Statement of Work - FDC Honolulu.pdf

Statement of Work Elevator Maintenance and Repair Services Federal Detention Center Honolulu, Hawaii

Subject:

The Federal Bureau of Prisons (BOP), Field Acquisition Office, located in Grand Prairie, Texas, intends to establish a Blanket Purchase Agreement (BPA) for the provision of full routine elevator maintenance services for the Federal Detention Center (FDC) Honolulu, located at 351 Elliott Street, Honolulu, Hawaii 96819. The services required shall be provided by a qualified entity in accordance with the Statement of Work (SOW). Additional information regarding the Federal Bureau of Prisons and its facilities is located at www.bop.gov.

Place of Performance:

351 Elliott Street Honolulu, Hawaii 96819

Point of Contact:

The contractor must provide a Point of Contact (POC) who will be responsible for the delivery of the services under the contract. The POC shall have the full authority to act on behalf of the contractor on all matters relating to the daily operation of the contracted services. The contractor shall designate this individual, in writing to the Administrative Contracting Office at FDC Honolulu five (5) days prior to commencement of contract services. An alternate POC may also be designated; however, the contractor must identify those times when the alternate shall be the primary POC.

English Language Requirement:

All contractor personnel performing services under the resultant contract shall have the ability to read, understand, fluently speak, and legibly write in English.

Government Quality Assurance:

The Government reserves the right to inspect and evaluate all services provided during the performance of this contract. The Government may conduct surveillance of any task at any time during the performance of this contract. All surveillance observations will be documented by the designated Contracting Officer's Representative (COR).

When observation indicates defective performance, the Contracting Officer (CO), along with the support of the COR, may issue notice of the apparent discrepancy in writing to the contractor.

The contractor shall address any discrepancies in writing to the CO within ten (10) days of notification indicating any corrective action to be taken to rectify the deficiency.

Government Facility:

The contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, safeguard and protect Government property in accordance with sound industrial practices. Government property shall be used only in direct operations of providing contract services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the contractor or the contractor's employees.

The Government will furnish space within the building for use by the contractor during the term of the contract for the storage of bulk supplies, replacement parts and equipment, which may be used in the performance of work under the contract. The Government will not be responsible in any way for damage or loss to the contractor's stored supplies, materials, replacement parts, or equipment. The contractor shall maintain the spaces in a clean and orderly manner. When work is performed in these areas, the contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery rooms, including floors and equipment located within the machinery rooms, shall be painted by the contractor as necessary to maintain the identity of the equipment. This space must be returned to the Government at the expiration of the contract period in reasonably the same condition as at the time of entering the contract.

Policies, Procedures, and Regulations:

The contractor shall adhere to all federal and state laws and regulations in effect during the term of the contract. The contractor shall adhere to all policies and procedures prescribed by the

BOP.

Notice of Contraband:

The contractor is advised that intoxicating beverages, drugs, weapons, etc., will not be allowed on institution property, in any vehicle or upon any person. Any person suspected of utilizing intoxicating beverages, drugs, weapons, etc., in the performance of this contract will not be allowed on the premises of the institution. Introduction of contraband shall be subject to the penalties prescribed by 18 U.S.C. 1791. The use of explosives is absolutely forbidden.

DESCRIPTION OF SERVICES

Specific Tasks:

The contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, instruments, and equipment to perform the duties specified in the SOW. The contractor shall coordinate and ensure effective and economical completion of all work and services specified in this SOW. This SOW is a statement of the minimum level of work and services that are to be provided in certain areas. They are not intended to be, nor shall they be construed as limiting contractual requirements. At a minimum, the contractor will be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the property and equipment. All elevator equipment in the building shall be maintained at an acceptable level throughout the duration of the contract. An "acceptable level" of maintenance is defined as the level of maintenance which will preserve the equipment in an unimpaired operating condition to promote maximum life expectancy of the equipment. The contractor is responsible for performing scheduled and unscheduled maintenance and repairs as necessary on a 24 hour per day, 7 days per week, 365 days per year basis including emergency call-back service.

The contractor shall always have in its employ a sufficient number of capable and qualified employees to properly enable, adequately and safely manage, operate, and maintain the elevator system for FDC Honolulu.

HOIST MACHINE:

The contractor shall perform the following:

• Monthly: Inspect brake, brake drum, drive sheave, remove, clean, and lubricate DC brake cores. Clean or replace brake shoes if necessary. Check pivot pins for free movement. Renew or reseat brushes as required. Grease roller bearings, check sleeve bearing oil. Clean dirt and dust from exterior surface machines.

• Quarterly: Observe worms and gears for endplay, backlash, thrust, and any bearing water in the machine.

• Annually: Megger test commutator, field coils. If readings are 15 amps to 9 amps, make corrections as necessary to renew motor. Change sleeve bearings oil. Check armature or rotor clearance. Thoroughly clean all interior surfaces of motor and make any other repair or parts renewals to restore the assembly in a like new condition as a result of this work.

MOTOR GENERATOR SETS:

The contractor shall perform the following:

• Monthly: Renew or reseat brushes as required. Clean dirt and dust from exterior surface machines.

• Quarterly: Grease roller bearings. Blow out machine with air pressure.

• Annually: Megger test commutator, field coils. If the readings are 1.5 amps to 0 amps, make corrections as necessary to renew motor as a result of Megger tests. Change sleeve bearing oil. Check armature or rotor clearance. Thoroughly clean all interior surfaces of motor. Make any other repair or parts renewals to restore the assembly in a like new condition as a result of this work.

During the performance of this contract, the contractor shall make arrangements to schedule all rotating equipment for a complete motor shop, off-site repair to completely renew all components including, but not limited to clean, brake field coils, armature, and Megger test of all field coils armature. Turn and undercut armature. If armature is outside manufacturers tolerances for this turn and under process, contractor shall replace the armature/motor complete at no cost to the Government.

Service Required:

This contract is for full elevator maintenance service. Full maintenance service is defined as all services necessary to maintain all elevators, appurtenance accessories in a fully operational mode at all times except for pre-scheduled downtime. Pre-scheduled downtime is defined as the time an elevator is placed out-of-service for the purpose of accomplishing repairs and/or preventative maintenance. The COR must be notified in advance of the schedule of repairs and/or preventative maintenance to be performed which would necessitate the shutdown of any elevator for any length of time. All elevators shall be maintained in a satisfactory and safe operating condition in accordance with the requirements of this SOW and be capable of providing their initial maximum capacity, speed, and performance at all times.

The contractor shall maintain elevators, equipment, and any other accessories so as to comply with the requirements of the latest edition of the American National Standard Safety Code for Elevators and Escalators (ABBE.1) and all other applicable laws, regulations, rules ordinances, codes, etc. The ANI Elevator Inspection Manual, A. 17.2, shall be used as a guide to establish that equipment is operating safely.

The contractor shall maintain the original contract speed for each elevator care in feet per minute and the original performance time, which includes acceleration and retardation as designed and installed by the manufacturer. The contractor shall perform all the necessary adjustments as required to maintain the original door opening and closing times, within limits of applicable codes.

Extension of Work:

The contractor shall furnish all labor, tools, materials, supplies, equipment, and instruments, to perform all work and to furnish the necessary services to provide complete elevator maintenance, examination service and tests to keep the elevators, including their controls, in safe operating condition. Such service and maintenance shall apply to all elevator equipment, regardless of whether they are specifically shown in these specifications, and such services may result in work that is to be done during other than normal business hours so as not to interfere with the normal operations of FDC Honolulu.

The contractor shall assign to this maintenance service contract a competent service engineer who will provide personal supervision, be responsible for the adequacy of all work performed and all the work required in this contract.

The preventative maintenance work is to be performed by a licensed elevator mechanic. The examination work is to be performed by a service engineer assigned to this contract. In no instance shall the contractor assign work to an apprentice or helper without a licensed elevator mechanic being present at the work site.

Preventative Maintenance Program Documentation:

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, preventative maintenance program.

The preventative maintenance program shall consist of systematic examination of the elevator equipment by the service engineer. The contractor shall be responsible for establishing and carrying out an effective system for accomplishing scheduled and unscheduled maintenance, including a log listing of work to be accomplished.

The contractor shall develop a check-chart for each elevator indicating the annual schedule of preventative maintenance by dates and equipment, and with a detailed description of the work to be performed in accordance with the manufacturer's recommendation for the best practices of the industry. Equipment under warranty shall be maintained in accordance with the warranty instructions and conditions. The contractor shall also maintain a log of corrective action statements for each elevator. This 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 service. The proposed check-charts and logs shall be submitted to the COR for approval prior to commencement of work under the contract.

All preventative maintenance scheduled for each month must be completed during the month.

Requests by the contractor for deviations from the approved schedule must be submitted with appropriate justifications in writing to the COR for approval.

Within five (5) workdays after the end of the month, a monthly progress report indicating the preventative maintenance work performed during the previous month on each piece of equipment shall be submitted in writing to the COR. This report shall be signed by the service engineer.

The contractor shall also be responsible for maintaining an Elevator Data Card (EDC), GSA Form 1231, for each piece of equipment covered by this contract. The EDC will be furnished by the Government along with the instructions for the proper completion. These forms will be returned to the COR upon termination or completion of the contract. The EDC shall be used to indicate all major repairs, replacements, and adjustments performed. Each entry shall be signed by the individual who performed the work accomplished. The service engineer must initial each entry on the EDC to certify that the work has been completed and checked.

The check-charts, logs and elevator data cards shall be posted in the machine room of the building and will be subject to review by the COR throughout the life of the contract.

Minimum Man-Hour Requirements:

A minimum of five (5) licensed elevator mechanic hours per week or a minimum of 20 hours per month, is required for the performance of preventative maintenance under the resultant contract.

The services shall be provided Monday through Friday, excluding Federal holidays. It is understood that such minimum service hours do not limit above requirements to maintain the equipment as per the minimum performance requirements noted in the section entitled "Performance Requirements."

The weekly minimum hours required, no less than one (1) man-hour must be provided each day.

During the weeks containing a federal holiday, a minimum of three (3) man hours per week must be provided during the remaining weekdays (excluding the holiday).

In addition to the man-hour requirements stated in the paragraph above, a minimum of two (2) man-hours per month of the service engineer work is required. The service engineer shall prepare and submit a written report of the examination of work within ten (10) days from the first of the month.

Failure to provide required minimum man-hours as noted above shall be cause for retention of monthly fees equal to the reduction of contractor services and shall continue until full, normal service is restored. Contractor may choose to make up time lost at the conclusion any period of interruption of service and may be reimbursed for same, if agreed to by the COR and CO.

Time tickets for routine maintenance shall be presented to the appropriate on-site personnel or building representative. Any other work completed, such as repairs or trouble-call service shall be listed and accounted for on a separate time ticket. Notification to the COR must be made prior to the removal of the elevator from normal service for maintenance, testing and adjustment.

Emergency Call-Back Service:

Emergency call-back service consists of promptly responding to requests from the Government for service on a 24-hour per day, seven (7) day per week, 365 days per year basis. Emergency call-back service shall be limited to the performance of simple adjustments or replacements of minor parts to restore elevator operation. Emergency call-back service for the purpose of freeing individuals trapped in a stalled car and to restore elevators which are inoperative and cause disruptions in security shall not exceed one-half (1/2) hour from time of notification to time of arrival of contractor’s personnel to perform emergency service. Emergency call-back service is necessary when either Car#1or Car#3 is inoperative at the same time.

Ordinary call-back service for other than emergency call-back shall not exceed two (2) hours from time of notification to time of arrival. Requests for either emergency or ordinary call-back service may be made by the COR either by phone or other means. Notification to the COR must be made prior to removal of the elevator from normal service for maintenance, testing, and adjustment.

Contractor Shall Not Be Responsible For The Following Work:

In the case of required repairs due to negligence, accident or misuse of the equipment by anyone other than contractor, his employees, subcontractor, servants or agents, or other causes beyond the contractor’s control except ordinary wear and tear, the labor portion for the first six (6) misuse calls during the term of this contract will be absorbed by the contractor, providing the labor for each call does not exceed two (2) hours on the job site. Any materials required shall have prior authorization by the CO and shall be billed in accordance with the directions of the CO.

Adjustments and Tests:

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

The contractor shall maintain the original contract speed in feet per minute; the original performance time, including acceleration and retardation and perform the necessary adjustment tests as required to maintain the original door open time within the limits of the American National Safety Code for Elevators and Escalators. Performance shall be the governing factors in determining the adequacy of the elevator maintenance and load weighting settings.

Except for group supervisory control system tests or other tests on elevators and emergency call-back service herein provided for all work shall be performed during regular working hours of regular working days, Monday through Friday, excluding Federal holidays. Only when so authorized by the COR, may any portion of the work other than emergency call-back service be performed outside of the regular working hours.

The Government reserves the right to request the contract or to make such inspections and tests as it deems advisable to ascertain the requirements of the contract are being fulfilled.

Performance Requirements:

Contractor agrees to maintain the following minimum requirements of each elevator as described per criteria:

1. Brake to brake time: seven (7) seconds. Times shall be measured from the time the brake picks to the time the brake sets during a one-floor turn in either the up or down direction and under any load conditions.

2. Floor to floor time: fifteen (15) seconds. Times are measured from the time the doors start to close, including a typical one floor travel and until the elevator is approximately level with the next successive floor, either up or down, and the doors are 3/4 open, under any load condition.

3. Door open time: four (4) seconds. Times are measured from start of car door opens until doors are in the fully open position.

4. Door close time: seven (7) seconds (not to exceed 30# kinetic force). Times are measured from start of door close until the hoist way doors are fully closed. Contract times will be those shown, or the minimum permitted by code, whichever is greater.

5. Standing door open times: four (4) seconds. Times are measured from the time the doors are fully open, without demand, until the door starts to close.

Accuracy off leveling shall be +/- 3/8" under load conditions. Leveling shall be consistent with OEM installation and code requirements.

Variance from rated contract speed, regardless of load conditions shall not exceed (2%). In accomplishing the above requirements, contractor shall maintain a comfortable elevator ride with smooth acceleration, retardation, and a soft stop. Door operation shall be quiet and positive, with smooth checking at the extremes of travel. Contractor shall assign a supervisor to examine all equipment semi-annually, as a minimum requirement.

Contract Completion Inspection Requirement:

On a mutually agreeable date no less than 60 days prior to the contract completion date, the contractor and the COR shall together make a complete and systematic inspection of all elevator equipment in this contract. Based upon this inspection, the contractor shall be provided with an existing deficiency list. The contractor shall have 30 days from the receipt of this list to correct all items which fall within the scope of this contract. Deductions may be taken from contractor payments for all deficiencies which are outstanding after the 30-day period.

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

Supervision:

The contractor shall arrange for satisfactory supervision for the contract work. The contractor/supervisors shall be available at all times, when the contract work is in progress to receive notices, reports, or requests from the CO or his/her representative. It is the policy of the BOP that Government direction or supervision of the contractor's employees, directly or indirectly, shall not be exercised.

Contract Manager:

The contractor shall provide the name, telephone number, and address of the contract manager, in writing to the CO or the COR at least five (5) working days prior to the contract start date. The term "Contract Manager" means a person designated in writing by the contractor, who has the complete authority to act for the contractor during the term of the contract The Contract Manager shall have the authority to accept notices, inspection reports, and all other correspondences on behalf of the contractor.

SUPPLIES, MATERIALS, EQUIPMENT, & REPLACMENT PARTS

Items to Be Supplied by The Contractor:

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 cables, motor generators, controllers, selectors, worm gears, thrusts, bearings, brake magnet boils, brake shoes, brushes, windings, commutators, rotating elements, contract, coils resistors, for operation and motor circuits magnet frames, intercoms, cams, car door and hoisting door hangers, tracks, guides, door operating devices, interlocks and contacts, bulb replacement in signal system, and all other elevator signal and signal system, and all other elevator signal and accessory equipment. 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.

The contractor shall maintain a stock of replacement parts of the type, brand and capacity as specified for the building where the elevator services are to be performed. It is vital that replacement parts be immediately available for minimal interruption/stoppage of the elevator service.

The contractor shall be able to provide the following parts for each type and size of elevator within twenty-four hours of request. The twenty-four-hour time frame may be extended by prior authorization of the CO, if fully justified in the opinion of the COR and if requested by the contractor during the original time period. Contractor payments may be withheld for failure to provide parts within twenty-four hours of establishment of the need for such parts or any extension granted.

1. Transformers and rectifiers

2. Brake magnets, cores, coils, and related items for the repair of the brake

3. Electric timer circuit boards

4. On hydraulic elevators, all of the above will apply in addition to pumps and valves.

5. Solid state controls, power packs and dispatching control cards

6. Perforated tap or air cord drive.

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

1. Car enclosure, including accessories

2. Hoist way enclosures

3. Underground hydraulic piping

4. Cab and tile or carpet

All parts replaced under the provisions of the resultant contract shall be new and identical to original equipment or the equipment manufacturers recommended replacement parts.

Qualifications of Personnel:

All contractor personnel (managers/supervisors, engineers, mechanics etc.) shall possess credentials (i.e., licenses/certifications etc.) necessary to perform the required services.

Work Scheduling and Reporting Requirements:

At the completion of all work, the contractor's employees shall submit to the COR, a copy of a work order, repair order, or a form which furnished the following information:

1. Name and address of the contractor

2. Name of contractor's employee in charge of the work

3. Date(s) of work performed and hours expended

4. Brief description of work performed including equipment identification S. Signature of contractor's employee and signature block for the COR

Work Scheduling Requirements:

No less than five (5) workdays prior to the date performance is to begin, the contractor shall submit proposed checklists and logs, for each piece of equipment covered by this contract, to the COR for approval.

Reporting Requirements:

Within twenty-five (25) calendar days after commencement of contract performance, the contractor shall submit the existing deficiency report to the COR. Within five (5) workdays after the end of each month, a statement of work performed on each piece of equipment by type, equipment number, and location shall be submitted to the COR. Preventative maintenance performed shall be in accordance with the annual preventative maintenance schedule.

Preventative Maintenance Scheduling for Electric and Hydraulic Elevators

Weekly:

l. Pits: Dust ironwork, sweep floor, empty drip pans, revamp, remove trash, and check for leaks, Check runway, buffer switch, compensating switch, and emergency stop switch.

2. Motors: Check the hoist motor, motor generator and regulators for excessive heat, noise, and leaks. Lubricate in accordance with manufacturer's specifications. Renew brushes as necessary.

3. Geared Machines: Inspect oil pick up and packing. Check for leaks and empty drip pan. Renew brushes as necessary.

4. Car Door: Clean, lubricate and inspect hangers and all related operating mechanisms, check rollers, up thrust, interlock, door control box, cables, safety edge, light rays, gibs sills proper operating speed and force close speed.

5. Controllers: Clean controllers with blower or vacuum Check switches, relays, timers, capacitors, resistors, contract, overload, wiring connections and fuses. Replace worn parts and adjust for proper operation. Check motor generator shutdown, adjust for proper operation. Check motor generator shutdown, high call reversal, zone control, load by-pass, door failure time, etc. Check programming up-peak, down-peak, off-peak, etc.

6. Hydraulic: Observe operation of motor and pump, oil lines and controls. If creeping is excessive, correct. Test manual lines and emergency controls. Clean and lubricate as necessary.

7. Solid State Components and Circuit Boards: Inspect printed circuit board and other solid-state devices for cleanliness, condensation spots, evidence of heating and deterioration. Check to ensure proper operating function of solid-state devices.

Monthly:

1. Brakes: Observe operation of brake drum and shoe clearance and adjust as necessary. Lubricate pivot points and clean as necessary.

2. Governor: Observe operation. Check electrical switches seals. Lubricate pivot points and clean as necessary.

3. Lighting: Check all landings, position indicator, car stations, and top and side exits. Test alarm bell, emergency stop switch, fire recall service (key capture) and any other emergency recall features.

Quarterly:

I. Guide: Inspect, clean, lubricate and adjust roller guides as necessary.

2. Hoist Way: Complete 25% in each of the following months; September, December, March, and June. Clean rails, beams, and all related ironwork in hoist way. Dust wall if necessary. Clean counterweight and pit area.

3. Car Tops: Clean off dirt and oil. Clean and lubricate fans. Clean leveling switches, door operator motor and controls.

4. Leveling: Inspect leveling operation. Clean switches, vanes, etc. Lubricate and adjust as necessary.

5. Brakes: Complete 25% in each of the following months; November, February, May and August.

Clean and adjust for proper operation.,

6. Car Door: Clean, lubricate, and inspect hangers and all related operating mechanisms, check rollers, up thrust, interlock, door control box, cables, safety edge, light rays, gibs, sills, proper operating speed and force close speed.

Semi-Annually:

1. Hoist Way Door: Complete 25% in each of the following months; October, January, April, and July. Clean, lubricate and inspect all related door operating mechanisms. Check rollers, up thrust, interlocks, clutches, self- closing, gibs and sills.

2. Hoist Ropes: Inspect, lubricate, and adjust hoist ropes and compensating ropes as necessary. Inspect and adjust governor cable as necessary. Check all rope fastenings. Inspect guide rails and counterweights. Check slowdown all limit switches; adjust as necessary.

3. Buffers: Check oil levels and switches. Manually compress buffer to test for proper return.

4. Sheaves: Inspect and lubricate, in accordance with manufacturer's specifications, the drive sheave, deflector, sheave, top of counterweight and top of car.

5. Motors: Hoist motor and motor generator set; inspect connections; armature and rotor clearance.

Annually:

l. Safeties: Inspect, clean, and lubricate. Slow speed safety test done during routine tests.

2. Motors: Change oil in hoist motor, generator set, geared machines and gear boxes as per manufacturer's specifications.

3. Geared Machines: Inspect worm and gear for wear and backlash, thrust bearing and bearing wear.

Emergency Call-Back Requirements:

During the term of the contract, the COR may require the contractor to use overtime to perform work within the scope of the contract for the purpose of expediting return of an elevator to operating condition or to minimizing disruption to building occupants. The use of overtime will be authorized by the CO.

Inspection and Testing Service:

1. Periodic inspections of the elevators as required by the American National Standard Safety Code for Elevators and Escalators.

2. Adjustment and Tests:

A. The contractor shall perform necessary adjustments and tests as required to maintain the original door speeds when opening and closing the door open time. Within limits of the American Standard code for Elevators and Escalators. Measurements of elevator speed, door operating times, door pressure, floor to floor performance times, leveling accuracy and group operation shall be the governing factor in determining the adequacy of the elevator maintenance and load weight setting.

B. The contractor is responsible for the accomplishment of all tests required at the intervals specified and in accordance with the American National Standard Code for Elevators and Escalators Manual. Copies of the test results will be furnished to the

COR.

C. Except for group supervisory control system tests or other tests on elevators and emergency call-back services herein provided for, all work shall be performed during regular working days (Monday through Friday, excluding federal holidays). Only when so authorized by the COR may any portion of the work other than emergency call-back service be performed outside of the regular working hours.

D. The Government reserves the right to request the contractor to make such inspections and tests as it deems advisable to ascertain that the requirements of the contract are being fulfilled.

Equipment

1. Miprom 21/Megatech Traction Elevator

A. 2 each - 7 stops - main sallyport B. 2 each - 11 stops - main sallyport

2. Miprom I Hydraulic Elevator System A. 2 each - 2 stops - first floor