DLA HQ Elevator Maintenance Services PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

ELEVATOR MAINTENANCE SERVICE

SP4705-25-Q-2025

1.0 DESCRIPTION OF SERVICES.

The Contractor shall provide all management, tools, supplies, parts, material, equipment, subcontractors, and labor necessary to maintain, repair, test or modify the elevators (to include equipment, safety devices, annunciators, computer and electronic systems, portable UPS devices, and Campus View Monitoring system) at The McNamara Headquarters Complex (HQC), Fort Belvoir, VA 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6220 in a manner that will ensure continuous, reliable, and safe operation. The contractor shall be capable of accepting delivery orders such as refurbishing of elevator cabs, modifying elevator controllers as it pertains to the addition of components or as required. This contract shall include a full time Elevator repair person onsite during the hours 07:00 to 15:30 Monday through Friday except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer. This contract shall be a Firm Fixed Price contract. The period of performance is one (1) twelve

(12) month Base Period with four (4) sequential twelve (12) month option periods. During the performance period of this contract the government may elect to replace the elevators and the elevator monitoring system/systems as a one for one replacement. The following is a list of elevators and their types. Note: The Government makes no representation as to the accuracy of the information provided.

Manufacturer Size Type Number

HQC, Dover Elevator Traflomatic IV 3,500 LBS. Passenger 16

HQC, Dover Elevator Traflomatic IV 10,000 LBS Freight 2

HQC, G&T Manufacture 500 LBS Wheelchair lift 4

POD 10 Swift Meridia HPV-900 3,500 LBS Passenger 5

POD 10 Swift Meridia HPV-900 5,000 LBS Freight 1

Parking Garage, Swift Meridia 3,500 LBS Passenger Hydraulic 1

The price for all elevator maintenance, repair, service order fulfillment, and testing shall be included in the firm fixed price portion of this contract. The firm fixed price portion of this contract shall include all work necessary to maintain all HQC elevators in, or return them to, safe and proper working order IAW ASME elevator Safety Codes.

Other than the initial correction of pre-existing deficiencies, explained under paragraph 4.20, below, the only work for which the contractor shall be allowed to bill the government beyond the firm fixed price of this contract shall be work that improves the capability of HQC elevators beyond their present capability or that constitutes an upgrade or refurbishment to the HQC elevators. These capabilities, upgrades, or refurbishes can be Control Systems, Aesthetics, Mechanical component replacement etc. are all considered upgrades. This work shall be directed in accordance with the procedures explained in paragraph 4.40, below.

1.1. MAINTENANCE SERVICES. The Contractor shall perform maintenance, inspections testing, and repairs as required by the Governments Preventive Maintenance (PM) Computer Maintenance Management System (CMMS) on all elevators and all additional industry standards as required. The Government will provide training on the CMMS software to the necessary Contractor employees. The CMMS training will be at the HQC within thirty (30) days after the start of the contract. All annual and monthly scheduled completed PMs shall be entered into the CMMS as completed within two (2) business days after completion. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of all maintenance and repair work requirements, as well as to permit tracking of all work in progress. The Contractor shall plan and schedule all work to ensure material, labor, tools and equipment are available to complete maintenance or repair work within the specified time limits and in accordance with the quality standards. The status of any work shall be provided within one (1) hour of the inquiry during regular working hours. The Contractors Project manager shall schedule a monthly walk through with the

Contracting Officer’s Representative (COR) to assure that all aspects of contract, maintenance, repair, safety codes and procedures or any other contractual concerns are being addressed.

1.1.1. The contractor shall perform preventive maintenance during each inspection to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices and manufacturer’s specifications and shall be intended to maintain the elevators in safe and reliable operating condition until the next scheduled maintenance.

1.1.2. The contractor shall prepare and submit a written report within (2) two business days of the inspection. The report shall identify each elevator, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the elevator. If repairs require work considered over and above routine maintenance work, the Contractor shall at this time provide the COR with information as to the extent of the repair and the length of time necessary to complete repairs.

1.2. REPAIR SERVICE CALLS DURING NORMAL DUTY HOURS.

1.2.1. Routine Calls. The COR or Facility Support Desk will notify the contractor via Government provided radio of repairs to be made from an inspection report or service call. The contractor shall report to the work location, survey the repair, and provide the COR an estimated time to repair. The contractor shall commence repair work immediately after notification from the COR. All repair, service orders and maintenance work shall be included in the monthly contract cost and shall be accomplished in accordance with normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality preapproved by COR. Downtime of the elevator will be kept to an absolute minimum. The contractor shall notify the COR of all projected downtime of the elevator, or its components, and the estimated time for repair. The contractor shall prepare and submit a written report within two (2) business days after the routine repairs are completed. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs.

1.2.2. Emergency Calls. The contractor shall respond to emergency repair calls and trapped calls via a Government provided radio or phone within fifteen (15) minutes after notification during normal business hours and within one

(1) hour after notification at times other than normal business hours. All emergency repair service orders and maintenance work shall be included in the monthly contract cost and shall be accomplished in accordance with normal commercial practices using parts specified by the elevator manufacturer or items of equal or better quality preapproved by COR. Downtime of the elevator will be kept to an absolute minimum. The contractor shall notify the COR of all projected downtime of the elevator, or its components, and the estimated time for repair. The contractor shall prepare and submit a written report within two (2) business days after the emergency repair to the COR. The report shall include the date and time of the service call, the location of the elevator, the repairs performed, and the name of the technician performing the repairs.

2.0 SERVICE DELIVERY SUMMARY.

Performance Objective PWS Para Performance Threshold Perform Preventive Maintenance.

Elevators are operational and PM has been performed as required and completed in the CMMS.

1.1. All elevators shall be in operational

service 98% of the time.

Service Call Repairs.

Repairs are made in a timely manner; Customers are informed of expected repair time. Response and repair is made within the specified time.

1.2. Response to and repairs of service calls

are timely 98% of the time.

Submit Maintenance and Repair Reports.

Accurate reports are delivered within two business days.

1.1.2., 1.2.1., 1.2.2.

95% of all reports are timely and accurate.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government will provide the contractor access to the Computerized Maintenance Management System (CMMS) via a computer terminal at the HQC.

3.1 The Government shall provide a two-way radio to the Elevator Mechanics for use while in the HQC and shall be used to contact elevator personnel during normal duty hours.

3.2 The Government shall furnish the utility services and existing electrical outlets for use in the work to be performed under this contract.

3.3 The Government shall furnish the contractor with office space and a Government owned computer in the A/B elevator penthouse.

4.0 GENERAL INFORMATION.

4.1. QUALITY CONTROL.

The Contractor must develop, implement, and maintain a comprehensive Quality Control Plan (QCP) to ensure all services and deliverables meet or exceed the performance requirements outlined in this Performance Work Statement (PWS). The QCP must be submitted as part of the vendor's quote. The QCP must detail the processes the Contractor will implement to ensure the quality, timeliness, responsiveness, and overall performance requirements are consistently met. Quality control will be an integral part of the everyday efforts of the contractor. Senior management will be proactive in ensuring quality of performance and deliverables throughout the engagement.

1. QCP Submission and Approval (Post-Award)

If awarded the contract, the quoter’s proposed QCP will serve as the basis for the final QCP. The Government and the Contractor will jointly refine and finalize the QCP within 10 business days of contract award. The QCP must be approved by the COR prior to execution. The Contractor will make appropriate modifications within five business days of the COR’s notification and provide a revised QCP within five business days.

2. QCP Content and Format The format and content for the QCP will be developed jointly by the Government and Contractor. The QCP will contain the tasks that are anticipated to be performed by the contractor during the performance period. It will also outline the scope, methodology, critical success factors, timelines with checkpoints, resource requirements, and any other factors required to ensure the success of the contract. The main purpose of the QCP is to communicate expectations between DLA and the contractor. As such, the QCP will be modified as the work progresses to adjust tasks, timelines, or other elements as circumstances warrant. The QCP must include a detailed timeline that includes a series of agreed upon “checkpoints” that will be used to monitor progress and trigger go/no-go decisions. All changes to the QCP will be agreed upon by the COR and the contractor at task initiation or at any of the designated task checkpoints based upon DLA business rules. At a minimum, the QCP must include the following elements:

Objectives in Services Summary: A description of the review process for each contract deliverable to ensure Government acceptance and validation. A description of the procedures for addressing non-conformances, including timely correction and prevention of recurrence.

Inspection System: A description of the comprehensive inspection system to ensure compliance with all requirements of the contract. This must include procedures to identify, correct, and prevent recurrence of unacceptable services/deliverables.

Record Keeping: A description of how records will be kept, documenting all inspections and any corrective or preventive actions taken. The QCP must state that these records will be available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

Oversight: A description of how oversight will be conducted to ensure work meets or exceeds PWS requirements.

This should include the roles and responsibilities of key personnel in the quality control process.

Elevator Maintenance Specifics: A description of the procedures to ensure maintenance, repair, ad-hoc/delivery orders or services are performed in accordance with ANSI/ASME A17, Safety Code for Elevators and Escalators, and other applicable standards and codes, to keep the elevators operating safely and reliably. Identification of the specific quality control inspector who will be the point of contact for the Government COR in case of complaints.

Initial Implementation Plan: A brief plan outlining the steps the Contractor will take to implement the QCP upon contract award.

3. QCP Updates and Modifications The Contractor will update the plan as changes occur and submit changes for review by the COR on an as-needed basis.

4. Contractor Responsibility

The contractor is required to control the quality of services and offer to the government for acceptance only services that conform to contract requirements.

4.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

4.3. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions -- Commercial Items (Oct 2018), for contractor’s failure to correct nonconforming services.

4.4. HOURS OF OPERATION. The HQC normal working hours are from 06:00 to 18:00 Monday through Friday except (a) Federal Holidays. Certain tasks will require the Contractor to work outside of the HQC normal working hours. Any work outside the normal working hours of the HQC will require the approval of the COR and shall be included in the contract cost.

4.4.1 The contractor shall provide a qualified on-site technician with required clearance during the hours of 07:00 to 15:30 Monday through Friday except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer.

4.5. KEY PERSONNEL.

To ensure a smooth and orderly startup of the contract, it is essential that the key personnel specified in the contractor’s quote be available and ready for work on the effective date of the award.

Key personnel are defined as senior experts whose resumes are to be submitted as part of the quote. The government will review resumes and has final approval of all proposed key personnel. Additionally, the government may ask for additional or other types of key personnel. Key personnel cannot be moved/removed/replaced without written consent of the COR and KO. In the event key personnel must be replaced, the contractor must provide written notice to the COR and KO at least 15 calendar days prior to the anticipated departure date along with a resume for the proposed replacement. Excessive key personnel turnover (defined as more than 20% in a year) is unacceptable and may result in termination for cause.

The Key Personnel positions for this contract, and their minimum qualifications, are as follows:

4.5.1. Project Manager:

o Minimum of 5 years of experience managing elevator maintenance contracts of similar size and scope.

o Certification as a Project Management Professional (PMP) or equivalent.

o Demonstrated knowledge of ANSI/ASME A17 codes and standards.

o Excellent communication and problem-solving skills.

4.5.2. Primary Elevator Mechanic (On-Site Technician):

o Journeyman Elevator Mechanic license or equivalent certification.

o Minimum of 5 years of experience maintaining and repairing Dover Traflomatic IV and Swift Meridia elevators.

o Specific training and experience in troubleshooting and repairing electronic control systems.

o Current OSHA safety certifications (e.g., fall protection, lockout/tagout).

o

Note: Back-Up will be required to have the same qualifications as primary

4.5.3. Independent Licensed Elevator Inspector (Subcontractor):

o Must be a licensed and certified elevator inspector for the state of Virginia.

o Must be independent of the contractor (i.e., not an employee or affiliate of the contractor).

o Must have experience performing safety tests in accordance with ASME A17.7 and ASME 17.2.

4.5.4 NON KEY PERSONNEL

Personnel identified not demonstrating advanced skills as identified above for their labor category will be subject to a resume request and could be subject to a removal request. This applies to both key and non-key personnel.

Note: All personnel working on this engagement may be subject to resume requests. Resume requests will be in writing from the COR to the CS/KO who will request from the contractor. The contractor will then have five business days to provide the resume(s) to the CS/KO.

4.6. SPECIAL QUALIFICATIONS.

Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements in maintenance of elevators. The contractor shall provide journeyman level Elevator mechanics fully knowledgeable in all aspects of operation, maintenance, repair, and troubleshooting of all HQC elevators. The mechanics shall have specific experience and training in maintaining Dover Traflomatic IV, Swift Meridia. Elevator maintenance personnel shall be able to read, write and speak English fluently. The contractor shall provide resumes and certificates pertaining to the specific training required of all personnel working here in the complex for approval by the COR thirty (30) days prior to the contract start date and within ten (10) days prior to replacement of personnel.

4.7. SECURITY REQUIREMENTS.

4.7.1 PHYSICAL SECURITY.

4.7.2 Facility Security Clearance (FCL). The Contractor shall provide a copy of the FCL in the Technical Quote, Volume 1.

4.7.3 All Contractor personnel assigned to the HQC shall have a minimum of a secret level security clearance prior to the start of work. This clearance is to also include all replacement or temporary personnel, at the HQC. Loss of a clearance shall be reason for temporary, and possibly permanent, removal of assigned Contractor personnel from HCQ buildings and campus.

4.7.4 Visitors without an approved secret clearance must be escorted by contractor personnel that have a current secret clearance. Clearance requirements shall not pertain to the Independent Licensed Elevator Inspector performing required safety testing.

4.7.5 Entry into Pod 10 is controlled through card reader access at the entry points. Personnel not part of the badged workforce are required to sign-in and sign-out at the Pod 10 front entrance.

4.7.6 Contractor employees or sub-contractors shall not have any electronic devices in the area or on their person while working in Pod 10 or any other any secured spaces. This includes, but is not limited to cell phones, laptops, notebooks, cameras, and radios. Communication radios issued by DLA are allowed in secured spaces except for Secured Compartmental Information Facilities (SCIF).

4.7.7 Contractor shall insure that all badges are returned any time contractor personnel leave the contract and at contract end. Final invoice will be held until badges are received.

4.7.8 Contractor shall be responsible for the cost of rekeying the building and replacing keys if any master key or sub-master key is lost.

4.8. PARKING. Vehicles will be subject to towing for the following reasons: abandonment, parking in violation of HQC policies, constituting safety or security hazards. Contractor personnel are expected to be aware of the contents of the HQC parking policy, obey signs posted to identify the various parking rules, and to inquire of the police force or the COR when there is doubt.

4.9. PERFORMANCE OF SERVICES DURING EMERGENCY.

Contractor participation in the Government’s emergency plans shall be mandatory during building related emergencies or natural disasters, regardless of the time of occurrence. The Contractor shall be required to respond to all emergencies including, but not limited to: Nuclear, Biological or Chemical attacks (NBC), fires, accident and rescue operations, strikes, civil disturbances, natural disasters, utility service outages and military contingency operations.

The quoter shall submit a draft Contractor Emergency Plan (CEP) to the KO for evaluation for acceptability as part of their quote. The final CEP shall be submitted to the KO for approval fifteen (15) days before contract start and shall include, at a minimum, the following:

(1) The Contractor's procedures and actions used to provide support to the Government during emergencies. This must include a detailed description of how the Contractor will integrate its operations with the Government’s Occupant Emergency Plan (OEP) and Damage Control Plan (DCP), including communication protocols, coordination of resources, and specific tasks to be performed.

(2) The name, address, telephone number and current position of each employee who will participate in the CEP.

For each employee, the CEP must identify their specific training and qualifications for emergency response.

(3) The specific functions that each employee will perform during emergency situations. These functions must be aligned with the Government’s OEP and DCP requirements and the Contractor’s responsibilities under this contract.

(4) If temporary or subcontractor employees are to be used, the same information is required as in the Strike Contingency Plan.

(5) A detailed communications plan, including primary and alternate methods of communication with the COR, CS, KO, and other relevant Government personnel during emergencies. This plan must address communication during power outages and other disruptions.

(6) A list of resources (personnel, equipment, supplies) that the Contractor will make available to support the Government during emergencies, including quantities and locations.

(7) A training plan that describes how the Contractor will ensure that all designated emergency response personnel are properly trained and qualified, including the frequency of training and the types of exercises that will be conducted.

(8) The Contractor's Elevator Trap call response plan, including response times, procedures for safely extracting trapped occupants, and communication with emergency services.

4.10. SERVICE INTERRUPTIONS.

If any service must be discontinued (even temporarily) because of repair, the Contractor shall notify the COR at least five (5) working days in advance. If the discontinued service is because of an emergency repair, the Contractor shall notify the COR immediately and place the appropriate signage required to adequately notify building occupants of the service outage and any emergency repair underway.

4.11. INTERFERENCE WITH GOVERNMENT BUSINESS. The Contractor shall schedule and arrange all work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, or customer discomfort.

4.12. PROTECTION OF GOVERNMENT PROPERTY.

The Contractor shall take special care to protect Government property including furniture, walls, baseboards and other surfaces from damage such as marks, scratches, and gauges. Any areas damaged because of the Contractor, or their Subcontractors shall be returned to the original condition, to include painting, refinishing, fireproofing, or replacement, if necessary, at the contractor’s expense.

4.13. WORK RECEPTION DESK.

The Contractor shall maintain a work reception desk at a location other than the HQC that is manned twenty-four

(24) hours a day, seven (7) days a week, including weekends and holidays. The persons staffing the work reception desk shall receive and process any contract related calls (i.e., request for trapped emergency extraction calls, elevator out of service calls,) from the COR or security personnel after normal duty hours. The work reception operator shall be thoroughly familiar with this contract and the requirements.

4.14. TECHNICAL LIBRARY.

The contractor shall establish and maintain a Technical Library of all technical data related to the contract services.

The library shall contain such items as Safety Data Sheets (SDS), maintenance procedures and manuals, spare parts list, cleaning product literature, and elevator manufacturer’s equipment repair manuals. The Technical library shall become Government property and shall remain on site.

4.15. RECORDS AND REPORTS.

The Contractor shall maintain and a record of all service calls and provide copies to the COR as required.

4.16. SPECIAL REPORTS.

The Contractor shall in the event of a reported physical injury, repeated service interruption, accident involving equipment damage or equipment fire, immediately secure the equipment and notify the COR. After such incidents, the Contractor shall prepare a written report explaining the cause and the Contractor’s corrective actions to the COR within four (4) hours of the occurrence.

4.17. CONTRACTS AND SUBCONTRACTORS.

Ten (10) days after the award of the contract, the contractor shall submit to the Contracting Officer copies of any contingent contracts or subcontractors that will provide any services during this contract.

4.18. INOPERATIVE EQUIPMENT OR SYSTEMS.

Should it become necessary to remove any equipment or systems from service for reasons that endanger life and or property, the equipment or system shall be red-tagged and locked out, with the following information on the tag. The person’s name that removed the equipment from service, phone number, date and time the equipment or system was removed from service. In addition to this requirement the Contractor shall contact the COR immediately.

4.19. STRIKE CONTINGENCY PLAN.

The Contractor shall prepare a Strike Contingency Plan to be used in the event of a strike by their employees. The plan shall be submitted to the Contracting Officer for approval ten (10) days after the award of the contract.

4.20. CONTRACTOR PHASE-IN PLAN.

The Contractor will be allowed to bring their employees on-site up to thirty (30) days prior to the start of the contract to become familiar with the buildings, equipment locations and to start the process for obtaining security badges and computer access.

4.21. PRE-EXISTING DEFICIENCIES.

Ten (10) calendar days after the Contractor receives the notice of award, the Contractor shall submit a proposed joint inspection plan to the KO that details time, location, and date of inspections for the purpose of identifying any pre-existing deficiencies with the building or building equipment. The KO shall accept or change the Contractor’s inspection dates and notify the Contractor of the decision. The COR and the Contractor shall together make a complete and systematic inspection of all elevator systems covered by this performance work statement. The Contractor shall then prepare and submit to the COR, a pre-existing deficiency report listing all observed pre-existing deficiencies with equipment or systems noted during the joint inspection. The Contractor shall also include as part of this listing, any equipment or systems which are now operable, but which the Contractor feels should be considered for repair or upgrade. The pre-existing deficiency list shall be submitted to the KO for review fifteen

(15) days after the joint inspection. Any deficiencies found more than thirty (30) days after the contract start date shall not be considered pre-existing deficiencies and therefore shall be the responsibility of the Contractor. Nothing in the pre-existing deficiencies shall diminish the Contractor’s obligation to maintain any deficient item to the extent that it is safely operable.

4.22. DEFICIENCIES CORRECTED BY OTHERS MEANS.

The Government reserves the right to have deficiencies accomplished by other means. The Government may elect to have any part of this work performed by other contractors.

4.23 SAFETY.

The Contractor shall establish an accident and safety plan, which shall provide safety, health protection, and personnel medical maintenance as required by the Occupational Safety and Health Administration (OSHA) and all Code of Federal Regulation segments implementing OSHA, to include means of employee reprimand and or dismissal for repeated safety violations. The completed plan shall be submitted no later than ten (10) days before contract start date to the COR for approval. The Contractor shall update this safety plan through the life of the contract. The Contractor shall follow all safety regulations, elevator rules, and OSHA regulations. (29 CFR Part 1910). All elevator shaft openings shall be blockaded by the contractor using contractor provided blockades (approved by the COR) while the shaft is being accessed. The government reserves the right to conduct unannounced safety inspections at any time and to investigate all accidents involving contractor personnel. The HQC is participating in the OSHA Voluntary Protection Program (VPP). The contractor shall complete any required government provided training (i.e., VPP and monthly safety awareness training) or requirements in support of this program. Special care and compliance with Safety Data Sheet shall be given when using solvents, cleaners, paint, or other material that has a warning label indicating the material may be irritating or harmful to building occupants. The Contractor shall contact the COR before use of any cleaners, paint, solvents or any material that may be irritating or harmful to the building occupants.

4.24. SAFETY TEST.

All Elevators shall be service semi-annually, and annually during the base year and the appropriate option years.

These services and/or tests shall be performed within the first three (3) months of the contract’s start date until contract completion. Safety tests shall be the responsibility of the contractor to be performed at no additional cost to the Government. All tests are to be performed in accordance with ASME A17.7 (Performance Based Safety Code for Elevators and Escalators); ASME 17.2 (Guide for Inspection of Elevators, Escalators, and Moving Walks);

ASME A17.1 (Safety Code for Elevators and Escalators); and Annual Fire phase 1 recall testing guidance and any of their most current revisions. The Contactor shall employ an Independent Licensed Elevator Inspector Subcontractor to conduct the required tests. A copy of the Elevator inspection report and certifications shall be provided to the COR within seven (7) working days of a completed inspection. The Contractor shall be responsible for all scheduling of the required tests and provide notification to the COR fifteen (15) days prior to any testing. Any Safety test that is performed in the HQC shall be done to minimize interference with normal Government Business and not cause the elevator cabin to be inoperable more than 24 hours. The contractor shall commence the required repairs and correct deficiencies as they are found during the required test.

4.25. RATED SPEED TEST.

The contractor shall perform annually Elevator rated speed test to assure that the equipment is meeting the targets specified by the manufacturer and make any corrections necessary to assure this. A copy of this report shall be submitted to the COR within seven (7) working days after the completed test.

4.26. FIREFIGHTER SERVICE TESTS.

Contractor shall perform this test at other than the HQC normal working hours at no additional cost to the Government.

4.27. SPARE PARTS.

The Contractor shall establish a list and stock any parts and material likely to be required in the accomplishment of maintenance and repair work that are not readily obtainable and provide a copy of the recommended spare parts list to the COR fifteen (15) days prior to the contract start date. Any parts bought and stocked shall be the property of the Contractor.

4.28. WORKMANSHIP.

The Contractor shall provide journeymen quality workmanship. When the Contractor completes work on a piece of equipment it shall operate as designed, safely and reliably, it shall be free of missing components, screws, bolts or defects, which would prevent it from functioning as originally intended and designed. Corrective repair and maintenance work shall include operational safety checks, and thorough cleanup of the area at the end of the each working day and at job completion.

4.29. PROTECTION AND DAMAGE.

The contractor shall provide all labor, materials, equipment, and signage necessary for the protection of the general public. Equipment furnishings, buildings damaged due to work performed or by negligence of the contractor shall be repaired or replaced to its original condition at no cost to the Government.

4.30. BURNING PERMITS.

Before burning or welding in the HQC the Contractor shall coordinate with the COR and the Fort Belvoir Fire Department at least two (2) working day prior to the use of burning or welding equipment. Permits shall be complete and approved prior to work start.

4.31. CONTRACTOR LICENSING.

The Contractor shall possess all necessary specific experience, certifications and licenses required by Federal, State, and Local Governments. In addition to these Contractor licenses, each individual employee shall possess any licenses necessary to perform maintenance and repair on the HQC site elevator systems. Copies of these licenses shall be submitted to the COR thirty (30) days prior to the contract start date and upon replacement of personnel.

4.32. PERFORMANCE EVALUATION MEETING.

The Contractor’s Project Manager shall meet weekly with the COR during the first month on the contract. The meeting shall be held thereafter as determined by the COR. The Contractor shall provide Management representatives at the meeting above the level of Project manager at the COR’s request to resolve performance issues. The Contractor shall provide written meeting minutes to the Contracting Officer within two (2) days after the meeting.

4.33. BIDDERS LIBRARY.

The Government will establish a bidder’s library containing service order historical information, preventive maintenance information, construction specifications and drawings. The Government makes no representation as to the accuracy of the information in the Bidders Library.

4.34. REPLACEMENT, MODERNIZATION OR RENOVATION.

During the terms of this contract, the Government may operate, repair, replace, renovate or improve equipment, systems, facilities, or components at the Governments expense by means not associated with this contract. All replaced improved, updated, modernized, or renovated equipment, facilities, components or systems shall be maintained by the Contractor at no additional cost to the Government unless such changes result in an increase or decrease in contract requirements.

4.35. WARRANTY.

The contractor shall provide one (1) year full warranty for all labor and materials. The Contractor shall also provide manufacturer’s warranty in addition to the one (1) year Contractor warranty.

4.36. DRAWING REVISIONS.

When the Contractor accomplishes work that requires the revision of system drawings, wiring diagrams or blueprints, all revisions shall be submitted to the COR within five (5) working days of the completed work.

Modifications shall be annotated in red on the drawings, wiring diagrams or blueprints.

4.37. INTERFACE WITH OTHER CONTRACTORS.

The Contractor shall cooperate with all other contractors as to avoid conflicts with other Contractor performance and work schedules or as directed by the COR. The Contractor shall be required to assist other contractors in the performance of their work as it pertains to accessing the tops of elevator cabs, access to the elevator shafts for purposes such as Fire Alarm smoke detector cleaning, repair, and testing, Fire Suppression repair and any associated testing. All such requirements shall be coordinated with the Elevator Contractor giving as much notice as possible for each occurrence. Emergency requirements shall be treated as Emergency Service request calls.

4.38. SIGNAGE.

The Contractor shall be responsible for the installation and removal of signage as related to Elevator service. When it becomes necessary to remove a piece of equipment from service for longer than one (1) hour, the Contractor shall place “OUT OF SERVICE” signs at each landing or in each elevator that the equipment or system serves.

4.39. CLEANING.

The Contractor shall be responsible for keeping clean the elevator exhaust fans, the tops of the elevator cabs and the lighting diffusers as dust accumulates or at the request of the COR. The Contractor shall be responsible for the keeping the Elevator equipment machine rooms broom and mop clean and all other associated equipment always wiped down. Elevator pits and or cab tops shall be vacuumed during the required cleaning or PM to keep dust to minimum.

4.40. INTERIOR CAB LIGHTING.

The Contractor shall be responsible for the replacement of all light bulbs, repair of the lighting, fixtures and all associated ballasts, dimmers switches, and wiring in the passenger elevators. The Contractor shall clean the lens when dusty or as required by the COR.

4.41. AD-HOC ORDERS

(a) This contract includes a fixed-price portion covering routine maintenance and service calls as defined elsewhere in this contract.

(b) To cover the costs of services that are not considered routine maintenance or service calls, an ad-hoc Not-To-Exceed (NTE) Contract Line-Item Number (CLIN) for $50,000 has been established. This CLIN is available for use as unforeseen issues arise during the performance of this contract.

(c) Prior to the Contractor performing any work against the ad-hoc NTE CLIN, the Contractor must submit a written request for authorization to the Contracting Officer's Representative (COR), with a copy to the Contracting Officer (KO). The request must include a detailed description of the work to be performed, a breakdown of the estimated costs (labor, materials, etc.), and a justification explaining why the work is not covered under the fixed-price portion of the contract.

(d) The COR will review the Contractor's request and, if deemed appropriate, will forward the request to the Contracting Officer (KO) with a recommendation for approval. The KO's written approval is required before the Contractor may proceed with the work.

(e) The Contractor shall not exceed the $50,000 NTE amount for the ad-hoc CLIN without prior written authorization from the Contracting Officer. Exceeding the NTE without proper authorization may result in non-payment for the unauthorized work.

(f) The Contractor is responsible for tracking all costs incurred against the ad-hoc NTE CLIN and shall provide regular updates to the COR and KO upon request.

(g) At the conclusion of the contract, any unused funds remaining in the ad-hoc NTE CLIN will be de-obligated.

4.41.2. End of Life repair and/or Replacement: Covers equipment where the manufacturer no longer provides support, and its value, as determined by the Government, is $50,000.00 or less. This value will be based on the estimated cost to replace the equipment with a functionally equivalent item, considering factors such as age and condition of the existing equipment.

• Once the manufacturer no longer supports the equipment, the Government will exercise the ad hoc CLIN process to replace the equipment with no expense to the Contractor.

• Equipment, that is End of Life Repair and/or Replacement with a value of less than $50,000.00 dollars, is considered part of the routine maintenance requirements and the contractor is required to maintain and repair the equipment under the Firm-Fixed Price CLIN for maintenance, until replaced or declared Beyond Economical Repair.

• Beyond Economical Repair, and Extraordinary Repair Work, are not included in this definition.

4.41.3 Minor Work. Tasks or services that are relatively small in scope, complexity, and cost. Alteration or new work will be classified as minor work when the total cost of the required work, including labor and materials, is less than $5,000.00.

4.42 INCENTIVES

In as much as the contractor performs successfully during the base year and each following consecutive year of this contract the Government will consider awarding the contractor the next option year the full extent of this contract.

4.43 ENVIRONMENTAL COMPLIANCE

(a) The Contractor shall comply with Federal Regulations, the State of Virginia, Fort Belvoir, DLA and HQC hazardous storage and waste regulations and standards.

(b) The Contractor shall maintain a copy of all the Safety Data Sheets (SDS) sheets of all chemicals they use at the HQC in their work area and provide a copy to the COR. The SDS shall be current as items are received on site and shall be updated annually on the contract anniversary date.

(c) The Contractor shall dispose of all hazardous and general waste in compliance with all Federal, State, and Local laws and regulations. A paper record to final disposal shall be maintained by the Contractor and a copy provided to the COR.

5.0 PERFORMANCE MEASURES FOR PREVENTATIVE MAINTENANCE

Performance measures will be used to assess the Contractors performance to determine whether the Contractor is performing at acceptable levels in order to allow for a 100% payment of monthly invoices. The Government will make objective and subjective assessments of the Contractor's performance to determine whether contractor performance is acceptable. The Contractor is expected to perform all functions in a professional manner and prepare accurate and timely documentation. Progress will be tracked based on the milestone event when the Contractor receives a specific tasking. The number of completed actions will be balanced against the quality of this output.

5.1 PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, section 2, in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Elevators are operational and PM has been performed as required and completed in Facility Center.

1.1. 98% of elevators are always operational.

Service Call Repairs.

Repairs are made in a timely manner; Customers are informed of expected repair time. Response and repair is made within the specified time.

1.2. Response to and repairs of service calls

are timely 98% of the time.

Submit Maintenance and Repair Reports.

Accurate reports are delivered within two business days.

1.1.2., 1.2.1., 1.2.2.

5.2 MAINTENANCE PERFORMANCE STANDARDS

The following performance standards will be applied to the resultant contract:

a. The contractor shall submit a combined monthly invoice for 100% of the fixed monthly amount for each PWS tasking. As part of the Contracting Officer’s Representative’s (COR) monthly certification process, the COR will indicate on the invoice submitted the amounts authorized for payment for each task based on the performance measures described herein.

b. The determination for payment of the performance standards will be made in accordance with the procedures set forth below.

c. The COR or his/her designated representative will advise the contractor of what the authorized amount of payment will be for each month within 10 working days of submittal of the invoice. If the COR or his/her designated representative does not come to a determination or certify the invoice within 10 working days than the contractor will be provided 100% of their invoiced amount.

Should the government withhold any part of the firm’s monthly fee the balance of the amount withheld may be redeemable in a separate invoicing period should the contractor maintain a highly acceptable rating for a minimum of three (3) months. The government may reimburse the contractor some or all funds withheld during the period of performance for exceptional services provided to the government.

The Contractor may direct questions on any withholding of a payment to the Contracting Officer. If the contractor demonstrates that the firm’s inability to meet performance requirements was due to a failure in Government procedure (i.e. miscommunication of facts, failure to provide the Contractor with information or devices necessary to complete tasks, etc.) the monthly payment, or some part of the monthly payment, may be released to the contractor in a future invoicing period.

5.3 PERFORMANCE REVIEW

Below are the Performance Standards that will be used in evaluating performance monthly and in determining the amount of the monthly payment owed to the contractor.

Acceptable Performance meets or exceeds contract requirements when the number of Quality Deficiency Reports (QDR) are less than 5% of the total number of service orders for that month. No deduction will be taken. The COR recommends paying the contractor 100% of the invoice amount.

Unacceptable For unsatisfactory services performed that exceed a 5% limit to the estimated quantities listed under Historical Data, throughout any given month, the Government reserves the right to deduct for all services re-performed and/or not provided. Work tickets are averaged out at $100.00 per ticket. If the Contractor’s QDR count exceeds the Government’s 5% limit, the Government has the option to deduct for the full QDR count for the month at $100.00 per work ticket. See Paragraph 5.6(b) for additional information.

5.4 METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's Project Manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

The government will periodically evaluate the contractor’s Performance in accordance with the Performance Work Statement. Surveillance may consist of real time system monitoring, emergency and routine response calls, and general random inspections.

b. PERIODIC INSPECTION. The government will periodically evaluate the contractor’s Performance in accordance with the Performance Work Statement. Surveillance may consist of timely service order completion, and completion of preventive maintenance items in required time frame and general random inspections.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

5.5. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL: Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

5.6. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

ACCEPTABLE QUALITY LEVEL. Acceptable Quality Level of these specifications and requirements per the PWS are in the below table.

Elevators are operational and PM has been performed as required and completed in Facility Center.

1.1. 98% of elevators are always operational.

Service Call Repairs.

Repairs are made in a timely manner; Customers are informed of expected repair time. Response and repair is made within the specified time.

1.2. Response to and repairs of service calls

are timely 98% of the time.

Submit Maintenance and Repair Reports.

Accurate reports are delivered within two business days.

1.1.2., 1.2.1., 1.2.2.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Quality Deficiency Report (QDR) and present it to the contractor's Project Manager or on-site representative. A QDR template is attached to this QASP.

The contractor shall acknowledge receipt of the QDR in writing. The QDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The QDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any QDR’s may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the KO.

For unsatisfactory services performed that exceed a 5% limit to the estimated quantities listed under Historical Data, throughout any given month, the Government reserves the right to deduct for all services re-performed and/or not provided. Work tickets are averaged out at $100.00 per ticket. If the Contractor’s QDR count is within the Government’s limit of 5%, the Government will not take a deduction for the month. If the Contractor’s QDR count exceeds the Government’s 5% limit, the Government has the option to deduct for the full QDR count for the month at $100.00 per work ticket.

EXAMPLE: Average work ticket count of 89 per month. If the Contractor’s Quality Deficiencies count does not exceed the given 5%, there will be no deduction for the month.