SOW (1).pdf

Statement of Work

Service/Maintenance of Elevators Systems

Located at Hollings Marine Labs

331 Fort Johnson Road

Charleston, SC 29412

General

The National Oceanic & Atmospheric Administration (NOAA), National Centers for Coastal Ocean

Science (NCCOS) Hollings Marine Laboratory (HML) is a government owned laboratory, located at 331

Fort Johnson Rd., Charleston, SC 29412. The HML Laboratory requires quarterly preventative maintenance inspections and remedial repair for three (3) Elevators. The main building has two Hydraulic passenger elevators manufactured by Dover Elevator Corporation. One is located in the A-section and the other is located in the E-section of the building. The third hydraulic passenger elevator is manufactured by Schindler Elevator and it is located in the forward section of the H-wing of the Hollings

Marine Laboratory. The Contractor shall have the ability to respond to emergency calls 24 hours a day, 365 days a year in order to be considered.

Objective

The objective is for HML to obtain a multi -year firm fixed price contract for maintenance and repair services on the existing three hydraulic elevators. The contract is intended to provide complete full preventative maintenance, and remedial repair services, 24-hour callback and safety code inspection support services for the three Elevators located at the Hollings Marine Laboratory, 331 Fort Johnson Rd, Charleston SC, 29412. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively and efficiently fulfill all the requirements of this Statement of Work (SOW). The elevators, in this contract vary by manufacturer, model, age, size, and performance characteristics and are subject to moderate use in operating times and passenger loads which are in line with most properties and equipment in the

Contractors experience. Consequently, the elevators, and equipment included in this Statement of Work

(SOW) will require preventative maintenance, service, repair, inspection, and testing similar to most moderately used elevators.

The term of this requirement is intended to consist of a one (1) year base period with four (4) one-year option periods.

Site Visit

Offerors are strongly encouraged (but not required) to conduct a site visit to review all existing conditions affecting the requirements in this statement of work, and to familiarize themselves with site constraints, and conditions for purposes of formulating quotes. It is the Contractor’s responsibility to confirm existing conditions and evaluate requirements listed in the Statement of Work herein. The Contractor must confirm accuracy of any and all dimensions. Failure to determine existing conditions will not be considered a basis for granting additional compensation. Offerors wishing to schedule a site visit shall contact the Government Technical POC:

Richard Sparkman

Richard.sparkman@noaa.gov

331 Ft Johnson Road

Charleston, SC 29412 808-295-3822 mailto:Richard.sparkman@noaa.gov

Qualifications

The contractor must show competency and experience in the operation, maintenance, network controls and service/repair of building hydraulic elevator systems that operate in medium industrial, commercial, institutional, medical and/or academic facilities.

01 CERTIFICATIONS

The Contractor shall provide proof that personnel performing work under this contract have valid state or local license or certification for Elevators covered under this contract. Persons performing maintenance shall have participated in a Certification Program within the last 12 months and be certified through the

National Elevator Industry Education Program (NEIEP).

02 KEY CONTRACTOR PERSONNEL

The Contractor shall identify and provide the Government Technical Point of Contact with a list of names and telephone numbers of the key personnel and or a 24-hour emergency contact number of a contractor’s personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to emergency callbacks.

Contractor’s key person or personnel list shall be provided to the Contracting Officer and Government

Technical Point of Contact fifteen (15) days prior to the start of the contract and shall be updated when approved changes are made.

The contractor shall perform the elements of this statement of work with factory trained, skilled, professional technicians, which are familiar with inspection, maintenance and repair procedures. Evidence of the above requirements shall be included with the vendor's quote.

Scope of Work

A) Service and Repair

The contractor shall provide the HML with the expert preventative maintenance, inspection, and remedial repair services (remedial repairs are defined as minor adjustments or repairs that can be easily performed during a quarterly visit to ensure the systems remain operable) for the existing Elevator systems and the associated equipment. The services required are characterized by performance of consistently reliable maintenance and service procedures. Equipment shall be kept in fine tune condition by appropriate preventative maintenance, remedial repairs, calibration and adjustments for peak effectiveness and efficiency and responsiveness on the part of the contractor when any minor repair or adjustment is needed.

Contractor employees shall at all times, immediately upon arriving to the job site; check-in with the

Building Receptionist and Facilities Support Staff at the front desk, and immediately prior to their departure from the job site shall check-out at the front desk. During afterhours callbacks; the Contractor employees shall check-in with the Facilities Support Staff on duty at the rear of the building at the loading dock office or the buildings main entrance.

The contractor shall be responsible for all unscheduled service calls and must be prepared to begin work to make repairs within four (4) hours of being contacted. The contractor personnel must call back to the

HML representatives within thirty (30) minutes of being notified of an emergency condition and state the technician’s name and estimated time of arrival at site to begin work. A copy of the service ticket with the complete description of work performed must be left with the Facilities Maintenance Team or Government

Technical Point of Contact after each visit. If further labor and/or material are required to complete the repair once the condition is under control, the call shall be completed as required for a routine call.

Each technician shall be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Hazardous communications

4. Personal protective equipment

5. Fall protection

B) Quarterly Maintenance Inspections

The contractor will provide HML with the expert maintenance services. The contractor shall provide labor and material to perform quarterly maintenance inspections, which include two (2) comprehensive inspections and two (2) operational inspections on the entire Elevator Systems. The contractor must furnish all remedial repair and labor for the system including the equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of work described in this Statement of Work. The Contractor shall provide a 1-year warranty on all replacement parts and labor.

MACHINE ROOM/SPACE CHECK CHARTS

• The Contractor shall maintain a machine room “Check Chart” for each elevator covered by this contract. The check charts shall be affixed to the equipment served and shall be displayed in a heavy gauge clear vinyl plastic protective envelope with metal eyelets and snap closures.

• Each time a unit is visited by the Contractor the machine room check chart shall be fill out detailing the reason for the visit. Completed forms shall be turn in to the Government Technical

Point of Contact and a new blank form shall be installed.

• The machine room check charts shall be configured to provide at a minimum the following information:

1. System, equipment, assembly and part identification.

2. Description of work activity (i.e. monthly PM, annual PM, repair, inspection etc.)

3. Description of the problem, diagnostics and repair (i.e. reset controller, replaced belt, replaced control valve ‘O-ring’, added 2 gallons of oil etc.).

4. Time when system/equipment was removed from service and restored to operation.

5. Comment space for recommendations, follow-up activities and other commentary related to maintenance, service, and warranty.

6. Oil usage log

7. Service personnel name, date and signature.

C) Safety

• The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when working on the Elevator Systems.

1. Approved back support and protective devices

2. Eye protection in compliance with ANSIZ87.1. -1968.

3. Approved hearing protection

4. Approved hand protection

5. Other safety devices/apparel when conditions warrant

• The Contractor shall furnish documentation as directed by the Government Technical Point of

Contact of the completion of the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards and a sample program shall be submitted to the Government Technical Point of Contact.

• The Clients Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist.

• In the event that the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

• The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles.

• The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the

Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire work.

• The Contractor shall comply with all applicable revisions, additions, changes and/or upgrades to any Federal, state, and municipal laws, codes, and regulations which are in effect on the date of contract and which affect the performance of the work.

D) Emergency Services

The Contractor shall provide emergency response (24 hours per day and 7 days per week) as part of the yearly contract with a response time of no more than 4 hours. The contractor must also provide a toll-free number to be answered 24 hours per day for emergency calls. Upon notification by HML, the contractor personnel must call back to the HML representatives within thirty (30) minutes of being notified of an emergency condition, state the technician’s name and estimated time of arrival at site to begin work.

Work Schedules/Shifts

Excluding emergency services that are required, the Contractor shall accomplish all work for the HML during the hours of 0700 and 1600 Monday through Friday, excluding Federal Holidays. This allows the flexibility for the contractor to schedule 8 hours of work during a time when HML staff will be at the facility.

Guarantee of Work

Contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Period of Performance

The contract period of performance will be for a one-year base period, with four one-year option periods.

The base year period of performance will be August 15, 2023 through August 14, 2024 with subsequent option years.

CLIN DESCRIPTION QTY UNIT

Base

Elevator Preventative Maintenance in accordance with the Statement of Work. Period of Performance August

15, 2023 – August 14, 2024

4 QR

Option 1

Elevator Preventative Maintenance in accordance with the Statement of Work. Period of Performance August

15, 2024 – August 14, 2025

4 QR

Option 2

Elevator Preventative Maintenance in accordance with the Statement of Work. Period of Performance August

15, 2025 – August 14, 2026

4 QR

Option 3

Elevator Preventative Maintenance in accordance with the Statement of Work. Period of Performance August

15, 2026 – August 14, 2027

4 QR

Option 4

Elevator Preventative Maintenance in accordance with the Statement of Work. Period of Performance August

15, 2027 – August 14, 2028

4 QR

Government Technical Point of Contact

Richard Sparkman

Ph: (808)-295-3822

Richard.sparkman@noaa.gov

Personnel

The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions, or with a record of narcotics use, for work at

HML. The contractor is responsible for completing a security investigation on all employees working at the

HML in connection with this contract.

Conduct of Contractor Personnel

The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies, and procedures. Contractor employees shall not enter restricted areas in accordance with security regulations and safety policies. The Contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting Officer (CO) and/or the Contracting Officers’ Representative (COR) in the performance of all contract work. The removal from the job site of any employee shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the terms and conditions of the contract. The Contractor’s employees shall not use offices, rooms, work areas, etc. for their own use. When a task is completed, such employees shall mailto:Richard.sparkman@noaa.gov immediately leave the area. Contract personnel shall not use or operate telephones, radios, computer terminals, or any other Government or privately-owned equipment or property without the express permission of the HML COR. The Contractor’s employees shall not disturb papers on desks, nor open desk drawers or cabinets. Breaks shall not be spent in offices or room areas, but taken only in the assigned rest areas. The Contractor’s employees shall not loiter in any working, patron, or other unauthorized areas.

While waiting for transportation, or while on work breaks, they shall not block or impede movement on ramps, doorways, corridors or walkways.

Security Requirements

Contractor employees shall comply with all security requirements. Copies of pertinent policies, regulations, and procedures will be provided to the Contractor upon request. Fifteen days prior to the contract start date, the Contractor shall submit to the Contracting Officer the full name and any alias, address, city and state and date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up-to-date. The Contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes. All vehicles entering the Fort Johnson

Complex are subject to search as authorized by the local South Carolina Department of Resources Law

Enforcement or by local Law Enforcement who have joint jurisdiction over the complex. All Contractors will be required to register at front desk and receive a temporary pass for one day and, if needed, a door pass card will also be provided.

Conformance with Environmental Management Systems

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate

Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Register at front desk and receive a temporary pass for one day.

2. The front desk personnel will have you read a brief statement concerning the EMS, the Facilities

Manager or a Facilities Service Team member will convey to the contractor any other items that need to be done to protect HML and the environment issues we have.

IT Security Requirements

The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of

Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor shall not have access to any government owned equipment or be furnished government privileged information. All hardware and software provided in this contract will become the property of the government.

The contractor shall only supply software, product license and will not require the use of any contractor owned equipment. The contractor will not have remote access to any government owned equipment.

The software and hardware related to this acquisition will be incorporated into an existing government

Certification and Accreditation (C&A) or Assessment and Authentication (A&A) package.

The contractor shall provide all supporting documentation or a reference to obtain the necessary material which describes the security capabilities, the design and development processes and the testing and evaluation procedures used by the product or services being provided for this acquisition.

The contractor shall provide all supporting documentation or a reference to obtain the necessary material which describes all product or service updates and enhancements as they are implemented. For example, the product or service supporting documentation could be the user and system administrator guides, which document the functional properties of the security controls employed and allow for the analysis and testing of the security controls.

The contractor includes the necessary product support and supporting documentation for the hardware and/or software that allows the sanitization (following NIST Special Publications 800- 88 Guidelines for

Media Sanitization) of the hardware and/or software upon the disposal of the product.