Statement of Work.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project Fort Collins Elevator Inspection & Maintenance Contract

General Information

1.0 Scope of Work

· The Contractor shall perform the required inspections, maintenance service, and monitoring of elevators at: The Rocky Mountain Research Station Headquarters and Laboratory buildings in Fort Collins, Colorado.

· Contractor shall provide all management, tools, supplies, equipment, transportation, and labor necessary to maintain the complete system in a manner that will ensure continuous and safe operation of the complete system.

· The Contractor shall Meet all applicable local, state, and federal regulations. Include but not limited to the following:

· Elevator and Escalator, Title 9 Article 5.5 of the Colorado Revised Statutes

· ANSI/ASME A17 Elevator and Escalator Safety

2.0 Background

Elevator details:

Contractor Requirements

3.0 Technical Requirements / Tasks

· GENERAL INFORMATION

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

· HOURS OF OPERATION. Preventative Maintenance and Inspection visits will be performed during normal duty hours (Monday through Friday, 8:00am to 4:30pm).

· SPECIAL QUALIFICATIONS. Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet certification requirements in accordance with ANSI/ASME requirements.

· STORAGE OF MATERIALS. The Contractor shall not store material and equipment in the work area without approval and coordination with the Government. Materials and equipment approved for storage shall be placed in safe and secure location and shall not hinder service to the equipment. No flammable liquids shall be stored near the equipment. Flammable liquids must be placed in an approved flammable locker.

· AVAILABILITY OF UTILITIES. All reasonable quantities of utilities will be made available to the Contractor from existing sources. Craftsmen skilled in the respective trades shall install any temporary connections in accordance to industry standards, at no cost to the Government. Any damage to the Government property shall be repaired or replaced by the Contractor at his expense. The Contractor shall remove any temporary connections when no longer needed for that particular item of work.

· DISPOSITION OF MATERIALS. All debris and spent material, such as oils, greases, brushes and belts shall be disposed of at an approved off-site location by the Contractor. The Contractor shall dispose of all material in an environmentally sound manner at no additional cost to the government.

· PREVENTATIVE MAINTENANCE PLAN

· The Contractor shall develop and implement a Preventive Maintenance Program (PMP) to identify, prevent, minimize, and correct equipment deficiencies.

· The PMP will include, but is not limited to:

· A checklist to be executed during each routine and periodic inspection

· An equipment list with manufacturer, model, and year

· A preliminary inspection report of the complete system documenting the existing systems condition, list of deficient components, a cost estimate to repair or replace deficient components, and an estimate of remaining service life for the major components.

· The preliminary inspection shall be conducted, reported, and approved by the Contracting Officer (CO) prior to any service or maintenance

· The completed PMP and checklist shall be submitted to the CO in writing within 30 working days after the Notice-to-Proceed has been issued. If a revised PMP is developed it shall be submitted to the CO within 24 hours.

· PMP shall be based on manufacturers' recommendations, and when those are not reasonably available, based on Contractor expertise and standard industry practice.

· Systems inspection and maintenance frequencies

· Reporting methodology

· PMP updates to reflect any changes in elevator inventory

· ROUTINE MONTHLY INSPECTIONS, MAINTENANCE, AND TESTS

· Routine procedures shall include adjustment, lubrication, replacement of all consumable components (filters, screens, belts, and other similar items), and testing of the elevator and all associated mechanical devices, communication systems, and safety equipment, and as identified in the PMP

· ANNUAL INSPECTION, MAINTENANCE, AND TESTS

· Procedures include annual service, maintenance, and testing as identified in the PMP

· Contractor shall post a new certification of inspection in each elevator annually

· PARTS

· All consumable parts, used in the performance of other sections, shall be of the original manufacturer’s design and specification or equal thereto.

· REPAIRS

· If major repair items are identified through the inspection processes, those deficiencies shall be presented to the CO with an accompanying parts list, parts cost (including shipping if applicable), labor cost estimate.

· The Government reserves the right to accept the Contractor’s repair proposal, or seek a third party vendor to make recommended repairs, in the event acceptable terms cannot be reached within the Contractor’s repair proposal.

· SAFETY

· The Contractor is solely responsible for complying with all applicable Occupational Safety and Health Act elevator maintenance regulations.

· All facility egress areas shall be kept clear at all times

· REPORTS

· The Contractor shall furnish to the CO a copy of each work report and log to be maintained on file.

· The report shall contain a statement of any work accomplished during the visit, the inspections and tests, the results of the inspections and tests, any part/s replaced or adjusted and any items that are in borderline operation.

· The elevator location facility manager shall be notified immediately if defective components or unsafe conditions exist that restrict use of the elevator.

· The log shall list each inspection and test called for the ANSI/ASME Standard 17. Each time an inspection or test is done, the date and results of the test or inspection shall be entered in the log.

· Reporting can be accomplished through electronic means, including through the Internet.

· Reports and Logs delivered digitally shall be in Adobe PDF format.

· REMOTE ELEVATOR MONITORING

· Remote Elevator Monitoring (REM) shall be set to report elevator faults (if available) and alarms to the Contractor’s 24 hour dispatch center. REM will provide useful information for recording general operational parameters, malfunction troubleshooting, alerting the Contractor of malfunctions.

· Elevator alarms include emergency calls from the elevator phone.

· The Contractor shall perform maintenance and testing of the elevator emergency phone system during routine monthly inspections and provide 24 hour, 7 days a week monitoring. Contractor shall coordinate the call list with the CO.

· This work is incidental to the Periodic Annual Maintenance work item.

· EMERGENCY SERVICE CALLS

· In the event a person becomes trapped inside an elevator car, and the Contractor is notified by means of the elevator car emergency phone (see Section 10.0), or by the CO.

· The Contractor shall perform the following for emergency service calls:

· Respond to the call within 2 hours

· Respond and restore proper elevator operation, to ensure trapped person is safely removed

· Emergency Service calls shall include a report providing date and time of the service call, the location of the elevator, the actions performed, and name of the technician responding, and any recommended action items to resolve the issue. Reporting can be accomplished through electronic means including through the Internet.

· INVOICING

· Invoicing shall be submitted for payment on a quarterly basis, no later than 30 days after each quarter has ended.

4.0 Government Furnished

Contractor shall have access to onsite restrooms and existing utilities.

5.0 Deliverables / Schedule

Example 1 Key Deliverables

6.0 Travel

Travel to and from the site shall be included in the contractor’s base bid.

7.0 Contractor’s Key Personnel

N/A

8.0 Security Requirements

Contractor shall have access to the site with a temporary badge.

9.0 Data Rights

N/A

10.0 Section 508 – Electronic and Information Technology Standards N/A

Attachment Example inspection reports image1.png image2.jpeg image3.png