Elevator Industry Day Performance Work Statement 7 March 2025.pdf

EXAMPLE

PERFORMANCE WORK STATEMENT (PWS) FOR INDUSTRY DAY

1. General Information

1.1. Type of contract: This contract will be awarded as a hybrid Firm Fixed Price (FFP) and Time and

Materials (T&M) contract. It is a performance-based service contract with a time and materials CLIN for nonroutine and emergency calls.

1.2. Scope: The contractor shall provide routine and nonroutine maintenance to elevators at Walla Walla District Operating Projects in accordance with the PWS, manufacturer’s instructions, ASME A17, and applicable OSHA standards and keep records onsite.

1.3. Period of Performance:

Base year: TBD Option Year One: TBD Option Year Two: TBD

1.4. Location and Hours of Operation:

Location:

Address:

Hours of Operation: The contractor's normal working hours will align with the government's standard business hours, which are Monday through Friday, 7:30 AM to 4:00 PM (0730 to 1600), except for Federal Holidays, and all routine maintenance activities must be performed within these hours. Additionally, for all non-emergency, non-routine work, the contractor must also adhere to the government's standard business hours, avoiding any work outside of these hours unless explicitly approved by the Contracting Officer's Representative (COR) or Alternate COR. Furthermore, the contractor is expected to avoid overtime at all costs, planning and scheduling work to ensure completion within regular business hours, and only seeking approval for overtime in exceptional circumstances where it is absolutely necessary, and even then, only with prior written approval from the COR or Alternate COR. Emergency situations, however, will be coordinated with the COR or Alternate COR, who will arrange for emergency service calls, including scheduling the service call and determining the time of arrival for the contractor.

2. Pre Award

2.1. Submittals. The Contractor shall complete and submit to the COR, the following items 7 days prior to the pre-work meeting:

2.1.1. Certificate(s) of Insurance.

2.1.2. Certificates showing the current State of Washington or Oregon or Idaho Elevator Journeyman

License, inspection and maintenance of elevators, safety training covering Safe Work Practices, Personal Protective Equipment, Proper House Keeping and Fire Protection.

2.1.3. The qualifications of each Contractor performing work.

2.1.4. The name, address and telephone number(s) (not to exceed three) where Contractor’s supervisor can be reached.

2.1.5. A list of all employees that will be working on this contract.

2.1.6. Detailed Quality Control Plan and Inspection Checklist.

2.1.7. In draft form, a Maintenance and Inspection Schedule including any suggested modifications which may be in the interest of practicality, efficiency, economy or effective use of time, including any deficiencies, or items not up to code with elevators inspection schedule.

2.1.8. List of any non-US citizens requiring access to the XYZ building

3. Post Award

3.1. Assessment Site Visit and Condition Assessment: After contract award, the Contractor shall schedule a site visit to verify site conditions within 15 calendar days. During the site visit, the Contractor shall identify any deficiencies and non-compliance issues with each elevator, including any necessary maintenance, replacement of parts, etc. The Contractor shall document all findings, including any suggested modifications that may be in the interest of practicality, efficiency, economy, or effective use of time, and submit a Condition Assessment Report at the pre-work meeting. The Contractor will be responsible for all maintenance, replacement of parts, etc., unless identified in the Condition Assessment Report.

3.2. Emergency Egress Procedures: The Contractor shall provide written procedures to the COR 7 days prior to the pre-work meeting for the removal of people from an elevator from a) the elevator stuck at a floor, and

b) the elevator stuck between floors. A procedure shall be prepared for each elevator and the appropriate electrical contacts shall be marked to correlate to the written procedure. This procedure is intended to be used by qualified Contractor personnel for emergency rescue of personnel only.

3.3. Pre-Work Meeting: After all submittals have been reviewed and approved by the government a pre-work meeting date and time will be established. The pre-work meeting will be scheduled no later than 20 business days after contract award. At this meeting, the COR will establish lines of authority and Government procedures for contractual administrative and work issues. The schedule of required submittals and reports will also be discussed. The Contractor shall submit the deficiency and noncompliance report obtained from the Assessment Site Visit at the pre-work meeting. The Contractor will be responsible for all maintenance, replacement of parts, etc. unless noted in the deficiency report. The Government will provide the Contractor a letter of record documenting pre-work conference discussions within one week following the meeting.

3.3.1. Attendance Requirements:

The following personnel must be in attendance at the pre-work meeting:

• The Account Manager responsible for overseeing the contract

• Representatives from the contractor's invoicing department, to ensure a clear understanding of invoicing procedures and requirements

• The Contracting Officer's Representative (COR), who will be the primary point of contact for contractual matters

• The Contract Specialist, who will provide guidance on contractual procedures and requirements

• The Contracting Officer, who will provide overall oversight and approval of contractual matters

4. Government Furnished Resources:

4.1. Utilities: Utility services (electrical power, water services, and restroom facilities) required in the performance of the contract may be available from Government sources within the contract areas or from other sources approved by the COR. These utilities are available as is. All extensions, adapters and other necessary items are the Contractor’s responsibility.

4.2. Utility Conservation: The Contractor must ensure employees practice utility conservation. The Contractor is responsible for operating under conditions that prevent the waste of utilities to include turning off lights when not necessary for work, turning off water faucets and valves when not in use.

4.3. Drawings: Any available elevator drawings can be obtained from the COR. Applicable changes shall be noted on drawings and submitted to the COR to be maintained up-to-date. On termination or expiration of the contract all drawings shall be returned to the COR within 5 business days.

5. Contractor Furnished Resources

5.1. The Contractor shall furnish all labor, supplies, parts, tools, equipment and materials necessary to perform cleaning, maintenance, inspection and repairs to all elevators and related equipment and systems necessary to support their effective, efficient and safe operation in their current locations.

5.2. All lubricants, oils, greases, rope preservatives, cleaning materials, and parts shall be furnished by the Contractor and meet Federal, State and industry standards for use on the specific equipment to be serviced under this contract. Lubricants are to be of the proper grade for the purpose used and shall be as specified by the elevator manufacturer.

5.3. Contractor shall be responsible for checking with the COR to ensure their equipment is compatible with the existing conditions and capabilities of the work site.

6. Elevator Maintenance

6.1. Elevator Descriptions

No. Location Manufacturer/Model Load

Capacity

(LBS1)

Lift (Feet) Stops Speed

(FPM2)

1 0

1LBS = Pounds; 2 FPM = Feet per minute

6.2. Maintenance Schedules: Elevator maintenance schedules shall be submitted to the COR for approval. All schedules shall describe the frequency of performance. A maintenance schedule shall be posted in each elevator room. Posted schedules shall become the property of the Government and shall not be removed from elevator rooms upon completion of the contract. Coordinate schedule changes with the COR and keep all schedules current.

6.3. Maintenance Control Plan (MCP): The Contractor shall develop a written Maintenance Control Plan (MCP) for each elevator in accordance with Section 8.6 of ASME A17.1. Each MCP shall describe the specific periodic maintenance procedures, appropriate frequency/interval, and required inspections. The MCP shall be kept in each elevator maintenance log binder kept in the respective machine room and shall become the property of the Government. Amendments to schedules shall be coordinated with the COR.

6.4. Maintenance Inspections: Contractor is required to comply with all applicable elevator maintenance/service State and Federal rules and regulations and maintain adequate records of this compliance. The Government reserves the right to have a third party inspect the elevators. All licenses, monthly and annual inspections, and five-year load tests shall conform to applicable ASME A17 standards.

A report of the inspection results must be submitted to the COR for approval.

6.5. Supplies and Materials: All materials, supplies, equipment, transportation, supervision, services and any items necessary to perform routine maintenance of all the elevators listed shall be provided by the Contractor.

6.6. Routine Maintenance (Firm Fixed Price – FFP): As defined in ASME A17.1 to include examination, lubrication, cleaning, and adjustments of parts, components, and/ or subsystems for the purpose of ensuring performance in accordance with the applicable code requirements. Shall be performed on a regularly scheduled basis but not less than once each calendar month. Except for emergency callback service, all work shall be scheduled five workdays in advance with the COR.

6.6.1. Five Year Full Load Testing and Inspection: The Contractor shall coordinate Category 5 (which shall include Category 1 procedure) testing and certification procedures outlined in ASME A17.1, Sections 8.6.4.19.1 through 8.6.4.19.5 (Cat 1), and sections 8.6.4.20.1 through 8.6.4.20.4 and

8.6.4.20.6 (Cat 5), as they pertain to the specific elevator system, no later than insert date specific to operating project. The Contractor shall serve as a witness during this service, ensuring that all procedures are followed in accordance with ASME A17.1 standards.

Any issues discovered during the Category 5 testing will require repairs to be made to the elevator system in order to complete/pass the certification process shall be immediately reported to the COR.

The Contractor shall provide a written estimate of the costs to make the necessary repairs. The COR will report those findings to the KO.

The written estimate shall include:

• A detailed description of the repairs needed to bring the elevator system into compliance with

ASME A17.1 standards

• An itemized list of parts and labor required to complete the repairs, along with estimated costs

• The specified time needed to complete the repairs

• The projected equipment downtime

Any changes to the original scope of work, including changes to price, completion date, or specifications, shall be implemented through a bilateral modification to the contract. The COR shall report all findings and recommendations to the Contracting Officer (KO) for review and approval.

6.6.2. Interruption of Service: Elevator maintenance shall be scheduled and coordinated with the COR to minimize interference with building activities. Unless there is an emergency situation or an impending safety hazard for an elevator, e.g., the elevator is out of service, stuck, or experiencing a dangerous or potentially dangerous malfunction, building operations will take precedence over elevator maintenance.

6.6.3. Contractor Mobilization and Demobilization: The contractor shall be responsible for all travel expenses incurred during routine maintenance.

6.7. Changes to Elevators: The Contractor shall make no changes to the existing circuits, circuitry wiring and sequencing or otherwise alter the original circuit or wiring design of the elevators. The Contractor may propose and submit any modifications or changes to the COR in a complete, neatly prepared wiring diagrams accompanied by description of the proposed change. Any proposed changes must be approved by the Contracting Officer (KO) prior to installation.

7. Nonroutine Services:

7.1. Primary nonroutine maintenance (Time and Materials – T&M): As defined in ASME A17.1 to include repair and replacement. This CLIN may be used multiple times until it reaches the NTE amount. The Contracting Officer may determine that it is in the best interest of the Government to exercise the secondary CLIN before funds are fully utilized in the primary CLIN.

7.1.1. Repair: Reconditioning or renewal of parts, components and/or subsystems, necessary to keep equipment in compliance with applicable code requirements.

7.1.2. Replacement: the substitution of a device or component and/or subsystem, in its entirety, with a unit that is basically the same as the original for the purpose of ensuring performance in accordance with appliable code requirements.

7.2. Secondary nonroutine maintenance (Optional T&M CLIN): Has the same definition as the primary nonroutine maintenance CLIN. The purpose of the secondary nonroutine maintenance CLIN is to provide additional funding to the primary CLIN. This CLIN may be exercised by the Contracting Officer by written notice.

7.2.1. The Contractor shall note and report to the COR any required repairs and/or replacements necessary along with a detailed report. Non-routine services require a price proposal and approval from the Contracting Officer prior to the work starting. The price proposal shall list the contract number or task order number, job description, contractor mobilization/demobilization charge, work to be performed and itemized labor and materials cost.

7.3. Time and Materials (T&M): The contractor shall be responsible to make all repairs and replacements necessary to return a nonoperational elevator back into service. Repairs are defined as unscheduled work required to prevent a breakdown or malfunction of an item of equipment, and/or to put a system or a subsystem back in service after a breakdown. Billing for services shall begin upon the contractor’s arrival on-site and end upon their departure.

7.4. Contractor Mobilization and Demobilization: Includes round-trip travel from the contractor’s office to the Operating Project location. The contractor shall adhere to the established price schedule for mobilization/demobilization. The Government will make one mobilization/demobilization payment per T&M proposal.

7.5. Emergency Call-Out Service: Provide emergency call-out service 24 hours a day, 7 days per week. The contractor shall reprogram the emergency phone line of each elevator to an emergency call center.

Contractor’s mechanic is required to be on-site to commence work within a maximum of 3 hours after a call for emergency services is made. If the Contractor does not arrive within 3 hours, the Government reserves the right to call an alternate contractor to provide necessary services.

7.6. Invoicing: Payment for T&M line items will be as specified in Contract Clause Payment Under Time-and- Materials and Labor-Hour Contracts. In addition to the basis for the labor rate specified in the clause (wages, indirect costs, G&A expenses, and profit), the contract rates shall include all superintendence for subcontractors and cost for consumables and small tools required to complete the required repairs.

Materials that are directly consumed in connection with the furnishing of the labor hours accomplished under the T&M line item will be reimbursed at cost, plus 10 percent for material handling cost.

Reimbursement will only be made for material costs that exceed the amount already paid under the labor hour rates. To be eligible for reimbursement, the contractor must provide a valid, third-party invoice for the materials, which includes:

7.6.1. The name and address of the supplier

7.6.2. A detailed description of the materials purchased

7.6.3. The quantity and unit price of the materials

7.6.4. The total cost of the materials

7.6.5. The invoice must be from the actual supplier of the materials, not from the contractor themselves.

The contractor must also obtain prior approval from the Contracting Officer for the materials used and provide documentation to support the reimbursement request.

All invoices submitted by the contractor must be free from any additional terms and conditions that are not explicitly agreed upon in the contract. The contractor shall not include any language or provisions on the invoice that attempt to modify or supersede the terms and conditions of the contract. Invoices that contain such language or provisions will be rejected and returned to the contractor for revision and resubmission.

8. Safety/Security/ Mobilization/Demobilization

8.1. Safety Requirements: The Contractor’s employees may be working in areas containing systems vital to the operation of the District. The Contractor shall protect all existing structures, utilities and work of any kind against damage or interruption of service. To ensure the safety of Contractor employees and District personnel, the Contractor shall be trained in the required aspects of the applicable safety standards.

8.1.1. USACE Safety Manual: The Contractor must apply risk management strategies to ensure personnel safety, and must comply with safety requirements articulated in EM 385-1-1, the US Army Corps of Engineers Safety Manual. The safety manual can be accessed at:

https://www.publications.usace.army.mil/Portals/76/EM%20385-1- 1%20_EFFECTIVE%2015March2024.pdf

8.1.2. OSHA: The Contractor must also comply with 29 CFR 1910 - Occupational Safety and Health Act (OSHA). 29 CFR 1910 can be accessed at: http://www.dol.gov/.

8.2. Security Requirements:

The security requirements described below apply to all contract personnel (including employees of the prime Contractor (“Contractor”) and all subcontractor employees) supporting the performance requirements of this contract. The Contractor is responsible for compliance with these security requirements. Questions regarding security matters shall be addressed to the designated Government representative (e.g., Contracting Officer Representative (COR), Requiring Activity (RA) representative, or Contracting Officer (if a COR or other RA representative is not appointed)). Contract personnel are critical to the overall security and safety of US Army Corps of Engineers (USACE) installations, facilities and activities, and security awareness training contributes to those efforts. The Department of Defense (DoD) and Army security training requirements specified below, if applicable, are performance requirements; all applicable contract personnel shall complete initial training within 30 days of contract award or the date new contract personnel begin performance on the contract. Within five business days from the completion of training, the Contractor shall provide written documentation (e.g., email or memorandum) to the Government representative. The documentation shall include the names of contract personnel trained and which training they completed; the Contractor shall maintain training records as part of their contract files and be prepared to provide copies of training certificates to the Government representative. Contractor personnel and vehicles are subject to search when entering federal installations. Additionally, all contract personnel shall comply with Force Protection Condition (FPCON) measures, Random Antiterrorism Measures (commonly referred to as “RAMs”), and Health Protection Condition (HPCON) measures. The Contractor is responsible for meeting performance requirements during elevated FPCON and/or HPCON levels in accordance with applicable RA plans and procedures --this includes identifying mission essential and non-mission essential personnel. In addition to the changes otherwise authorized by the changes clause of this contract, should the FPCON or HPCON levels at any individual facility or installation change, the Government may implement security changes that affect contract personnel. The Contractor shall ensure all contract personnel are aware of their security responsibilities, including any site-specific requirements identified in local policies or procedures.

7.2.1 Physical security and access control requirements: All contract personnel requiring physical access to a federal installation or facility shall comply with the access control procedures of that location. Contract personnel requiring unescorted access to meet contract performance requirements on a DoD installation in the US shall be vetted by the installation/facility Provost Marshal/Directorate of Emergency Services/Security Office using the National Crime Information Center-Interstate Identification Index (commonly referred to as “NCIC-III”) and Terrorist Screening Database (commonly referred to as “TSDB”). Contract personnel shall comply with all personal identity verification requirements specified in installation/facility policies and procedures. Contract personnel who do not meet requirements for unescorted access to USACE facilities shall coordinate escorted access with the Government representative, as needed. Contract personnel who receive keys, access cards, or lock combinations that provide access to government-owned property shall comply with key and lock control procedures of the RA. Also, In accordance with applicable regulations, all contract personnel who do not possess the appropriate security clearance or access privileges will be escorted in areas where they may be exposed to classified information or operations, sensitive information or activities, or restricted areas.

7.2.2 Contractor Schedules: The Contractor must notify the facility at least three workdays in advance of the access date that an individual on the list will visit the building. Prior notification is not required for “Emergency Call out,” but Contractor personnel responding to emergencies shall be pre-approved and their names shall appear on the authorized Contractor personnel list.

7.2.3 Contractor Personnel: All Contractor employees shall be at least 18 years of age and must be able to fluently read, write, speak and understand English.

7.3 Pre-screen candidates using E-Verify Program: Contractors shall comply with the requirements set forth in FAR clause 52.222-54 Employment Eligibility Verification and FAR Subpart 22.18 in using the E- Verify Program at (https://www.e-verify.gov/) (website subject to change) to meet the contract employment eligibility requirements. Contractors are encouraged to cooperate with Federal and State agencies responsible for enforcing labor requirements to include eligibility for employment under United States immigration laws in accordance with FAR 22.102-1(i). An initial list of verified/eligible candidates shall be provided to the COR no later than three 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, and submit it to the Contracting Officer to become part of the official contract file.

7.4 Antiterrorism (AT) Level I training: All contract personnel requiring routine access to Army installations, facilities, and controlled access areas, or requiring network access shall complete initial and annual refresher AT Level I awareness training. Online AT Level I awareness training is available at https://jko.jten.mil/ (website subject to change.)

7.5 Suspicious Activity Reporting training (e.g. iWATCH, CorpsWatch, or See Something, Say Something): All contractor personnel shall receive initial and annual refresher training from the RA representative on the local suspicious activity reporting program. This locally developed training provides contract personnel with general information on suspicious behavior, and guidance on reporting suspicious activity to the project manager, security representative or law enforcement entity.

7.6 OPSEC Training. All new contract personnel with access to critical information (as identified in the RA's OPSEC Program) shall complete initial and annual refresher OPSEC Level I within 30 calendar days of their reporting for duty Awareness training, which is available at the following websites:

https://www.iad.gov/ioss/, or http://www.cdse.edu/catalog/operations-security.html (websites subject to change). All contract personnel with access to Controlled Unclassified Information (CUI) shall complete initial and annual refresher CUI training in accordance with applicable Army policy.

Links for requirements outlined under 7.3 through 7.6 may also be found on the Walla Walla District Website at: https://www.nww.usace.army.mil/Business-With-Us/Contracting/AT-OPSEC-for-Contractors/.

7.7 Contractor Mobilization and Demobilization: Costs for mobilization/demobilization shall be for round-trip travel from the contractor’s office to the headquarters building and may be billed based on mileage rates, actual cost incurred, or a combination thereof, provided the method used results in a reasonable charge. Costs shall be in accordance with the Joint Federal Travel Regulations, https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations. Once cost is established the Contractor shall follow the established price schedule under CLIN XYZ. For all routine maintenance, the Contractor is responsible for expenses incurred for mobilization/demobilization.

8 Quality Assurance Surveillance Plan Contractor Quality Assurance: 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. In this contract the quality control program is the driver for product quality. The https://www.nww.usace.army.mil/Business-With-Us/Contracting/AT-OPSEC-for-Contractors/ contractor shall develop a comprehensive program of surveillances and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program. The Government will evaluate the Contractor’s performance under this contract for those tasks listed on the Performance Work Statement in accordance with the Quality Assurance Surveillance Plan. The COR will follow the methods of surveillance specified in the Performance Requirements Summary (PRS), generally periodic inspection will be employed. The COR will record and retain all COR inspections.

Performance Requirements Summary (PRS):

Performance Objective

Description

Acceptable Quality Level

(AQL)

Surveillance Method

Maintain Elevator Safety Inspection Program

Elevators are kept operational, up to all codes and standards in accordance with ASME A17.1, and ASME A17.2, and state codes.

90% Periodic

Schedule

Schedule and perform detailed maintenance work and indicate how that work corresponds to all elevator codes and any manufacturer’s specifications. Detailed scheduling system is maintained up to date and posted by each elevator. Advance notification of testing is given to enable COR to witness testing procedures.

100% Periodic

Reliable, safe, and functional elevators and systems

All routine and preventative maintenance work is performed. As necessary adjust required parts to maintain the limits of manufacturers specifications all state, and federal codes and regulations.

100% Periodic

Manufacturers Maintenance Specifications

The Contractor shall maintain the manufacturer’s specifications for each elevator car. 100% Periodic

Reports Maintenance & Repair reports are submitted within the time specified in the PWS – Contractor Reporting. 90% 100%

9. Contractor Reporting

a. Maintenance Reports: The Contractor shall submit a quality control report for each day work is performed. The reports shall include: the contract and/or task order number; Compliance with the maintenance/repair schedule; reasons for non-compliance with the maintenance schedule; safety problems identified; corrective actions taken to correct safety problems; elevator repairs required, but outside the regular maintenance work; parts repaired or replaced; and all maintenance/repair work performed. Quality control reports shall be provided to the COR or designated representative no later than 8:00 a.m. on the following business day that the work was performed and inspected.

Forms used for quality control reports are subject to the approval of the COR. A completed checklist shall be submitted for the monthly, yearly and five year inspections. A COR approved Contractor’s checklist may be used, or an example can be found at the end of the ASME 17.2 at Section 5 Technical Exhibits.

b. Failure Reports: If repairs require work considered over and above routine maintenance work, the Contractor shall notify the COR for an appropriate decision and action with a detailed description of reasons for noncompliance with maintenance/repair schedule if applicable and safety problems identified and corrective actions taken. Any deviations from existing drawings shall be submitted to the KO for approval. Drawings can be requested from the COR.

c. Contractor Employee Exposure Hours: Total hours worked by Contractor employees during the month. This report must be submitted monthly within 5 business days of the end of each month.

d. Contractor Negligence: Damage occurring during on-site work as a result of actions taken by the Contractor shall be immediately reported to the COR, as outlined below under “Incident / Accident Report”, and be the responsibility of the Contractor to repair or replace with parts acceptable under this contract.

e. Incident / Accident Report: An incident/accident constitutes an incident or act involving the

Contractor, which may or may not have caused obvious damage to persons or property. This includes injuries to Contractor employees, members of the public, or damage to Government or personal property. The Contractor shall notify the COR by telephone within 30 minutes of any incident or accident, followed by a written report. These reports include, but are not limited to, location, nature of the injury or accident, authorities notified and the action taken along with any other pertinent information such as who was injured and what happened. These reports shall be accompanied by sketches, graphs, drawings, and photographs, as needed, and forwarded to the COR within 1 working day following the injury or accident.

f. Submittals: Submittal items listed in section 2.2 shall be kept current and filed with the COR within 7 business days of any change occurring.

10. Contract Administration:

a. Contracting Officer Representative: At the time of award, a Contracting Officer’s Representative (COR) will be appointed in accordance with DFAR 252.201-7000. A designation letter will be forwarded to the Contractor listing the COR’s duties and responsibilities.

b. Invoicing: The Contractor shall submit invoices to the Government not more than monthly for the duration of the award. The submission date on the invoice shall reflect the actual date the invoice is submitted to the COR. Invoices shall be sent to the address below:

COR: Name Disclosed After Award US Army Corps of Engineers Address

c. Payments: Payments shall be made in accordance with FAR 52.212-4 and for designated lines

52.232-7.