SCOPE_OF_WORK_Elevator_Maintainance.docx

SCOPE OF WORK

ELEVATOR & CHAIRLIFT MAINTENANCE SERVICE

1. General:

a. The contractor shall furnish all management, labor, tools, scanner, analyzer, and any other electronic equipment, transportation, materials, and parts necessary to inspect, test, and maintain elevator and chairlift as set forth in this scope of work. All work shall be performed in accordance with (IAW) this statement of work and shall conform to the terms, standards, and conditions of the supporting contract. Specific maintenance tasks performed shall be IAW the procedures outlined by the respective elevator manufacturer.

2. Quality Assurance:

a. All work shall be done by a suitable experienced, state certification and qualified contractor, having trained and competent personnel adequate for the scope of work.

b. Ensure personnel have the necessary PPE and equipment to safely perform the task in accordance with US Corps of Engineers Safety and Health Requirement Manual dated 15 September 2008.

3. Contractor Requirements:

a. Contract Manager: The contractor shall provide a contract manager who shall be responsible for daily operations and all work performed under this contract. The name of the manager and an alternate shall be designated in writing to the contracting officer prior to the contract start date. The contract manager shall be available for call during the hours mentioned in below paragraph and shall provide phone number(s) to make contact.

4. Hours of Operation:

a. U.S. Army Corps of Engineers Galveston District normal hours of operation are Monday-Friday 07:00 to 15:00 (3 p.m.) The contractor shall be available to perform services and repairs during normal duty hours. Any repairs not responded to on the date of the service request would be made immediately the following morning.

b. Federal Holidays. The contractor is not required to provide routine service on the following days:

· New Year's Day Labor Day

· Martin Luther King's Birthday Columbus Day

· President' Day Veteran's Day

· Memorial Day Thanksgiving Day

· Independence Day Christmas Day

c. Whenever a federal holiday falls on a Saturday, the preceding Friday is observed and whenever a holiday falls on a Sunday, the following Monday is observed. Whenever a federal holiday falls on a down Friday, the preceding Thursday is observed.

d. Call back service shall be provided and rendered at all hours, any day of the week, including holidays. The contractor shall respond to call back work no later than twenty-four (24) hours after initial notification for service.

e. The contractor shall respond within 2 hours of notification to emergency or urgent service calls. A call of this type would suggest that there are trapped persons, or the elevator condition could result in life or property endangerment, or could have an adverse effect upon personnel, equipment and mission accomplishment. Emergency service shall be provided, 24 hours a day, seven days a week, including holidays.

5. Functional Interference:

a. The contractor shall schedule preventive maintenance so that the performance of this work will cause minimum interference with the normal facility operation. Work will be pursued diligently and proceed progressively to complete without undue delay. Coordination with the facility manager shall be accomplished prior to work performance when interference is unavoidable.

b. Contractor Employees: The contractor agrees to utilize responsible, capable employees in the performance of tasks on this contract. The contractor may be asked to remove persons who pose a threat to the health, safety, or security of the installation. While on duty, Contractor personnel shall be easily recognized as contractor employees. This may include a name badge, company shirt with employee's name, etc. Employees must wear identification at all times.

c. Licenses/Certification: Prior to beginning performance, the contractor shall provide proof of applicable state or local elevator licenses for electrical or hydraulic type elevators and escalators, and that mechanics are certified through the National Elevator Industry Education Program (NEIEP). Persons performing maintenance must have participated in a certification program within the last 12 months.

6. Security Provisions:

a. The contractor shall notify the Facility Manager (David Laube) and Maintenance (Jim Wesolowski) 7 (seven) days before initial performance of the contract. The notification shall include:

· Name, Address, and Telephone Number of Company Representative(s).

· The contract number and contracting agency

· The reason for the contract (i.e., the work to be performed)

· The locations(s) of the contract performance and future performance, if known.

· The date contract performance begins

· Any change to information previously provided under this paragraph

b. Contractor personnel shall report to an appropriate authority (i.e. Security, Facility Manager) any information or circumstances of which they are aware, which may pose a threat to the security of DOD personnel, contractor personnel, or government resources.

c. Physical Security. The contractor shall ensure no government property is damaged by its; personnel during any service provided under the contract. The contractor will be responsible for the repair or replacement of any government property damage caused by the contractor. The contractor shall safeguard all government property that may be provided for contractor use. At the close of each work period, government equipment and other valuable materials shall be secured.

d. Key Control. The contractor shall establish and implement key control procedures to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government without written authority from the controlling agency. Lost keys shall be reported immediately to the Facility Manager.

e. Traffic Laws. The contractor and its employees shall comply with the reservation traffic code as specified in the laws of the State of New York and all posted traffic signs. Contractor personnel operating motor vehicles on the Buffalo reservation shall possess a valid state drivers' license.

f. Normal access hours to the facility shall be 07:00 ' 1500, Monday - Friday, excluding holidays and weekends. In the event that other hours are necessary to perform services, the contractor will make arrangements with the Facility Manager at least 48 hours in advance of the service.

7. Government Inspections:

a. The contractor's work will be evaluated according to the contract, this statement of work, and the product manufacturer's data. Observations which indicate improper or questionable performance will be brought to the attention of the contractor's representative for corrective actions. The contractor shall correct the condition at no additional cost to the Government.

b. Independent Inspections: The government shall arrange with an independent elevator safety and maintenance inspection company for an annual inspection of the elevators to verify maintenance and safety checks are being performed in accordance with applicable contract, standards, laws, and regulations. Any deficiencies noted shall be reported to the contractor and corrected immediately at no additional cost to the government.

8. Service Records:

a. Records. The Government will provide the contractor all service history and maintenance records available for each elevator. The contractor shall continue to maintain the service files during the duration of the contract, ensuring that all safety related tests, inspections, and component replacements are documented it the maintenance files.

b. Monthly Reports. The contractor shall compile and submit a monthly report documenting maintenance activities for the previous month to the Facility Manager not later than the 7th of the month following the month being reported. The report shall fully record the results of all scheduled and unscheduled maintenance and inspections, include the checklist used on each unit serviced, and identify the applicable American National Standards Institute (ANSI) requirements which were satisfied. The report shall also include date of service, name of technician, and a certification that the elevator or specific component was checked and the final condition noted.

c. Service Manuals. The Government will not provide service manuals or service diagnostic software or tools to Contractor. The Contractor shall obtain, have on file, and make available to its representatives, all operational and technical documentation (such as operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract.

9. Tasks:

a. Quality Control: The contractor shall establish a quality control program to ensure that inspections are thorough and that all required repairs and maintenance tasks are performed properly. The quality control program shall be structured to monitor tasks required by ANSI standards and shall ensure full compliance.

b. Preventive Maintenance: The contractor shall perform complete preventive maintenance, repair, testing, and inspection of all elevator equipment ensuring they are maintained in safe operating condition. Maintenance and service work shall be performed IAW the manufacturer's specifications, instructions, and handbooks. In addition, service work shall conform to the National Elevator Maintenance Standards for inspections and adjustments. The contractor shall adjust, lubricate, repair, replace, inspect, and/or test elevators and their associated parts, including, but not limited to : machines, motors, generators, controllers, gears, bearings, clutch and brake components, commuters, coils, stators, brushes, windings, relays, contacts, magnet housing frames, rotating elements, hangers, tracts, guides, door operating devices, pistons, cylinders, gauges and other hydraulics items, interlocks, gates, controls, alarms, buttons, indicators, lights, signal, communication systems, and safety equipment. Contractor will clean the elevator pits at least annually, sweeping and removal of any debris is required. Also ensure car exhaust fans and intakes are cleaned and dusted annually. The contractor shall inspect and maintain the hydraulic fluid overflow reservoir system and remove excess fluid as required. The contractor shall repair or replace elevator electrical, mechanical or hydraulic parts deemed necessary, using only genuine standard parts produced for the use as installed. All parts shall be of the original manufacturer's design and specifications or equal thereto. The contractor shall perform recurring maintenance and service as required by the manufacturer's listed procedures.

c. Test: The Contractor shall ensure that all test of elevators and individual component parts shall be performed IAW the appropriate ANSI/ASME Standard. The contractor shall specifically test to the requirements of ANSI/ASME 17.0, 'Safety Code For Elevators and Escalators', ANSI/ASME 17.1, 'Handbook for Elevators, Escalators, and Moving Walks', ANSI/ASME 17.2, 'Inspector's Manual for Elevators and Escalators', ANSI/ASME 17.3,'Existing Elevators and Escalators, Safety Code', and, ANSI/ASME 17.4, 'Emergency Evacuation of Passengers From Elevators'. The Contractor shall provide any special tools or test equipment needed to perform each test.

d. Safety Tests. The contractor shall inspect and test all safety devices, alarms, and governors semiannually. These tests shall be accomplished IAW ANSI Code A-17, Section 1001 for electrically-powered elevators, and section 1004 for hydraulically-driven elevators. Annual periodic tests and inspections shall be accomplished IAW ANSI Code A -17, Section 1002 for electric elevators and Section 1005 for hydraulic elevators. Five-year test requirements shall be performed IAW Sections 1002 and 1005. The contractor shall conduct the annual no load test of elevators when applicable, using ANSI Code A -17 for these tests.

10. Annual Safety Inspection:

a. The Corps of Engineers shall arrange for and schedule an independent inspection of the elevator systems by an independent elevator inspection company on an annual basis. The elevator maintenance company will be responsible for taking immediate corrective actions to correct any safety violations or deficiencies noted by the independent inspector. These corrections will be made at no additional cost to the government.

b. Wire Ropes, Cables and Pulleys. The contractor shall re-work or replace ropes, cables, and pulleys, to include electrical conductors and traveling cables, as required by the elevator or the independent component manufacturer, to ensure compliance with all safety requirements. The contractor shall also check tension of hoisting cables and equalize cable loading by adjustments as required.

c. Lubrication. The contractor shall maintain proper lubrication of rollers, bearing and guide rails, and other components requiring lubrication. The contractor shall furnish all special lubricants and cleaning supplies as required by the elevator manufacturer to service and repair elevators. The contractor shall also repair or replace guides and rails when wear of these items if found beyond specifications limits.

d. Corrosion Treatment and Control, Cleaning. The contractor shall inspect elevator components for the presence of corrosion. Corroded areas shall be appropriately treated to reduce or inhibit corrosion development, or be replaced if they are beyond specification limits. The contractor will be responsible for cleaning of the elevator rooms and pits. Elevator rooms will be wiped down, mopped clean, and the floors painted periodically to maintain a safe environment with a professional appearance. Painting will be at the discretion of the contracting officer. Elevator pits will be maintained free of trash and debris.

11. Parts to be Furbished and Installed/Repaired:

a. The contractor shall furnish and install or repair as necessary, machine hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commuters, hydraulic pump 'V' belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, relays, contractors, control fuses, cams, car doors and hoist way door hangers, tracks and door gibs, door operating devices, interlocks and contacts, car gates, safety devices, governors, push buttons, annunciators, hall lantern and indicators, control boards, lamp replacements in signal systems and all other elevator accessory equipment. All parts shall be of the original manufacture's design and specification or equal thereto.

b. The contractor shall not: supply or replace incandescent or fluorescent lamps for car light fixtures, supply or replace floor covering on elevator car platforms, make renewals or repairs necessitated by reason of negligence or abuse of the equipment by persons other than Contractor representatives/employees, or by reason of any other cause beyond the control of the contractor, except normal wear and tear, or install new attachments as may be recommended or directed by Federal, state, municipal or other government authorities without prior approval of the Contracting Officer.

12. Safety Procedures:

The contractor shall comply with all appropriate safety requirements, including the Army Corps of Engineers Publication EM385-1-1, Safety and Health Requirements Manual, OSHA Regulations, and ANSI Standards.

a. The contractor shall shut down any elevator when continued use would violate fire or safety regulations, or endanger life or property. The contractor shall provide and place self-standing, easy to read signs, which include the words 'ELEVATOR BEING SERVICED, DO NOT ENTER'. The contractor shall attach a 'Red Tag' to the controls, and stating the problem, corrective action required, date condition noted, and name of the mechanic or the quality control inspector. The facility manager shall be immediately notified of the elevator's condition.

b. The contactor shall dispose of all oils, hydraulic fluids and other hazardous waste in accordance with federal, state and local regulations. This includes the disposal of trash or debris off Government property.

c. The contractor shall maintain and monitor work areas to minimize inconvenience to the facility occupants, and conduct work in a manner that will ensure maximum protection of Government property and personnel.

13. Government Property Control:

a. The contractor shall ensure that a Temporary Issue Receipt is prepared for elevator components removed from U.S. Army Corps of Engineers for repair at the contractor's facility. The receipt shall include the contract number and be signed by the contractor's representative. Copies shall then be provided to the facility manager and Property Book Officer. The contractor shall obtain approval of the Facility Manager before removing any parts off the Buffalo Reservation. The contractor shall remain fully responsible for all items until they are returned and re-installed on the elevator.

14. Warranty of Work

a. The contractor warrants that work performed under this contract, including work performed by a subcontractor, shall conform to the contract requirements and shall be free of defects. The contractor shall remedy, at the contractor's expense, any damage to Government-owned or controlled real or personnel property. The terms of this warranty shall continue for thirty days (30) after the completion of this contract.

15. Security Provisions:

a. All contractors working at the USACE Buffalo Reservation are required to provide proper identification, picture ID, current driver’s license. Without proper I.D. and a background check, entry will be denied. Lost time and travel expenses for failing to meet this requirement will not be covered under the service contract. Normal access hours to the facility shall be 07:00 ' 1500, Monday - Friday, excluding holidays and weekends. In the event that other hours are necessary to perform services, the contractor will make arrangements with the Facility Manager at least 48 hours in advance of the service.

16. Contractor Provisions:

a. The Contractor shall comply with all applicable regulations regarding safety and health; maintain certifications and/or licenses as required to perform repair, installation and testing services; submit a written DAILY REPORT to the Logistics Office (facilities management) at the end of each work day which shall include findings and recommendations; and provide and post all MSDS's for chemicals used. Contractor shall follow the requirements of EM 385-1-1, Army Corps of Engineers Safety and Health Requirement Manual dated 15 Sep 08 and/or OSHA 29 C.F.R. regulations whichever is the most stringent.

17. Safety Plan:

a. There is no greater requirement than that of safety. Contractor personnel shall receive a safety briefing from the Corps safety officer prior to contract start. All work will be in accordance with applicable safety standards and OSHA regulations. The proper use of and adherence to applicable procedures and regulations for ladders, Personal Protective Equipment (PPE), Confined Spaces, lockout tag out, HAZCOM, etc. will be strictly followed. Any safety violations can result in immediate work stoppage until the violation has been corrected. Repeated violations will result in the removal of those personnel and possible contract cancellation. Additionally the Contractor will obey all motor vehicle operations while on the USACE Buffalo Reservation.

18. Environmental Provision:

a. Coordinate and pre-approval required through the Environment section with all HAZMAT items for accomplishing above work.

19. Clean-up:

a. Contractor shall ensure all debris, trash, and surplus material, etc., is removed from the site daily, that relates to the trade and work from the premises.

20. Wages:

a. Contractor will abide by DOL for prevailing wage rates and provide certified copies of payroll as requested.

21. References:

The publications listed below form a part of this specification to the extent referenced. The publication are referred to in the text by basic designation only.

AMERICAN NATIONAL STANDARDS INSTITUTE, INC (ANSI)

a. ANSI A10.4: Safety Requirements for Workmen’s Hoists (Latest Issue)

b. ASME A17.1, Safety Code for Elevators and Escalators (Latest Issue)

c. ASME A17.2 (2007), Guide for Inspection of Elevators, Escalators, and Moving Walks (Latest Issue)

d. ASME A17.3, Safety Code for Existing Elevators and Escalators (Includes Requirements for Electric and Hydraulic Elevators and Escalators) (Latest Issue)

NATIONAL FIRE PROTECTION ASSOCIATION (NFPA)

a. NFPA 70: National Electrical Code (Latest Issue)

b. NFPA 101: Life Safety Code (Latest Issue) Department of Army (DOA)

a. EM 385-1-1, Safety and Health Requirements Manual (Latest Issue)

22. Measurement and Payment:

a. Payment for the required maintenance/inspection works (Bid items #1 & #2), will be made on an “as completed” basis, and upon receipt of an invoice and Inspection Report from the Contractor. Payment for any emergency service will be made only upon approval from either the Maintenance Mechanic or the District Electrical Engineer, receipt of an invoice and Emergency Trouble Report. The emergency repair service (Bid item #3), invoice shall include, but not be limited to, an itemized listing of the labor (based on the hourly rate), any required parts (listed with the part number), and travel expense to and from the District Reservation. The hourly rated for Bid Item #3 shall not include any costs for required parts. Bid Item #4 will be utilized only if any additional spare parts are deemed it be necessary during the term of the contract and is included in an effort to expedite the repairs. The Contractor shall submit a list of parts that he feels may be necessary to maintain and repair the elevator, in the event of breakdown, along with the cost per item to the Contracting Officer within thirty (30) days of the start of the contract. Payment for the repair parts will be based upon the cost breakdown provided. The Contractor will also be responsible for any costs involved in retesting any failed portion of an inspection test until such time as all tests have been successfully completed.

23. Required Maintenance/Inspection:

a. Maintenance/Inspections/Repair of Elevator (Building 1) & Chairlift (Building 2) & Liftavator (Building 6)

· One (1) each Haughton electric door, One (1) each Haughton Hydraulic Elevator (Building 1)

· Two (2) each NWOV electric doors, One (1) each NWOV Hydraulic Chair Lift (Building 2)

· Two (2) each Liftavator electric doors, One (1) each Liftavator Hydraulic Elevator (Building 6)

24. Period of Performance:

a. 30 Nov 2016- 29 Nov 2017 (Base Year)

b. 30 Nov 2017- 29 Nov 2018 (OP YR 1)

c. 30 Nov 2018- 29 Nov 2019 (OP YR 2)

d. 30 Nov 2019- 29 Nov 2020 (OP YR 3)

e. 30 Nov 2020- 29 Nov 2021 (OP YR 4)

25. Invoicing and Billing: Contractor will submit invoices to:

U.S. Army Corps of Engineers (Buffalo District) ATTN: Building 5 (David Laube) 1776 Niagara Street Buffalo NY 14207-3199