trouble calls listed by elevator, including dates and brief comments. The intent of this monthly summary is to minimize callbacks by keeping the Contractor and Government aware of callback trends. Reports shall be word-processed on Contractor's letterhead. Computer generated reports may be submitted as back-up, but, are unacceptable as the sole submittal.

b. The Contractor’s supervisor shall submit a written report (frequency to be determined by the COR) to the Government covering performance measurements and all maintenance deficiencies. Review deficiencies with Government and establish schedule for remedial action. Contractor shall identify and correct deficiencies in the quality of service and level of performance before it becomes unacceptable to the Government and before Government inspectors point out the deficiencies.

c. Contractor shall submit a list and schedule of planned repair work every 6 months. Schedule shall project repair work for a minimum of eight months. Unscheduled repairs are subject to contract deductions as allowable per this contract.

d. Contractor shall identify manufacturer/ model/ type of elevator controller(s) equipped within subject Federal properties and fully furnish all diagnostic tools; laptop(s), hand-held devices, or other security/ proprietary tools’, which allow full parameter range adjustments. Contractor is required to keep diagnostic tools up to date as needed. Diagnostic tools, where required shall be utilized for all:

maintenance, troubleshooting, equipment testing and code mandated inspections.

e. All scheduled work that requires an elevator to be taken out of service shall be coordinated with the CO or their designee. The Contractor is responsible for the installation of appropriate signage or barricades related to the equipment and/or systems outage, based on best practices of the industry or as directed by the COR. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors when the elevator is the only one servicing that area.

C.11 SERVICE CALLS

The contractor shall make every effort to get the elevator equipment and systems back into safe operation. Any issues regarding specification must be formally submitted in writing to the CO and COR. The formal written submittal does not relieve the Contractor from not performing the work required to keep all elevator systems operational.

Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor by building occupants or GSA personnel. The Contractor shall respond promptly, within two (2) hours, to requests for routine service for all elevators.

In the case of priority elevators (501 I Street, Elevators #1, 2, 3A, 3B, & 8), if the service call cannot be resolved within two (2) hours, the work shall continue with immediate notification to the COR of the problem and time and date corrective action will be taken. In the case of all other non-priority elevators, if the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner.

If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours due to other priority work or due to the fact the Contractor is not on-site, the Contractor will allow the elevator to remain in service until the service call can be resolved.

The Contractor must immediately notify the CO or their designee of the problem and the time and date corrective action will be initiated and completed. Simply resetting the elevator and returning it to the service without diagnosing and resolving the problem is not acceptable.

For routine service calls related to priority elevators (dedicated to prisoner movement, judges or a single agency or floor) the Contractor must respond promptly, within one (1) hour, and remain on site until the issue has been resolved. If the service call cannot be resolved within two (2) hours or prior to the end of the building’s normal working hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two

(2) hours due to other priority work or due to the fact the Contractor is not on-site, the Contractor will allow the elevator to remain in service until the service call can be resolved.

Service Call Log (Routine) The Contractor shall maintain a service call log which shall be available for inspection by GSA at all times. This service call log shall be maintained electronically and posted in the elevator machine room. Each month the Contractor will submit the Service Call Log data for the given month as well as a cumulative report for the contract period to the CO and or designee within five workdays after the end of each month.

As a minimum, the service call log shall contain the information specified herein.

• Name of Caller

• Caller’s Agency or association

• Description and location of problem

• Time and date call was received.

• Time and date of response to call and/or arrival on site

• Detailed description of the action taken to resolve the problem, including nature of repairs, materials/parts repaired/replaced, testing performed to ensure problem was rectified

• Time and date corrective action was completed

C.12 HOURS AND RESPONSE TIME

Provide unlimited response to service calls 7 days a week, 24 hours a day, at no additional cost to the Government, within one (1) hour from receipt of call for priority elevators, two (2) hours for all other elevators.

Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within thirty

(30) minutes of the time of notification and shall remain on the job until the emergency has been resolved.

If the situation cannot be resolved immediately, the Contractor shall promptly notify the CO or their designee of the time and date corrective action will be taken. Requests for service may be made by the CO or their designee by telephone or other means.

Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the CO or their designee to be an emergency nature. Immediately upon receipt of a call, the Contractor will notify the COR with the name of the elevator technician dispatched and estimated arrival time.

Major elevator repair work requiring team labor and more than two (2) hours for completion shall be covered during regular working hours of 6:00 a.m. - 6:00 p.m. Monday through Friday.

Normal Building Operating/Business Hours: 6 AM - 6 PM, Monday - Friday

The Government may request major repair work to be performed at times other than normal building operating/business hours. To minimize downtime and inconvenience, the Government may request that any repair be completed at night, on the weekends, holidays, or at times other than normal building operating/business hours.

Overtime service: During the term of the contract, the CO or their designee may require the Contractor to use overtime to perform work within the scope of this contract, outside of normal working hours, where the work was originally intended to be performed during normal working hours. This may be necessary to expedite the return of a piece of equipment to normal operations and/or minimize disruption to tenants. The use of overtime will be authorized only by the CO or designee and the Contractor will be reimbursed at the hourly rate specified in Section B for overtime service.

Overtime Pricing: There will be no reimbursement for maintenance and testing services performed outside of normal working hours when the requirement to perform the work outside normal working hours is established in the solicitation. The Contractor will include all costs for overtime services associated with maintenance and testing established in the solicitation to be performed after normal working hours in the monthly price for basic service.

The Additional Services Straight Time hourly rate for an elevator mechanic will apply if work is performed during 6:00 a.m. - 6:00 p.m., for any work not covered by this scope of work.

No overtime charges shall be permitted unless approved in writing, by the Government.

Removal of the elevators from service shall be coordinated with and approved by the CO or COR.

C.13 REPORTING REQUIREMENTS

DELIVERABLE REF DELIVERABLE DUE SUBMIT TO

Maintenance Schedules C.7 Monthly; NLT than the 15th COR

Schedule Repair Projections C.10 (c) Every six (6) months COR

Monthly Trouble Call Reports C.10 (a) Monthly; NLT the 15th COR

Supervisor’s Inspection Deficiency Report

C.10 (b) As required by the COR COR

Maintenance Control Program (ASME A17.1 Section 8.6.1.2.1)

C.4 Within fifteen (15) days after award and no later than the contract start date;

whichever is earlier. – each option year

CO/COR

Quality Control Program E.3 Within five (5) workdays prior to the starting date of the contract. – each option year

COR

List of key personnel and emergency contact information, which may include subcontractor contacts as applicable

H.3 Upon contract award CO/COR

Maintenance Work Log and GSA Form

C.9 As required COR

Failure to provide the submittals required by this contract in the times specified, or submittal of unacceptable documentation may result in deductions (prorated) for the month.

C.14 ADDITIONAL SERVICES

All Additional Services work must be pre-approved by the COR. No Exceptions.

Each invoice for Additional Services shall reference the contract number, the delivery order number, the ordering official, and information describing the work performed. The COR may require attachment of substantiating documentation and joint inspection before processing payment.

Major repair work requiring team labor and more than two (2) hours for completion shall be covered during the hours of 6:00 a.m. - 6:00 p.m. Monday through Friday.

The Additional Services Straight Time hourly rate for an elevator mechanic will apply if work is performed during Normal Business/Working Hours, for any work not covered by this scope of work.

C.15 WORK REQUIRED PRIOR TO CONTRACT EXPIRATION

On a mutually agreeable date no less than ninety (90) working days prior to the contract expiration date, the Contractor…