Elevator_PM.pdf

Statement of Work

1.0 Background- The IRS is located at 1111 Constitution Ave NW, Washington, DC 20224 is a Historic building. It has 23 elevators (19 passenger, 4 freight). The building is 7 floors plus a basement and attic. It has approximately 2500 IRS employees which include the Commissioner, Senior Executives and the Office of Chief Counsel and their staff.

2.0 Objective - The contractor shall furnish all supplies, materials, repair or replacement parts, tools, equipment, supervision and labor necessary to efficiently and satisfactorily maintain all elevators and other equipment to National Elevator Code requirements (ANSI/ASME A17.1). The scope of effort includes monthly maintenance, tests, repair, system light replacement and replacement of parts as necessary. The contractor shall retain adequate, qualified personnel to respond to service calls and emergencies within specified timeframes and an adequate stock of replacement parts and expendable supplies.

3.0 Services Required -

3.1 Preventive Maintenance -

3.1.1 The contractor shall furnish all preventive maintenance service on elevators and associated equipment described in Attachment A, located at 1111 Constitution Avenue NW, Washington, D.C 20224. The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace all portions of the elevators/equipment included under the contract. The contractor shall maintain the elevator machine rooms, hoist ways, pits, car tops and the equipment in or on them in a clean condition. The contractor shall ensure that each elevator operates as originally designed and installed by the elevator manufacturer at all times. The CoRtr:actor · · · the reCJuirements of the NEI~.naf ••or .1\QpeQdi~ J Prev~ntative Uain~ ... .. · • · Tle··--tractor shati: •• ,J(.ep·a,,,..+IU~0~-eh. to in~p~ct each mo'lith.

3.2 Repairs -

3.2.1 The contractor shall perform all repairs necessary to prevent a breakdown of a piece of equipment or put it back into service after a breakdown or failure. The contractor shall immediately perform repairs to ensure continuity of operations and return the equipment to service as soon as possible. All repairs shall be completed within 48 hours or less from contractor identification of a needed repair or notification of required repair from the COR. If a time extension on the repair is needed, the contractor shall submit a written request to the COR within the 48 hour repair window explaining the need for extension and proposed time for completion of repair. Only the COR may grant an extension.

3.2.2 This order includes repair or replacement of all equipment with the following exclusions:

a. Repairs required because of negligence, accident or misuse of the equipment by anyone other than the contractor, his employees, subcontractors, or agents.

b. Repairs required because of natural disaster.

c. Repair or replacement of building items, such as hoist way or machine room walls and floors, car enclosures and interior finishes, car finish floor material, hoist way entrance frames, door panels, sills, signal fixture faceplates, smoke detectors and communication equipment not installed by an elevator contractor.

d. Alignment of guide rails.

e. Replacement of underground hydraulic piping or the hydraulic cylinder.

3.2.3 When during routine examination or testing of the equipment, corrective action is found to be required, the contractor shall proceed immediately to make (or cause to be made) replacements, repairs, and adjustments. When such work is determined not to be the contractor's responsibility, a written report signed by the contractor shall be delivered to the COR for further action; in the event of a safety or potential safety problem the contractor shall immediately notify the COR and request guidance.

3.2.4 Parts requiring repair shall be rebuilt to "like new" condition.

3.2.5 Government Reimbursement-

a. The Contractor shall be responsible for the initial $3,000.00 of each single equipment item/parts cost. The Government will reimburse the Contractor for all costs for parts in excess of the initial $3,000.00 per repair item. Repairs or repair items may not be combined in order to exceed the $3,000.00 limit. This reimbursement applies only to parts and equipment and does not apply to labor. Labor is included in the preventive maintenance price.

The price to be paid shall be on the basis of established catalog or list prices in effect when the part and/or materials are furnished, less all applicable discounts, but in no event shall the price be in excess of the contractor's sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower.

b. The contractor shall submit a cost proposal to the CO, with a copy furnished to the COR, for all repairs that will exceed the $3,000.00 limit for approval.

The itemized cost proposal shall identify parts and material but shall not include labor.

The Contractor may request verbal approval from the contracting officer prior to procurement/purchase and installation of parts subject to reimbursement. The verbal request shall include a description of the defective component being replaced and the estimated cost of the new item. Approval will be followed in writing. The contractor's invoices shall reflect the actual cost to validate the invoice amount." The CO/COR reserves the right to ask contractor to supply three (3) quotes.

3.2.6 Initial Joint Inspection - On a date not later than 15 calendar days after the contract start date, the Contractor and the COR shall make a joint inspection of all mechanical and electrical systems and elevator equipment covered by this contract.

Within 2 calendar days of the joint inspection the Contractor shall submit a written report to the COR citing any deficiencies. The Contractor shall correct all deficiencies cited within 30 calendar days of the joint inspection in accordance with paragraph 3.2.5 as appropriate.

3.3 Additional Services -

3.3.1 The government may order additional services from the contractor for work on vertical transportation systems within the subject facilities but excluded under Repairs in paragraph 3.2 above. Any work of this nature detected by the contractor shall be immediately reported to the COR. Upon request for additional services from the COR, the contractor shall promptly provide a quote for the work requested. Work shall not be performed until the contractor and the CO or COR as appropriate have reached an agreement on the price to accomplish the project and the contractor has been advised in writing. In emergency situations, oral orders are permitted, which will be confirmed in writing by the CO within 5 working days of the emergency.

3.3.2 Orders for services costing less than $3,000 may be placed orally by the COR followed in writing by the contracting officer.

3.3.3 The government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement. If the contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts but in no event shall such price be in excess of the contractor's sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower.

3.4 Service Calls -

3.4.1 The contractor shall provide 24-hour, '7 days/week emergency callback service for all elevators. The contractor shall promptly respond to oral requests from the COR or his authorized representative to restore elevator services where a shutdown or trouble should develop. Requests for service shall be written or verbal and shall be documented on a maintenance authorization ticket.

3.4.3 The contractor shall be on site and respond to after hour's (6:00 pm until 6:00am Monday through Friday and 24 hours on weekends) emergency callbacks within 1 hour of notification. After-hour callback services shall be limited to service calls involving trapped passengers and minor adjustments required to protect the immediate safety of persons and equipment in and about the elevator. The contractor shall remain on location until trapped passengers are freed from the elevator.

3.4.4 At least quarterly or more often if required, the contractor shall provide and review with the government a summary of all trouble calls (callbacks). The intent of this review is to minimize callbacks by developing consistent communication between the contractor and the government relative to callback trends and their cause

3.5 Tests and Inspections -

3.5.1 The contractor shall perform inspection tests of all elevators as part of the basic maintenance service in compliance with ANSI/ASME A 17.1 and correct all deficiencies found. The contractor is responsible for supplying extra technicians if required by the elevator inspector. If, during routine examination or testing of the equipment corrective action is found to be required, the contractor shall proceed immediately to make (or cause to be made) replacements, repairs and adjustments. When such work is determined not to be the contractor's responsibility, a written report, signed by the contractor shall be delivered to the COR for further action. In the event of a safety or potential safety problem, the contractor shall immediately notify the COR and request guidance. All tests and inspections shall be conducted in the presence of an elevator inspector designated by the COR.

3.5.2 The inspection tests include the following:

a. 5 Year Inspection Test: as described in Section 1002.3 of ANSI/ASME A 17 .1. This test shall be performed within 5 years of the previous 5 year test and every 5 years thereafter.

b. 1 Year lnspection,Test and Certification: as described in Section 1002.2 of ANSI/ASME A17.1. This test shall be performed within 12 months of the previous 1 year test and every 12 months thereafter.

c. Routine inspection and Test: as described in Section 1002.2 of ANSI/ASME A 17 .1. These tests shall be performed within 6 months of the 1 year test and no longer than 6 months after the previous 1 year test.

d. Firefighter Service Test: as described in Section 1002.2 of ANSI/ASME A 17 .1. The first test shall be performed during the first month of this contract and every month thereafter.

e. GSA Fire Alarm Special Services Smoke Detector Recall Tests performed every 12 months requires elevator contractor assistance to perform tests. These tests may require after hours performance at no cost to the government.

f. The Contractor shall provide the COR with a written report on the test results within 5 days after the completion of the tests to inc,lude a schedule for correcting all deficiencies noted.

3.5.3 The government will notify the contractor no less than 48 hours in advance of a scheduled inspection. The contractor shall ensure that an uninterrupted, qualified contractor employee accompanies the government inspector during each inspection.

3.5.4 The contractor shall correct all deficiencies noted under the inspections. Any deficiency disclosed during the course of any elevator inspection or test which constitutes a safety hazard to either passengers or the equipment shall be immediately reported to the COR.

3.5.5 The government reserves the right to make any test or inspection it deems necessary to ensure that the performance requirements are being maintained.

3.6 Code Requirements -All elevator operations, tests, inspections, maintenance, alterations or repairs performed under this contract shall be in strict compliance with the requirements for such activities stated in the latest editions of the American Society of Mechanical Engineers Publications ASME A17.1 titled "Safety Code for Elevators and Escalators," hereinafter referred to as the A17.1 Code, and ANSI/ASME A17.2 titled Inspector's Manual for Elevators and Escalators and any other law, ordinance, code, regulation or rule applicable to the premises. This includes all errata, interpretations, and revisions made in the A 17.1 Code during the course of the contract.

3. 7 Quality Control Program -The Contractor shall submit to the COR for his approval their Quality Control Plan within 15 business days from the start of the contract.

3.8 Government Furnished Property - The government will furnish a telephone line and 450 square feet of storage/office space. All government provided telephones are for conducting official business only. The contractor shall keep all assigned office spaces and storage areas clean and orderly. Furniture shall remain in place and not be removed from the a~~igned areas. The contractor shall be responsible for loss or damage to government property due to its fault or negligence or that of its agents or employees. The contractor is responsible for control over all supplies, material and equipment of a personal or company nature. Government property will be furnished the contractor upon commencement of performance.

3.9 Contractor Furnished Material/Equipment -

3.9.1 The contractor shall maintain an adequate stock of expendable supplies and replacement parts at the site for each type and make of elevator identified herein to perform the work required. The contractor agrees to provide parts used by the manufacturer of the original equipment for replacement or repair and or use lubricants obtained from and/or recommended by the manufacturer of the equipment. The contractor shall use "green" lubricants/products at all times where possible.

3.9.2 No parts or equipment covered under this contract may be permanently removed from the building without written approval by the COR. This does not include renewal parts stocked on the premises by contractor, which shall remain its sole property until installed for use on the equipment.

3.9.3 The Contractor shall provide and maintain a SPRINT "Direct Connect" system for the immediate paging of the on-site mechanics during work hours. Immediate response to the COR page is required. The Mechanics that are assigned to this facility including substitutions shall be equipped with Nextel "direct connect" radios for the entire contract term. The COR shall be provided with the SPRINT numbers for all mechanics assigned to this facility.

3.10 Reporting - Notwithstanding paragraph 3.4 above, the contractor shall maintain maintenance and repair records and logs available for review by the COR upon request.

3.11.2 The contractor may add additional qualified mechanics to perform any required maintenance and repairG within the 46 hour timeframe with 24 hourG notice to the

COR. The 24 hour notification may be waived by the COR or his designee in emergency situations. Additional mechanics shall be at no additional cost to the government.

3.11.3 Each contractor employee shall sign in when reporting for duty and sign out when leaving the facility. The sign in log will be kept in the Building Managers office room G-508.

3.11.4 Key Personnel -

Lead Mechanic shall be responsible for the management and scheduling of all work to be performed under this contract. He/she shall possess a// licenses and certifications for his/her position and have recent experience in buildings of the approximate size and complexity of this facility. The contractor shall provide a current resume with 3 references for the proposed mechanics prior to a mandatory approval interview with the COR and his/her manager(s). The government reserves the right to approve/disapprove building access for any Mechanics for any reason. Should any mechanics leave for any reason, his/her replacement shall meet the same requirements. Should the mechanics fail to meet expectations, the contractor shall be given 7 calendar days notice to find an acceptable replacement and offer to the government a temporary qualified substitute subject to COR approval. The mechanics shall be designated in writing by the contractor as the authority to act for the contractor on a day-to-day basis at 1111 Constitution Ave NW. The mechanics shall be physically located on site a minimum of 8.5 hours per day (included is lunch and breaks with a starting time no later than 6:30am unless written permission from the COR is issued) so that they are readily available to deal with the day-to-day operation of this contract. The mechanics shall be fluent in reading, writing and speaking the English language.

3.12 Uniforms- All contractor employees shall wear distinctive uniform clothing. The uniform shall have the contractor's name affixed in a permanent or semi-permanent manner, such as a badge or monogram, which is legible and easily read.

3.13 Changes by the Contractor - The contractor shall not change or alter the existing elevator equipment or any electrical circuits, wiring, controls, or sequencing without written authorization from the COR. If changes are authorized, the contractor shall make appropriate revisions to the elevator drawings and/or specifications.

All parts or components installed or improvements made by the contractor during the term of this contract shall become and remain the property of the government.

3.14 Background Investigations-

3.14.1 All contractor employees are subject to Internal Revenue Manual1.23.2.2 "Contractor Investigations" which can be viewed at Attach~ent C.

3.14.2 Contractor employees are required to: be fingerprinted using the IRS fingerprint form FD 258 and to complete Standard Form 85P, "Questionnaire for Public Trust

Positions" which can be viewed at www.gsa.gov/Portal/formslibrarv.jsp (click on standard forms). The government will pay for the investigations. Fingerprinting may be done at the IRS National Office. Investigations average two weeks from submission of package to the IRS. Criteria for contractor background approvals may change at any time.

3.14.3 Upon completion of a successful investigation, the contractor employee will be issued an ID badge and Prox card by the IRS. The Prox card will allow entry and exiting of the building. Upon employee discontinued employment or at the completion of the contract, the badges and Prox cards shall be returned to the COR.

3.14.4 All contractors must have a minimum of an Interim approval of their investigation before they can start work. Contractors should supply 85P forms to COTR 30 days prior to proposed contract start date.

3.15 Notice to Proceed -The contractor shall not commence work until officially notified by the COR that security clearances have been received for contractor personnel identified.

3.16 Contractor Welcome Process -The contractor will conduct a "welcome process" immediately following the contract award. This meeting may be in conjunction with the post-award meeting cited in paragraph 4.8. Attendees include the Project Manager, the assigned maintenance mechanics and maintenance superintendent. Discussion points at this meeting include:

o Implementation of the Quality Control Plan o The procedure for initiating and closing a service call o Confirmation that current wiring diagrams are in place o Review of replacement parts that contractor has established in machine rooms o Specific facility requirements; security, parts storage, record keeping, safety, etc.

D Review of customer procedures for sign in/out, communications process o Review of invoicing procedures D Provide a Field Link demonstration described in the Quality Control Plan o At this time, the maintenance superintendent and maintenance mechanics conduct an equipment review: to determine parts needs, general clean-up required, etc., review customer's organizational structure, and issues critical to the facility o Review GSA "Appendix J" Preventive Maintenance Guides (tasks and frequencies)

3.17 Contract Closeout Inspection -On a date not later than fifteen (15) calendar days prior to the expiration of the order, the contractor and the COR or his designee, will make a complete and systematic inspection of the elevators covered under the order. Within five days of the inspection, the COR will prepare and furnish the contractor an Existing Deficiency Report listing all deficiencies noted during the inspection. The contractor shall correct all deficiencies, within the scope of the order, prior to order expiration. ·

Attachment A

ELEVATOR DESCRIPTION

Elevator Type Openings Operation Control Stops Speec/Cap Service Manufacturer 1 Gearless 8 Grp/auto W/SCR 8 500/3000 Pass Mid/American Elev.

2 Gearless 8 Grp/auto W/SCR 8 500/3000 Pass Mid/American Elev.

3 Gearless 7 Grp/auto W/SCR 7 500/3000 Pass Mid/American Elev.

4 Gearless 7 Grp/auto W/SCR 7 500/3000 Pass Mid/American Elev.

5 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

6 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

7 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

8 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

9 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

10 Geared 8 Sgl/auto W/SCR 8 250/5000 Frgt Mid/American Elev.

11 Geared 8 Grp/auto w 8 350/2500 Pass 0. Thompson 12 Geared 8 Grp/auto w 8 350/2500 Pass 0. Thompson 13 Geared 7 Grp/auto w 7 350/2500 Pass 0. Thompson 14 Geared 7 Grp/auto w 7 350/2500 Pass 0. Thompson 15 Gearless 8 Dplx/auto W/SCR 8 500/2500 Pass Mid/American Elev.

16 Gearless 8 Dplx/auto W/SCR 8 500/2500 Pass Mid/American Elev.

17 Geared 8 Sgl/auto W/SCR 8 250/5000 Frgt Mid/American Elev.

18 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

19 Gearless 8 Grp/auto W/SCR. 8 500/2500 Pass Mid/American Elev.

20 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

21 Gearless 8 Grp/auto W/SCR 8 500/2500 Pass Mid/American Elev.

22 Geared 8 Sgl/auto W/SCR 8 250/5000 Frgt Mid/American Elev.

23 Geared 2 Sgi/Man w 2 50/1800 Frgt Otis