VT Inspection SOW.pdf

PROJECT AND INFORMATION

1. PROJECT INFORMATION

1.1. Third Party Vertical Transportation (VT) Inspection

All Smithsonian Institution Facilities (full list with addresses attached)

1.2. Smithsonian Institution Contacts:

Contracting Officer Smithsonian Institution (SI) Office of Contracting 600 Maryland Ave, SW Suite 500E Washington DC 20024

1.3. Contracting Officer’s Technical Representative (COTR): Keith Keyes National Museum of Natural History (NMNH) 10th Street & Constitution Ave. NW NHB Room 11A; MRC 0132 Washington, DC 20013-7012

2. Summary of Work

2.1. The Smithsonian seeks an experienced VT inspection firm to conduct various VT inspections including but not limited to, annual inspections, 5-year load test inspections, new construction/modification final acceptance testing, emergency inspections as well as condition assessment of VT equipment. The Smithsonian will make technicians from the current VT maintenance and repair contract available to help conduct these inspections. Technicians will among other things, provide weights for 5-year load test, assist inspector getting access to machine rooms and equipment, and operate equipment to ensure a full and complete inspection. A full inventory of the VT equipment, by building, is attached. All work shall be scheduled, completed, and uploaded into SI Maintenance Management System, Tririga.

2.1.1. TRIRIGA is the Computerized Maintenance Management System (CMMS) used by The Smithsonian for processing of all inspection and service work requested. The contractor shall complete issued Work Tasks and attach all Field Service inspection sheets and work-related documentation to the issued work task.

2.2. Work for the annual testing and 5-year load testing includes but is not limited to:

2.2.1. Inspection company should strive to keep the same inspectors from year to year, so the inspectors gain familiarity with the museums and equipment.

2.2.2. Inspectors must be able to pass a background check to obtain a contractor’s badge which will allow them access to the buildings and through the various doors to conduct their inspections.

2.2.3. Inspection schedule will be provided to inspectors at least 60 days in advance of when the testing is scheduled to begin. Inspection schedule will remain relatively consistent from year to year except for the 5-year testing that has a longer duration. (2024 inspection schedule attached)

2.2.3.1. Upon award of the contract, the contractor will, within 5 business days, complete all necessary paperwork to be provided network access and access to Tririga and return completed forms to COTR. Forms will be provided by COTR upon award of the contract.

The Smithsonian Institution December 12, 2023

2.2.3.2. Schedule will be issued through Smithsonian’s online asset management program, Tririga in the form of a Work Task,

2.2.3.3. Contractor will receive training from Smithsonian on use of Tririga.

2.2.4. Because of the historic nature of many of the buildings, it is not possible to meet all current code requirements. Code deficiencies should be noted on the inspection report but are not grounds for failing equipment unless it is a safety concern.

2.2.5. As part of this solicitation, the contractor should provide a sample inspection report for hydraulic and traction elevators, escalators, dock and material lifts and dumb waiters.

2.2.5.1. All inspection reports will be attached to the asset in Tririga.

2.2.6. VT inspector will observe and notate the testing and the mechanics/technicians from the VT maintenance and repair contractor will conduct the inspection.

2.2.7. Weights will be provided by VT maintenance contractor.

2.2.8. Maintenance contractor will provide at least 2 technicians/mechanics to conduct the testing.

2.2.9. All testing for annual and 5-year load testing will be done between the hours of Monday thru Friday from 6 AM until 2 PM, except for government holidays unless approved by COTR. Any pieces of equipment in public spaces must be done while the museum is closed to the public. General hours for public equipment inspection are 6AM until 10AM.

2.2.10. Upon completion of testing, the contractor shall upload the inspection report to the associated Work Task and complete the Work Task in Tririga. Tririga will route the completed task to COTR for approval.

2.3. Work for the emergency testing includes but is not limited to:

2.3.1. In the event, someone is injured, or a piece of VT equipment is damaged the contractor will be notified by phone and Smithsonian will create a Work Task in Tririga. It is expected that the equipment will be inspected within 24 hours of the phone call. Because the museums are open on the weekends and most holidays, the 24-hour response time is expected, regardless of the day of the week or holiday.

2.3.2. Written inspection report will be submitted via the associated Work Task in Tririga within 48 hours of inspection.

2.3.3. Result of on-site inspection will result in either, unit passing inspection and being turned back on or failing inspection and being left out of service pending repairs. An email is to be sent to the COTR immediately upon completion of the inspection identifying the unit as either passing or failing inspection so the COTR can notify the building of units’ status.

2.3.4. VT maintenance contractor will provide technicians and tools necessary to conduct test of unit and the inspector should just observe and notate the test.

2.4. Work for the final acceptance includes, but is not limited to:

2.4.1. Final acceptance testing will be scheduled with at least 5 business days’ notice thru Tririga. Testing for new assets will be coordinated by COTR.

2.4.2. Installation contractor will provide technicians, weights and tools needed to conduct the test, inspector is to observe and notate.

2.4.3. Written inspection report shall be provided to COTR with result of inspection. Any areas of failure should be notated so they can be corrected by installer. A follow up inspection may be required depending on the amount and severity of the initial inspection.

2.4.4. Because the unit is out of service, there are no requirements for days or hours required for inspection. If there is any loud noise associated with the testing, it must be done between the hours of 6AM and 10AM and must be scheduled with the COTR.

2.4.5. Upon completion of testing, the contractor shall upload the inspection report to the associated Work Task and complete the Work Task in Tririga for existing assets. Tririga will route the completed task to COTR for approval.

2.4.6. Upon completion of testing for new assets, the contractor shall provide copies of the inspection report to the

COTR.

2.5. Work for the VT assessment includes, but is not limited to:

2.5.1. As the inspections are occurring, the inspector should take note of each unit and evaluate the units on a 1-5 basis.

2.5.1.1. A 5 is in new or like new condition.

2.5.1.2. A 4 is in very good shape and should have low callbacks.

2.5.1.3. A 3 is starting to show age but still serviceable. Unit should be on a long-term plan to modernize.

2.5.1.4. A 2 is nearing the end of its service life and plans should be made to modernize soon.

2.5.1.5. A 1 is unit is failing and at the end of its life. Should be replaced and/or removed from service.

2.5.2. As part of the assessment, each component should be looked at and evaluated for, amongst other things, service life, availability of parts, and performance history.

2.5.3. A short assessment of each unit is to be compiled and submitted by building as the inspections are completed. These assessments should be sent to the COTR via email. Assessment reports are to be submitted in Microsoft Word format.

3. KEY PERSONNEL

3.1. Every effort should be made by the contractor to ensure the same inspectors are used on all SI inspections. This will increase the familiarity with the equipment and museums and reduce the need for excessive badge requests.

It is suggested to have multiple inspectors badged to always ensure coverage.

3.2. Every inspector must pass the background check and be able to obtain a red contractor’s badge from The

Smithsonian. Failure of the inspector to obtain a badge will exclude that inspector from working on Smithsonian grounds.

3.3. The Contractor shall be licensed by the appropriate State, City or Local Jurisdiction to provide the inspections, testing and services for the inventory specified within this contract. All work within this contract shall be performed by Qualified Elevator Inspectors (QEI) certified inspectors recognized and accredited by the American Society of Mechanical Engineers Qualifications for Elevator Inspector Committee (ASME QEI-1), American National Standards Institute (ANSI), National Association of Elevator Safety Authorities (NAESA) or equivalent as decided by the Smithsonian Institution.

3.4. Copies of the QEI Certification, resume, license, expiration date and any other documentation of qualifications and credentials for all personnel performing work on this contract shall be provided to the COTR upon successful bid. All renewals for these licenses shall be sent to COTR during duration of this contract.

4. EVALUATION CRITERIA

4.1. Award of contract will be evaluated on following criteria:

4.1.1. Key Personnel-personnel doing work for The Smithsonian are to be identified and all accreditation and licensing included for each individual.

4.1.1.1. The Contractor and inspectors must have a minimum of five (5) years’ experience in the inspection of elevators, escalators, and conveyance equipment. Documentation of experience is to be provided with bid for evaluation.

4.1.2. Location-Contractor/Inspectors must have a physical address within 60 miles of Washington DC. In addition, contractor must outline how they will accomplish inspections at remote locations such as NY, AZ, and HI.

4.1.3. Past performance-Contractor is to provide 3 references of previous experience testing at large facilities.

5. CONTRACT TIME FOR COMPLETION

5.1. Work under this contract shall begin by the Contractor within ten (10) calendar days after the Notice to proceed and shall be completed within the total contract time of Three Hundred Sixty-five (365) calendar days. All work, including acceptance of all deliverables, shall be completed in every respect within the contract time.

5.2. The start date and completion date shall be as stated in the Notice to Proceed issued by the Contracting Officer.

5.3. Schedule is set for inspections by COTR and remains relatively consistent from year to year. Contractor must make sure they have inspectors available for the dates and places laid out in the schedule.

6. SCHEDULE FOR ALTERNATES FOR PROPOSAL

6.1. Include assessment portion of this bid as an alternate for proposal that is separated from the main price and could be activated at a later date as a task order if the need arises.

7. SCHEDULE OF UNIT PRICES

7.1. For bid purposes, Smithsonian requires a breakdown of annual inspections by unit and arranged by building and then rolled up into yearly totals.

7.2. For the 5-year load test, Smithsonian requires a breakdown by unit and arranged by building and rolled up into yearly totals. The next 5-year load test is set to occur during 2027.

7.3. Emergency inspections are to be bid on an hourly rate and submitted for payment with certified time tickets.

7.4. Final acceptance testing is to be bid on an hourly rate and submitted for payment with certified time tickets.

7.5. The bid for VT assessment should be listed by building and rolled up for a yearly total. This total should be kept separate from the main bid.

8. OFFEROR EXAMINATION OF SITE

8.1. Before the proposal due date, proposer may view the project site on an appointment basis. Any comments, information or discussion during the site visit shall not modify the contract documents. Proposers shall make an appointment to view the site by contacting COTR:

Keith Keyes, COTR

Telephone 202-246-9810 Smithsonian Institution

National Museum of Natural History (NMNH) Suite 11A MRC0132

10th & Constitution Ave NW Washington DC 20013-7012

9. NON-PUBLIC, TENANT AND SECURED SPACES

9.1. Certain tenant spaces, non-public spaces, utility and equipment rooms, and other areas related to or used for purposes of storage, conservation, research, curation of museum collection and artifacts or for scientific research may have restricted access.

9.2. The Contractor shall identify to the COTR as soon as possible, but no less than two working days in advance, any occupied areas that the Contractor must access that are located outside the limits of the project site. The Contractor shall identify in writing:

9.2.1. Restricted areas to be accessed.

9.2.2. Specific reason for needing access.

9.2.3. Nature of the work to be performed.

9.2.4. Date(s) and hours needed to complete construction work activity.

10. MUSEUM ARTIFACTS AND SCIENTIFIC RESEARCH MATERIALS

10.1. The handling of museum artifacts or scientific research experiments by the Contractor is strictly prohibited without written consent of the Smithsonian. The existing museum artifacts and research related materials may be moved only by authorized Smithsonian Museum curatorial personnel. Anyone who violates this clause may be subject to arrest or removal from the premises and project by Smithsonian security officers.

10.2. If temporary relocation of artifacts or research experiments is necessary, the Contractor shall give notice to the COTR at least five working days in advance of the time relocation is needed.

10.3. Humidity/Temperature Controlled Spaces: The Contractor shall take care to minimize fluctuations in air conditions and quality, particularly in areas containing artifacts and storage collections and laboratories and scientific research experiments. Humidity and temperature-controlled areas require consistency of utility operation.

11. PROTECTION OF HISTORIC PROPERTIES

11.1. The project site is in a designated National Historic Landmark property and requires special attention to the quality of materials selected for installation and workmanship efforts to satisfactorily preserve and restore historic elements and finishes of an historic landmark structure.

12. HOURS OF WORK, WORKDAYS, AND GOVERNMENT HOLIDAYS

12.1. Work shall be performed under this contract during the normal workdays of Monday through Friday, except Smithsonian holidays as specified herein, and the normal work hours of 7:00 a.m. to 3:30 p.m.

12.2. Smithsonian Holidays. For holidays that fall on Saturday, the Smithsonian holiday is observed on the previous Friday. For holidays that fall on Sunday, the Smithsonian holiday is observed on the following Monday. The Smithsonian holidays can be found at the following website:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays

13. QUALITY CONTROL

13.1. The Contractor shall provide for quality control, inspections, testing, and re-testing as necessary for all work, including that of subcontractors, to assure compliance with the contract documents.

14. PERMITS, LICENSES & FEES

14.1. Not Applicable.

15. PROTECTION OF THE SITE

15.1. The Contractor shall provide adequate protection for all parts of the building, including interior and exterior surfaces, its occupants and contents, and grounds wherever work under this contract is performed.

16. DEBRIS CONTROL AND DAILY CLEANUP

16.1. The Contractor shall regularly clean up the work areas and shall always maintain the project in as neat and orderly a manner as is consistent with normal operations. Debris resulting from construction operations shall be removed from the site daily by the Contractor. The Contractor shall keep all access, haul routes, and site areas free of dirt, debris, and other materials resulting from construction activities.

17. STAGING, STORAGE, PARKING AND WORK AREAS

17.1. Arrangements for Contractor parking is the sole responsibility of the Contractor. Parking may not be available at the project site.

18. GENERAL SECURITY REQUIREMENTS

18.1. The Contractor and its employees must comply with security requirements imposed by the Smithsonian Institution, including any necessary security clearances. Failure to inspect the site or obtain knowledge of security regulations shall not relieve the Contractor from security requirements or from performance of any part of the work.

18.2. Contractor must obtain a red contractor’s badge once contract is awarded for work to begin. Any issues with contractor or its employees in obtaining a red contractor’s badge, is the sole responsibility of the contractor and does not relieve the contractor from any part of its performance obligation under this contract.

18.3. Proper attire should always be worn with attention paid to not wearing any clothing, PPE, lanyards, etcetera with logos or any written messages. COTR shall have the authority to ask that any offensive or inappropriate clothing or equipment be removed and replaced or to stop work if instructions in this clause are not followed.

18.4. Confidentiality of Data: All information related to this project or to any Smithsonian Institution Facility made available to or developed by the Architect/Engineer including site plans, building plans, sections, details, specifications, calculations, security systems information and other data gathered from existing conditions surveys or from Smithsonian Institution records shall remain the exclusive property of the Smithsonian and must be kept strictly confidential.

19. GENERAL SAFETY REQUIREMENTS

19.1. Job-Site Safety and Hazard Plan: The Contractor shall submit a Job-Site Safety Plan within 10 calendar days of the Contract Award and at least 10 calendar days prior to mobilization to the site for approval by the COTR. As a minimum, the plan shall detail the procedures, designated persons, instructions, and reports to be used to assure job-site safety for all contractors, sub-contractors, Smithsonian personnel, the public, and others on the site.

19.2. Safety Signs: The Contractor shall post legible accident prevention signs in construction areas in accordance with OSHA standards. Safety signs shall conform to ANSI 235.1 and 235.2 Vehicular traffic control devices, barricades, and signals shall conform to ANSI D6.1.

19.3. Report of Accident or Illness: In the event of any accident or illness for which medical assistance is required, any criminal action, or any fire, the Contractor shall notify the appropriate authority (ambulance, police, fire Dept.), Smithsonian Security, and the COTR. Contractor must provide a written report of incident within 24 hours.

19.4. The Contractor shall submit to the COTR, at least ten working days prior to their intended use, a written list of toxic and hazardous substances that will be used on the project. The Contractor shall submit a "Material Safety Data Sheet" similar to OSHA Form No. 20 for these substances to identify the following information:

19.4.1. Product Identification

19.4.2. Hazardous Ingredients

19.4.3. Physical Data

19.4.4. Fire and Explosion Hazard Data

19.4.5. Health Hazard Data

19.4.6. Emergency and First Aid Procedures

19.4.7. Reactivity Data

19.4.8. Spill or Leak Procedures

19.4.9. Special Protection Information

19.4.10. Special Precautions

19.5. During the course of the Work, all existing smoke and heat detectors and sprinklers heads must remain operable.

Coverings may be applied to protect them from spray coatings or other hazardous conditions only during the actual operations. Coverings must be removed immediately after the operations have concluded. Damaged detectors and sprinkler heads shall be replaced immediately by the Contractor at no additional cost to the Smithsonian Institution. The Contractor shall test replaced detectors and sprinklers after installation to the satisfaction of the COTR.

20. SUBMITTALS AND REVIEWS

20.1. Contractor Responsibility for Submittals: The Contractor shall provide all required submittals, by technical specification section, in accordance with the contract documents. Any items submitted as substitutions shall be clearly identified as such on the submittal and the transmittal document. If shop drawings show variations from the contract documents because of standard shop practices or for other reasons, the Contractor shall provide a separate, written description of variations along with the submittal. The Contractor shall provide the following for SI approval prior to ordering:

20.1.1. Sample of interior finish, including flooring.

20.1.2. Sample of interior controls

20.1.3. Sample of exterior controls

20.1.4. Sample of lighting

20.1.5. Sample of interior door

20.1.6. Engineered drawing of unit

20.2. Determine and verify all field measurements, required material quantities, method of assembly or erection, installation requirements, and proper connection to adjoining materials installed by others.

20.3. Assure that all submittals use the appropriate units of measure. All drawings and technical data shall be in English. Preprinted literature in other units shall be accompanied by documentation to show conformance to project requirements.

20.4. Transmit all required submittals for a technical specification section at the same time unless prior written waiver of this requirement has been provided by the COTR.

20.5. Correct and resubmit submittals according to response from COTR.

20.6. Commence work on items requiring submittals only after all related submittals are reviewed and approved by the Smithsonian. All work shall conform to approved submittals.

20.7. Electronic Deliverables: Deliverables are to be in the following formats for each submission. The current versions shall be determined by the COTR.

Specifications: Microsoft Word

Spreadsheets: Microsoft Excel

Reports and Presentations: Microsoft Word, Microsoft PowerPoint, Adobe PDF

Photographs: JPEG

Laboratory Data: Microsoft Excel

Schedules: Microsoft Project

Cost Estimates: Success Estimator or approved equal, Adobe PDF

21. PRICING FOR BID AND SCHEDULE FOR PAYMENTS

21.1. Pricing shall include all labor, supervision, equipment, overhead and profit.

21.2. As part of this contract, the contractor is to attend a kickoff meeting with the COTR and Building Managers and/or Zone Managers to discuss the contract and the work plan.

21.3. Contractor may bill based on percentage of contract completed and accepted by COTR. Work should be done by building, report of findings submitted to COTR for review, and then COTR should either accept or submit back to contractor to make corrections. Once elevator passes inspection by the third-party inspector, COTR will accept the project and it should be considered complete.

21.4. All billing is to be submitted on an Application for Payment which shows percentage billed and percentage of work completed. (Sample included)