TE 3 IMCOM Standards_Hanger Doors_26FEB20.pdf

Technical Exhibit 3 - IMCOM Standards.

TECHNICAL EXHIBIT 3

HANGAR DOORS MAINTENANCE AND REPAIRS

(07 February 2020)

1.0 General Information.

1.1 Overview. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the maintenance and repairs of hangar doors at Hunter Army Airfield (HAAF) & Fort Stewart (FSGA), Georgia as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Diagnosis and Analysis. The Contractor shall provide follow-up analysis and diagnosis of equipment failure.

a. The primary aim is to identify the factors that contributed to and/or resulted in the failure of maintenance, service, repair and/or operation of the hangar doors at FSGA/HAAF, and to identify and implement actions to prevent repeated future failure due to the same failure reasons. The contractor shall:

1) Provide a detailed description and explanation of the failure

2) Identify the root cause or causes of the problem

3) Provide possible actions and solutions to prevent future occurrences, an explanation of the pros and cons of these actions, a cost analysis of these actions, and the contractor’s recommended action

b. The Contractor shall provide additional analysis or diagnosis when:

1) Directed by the Contracting Officer (KO), Contracting Officer Representative (COR).

2) The Contractor or DPW determines it necessary due to unfavorable maintenance, repair, and

3) After catastrophic, unusual, or unforeseen events that result in adverse maintenance, repair, and service requirements

4) When notified of unsatisfactory performance by FSGA/HAAF or other regulatory agencies (Ft Stewart Safety, TCEQ, OSHA, FRA, Industrial Hygiene, DES, etc.)

1.3 The Contractor shall perform preventive maintenance (PM) and repairs. Facilities and components covered under this Common Level of Support (CLS) include, but are not limited to, the service area.

2.0 Description of Services.

2.1 Scope. The Contractor shall perform preventive maintenance (PM) and repairs at Fort Stewart Georgia (FSGA) and Hunter Army Airfield (HAAF). FSGA and HAAF have a total of 177 hangar doors (with four (4) being located at FSGA). Doors are operated by hydraulic pumps, electric motors and manual methods. Hangars 850 & 860, as well as 811, 813, 834, 843, 844, 845, 1130, 1131 & 1132 were constructed in the 1950’s and the doors were part of the original construction. Hangars 840, 841, and 842 were constructed 1944-45. There have been no projects to update or refurbish these doors during this time; only routine maintenance and repairs.

Eighty-nine percent (89%) of the hangar doors on FS & Hunter AAF are older than 20 years.

Seventy-three percent (73%) are older than 65 years. Monthly maintenance primarily consists of a visual inspection of all doors and operating systems, check proper operation of limit switches, and lubricate all moving parts.

2.2 Service Plan. Within 30 calendar days of the start of the contract, the Contractor shall submit to the KO/COR a Service Plan organized by hangar door location. The Service Plan shall describe all preventive maintenance services to be performed and their frequencies as reflected by this Contract, standard operating procedures/orders, and proposed staffing. As part of the Service Plan, the Contractor shall submit detailed management plans for high failure risk doors. These management plans shall include, at a minimum, specific maintenance tasks and frequencies, specific instructions for accomplishment of tasks, required special tools and equipment, personnel requirements, safety requirements, and emergency procedures. The Contractor shall submit the plan annually for Contracting Officer approval.

2.3 Work Performance. All work shall be performed with a minimum of disruption of occupants and disturbance of other equipment that may be in the same area. Equipment removals shall be done with care and with the intent of reusing the existing parts and/or assemblies. Under no circumstances shall the Contractor leave the condition of the mechanical equipment in an inferior state of repair or code compliance status due to adaptation problems, unforeseen conditions, or difficulties encountered by the Contractor. Adaptation shall include compliance with the most current, applicable, building codes to the greatest extent possible.

2.4 Inventory List. The Contractor shall update and furnish an electronic version of the updated equipment inventory list using Excel spreadsheet, Mechanical (Installed) Equipment Inventory every six (12) months. The Contractor shall provide the updated listing to the KO/COR after the first 60 calendar days of the contract start and annually thereafter. For the first submittal, the 60 calendar day period shall allow the Contractor sufficient time to verify equipment quantities (HVAC equipment, evaporative coolers, etc.) and types for the buildings listed in TE 1. All fields in this listing shall be updated and shall include all buildings and their equipment that were not listed, or incorrectly listed, by size, type, location, etc.

3.0 Specific Tasks.

3.1 The work covered by this section includes furnishing all labor, materials, tools, equipment and supervision to perform all work required to provide inspections, maintenance and repairs to the hangar doors listed in Technical Exhibit #1. The functional operational integrity of all hangar doors at these locations must be maintained. This will require a two phase program that will firstly provide for systematic inspections of all hangar doors to assure proper operational status, and secondly will provide a systematic plan that provides for the lubrication, maintenance and repair of all mechanical and electrical components that are utilized by these doors. The hangar doors at the above listed locations fall into one of two categories.

4.0 Electrically powered hangar doors.

4.1 There are a total of 44 hangar doors located at buildings 850 and 860 that are electrically operated by a system of motors, sprockets, gears and chains and roll on steel rails. The doors are approximately 60’ high. A lift will be required to perform maintenance on these doors.

4.2 There are 43 hangar doors located at building 805, 830, 7901, 7902 and 7911 (HAAF) and 7651 (FSGA) similar to those at buildings 850 and 860 in that they are operated by means of an electrical motor that powers a gear and chain drive system. These doors are physically smaller than those located at buildings 850 & 860, being approximately 20’ to 50’ in height. The hangar doors located at buildings 805 & 7902 (HAAF) and 7651 (FSGA) also include Programmable Logic Controllers (PLC).

4.3 There are two cantilever type hangar doors (similar to a one piece garage door only larger) located on the front side of each building, 840, 841 and 842. They operate by utilizing an electrical powered hydraulic pump working in conjunction with steel cables and pulleys.

5.0 Non-motorized hangar doors.

5.1 There are 96 non-motorized hangar doors located at buildings 811, 813, 834, 843, 844, 845, 1130, 1131 and 1132. These doors are operated by manually pushing to the desired position.

They do not have chains, motors or other electrical components to assist in the door’s movement.

6.0 Maintenance

6.1 Preventive Maintenance Requirements. The Contractor shall provide preventive maintenance, which shall meet, at a minimum, the requirements of the standards listed in section

7.2 Applicable Directives, Publications in the Overarching PWS. The Contractor shall update the schedule annually.

6.2 During the first quarter after the issuance of the notice to proceed, each hangar door shall be given a number for future reference if one is not present. Each quarter the contractor shall perform a thorough inspection and routine maintenance, using the items listed in Technical Exhibit #2 (Quarterly Inspection and Maintenance Service Report) as a guide, on all hangar doors located in buildings listed in Technical Exhibit #1. The contractor shall use this report to document the maintenance, inspection and repairs performed during the quarter and submit to COR on or before the final day of the quarter. These records must be available and may be reviewed by the COR at any time during the quarter.

6.3 The contractor shall visit each hangar listed in the contract a minimum of every 3 working days to verify the door’s operation. Upon arrival, the contractor must review any recent problems that may have been noted on the dry erase boards. These problems must be addressed immediately and the contractor shall submit his/her own status report to board before leaving the area.

7.0 Repairs

7.1 If a door is rendered inoperable or unable to move as originally intended or an operational deficiency is discovered during the routine inspections that could not be repaired returning the door to the operational status within 24 hours, the contractor shall submit a detailed written report to the COR noting the problem, the actions taken to repair the problem and estimated date the final repairs will be completed with door returning to an operational status.

This report must be delivered to the COR no later than 0900 the following work day.

7.2 Any manufacturer’s information that is required for inspection or maintenance procedures must be obtained by the Contractor from sources other than the Government at no additional cost to the Government.

7.3 After the contractor is notified of a non-emergency type mechanical or electrical repair related to a hangar door, the contractor shall initiate repairs within one (1) working day. The contractor may be contacted by the COR, ACOR or the Contracting Officer. Repair work shall be completed within twenty-four (24) hours after work is started except when repair parts are unavailable. In these cases, the contractor shall notify the COR in writing indicating when the parts will be available and the door will return to the operational status.

7.4 The more common parts the Contractor should expect to repair and/or replace would be chains, shafts, torque tamers, motors, transformers, buss bars, electrical pickups, fuses and contactors.

8.0 Parts

8.1 The contractor shall bear all labor costs associated with routine repairs and maintenance as well as all parts and supplies less than $50.00 including all transportation, tax and shipping costs. The contractor shall pay the first $50.00 for any parts costing in excess of $50.00 with the government reimbursing the contractor for the remaining balance at the end of the month. Parts reimbursement must be based on the cost of individual, singular parts. Ordering multiple quantities that collectively total more than $50.00 does not constitute government reimbursement. The entire cost of any equipment rentals such as but not limited to scissor lifts, man lifts and bucket trucks shall be paid by the contractor with no reimbursement from the government. Repair parts furnished by the contractor shall be of the lowest dollar value reasonably available with quotes and original receipts provided by the supplier. The contractor shall not replace any part that exceeds $50.00 without prior approval of the COR.

8.2 The Government shall reimburse the contractor the price of the parts used only when the used part(s) and a copy of the invoice/receipt from the contractor’s supply source are provided and substantiated by the COR. Only actual costs of these approved parts, less the first $50.00, is to be reimbursed. The contractor will not increase or inflate the cost of any parts in order to profit from the purchase. Profit on parts by the contractor is unacceptable. The contractor shall include the original parts invoice/receipt with the monthly invoice for the routine maintenance and repairs to the COR with a breakdown of the material costs, including copies of parts supplier invoices. Invoicing from contractor must be monthly (every 30 days) in order to ensure payment and proper tracking of completed contractor work.

8.3 All parts and materials shall be new and conform to the original manufacturer’s specifications unless otherwise approved by the COR. Rebuilt parts, assemblies or subassemblies may be used in repairs with prior approval of the COR when such is the standard industry practice and the rebuilt part, assembly or subassembly carries the same manufacturer’s warranty as a new part, assembly or subassembly. Any part removed is government property and shall be returned to the COR upon replacement unless replacement price is predicated upon an exchange basis (core charge) with the part replaced. NOTE: Some of these doors are more than 50 years old. Replacement parts may not be readily available. It is the contractor’s responsibility to research and acquire these parts as expeditiously as possible.

8.4 The contractor shall guarantee and warrant that all materials furnished and all services performed under this contract shall be free from defects in material and workmanship and shall conform to the requirements of this contract for a period of not less than ninety (90) days.

Should a warranty for new or rebuilt parts, assemblies or subassemblies offered by a manufacturer or remanufacturer exceed ninety (90) days, it shall apply for such longer period.

9.0 Emergency Repairs

9.1 Emergency repairs shall be considered any repair required due to “acts of God” or repairs required to components and systems that were caused by anything other than reasonable deterioration or wear and tear, considering the age of the component or mechanical/electrical system.

9.2 The electrically operated hangar doors, predominately Building 850 & 860, have a history of lightning and water damage. In most cases the inclement weather negatively impacts the doors’ electrical components; causing short circuits to fuses, buss bars, etc. Once notified of an emergency repair, the contractor shall be required to respond immediately, within 1 hour during normal work day and not to exceed 4 hours after hours, weekends and holidays. Once the site is deemed accessible, the contractor shall survey the damage and submit an estimate with a cost and projected date of repairs to the COR for approval. The contractor will be reimbursed in full for all emergency repairs (including labor, equipment rental and parts) associated with the hangar doors.

The Contractor will promptly notify the COR of any inability to comply with any of the requirements of this contract.