A11 Section E-Exhibit 2 Elevator Maint.doc

SSA-RFP-09-1018

SECTION E – EXHIBIT 2

ELEVATOR MAINTENANCE

1. GENERAL REQUIREMENTS:

The contractor shall provide all necessary transportation, supervision, qualified personnel, equipment and supplies required to perform all preventive maintenance, emergency call back service, inspections, and repair (up to $10,000) on elevator equipment listed in this contract. All elevator equipment in the building shall be maintained at an acceptable level, throughout the contract performance period. An “acceptable level” of maintenance is defined as the level of maintenance which will preserve the equipment in unimpaired operating condition, i.e., above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment. The contractor is responsible for performing scheduled and unscheduled maintenance and repairs (up to $10,000), as necessary, on a 24-hour-a-day, 365-days-per-a-year basis, including emergency callback service. All service work, including responses for callback service, shall be performed only by a qualified elevator mechanic.

2. SERVICES REQUIRED:

A. Initial Work On a mutually agreeable date no less than 5 calendar days prior to the date performance is to begin, the Contractor and the Contracting Officer or his designated Contracting Officer’s Technical Representative (COTR) shall together make a complete and systematic inspection of all elevator equipment in the building covered by this contract. The Contractor shall then prepare and submit to the Contracting Officer and the COTR, within 25 calendar days after commencement of contract performance, an existing deficiency report listing all deficiencies noted during the joint inspection that would require corrections to bring the equipment up to an acceptable and satisfactory condition. Should the inspection disclose any deficiencies which present a hazard, the hazard shall be immediately called to the attention of the Contracting Officer or his representative.

B. General Operational Requirement

(1) This contract is for full elevator maintenance service. Full maintenance service is defined as all services necessary to maintain elevators, appurtenances and accessories to include computer monitors, diagnostic tools appropriate to the existing parts, printers and software in a fully operational mode at all times except for prescheduled downtime. Prescheduled downtime is defined as the time an elevator is placed out of service for the purpose of accomplishing repairs and/or preventive maintenance. The COTR will be notified in advance and approve of the schedule of repairs and maintenance to be performed. In the event an elevator is shut down, an “Out of Service” sign must be placed at each call button on all floors when the elevator is the only one servicing that area.

Elevators shall be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and be capable of providing their initial maximum capacity, speed and performance at all times.

(2) The contractor shall submit a typed detailed Preventive Maintenance (PM) schedule including check points and frequencies, based on the equipment specified herein for equipment listed within 10 days prior to start of performance. If a schedule change is to take place the contractor shall notify the COTR at least five (5) working days prior to the change. The Contractor is expected to strictly adhere to the scheduled PM dates to facilitate Government verification of work performed. No scheduled PM dates shall be changed without prior approval of the COTR.

(3) The Contractor shall maintain elevators, equipment, appurtenances and accessories so as to comply with the requirements of the latest edition of the ANSI/ASME A17.1 Safety Code for Elevators and Escalators and all other applicable laws, regulations, rules, ordinances, codes, etc. The latest editions of the ANSI A17.1 and ANSI/ASME A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks shall be used as a guide to establish that equipment is operating safely.

(4) The Contractor shall maintain the original speed for each elevator car, in feet per minute and the original performing time, which includes acceleration and retardation as designed and installed by the manufacturer. The Contractor shall perform the necessary adjustments as required to maintain the original door opening and closing time, within limits of applicable codes.

C. Extent of Work

(1) The Contractor shall furnish all labor, tools, materials, supplies and equipment and instruments to perform all work and furnish the necessary services to provide complete elevator maintenance, examination service and tests to keep the elevators including their controls in a safe operating condition. The Contractor will provide all support necessary (including labor and materials) during independent/government inspections.. Such service and maintenance shall apply to all elevator accessories regardless of whether they are specifically shown or described in these specifications and may result in work to be done at other than normal business hours so as to not interfere with the normal operation of the building.

(2) The preventive maintenance work is to be performed by a Journeyman Elevator Mechanic. In no instance shall the contractor assign to the work to an apprentice or helper without a Journeyman Elevator mechanic being present at the work site.

D. Scheduled Preventive Maintenance Requirements

(1) The Contractor shall repair, replace and/or service any piece of elevator equipment, component or part of the elevator system as is required in a well planned preventive maintenance program. The preventive maintenance program shall consist of systematic examination of the elevator equipment by the Service Engineer. The contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished.

The Contractor shall develop a check chart of each elevator indicating the annual schedule of preventive maintenance by dates with a detailed description of the work performed. The work to be performed shall be in accordance with the manufacturer’s recommendations or the best practices of the industry. Equipment under warranty shall be maintained in accordance with warranty instructions and conditions. The Contractor shall also maintain a log for each elevator. The log shall be used to indicate all repairs, replacement of parts and adjustments performed. Each entry on the log must be signed by the person performing the work as well as the Service Engineer. The proposed check charts and logs shall be submitted to the COTR for approval prior to commencement of work under the contract.

In addition to the stated preventive maintenance (PM) actions, the contractor is responsible for the following housekeeping requirements:

Monthly:

1. Machine Rooms: Dust equipment, control cabinets, and storage cabinets. Sweep the floor and remove trash.

2. Pits: Dust ironwork, sweep floor and remove trash.

Quarterly:

1. Hatches: Clean rails, beams and all related iron work in hatchways. Clean car tops and car fans.

The above actions will be made part of the contractor’s PM plan and reported as completed to the COTR on a service ticket (refer to paragraph (2) below).

(2) All preventive maintenance scheduled for each month must be completed during that month. For all preventive maintenance performed, service tickets shall be submitted to the COTR and shall describe work performed, parts replaced, date of performed maintenance, elevator car number and shall include signatures of persons performing the work or the person in charge.

(3) Within 5 workdays after the end of the month, a monthly progress report indicating the preventive maintenance work performed on each piece of equipment shall be submitted to the COTR. The report shall be signed by the Service Engineer.

(4) The check charts and logs shall be posted in the machine room of the building and will be subject to review by the COTR throughout the life of the contract. At the completion of the contract all check charts and logs become government property and will be given to the COTR.

E. Emergency Call-Back Service Emergency call-back service consists of promptly responding to requests for service from the Government or on-site maintenance contractor acting as an agent for the Government.

This emergency call-back provision is in effect 24 hours per day, 7 days a week. Emergency call-back service shall be limited to the performance of simple adjustments or replacement of parts to restore elevator operation. The contractor must have a qualified elevator mechanic on site within one (1) hour after being notified that individual(s) are trapped in a stalled elevator car and/or to restore inoperative elevators to full service. The contractor shall strictly comply with the one (1) hour or less response time.

F. Repairs Repairs are defined in Exhibit 1, paragraph 2.F.

G. Determination of Type of Repair The decision as to whether a repair job is an incidental repair, a minor repair, or a major repair, will be made by the COTR. The Contractor may appeal the COTR’s decision to the CO and file a claim. The contractor shall proceed diligently with the performance of the work, pending resolution of any request for relief, claim, appeal, or action relating to the contract, and comply with the decision of the Contracting Officer. All appeals and claims will be processed in accordance with the “Disputes” clause of this contract.

H. Non-Emergency Call Back Service Non-Emergency call-back service consists of responding within 48 hours to requests for service to correct problems or make repairs to equipment that does not impair the operation of an elevator. Examples: To replace hall lantern bulbs, adjust doors, landing control station push button bulbs, car panel lights, car ceiling light tubes, and repair electronic tone mechanism.

I. Inspection and Testing Services by the Government

(1) Periodic inspections of elevators required by the “American National Standard” safety code for elevators, dumbwaiters, escalators and moving sidewalks (current edition) will be performed under a separate inspection contracted with a separate inspection contractor in accordance with SSA policy. The maintenance contractor will be notified of the schedule for these periodic inspections so that he shall make is personnel available, at no additional cost, to accompany the contact inspector during the course of any inspection or test and reset any elevators.

(2) Semi-annual electrical “power-downs’ by the Government - The maintenance contractor will be notified of the schedule for these periodic inspections so that he shall make is personnel available, at no additional cost, to accompany the contact inspector during the course of any inspection or test and reset any elevators.

(3) The personnel provided by the maintenance contractor shall be qualified mechanics. The maintenance contractor’s personnel shall participate in this inspection and testing process to the extent required by the inspection contractor. This participation requires performance of the tests listed below and shall include, but not be limited to operating the elevator and all controls, removing and replacing panel covers, supplying the weights needed for car safety tests, and any other mechanical function associated with the inspection and testing process.

(4) Participation in the above referenced inspections and tests will be required at no additional cost to the Government. Tests will include, but not be limited to:

a. Car safety and rated load test

b. Buffer acceptance test

c. Load and speed test

d. Plunger return test

e. Emergency lights

f. Telephone test

Upon completion of a routine inspection, the maintenance contractor will be furnished with an inspection report listing deficiencies for which he is responsible. The Contractor shall repair these deficiencies as described in the inspection report. At no cost to the government the maintenance contractor shall notify the contracting officer and his representative in writing that deficiencies have been corrected so that a re-inspection can be made.

3. AJUSTMENTS AND TESTS:

A. The contractor shall check the Group Automatic Operation System and make necessary tests to insure that all circuits and time settings are properly adjusted and that the system performs as designed and installed by the manufacturer.

B. The Contractor shall maintain the original speed in feet per minute, the original performance time, including acceleration and retardation and perform the necessary adjustments and tests as required to maintain the original door speeds when opening or closing and the door open time, within limits of the American National Standard Safety Code for Elevators and Escalator. Measurements of elevator speed, door operating times, door pressure, floor-to-floor performance times, leveling accuracy and group operation shall be the governing factors in determining the adequacy of the elevator maintenance and load weighing settings.

C. This elevator system incorporates a fire alarm capturing device that must be maintained and tested to remain operational. This testing shall be conducted monthly. Such tests shall not interfere with the normal operation of the building. In addition, all elevators provided with fire fighter service shall be subject to a monthly test to ensure the system is maintained in proper operation order. A written record of findings shall be submitted to the COTR within 5 workdays after the end of each month.

D. Except for group supervisory control system tests and monthly fire alarm tests on elevators and emergency call-back service herein provided for, all work shall be performed during regular working hours, Monday through Friday, excluding Federal holidays.

E. The Government reserves the right to request the Contractor to make such inspections and tests, at no additional cost to the Government, as it deems advisable to ascertain that the requirements of the contract are being fulfilled.

4. SUPPLIES, MATERIALS, EQUIPMENT AND REPLACEMENT PARTS:

A. Consistent with the incidental and minor repair definitions contained in these specifications, the Contractor shall furnish all labor, supplies, parts and materials necessary to perform cleaning, maintenance, inspection, repairs or replacements to elevators equipment, appurtenances and accessories, including but not limited to: hoist machinery, hoist ropes, traveling cables, controllers, selectors, worm gears, thrusts, bearings, brake magnet coils, brake shoes, brushes, windings, commutations, rotating elements, contacts, coils, resistors for operation and motor circuits, magnet frames, telephones, cams, car door and hoisting door hangers, tracks and guides, door operating devices, interlocks and contacts, hatch lighting, elevator signal, cab lighting, and accessory equipment. The Contractor is responsible for replacement of all machine room light bulbs or tubes, hatchways and pit receptacles and light sockets. Particular attention is to be given to maintaining all emergency lighting units in an operable condition. Where applicable to hydraulic elevators, the above listed parts shall include the cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping, fitting and flexible pipe connections, operating control, check and relief valves, gauges, storage, discharge, pressure and vacuum tanks.

B. The Contractor shall have available on-site a stock of replacement parts of the type, brand and capacity as specified. It is vitally necessary that replacement parts be immediately available so that elevator service will not be subject to interruptions and stoppages. Parts shall remain the property of the elevator contractor.

The Contractor shall own, store and replenish at the building the parts specified. These parts shall be available on-site by the contract performance start date. The contractor may supplement the list with additional equipment.

1. Door operators to match existing for passenger and freight elevators-1 set

2. Car door photo electric safety device and other door protection equipment, for passenger and freight elevators – 1 set

3. Replacement parts for contacts, sockets, switches and buttons in car operational panel, all hall lantern bulbs, push button bulbs, car panel lights, light ballast and tube lights for machine rooms – 4 each

4. Elevator signage – 4 each

C. The Contractor shall be able to provide the following parts for each type and size of elevator within 24 hours of establishment of the need for such part(s). The period of time for furnishing the part(s) may be extended by the CO, if adequately justified by the contractor, and if requested by the Contractor within the original time period.

· Brake magnets, cores, coils and related items for the repair of the brakes – 1 each Passenger and Freight

· Supply special tools that are required to make repairs without undue delay

· All circuit boards – 1 each Passenger and Freight

D. The Contractor shall also be responsible for refinishing, repairing and replacing any additional parts when made necessary by ordinary wear and tear, except for the following:

· Hoistway enclosure

· Underground hydraulic piping

· Cab tile or carpet

E. All parts replaced under the provisions of this contract shall be new and identical to original equipment or the equipment manufacturer’s recommended replacement parts.

F. An up-to-date inventory of spare parts shall be maintained at the building. This inventory shall contain the description and part number of all items listed. When requested, the parts shall be made available for inspection by the COTR.

G. All oils, greases and lubricants used shall be expressly compounded to meet manufacturer’s specifications for the equipment installed.

5. CONTRACT COMPLETION INSPECTION REQUIREMENT:

On a mutually agreeable date no less than 60 days prior to the contract expiration date, the Contractor and the contracting officer or his designee shall together make a complete and systematic inspection of all elevator equipment in the building. Based upon this inspection, the Contractor shall prepare and submit a deficiency list, approved by the COTR. The Contractor shall have 30 days from the submission of this list to correct all items which fall within the scope of this contract.

6. ELEVATOR CHARACTERISTICS:

The Reliance/Haughton elevators have been upgraded by Montgomery KONE (MK).

The elevators now have MK controllers, isolation transformers, armature filter/dynamic brake networks and governors. All elevators have shut-trip breakers activated by heat detectors in elevator machine rooms. All elevators have an emergency recall system activated by the building fire alarm system. Each elevator is equipped with an emergency call button that activates a communication link to the building control center (ECC Room).

The following elevators service the building:

Passenger:

East – 2 elevators Basement to 7th floor

East – 2 elevators 1st floor to 7th floor

Freight:

East – 1 elevator Basement to Penthouse Cafeteria:

East – 1 hydraulic elevator Basement to 1st floor

Passenger:

West – 2 elevators Basement to 7th floor

West – 2 elevators 1st floor to 7th floor

Freight:

West – 1 elevator Basement to Penthouse

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