Zamboni Service Contract SOW June 2024.pdf

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Ice Rink Zamboni Service Contract

I. Background and Summary

The National Gallery serves the United States in a national role by preserving, collecting, exhibiting, and fostering the understanding of works of art at the highest possible museum and scholarly standards.

The Gallery operates in over 1.4 million square feet of building space, including two monumental buildings and the Sculpture Garden on the National Mall as well as storage and shop facilities, several condominium apartments, leased office space, and galleries in the historic Corcoran building. The Gallery is open to the public 363 days of the year and serves nearly five (5) million visitors in that time.

This scope of work outlines the services required in the provision of transportation, off-season storage services, preventive maintenance, and on and off-season repair, for the Gallery-owned Zamboni Ice Resurfacer.

II. Statement of Work Tasks

a. The Contractor shall provide transportation, off-season storage services, preventive maintenance, and on and off-season repair, for the Gallery-owned Zamboni Ice Resurfacer machine, model 545, (hereinafter “Zamboni”) owned by the National Gallery.

b. Transportation:

i. Off-season: At the end of the National Gallery ice skating season (a date to be determined between March 1 and March 31 of each year) the Contractor shall transport the National Gallery’s Zamboni from the Sculpture Garden, located between 7th and 9th Streets on Constitution Ave. NW, Washington, DC 20565, to the Contractor’s secure storage location. (CLIN 0002AA)

ii. On-season: At the beginning of the fall skating season, (between October 1 and October 31), the Contractor shall transport the Zamboni from its storage location back to the National Gallery Sculpture Garden in Washington, DC. The exact dates within the ranges identified above for transportation shall be coordinated with the National Gallery COR. (CLIN 0002AE)

c. Off-Season Storage: The Contractor shall store the Zamboni at a secure facility from the end of the spring skating season to the beginning of the next fall skating season. The facility should protect the Zamboni from theft, vandalism, exposure to the elements and other potential dangers that may damage the Zamboni. The total storage time shall be

SOW 2: Page | 2 approximately from mid-March to mid-October of each year, as agreed with the COR.

(CLIN 0002AB)

d. Preventative Maintenance: After transporting the Zamboni to Contractor’s facility for off-season storage, the Contractor shall perform: (0002AC)

i. preventive maintenance on the Zamboni in accordance with manufacturer-recommended semi-annual and annual Preventive Maintenance Schedules, and

ii. engine maintenance in accordance with the Hyundai Service Schedule. This includes, but is not limited to, the following services:

1. Tune up and adjust valves,

2. Set up carb with 5-gas analyzer,

3. Compression test engine,

4. Change engine oil,

5. Inspect all brakes and hoses,

6. Ensure LPG converters clean and install repair kits,

7. Completely filter all hydraulic oil and replace with new oil if necessary. Oil is not included in firm fixed price and will be ordered under Section C.1.5 Off-Season Repairs,

8. Furnish and install all replaceable hydraulic filters; clean all washable filters,

9. Inspect all hydraulics for leaks and seepage including hydrostat pump and motor,

10. Furnish and install new bushings and bolts in lift bar, check bar for excess wear end play and straightness,

11. Inspect and repack with factory-approved grease, front and rear wheel bearings,

12. Inspect both axles for wear in the ring and pinion gears, differential carrier, and front axle universals,

13. Change oil in differentials, pump drive and transfer case,

14. Twenty-point lube job with factory approved grease,

15. Inspect vertical and horizontal conveyer and bearings, chain and sprockets,

16. Install safety decals and snow shield where necessary,

17. Furnish new spreader cloth, squeegee, and water pump impeller,

18. Check Hydraulic hoses for wear,

19. Check water hoses for wear,

20. Check electrical wiring for wear,

21. Change Hydraulic oil Filter,

22. Repack wheel bearings,

23. Inspect axle shaft universals,

24. Check hydraulic oil for contamination and change, if necessary,

25. Upon completion, conduct a thorough inspection and provide recommendations to keep the machine up to maximum operating condition.

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e. Emergency/ Routine Repairs:

i. Off-Season Repairs: Following the transportation of the Zamboni to Contractor’s facility for off-season storage and performance of preventative maintenance services described above, the Contractor shall provide a report to National Gallery COR detailing any additional work that may be required to repair the Zamboni or to improve the safety, functionality, or dependability of the Zamboni.

1. The contractor will provide the Gallery with a description of functional problem with the Zamboni equipment, including pictures, if feasible.

2. Following issuance of a task order, Contractor shall repair the Zamboni at the contractor’s facilities. Repair services may include any repairs necessary to make the Zamboni fully operable but shall be limited to the repair services described in the task order.

3. Repairs shall be completed by 5:00pm the day after issuance of the task order.

4. The total value of emergency repairs performed in any contract year shall not exceed the amounts listed in the repairs and modifications CLINs in section B.1 Price/Cost Schedule.

5. Off-season repairs are those items not considered PM, as agreed by the contractor and the COR.

a. Labor rates in accordance with B. 1 Price/Cost Schedule.

b. Parts to be supported by valid invoice.

ii. On-season Repairs: If the Zamboni requires repairs during the skating season, Gallery may order repair services from Contractor at the labor and parts rates listed in Section B.1 Price/Cost Schedule. Orders shall be placed by issuance of a task order signed by a Gallery Contracting Officer (CO) or COR. (0002AF)

1. Gallery will provide contractor with a description of functional problem with the Zamboni equipment, including pictures, if feasible. The contractor may be called to determine the issue and necessary repair.

2. Following issuance of a task order, Contractor shall send a service mechanic to repair the Zamboni at the Gallery’s Washington, D.C.

facilities. Repair services may include any repairs necessary to make the Zamboni fully operable but shall be limited to the repair services described in the task order.

3. Repairs shall be completed by 5:00pm the day after issuance of the task order.

4. The total value of emergency repairs performed in any contract year shall not exceed the amounts listed in the repairs and modifications CLINs in section B.1 Price/Cost Schedule.

5. On-season repairs, as agreed by the contractor and the COR.

a. Labor rates in accordance with Price/Cost Schedule.

b. Parts to be supported by valid invoice.

III. Deliverables and Submittals: The Contractor shall provide submittals for all new material, equipment, and/or changes.

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IV. Milestones and Schedule of Transportation, Storage and Preventive Maintenance Schedule

# Milestone Description Due Dates

1 March Transportation of the Ice Rink Zamboni to the off-season location.

To be scheduled in coordination with COR. Walkthrough of Ice Rink Zamboni prior to transport.

Deliverable: Transportation of the Ice Rink Zamboni

Walkthrough in March.

Transport by the end of March

2 March-Early October off- season Storage, Repairs, and Preventative Maintenance

In coordination with COR.

Deliverable: Storage, repair(s) with task orders, and maintenance of the Ice Rink Equipment

Repairs and maintenance completed by September

3 October Transportation of the Ice Rink Zamboni to the Gallery location.

To be scheduled in coordination with COR. Walkthrough of Ice Rink Zamboni immediately after transport.

Deliverable: Transportation of the Ice Rink Zamboni

By the end of October

4 October – March on-season Repairs

To be scheduled in coordination with COR, together with task order issuance.

Deliverable: Completed repair.

Repairs completed in accordance with the task order(s) issued

V. Government Provided

a. Attachments provided include pavilion drawings, platform drawings, and dasher board drawings.

b. The National Gallery will also provide a crane to off load and reload the crates from a truck on site at the Sculpture Garden to the slab of the fountain.

VI. Regulations: Work shall be accomplished in accordance with all applicable Federal and DC regulations and codes, in addition to the codes and standards applicable to each discipline as dictated by the appropriate governing body (i.e. NEC, NFPA, CFR).

VII. Requirements and Restrictions

a. All work shall be performed at the National Gallery during normal working hours except as indicated in the contract specifications and/or unless prior written approval is received from the COR. Normal hours 6:00 AM and 3:00 PM. All “After Hours Work” shall be performed between 3:00 PM to 11:30 PM. After hours work shall be approved by the COR and authorized by the CO before the commencement of work. Material load-ins can only occur prior to 10am and after 5pm in public spaces.

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b. There will be occurrences when the contractor will be asked to demobilize and leave the site clean and neat in appearance. The occurrences while be driven by special events and/or announced high level visits. The contractor will be provided and advance notice prior to the event or visit.

c. Parking at the Gallery is unavailable to contractors. The loading dock can be utilized to unload and load all required materials, equipment, and supplies necessary to complete the work. All requests for the use of the loading dock shall be submitted to the COR in writing a minimum of 48 business hours prior to the usage of the loading dock.

VIII. Security Procedures

a. The Contractor must meet physical and information technology security requirements as stated below:

i. The Contractor shall submit background information for all employees not currently performing work at the Gallery that may be associated with performance of the work indicated herein. Background information shall be furnished to the COR at least seven (7) business days prior to commencement of work by those employees. Requests for contractor employee access shall be accomplished as indicated in the contract.

ii. Security badges shall be worn always. Contractor personnel shall check in at the security desk when entering and exiting the Gallery as indicated in the contract.