Sol_140D0421Q0223.pdf

140D0421Q0223

1. REQUEST NO.

5a. ISSUED BY

NAME

a. NAME

c. STREET ADDRESS

d. CITY

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON

OR BEFORE CLOSE OF BUSINESS (Date)

2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

RATING

6. DELIVERY BY (Date)

7. DELIVERY

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

PAGE OF PAGES

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

AREA CODE NUMBER

8. TO:

b. COMPANY

e. STATE f. ZIP CODE

c. CITY

d. STATE e. ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

THIS RFQ

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

IS IS NOT A SMALL BUSINESS SET ASIDEX

03/05/2021 0040514547

1 23

381 Elden Street, Suite 4000 Herndon VA 20170

IBC,AQD,Dv5,Br1,VA 04/17/2022

Department of the Interior

1849 C Street, NW Mail Stop 1530

Washington

DC 20240

703 964-3679Matthew Walton

03/15/2021 1400 ES

FOB DESTINATION

OTHER

(See Schedule)X

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

ELEVATOR MAINTENANCE

Legacy Doc #: DO Period of Performance: 04/18/2021 to 04/17/2022

00010 Elevator Maintenence Product/Service Code: J049 Product/Service Description: MAINT/REPAIR/REBUILD

OF EQUIPMENT- MAINTENANCE AND REPAIR SHOP

EQUIPMENT

Delivery: 04/17/2022

00020 Emergency Repair/Rescue Continued ...

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 23

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

140D0421Q0223

Product/Service Code: J049

Product/Service Description: MAINT/REPAIR/REBUILD

OF EQUIPMENT- MAINTENANCE AND REPAIR SHOP

EQUIPMENT

Delivery: 04/17/2022

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Request for Quote: Elevator Maintenance

Category: General Services Administration, Federal Supply Schedule, Multiple Award Schedule (MAS) Category

561210FAC

Pricing Schedule:

Period Elevator Maintenance Base Period (4/18/2021 – 4/17/2022)

Option Period 1 (4/18/2022 – 4/17/2023) Option Period 2 (4/18/2023 – 4/17/2024) Option Period 3 (4/18/2024 – 4/17/2025) Option Period 4 (4/18/2025 – 4/17/2026)

Option under 52.217-8

Provisions incorporate by reference:

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2020)

Task Order Clauses:

52.212-4 Contract Terms and Conditions – Commercial Items (Oct 2018)

Addendum to 52.212-4:

(w) Administration considerations: All questions and concerns regarding this effort shall be directed to the Contracting Officer/Contract Specialist as identified below:

Cynthia Chick, Contracting Officer e-mail: Cynthia_chick@ibc.doi.gov

Matthew Walton, Contract Specialist (CTR) e-mail: matthew_walton@ibc.doi.gov

(x) Notice Regarding Late Delivery/Delayed Performance The contractor will immediately notify the Contracting Officer (CO) in writing in the event the contractor encounters difficulty in performance by giving pertinent details, including the date by which it expects to complete performance or make delivery. However, the notification will be informal only in character and will not be construed as a waiver by the Government of any contractual delivery schedule or date, or any rights or remedies provided by law or under this effort.

(End of Clause)

1452.201-70 Authorities and Delegations (SEP 2011)

(a) The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work.

(b) The Contracting Officer will designate a Contracting Officer's Representative (COR) at time of award. The COR will be responsible for technical monitoring of the contractor's performance and deliveries. The COR will be appointed in writing, and a copy of the appointment will be furnished to the Contractor. Changes to this delegation will be made by written changes to the existing appointment or by issuance of a new appointment.

(c) The COR is not authorized to perform, formally or informally, any of the following actions:

(1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes mailto:matthew_walton@ibc.doi.gov or may change this contract;

(2) Waive or agree to modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the Contractor's right to proceed;

(5) Obligate in any way, the payment of money by the Government.

(d) The Contractor shall comply with the written or oral direction of the Contracting Officer or authorized representative(s) acting within the scope and authority of the appointment memorandum. The Contractor need not proceed with direction that it considers to have been issued without proper authority. The Contractor shall notify the Contracting Officer in writing, with as much detail as possible, when the COR has taken an action or has issued direction (written or oral) that the Contractor considers to exceed the COR's appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the Contracting Officer's response issued under paragraph (e) of this clause.

(e) The Contracting Officer shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the Disputes clause of this contract.

(f) The Contractor shall provide copies of all correspondence to the Contracting Officer and the COR.

(g) Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the Contracting Officer or the COR acting within his or her appointment, shall be at the Contractor's risk.

(End of clause)

Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP) (APR 2013) Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice:

COPY OF ACTUAL INVOICE.

The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 – 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Clause)

End of addendum to 52.212-4

52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the active period of performance of this Task Order.

(End of Clause)

52.217-9 -- Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 1 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 5 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 Months.

52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

www.acquisition.gov

(End of clause)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. (Jan 2021) 52.222-41 Service Contract Labor Standards. (Aug 2018) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (Aug 2018) 52.222-62 Paid Sick Leave Under Executive Order 13706. (Jan 2017)

52.222-42 Statement of Equivalent Rates for Federal Hires. (May 2014)

In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor ( 29 CFR Part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C.5341 or 5 332.

This Statement is for Information Only: It is not a Wage Determination

Employee Class Monetary Wage-Fringe Benefits (End of clause) http://www.acquisition.gov/ http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

52.252-5 Authorized Deviations in Provisions. (Nov 2020)

(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the provision.

(b) The use in this solicitation of any FAR provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

(End of clause)

Statement of Work

A. All work shall be performed on equipment and related systems in the Main Interior Building (Interior Complex).

The location of the building is as follows:

Main Interior Building (MIB) 1849 C Street, NW Washington, DC 20240

1. The Contractor shall furnish all necessary supervision, labor, materials, supplies, tools, and equipment to maintain 29 elevators in the Main Interior Building.

2. Optional Services. For the purposes herein, work, materials, and / or services classified as Optional Services shall be priced separately from and shall not be considered as part of the base contract. The Contractor shall neither perform nor deliver Optional Services without authorization from the Contracting Officer or, under extreme or unusual conditions such an emergency situation (e.g., an entrapment), from the Contracting Officer's Representative (COR). At any time during the life of this agreement, the Contracting Officer can direct the Contractor to provide any or all of the Optional Services described herein. All other terms and conditions of this agreement shall apply.

The Optional Services category includes (but is not limited to):

a. On-site coverage by licensed elevator mechanic(s) during other-than-normal coverage hours (e.g., on-site coverage for/during special events). Normal-coverage hours are 6:00 a.m. until 6:00 p.m. each Government workday.

b. Emergency response during other-than-normal work hours.

3. The Contractor shall be responsible for ensuring the economical and efficient completion of all work and services specified within this contract and ensuring that said work complies with all current applicable codes and regulations, manufacturers' recommendations, and commonly accepted trade and industry standards.

4. These specifications are a statement of the minimum level of work or services to be provided by the Contractor.

They are not intended to be or should not be construed as limiting specifications or requirements. As a minimum, the Contractor will be required to take all necessary steps and measures which a prudent building owner would take to maximize the life expectancy of property and / or equipment and to ensure the safe operation of equipment for the occupants and visitors of the complex.

5. The Contractor is responsible for ensuring the proper operation of all equipment and related systems covered under this contract on 24-hour per day, year-round basis. The Contractor will establish, implement, and maintain effective measures to allow designated Government officials to contact the Contractor without delay to have the Contractor implement its emergency-response procedures. For the purposes herein, the use of voice-mail or similar recording devices, email, or any methods or routine which would not ensure direct voice contact with the Contractor or its agent(s) or representative(s) within five minutes of the Government's initial effort(s) to contact the Contractor will not meet this requirement. From the time of the initial effort(s), the Contractor has sixty minutes to arrive in the building where the emergency exists.

6. The Contractor understands that the services covered by this contract are vital to the Government's mission, and that continuity of services must be maintained by the Contractor with utmost proficiency and without interruption.

7. The Contractor understands that the Government cannot and will not supervise Contractor personnel. The COR will establish priorities for work to be performed and will advise the Contractor's supervisory staff concerning same using the procedures established elsewhere in this document. However, if a dispute arises between the COR and the Contractor, the Contracting Officer shall be called upon to resolve the dispute.

B. Contractor Performance, Appearance, and Conduct.

1. The Contractor shall take all steps necessary to maintain a line of communication between the Contractor and the Government so as to afford optimum services by the Contractor under the terms of this contract. Throughout the effective period of this contract, the Government shall maintain its authority to determine work priorities.

2. The Contractor shall require all employees to wear distinctive uniform clothing and to ensure that every employee is in uniform no later than ten working days from the date each of its employees first enters on duty.

a. The uniform shall bear the Contractor's name and employee’s name which shall be easily identifiable and affixed in a permanent manner. Any color or color combination, except navy blue, light blue, or forest green may be used for uniforms.

b. The Contractor's employees shall maintain a neat, professional appearance that is commensurate with the tasks being performed in the national headquarters for the Department of the Interior.

c. The Contractor will ensure that its employees receive all necessary training to ensure work is accomplished in a manner that complies fully with applicable industry and safety standards, regulations and codes, and does not pose a threat to the safety or welfare of either the Contractor's employees or the occupants of the Interior Complex.

d. The Contractor shall provide its employees with all necessary personal-protective equipment (e.g., safety glasses, gloves, safety shoes, proper hearing-protection, etc.) needed to perform and meet the requirements of this agreement.

3. For the purpose of controlling access into and out of the building, the Department of the Interior Security Manager shall maintain a sign-in/sign-out log (GSA Form 139 or equivalent) at the C Street entrance of the Main Interior Building.

a. Each Contractor employee must sign in when arriving to begin the workday and must sign out at the end of the workday using the approved log.

b. Employees shall sign out on the same line that they used to sign in.

c. The Contractor's employees must indicate their titles (e.g., mechanic, apprentice, supervisor etc.) next to their signatures. Logs shall be reviewed by the COR at least once each week.

d. The Contractor's employees must adhere to the HSPD-12 requirements and he or she must wear and display their Interior-issued identification badge at all times while in the Interior Complex.

4. The Contractor shall be accountable for its assigned spaces, supplies, parts, and materials that are the property of the Government, and shall be responsible for any and all damage to or loss of same. The Contractor is responsible for maintaining all assigned space in a clean and orderly fashion. Furniture that may be assigned to the space shall not be removed. All telephones are for conducting official Government business only.

5. As directed by the COR, the Contractor will take all necessary action to minimize periods when equipment is out of service. Such action may include rescheduling planned work or the temporary use of additional Contractor personnel on site to meet workload demands. As a minimum, the following guidelines shall apply unless the equipment has been removed from service to allow upgrade/modernization work as described earlier under paragraph A.2. Of this Section:

a. At least four of the six passenger elevators in elevator group No. 1 or A (elevator Nos. 1-6, inclusive) and elevator group No. 4 or D (elevator Nos. 15 - 20, inclusive), Main Interior Building, shall be in service (i.e., fully-operational) at all times.

b. At least two of the four passenger elevators in elevator group No. 2 or B (elevator Nos. 7 -10, inclusive) and elevator group No. 3 or C (elevator Nos. 11-14, inclusive), Main Interior Building, shall be in service (i.e., fully-operational) at all times.

c. At least one of the two elevators for the north and south penthouse in the Main Building shall be in service (i.e., fully-operational) at all times.

d. At least one of the two freight elevators in the Main Interior Building shall be in service at all times.

6. All scheduled and unscheduled service, adjustments, maintenance, or repairs to the Secretary's or Under Secretary's elevators shall be coordinated through the COR (or, in the absence of the COR, the Building Manager) and shall be performed without delay.

7. Where practicable, the COR shall be notified at least 24 hours in advance when equipment and/or systems require dismantling, repair, or maintenance and/or will be out of service for more than two hours. Such equipment shall include but not be limited to; hoist motors, motor-generator sets, and such equipment determined to be critical by the COR. The Contractor shall provide the COR with an estimate (verbal or written) of when said equipment will be returned to service. When it becomes necessary to remove equipment and/or related systems from service for periods in excess of two hours, it shall be the Contractor's responsibility to place "Out of Service" signs and, as appropriate, barricades at each landing (or hatch opening) that the affected equipment serves. The Contractor shall be responsible for furnishing, installing, and removing any such signs and barricades relating to impending or ongoing work as deemed necessary by the COR.

8. The Contractor shall be responsible for starting, operating, and stopping all elevators during scheduled maintenance inspections or at any time, as defined or required by the COR.

9. As a minimum, the Contractor shall provide two licensed elevator mechanics on site from 6:00 a.m. to 6:00 p.m.

each Government workday. Each mechanic will work eight hours per day, with one starting at 6:00 a.m., the other ending his/her workday at 6:00 p.m. The Contractor shall designate a site supervisor or other official whom shall be available at all times (on- or off-site, as the Contractor determines necessary) to receive notices, correspondence, reports, or requests from the COR.

10. The on-site mechanics shall perform all service calls, preventive maintenance, troubleshooting, and repair work during the hours of 6:00 a.m. through 6:00 p.m. each Government workday. No additional charge, beyond the proposed fixed price, will be assessed for these individuals' time or performance. The number of employees and exact hours will be negotiated on a case-by-case basis. The full-time on-site services of the supervisor/project manager are not necessary; however, the COR may request the on-site services of this individual, if deemed necessary or as needed.

C. Initial Work

1. On a mutually agreeable date not less than 15 calendar days before the contract start date, the Contractor or its designated representative and the COR shall make a complete and systematic inspection of the mechanical and electrical systems and equipment included in this contract.

2. The Contractor shall then prepare a written report listing all deficiencies noted during the joint inspection and submit the report along with a cost estimate for effecting needed repairs to the COR within five days after the commencement of work under this contract. As approved by the CO on a line-item basis, the Contractor will be reimbursed for the correction of deficiencies noted during the joint inspection.

a. Should a dispute arise pertaining to whether a noted item should be classified as a deficiency, the CO shall make the final determination as to whether a deficiency exists.

b. The Contractor shall then be responsible for the immediate correction of noted deficiencies that are safety-related (i.e., if left uncorrected and the equipment remained in service, could result in injuries to persons using the equipment) and deficiencies that may damage Government property or equipment.

c. With the exception of critical or safety-related repairs, all deficiencies noted during the initial inspection shall be corrected within the first 45 days of the initial contract period.

d. The Government reserves the right to correct any or all deficiencies that are noted during the joint inspection.

D. Service Calls

1. For the purposes herein, a service call is an activity to troubleshoot, diagnose, and/or repair a problem or deficiency that exists due to an equipment or system malfunction. Requests for service during normal operating hours shall be issued by the COR to the on-site mechanic via a written Service Request and/or by verbal report of malfunction or emergency which will be followed up by a written Service Request.

2. The Contractor's mechanic(s) shall pick up Service Requests at the times and place designated by the COR. The forms will be picked up no less frequently than every two hours and, upon completion, will be returned to the General Foreman within two working days. The COR will determine if a service call request is of an emergency nature. The Contractor will continuously work on all emergency service calls until the emergency is relieved.

3. Each Service Request form will be completed by the Contractor's mechanic(s) to document all action taken, time expended, and date completed, and will bear the signature or initials of mechanic whom performed the work.

4. During normal operating hours (6:00 a.m. - 6:00 p.m.), the Contractor is expected to be on-site of a malfunction, emergency, or entrapment within fifteen minutes of notice by the Government.

5. During normal operating hours (6:00 a.m. - 6:00 p.m.), work to complete and close-out each service-call request shall be completed within three work hours.

6. As part of the services provided under this contract, the Contractor shall perform all work necessary to prevent an equipment malfunction and/or the failure of a system. The Contractor shall perform needed repairs without delay and as needed to ensure the continuity of operations or to return equipment to service as soon as possible.

7. The Contractor shall prepare and forward to the COR a written justification and estimated completion date for all service calls that cannot be completed within 24 hours.

8. The COR shall be kept informed of all service requests or repairs that are being accomplished. Work shall not be delayed in order to notify the COR except where guarantees or warranties may be involved in which case the COR shall be notified prior to repairs being made.

E. Reimbursable Repair Work

1. For the purposes herein, a repair is an activity to correct an existing problem. This includes (but is not limited to) adjusting equipment and the repair or replacement of parts or equipment. Reimbursable Repairs are repairs made by the Contractor for which the Government shall reimburse (according to an agreed pricing schedule) the Contractor for all or part of its labor, materials, and supervision.

a. The Contractor shall be responsible for performing all repair work up to $25,000 in total costs for each repair. However, the Contractor shall be financially responsible for only the first $3,000 for each of these repairs.

The Government will approve (in advance) and fund all repair costs in excess of $3,000. All repairs are subject to the requirements stated in the "Inspection and Testing Requirements" section. If the costs of the repairs are greater than $25,000 the government will procure the repairs under a new full and open contact.

b. Prior to proceeding with any repair for which the Government will reimburse a portion of the costs (Reimbursable Repair), the Contractor shall submit a cost proposal within 24 hours after a request for such by the

COR.

(1) Cost proposals submitted by the Contractor shall include all identifiable costs (i.e., parts, materials, labor, and warranty).

(2) The COR shall be responsible for determining a "fair and reasonable" price for each repair. If the Contractor's price proposal is deemed to be other than "fair and reasonable," the Government reserves the right to have the repair completed through other sources and, if so, the Contractor's financial liability for the repair ($3,000 or less) remains in full force and effect.

(3) Reimbursable repairs are within the scope of work under the terms of this contract and may be authorized by the CO or COR.

(4) Warranted Equipment. Equipment, components, and parts, other than that installed under the contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties.

c. Reimbursable Repairs shall be completed within three work days after the COR requests, in writing, that the Contractor completes the repair; however, the COR is authorized to waive this requirement and determine a different completion date, if/as conditions warrant.

d. When a reimbursable repair is determined to be an emergency by the COR, the Contractor shall precede immediately with the repair upon receipt of written notice from the COR or, in his/her absence, the Building Manager. The Contractor's requirement to provide a cost proposal shall not be reason to delay the start or completion of an emergency repair.

F. Maintenance Repairs

1. The Contractor shall perform all maintenance repairs necessary to optimize the performance of equipment and/or its operation, prevent an equipment breakdown or failure, or to return a piece of equipment to service after a breakdown or failure where the total cost is expected to be $3,000 or less.

a. The dollar threshold applies to each maintenance repair required.

b. The Contractor shall affect maintenance repairs without delay to ensure continuity of service.

c. All maintenance repairs shall be completed within 72 hours from the Contractor's receipt of a Service Request, Maintenance Authorization, GSA Form 3423, Mechanical Contract Inspection Report, or otherwise in writing from the COR. The Contractor shall prepare written justification for all maintenance repairs expected to exceed the 72 hour limitation.

d. On a daily basis, the Contractor shall advise the COR concerning the progress of all ongoing repairs.

e. The Contractor shall be required to make repairs resulting from Contractor testing and from ordinary wear and tear.

f. The Contractor shall notify the COR immediately (orally) concerning the existence or development of repairs for which the Contractor considers it is not responsible under the terms of this contract. The Contractor shall then follow-up this position in writing. The COR will determine if the Contractor is responsible for any required repairs.

In the event of a dispute, the Contractor may appeal the decision of the COR to the CO.

G. Preventive Maintenance (PM)

1. The Contractor shall use Appendix J from the GSA Maintenance Management Handbook (PBS) P 5850.IB (or successive promulgation) in conjunction with the respective equipment manufacturer's recommendations to determine the scope and frequency of all PM work to be performed. Where a conflict exists between the (PBS) P 5850.IB and manufacturer's recommendations concerning the frequency or scope of preventive maintenance, the more stringent guidelines or recommendations shall prevail.

2. The Contractor shall use the schedules already in place as designated by the COR.

(1) As the work is completed, the completed PM sheets will be returned to the COR within five working days, and reflect the initials of the person completing the PM, date completed, and a detailed list of any deficiencies found during the PM.

(2) The Contractor shall use and properly maintain the provided maintenance chart for each elevator. The charts shall be posted in the respective elevator machine room.

(3) During the performance of PM work, the Contractor shall make necessary maintenance repairs or adjustments to equipment to ensure an acceptable level of service and minimize outages.

(4) The Contractor shall be responsible for examining, equalizing tension, and the lubrication of all hoisting ropes, as required. The Contractor is responsible for shortening and/or replacing all hoisting ropes, compensating ropes, safety drum and governor ropes, and all other wire ropes, pursuant to current codes. Red rust (rouge) shall be cause for renewing ropes unless directed otherwise by the COR.

(5) As directed by the COR, the Contractor shall shorten hoisting ropes when the run-by clearances between counterweight buffer and striker plate become less than six inches. When elevators have unusually close overhead clearances, cables shall be shortened to prevent the elevator from striking the top of the hatchway.

(6) Where applicable the Contractor shall maintain the governor tension sheave(s) at an acceptable minimum distance to prevent bottoming-out.

(7) The Contractor shall maintain all buffer-pistons and guide-rails (car and counterweight) free of rust where roller-guides are used and properly lubricated where sliding guides are installed.

(8) Traveling cables shall be inspected semi-annually for breaks, proper alignment, and mounting of traveling cables on car and hoist junction boxes.

H. Other Services

1. In the event of a report of a physical injury, recurring service interruptions, or an accident involving equipment damage or equipment fire, the Contractor shall immediately secure the equipment and notify the COR. The Contractor shall await the arrival of the COR's elevator inspector before starting any corrective action on the equipment. The Contractor's mechanics shall be made available to make the necessary tests and examinations to determine causes relative to the incident in the presence of the COR's elevator inspector. The Contractor will inform the COR in writing concerning the safety status/condition of any piece of equipment that has been removed from service for the reasons in this paragraph.

2. If repair work must be performed during other-than-normal work hours and such work has been approved in advance in writing by the Contracting Officer (CO) or COR, the Government will reimburse the Contractor for additional costs the Contractor may incur for overtime premium for its personnel provided the Contractor demonstrates to the CO that it has incurred additional costs.

(a) For the purposes of this section only, “additional costs” shall be only those costs which are borne by the Contractor and for which the Contractor seeks additional consideration due to scheduling changes that have been approved by the COR.

(b) The Contractor understands that such reimbursement will be made only when the work has been authorized in advance and in writing by either the CO or COR.

(c) The Contractor shall not be reimbursed for additional or premium costs that are known and planned as part of the Base Year or any follow-on year of this agreement. When it is known that the nature of periodic work, cyclical maintenance (e.g., which may cause excessive noise, smoke, or protracted service outages), or an on-site presence by the Contractor’s personnel (e.g., presence on July 4) will require the Contractor’s personnel to be on-site during other-than-normal work hours (e.g., evenings, weekend days, and/or holidays), any higher costs associated with that work should be included as part of the Contractor’s offer.

(d) The Contractor shall not be reimbursed for additional costs when those costs are the result of the Contractor’s failure to perform in a timely manner or when the Contractor fails to meet or keep the levels of inventory of spare parts and/or materials that may be prescribed elsewhere in this agreement.

3. The Contractor shall not be required to install new attachments, other than replacement for those existing, as may be recommended or directed by insurance companies or other authorities.

4. The Contractor shall be responsible for repairing and/or replacing all electrical conductors extending equipment and/or systems from circuit breakers of main-line switches and from outlets in the hoist ways. Machine-room main-line disconnect fuses are included in this requirement; however, circuit breakers and/or main line switches are excluded.

5. The Contractor shall not make wiring changes or alterations without prior written approval from the COR. Any approved changes shall be reflected in all appropriate wiring diagrams and related sequence of operation literature.

6. The Contractor shall be responsible for all telephone conductors within each hatchway and elevator cab.

(a) The telephone in each elevator shall be inspected weekly to ensure proper operation and any deficiencies shall be brought immediately to the attention of the COR.

(b) The Contractor shall forward a copy of the weekly telephone inspection report to the COR by the close of business on the day the inspection was made. Each report will include the name of the person whom conducted the inspection and the time of the inspection.

(c) The cleaning and/or maintenance of the elevator fan; lights and cab light diffuser shall be the responsibility of the Contractor. The frequency and scope of PM work on the elevator (cab) fans shall be according to manufacturer's recommendations.

(d) The cleaning and refinishing of the elevator cab interior shall be performed by the Government.

I. Emergency Service and Response

1. The Contractor shall provide the COR with current telephone numbers and the names of individuals whom should be contacted to summon assistance in the event an emergency that occurs during other-than-normal work hours.

(The requirements in paragraph A.6., above, apply.) If subcontractors are used in the performance of work under this agreement, this requirement applies to each of them, as well.

2. As necessary and directed, the Contractor shall provide emergency response 24 hours a day, seven days per week, including holidays. The Contractor shall respond and be at the site of the malfunction within one hour of notification by the Government. A report of the problem, corrective action, man-hours, and materials used shall be submitted to the COR at the start of the next scheduled work day. The Contractor shall be reimbursed for emergency-response services.

3. The Contractor shall prepare a service ticket for each emergency callback and submit a copy to the COR.

4. If, due to the Contractor's failure to respond within one hour of notification, as prescribed above, other means (e.g., fire department equipment and personnel) are utilized to release entrapped passengers from an elevator, the Contractor shall be responsible for correcting any and all damage that may result from those efforts.

J. Inspection and Testing Services

1. General.

(a) The Government reserves the right to require the Contractor to conduct tests, as necessary, to ascertain that all contract requirements are being fulfilled. All tests are to be performed in accordance with the current editions of ASME/ANSIA 17.1 (Safety Code for Elevators), and ASME/ANSI A17.2 (Inspector's Manual for Elevators), and all other applicable codes, unless modified herein. Tests shall be conducted in the presence of an Elevator Inspector designated by the COR.

(b) Within 72 hours of notification by the Government, the Contractor shall make available the uninterrupted services of at least one licensed, mechanic to accompany the Elevator Inspector during the course of an inspection. The Government reserves the right to make the final determination as to replacement and/or repair of items which the Elevator Inspector reports as deficient. The Government reserves the right to make, or cause to be made, such inspections and tests necessary to ascertain that the requirements of these specifications are being fulfilled. The test and inspection services will occur no more frequently than every six months unless an injury occurs.

(c) Periodic inspection as required by ASME/ANSI A17.1, ASME/ANSI A17.2 and all other applicable codes and/or Government policy shall be performed by Elevator Inspectors designated by the CO. Upon completion of a routine inspection by the CO's designated inspector(s), the Contractor will be furnished with an inspection report which lists any deficiencies that were noted during the inspection. The Contractor shall correct all deficiencies in accordance with the previous sections of this contract. Items on the Elevator Inspector's report that are marked "critical" shall be corrected immediately, The Contractor shall notify the COR in writing when all reported deficiencies have been corrected, and a follow-up inspection of those items will be made.

2. Periodic Tests.

(a) Within the first 90 days of the contract, the Contractor shall perform periodic tests of the elevator components; these tests shall be scheduled and coordinated in advance with the COR.

(b) Periodic tests shall be accomplished according to the current ASME/ANSI A 17.1 and ASME/ANSI A17.2 Inspector's Manual, the National Electric Code, and all other applicable codes. The Contractor is responsible for ensuring that all equipment is in proper operating condition before tests are conducted. The Contractor shall correct all defects that are found as a result of or caused by the tests.

(c) The Contractor shall test to determine that all elevators are operating at their rated speed unless otherwise directed by the COR. This testing shall be accomplished within the initial ninety calendar days of this contract and shall be scheduled yearly thereafter to ensure the rated speed of the elevators is maintained. Necessary adjustments shall be accomplished to attain rated speed. Within fifteen calendar days after such tests, the Contractor shall notify the COR in writing concerning the operating speed of each elevator.

(d) The group supervisory-control systems, scheduling, dispatching, logic systems, safety, electrical protective overload-devices, and emergency service features, where installed, shall be tested and adjusted for proper operation and compliance with manufacturers' specifications. Fireman's Service shall be tested and adjusted for proper operation on a monthly basis and the results shall be entered on the form provided. All tests and adjustments shall be performed during other-than-normal operating hours at no additional cost to the Government. A written report indicating adjustment-time intervals, dispatch times on various programs, door standing times, and operating speeds shall be furnished to the COR upon completion. The aforementioned work must be performed during the initial ninety days of this contract and yearly thereafter.

(e) The required five year, full-load, governor, safety, and buffer tests shall be performed during the initial 90 days of the first option year of this contract. The tests shall be performed in accordance with current ASME/ANSI codes. The CO's designated inspector shall be present during said testing. The Contractor is responsible for ensuring that all equipment is in proper operating condition before tests are conducted. The COR shall be notified in writing within 15 days of test completion and include test results, repairs necessary, and completion of necessary repairs. Major deficiencies shall be brought to the COR's attention immediately.

(f) Within two months prior to the expiration of the base contract period and any succeeding option period, a representative of the CO shall make a thorough inspection of all equipment covered under this contract. Within 15 days of notification by CO, the Contractor shall correct all defects found during these inspections. The Contractor shall notify the COR in writing that the deficiencies have been corrected and are ready for re-inspection.

(g) The Contractor shall inspect all related elevator equipment and systems and all equipment areas as needed and replace burned out lamps (including signal lights and accessory equipment) and fluorescent tubes as needed or as requested by the COR. All lighting shall be energy efficient green lighting. Fluorescent tubes and elevator cab ceiling lighting supplies will be furnished by the Government all other luminaries will be furnished by the contractor. All fluorescent tubes shall be recycled; coordination for this shall provided by the COR.

K. Special Reports

1. In the event of a report of an injury to a person or an accident resulting in equipment damage or fire, the Contractor shall immediately secure said equipment and notify the COR. The Contractor shall await the arrival of the COR before beginning any corrective action on the equipment; exact conditions must be maintained. Contractor personnel shall be made available to make the necessary tests and examinations to determine causes relative to the incident in the presence of the COR. The Contractor is responsible for verifying the safety and restoring to service any pieces of equipment. This verification, if requested, will be in writing to the COR from the Contractor.

(a) In the event of an injury to a person, the Contractor's personnel will obtain medical assistance, if/as appropriate. The equipment will be removed from service until an investigation of the incident by appropriate Government officials has taken place.

(b) In the event of an injury to a person, the Contractor's personnel will report to the COR the name of the injured person, the time of the incident, the equipment number (e.g., elevator No. 10), the floor location of the equipment when the incident occurred, and the present floor location of the (secured) equipment.

2. The Contractor shall make an inspection of all elevators included in this specification at the beginning of each day to identify any elevators not operating or safety-related items which should receive immediate attention. A daily condition report, verbal or written, will be given to the Branch of Facilities Management/COR by 7:00 a.m.

3. The Contractor shall report any equipment out of service at the end of each regular Government workday to the COR. The Contractor shall prepare and regularly submit written condition-reports on all equipment to the COR.

Condition reports shall be prepared on the Contractor's letterhead, dated, and signed by an authorized representative of the Contractor. Condition reports may be submitted at any time, but no less frequently than quarterly. The condition reports shall inform the COR of the current condition of the equipment and make recommendations regarding the need for repairs, alterations, and/or modifications to the equipment. Any such requests shall be written and accompanied by supporting prints, sketches, and/or schematic, as appropriate, to provide detailed information.

L. Quality Control

The Contractor shall establish and implement a complete quality-control program to assure the requirements of the contract are being provided as specified. The Contractor shall develop and submit as part of this proposal, a comprehensive program for quality control which the Contractor agrees to implement and support. The program shall include, but not be limited to, the following:

1. A comprehensive system for monitoring and inspecting the work and services covered by this contract.

2. A comprehensive checklist that will be used in inspecting contract performance during scheduled or unscheduled inspections. The checklist shall include the operation, maintenance, and repair of mechanical and electrical equipment and systems as stipulated in the contract specifications.

3. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable to the Government. The name and position (e.g., inspector, supervisor, mechanic, etc.) of the individual performing the inspections for the Contractor and the frequency of inspections should be included.

4. The establishment of a file containing copies of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO and COR throughout the term of the contract.

M. Equipment Out of Service

1. The Government reserves the right, upon fifteen days written notice to the Contractor, to remove from service a piece or pieces of equipment that is or are scheduled and/or determined to be subject to a prolonged outage (in excess of thirty consecutive calendar days).

2. The Government reserves the right to make a reduction in contract price for any pieces of equipment to remain out of service in excess of fifteen consecutive calendar days. The fifteen consecutive days shall be calculated from the full day of outage to the first full day prior to being restored to service. No reduction in contract price shall be made in cases where neither the Contractor nor the Government can obtain requisite repair parts for said equipment.

(a) Exchanging of parts among the equipment within the buildings covered under this solicitation, in order to avoid the fifteen consecutive-day outage period is prohibited.

(b) The Contractor shall direct any written requests for an extension of time to fulfill requirements of this solicitation to the CO.

N. Materials

1. The Contractor shall have and maintain on the job-site a supply of spare parts, tools, and testing equipment sufficient for the normal maintenance and expedient repair of the equipment covered by this contract. All replacement parts, materials, lubricants, etc., must be the type and grade recommended by the respective manufacturer and is subject to the approval of the COR.

2. The government shall provide bulbs, ballasts and fluorescent tubes for the elevator cab lighting and hatchways, it is the Contractor’s responsibility for their replacement. The Contractor shall be responsible for the procurement and installation of all other elevator lighting. All non functioning luminaries shall be made operable on a daily basis as needed by the Contractor.

3. The Government will provide secure cabinets for the storage of repair parts and materials. OSHA-approved containers will be provided for the storage of waste and other flammable materials.

4. The Contractor shall be responsible for the proper removal of wastes (e.g., waste oil, oily rags, etc.) from the premises. The Government will bear no additional charges for waste removal.

(a) At no time shall the Contractor store more than…