DRAFT Elevator FY 2025 - 2030 PWS.docx

DRAFT

SECTION C: PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

FOR

ELEVATOR MAINTENANCE SERVICE

SP4705-25-R-XXXX

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 combination Firm Fixed Price and Indefinite Delivery Indefinite Quantity (IDIQ) 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.

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.

Perform Preventive Maintenance.

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

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.

Submit Maintenance and Repair Reports.

Accurate reports are delivered within two business days.

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. Contractor shall develop and maintain a quality program to ensure maintenance, repair, delivery orders or services are performed in accordance with ANSI/ASME A17, Safety Code for Elevators and Escalators, and other applicable standards and codes and to keep the elevators operating safely and reliably. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary. The Government COR must have a specific quality control inspector to notify in case of complaints.

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. SECURITY REQUIREMENTS.

4.5.1 PHYSICAL SECURITY.

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

4.5.3 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.

4.5.4 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.

4.5.4 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.

4.5.5 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).

4.5.6 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.

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

4.6. 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.

4.7. PERFORMANCE OF SERVICES DURING EMERGENCY. The Government's Occupant Emergency Plan (OEP) and Damage Control Plan (DCP) are used by the Government during building emergencies. The Contractor shall prepare a Contractor Emergency Plan (CEP) that will define the Contractor’s procedures and actions they will take to provide support to the Government's OEP and DCP and the Contractors Elevator Trap call response plan. Designated Contractor personnel shall be thoroughly familiar with the Government's OEP and DCP and shall be trained by the Contractor to fully understand their responsibilities relative to each emergency plan.

4.7.1. The Contractor will not be penalized for delay of normal work if the work force has been diverted for emergency support. Additional Contractor costs incurred for emergency support shall be included the contract costs.

4.7.2. 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 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.

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

(3) The specific functions that each employee will perform during emergency situations.

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

4.8. 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.

4.9. 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.

4.10. 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. 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.

4.11. 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.

4.12. 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.

4.13. 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.

4.14. RECORDS AND REPORTS.

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

4.15. 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.

4.16. 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.

4.17. 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.

4.18. 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.

4.19. 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.

4.20. 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.

4.21. 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.

4.22 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.

4.23. 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.

4.24. 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.

4.25. FIREFIGHTER SERVICE TESTS.

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

4.26. 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.

4.27. 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.

4.28. 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.

4.29. 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.

4.30. 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.

4.31. 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.

4.32. 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.

4.33. 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.

4.34. 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.

4.35. 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.

4.36. 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.

4.37. 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.

4.38. 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.

4.39. 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.

4.40. FOR ISSUING INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ) ORDERS.

(a) Some of the services to be furnished under this contract shall be furnished at such times as ordered by the issuance of delivery orders on SF1449s or DD Forms 1155 by the Contracting Officer. All orders issued hereunder are subject to the terms and conditions of this contract. This contract shall control in the event of conflict with any order.

(b) Delivery orders or modifications may be issued orally by the Contracting Officer under emergency circumstances. However, must be followed-up with written confirmation by the issuance of an SF1449, DD Form 1155, or SF30 for modifications. Written confirmation must be issued within one (1) week of verbal authorization.

(c) Except for any limitations of quantities in FAR 52.216-19 or in the Schedule, there is no limit on the number of orders that may be issued.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified on the order. The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period.

4.40.1. End of Life repair and/or Replacement: Covers equipment within a value of $50,000.00 and the manufacture no longer provides support.

· Once the manufacturer no longer supports the equipment, the government will start the IDIQ process with no expense to the Contractor.

· During the IDIQ process the contractor shall continue to maintain and repair the equipment until replaced or through the point of Beyond Economical Repair.

· Equipment, that is End of Life Repair and/or Replacement with a value of less than $50,000.00 dollars, shall be covered under the Fixed Firm Price Portion of this contract.

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

4.40.2 Minor Work. Tasks or services that are relatively small in scope, complexity, or cost compared to the overall project.

· 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.

4.41. Order Limitation

Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $5,000.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b)Maximum order. The Contractor is not obligated to honor:-

(1) Any order in excess of $100,000.00;

(2) A series of orders from the same ordering office within 7 days that together call for quantities exceeding $250,000.

4.42 DEFINITIONS

As used throughout this contract, the following terms shall have the meaning set forth below.

(1) Where "as shown", "as indicated", "as detailed", or words of similar importance are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

(2) Where “as directed", "as required", "as permitted", "approval", "acceptance", or other words of similar importance are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the KO or COR is intended unless stated otherwise.

(3) Alterations. Alterations are new work that could be related to the maintenance and repair of the elevators. Alterations may include installation of equipment, miscellaneous items, fabrication of miscellaneous items, relocation of equipment, materials and devises, minor construction work requirements, and modifications to the elevators and associated equipment.

(4) Contracting Officer (KO). The Contracting Officer is a person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.

(5) Contracting Officer's Representative (COR). The person whom the KO will designate by name or position title to act as intermediary between the Contractor and the KO on matters pertinent to this contract and be his/her authorized representative.

(6) Alternate Contracting Officer’s Representative (ACOR). The person whom the KO will designate by name or position title to act as an alternate to the COR as intermediary between the Contractor and the KO on matters pertaining to this contract and be his/her authorized representative when the COR is not available.

(7) Component Part. Any part of any item or system that is detachable or removable from the main body or main assembly of the item or system.

(8) Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that subcontractors comply with the provisions of this contract.

(9) DavisBacon Act (DBA) Work. The Contractor shall pay employees not less than the minimum wages and fringe benefits specified in the DavisBacon Wage Determination, if the total cost (labor and materials) of the individual alteration - Indefinite Quantity (IQ) work effort exceeds $2,000. The Government reserves the right to survey the Contractor's employees for compliance with the DavisBacon Act.

(10) Delivery Order. A delivery order is a document (SF 1449 or DD Form 1155) issued by the KO to order indefinite quantity work.

(11) Direct Labor Costs. Wages or salaries, which can be properly identified with and charged to one specific product or service. Direct labor cost shall include all direct labor employee benefit costs and burdens. Employee benefits shall include the employer's cost contributions for health and welfare, injury compensation, Federal and State Unemployment and Social Security taxes. It shall also include a burden factor to recover the cost of paid absence due to Federal Holidays, vacation, and election days required by the Department of Labor Wage Determinations. Other benefit costs including retirement contributions and paid sick leave may be included where identifiable and payable by the Contractor.

(12) Direct Labor Hours. Those hours expended in the accomplishment of direct labor work.

(13) Direct Materials Cost. The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value of salvage value that accrue to the Contractor. When questions arise concerning the cost of materials, material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the direct material cost. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used.

(14) Engineering Database and Graphic Engine. The HQC uses a computerized maintenance management system (CMMS). The CMMS maintains and manages facilities data for Assets, Maintenance, Space, Leases, Materials, Property, Projects and Cable. All demand and preventive maintenance work requests are issued and managed through the CMMS. The CMMS also tracks all asset information related to the building.

(15) Emergency Service Orders (ESO). Service Orders will be classified by the COR as emergency when the work consists of correcting failures which constitute an immediate danger to personnel or threaten to damage property (e.g. trapped calls, electrical power outages, voltage fluctuations, electrical defects which may cause fire or shock, etc.), or compromise physical security and others as determined by the COR. All service work is included in the firm fixed price portion of the contract.

(16) End of Life repair and/or Replacement. Covers equipment within a value of $250,000.00 and the manufacture no longer provides support.

(17) Facility. Industrial property for production, maintenance, research, development, or testing, including real property and rights therein, buildings, structures, improvements, and builtin equipment.

(18) Material Handling Rate. The additional costs (expressed in percentage of direct cost) for administrative effort, ordering, handling and stockpiling special materials, special equipment and subcontracting for work included in the indefinite quantity portion of the contract. Material Handling Rate will not include profit (fee).

(19) Frequency of Service. Unless otherwise noted, services designated with the following frequencies shall be performed at intervals specified:

(20) Government Furnished Property (GFP). Government furnished property includes all property in the possession of the Government, or directly acquired by, the Government and subsequently made available to the Contractor.

(21) Hazardous Materials. A substance or material, including a hazardous substance capable of posing an unreasonable risk to health, safety and property. Refer to 49 CFR, Part 172 "Hazardous Materials Table" and Appendix 172.101, List of Hazardous Substances and Reportable Quantities.

(22) Hazardous Waste. Any material that is subject to the Hazardous Waste Manifest Requirements of the US Environmental Protection Agency as specified in 40 CFR Parts 261 and 262.

(23) Indefinite Delivery Indefinite Quantity (IDIQ) Work. IDIQ is defined as alteration requirements and extraordinary repair work, which exceed the scope of a service order for minor work. Alteration and extraordinary repair work will be classified as an IDIQ when the total cost of the required work, including labor and materials, is beyond the scope of a service order for minor work. Work shall be completed within the time frames specified on each task order. IDIQ Work is included in the indefinite quantity portion of the contract.

(24) Latent defects. Latent defects are defects that are present in a hidden or undeveloped state and are not visible or apparent at the time of inspection, but which become obvious or come into being at some future time.

(25) Maintenance. The recurring daytoday, periodic, or scheduled work required to preserve or restore real property to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage to a facility that otherwise would be more costly. All maintenance is included in the firm fixed price portion of the contract.

(26) Preventive Maintenance (PM). The recurring daytoday periodic scheduled work required to preserve or restore real property to such a condition that it may be reliably used for its designated purpose. The term includes work undertaken to prevent damage to a facility that otherwise would be more costly. All preventive maintenance is included in the firm fixed price portion of the contract. Preventive maintenance service orders shall be issued through the CMMS. All Preventive maintenance work is included in the firm fixed price portion of the contract.

(27) Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

(28) Quality Control. A method used by the Contractor to control the quality of goods and services produced.

(29) Recurring Work. Work, which is performed on a periodic basis such as preventive maintenance, predictive maintenance and standing operations orders. All recurring work is included in the firm fixed price portion of this contract.

(30) Regular Working Hours. The Government's regular (normal) working hours are from 7:30 AM to 4:00 PM Monday through Friday except (a) Federal Holidays and (b) other days specifically designated by the KO.

(31) Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively and reliably utilized for its designated purposes, and is a result of ordinary use, operation, normal wear and tear and the passage of time. Repairs do not include work required due to extraordinary repair work situations. Repairs may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair. All repair work is included in the firm fixed price portion of the contract.

(32) Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required. Response times are designated in the appropriate technical clauses of the Performance Work Statement.

(33) Routine Service Orders (RSO). Service Orders will be classified by the COR as routine when the work does not qualify as an emergency or an urgent call. Examples of routine calls include elevator out of service, lights out in elevator. All service order work is included in the firm fixed price portion of the contract.

(34) Service Orders (SO). Service orders are unscheduled maintenance, repair and minor work. Maintenance and repair service orders are issued through the CMMS and are assigned emergency, urgent or routine priority. All service order work is included in the firm fixedprice portion of the contract.

(35) Extraordinary Repair Work: Extraordinary repair work includes repair and replacement work required due to acts of God, unlawful acts or faulty or negligent operations by personnel other than the contractor and its agents maintaining the system. Extraordinary repair work shall be accomplished by issuing a separate delivery order for Indefinite Quantity Work. Examples of extraordinary repairs would include the following: burnout of a controller due to flood or water from ruptured pipe or fire suppression system.

4.43 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.

4.44 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).

Perform Preventive Maintenance.

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

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.

Submit Maintenance and Repair Reports.

Accurate reports are delivered within two business days.

5.2 FIXED PRICE 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…