PWS_-_SAMPLE_Elevator_Maintenance_6NOV18.pdf

SAMPLE

PERFORMANCE WORK STATEMENT

ELEVATOR MAINTENANCE SERVICES

Directorate of Public Works Fort Hood, Texas

TABLE OF CONTENTS

PART 1 – GENERAL INFORMATION

1. GENERAL

1.1. Description of Services/Introduction

1.2. Background

1.3. Objectives

1.4. Scope

1.5. Period of Performance

1.6. General Information

1.7. Security Requirements

1.8. Disclosure of Information

1.9. Key Control

1.10. Access to Secure Areas

1.11. Area Check-Out

1.12. Safety Standards

1.13. Safety Plan

1.14. Accident Reporting

1.15. Safety Measures

1.16. Stop Work

1.17. Interface with Government Operations

1.18. Damage Reports

1.19. Energy Conservation

1.20. Fraud, Waste, and Abuse

1.21. Recycling

1.22. Fire Protection

1.23. Smoking

1.24. Property Guidelines

1.25. Environmental Requirements

1.26. Materials

1.27. Contractor Personnel

1.28. Post Award Conference/Periodic Progress Meetings

1.29. Identification of Contractor Employees

1.30. Duty Assignment

1.31. Vehicle Registration

1.32. Files

1.33. Modifications to Technical Exhibit A

1.34. Emergency Response

PART 2 – DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1. Definitions

2.2. Acronyms

PART 3 – GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES

3. Government Furnished Items and Services

3.1. Government Furnished Keys to Mechanical Rooms

PART 4 - CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities

4.1. General

4.2. Property Guidelines

4.3. Permits

4.4. Parts and Material

4.5. Safety

4.6. Hot Work

4.7. Elevator Systems Service Safety

PART 5 – SPECIFIC TASKS

5. Specific Tasks

5.1 Basic Services

5.2 Contract Data Requirements

5.3. Coordination with Facility personnel Customers

5.4. Work Control, Records and Reports

5.5. Work Receipt

5.6. Coordination with other Fort Hood Organizations

5.7. Work Schedule

5.8. Preventive Maintenance

5.9. Frequency

5.10. PM Schedule

5.11. Repair Work

5.12. Repair Work Time and Standards

5.13. Periodic Inspections, Testing and Certifications

5.14. Annual Periodic Inspection

5.15. Training

5.15.3.2 Antiterrorism Training

5.15.3.3 iWatch Training

5.15.3.4 OPSEC Training

5.16 Contractor Manpower Reporting

PART 6 – APPLICABLE PUBLICATIONS

6. Applicable Publications

6.1. Abbreviations Associated with Publications.

6.2. Publications.

PART 7 – TECHNICAL EXHIBIT LISTINGS

1. GENERAL: This is a non-personnel services contract to provide elevator maintenance services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The Contractor shall provide personnel, management, and any other items and services. No Government furnished property or equipment, necessary to perform the elevator maintenance service function will be provided at Fort Hood, Texas, except for as defined in this work statement. The Contractor shall perform to the standards and specifications in this contract. A current inventory of the number and types of elevator systems on Fort Hood is included in Technical Exhibit (TE) A.

1.2. Background: This contract performs preventative maintenance and repair work on elevator systems and handicap lift systems that are listed in Technical Exhibit A.

Due to the nature of this requirement elevator systems and handicap lift systems may be added or removed from this contract due to construction of new facilities, renovation of existing facilities or demolition of facilities.

1.3. Objectives: The objective for performance under this contract is to provide elevator preventative maintenance and repairs on the elevators and handicap lifts in accordance with (IAW) ANSI/ASME A17.1 Safety Code for Elevators and Escalators.

1.4. Scope: The Contractor shall provide personnel, management, and any other items and services, not Government furnished, necessary to perform the Elevator Maintenance Service function as defined in this work statement at Fort Hood, Texas.

The Contractor shall perform to the standards and specifications in this contract. A current inventory of the number and type Elevators on Fort Hood currently being maintained through an existing contract is included as Technical Exhibit A. This contract provides preventive maintenance once a month on all elevators and handicap lifts. Work shall consist of performing PM and repair work necessary to maintain elevator systems in a consistent safe, reliable, and satisfactory operating condition.

1.5. Period of Performance (POP). The period of performance shall be for one (1) base year and four (4) one-year option periods. The period of performance reads as follows:

Base Year: 1 Jul 2019 – 30 Jun 2020 Option Year 1: 1 Jul 2020 – 30 Jun 2021 Option Year 2: 1 Jul 2021 – 30 Jun 2022 Option Year 3: 1 Jul 2022 – 30 Jun 2023

Option Year 4: 1 Jul 2023 – 30 Jun 2024

1.6. General Information

1.6.1. Quality Control: The Contractor shall implement a complete quality control program that identifies potential and actual problem areas in providing requirements of the contract as specified and results in corrective action throughout the life of the contract.

The Quality Control Plan (QCP) shall be provided to the Contracting Officer or designated representative for review and acceptance at the time of bid submission.

The Government will make final review and acceptance of the QCP and any subsequent changes. Changes to the QCP shall be submitted to the Contracting Officer or designated representative not later than five (5) calendar days prior to the effective date of the change. The basis of the plan is that the Contractor is responsible for quality. All methods, procedures, and forms shall support this concept. The QCP shall:

• have direct accountability to the Contractor's top management;

• address overall project management and administration;

• be a comprehensive program to plan and deliver quality services to the Government;

• cover all services described in this contract, prioritize services, and concentrate on the most important services;

• describe a method acceptable to the Government of identifying deficiencies in the quality of services performed under this Contract before the level of performance becomes unacceptable and address processes for corrective actions without dependence upon Government direction;

• establish an inspection system covering all services required by this contract.

This shall specify areas to be inspected on either a scheduled or unscheduled basis and the title of the individual who will do the inspection;

• contain specific quality control techniques for contract services identified in the Performance Requirements Summary (PRS) and Inspection of Services Clause.

The quality control methods shall be comprehensive and adaptable to the reporting systems of the QCP;

• include a customer complaint feedback system for correction of validated complaints and to inform the customer of corrections. The QC Plan shall describe how users or other interested parties may identify problem areas or issues to the Contractor. The customer complaint program shall be compatible with the reporting and communications systems of the QC Plan;

• require documentation of all Contractor quality control inspections and corrective actions be maintained by the Contractor throughout the term of this contract.

Inspection documents shall be made available to the Contracting Officer or designated representative within 2 working days upon request;

• describe methods of direct and indirect communications with the

Government regarding performance of the contract. Informal communications shall be addressed.

1.6.2. Quality Assurance: The Government will evaluate the contractor's performance under this contract in accordance with a Quality Assurance Surveillance Plan (QASP) that is tailored specifically to this contract. The QASP will be used to evaluate Contractor actions while implementing the Performance Work Statement (PWS). It is designed to provide an effective surveillance method to monitor contractor performance for each objective listed on the PRS.

This plan is for the Government's use and is not provided to the Contractor for any purpose. The Contractor, and not the government, is responsible for management and Quality Control actions to meet the terms of the Contract. The role of the government is quality assurance to ensure Contract standards are achieved. The standards of performance of services performed under this contract are listed in the PRS located in

QASP.

1.6.3. Recognized Holidays: Contractor performance shall not be required on the legal federal holidays listed below. Holidays occurring on weekends will be observed as directed by the published Army calendar.

New Years Day 1st of January Martin Luther King Jr.’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4th of July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11th of November Thanksgiving Day 4th Thursday in November Christmas Day 25th of December

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday. This list of holidays relates to Government duty days, and is not intended to supplement or otherwise alter the provisions of the Wage Determination regarding paid holidays.

1.6.4. Standard hours of Operation: The Contractor shall perform the services required under this contract during Normal Hours of Operation, 0730 to 1600; Normal Duty Days or Workdays will be Mondays through Fridays, excluding legal public holidays. Work outside these normal hours may be necessary to fulfill the requirements of the contract.

1.5.5.1. Other Than Standard Hours of Operation: If working outside of the standard hours of operation is necessary; the Contractor may request authorization from the Contracting Officer to work outside of the standard hours of operation. The Contractor shall NOT work outside of the standard hours of operation unless it has received written authorization from the Contracting Officer PRIOR to doing so. Working outside the standard hours of operation shall be at no additional cost to the Government.

1.5.6. Place of Performance: The work to be performed under this contract shall be performed at Fort Hood, Texas which consists of the main cantonment, West Fort Hood and North Fort Hood areas. Fort Hood is located approximately 60 miles north of Austin and 50 miles south of Waco, Texas. The main cantonment area is approximately 20 miles west of interstate Highway 35 at Belton, Texas, and adjacent to Killeen, Texas. West Fort Hood is immediately adjacent to the main cantonment and North Fort Hood is approximately 25 miles north of the main cantonment. Maps of the main cantonment, West Fort Hood and North Fort Hood will be provided after contract award.

1.6. Security Requirements: Contractor personnel and any representative of the Contractor entering Fort Hood, Texas, shall abide by all security regulations and shall be subject to security checks. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Hood, Texas, while on Fort Hood, Texas, and upon leaving the confines of Fort Hood, Texas. The Contractor shall be responsible for assuring all Contractor personnel authorized to perform work under this contract obtain installation access as required as required by DOD Directive

4630.5. Government furnished identification shall be returned to the Government when the employee no longer performs work for the Contractor under this contract.

1.6.1. Physical Security: The Contractor shall comply with FH Regulation 190-3, Fort Hood Physical Security Regulation, and be responsible for security of all facilities, materials and equipment utilized during the performance period. In case of forced entry or theft, the Contractor shall notify the Department of Emergency Services immediately and cooperate in the investigation. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1. 7. Disclosure of Information: Performance under this contract may require the Contractor to access data and information proprietary to a government agency, another Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge nor release data nor information developed or obtained under performance of this work statement, except as authorized, in writing, by the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data which bears a restrictive legend, other than as specified in this work statement.

Disclosure of information regarding operations and services of the activity to persons not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor (or any persons under the Contractor's control) in connection with work under this work statement, may subject the Contractor, Contractor's agent, or employees to criminal liability under Title 18, Sections 793 and 798 of the United States Code.

Neither the Contractor, nor the Contractor's employees, shall disclose or cause to be disseminated, any information concerning the operations of the activity that could result in, or increase the likelihood of, the possibility of a breach of the activities' security or interrupt the continuity of its operation.

The Contractor shall direct to the Contracting Officer or designated representative all inquiries, comments, or complaints arising from matters observed, experienced, or learned as a result of, or in connection with the performance of this contract, the resolution of which may require the dissemination of official information.

Inquiries received by the Contractor for work performed under this contract shall be referred to the Government for evaluation under the Freedom of Information Act of 1975, Public Law 93- 502, 5 U.S. C., and Section 552. The determination of whether records will be released will remain with the Government. The Contractor shall be responsible for search and submission of records upon request by the Government.

The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Contracting Officer. All documentation showing individuals' names or other personal information will be controlled and protected. The provisions of the Privacy Act of 1974, Public Law 93-579, 5 U.S.C., Section 552a, shall apply.

1.8. Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.8.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of rekeying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.8.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor's employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.9. Access to Secure Areas. Contractor employees identified on the Contractor's employee roster, wearing identification badges, and complying with local security procedures will be allowed access to facilities. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Contracting Officer. All documentation showing individuals' names or other personal information will be controlled and protected. The provisions of the Privacy Act of 1974, Public Law 93-579, 5 U.S.C., Section 552a, shall apply

1.9.2 Access and General Protection/Security Policy and Procedures: All contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any installation or facility change, the Government may require changes in contractor security matters or processes."

1.9.3 Contractors who do not require CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.9.4 Pre-screen candidates using E-Verify Program: The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award." *When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, with the designated Government representative.

1.10. This Form will be provided to the Contracting Officer and shall become part of the official contract file.

1.11. Area Check-Out. Upon completion of their duties, personnel shall turn off all lights and lock doors in the mechanical rooms. Contractor personnel shall not tamper with or adjust any cooling or heating devices such as thermostats.

1.12. Safety Standards: The Contractor and his employees shall comply with accepted industry safety standards and applicable safety precautions and guidelines contained in these publications at all times while performing work under this contract:

• ANSI/ ASME Al7 .1 Safety Code for Elevators and Escalators

• A17.1 HBK Elevator Industry Field Employees' Safety Handbook

• A17.2-2001 Guide for inspection of Elevators, Escalators, and Moving Walks

• ANSVASME A17.3 Safety Code for Existing Elevators and Escalators

• ANSVASME A17.4 Guide for Emergency Personnel

• EM-385-1-1

• 29 CFR 1910

• NFPA-70

• AR 385-10

U.S. Army Corps of Engineers Manual: Safety and Health

Occupational Safety and Health Standards (General Industry)

National Electric Code, National Fire Protection Association

Department of Labor, Occupational Safety and Health Army

Safety Program

1.13. Safety Plan: The Contractor shall develop and implement a safety program for employees performing work under this contract. The Contractor shall submit the safety plan to the Contracting Officer no less than ten (10) calendar days prior to contract start date. Revisions shall be submitted two (2) calendar days prior to effective date of change.

1.14. Accident Reporting: The Contractor shall comply with all OSHA reporting and PAM 385-40 ARMY ACCIDENT INVESTIGATIONS AND REPORTING, requirements for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report(s) to the Contracting Officer or designated representative within four hours of each such occurrence, whenever an accident involving personal injury occurs. A written accident report(s) shall be delivered to the Contracting Officer or designated representative within one work day of occurrence.

1.15. Safety Measures: Workers shall be trained in appropriate safety measures.

1.16. Stop Work: The Contractor shall be responsible for the enforcement of all safety requirements for any work performed under the contract. If the Contractor fails or refuses to promptly comply with safety or environmental requirements, the Contracting Officer may issue an order stopping all or part of the work until satisfactory corrective action s been taken. No part of the time lost, due to any such stop order, shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

1.17. Interface with Government Operation: Performance of work by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled Government operational activities.

1.18. Damage Reports: In all instances where Government property or equipment is damaged by the Contractor, the Contractor shall provide a verbal report to the Contracting Officer within four working hours of the occurrence. A written damage report shall be delivered to the Contracting Officer within one working day of the occurrence, explaining the circumstances of the accident and the extent of damage.

The Contractor shall bear all costs of repairing or replacing damaged property.

1.19. Energy Conservation: The Contractor shall observe energy conservation policies established by Fort Hood and published in FH Reg. 420-9, Energy Efficiency Program. Contractor personnel shall practice utilities conservation and shall operate under conditions that preclude waste of government furnished utilities.

1.20. Fraud, Waste, And Abuse: The Contractor shall be responsible for maintaining proper conduct and good discipline within contractor occupied work area(s).

Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this contract.

1.21. Recycling: The Contractor shall observe recycle program policies established by Fort Hood and published in FH Reg. 420-6, Recycle Program.

1.22. Fire Protection: The Contractor shall comply with FH 420-1, Fire Regulation, for fire protection and fire prevention.

1.23. Smoking: The Contractor shall comply with AR 600-63, Army Health Promotion, which establishes uniform policies governing the use of tobacco products in Government facilities and on Fort Hood.

1.24. Property Guidelines: Contractor's property shall be equipped with protective and safety features, in good repair, and clean in appearance. The Contracting Officer or designated representative has the right to require the Contractor to remove Contractor furnished property from the installation that is inoperable or unserviceable for any reason.

1.25. Environmental Requirements: The Contractor shall comply with all federal, state, and local environmental protection laws, regulations, and standards referenced in FH Regulation 200-1, Environment and Natural Resources. The Contractor shall comply with all other contract requirements for clean air, clean water, and toxic substances control (TSCA), pollution control, and resource conservation and recovery (RCRA). The Contractor shall designate an Energy Conservation Monitor and a Recycling Monitor in writing to the Contracting Officer. The Contractor shall provide who the Energy Conservation and Recycling Monitor will be ten (10) days prior to the contract start date. All environmental protection matters or questions shall be coordinated with the Contracting Officer and the Directorate of Public Works (DPW) Environmental Division.

1.25.1. Environmental Management System (EMS): Fort Hood has implemented an EMS to proactively deal with the environmental impacts of its processes, activities, and services. Fort Hood offers EMS General Awareness Training in the form of a 12 minute video available at https://lmp.hood.army.mil. The Contractor shall ensure that employees, and subcontractors hired receive EMS General Awareness Training. The Contractor shall also ensure that all goods and services used under this contract do not deviate from the installation Environmental Policy, objectives and targets of the EMS.

The Contractor shall maintain a record of the training, and submit a roster to the Contracting Officer or designated representative. This training shall be completed within 30 days after contract start date.

1.26. Materials: Hazardous materials are forbidden for use on Fort Hood. All materials must be approved by the DPW Environmental Division at building 4622, prior to use.

All materials (grease, oil, lubricants, etc.) utilized on this contract shall contain a Material Safety Data Sheet (MSDS). An approval request for each material proposed for use shall be submitted to the COR utilizing the "HAZARDOUS MATERIAL AUTHORIZATION REQUEST" form, reference TE H.

1.27. Contractor Personnel: The Contractor shall provide work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government. The Contractor shall not employ any person who is an employee of the United States Government or the Department of Defense, either military or civilian, if such employment would create a conflict of interest or be contrary to the policies contained in Department of Defense (DOD) Joint Ethics Regulation (JER), DOD 5500.7-R. The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reason of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. In accordance with Department of Defense (DOD) Joint Ethics Regulation (JER), DOD 5500.7-R and 18 U.S.C. 1382 (1972), the installation commander has the authority to bar individuals from the installation. The removal from the jobsite or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. Contractor personnel shall not wear any part of a military uniform while performing contract duties, nor clothing such as exercise suits, shorts, tank tops, or t-shirts. There shall be no objectionable messages or phrases on the clothing.

1.27.1. Personnel Requirements: The Lead Technician, Supervisors and Quality Control personnel shall possess at a minimum of ten (10) years work experience in the elevator field.

1.27.1.1. Lead Technician/Contract Representative: The Contractor shall designate a Lead Technician to the Government for performance of all work under this contract.

The Lead Technician shall be the point of contact with the Government and shall have the authority to act or make decisions for the Contractor on all matters pertaining to this contract. The Lead Technician shall be available 7:00A.M. to 4:00P.M. Monday through Friday except Federal holidays or when the Government facility is closed.

1.27.1.1.1. Alternate Lead Technician: The Contractor shall designate an alternate who shall be authorized to act on behalf of the Contractor when the Lead Technician is not available.

1.27.1.2. Management Contact Information: The Contractor shall provide the name, address, work assignments, and telephone number(s) for the Lead Technician, alternate, management, quality control, and supervisory personnel to the Contracting Officer within ten (10) working days after contract award. The Contractor shall verbally notify the Contracting Officer of changes as they occur and provide written changes not later than twenty four (24) hours after effective date of the change. The Contractor shall provide cellular communication for the Lead Technician, Alternate Lead Technician, Quality Control, and Supervisory personnel.

1.27. Personnel List: The Contractor shall submit to the Contracting Officer a written list of employees who will perform work under this contract no less than ten (10) calendar days prior to start of contract performance. This list shall include each employee's name and work assignment. Changes shall be submitted not later than two

(2) calendar days prior to implementation of the change. In emergency situations and cases of adverse actions where two (2) days’ notice is not possible, the Contractor shall submit the change in writing to the Contracting Officer not later than twenty four (24) hours after change is implemented.

1.28. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.29. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as Contractor employees to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that

Contractor participation is appropriately disclosed.

1.29.1. Identification Badges: Contractor personnel on duty shall wear Contractor provided identification badges displaying at a minimum: company name, employee name, employee photo, contract title, contract number, and contract expiration date.

Identification badges shall be worn on the front upper outer garment and visible at all times.

1.30. Duty Assignment: The Contractor shall furnish current employee work schedules, in writing, to the Contracting Officer, along with the Work Schedule (TE E) including employees' name and the area in which they work no later than ten (10) working days prior to the start of contract performance. The Contractor shall provide written notification to the Contracting Officer no later than five (5) working days prior to making changes to the shift schedules.

1.31. Vehicle Registration: Vehicles entering Fort Hood, Texas, shall have a valid state license and shall be registered with the Vehicle Registration Section of the Provost Marshall Office. Vehicles shall be registered prior to the commencement of contract work. State license and registration shall be maintained current during the time the vehicle is in use on this installation. Contractor personnel shall return registration decals to the Vehicle Registration Section of the Provost Marshall Office within 24 hours after termination or completion of work under this contract, when state license is no longer valid, or upon sale of the vehicle. Contractor personnel shall return visitor passes to the Vehicle Registration Section of the Provost Marshall Office immediately upon conclusion of the conduct of business authorized on the installation.

1.31.1. Vehicle Operation: Contractor personnel operating motor vehicles on the installation shall have a valid state operator's license for the category of vehicle being operated and shall comply with FH Reg. 190-5, Motor Vehicle Traffic Code, 9 Mar 2010, regarding motor vehicle use on the installation.

1.31.2. Contractor Vehicle Identification: Contractor owned or privately owned vehicles used in the performance of services under this contract on this installation shall be marked as commercial Contractor vehicles with the Contractor's company name in three (3") inch block letters or a company logo of a color that contrasts with its background on both sides of the vehicle. Contractor's operating multiple Contractors owned vehicles on the installation may be required to place identifying numbers on the front and rear bumpers of the vehicles. The Contractor shall provide a list of vehicles (with their corresponding unique identification numbers) to the Contracting Officer or designated representative five (5) days after contract award date and one day after any vehicle changes.

1.31. Files: The Contractor shall maintain complete and accurate files of documentation required under the terms of this contract in accordance with AR 25-1, Army Information Resources Management Program, and AR 25-400-2, Modern Army Record Keeping System. The Contractor shall not allow access to the files by any government agency, non-governmental agency, or individual unless specifically authorized by the Contracting Officer. Files shall be made available to the Contracting Officer upon request. All files will become the property of the Government and shall be turned over to the Contracting Officer at the completion or termination of this contract.

1.32. Modifications To Technical Exhibit A: TE A is a living document which lists the elevators/lifts covered under this contract. Due to the nature of the Fort Hood installation and the Army mission, requirements are constantly changing. Each addition and/or deletion of elevators/lifts listed within TE A will not require a contract modification; however; anytime a change to TE A is made an updated document will be sent to the Contractor. The contract will be modified on a quarterly basis to update the contract and capture all additions/deletions to TE A that occurred during that particular three month period.

1.33. Emergency Response: Emergency operations may require immediate response from emergency services. In this event, the Fort Hood Fire Department shall be called at 254-288- 3327.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1. Acceptable Quality Level (AQL): The maximum percentage defective that, for the purpose of a sampling inspection, can be considered satisfactory on the average. It is the allowable deviation from a standard before the Contracting Officer or designated representative will reject the specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory manner, but rather exerts a realization that perfect performance is not possible.

2.1.2. Repair Work: Any change to equipment other than preventive maintenance necessary to maintain elevators in a full operational manner.

2.1.3. Annually: Perform one time per year.

2.1.4. Quality Assurance (QA): Those actions taken by the Contracting Officer or designated representative to determine that the services received meet the contract requirements.

2.1.5. Quality Control (QC): Those actions taken by the Contractor to ensure that the standards and requirements of the contract are met.

2.2. Acronyms:

ANSI American National Standards Institute AR Army Regulation ASME American Society of Mechanical Engineers CDR Contract Discrepancy Report COR Contracting Officer Representative DA Department of the Army DOD Department of Defense DPW Directorate of Public Works EMS Environmental Management System

FAR Federal Acquisition Regulation HMI Hazardous Material Inventory IAW In Accordance With KO Contracting Officer MSDS Material Safety Data Sheet ODC Other Direct Costs OSHA Occupational Safety and Health Administration PA Performance Assessment PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit WAWF Wide Area Work Flow

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Government Furnished Keys to Mechanical Rooms: The Government will furnish keys to the Contractor to allow access to certain areas requiring elevator maintenance services, which are not always open and accessible. The Contractor shall be responsible for signing a hand receipt to obtain keys and ensuring that the areas are secure when Contractor employees leave the area. The Contractor shall report key loss to the Contracting Officer or designated representative within one normal working day after discovery of the loss. The report shall include key number, facilities requiring the key, person to whom the key was issued, and when the loss was discovered. The Contractor shall reimburse the Government for any cost associated with new keys, re-keying locks or changing locksets due to the loss of a key.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall provide everything necessary to fulfill the requirements of the contract, to include storage for parts. Contractor furnished property shall meet applicable Federal, State, Local, and Army Laws, Codes, and Regulations.

Contractor furnished property is subject to Government inspection.

4.2. Property Guidelines: Contractor's property shall be equipped with protective and safety features, in good repair, and clean in appearance. The Contracting Officer has the right to require the Contractor to remove Contractor furnished property from the installation that is inoperable or unserviceable for any reason.

4.3. Permits: The Contractor shall obtain all required licenses and permits for performance of work, in compliance with all applicable federal, state and local laws.

4.4. Parts and Materials: All parts and materials used by the Contractor shall be new and meet the original elevator manufacturer's specifications. The only exception to this policy is outlined in 4.4.1 below.

4.5. Exception to New Part Requirement: An exception may be made to the requirement of 4.4., if the part requiring replacement is no longer manufactured and new parts are no longer available. The Contractor shall submit a written request, to the Contracting Officer, to substitute a used or rebuilt part. This request shall include evidence of Contractor's attempt to obtain the part as new, as well as evidence that the used or rebuilt part will function properly for a reasonable period of time and hold a warranty. Upon receiving written approval by the Contracting Officer, the Contractor shall provide used or rebuilt parts or materials.

4.6. SAFETY:

4.6.1. Safety Standards: The Contractor and his employees shall comply with accepted industry safety standards and applicable safety precautions and guidelines contained in these publications at all times while performing work under this contract:

ANSI/ASME Al7.1 Safety Code for Elevators and Escalators A17.1 HBK Elevator Industry Field Employees' Safety Handbook A17.2-2001 Guide for inspection of Elevators, Escalators, and Moving Walks ANSI/ASME A17.3 Safety Code for Existing Elevators and Escalators ANSI/ ASME A 17.4 Guide for Emergency Personnel EM-385-1-1 U.S. Army Corps of Engineers Manual: Safety and

Health Requirements 29 CFR 1910 Occupational Safety and Health Standards (General Industry) NFPA-70 National Electric Code, National Fire Protection Association 29 CFR 1926 Department of Labor, Occupational Safety and Health Act AR 385-10 Army Safety program

4.6.2. The Contractor shall safeguard and maintain all Government property as well as provide for the safety and well-being of personnel employed in the administration of this contract. The Contractor shall comply with the provision of AR 385-10, Army Safety Program. The Contractor shall develop and implement a safety program for employees performing work under this contract. The Contractor shall submit the safety plan to the Contracting Officer no less than ten (10) calendar days prior to contract start date.

Revisions shall be submitted two (2) calendar days prior to effective date of change.

4.7. Hot Work: The Contractor shall obtain approval from the Fort Hood Fire Department Inspector (288-3327) prior to performing any hot work or work that will require the use of an open flame. All Contractor work performance shall be IAW FH Reg. 420-1.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services: The Contractor shall provide everything necessary to perform Preventive Maintenance Work and Repair Work, which includes both Fair Wear and Tear and Other than Fair Wear, for all Elevator Systems listed in TE A. Technical Exhibit B (TE B) “Elevator Repair History” is a representation of Fair Wear and Tear and Other Than Fair Wear repairs performed in years past. This history is for reference only and is not an indication that a similar amount of, more or fewer repairs will be required in the future. Technical Exhibit C (TE C) “Elevator Service Call History” is a representation of the numbers of service calls that have been generated for work performance during the past four (4) years. The Contractor shall perform all Preventive maintenance and Repair Work as stated in the contract. The Contractor shall be paid under CLIN’S 0001 for all work performed on the elevators under this contract and respective CLINS for option periods. CLIN 0003 is established to meet the Contractor Manpower Reporting requirement. There shall be no additional payment for the repair work costs under this contract with the exception of eligible repair parts as stated in paragraph 5.7.2., 5.7.3.

and any labor cost as stated in paragraph 5.12.3.

5.1.1. Elevator System Numbering: The Contractor shall provide and maintain an elevator numbering system IAW TE A. Numbers on Elevators shall be black two (2") inch block style numbering and placed on the Elevator in a location specified by the Contracting Officer's Representative.

5.1.2. Warranted Equipment: Equipment and component parts under manufacturer's warranty shall not be repaired, removed or replaced. The Government will provide information to the Contractor for equipment under manufacturer warranty. All defects in workmanship, material(s) and improper installation discovered by the Contractor shall be immediately reported to the Contracting Officer or designated representative so that corrective action may be taken.

5.2. Contract Data Requirements: Contractor data submissions shall be computer generated or typewritten, and shall be signed and dated by the Contractor's Project Manager. Data reports shall contain information IAW 5.4.

5.3. Coordination with Facility Personnel Customers: The Contractor shall notify the facility Point of Contact (POC)/Representative upon arrival and departure of the facility listed in TE B. The Contractor shall inform the facility POC/Representative the type of work to be performed, and discuss performance of the elevator system(s) to determine if any malfunctions or problems have occurred since the Contractor's last visit. The Contractor shall have facility POC/representative sign, date and provide phone number confirming work was completed.

5.4. Work Control, Records and Reports: The Contractor shall maintain up-to-date, cumulative service records for each facility elevator system listed in TE A. Appropriate record entries shall be made within two (2) normal working days from the completion of any work item performed on the contract. For each instance of work performed, the Contractor shall include at a minimum the following data in the system record:

1) facility and elevator number

2) type of work performed: Repair Work or PM work

3) date service/work was scheduled or requested, started, and completed

4) name(s) of individual(s) who performed services

5) total number of labor hours (rounded to nearest 15 minutes) expended to perform the service/work (not) including travel time to or from Fort Hood)

6) equipment used

7) repair parts used and cost

8) quantity and description data of materials, supplies, repair and replacement parts used

9) nature and extent of all services/work performed

10) attachments (i.e., checklists, reports, etc.)

5.4.1. The Contractor shall establish and implement a Work Control, Records, and Reports Plan that include all work control procedures necessary to ensure the timely and acceptable accomplishment of all contract work requirements; and permit tracking of work in progress. The Contractor shall be responsible for

(1) planning, completing PM checklists and scheduling work

(2) Assuring material and labor availability, and

(3) completing work requirements IA W response times and quality standards established in the contract.

5.4.2. Upon completion of each PM inspection the Contractor shall provide to the Contracting Officer or designated representative a completed Monthly PM Checklist, reference TE C, for all PM and Repair Work completed. The Contractor shall provide to the Contracting Officer or designated representative a completed Work Repair Service ticket detailing work performed within four hours of completion during normal working hours and within one day outside of normal working hours.

5.4.3. At the Government's request, the Contractor shall make available, at Fort Hood, all required records for examination and reproduction within one day of request. The Contractor shall submit to the Contracting Officer, printed, original records and soft-copies on the expiration date of each contract year and at the end of the contract. The Contractor shall maintain all required hard-copy records in a legible, complete, orderly, timely, and accurate manner.

5.5. Work Receipt: The Contracting Officer will issue all PM Work and Repair Work to be performed to the Contractor. Customers are not authorized to request or order work.

5.6. Coordination with Other Fort Hood Organizations: When coordination with any other Fort Hood organizations is necessary the Contractor shall request the Contracting Officer or designated representative's assistance with coordination.

5.7. Work Schedules: The Contractor shall arrange his work so that interference with Government business is held to a minimum. Upon arrival and departure to all facilities, the Contractor shall contact the facility POC.

5. 7.1. The Contractor shall provide the Contracting Officer with a repair schedule of any elevator system expected to be out of service in an excess of 24 hours.

5.7.2. When PM Work and Repair Work calls for replacement parts, the Contractor shall submit a supplier quote sheet for any individual repair part with a cost between $100.00 and $500.00. If any individual repair part cost is in excess of $500.00, the Contractor shall submit three suppliers’ quotes to the Contracting Officer. Payment for each individual part with a cost in excess of $100.00 will be paid under the Contract Line Item Numbers with the description of “Repair Parts”. Parts with an individual cost of under $100.00 shall be supplied as needed by the Contractor as an integral part of PM and Repair CLINs without additional reimbursement. The cost of each individual part required for repair of one or more elevator systems, ineligible for reimbursement due to cost, may not be combined for this purpose. These costs are non-profit bearing reimbursements other than appropriate handling fees.

5.7.3 When PM Work and Repair Work calls for parts eligible for reimbursement to be purchased ($100 or more) the Contractor shall immediately contact the Contracting Officer for an assessment of repair work to be performed prior to purchasing and installing repair parts.