SAQMMA16R0171_Section_J_Attachment_2_Performance_Work_Statement.docx

SECTION C – PERFORMANCE WORK STATEMENT (PWS)

C.1. BACKGROUND

The U.S. Department of State’s (DoS) Office of Facilities Management Services (FMS) supports the Department’s worldwide diplomatic missions by providing safe and comfortable work environments in domestic facilities through efficient facilities management practices that are consistent with federal property management policies and by promoting occupational health and safety, environmental sustainability, and resource conservation.

FMS is staffed with experts in numerous facilities-related disciplines, including energy conservation, contract management, quality assurance, heating, ventilation, and air conditioning systems, custodial and recycling services, electrical and mechanical systems, fire safety, and occupational health and environmental issues. In addition, to serving as an off-site liaison between employees and the building owners and their management companies for DoS Annexes and carry out small renovation projects in buildings owned and operated by DoS. The Facilities Maintenance Services Division will administer and monitor the services provided under the contract. This Division resides within the Bureau of Administration/Operations, Office of Facilities Management Services.

C.2 CONTRACT MANAGEMENT

The Contracting Officer’s Representative (COR) at FMS will work with the contractor to manage the results achieved by this contract. The COR will be designated by the Contracting Officer. The COR may accomplish this by working with at least one Government Technical Monitor (GTM) within the division, also will be designated by the Contracting Officer. Government Technical Monitors (GTMs) will be nominated by the COR and formally designated by the Contracting Officer.

C.3 OVERVIEW OF PROGRAMS AND CURRENT SERVICES

These services are managed and maintained through the headquarters located at Harry S. Truman Building in Washington, D.C.

The Department’s FMS program provides on-site support includes activities such as ensuring operator level maintenance is performed, conducting regular preventive maintenance inspections and performance of routine repairs for all DoS Annexes within the Washington, D.C. Metropolitan Area, including Charleston, SC Regional Center, Florida Regional Center, Kentucky Consular Regional Center, and Portsmouth Consular Center; provides on-site liaison services between employees and building owners and their management companies, in additional, to off-site liaison building owners and/or facilities management companies; Carries out small renovation projects in buildings owned or operated by the Department; Reviews domestic construction and renovations projects to ensure they meet local, state, and national codes and DoS building standards including troubleshooting facilities-related problems; Develops and implements policies and programs to protect domestic employees and visitors form environmental and occupational safety and health hazards; Addresses environmental, health and safety concerns during emergency situations; Conducts evaluations of indoor air quality, taking corrective actions as needed; Conducts accident/incident investigations and implement corrective actions as needed; Conducts ergonomic evaluations for DoS employees, making improvement suggestions as needed; Oversees the section of training selections for the use of personal protective equipment (PPE) including respirators and hearing protection for employees and contractors; Establishes and implements Environmental Management Systems (EMS) for the Domestic DoS facilities as required by Executive Order 13423; Manages fire protection systems for Domestic DoS Facilities; Coordinates hot-work permit program; develops and conducts training programs for environmental, health and safety topics as needed; and completes and files EHS reports required by various Federal Agencies, such as EPA and OSHA.

C.4. SCOPE OF SERVICES

The following services are considered essential and necessary to maintain the technical maintenance support of DoS facilities:

A. Repairs, preventive maintenance, and inspection of 37 (thirty-seven) elevators, 2 (two) escalators and 1 material lift located at the Harry S. Truman Building. An equipment inventory listing of the elevators, escalators and wheelchair lifts may be found in Section J, Attachment 2. The work description and specifications are set forth in this Section C.

1. Maintenance, repairs, and inspection of all the Data Acquisition Video Overlay (DAVO) elevator monitoring systems, Motion Control Engineering elevator monitoring system, Lift-Net elevator Monitoring system and the Metra units at the Harry S Truman building. The work descriptions and specifications are to be the same as paragraph A. above.

2. Maintenance and repair of pneumatic tube system equipment at the Harry S Truman building.

B. Repairs, preventive maintenance, and the inspection for three (3) elevators at the Blair House.

C. Repair, preventive maintenance, and inspection of one (1) elevator at the Beltsville Information Management Center (BIMC).

D. Repairs, preventive maintenance, and inspection of two (2) elevators at the International Chancery Center (ICC).

E. Repairs, preventive maintenance, and inspection of twelve (12) elevators and one (1) wheelchair lift at the Columbia Plaza Complex.

F. Repairs, preventive maintenance, and inspection of eleven (11) elevators and one (1) dumbwaiter at National Foreign Affairs Training Center (NFATC).

G. Repairs, preventive maintenance, and the inspection for two (2) elevators at the Potomac Annex, building 1 Elevator #1 and building 5 Elevator #1.

C.4.1 Program Objectives

C.4.1.1 Purpose is to provide the full range of services to implement the objectives and accomplish the outcomes contained in the Performance Work Statement (PWS).

C.4.1.2 Vision It is imperative that buildings are operated in accordance with the environmental, health, and safety (EHS) policies set by the DoS Domestic Environment and Safety Division (DESD) for all domestic DoS facilities, including facilities that are owned by the Government or leased from provide landlords. The overall goal is to have all EHS programs operational at all times. Such programs count on a coordinated effort to mutually support each other and sustain the Department’s overall safety posture. A high level of teamwork and flexibility is required to ensure success with all areas of EHS. Such, programs may include U.S. Green Building Counsel Leadership in Energy and Environmental Design for Existing Buildings Operations and Maintenance (LEED EB O&M), the Occupational Safety and Health Administration’s Voluntary Protection Program (VPP), and the Environmental Protection Agency’s Performance Track Program.

In addition to the requirement that result from this solicitation, all of the required services shall be performed in compliance with applicable regulatory requirements for environmental, energy, health and safety.

As some of the reimbursable services are better defined throughout the period of performance, the Government will negotiate these services to be incorporated and performed under fixed-price task orders.

C.4.2. PLACE OF PERFORMANCE FOR THE BUILDING LOCATIONS

Harry S Truman Building (HST) 2201 C Street, N.W.

Washington, D.C. 20520

Potomac Annex (PA) 2300 E Street, N.W.

Washington, DC 20372

The Blair House 1651 Pennsylvania Avenue, N.W.

Washington, D.C. 20530

International Chancery Center (ICC) 3507 International Place, N.W.

Washington, D.C. 20008

Beltsville Information Management Center (BIMC) 8101 O’Dell Road Beltsville, MD 20705

Columbia Plaza Complex 2401 E Street, N.W.

Washington, D.C. 20037

National Foreign Affairs Training Center (Schultz Center) 4000 Arlington Boulevard Arlington, VA 22204

C.5. STAFFING: (on site personnel)

C.5.1. Harry S Truman Building and Potomac Annex complex Normal Working Hours The staffing personnel must be on site Mondays through Fridays, on different shifts to cover the normal working hours of 6:00 A.M. to 8:00 P.M. The shifts shall be covered without interruption of operation between the normal working hours. (See C.5.4) The shifts hours are as follows:

Outside Normal Working Hours

Service hours shall be provided for required for services outside normal working hours on a monthly basis. (see C.5.4)

C.5.2. Columbia Plaza Complex

Normal Working Hours

The staffing personnel must be on site Mondays through Fridays covering the normal working hours of 6:30 A.M. to 3:00 P.M.(see C.5.4) The services shall be covered without interruption of operation between the normal working hours.

Outside Normal Working Hours

Service hours shall be provided for required services outside normal working hours on a monthly basis, the COR will coordinate with contractor on the first of each month. (See C.5.4)

C.5.3. NFATC

Normal Working Hours

The staffing personnel must be on site Mondays through Fridays covering the hours of 6:30 A.M. to 3:00 P.M. (See C.5.4)

Outside Normal Working Hours

Service hours shall be provided for required services outside normal working hours on a monthly basis. (See C.5.4)

C.5.4. SUMMARY TOTALS

Normal Working Hours

The total number of minimum staffing personnel normal working hours is 8 foreman hours, 8 adjustor hours, 32 mechanic hours and 16 helper hours per day for repairs, preventive maintenance and inspections under this contract. This is on an annual basis a total of 2,000 normal working hours of foreman, 8000 mechanics, 2000 adjustor and 4,000 hours of helpers straight time, calculated as follows:

There are two 2 adjuster mechanic hours per day which falls between 6:00 P.M. and 8:00 P.M., according to the Elevator Union Standard Agreement these hours must be compensated at an hourly overtime rate.

Outside Normal Working Hours

The total number of minimum staffing outside normal working hours is 36 mechanic hours and 16 helper hours per month for repairs, preventive maintenance and inspections under this contract. This is on an annual basis a total of 432 outside normal working hours of mechanics and 192 outside normal working hours of helpers, calculated as follows:

C.5.5. The Contractor shall not reassign any minimum staffing personnel without the prior consent of the COR. DOS reserves the right to dispatch the elevator adjuster mechanic to respond to all buildings under this contract in the event of emergency elevator calls. DoS will pay mileage at the rate specified by the Union Standard Agreement. All minimum staffing personnel under this contract shall be required to carry a contractor supplied beeper, a Contractor supplied cell phone and a DoS supplied radio as determined and assigned by the COR.

C.5.6. The following locations will not have full time on site contractor support. Repairs, preventive maintenance and inspection of the equipment will be scheduled through the COR from resources other than minimum staffing personnel.

The Blair House International Chancery Center Beltsville Information Management Center

C.5.7. Deductions. A monetary deduction will be made for any minimum staffing personnel hours not furnished. The deduction will be computed at the hourly rates set forth in Section B.

C.5.8. MINIMUM STAFFING PERSONNEL EXPERIENCE

The Contractor must show in writing that all elevator mechanics have no less than five (5) years’ experience as an elevator mechanic, and the helpers have no less than two (2) years’ experience in the elevator trade. Replacement elevator mechanics must also have no less than five (5) years’ experience as an elevator mechanic and must receive prior approval of the COR before being assigned work. Temporary elevator mechanics must have at least five (5) years’ experience in the elevator trade. Each elevator mechanic also must be certified as a mechanic by the International Union of Elevator Constructors. The elevator pneumatic tube mechanic must have experience working with pneumatic tubes. The Contractor must have a minimum of five (5) years’ experience in the repair and preventive maintenance of elevators, escalators, dumbwaiters and wheelchair lifts. The Contractor’s experience must consist of contract(s) and/or subcontract(s), (Government and/or commercial), that involve under each contract and/or each subcontract, at least thirty (30) elevators. The COR may choose to accept less experience for the elevator personnel on a case by case basis.

C.5.9. DAILY TIME TICKETS

All Contractor personnel shall complete the daily time tickets which are provided by the Contractor. The Contractor personnel shall submit daily the tickets to the COR’s for initials. The COR will retain one copy of each time ticket, and return the tickets to the contractor’s on-site personnel.

C.5.10. ELEVATORS, ESCALATORS, DUMBWAITERS, WHEELCHAIR LIFTS, MATERIAL LIFTS

C.5.10.1. The Contractor shall furnish all necessary material, labor, supervision, tools, equipment, and inspection services to maintain all elevators, escalators, dumbwaiters, wheelchair lifts and Material lifts in accordance in a safe operating condition; perform elevator scheduled preventive maintenance as stated in El through E4 of the GSA elevator guidelines; perform escalator scheduled preventive maintenance as stated in E15 through E16 of the GSA escalator guidelines; perform dumbwaiter scheduled preventive maintenance as stated in D.2 of the GSA dumbwaiter guidelines; and perform wheelchair lift scheduled preventive maintenance as stated in W-7 of the GSA wheelchair lift guidelines; perform material lift scheduled preventive maintenance as stated in the Bramalea manufacturer’s Elevator operating and maintenance instructions . (Section J, Attachment 4 for the maintenance schedules) (Section J Attachment 3 for the GSA Preventive Maintenance guidelines). The Contractor shall complete the preventive maintenance Control Cards monthly, (See Section J, Attachment 5) and furnish them to the COR by the end of the same month. The Contractor shall provide third party contractor inspection services as required under this Section C.

C.5.10.2. DoS buildings with on site personnel, during normal working hours, when contractor’s on site personnel are paged and\or called on their cell, that individual must call back to the originator of the page within five minutes. The Contractor’s on site personnel shall respond immediately to all reports of elevator problems where life or property is endangered, for example, but not limited to, passenger(s) on stalled elevators. The Contractor’s on site personnel shall respond within ten (10) minutes to all other problems or malfunctions reported to them.

DoS buildings with no on site contractor personnel, during normal working hours the Contractor shall respond immediately to all reports of elevator problems where life or property are endangered and in all other cases shall respond no later than one (1) hour.

C.5.10.3. During hours other than those identified in C.5.4 Normal Working Hours above, including weekends and all federal holidays, the Contractor must provide means to be notified of emergencies. The communication means may be a beeper, cell phone and/or answering service. This emergency response system must enable Contracting Officer’s Representative or his/her designated alternate (COR) to be in contact with the Contractor or his designated personnel within fifteen minutes of the COR’s contact. After contact is established, a mechanic shall be physically on the job, ready to service the elevator, escalator, dumbwaiter, pneumatic tube or wheelchair lift within 1.25 hours. After responding for service, the work shall be performed by the Contractor continuously until the system is again operational, or the COR agrees to suspend further work. The Contractor shall be compensated for the labor as set forth in the rates in Section B as determined by the COR.

C.5.10.4. The Contractor shall maintain the elevators, escalators, dumbwaiters, material lift and related equipment in safe and operative condition in compliance with the requirements of the applicable edition of the American National Standards Institute (ANSI) Safety Code for elevators and escalators (Section A-17.1); and wheelchair lifts in compliance with the requirements of the applicable edition of the Safety Standard for Platform Lifts and Stairway Chair Lifts (ASME), (Section A-18.1) and all other applicable laws regulations, rules, ordinances, codes of the Federal Government and the local governments pertaining to elevators, escalators, dumbwaiters, wheelchair lifts and related equipment.

C.5.10.5. Exchanging of parts among the elevators, escalators, dumbwaiters, wheelchair lifts, material lift and any other related equipment located at the Harry S. Truman Building, Potomac Annex Buildings, the Blair House, ICC, BIMC, Columbia Plaza, and NFATC is strictly prohibited, unless approved in advance by the COR.

C.5.10.6. The Contractor shall not make wiring changes or alterations without prior approval from the COR. If the contractor has received approval and performs wiring changes the Contractor must provide the COR with new updated schematics.

C.5.10.7. The Contractor shall have available elevator personnel familiar with all elevator equipment under this contract. The Contractor shall have personnel to load or reload elevator programs in the G.E. LM5 CPU, G.E. LM1 CPU and the metra 1010XE computer components. The COR will require the contractor to obtain a lap top computer compatible with the G.E. and Metra cpu’s for loading or reloading the programs. The Contractor is responsible for programming the elevator phones for proper operation. See equipment inventory section J attachment 2 for a listing of the different brands of equipment under this contract.

C.6. DAILY TOURS:

The contractor will make tours of the facility, note the operational status of the elevators, escalators, dumbwaiters and wheelchair lifts, and complete the elevator/escalator operational status report (see Section J, Attachment 6 and Attachment 7.). The reports shall be furnished to the COR by the below specified times. These tours will include:

C.7. PREVENTIVE MAINTENANCE

C.7.1. Performance Standards: All equipment and systems shall be operated consistent with the current DOS energy conservation requirements, and maintained at an acceptable level, throughout the contract performance period. An “acceptable level” of maintenance is defined as the level of maintenance which will preserve the equipment in un-impaired operating condition (i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment).

C.7.2. Preventative Maintenance Program: The preventive maintenance is scheduled work on items of equipment or systems required to provide continuing operation, to preclude unnecessary breakdowns and to prolong the life of equipment or systems. The preventive maintenance includes but is not limited to: greasing, oiling, cleaning, adjusting, replacing belts, etc. and replacement of other expendable items. All equipment and systems shall be maintained at an acceptable level to assure the facility is operated in an efficient manner. The preventive maintenance program shall include, but shall not be limited to: periodic inspections, testing, cleaning, lubrications, adjustments, and furnishing the necessary parts and labor to accomplish maintenance repairs to keep the equipment and systems in optimum operating condition. The verified inventory list shall be submitted to the COR no later than thirty (30) calendar days after the contract performance start date.

C.7.3. Preventive Maintenance Frequency: All preventive maintenance shall be performed by the Contractor at the frequency set forth in the Maintenance Schedule in Section J, attachment 4.

C.7.4. Preventive Maintenance Reports: The Contractor shall update the preventive maintenance record files and the repair history files on a monthly basis. The Contractor shall provide the COR with a monthly preventive maintenance progress report that indicates exactly which preventive maintenance was scheduled and accomplished to include month completed, equipment number, specific equipment location, and worker’s name. The preventive maintenance progress report and any other preventive maintenance records that may be requested by the COR shall be submitted to the COR by the close of business by the fifth day of the month for the previous month.

C.7.5. Contractor Verified Building Inventory: The Contractor shall be responsible for verifying the accuracy of the DoS inventory listed in Section J, Attachment 2, physically locating all of the equipment on the list and shall correct the list of any discrepancies found, including quantity and location of equipment, in writing, as part of the Preventive Maintenance Program requirements. If the Contractor cannot locate the equipment in the designated area, the Contractor shall so annotate the DoS listing. The verified inventory list shall be submitted to the COR no later than thirty (30) calendar days after the contract performance start date.

C.8. PRE-EXISTING DEFICIENCIES AT TIME OF CONTRACT AWARD

C.8.1. Harry S Truman (Main State), Columbia Plaza, NFATC buildings, Potomac Annex Buildings.

Within 15 calendar days from the effective start date of this contract, the Contractor may elect to inspect all equipment in the buildings stated above and may prepare a listing of any deficiencies, and submit the listing to the COR for approval. The Contractor shall not utilize Minimum Staffing personnel to perform this inspection of equipment and preparation of the listing of any deficiencies. The COR may elect to have the Contractor’s Minimum Staffing personnel repair the COR approved deficiencies; or have an outside contractor perform the repairs. If the COR elects to have the contractor’s Minimum Staffing personnel repair these COR approved deficiencies, DoS will be responsible for all parts, Contractor’s Minimum Staffing personnel will be responsible for up to 24 team hours labor per repair, and the expense of any labor above the 24 team hours per repair will be the responsibility of DoS.

C.8.2. Blair House, International Chancery Center, Beltsville Information Center.

Within 15 calendar days from the start date of this contract, the contractor may elect to inspect all equipment in the buildings stated above and may prepare a listing of any pre-existing deficiencies, and submit the listing to the COR for approval. The Contractor shall not utilize Minimum Staffing personnel to perform this inspection of equipment and preparation of the listing of any pre-existing deficiencies. The COR may elect to have the contractor’s personnel repair the COR approved deficiencies; If the COR elects to have the contractor’s personnel repair these COR approved pre-existing deficiencies, DOS will be responsible for all parts and labor for each repair.

C.9. REPLACEMENT PARTS UNDER PREVENTIVE MAINTENANCE

C.9.1. The Contractor shall be responsible for furnishing parts, including brushes, necessary to maintain the elevators, escalators, dumbwaiters and wheelchair lifts at an acceptable level, as previously defined in ANSI A-17.1 and ASME A-18.1, to assure the elevators, escalators, dumbwaiters and wheelchair lift are operated in a safe and efficient manner.

C.9.2. The Contractor shall maintain a stock of contractor owned applicable replacement parts as to include fuses, contacts, coils, relays and brushes etc. to minimize the interruption of elevator, escalator, dumbwaiter, wheelchair lift and material lift service. In the event that an elevator must be removed from normal building service due to the lack of a part in there company parts inventory or locally available, or in the Contractors inventory at the building site; the COR has the option to have the Contractor order the part immediately and ship the part overnight shipment, COR to determine if at contractors expense The COR may instruct the Contractor to obtain a manufacturer’s standard parts list and have some or all of those parts on hand.

C.10. REPAIRS OF ELEVATORS, ESCALATORS, DUMBWAITERS, WHEELCHAIR LIFTS and Material Lift.

C.10.1. Six Major Elevator Components: The Contractor shall be responsible for up to 24 team (mechanics and helpers) hours of labor per repair on the following six major components of elevators: hoist motors, motor-generators, car top sheaves, counter weight sheaves, secondary sheaves, and geared hoist motors. The Contractor may use elevator personnel as defined in C.5 of this contract, to accomplish up to 24 team hours of labor per repair. The Department of State will be responsible for all parts, and any labor above 24 team hours for each individual repair. The COR may elect to furnish to the Contractor the necessary parts; or may require the Contractor to acquire the necessary parts, and/or subcontract services, and be reimbursed by the Government for the cost thereof. Cost consists only of the vendor’s invoice price to the Contractor, plus any vendor freight or vendor shipping charges. If the repair is estimated to require more than 24 team hours of labor, the COR may authorize the Contractor to complete the work in excess of 24 team hours at Government expense, using Contractor personnel who are not Contractor’s elevator Minimum Staffing personnel, or using Contractor’s elevator Minimum Staffing personnel outside normal working hours. The authorization may be, as the parties mutually agree to, on a single total fixed price basis, or a time and material basis, using the hourly rates identified in Section B of this Contract; or the COR may elect to have the work performed by another Contractor.

C.10.2. Cables and Mini Ropes: In cases of hoist motor cables, governor cables, mini rope cables and traveling cable failure, the Contractor will be compensated for the labor at the hourly billing rates set forth in Section B. The Contractor will be reimbursed for materials and parts for the cost thereof. Cost consists only of the vendor’s invoice price to the Contractor, plus any vendor freight or vendor shipping charges. If the COR directs the Contractor to utilize special cleaning and/or protective measures in the work area, the Contractor will be reimbursed for the special cleaning and protective measures at cost.

C.10.3. Fire, Water, Accidents and/or Vandalism Damage: At HST, Columbia Plaza, NFATC and Potomac Annex the Contractor shall be responsible for the first 24-team hour’s labor and Dos will be responsible for all parts for fire, water, accidents and/or vandalism damage per incident, to elevators, escalators, dumbwaiters, wheelchair lifts and/or material Lift. The Contractor may use elevator personnel as defined in C.5 of this contract, to accomplish up to 24 team hours of labor per repair. At International Chancery Center, Blair House and Beltsville Information Center DoS will be responsible for all parts and labor cost.

The COR may elect to furnish to the Contractor the necessary parts; or may require the Contractor to acquire the necessary parts and/or subcontract services, and be reimbursed by the Government for the cost thereof. Cost consists only of the vendor’s invoice price to the contractor, plus any vendor freight or vendor shipping charges. At HST, Columbia Plaza, NFATC and Potomac Annex if the repair is estimated to require more than 24-team hours of labor, the COR may authorize in writing the Contractor to complete the work in excess of 24-team hours at Government expense, using Contractor personnel who are not Contractor’s Minimum Staffing personnel, or using Contractor’s Minimum Staffing personnel outside normal working hours.

The authorization may be, as the parties mutually agree to, on a single total fixed price basis, or a time and material basis, using the hourly rates identified in Section B of this contract; or the COR may elect to have the work performed by another Contractor.

C.10.4. Repairs Not Covered Under Above Paragraphs C.10.1 Through C.10.3: This paragraph pertains to all repairs not covered under the above paragraphs, C.10.1 through C.10.3. The Contractor shall be responsible for up to the first 24-team hours of labor for each individual repair. The Contractor may use elevator personnel as defined in C.5 of this contract, to accomplish up to 24 team hours of labor per repair. The Contractor shall be responsible for up to a total of $1,000 for materials/parts/supplies for each individual repair under this paragraph. The Contractor will be reimbursed by the Department of State for the cost of materials/parts/supplies over and above the $l,000 for each individual repair. Cost consists only of the vendor’s invoice price to the contractor, plus any vendor freight or vendor shipping charges. If the repair is estimated to require more than 24-team hours of labor, the COR may authorize in writing the Contractor to complete the work in excess of 24-team hours at Government expense, using Contractor personnel who are not Contractor’s Minimum Staffing personnel, or using Contractor’s Minimum Staffing personnel outside normal working hours. The authorization may be, as the parties mutually agree to, on a single total fixed price basis, or a time and material basis, using the hourly rates identified in Section B of this contract; or the COR may elect to have the work performed by another Contractor.

C.10.5. Election for Competitive Bids: Any repairs the Department of State may elect to competitively bid out, the Contractor will not be responsible for any of that repair or parts under this contract. However, the Contractor may make a competitive bid separate from this contract to perform repair.

C.10.6. Parts: The Contractor shall obtain consent from the COR before purchasing individual repair parts over $1,000 for any reimbursable repair work under this contract.

C.10.7. Reimbursable Repair Work is defined as that portion of the repair which exceeds the $1,000 threshold and/or a 24-team hour limit per individual repair, or work performed by other contractors as necessary to make the repair, such as, electric motor repair, elevator cab work, elevator repair specialist, etc.

C.10.8. Time Limitation To Perform All Repairs

Any repairs deemed emergency by the COR such as to include but not limited to dispatch failure and or numerous elevators out or service in the same bank will be repaired immediately or a agreed upon time limit set between the Contractor and the COR. The COR may elect to make a $100.00 a day deduction starting on the second day and continue until the elevator or elevators are back in service or until an agreed upon time between the COR and the Contractor. All other repairs under this contract, except for possible equipment deficiencies at time of contract award (see paragraph C.8.), and all safety inspections repairs (see paragraph C.10.9.), are to be completed within three (3) workdays after notification by the COR to the Contractor, unless it is mutually agreed to by the Contractor and the COR that the repair work cannot be accomplished within 3 workdays, and a longer period of time is mutually agreed upon. If the repair is not completed within the 3 workdays, or the longer time period as mutually agreed to, COR may elect a one hundred dollar a day charge (reduction in contract price) against the Contractor for each day (or portion of a day) after the 3 workdays, or after the longer period of time mutually agreed to. If the repair has not been completed within the 3 workdays, or the longer period of time mutually agreed to, the COR may elect to have the repair completed by an outside Contractor, and the first $1,000 dollars for parts will be the responsibility of the contractor and DOS will be responsible for the labor. The one hundred dollar a day charge against the Contractor will terminate effective the date the COR elects to have the repair work performed an outside contractor.

C.10.9. Safety Inspection Repairs

Responsibility for safety inspection repairs will be regarded the same as any other repair as set forth in Section C of this contract, except, that there is a ninety (90) day time limit to complete all safety inspection repairs. However, items marked emergency shall be corrected immediately. The Contractor shall notify the COR in writing that said deficiencies have been corrected and re-inspection can be made. All repairs under this paragraph are to be completed within ninety (90) workdays after notification by the COR to the Contractor, unless it is mutually agreed to by the Contractor and the COR that the repair work cannot be accomplished within 90 workdays, and a longer period of time is mutually agreed upon. If the repair is not completed within the 90 workdays, or the longer time period as mutually agreed to, the COR may elect a one hundred dollar a day charge (reduction in contract price) against the Contractor for each day (or portion of a day) after the 90 workdays, or after the longer period of time mutually agreed upon. If the repair has not been completed within the 90 workdays, or the longer period of time mutually agreed to, the COR may elect to have the repair completed by an outside contractor, and the first $1,000 dollars for parts will be the responsibility of the Contractor and DOS will be responsible for the labor. However, the one hundred dollar a day charge against the Contractor will terminate effective on the date the COR may elect to have the repair work performed by an outside contractor.

C.11. SERVICES TO BE SCHEDULED OUTSIDE NORMAL WORKING HOURS The Contractor shall provide mechanics and mechanic’s helpers outside normal working hours on a monthly basis for services that cannot be performed during normal working hours. The COR will develop a monthly schedule for the necessary repairs, preventive maintenance and/or inspections. This schedule may include monthly dispatch and fire services. (See paragraph C.5.4 for the monthly hours scheduled outside normal working hours.)

C.12. OPERATIONAL STATUS OF DUMBWAITERS IN THE HARRY S TRUMAN BUILDING AND THE BLAIR HOUSE

Dumbwaiter D-1 at The HST building has been removed. Dumbwaiter D-2 at HST and the two dumbwaiters at Blair House are not in operation. If the Department of State puts dumbwaiter D-2 at HST or, one or both dumbwaiters at Blair House into operation DoS will modify the contract to include repair, preventive maintenance and inspection for this equipment.

C.13. OPERATIONAL STATUS OF ELEVATORS IN HARRY S TRUMAN BUILDING

Elevator #10 at HST is removed from service and elevators #32, #33, #34 and #35 are out of service for major renovations. These elevators will not be under this contract. If the Department of State puts any of these elevators at HST into operation any costs necessary to put them into operation will be the responsibility of the Department of State. If DoS puts any of these elevators back in service Dos will modify the contract to include repair, preventive maintenance and inspection for these elevators.

The Harry S Truman building is scheduled for major elevator renovations in the near future. The contractor will not be paid for services not rendered due to the renovation.

C.14. ALL DATA ACQUISITION VIDEO OVERLAY (DAVO) ELEVATOR MONITORING SYSTEMS , MOTION CONTROL ENGINEERING ELEVATOR MONITORING SYSTEM, LIFT-NET ELEVATOR MONITORING SYSTEM AND METRA UNITS IN HARRY S TRUMAN BUILDING

C.14.1. The Contractor shall provide repairs, preventive maintenance and inspections, as set forth in this contract for ALL DATA ACQUISITION VIDEO OVERLAY (DAVO) ELEVATOR MONITORING SYSTEMS , MOTION CONTROL ENGINEERING ELEVATOR MONITORING SYSTEM, LIFT-NET ELEVATOR MONITORING SYSTEM AND METRA UNITS to include but not limited to the maintenance and repair of the computers, machine room monitors, lobby monitors, and keyboards. The DAVO is an overlay or add-on system and is intricately wired into each elevator system (see Section J Attachment 10 for a typical DAVO layout in the Harry S. Truman Building). HST has 5 multi unit systems attached to multi car elevator banks and 6 single unit systems attached to single elevators, 3 motion Control Engineering Monitoring systems, 2 Lift-net monitoring system and 4Metra units.

C.14.2. Preventive maintenance on ALL DATA ACQUISITION VIDEO OVERLAY (DAVO) ELEVATOR MONITORING SYSTEMS, MOTION CONTROL ENGINEERING ELEVATOR MONITORING SYSTEM, LIFT-NET ELEVATOR MONITORING SYSTEMS AND METRA UNITS will be the same E1 through E4 GSA guidelines and scheduling as used on the elevator controllers that they monitor.

C.14.3. The Contractor shall be responsible for furnishing the first $1000 of parts to maintain the DAVO units, Metra units, Motional Control Engineering remote system and the Lift-Net remote monitoring systems.

C.15. PNEUMATIC TUBE SYSTEM EQUIPMENT IN THE HARRY S TRUMAN BUILDING

C.15.1. The elevator\pneumatic tube mechanic shall provide repairs, preventive maintenance and inspection of all pneumatic tube system equipment during normal working hours. All tube equipment work will be provided to the Contractor through the COR. The Contractor shall perform the Preventive Maintenance on the Pneumatic Tube System in accordance with the P-2 GSA Preventive Maintenance Guide.

C.15.2. Services outside normal working hours shall be included under the fixed price portion of the contract (see C.5.4) (See CLIN items 0001, 1001, 2001, 3001, and 4001 Section B). Emergency repair calls outside normal working hours will be compensated on a time and material basis. (See note 4, Section B.3.1, B.4.1, B.5.1, B.6.1 and B.7.1)

C.15.3. The DoS will provide replacement parts necessary to perform the preventive maintenance services, with the exception of all tools, equipment, grease, and oil. The Contractor shall first ascertain if the parts are available from the COR inventory, and if available, the COR shall furnish the parts to the Contractor at no cost to the Contractor. If the parts are not available from COR inventory, the COR shall authorize the contractor to procure the needed parts, and it shall be the responsibility of the contractor to obtain the parts. The Contractor shall be reimbursed for the cost thereof. Cost consists only of the invoice price to the Contractor, plus any freight or shipping charges. The Contractor shall obtain authority from the COR before purchasing pneumatic tube system parts for any repair work under this contract.

C.15.4. Pneumatic equipment to be serviced:

1. 3” Conventional Round System, “S” Area, 7th floor, 2 lines 4 stations, will have no less than ten (10) Pneumatic tubes, in good working order in operation within the system.

2. 4” x 7” Conventional System, 7th floor to 5th floor, 2 lines 4 stations, will have no less than ten (10) Pneumatic tubes, in good working order in operation within the system.

Note: both systems use the same exhauster. (Source of vacuum)

C.15.5. Schedule of operation, preventive maintenance and repair

1. Check monthly the operation of exhauster.

2. Check monthly all sending stations for rubbish that would cause stoppages.

3. Check monthly the receiving signals.

4. Check monthly for electrical trouble.

5. Check monthly all springs.

6. Check pressure at a frequency which will insure maintenance of constant pressure.

7. Check monthly station door seals for wear or leakage.

C.16. EQUIPMENT UNDER WARRANTY This equipment shall be maintained in accordance with the manufacturer’s warranty instructions and conditions and it will be the responsibility of the Contractor for completing repairs, preventive maintenance and inspection of this equipment. The COR will provide existing warranty information to the Contractor by contract performance start date. It shall be the Contractor’s responsibility to maintain a record of warranty information during the term of this contract.

C.17. OPENING OR DISMANTLING EQUIPMENT

The Contractor shall notify the COR in advance when maintenance or repair work is to be performed which requires opening or dismantling of equipment. The COR may inspect the equipment before, during, and after Contractor work is performed.

C.18. INSPECTIONS All maintenance and repair work under this contract is subject to inspection and approval by the COR and shall be performed in compliance with the applicable edition of ANSI A-17.1 and ASME A-18.1 code.

C.19. SAFETY INSPECTIONS

The Contractor shall be responsible for having the following inspections accomplished by a third party ASME QEI certified inspector.

C.19.1. The Contractor shall schedule and have performed safety tests and inspections of all elevators, escalators, dumbwaiters and wheelchair lifts, as required by the applicable edition of ANSI A17.1 and ASME A18.1. The Contractor shall furnish a copy of the inspection schedule to the COR 30 working days before the start of any inspections. The annual safety inspection is due in March of each year and the semi-annual safety inspection is due in September of each year. (See Section J, Attachment 11 for a listing of the dates of the most recent 5 year inspections).

C.19.2. The Contractor’s third party inspector shall be ASME QEI certified through an ANSI accredited organization. The COR may designate on-site Contractor’s employees to provide assistance, such as escorting, helping with the inspections, and/or providing the necessary personnel to assist in any of the inspections. For semi-annual testing, the Contractor shall provide (1) mechanic and (1) helper other then minimum staff personnel. For the annual safety testing and the 5 year safety testing, the Contractor shall provide (1) mechanic and (1) helper other then minimum staff personnel. These technicians shall be qualified employees as identified in Section C.5.8 of this contract to accompany the third party inspector during safety inspections. In addition, the Contractor shall provide (2) mechanics and (2) helpers to perform the fire service, smoke head, heat detector and the emergency generator portions of the annual safety inspections which will be scheduled by the COR after hours or on weekends.

C.19.3. The Contractor must provide inspection certificates of safety inspection after completion of inspections. The Contractor shall furnish the original report of each inspection within 30 calendar days to the COR. The contractor shall correct all safety inspection deficiencies. Those deficient items marked emergency shall be corrected immediately. in The Contractor shall notify the COR writing that said deficiencies have been corrected and re-inspection can be made. See paragraph C.10.9 Safety Inspection Repairs for repair time limits and deductions.

C.20. DEDUCTIONS

Deductions shall be taken for all non-compliance in accordance with Section J, Attachment 1. Contract Deduction Table.

C.21. TESTING

The DoS reserves the right to require the Contractor to conduct tests, as necessary to ascertain that all elevators, escalators, and dumbwaiters performance requirements, as set forth in ANSI A17.1 and ASME A18.1 for wheelchair lifts are being fulfilled. All tests are to be performed in accordance with these standards. If deemed necessary by the COR, tests shall be conducted in the presence of the COR or a designated DoS elevator personnel. The Contractor shall test the fire service monthly according to the GSA elevator preventive maintenance guidelines and complete the “Elevator Firefighter Service Recall System Report” and furnish a copy to the COR by the end of each month (See Section J, Attachment 12.)

C.22. TROUBLE CALLS in Harry S Truman, Columbia Plaza, NFATC and Potomac Annex The Contractor’s on site personnel shall log daily each trouble call on the form “Elevator Trouble Calls”. The Contractor shall prepare a report of these calls and submit the report to the COR by 10:00 A.M. the next work day (See Section J, Attachment 13.)

C.23. ALTERATIONS OR MODIFICATIONS

In the event of alterations or modifications of elevators, escalators, dumbwaiters, pneumatic tube system equipment, and wheelchair lifts, the contractor will be compensated for the labor at the hourly billing rates set forth in Section B of this contract. The Contractor shall be reimbursed by the Department of State for the cost of materials/parts/supplies directly associated with the alterations. Cost consists only of the vendors invoice price to the contractor, plus any vender freight or vender shipping charges. If the COR directs the contractor to utilize special cleaning and/or protective measures in the work area, the Contractor will be reimbursed for the special cleaning and protective measures at cost. The contractor will be reimbursed by the Department for subcontract costs plus General and Administrative expense and profit at the same percentage rates utilized by the Contractor in computing his labor rates in Section B or 10 % fee whichever is the lowest.

C.24. SPECIAL FUNCTIONS

The contractor staffing may be requested by the COR to work with the DoS Security or Secret Service to search certain elevators before a high level visit during normal working hours under this contract.

C.25. AFTER HOUR SUPPORT FOR SPECIAL EVENTS

When requested by the COR, the Contractor shall be available after hours to provide qualified elevator personnel, as defined in paragraph C.5, for Special Events in the HST Facility. During this time, the Contractor personnel shall be in HST and available to respond if elevator use is interrupted, trapped passengers or any other elevator related problems during these events. The party sponsoring the event is to be billed directly by the Contractor for services rendered.

C.26. CONTRACTOR PHASE IN/ PHASE OUT

To ensure an orderly and smooth transition (without disruption in service) of the operational, maintenance, and repair responsibilities for the equipment and systems at both the beginning and end of this contract, the Contractor shall develop a PhaseIn Plan and a PhaseOut Plan, to be submitted to the COR within fifteen (15) days following contract award date.

C.27. QUALITY CONTROL PLAN (QCP)

The Contractor shall submit a Quality Control Plan for COR review fifteen (15) days after contract award date; COR review/approval will be completed fifteen (15) days after receipt. Rejected plans must be corrected and resubmitted within thirty (30) days. Future changes to the QCP must be submitted to the COR for review and approval. The Quality Control Plan shall include, but not be limited to:

(l) An inspection procedure including a checklist(s) and schedules, which encompass all requirements, listed in the Performance Work Statement (PWS), to include (as a minimum,) the inspections of service calls, maintenance repairs, preventive maintenance, and reimbursable work authorization work. It must specify the areas to be inspected, when inspections will be made, and the titles of the individuals who will perform the inspections.

(2) The methods the Contractor shall use for identifying and correcting deficiencies before the level of performance becomes unacceptable.

(3) The Contractor shall keep onsite records of all inspections (i.e., PM, Trouble Calls, Maintenance Repairs etc.) conducted and corrective actions taken. Records of inspections conducted and the corrective actions taken shall be submitted in a monthly progress report to the COR.

C.28. STRIKE CONTINGENCY PLAN

The Contractor shall prepare a Strike Contingency Plan (SCP) to be used in the event of a strike by his/her employees. The SCP shall be submitted to the COR for approval, no later than 15 days before contract start date. At a minimum the SCP shall include the following information:

(a) A Support Personnel: The names, addresses, telephone numbers, and contact persons of proposed firms the contractor intends to utilize to provide the services defined in this contract during strikes by his/her employees.

(b) Licenses and Certifications: Copies of resumes of current licenses and certifications of experiences assuring the Government that all temporary or replacement employees (including subcontractor employees) shall meet the experience and training requirements set forth in this contract.

C.29 OBJECTIVES, OUTCOMES, AND REQUIRED SERVICES

The baseline services are considered to be essential to successfully achieve the desired program outcomes. The services have been placed into one of three pricing types (i.e., firm-fixed, reimbursable services, and fixed-price task order). The offeror shall follow the GSA 5850 Guidelines, Preventative Desk Set Maintenance Guide (see Section J, Attachment 3) and the Manufacture Guide as the requirement Performance Standard(s), Acceptable Quality Level(s), and Monitoring Methods(s) for each required service.

RFP SAQMMA16R0171 TITLE: ELEVATOR MAINTENANCE SERVICES

Section C, Exhibit 1

Environmental, Health, and Safety

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