Preventive Maintenance Service Contract for Elevator at CGR

SCOPE OF WORK

The U.S. Consulate General in Mumbai, India requires the Contractor to maintain the elevators identified in Attachment 1 in safe, reliable and efficient operating condition.  The Contractor shall provide all necessary managerial, administrative and direct labor personnel, and as well as all necessary transportation, equipment, tools, repair parts, supplies and materials required to perform inspection, maintenance, repair, and component replacement as required to maintain the elevators in accordance with the manufacturer's specifications.  Under this contract the Contractor shall provide:

1. Provide a full service maintenance agreement written in English. Full service maintenance means that all parts, materials, supplies and labor are included with the exception of repairs made due to acts of force majeure and misuse.

1. Monthly, scheduled maintenance visits which follow the systematic approach defined in the approved maintenance check chart. See PMSC Elevator Maintenance Checklist document.

1. 24 hour call back service. Entrapments or accidents involving vertical transportation equipment are automatically an emergency call back, as is a condition where all units are out of service. These calls should have a 1 hour maximum response time. Other call backs should carry a maximum response time of 24 hours. This work is inclusive to the contract pricing and is not billable unless caused by acts of force majeure and/or misuse.

1. Labor rates for work that is billable. This includes work not covered by the terms (i.e. vandalism repairs) and overtime rates .This should include rates for a mechanic/technician and an apprentice/helper.

1. A term that follows the 1+4 option years model and will not automatically renew annually. Provide pricing for: Base Year & Option Years 1-4, with any applicable escalations.

1.  Payment terms are for services rendered and not in advance.

1. Clear and concise qualifications which prove an aptitude for the specific types of equipment. This should include any specific training the contractor has and other locations with similar equipment. With this, a list of technicians who will visit Post to service the equipment.

1. Included in the price, the contractor will obtain, in a timely fashion, any spare parts required to restore safe operations.

1. An equipment specific maintenance check list that will be filled out during each visit. This document should reflect the specific maintenance requirements for a piece of equipment and is required to be posted in the elevator machine space.

1. A schedule that defines the exact day, each month, maintenance will occur, and the duration of time required. Also, a list of tools being brought on site.

Note: There are rare occurrences when the facility is not able to accept the contractor on the proposed date. During these periods, the Contractor is required to arrange a new, agreed upon date to complete monthly maintenance.

Provisions for testing. The contractor should provide Post with “point of contact” information for a local Qualified Elevator Inspector (QEI) who will witness testing of the equipment. The third-party inspector cannot work for the contractor and should be paid by Post directly. Testing requirements are: Annual “No-Load” Safety Tests and Five Year “Full Load” Safety Tests in accordance with local regulations unless otherwise stated. The contractor shall provide all necessary procedures, labor, testing equipment and test weights.

1. Inclusive to the price will be the following:

1. To supply and replace batteries for the emergency lighting.

1. To maintain the in-car emergency communication device in working order. Note: Exclusive to this, Post will maintain an active phone line to the connection point.

1. To supply and replace any key switches which operate elevator components. Note: Keys are the responsibility of Post.

2.0       HOURS OF PERFORMANCE

            The Contractor shall schedule all routine maintenance and repair work during normal building hours which are defined as 8:00 to 16:30 Monday to Friday, excluding local and bank holidays, unless approved in advance by the Contracting Officer's Representative (COR).

3.0       ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

3.1       General.  The Contractor shall designate a representative who shall supervise the Contractor's elevator mechanics and be the Contractor's liaison with the U.S. Embassy/Consulate.  The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes.  Contractor employees shall have access to the elevators' hoistways, lobbies and machine rooms, either with or without security escorts, only with specific permission by either the Contracting Officer or the COR.

3.2       Personnel Security.  The Government reserves the right to deny access to U.S owned and U.S.-operated facilities to any individual.  The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract prior to their utilization.  The Government shall issue identity cards to approved Contractor personnel, each of whom shall display his/her card(s) on the uniform at all times while on Government property or while on duty at private residences serviced under this contract.  These identity cards are the property of the Government. The Contractor shall return all identity cards when the contract is completed, when a Contractor’s employee leaves this contract, or at the request of the Government. 

3.3       Standards of Conduct

3.3.1    General.  The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary.  Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government.  The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct.  The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

3.3.2    Uniforms and Personal Equipment.  The Contractor's employees shall wear clean, neat and complete uniforms when on duty.  All employees shall wear uniforms approved by the Contracting Officer's Representative (COR).  The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment.  The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

3.3.3    Neglect of duties shall not be condoned.  This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

3.3.4    The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting.  Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

3.3.5    Intoxicants and Narcotics.  The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

3.3.6    Criminal Actions.  Contractor employees may be subject to criminal actions as allowed by law in certain circumstances.  These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized         use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

3.3.7    Key Control.  The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, or other areas, for the purposes of this contract.  Keys shall not be duplicated without the COR's approval.  Where the Government determines that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from performing work under the contract.  If the Contractor has lost any such keys, the Contractor shall immediately notify the COR.  In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system so compromised.

4.0       WORK REQUIREMENTS

4.1       General.  The Contractor shall provide full service to meet routine maintenance requirements.  The Contractor shall maintain elevators so that the elevators are in a safe and efficient operating condition at all times.  In the event of a break down, the Contractor shall make every effort to immediately return the elevator to an operating condition. 

Traction and Winding Drum Elevators

4.2       Summary of Services - Traction and Winding Drum Elevators

            To maintain the designated "Traction" type elevators, (including geared,                                        gearless, DC drive and AC drive machines),              in accordance with the manufacturer's specifications, the Contractor shall perform               all of the following services:

Examine, clean, lubricate, adjust, repair, and replace:

-  elevator machines,

-  motor generators,

-  solid state drives,

-  controllers,

-  selectors,

-  dispatcher & relay panels and parts thereof, including:

-  hoisting motors,

-  selector motors,

-  worms & gears,

-  bearings,

-  rotating elements,

-  brake magnet coils,

-  brushes and commutators,

-  brake shoes,

-  brake linings & pins,

-  windings & coils,

-  contacts & relays,

-  resistors & transformers,

-  and solid state devices;

-  keep guide rails properly lubricated except where roller guides are used;

-  repair or replace guide shoe gibs or rollers;

-  replace inoperative position indicator and car/hall call lamps; 

-  repair or replace control cables; 

-  examine clean, lubricate, adjust, repair or replace the safety devices including interlocks, door closers, buffers, overspend governors, car & counterweight safeties, limit switches, landing & slowdown switches, door protective devices and alarm bells; 

-  replace wire ropes and equalize the tension of the hoisting ropes;

examine, evaluate, and when needed, regroove or replace all sheaves and sheave assemblies, including drive sheaves, governor tension sheaves and compensating sheaves;

examine, lubricate, adjust, repair and replace car & corridor operating stations, car & corridor hangers & tracks, door operating devices, door gibs and car fans; 

-  clean elevator machine rooms, hatch equipment, rails, inductors, relaying devices, switches, buffers, and car tops;

-  dismantle, clean, examine, replace worn parts, lubricate, reassemble, and adjust brake plunger assemblies;

-  refasten/resocket the hoisting ropes, using the babbitt socketing method procedure, on an annual basis for winding drum machines located over the hoistway or on a 2-year basis for machines located below or at the side of a hoistway.

-  provide "emergency service" assistance defined in 6.2 to correct major elevator problems occurring after normal working hours.

 5.0      SCHEDULED ROUTINE MAINTENANCE

5.1    General

5.1.1   The objective of scheduled routine maintenance is to eliminate or minimize elevator malfunction, breakdown and deterioration.   Contract maintenance of the elevator must assure continuous, safe, and satisfactory operation of all elevators, their parts and components.  The Contractor shall schedule routine maintenance to include all tasks herein described, in addition to routine lubrication and adjustments. 

5.1.2.  Elevator equipment shall include, but is not limited to: controllers,   selectors, worm gears, thrust bearings, brake magnet coils, brake shoes, brushes, windings, commutators, rotating elements, contacts, coils, resistors for operating and motor circuits, magnet frames, cams, car door and hoistway door hangers, tracks and guides, door operating devices, interlocks and contacts, pushbuttons, pumps, pump motors, operating valves, electronic tubes, electronic programmable controllers, hall lanterns and indicators, hatch lighting, pit bulbs, bulb replacement and all other elevator signal accessories. 

5.1.3   The Contractor shall inventory, supply, repair and replace all parts that have become unsafe due to wear and tear.  The Contractor shall use genuine manufacturer’s parts or approved or equal (to be approved by COR) for all replacements.  The Contractor shall maintain an easily accessible supply of spare parts sufficient for normal maintenance and expedient emergency repairs.

5.2   Checklist Approval - The Contractor shall submit to the COR a schedule and description of the scheduled routine maintenance tasks which the Contractor plans to provide.  The Contractor shall prepare this schedule and task description in a checklist format similar to the one provided in Attachment 2.  The Contracting Officer or COR must approve the proposed "Scheduled Routine Maintenance Task Checklist" prior to contract work commencement.

5.3   Minimum Requirements - The Contractor shall provide a trained mechanic to inspect and service every elevator a minimum of once a month, every month of the year.  The elevator mechanic shall sign off on every item of the checklist.  The elevator mechanic shall leave a copy of this signed checklist with the COR or the COR's designate following that week's routine maintenance visit.  This weekly inspection and servicing shall include, but not be limited to, the following tasks:

-  Ride all cars to detect and repair any improper operation of the car doors, hoistway doors, acceleration, leveling accuracy on the floor stops, and the action of the machine brake;

-  Check and make necessary repairs to assure proper operation of retractable doors;

-  Review elevator’s performance with the COR, or the designated representative, to determine if any malfunctions have occurred in connection with the operation of the cars since the most recent previous scheduled routine maintenance visit;

-  Investigate any malfunctions which have occurred, devoting special attention to any problem involving unsafe operations, and make repairs as necessary;

-  Examine car stations and call buttons and replace any damaged switches, burned out lamps, bulbs and broken buttons, defective fixtures, switches, covers, and related hardware;

-  Trouble shoot any failure to equipment, lighting and receptacle electrical circuits;

-  Report findings to the COR or the COR's designee including identification of failed equipment and reason for failure;

-  Leave signed and dated copy of the Maintenance Checklist and also leave signed and dated copies of any other monthly, quarterly or annual checklists if those were completed during the subject visit;

-  Maintain emergency light units in operable condition.

6.0   TROUBLE CALL RESPONSE SERVICE

6.1   General.  The Contractor shall provide "around-the-clock" service coverage for elevator trouble calls as described below and which are not excluded by paragraph 8.0 below.

6.2   Emergency Response Service - The Contractor shall provide 24 hour call back service. Entrapments or accidents involving vertical transportation equipment are automatically an emergency call back, as is a condition where all units are out of service. These calls should have a 1 hour maximum response time. Other call backs should carry a maximum response time of 24 hours. This work is inclusive to the contract pricing and is not billable unless caused by acts of force majeure and/or misuse.

6.3   Non-Emergency Response Service - The Contractor shall provide, at no extra cost, a non-emergency response service.   A trained elevator mechanic will be on site, within one working day, to trouble shoot and repair an elevator malfunction.

6.4   Callback Service - When an elevator which was previously worked on by the Contractor's mechanic, has a repeat malfunction within a 24-hour period, the Contractor shall be obligated to provide, at no extra cost, a return visit by a trained elevator mechanic to correct the problem, even if the problem is   minor in nature.  The elevator mechanic shall respond to this callback within a three-hour time period regardless of what time the Contracting Officer or COR made the callback complaint, including the "after hours" time periods.

7.0   PERSONNEL, TOOLS, REPAIR PARTS, MATERIALS AND SUPPLIES

The Contractor shall provide trained elevator mechanics with the appropriate tools and testing equipment for scheduled maintenance, unscheduled repairs, emergency repairs/assistance, safety inspection, and safety testing as required by this contract.  The Contractor shall provide all of the necessary repair parts, materials and supplies to maintain, service, inspect and test the elevators as required by this contract.

8.0   EXCLUSIONS

The Contractor shall not assume responsibility for the following items of elevator equipment, which are not included in this contract:

-  Car enclosures and related items including, but not limited to, fixed or removable panels, door panels, car gates, plenum chambers, hung ceilings, light diffusers, fluorescent tubes, dry cell batteries, handrails, mirrors, floor coverings, carpets and other architectural features and accessories;

-  Buried caissons, cylinders and piping, and power supply feeder circuits to the machine room circuit breakers;

-  Computer and microprocessor devices not exclusively dedicated to the elevator equipment such as terminal keyboards and display units;

-  Communications equipment, such as telephones, intercoms, heat detectors, and smoke sensors, which were not installed by the Contractor or the original elevator installer;

-  Major Repairs: Any individual unit or incident of repair with a total estimated cost (labor and direct material costs) exceeding $3,000.00 which is not covered under routine maintenance, is not covered by this contract.  The Government reserves the right to determine how these repairs are to be handled.  Such repairs will normally be accomplished by separate purchase order or contract.  This exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

INSURANCE REQUIREMENTS

9.1   Personal Injury, Property Loss or Damage (Liability).  The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract

The Contractor's assumption of absolute liability is independent of any insurance policies.

 Insurance.  The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary.  The Contractor shall carry the following minimum insurance:

Comprehensive General Liability

Bodily Injury                   INR. 3,000,000                                                                  * per occurrence

Property Damage           INR. 3,000,000                                                                  * per occurrence

          

[9.3   Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required by the laws of either the country in which the employees are working or the employee's native country, whichever      offers greater benefits, following FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”. 

10.0   Permits 

The Contractor shall maintain in full force and affect all permits, licenses, and appointments required for the prosecution of work under this contract at no additional cost to the Government.  The Contractor shall obtain these permits, licenses, and appointments in compliance with host country laws. 

11.0   LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor.  Any local or other taxes which may be assessed against the contract shall be payable by the Contractor without Government reimbursement.

12.0   GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

The Contractor shall physically inventory all Government furnished property in its possession.  Physical inventories consist of sighting, tagging or marking, describing, recording, reporting, and reconciling the property with written records.  The Contractor shall conduct these physical inventories annually during the contract and at the completion or termination of the contract, as directed by the COR.  Unless approved in advance by the Contracting Officer, personnel other than those who maintain the property records or who have custody of the property shall conduct the inventory.

13.0   QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) 

13.1     This plan provides an effective method to promote satisfactory contractor performance.  The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance.  The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract.  The role of the Government is to monitor quality to ensure that contract standards are achieved. 

Performance Objective

Scope of Work Para

Performance Threshold

Services.

Performs all elevator maintenance services set forth in the scope of work.

1.  thru 19.

All required services are performed and no more than one  customer complaint is received per month.

No more than one elevator breakdown per six month period.

13.2  Surveillance.  The COR will receive and document all complaints from Government personnel regarding the services provided.  If appropriate, the COR will send the complaints to the Contractor for corrective action. 

13.3  Standard.  The performance standard is that the Government receives no more than one (1) customer complaint per month and no more than one elevator breakdown per six month period. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4.  Procedures.

13.4.1  If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

13.4.2  The COR will complete appropriate documentation to record the complaint. 

13.4.3  If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files. 

13.4.4  If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available.  The COR shall determine how much time is reasonable.

13.4.5  The COR shall, as a minimum, orally notify the Contractor of any valid complaints. 

13.4.6  If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR.  The COR will review the matter to determine the validity of the complaint.

13.4.7  The COR will consider complaints as resolved unless notified otherwise by the complainant. 

13.4.8  Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.